NIS Employee Self Service Time Entry

1
NIS Employee Self Service Time Entry
2
Do you already use ESS Time Entry?

• If you are already familiar with ESS Time Entry,
  and are only interested in learning about the
  changes in 8.10, please skip to slide number 31.

3
What is ESS Time Entry?

• Employees enter time using the Employee Self
  Service Time Entry program in NIS.
• Supervisors (or delegates) review and approve,
  reject, or change Employee time cards.
• Time cards are uploaded to Payroll for
  processing.

4
How does ESS Time Entry Work

• for the Employee?

5

• Employees access the electronic time card via
  Employee Self Service Time Entry. Employees can
  enter time for either the current pay period or
  one pay period in the future.

6

• Summary Time entry is used for Exception
  Reporting (i.e. vacation leave, sick leave, and
  holiday). Employees do not enter regular work
  hours.

7

• In Summary Time Entry, the Quick Entry fields can
  also be used to enter time. This method does not
  record the actual date the leave was taken or
  holiday used. Each agency will determine if
  Quick Entry will be used.

8

• Daily Time entry is used when hours are entered
  for each day in the pay period. All work hours
  are entered in addition to sick, vacation, etc.
  Monthly employees will not use Daily Time Entry.

9

• When the employee saves the time card, the time
  card status is displayed, and the time card is
  available for manager approval.

10
How does ESS Time Entry work

• for the Manager?

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• The supervisor accesses employees time cards via
  Manager Review/Approval from Employee Self
  Service Time Entry screen.

12

• The supervisor can review time cards based on
  their status (Waiting Approval, Approved,
  Rejected, etc.) by clicking the appropriate radio
  button.

13
The paid, not approved designation could be
used by delegates in order to track which
timecards were approved by delegates as
opposed to supervisors.

• The supervisor or delegate can review time card
  detail, and change, reject, or approve the time
  card. Time cards can also be designated paid,
  not approved.

14

• Supervisors can choose to delegate other
  employees to approve time cards. The Supervisor
  can designate whether the delegate can
• 1) Change, delete, and approve timecards, or
• 2) Only approve time cards.

15
How does ESS Time Entry work

• ..for Agency HR/Payroll Staff?

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Agency HR/Payroll Staff Responsibilities

• Review and Process Employee Time Cards
• Time cards that have not yet been approved can be
  assigned a paid, not approved status for
  processing, or Processing Options can be changed
  to upload unapproved timecards.
• Run the Batch Time Processor
• Uploads employee time cards for Payroll
  processing
• Maintain ESS Time Entry
• Adjust the dates in the program Processing
  Options to reflect current and future pay period
  dates.

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• Agency HR/Payroll staff can monitor the status of
  time cards via the Time and Pay Entry Register
  report.

18

• Via Processing Options, a version of the Time and
  Pay Entry Register report (with signature line)
  can be run as documentation of time cards
  uploaded and processed with Time Card Status 3
  (Paid, Not Approved.)

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• The Batch Time Entry File Revisions screen can
  also be used to monitor time cards. This screen
  displays the supervisor and status of the time
  card.

20

• If more information is needed, timecard detail
  can be accessed by selecting a time card record
  and clicking on the Select button.

21

• Prior to processing payroll, agency HR/Payroll
  staff must upload the Employee Self Service time
  cards into the payroll time card file via the
  Batch Time Entry File Processor.

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• Each agency will have their own Batch Time Entry
  File Processor version.

23

• Leave 1 blank to upload timecards in
  unapproved status.

• The agency uploads time cards based on work dates
  entered in Processing Options.

24

• If the employee has Labor Distribution, the time
  will be allocated based on Labor Distribution
  when the time cards are uploaded into the time
  card file.

25

• After time cards are uploaded into the time card
  file, agency HR/Payroll staff must change the Pay
  Period End Dates on the Current and Future Time
  Entry Version Processing Options to allow
  employees to begin entering time for the next pay
  periods.

26

• The Pay Period Ending Date should be changed to
  the next subsequent Pay Period End Date.

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Yes, my Agency is interested in utilizing ESS
Time Entry!

• What do we do now?

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What does the agency need to do?

• Provide information to the NIS Payroll Lead
• Complete list of Employees in your Agency.
  Indicate which option of Time Entry employees
  will use (any combination of these options can be
  used within agency)
• Monthly Summary Time Entry
• Bi-weekly Summary Time Entry
• Bi-weekly Daily Time Entry
• Not using Time Entry

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Behind the Scenes Work by NIS Team

• Versions
• Time Entry
• Time Entry Upload
• Monthly Update
• Versions are uploaded to Production Menus
• Menus
• NIS Team creates menus for agency to access
• Roles
• Tie the agency to the menus
• Security
• Allows the agency to see the menus

30
Training

• Employees
• Navigate to the HR/Payroll Training Manual
  (Lesson 71) on the NIS website for step-by-step
  instructions on entering time.
• Managers
• Navigate to the HR/Payroll Training Manual
  (Lesson 71) on the NIS website for step-by-step
  instructions on how to review and approve,
  reject, or change Employee Time Cards. Also learn
  how to delegate responsibility of reviewing and
  approving timecards.
• HR/Payroll Staff
• Navigate to the HR/Payroll Training Manual
  (Lesson 53) on the NIS website for step-by-step
  instructions on how to run and maintain the ESS
  Time Entry program.

31
Were you using ESS Time Entry prior to the NIS
8.10 Upgrade?

• View the following slides to learn about the
  differences between XE (old NIS) and 8.10 (new
  NIS)

32

• The employees time entry director screen has the
  following changes

• A Manager Review/Approval link has been added.
  This will not be functional unless the employee
  has been delegated by a manager to approve time
  cards.
• The Submit for Approval button has been
  removed. Timecards are automatically submitted
  when they are saved.
• There is no longer a Request Number, Approval
  Status box.
• There is no longer a Check Box for Overtime.
  The employee will enter Pay Types (997 Pay
  Overtime, 998 Accrue Comp Time) directly on the
  time card.

33

• The Summary Time Entry screen has Quick Entry
  in the Header. This was removed from the screens
  in XE because it didnt work.

34
Agency HR/Payroll Staff

• Time Cards are no longer Forced. They may be
  designated as Paid, Not Approved by HR/Payroll
  staff, or setup to upload unapproved. HR/Payroll
  staff need to be delegated by each manager to
  approve that managers employees time cards.
• There is no longer a Time Entry Requests
  Administration screen. HR/Payroll personnel
  utilize the Batch Time Entry Register Report and
  the Batch Time Entry File Revisions screen.
  These are found under the Batch Time Entry
  Processing menu under Payroll.
• Time Cards are now uploaded using Home Business
  Unit in Data Selection rather than Security
  Business Unit.

35

• HR/Payroll personnel can run the Batch Time Entry
  Register report to review the status of time
  cards. Possible statuses are No Action,
  Approved, Rejected and Paid, Not Approved.
  The Time Card Status column will also indicate
  whether the employee chooses to be paid for
  overtime hours worked, or to have them recorded
  as comp time.

36

• HR/Payroll staff can run a version of the Batch
  Time Entry Register for all Paid, Not Approved
  time cards. This version has a signature line to
  verify that the time cards were uploaded without
  the supervisors direct approval.

37

• HR/Payroll personnel can also review time card
  status via the Batch Time Entry File Revisions
  screen.

38

• Additional Processing Options for the Batch Time
  Entry File Processor (Time Card Upload) have been
  added. You should only use options 1, 5 and 6 on
  the Select tab. The Messages and Interims tab
  are to be left blank.

39

• Managers (or delegates) approve time cards from
  the Employee Self Service Time Entry Director
  screen.

40

• Managers delegate individuals to approve time
  cards via the Supervisor Time Entry Approval
  Delegation menu under Manager Self Service. A
  delegate can be designated to Change, Delete and
  Approve time cards, or Approve only.

41

• When a delegate accesses the Manager Review and
  Approval screen, an error will display if the
  delegate is not a supervisor.

42

• The delegate changes the Manager Number to the
  Address Book Number of the supervisor for whom
  he/she is acting as the delegate, and clicks the
  Find Timecards button.

43

• The manager (or delegate) accesses time card
  detail by selecting an employee and choosing
  Detail.
• NOTE Managers/delegates selecting individual
  time cards via Citrix must enter a 1 in the
  Select column.