EnterApp

Web Services Council

Enterprise Applications
User Guide

Payroll Time Entry (continued)

To Enter A New Record:

1. "E" and press (RETURN)

2. Enter the employee's Social Security Number and press (RETURN)

The employee has to be processed through the Human Resources office before he can be entered on this screen. If the person has not been processed by Personnel, the following message will display ...

"Invalid SSN, not in the payroll database, please re-enter"

The employee must be classified, non-classified or faculty to be processed on this screen. If the employee is an irregular employee, the following message will display ...

"This type of employee cannot be entered on this screen"

The employee must have a current W-4 form on file in the Human Resources office. If the person has no current W-4 form, the following message will display ...

"No W-4 form on file. Employee must see the Human Resources office"

3. Enter the account number and press (RETURN)

The account number entered must be assigned to this department by the Payroll office. If the account is not assigned to the department, the following message will display ...

"Invalid account number for this department, please re-enter"

4. Enter a "Y" for YES, or an "N" for NO overtime pay and press (RETURN)

The response for non-classified employees must be "N".

5. If the employee will be paid for overtime, enter the overtime account number

The overtime account number must be assigned to this department by the Payroll office. If it is not assigned to the department, the following message will display ...

"This is not a valid overtime account number for this department"

6. "U"and press (RETURN) to UPDATE the data.

The employee cannot already have a TIME-DETAIL record with the same department and account number that was entered on this screen. If the person has an existing record with the same information, the following message will display ...

"This employee with this ACCT already exists for this department"

To Find and/or Change Existing Record:

1. "F" and press (RETURN)

2. Enter the employee's Social Security Number and press (RETURN)

The employee must already have a TIME-DETAIL record for this department. If the person does not have a record for this department, the following message will display...

"There is no TIME-DETAIL record for this person & department"

3. Change data on the screen by entering the ID number of the line to be changed.

If the overtime pay field was changed from "N" to "Y", the overtime account number must also be changed from blank to a valid overtime account number. If the overtime account number is not entered, the following message will display...

"If the overtime pay is Y, then you must enter an overtime account"

4. "U" and press (RETURN)

To Find and Delete Existing Record:

1. "F" and press (RETURN)

2. Enter the employee's Social Security Number and press (RETURN)

The employee must already have a TIME-DETAIL record for this department. If the person does not have a record for this department, the following message will display...

"There is no TIME-DETAIL record for this person & department"

3. "D" and press (RETURN)

4. "U" and press (RETURN) to DELETE the record

FINISHING THE PROGRAM:
TYPE ^^ IN THE ACTION FIELD
or
PRESS THE "F8" FUNCTION KEY

Narrative:

This Quick screen is used to maintain data that is printed on regular appointment employee's blank time sheets. It only processes regular -"ACT" - week 1 TIME-DETAIL records.

For further instructions on the use of QUICK screens please refer to the QUICK Reference Guide section of this site.

SCREEN 3

PROGRAM NAME: PRQS140

ACCESSIBLE FROM:CAMPUS DEPARTMENTS

USING: ANY TERMINAL or PC

FUNCTION:
This program will allow entries, updates, and deletions of TIME-DETAIL RECORDS for irregular appointment employees. Each screen processes only one TIME-DETAIL RECORD at a time. There is a different TIME-DETAIL RECORD for each week, for each type of time. The screen displays the employee's sick leave, vacation, and comp time available, as of the last pay period for eligible employees.

STARTING THE PROGRAM:
1) Choose PR Time Processing from the menu.
2) Enter the department and PIN number.
3) Enter "30" in the action field.

ALLOWABLE ACTIONS:
E - Entry of new (irregular appointment) TIME-DETAIL RECORDS
F - Look up existing (irregular appointment) TIME-DETAIL RECORDS
U - Used after an entry or find to update or delete records

To Enter a New Record:

1. "E" and press (RETURN).

2. Enter the employee's Social Security Number and press (RETURN).

The employee has to be processed through the Human Resources office before he can be entered on this screen. If the person has not been processed by Personnel, the following message will display...

"Invalid SSN, not in the payroll database, please re-enter"

The employee must have a current W-4 form on file in the Human Resources office. If the person has no current W-4 form, the following message will display...

"No W-4 form on file. Employee must see the Human Resources office"

3. Enter the account number and press (RETURN).

The account number entered must be assigned to this department by the Payroll office. If the account is not assigned to the department, the following message will display...

"Invalid account number for this department, please re-enter"

4. Enter the week number and press (RETURN).

5. Enter a "Y" for YES, or an "N" for NO overtime pay and press (RETURN).

Some employees cannot be paid or accrue comp time for hours in excess of 40 in a given week. If such an employee has worked more than 40 hours in a week, then a message will display telling you that the employee cannot be paid overtime or accrue comp time. If an eligible employee works hours in excess of 40 and the Overtime flag is Y, then a message will display telling you that the employee will be paid overtime. If an eligible employee works hours in excess of 40 and the Overtime flag is N, then a message will display telling you that the employee will accrue comp time.

6. If the employee will be paid for overtime, enter the overtime rate.

7. If the employee will be paid for overtime, enter the overtime account number.

The overtime account number must be assigned to this department by the Payroll office. If it is not assigned to the department, the following message will display...

"This is not a valid overtime account number for this department"

8. Enter the employee type and press (RETURN).

'S' = Student: The student should be registered in order to be considered a student employee. If the student takes a certain number of credits he/she is eligible to be exempt from paying FICA. A program will check this each pay period. If the student doesn't take summer classes but intends to take fall classes, you may leave his/her employee type as 'S' for the summer.

'C' = Federal Work Study Student: The student is receiving Federal Work Study money from Financial Aid.

'I' = State Work Study Student: The student is receiving State Work Study money from Financial Aid.

If you are trying to enter a College Work Study employee record and you do not know if the employee is receiving State or Federal Work Study, enter one or the other (C or I) and the program will tell you if you have the wrong type. The program will also tell you if the employee is not set up to receive College Work Study funds. The Financial Aid Office should be contacted if the employee believes that he/she has completed the necessary procedures to receive College Work Study. The data may have not been updated or there may be some problem with the employee's student records.

For Employee Types C and I only, press F1 to run the screen PRQS144L to see the current work study balance amount that the employee is eligible to earn along with other work study financial aid information.

'F' = Faculty: This employee type is for a faculty member who is receiving additional pay over and above his faculty contract.

'T' = Temporary employee: The employee is working less than 20 hours/week for less than 5 months.

'B' = Temporary employee with benefits: The employee is working 20 hours or more for more than 5 months and will receive benefits.

'G' = Grad student or research assistant who is employed as a grad student in one campus position only. His other time entries for additional positions (if any) should be entered as a temporary type of employee. Extra money to be earned by graduate/research assistants must be approved by the Dean of the Graduate School.

'O' = A university employee who is doing this type of work in addition to his regular appointment, i.e. a clerk/typist who is working as a ticket taker at the Holt Arena.

9. If the employee type is COLLEGE WORK STUDY, enter the PERFORMANCE CERTIFICATION CODE and press (RETURN).

If this code is entered and the employee is not college work study, the following message will display ...

"Employee type must be a C or an I to enter data in this field"

10. Enter the TIME CODE and press (RETURN).

If the employee type is temporary with benefits, any of the shown time codes can be entered. If the person does not get benefits, the only time codes that can be entered are REG or HOW. If a time code other than REG or HOW is entered for a non benefit person, the following message will display ...

"This T-CODE cannot be entered for this type of employee"

HOW type of time can only be earned as comp time for irregular with benefits. You MUST enter an 'N' for the overtime pay flag if the type of time for the record is HOW.

If the employee type is temporary with benefits and he works on the holiday he should have a type of time HOW record for that day and the program will give those hours at time and a half. If it is a holiday and university employees do not work you must always enter an HOL record for the holiday showing the holiday hours that the employee receives for holiday leave on that day. If the employee takes sick time, vacation time or comp time on the holiday and it is a holiday that university employees work (a holiday exchange day) the employee will get comp time for that day at straight time, not time and a half.

If the employee type is temporary without benefits and he works on a holiday, you must put his hours for the holiday in as HOW. The print program will not give him double time and a half for those hours, so if you wish to pay him double time and a half you must enter the hours at double time and a half. If you do not put his hours in as type of time HOW and put them in as ACT, the print program will calculate his hours at time and a half because he is eligible for overtime at time and a half for time other than HOW. If this employee type works overtime in addition to the HOW during the week, all of the hours, including HOW will be used to calculate his overtime hours for the week.

The time card will reflect only the hours that the employee is being paid for. The time sheet will reflect overtime, comp time, and any exception time taken as well as the actual hours worked. The time sheet applies to temporary with benefits only. The time cards apply to both temporary with benefits and temporary without benefits.

Each employee can have only one TIME-DETAIL record with the same account number, week number, employee type, time code and rate of pay. If the person already has a record with those exact fields that are on the screen, the following message will display ...

"This acct, week #, employee type, & time code exists, Find and modify"

11. Enter the hours or an "H" to enter Time-in and Time-out in hundredths of hours (MILITARY) or an "M" to enter Time-in and Time-out in standard hours and minutes or an "HA" to enter Time-in and Time-out in hundredths of hours (MILITARY) and accumulate for a single day. This is done for people punching a time clock or an "MA" to enter Time-in and Time-out in standard hours and minutes and accumulate for a single day. Then press (RETURN). This is done for people punching a time clock.

IF YOU ENTERED AN "H", "M", "HA" or "MA" IN THE HOUR FIELD, ENTER TIME-IN and press (RETURN).

The time in should be entered in military time with no punctuation if "H" or "HA" was entered in the hours field. Time in should be entered in hours and minutes with no punctuation if "M" or "MA" was entered in the hours field. If you requested to enter time in and the hours are zero, the following message will display ...

"You must enter TIME-IN if hours is zero"

IF YOU ENTERED AN "H", "M", "HA", OR "MA" IN THE HOUR FIELD, TIME-OUT and press (RETURN)

The time out should be entered in military time with no punctuation if "H" or "HA" was entered in the hours field. Time out should be entered in hours and minutes with no punctuation if "M" or "MA" was entered in the hours field. If you entered time in and time out is blank, the following message will display ...

"You must enter TIME-OUT if you entered TIME-IN"

Time-in and Time-out can only be entered if the time code is REG or HOW. If you try to enter time-in and time-out and the time code is not REG or HOW, the following message will display ...

"You can only enter TIME-IN if the T-CODE is REG or HOW"

When entering time for "MA" or "HA" you will be prompted for the T-HOUR1 in this field you enter the HA or MA, then the RATE, TIME-IN and TIME-OUT will be prompted for. It will then go back to the T-HOUR1 field and prompt you again if you are not done entering time for that particular day press (RETURN) if you are done enter a "D" and the days transactions will be tallied and you will be prompted for the next day. Time in and time out cannot be equal. If they are, the following message will display ...

"TIME-IN and TIME-OUT cannot be equal"

Rounding occurs after each TIME-IN and TIME-OUT but is only stored as a final value at the end of a day's input. The accumulation in the T-HOURn field is always recorded in hundredths of an hour regardless of whether you put your time in hundredths (H,HA) or hours and minutes (M,MA).

12. Enter the rate of pay and press (RETURN)

If the rate for this day is the same as the rate for the previous day on this screen, you may enter an "S" and the program will automatically enter the previous rate. If you enter "S" and there is no previous rate, the following message will display ...

"The previous rate is zero"

13. "U" and press (RETURN)

If the employee is work study and the performance certification is blank, the following message will display ...

"You must answer performance certification for work study employees"

If the employee is work study and you entered a "Y" meaning the person is eligible for overtime, the following message will display ...

"Work study students are not eligible for overtime pay"

All employee types except college work study and faculty are eligible for overtime. However, temporary employees who get benefits may wish to receive overtime pay or comp time. In the case of these two types an "N" must be entered for the college work study and an "N" MAY be entered for the temporary with benefits. For all other employee types the overtime pay flag must be a "Y", and you must enter an overtime rate and an overtime account number. If the person is a temporary employee without benefits, and his overtime pay flag is a "N", the following message will display ...

"This type of employee is eligible for OVERTIME-PAY"

All overtime that is calculated for this department, for this account number, for this irregular employee type, must be charged to only one overtime account number. If this employee has a previous TIME-DETAIL record with the same department number, account number, and employee type, but a different overtime account number, the following message will display ...

"This employee has a previous record with a different OVERTIME-ACCOUNT"

If the account number that is being used is not assigned to the department the following message will display...

"This ACCT# is not assigned to this department-contact Payroll"

If the account number that is being used is for College Work Study and no money has been assigned to the account the following message will display....

"ACCT# has no money allocated to it-contact FINANCIAL AID OFFICE"

If the account number that is being used is for College Work Study and the account has been blocked the following message will display....

"ACCT# is BLOCKED-NO MORE FUNDS AVAILABLE-contact Financial Aid office"

To Find and/or Change an Existing Record

1. "F" and press (RETURN)

2. Enter the employee's Social security number and press (RETURN)

The employee must already have a TIME-DETAIL record for this department. If the person does not have a record for this department, the following message will display ...

"There is no TIME-DETAIL record for this person and department"

3. Enter the week number and press (RETURN)

When doing a find, the social security number and the week number must be entered. If they are not, the following message will display ...

"You must enter the SSN and WEEK number on a Find"

4. Change data on the screen by entering the ID number of the line to be changed, or enter "9" to change the TIME CODE, HOURS, RATE, TIME-IN or TIME-OUT

If you wish to change the time in or time out, you must enter an "H" or an "M" in the hours field for that day. You must re-enter both time in and time out.

If the overtime pay field was changed from "N" to "Y", the overtime account number must also be changed from blank to a valid overtime account number. If the overtime account number is not entered, the following message will display...

"If the overtime pay is Y, then you must enter an overtime account"

5. "U" and press (RETURN) to update the data

6. You may also do a lookup of information on College Work Study student/employees from this screen. Press F1 and it will run the screen.

To Find and Delete an Existing Record

1. "F" and press (RETURN)

2. Enter the employee's Social security number and press (RETURN)

The employee must already have a TIME-DETAIL record for this department. If the person does not have a record for this department, the following message will display ...

"There is no TIME-DETAIL record for this person and department"

3. Enter the week number and press (RETURN)

When doing a find, the social security number and the week number must be entered. If they are not, the following message will display ...

"You must enter the SSN and WEEK number on a Find"

4. "D" and press (RETURN)

5. "U" and press (RETURN) to DELETE the record

FINISHING THE PROGRAM:
TAB ^^ IN THE ACTION FIELD
or
PRESS THE "F8" FUNCTION KEY

Narrative:

This Quick screen is used to maintain TIME-DETAIL records for irregular appointment employees. The data that is entered on this screen is processed by a COBOL program that calculates the overtime and prints the time cards.

For further instructions on the use of QUICK screens please refer to the QUICK Reference Guide section of this site.

SCREEN 4

PROGRAM NAME: PRQS144A

ACCESSIBLE FROM: CAMPUS DEPARTMENTS

USING: ANY TERMINAL or PC

FUNCTION:
This screen will allow the department to lookup information relating to their College Work Study student/employees. The student/employee must have an irregular time entry record entered for the department doing the lookup with the employee type designating that the student/employee is either State or Federal Work Study. The screen will display the College Work Study data for the student/employee for the current academic year as well as any previous years that the student/employee received College Work Study funds. The screen will display the total amount of College Work Study dollars and the unearned balance. These amounts will be displayed with the aid type for State Work Study (SW) or Federal Work Study (FW) depending on which type of College Work Study the student/employee has.

STARTING THE PROGRAM:
1) Choose PR Time Processing from the menu
2) Enter the department and PIN number
3) Enter "40" in the action field.

ALLOWABLE ACTIONS:
F - Look up existing (College Work Study) employees

To Find an Existing Record:

1. "F" and press (RETURN)

2. Enter the employee's social security number and press (RETURN)

The student/employee must be employed by the department doing the lookup and have an irregular time entry record entered. If this is not the case the following message will display ...

"Student does not work for your department. ***ACCESS DENIED***"

FINISHING THE PROGRAM:
TYPE ^^ IN THE ACTION FIELD
or
PRESS THE "F8" FUNCTION KEY

Narrative:

This Quick screen is used for the departments to get information about their College Work Study student/employees.

For further instructions on the use of QUICK screens please refer to the QUICK Reference Guide section of this manual.

SCREEN 5

PROGRAM NAME: PRQS153D

ACCESSIBLE FROM: CAMPUS DEPARTMENTS

USING: ANY TERMINAL or PC

FUNCTION:
This screen will allow the department to lookup the departmental allocation amount by account number that has been assigned to the department's account numbers. The departments will have the ability to change the allocation amounts on the account numbers. The total amount allocated to the department will be entered by the Financial Aid office and the account number allocations will be assigned by the department. In doing this, the departments will have the flexibility to move the money between account numbers as needed.

STARTING THE PROGRAM:
1) Choose PR Time Processing from the menu
2) Enter the department and PIN number
3) Enter "42" in the action field.

ALLOWABLE ACTIONS:
F - Automatically does a lookup on departmental fund allocation by account number.

FINISHING THE PROGRAM:
TYPE ^^ IN THE ACTION FIELD
or
PRESS THE "F8" FUNCTION KEY

Narrative:

This Quick screen is used for the departments to get information about their fund allocation for College Work Study by account number.

For further instructions on the use of QUICK screens please refer to the QUICK Reference Guide section of this manual.

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