WebBased Time Reporting System

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Web-Based Time Reporting System
Users Guide

• Office of the University Controller
• Division of Payroll Services

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Payroll Services Web-based Time Reporting Project.

• A secure, accurate and user-friendly application
  for processing hourly payments.
• Paperless
• Customizable employee lists
• Retains history of prior input
• Built-in editing prevents errors

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Access Authorization

• Go to the Payroll web site at http//payroll.rutge
  rs.edu/trs.html. The Access Request Form can be
  downloaded and printed, or contact us at (732)
  445-2112 for a paper copy.
• One form is required for each user function. If
  someone is both Approver and Preparer, please
  prepare two forms. Completed forms should be
  sent to
• Payroll Services
• ASB Room 317
• Busch Campus
• When the Access Request has been processed, you
  will receive an e-mail confirming your
  authorization. Basic instructions and
  information will be included.

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How to use the Application

• Log on using your RUnet ID and password.
• Create an employee list.
• Add or delete employees as needed.
• Define the account number(s) to be charged.
• Create a Time Report for either a salaried or
  hourly pay cycle.
• Enter hours and save.
• Have TR approved by authorized individual.
• Thats It!! Now, step by step

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Entry Screen
https//www.acs.rutgers.edu/trs/welcome.html
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Authorization Screen
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Main Menu - Preparer
As a new TRS Preparer, you will create a list of
the employees that you want to see on every new
time report. You will access a Pick List of
Payroll records currently on file with your
location code(s).
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Create Employee List
Selected employees will appear on every new time
report you create. If you never expect to submit
input for an employee, uncheck them. You can go
back to this list and add them at any time.
Hit Submit when ready.
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Confirm Employee List
Remember to check here for messages and
confirmation.
You can edit your list in several ways, by
selecting options from this section. Note that
Create Employee List is no longer an available
choice.
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Editing the Employee List
From Your LocationThis will bring you back to
the Pick List of employees with your location
code. Anyone not selected at that time, as well
as new and changed employees, will appear here.
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Add To List From your location
Any employees not initially chosen will remain in
the pick list and can be selected later. New
hires and transfers will appear here after they
are entered on the Payroll file.
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Customize Your Employee List
Not in Your Location/ListIf you need to pay
someone that does not appear on your Pick List,
select this.
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Add To List - Not at your Location
You may wish to pay someone that does not appear
on your Pick List. Enter the SSN here. If the
employee is currently on the Payroll file, the
existing data will automatically be retrieved, as
in the next screen.
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Confirm Added Employees
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Add To List - Not at your Location
You may wish to pay someone that does not appear
on your Pick List. Enter the SSN here. If the
employee is NOT on the Payroll file the following
screen will display.
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Add to List Not on File
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Edit Employees On List
If an Employee Type is going to change, you can
edit the TRS record to match what you anticipate
will be in place when the hours are processed.
If you have not submitted a PAF or PDR for update
on this payroll, the hours will reject.
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Edit Individual Employee Record
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Warning When Adding Records
If the added employee is not on the Payroll File
when the hours are processed, the entry will
reject and there will be no payment. Further,
the name and hours must be re-submitted by you on
a subsequent Time Report.
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Manage Accounts
After you create an employee list, enter one or
more general ledger accounts for charging
payments. These can be changed, added to or
deleted any time.
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Confirm Added Accounts
Setup is done now you can create Time Reports!
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Create Time Report
Pay Date and Week Ending Dates will default to
the closest open pay period, with the option of
selecting one or two future. Week ending dates
will be pre-entered for each employee, and can be
changed here, or on individual records.
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Hourly Time Report
All hourly employees from your list will display
when you create an hourly time report. Enter the
hourly rate once it will remain there next time.
You do not have to enter hours on every
line. Period ending dates can be changed if
necessary. Location code or Account can be
selected from a drop-down list.
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Entering Hours
Enter hourly rate.
Enter hours for week 1 and 2.
Save Time Report when finished. You can go back
to add or edit input any time before it is
approved.
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Save Time Report
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Salaried Time Report
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Entering Hours
Entry fields for shift hours will appear for
eligible employees.
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Additional Entries
To process more than one record for an
individual, place a check here and hit Copy
Record(s).
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Additional Weeks
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Multiple Distributions
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Work/Study Hours
Hours charged to a Work/Study account may be
entered.
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Work/Study Message
This message will display any time there
are hours charged to a Work/Study account. To
review these entries, choose Manage Open Payroll
Time Reports
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Manage Open Time Reports
From this screen you can choose to1. Review
entries made so far2. Review just the Work
Study input3. Re-open the Time Report for
further input/changes4. Completely delete the
entire file.
1 2 3
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View Work/Study
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View Open Time Report
This screen, for review of the status of an open
(unapproved) Time Report, shows only records
containing entries.
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Create a PC File
You can create an Excel spreadsheet from any Time
Report.
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Select Report for Spreadsheet
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View Spreadsheet
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Approve Time Report

• When the Time Report is complete, notify your
  approver to log in to the TRS application to
  authorize it. This MUST be done by 1200 Noon on
  the due date (usually Monday.) Time Reports not
  approved will not be processed, and the program
  will bar access to each pay period when the
  cutoff has passed.

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Approver Main Menu
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Select Report to Approve
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Approver Options
An Approvers options are to approve the Time
Report as shown, delete one or more lines prior
to approving, or return to the main menu without
approving. Any changes to individual time
records are to be referred back to the preparer
for adjustment.
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Preparer List Access
Two Preparers with the same Approver can
share one or more of each others employee lists.
The Approver can authorize this access by using
the links below.
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Grant List Access
Preparers for whom you are an approver should be
selected from the drop-down menus.
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Assign List Access
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Revoke Access
Approvers can revoke previously granted access
using this screen. To permanently re-assign
ownership of an existing list (when the owner
terminates, for example) use this link.
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Reassign List Ownership
Remember that the new list owner must already be
authorized to use the TRS system by submitting an
Access Request Form.