Enter Hourly Time

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

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 update to the cost rates table in the Grants module. After hourly time is entered and released, costing is run in the Grants Module to calculate pay due. Pay amount is then brought into Payroll through the use of an interface between Grants and Payroll.

Note: Do not attempt to use this process help for entering hours for Exempt employees. Exempt employees are not eligible for overtime pay in the hourly batch.

1. Navigate to Enter Hours> Pre-Approved Batches > Enter Actuals to go to the Expenditure Batches form.
2. Perform one of the following:
   1. If you need to verify/open an existing batch:
      1. Select View > Query by Example > Enter
      2. Enter the exact name of the batch.
      3. Select View > Query by Example > Run
      4. Go to step 3A.
   2. If you need to enter time for hourly employees and/or non exempt employees with additional work hours, complete the following fields:

      Field Name	Required (R) or Optional (O)	Description
      Batch	R	Location number and pay period. Batch names can be a maximum of 20 characters. The Batch name must begin with your 3-character location code. For example: 030 20-OCT-2007
      Ending Date	R	Payroll date for which hours were worked.
      Class	C	System generated, Timecards.
      Description	C	System generated, Timecards.
      Totals (Control) in the Amount Region	R	Total amount of hours for batch. This is the total regular hours plus overtime hours to be paid at straight time and also the number of overtime hours to be paid at premium.
      Count (Control) in the Amount region	R	Total number of people in batch. Employees with hours reported for more than one project are only counted once.
      Totals (Running)	C	System generated when hours are loaded in batch.
      Count (Running)	C	System generates the number of people loaded in batch.

3. Perform one of the following:
   1. If you need to create new expenditures, click Expenditures to go to the Expenditures form. Go to step 7.
   2. If you need to copy expenditures from an existing batch, click Copy From to go to the Copy From Expenditures Batch form. Go to step 4.
4. As required, complete or review the following field:

   Field Name	Required (R) or Optional (O)	Description
   Batch	R	Name of the Batch to copy from.

5. Click OK to go to the Note form.
6. Click OK to go to the Expenditures form. Additional employee may be added in the Expenditures form.
7. As required, complete or review the following fields:

   Field Name	Required (R) or Optional (O)	Description
   Employee Name	O	Employee name to be entered. Each employee is only entered one time regardless of the number of projects or pay elements for the employee. More then three separate employees can be entered in this region. When it appears that all available fields have been populated click the down arrow on your keyboard to view additional fields.
   Employee Number	O	Employee number to be entered.

8. Click in the Expnd Item Date field in the Expenditure Item region.
9. Complete the following fields:

   Field Name	Required (R) or Optional (O)	Description
   Project Number	R	Project number.
   Task Number	R	Task number.
   Award Number	R	Award number.
   Expnd Type	R	Expenditure Type. Select the correct expenditure type from the List of Values. There are regular and overtime expenditure types. If the employee has overtime, you will need two lines, one against the straight expenditure type and one against overtime.   Example for regular: SWR Regular Nonexempt Example for overtime: SWR Regular Nonexempt OT
   Assignment Name	C	System generated, Unscheduled.
   		System generated, UOM.
   Quantity	R	Enter hours worked:   If you are entering time for an hourly employee who has no overtime to report, enter the number of hours the employee worked for the pay period. If you are entering time for an hourly employee with overtime to report, enter the total number of hours the employee worked. This amount must include the overtime hours too. Example: The hourly employee works 80 regular hours and 15 overtime hours.You will need two lines. The first line will be 95 hours against a non-Overtime expenditure type, the next line will be 15 hours against an Overtime expenditure type. If you are entering time for a salaried, non-exempt employee with no overtime to report, enter the number of additional hours the employee worked for this pay period. If you are entering time for a salaried, non-exempt employee with overtime to report, enter two lines, one line for the straight time and another line for the overtime. Example: If the salaried employee works 80 regular hours and 15 overtime hours then the amount you would enter is 15 against a non-Overtime expenditure type, and 15 against an Overtime expenditure type.

10. Click in the [ ] field to go to the Expenditure Items form.
11. As required, complete the following fields:

    Field Name	Required (R) or Optional (O)	Description
    Assignment Number	R	Assignment number.
    Element Name	O	Earnings element assigned. Enter if employee has an additional job or pay rate.

12. Click OK to return to the Expenditures form.
13. Select File > Save.
14. Perform one of the following:
    1. If you need to enter another employee's hours, go back to step 7.
    2. If you need to verify batch entries, select File > Close Form to return to the Expenditure Batches form. Go to step 15.
15. Review values in the Amount region.
16. Perform one of the following:
    1. If you need to revise entries in the batch, click Expenditures to go to the Expenditures form. Go back to step 7.
    2. If you want to submit the entries for processing, click the Submit button. Go to step 17.
17. Verify that the Status filed is Submitted.
18. You have entered time for hourly employees. The RF Hourly Checklist Report and the RF Hourly Checklist, Raw Cost of Zero can be run to verify entries.