The Calendar

Viewing the Calendar
Restart the calendar tour

The Calendar is central to the Time and Attendance system and provides you with an overview of all Absence Requests and Time Records in the system.

At the top of the Calendar is the name of the month, with buttons on either side to navigate to the previous and subsequent months. Clicking on the month's name will bring up a navigation menu that will enable you to quickly jump to other months or years.

Each day on the Calendar can contain one or more Absence Requests or Time Record entries. Clicking on an individual day will bring up an action menu. As time records are created, their pay period end dates are circled on the calendar.

Below the calendar, there may be buttons to submit time records or convert absence requests.

Absence Requests

Each day on the Calendar can contain multiple Absence Requests. As Absences are requested, they will appear on the date(s) requested underneath the heading "Absence Requests".

On the calendar, the absence request is displayed with three pieces of information: The hours requested, the job label and an icon signifying the type of leave being requested. If you move your cursor over that icon, you will see more detail about the leave code.

Clicking on this absence request will bring up an option to view the request, and may offer the option to convert the absence request into a recorded time.

Recorded Time and Pay Adjustments

Each day on the Calendar can contain multiple Leave or Pay Adjustment entries. As time record information is added to the calendar, this information will appear under the label for the job or funding source for which it is being reported.

On the calendar, the leave or pay adjustment information is displayed with three pieces of information: Above the entry is a header that indicates for which job the entry is being recorded. The left side of each entry is the number of hours recorded. The right side of each entry is the description of the leave or pay adjustment code used.

Clicking on a time entry will bring up one of several options. If the time entry has not been submitted on a time record, there will be the options to edit, copy, or delete the time entry. If the time entry has been approved on a time record, there will only be an option to view the entry.

Labels

The Time and Attendance system supports multiple simultaneous jobs and funding sources. Employees may have monthly and biweekly jobs, and each of these jobs may have multiple funding sources or pay rates.

The system has created labels for each of your jobs. These labels are composed of one or two elements. If your job has only one funding source, the label simply displays the HR System Job Code for your job (e.g. "FT11", "GB20", "PAA2", or "S220"). If your job has multiple funding sources, the label will number these funding sources "MFK1", "MFK2", etc., and the label will display the jobcode followed by the numbered funding source, such as "GB20 MFK1". Each of these labels is displayed in the filter box above the calendar, alongside the respective MFK and, for biweekly employees, the pay rate.

Filters

Because the calendar displays a variety of information, the Time and Attendance system includes filters to enable you to narrow down the information being displayed. Filter options are displayed above the calendar.

On the left side of the filter box is a list of the jobs and funding sources for which time records are required during a given month. Clicking on a specific job or funding source will narrow the calendar display to that job only. Additionally, when a job filter has been selected, that job will be the default selection for all time entries. If multiple jobs or funding sources are selected, the calendar will display only those that have been selected.

As filters are added, an entry appears in a bar below the filter box to indicate that results have been filtered. Filters can be removed by clicking the selection again to remove the checkmark or by clicking the "X" next to the filter indicator below the filter box.

On the right side of the filter box is a list of the leave and pay adjustment codes that can be selected. These can be filtered by category ("Vacation", "Sick Leave", "FMLA", and "Pay Adjustments") or by specific time code, using the "Other Timecodes" option. Selecting one of these options will limit the calendar display to the selected code.

Icons

Each of the primary leave and pay adjustment types has been assigned an icon. These icons are displayed in the filter box and in most absence request entries on the calendar.

The "Vacation" icon displays a road with a dashed line running down the middle. The "Sick Leave" icon displays a medical bag. The "FMLA" icon displays two two individuals side by side. The "Pay Adjustments" icon is a dollar sign.

Requesting Absences

There are two ways to start an Absence Request. Click on a specific day and select "Request Absence" or click on the "Absence Requests" link in the header and choose "Request Absence" in the upper right corner.

At the top of the absence request form is an option to select a job. If there are multiple jobs that are eligible for an absence request, please select the job that applies to this request.

Status Definitions

The "Absence Requests" link in the header will display a list of all absence requests in the system. There are four status codes: "New" refers to an absence request that is still being filled out. "Pending" refers to an absence request that has been submitted but not yet approved. "Approved" refers to an absence request that has been approved and loaded to the HR System. "Void" refers to an absence request that has been voided and is no longer valid.

Single Day Requests

For a single day absence, please enter the date of absence, the start time, the number of hours anticipated for the absence, and the applicable reason code/description. If a Multi FMLA ID applies to this absence request, please enter it in the specified box. Once you've entered enough information for the single day request, it will automatically appear in the list of dates.

Many requests can be submitted on a single form. Choose "Add Another Date" to start another entry.

Multiple Day Requests

For a multiple day absence, please enter the start date, the end date, the number of hours anticipated for the absence, and the applicable reason code/description. If a Multi FMLA ID applies to this absence request, please enter it in the specified box. Once you've entered enough information for the multiple day request, it will automatically appear in the list of dates.

Many requests can be submitted on a single form. Choose "Add Another Date" to start another entry.

Details

The absence request details section includes a set of questions that are applicable to absences that are the result of an illness. If the absences are being requested due to an illness, the appropriate questions should be answered. If your reason codes provide conflicting answers, you may consider creating separate absence requests. The details section also includes a space for comment. Comments are permanent and should not include confidential information or specific medical information.

Supervisor Information

The absence request is routed to a supervisor for approval. If the listed supervisor is not the individual who should be approving your absence, please use the "Change" button to designate the appropriate supervisor. If you change this to a different individual for two consecutive pay periods, that individual will become the new default and continue to receive time records.

Workflow

Absence requests are routed to the selected supervisor using workflow.

Supervisors can approve, edit or void absence requests. They can also return the request to the initiator to make changes. As workflow actions occur, the initiator will receive an email notifying them of the form status.

Editing Absence Requests / Removing Dates

Until the form is approved, the initiator can still edit the form. Approvers will be notified if the form changes, and will be prompted to approve the most recent version of the form if changes occur during their review. Edits can include adding and removing dates, details, and comments.

After approval, dates can be removed from the form, but otherwise the form cannot be edited.

If all dates are removed from an absence request, the form will become void.

Converting Absence Requests

If an absence request is displayed on the calendar, clicking on that request will bring up the option to "Convert." Selecting this option will display information about the absence request and the option to quickly convert that absence request into time entries.

Single day absence requests can be converted immediately by clicking "Create Time Entries." If the actual time taken differs from the original requested time, the information can be updated prior to clicking "Create Time Entries which creates the time record.

Multiple day absence requests require that you allocate the specific absence hours across the multiple days to ensure that the time off accurately reflects the work schedule. Once the hours are entered and any adjustments are made, clicking "Create Time Entries" which creates the time record.

At the bottom of the calendar, there may be a button labeled "Convert Remaining Absence Requests." Selecting this button will bring up each unconverted absence request for that month to be quickly converted into time entries in chronological order as described above.

Recording Time and Pay Adjustment entries

If there are unsubmitted time records for a given month, clicking on a date during that month will bring up the option to "Record Time". Selecting that option will display a box to create a time record entry.

Recording Monthly Time

The monthly "record time" option enables the entry of reasons, hours, and comments for up to four entries per day for each job or funding source.

At the top of the Time Entry box is a dropdown list containing the jobs and funding sources that are active and eligible for time reporting on that day. If a filter has been selected, then the filtered job will be the default in the dropdown list. Be sure to select the applicable job prior to continuing (if the label is unclear, please review the list of labels in the filter box at the top of the calendar or contact your HR Unit Representative).

The "Reason" dropdown contains a list of leave and/or pay adjustment codes that are available for the selected job. A "Reason" must be selected for each entry.

The "Hours" box enables the entry of hours for the specified reason code. All entries are made in hours or tenths of an hour using the following schedule:

06 minutes = .1

24 minutes = .4

42 minutes = .7

12 minutes = .2

30 minutes = .5

48 minutes = .8

18 minutes = .3

36 minutes = .6

54 minutes = .9

Below the "Reason" and "Hours" is the option to "Add comment". Selecting this link will display a comment box. Comments are permanent and should not include confidential information or specific medical information.

To the right of the "Hours" is a plus button and a minus button. Choosing the "plus" button will add up to four blank time entries so that more information can be added. Choosing the "minus" button will delete current entries.

Recording Biweekly Time

The biweekly time entry box enables the entry of hours or times for each date worked for each job or funding source.

At the top of the Time Entry box is a dropdown list containing the jobs and funding sources that are active and eligible for time reporting on that day. If a filter has been selected, then the filtered job will be the default in the dropdown list. Be sure to select the applicable job prior to continuing (if the label is unclear, please review the list of labels in the filter box at the top of the calendar or contact your HR Unit Representative).

The Time Entry box includes the option to record hours or record times. Either one of these options can be used to record time worked on a particular date.

To record hours, choose "Record Hours" and enter a number of hours worked on the selected day. All entries are made in hours or tenths of an hour using the following schedule:

06 minutes = .1

24 minutes = .4

42 minutes = .7

12 minutes = .2

30 minutes = .5

48 minutes = .8

18 minutes = .3

36 minutes = .6

54 minutes = .9

To record times, choose "Record Times" and enter the start time and end time for each period of time worked during the day. To the right of each entry is a plus button and a minus button. Choosing the "plus" button will add a blank "Times" entry so that more information can be added. Choosing the "minus" button will delete the current entry. A running total is displayed at the bottom right of the dialog box above "save changes".

How to Copy Time Entries

Once biweekly or monthly time has been entered on a specific date, clicking on that entry in the calendar will display the option to "Copy" it. To copy the time entry, select "Copy" and then click on another date to paste the entry.

How to Delete Time Entries

Once biweekly or monthly time has been entered on a specific date, clicking on that entry in the calendar will display the option to "Delete" it. To delete the time entry, select "Delete."

Recording Shift Differential

Shift Differential is recorded on a weekly basis. To record shift differential, select the applicable week at the bottom of the screen in the Calendar.

At the top of the Shift Entry box is a dropdown list containing the jobs and funding sources that are active and eligible for time reporting during that week. If a filter has been selected, then the filtered job will be the default in the dropdown list. Be sure to select the applicable job prior to continuing (if the label is unclear, please review the list of labels in the filter box at the top of the calendar or contact your HR Unit Representative).

Update the Shift Differential Hours for the selected week and choose "Save Changes". A weekly total for each shift will be displayed in the Shift Summary in the Calendar.

Shift Summary

At the bottom of the Calendar is a shift summary that displays the total, by week, of all shift differential recorded to date for that month. To update a specific week, click on the date range displayed on the left side of the shift summary. This will display the box described in "Recording Shift Differential."

Submitting Time Record

Once we've entered into an active pay period, time records are able to be submitted. Please ensure that you do not submit your time record until you have completed all of your work for that pay period. An option to "Submit Time Records" will appear below the calendar. Selecting this option will bring up a list of Time Records that are eligible to be submitted.

You will be periodically reminded to submit time records via system messages, email messages, and other methods.

Time Records

Status Definitions

The "Time Records" link in the header will display a list of all time records in the system. There are three status codes: "New" refers to a time record that is still being filled out. "Pending" refers to a time record that has been submitted but not yet approved. "Approved" refers to a time record that has been approved and loaded to the HR System.

Time Entries

Time Record Details display each time entry in date order.

Each Monthly time entry includes the date, hours, reason, and any comments.

Each Biweekly time entry includes the date, hours, and reason ("Hourly Earnings"). To edit time entries, return to the calendar view and update specific dates as necessary. Then return to "Submit Time Records".

Totals

Total hours are displayed for each reason code.

Delta Report

The “Deltas” information is used to compare and identify discrepancies between absence requests and recorded time entries for each monthly time record. The link is found on the Time Record Details page within the Time Entries section. Selecting the “Deltas” link will produce the information in an additional section that appears near the bottom of the page.

Transfer Sick Leave to Vacation

When submitting Monthly time records, the option to transfer Sick Leave to Vacation is included on the Time Record Details page. Employees are eligible to transfer sick leave to vacation in any given month where they do not use sick leave and have accumulated a minimum of 240 hours in their sick leave account at the beginning of the month. If there are multiple time records submitted, any change to this value will update all time records for the month.

Choose Supervisor (Merit, Biweekly, and FLSA Covered P&S)

The Administrative Supervisor is automatically selected to receive time records in workflow. This can be changed using the "Change" button. If you change this to a different individual for two consecutive pay periods, that individual will become the new default and continue to receive time records.

Shift Summary

Time records contain a summary of shift differential time recorded for that pay period and for that job or funding source. To update Shift Differential, return to the calendar and update Shift Entries as necessary. Then return to Submit Timesheets.

Workflow

All time records are submitted to workflow. Many time records require supervisor approval. For most Professional and Scientific Time Records, approval is not required, but a record of the submitted time is sent to the administrative supervisor for review. For other time records, supervisor approval is required before time information can be loaded into the HR System.