Enter Hourly Time in the Time Reporting System - Process Help (R12)

Use this procedure to enter time for both hourly employees and salaried, non-exempt employees who need to be paid for additional work hours.

Prerequisites

None

To enter hourly time

When completing the Oracle forms referenced in this procedure, note that a white field indicates optional entry or one that is conditional based on the particular process. Whenever rates are changed in the Human Resource module, they automatically update in the time reporting system. The hours entered in the time reporting system will process the same night as the biweekly payroll. If you need to enter time for hourly employees and/or non exempt employees with additional work hours, complete the following steps.

1. Choose the XXX Timekeeper responsibility
2. You can query data by loading one or several of the following:
   • Employee Full Name (Example: Smith, John > Go)
   • Employee Number (NNNNN > Go)
   • HR Organization Name (Example: 010 (Location code) Department of Chemistry > Go)
   • Pay Period End Date (DD-MMM-YYYY> Go)
   • Assignment Category (Example: Hourly > Go)
   • Timecard Status (Example: Working > Go)
3. After you run your query to get your employee(s), perform the following:
   1. Load the control totals for those employees you will be entering time for (this total would be the sum of the regular and overtime hours worked for a particular pay period for that employee).
   2. Click the SAVE button.
4. Click the Create/Edit button and enter the field names below:

   Field Name	Required (R) or Optional (O)	Description
   Element Name	R	The earning elements available for the person and pay period selected. If you need to add an additional row for a PTAEO that did not default in, either: Update the Labor Schedule in the Oracle applications, or Click the Add Another Row button and enter it directly here.
   Exp Date	R	The date of the expenditure. (This is the date that the expenditure will be charged to grants.) If an employees pay rate changes mid pay period, enter that date here.
   Project	R	Project
   Task	R	Task
   Award	R	Award
   Organization	R	Organization
   Expenditure Type	R	The category of the expenditure, selected from the list of values. For example: SWR Non Exempt
   Straight Time Hours	R	Straight hours worked. For example: If the employee works 45 hours, you must enter 45 straight time hours.
   Straight Time Rate	R	This rate will come from the information loaded in the salary form and FTE field loaded in the Human Resource Module. Note: This rate can be overridden.
   Overtime Hours	R	Overtime hours worked. For example: If the employee works 45 hours, you must enter 5 hours in this column.
   Overtime Rate	R	This rate comes from the information that is loaded in the salary form and FTE field loaded in the Human Resource Module divided in half. This rate can be overridden
   Rate Override Entered	O	Flag to indicate that the rate on the timecard has been changed from the original defaulted value.

5. Once you have completed entering the information above to move forward you need to click one of selections below:

   Option	Definition
   Previous	This will save your changes and return you to the previous timecard
   Work List	This will save your changes and return you to the Timecard Search form and provide the list of employees from your latest search
   Save	This will save your changes
   Cancel	This will return you to the Timecard Search form and provide the list of employees from your latest search without saving changes.
   Next	This will save your changes and move you to the next timecard.

   Note: A dash (—) in the table above indicates a field that is automatically populated by the system or that is not needed.