Kuali Time: Approver and Payroll Processor Guide
Contents
1. poem Principal Id Ie luser Priacioat cam Work Task Hours Amount overtime punch Begin Time bes End Time 10000 0000000007 0 0000000007 RBP 0100 o 2 No aes 04 00PM 10000 _ p000000007 0 0000000007 rBP loroo Jo a 83 No pes ba tes ala 10000 9000000007 0 0000000007 RBP foroo o 5 No ore OOTA 10000 0000000007 0 0000000007 RBP joro o s No PT a Aee dar 10000 0000000007 0 9000000007 RBP foroo o 4 25 No 01 30PM 05 45PM 10000 0000000007 0 0000000007 RBP 100 o 3 No 02 00 PM lox00 PM 10000 0000000007 0 tk user Ho joro jo 8 No 1 00PM 12 00PM 10000 0000000007 0 10000000007 RBP 100 o0 jas No es As ia 10000 0000000007 o 0000000007 RBP loioo0 lo 3 42 No eA 05 25 PM Export options CSV Excel XML 5 Optional step You can click on any of the underlined Document Id numbers in the results to open a page that shows a full description of that time block The details displayed are the TimeBlock Id Document Id Job Number Work Area Earn Code Begin Time End Time and the Hours or Amount if applicable User Principal Id Principal Id Overtime Preference Lunch Deleted Time Stamp along with a confirmation indicating whether or not the entry was logged by the clock KT Approver and Payroll Processor Guide Page 20 of 28 8 24 2015 At the bottom are the Time Hour Details which show the Earn Code Hours and or Amount including any minutes deducted for a lunch or meal Click close close to2. In general the results retrieved will display values for most of the fields used as search criteria on that specific administrative or rule lookup screen It always shows the effective date of that rule row and whether or not it is active You can view the following Time Keeping Rules for your department Clock Location Department Lunch Deduction Shift Location Time Collection sets employee as Clock Entry vs Manual Entry Rules are discussed in more detail in the Kuali Time User Manual Viewing Work Area Details You can use the Work Area Lookup to view information about the work areas in your department KT Approver and Payroll Processor Guide Page 26 of 28 8 24 2015 Click on the WorkArea Maintenance link under the Administrative section to open that Lookup screen 1 On the Admin tab click the Work Area Maintenance link to open the Work Area Lookup screen 2 Enter your search criteria You can search by department or by work area Description and Effective Date From or Effective Date To Note Use the symbol in any field except date fields as a wildcard value to indicate ALL 3 Click search 58an L to find work area results The results of a search on this lookup screen will show you the Department the Work Area the Description the Effective Date the Default Overtime Earn Code and whether it is an Active work area Work Area Lookup 7 create new
3. KT Approver and Payroll Processor Guide Page 19 of 28 8 24 2015 Time Block Inquiry Reviewers Supervisors Payroll Processors and Department Administrators who have employees in Kuali Time can use the Time Block Inquiry to view the time blocks recorded on a particular timesheet or for a specific employee Note Time blocks are never deleted from the system they are just inactivated Time Block Lookup To perform a Time Block Inquiry follow these steps required field 1 Log into Kuali Time go to the Admin tab and in the Inquiries section click the Time Block Inquiry link 2 Enter the Document ID of the timesheet you want to view the time blocks entered on that particular timesheet 3 You can also search by other criteria including the Principal Id University Id of employee User Principal Id University Id of person who entered the time block Document Status and Date From and Date To to find time blocks entered on a specific date or range of dates 4 Click search 56an U The results of this search are displayed in a tabular format and include Document Id Principal Id Job Number User Principal Id Earn Code Work Area Task Hours or Amount Overtime Preference Lunch Deleted and Begin Time and End Time 9 items retrieved displaying all items 1
4. Missed Punch document per time block but it cannot be more than 24 hours in the past A time block consists of a clock in and a clock out You also have the option to approve a Missed Punch document in Kuali Time To approve a Missed Punch document in Kuali Time L On the Admin tab or System Admin tab under Inquiries click the Missed Punch Inquiry link That opens the Document Search screen with the MissedPunchDocument Type filter in the Document Type field pre populated 2 Enter enough search criteria to find results relevant to your role MissedPunchDocument type search fields Name Definition Initiator Filter by the employee user ID that submitted the Missed Punch document Document Id Enter specific Missed Punch document ID to return specific document Date Created From To Restricting by date range to return results relevant to a specific range of dates KT Approver and Payroll Processor Guide Page 10 of 28 8 24 2015 Department results for all reporting departments to the entered organization code Work Area Timesheet Document Id Missed Clock Action search 1 Click Search Document Search detailed search superuser search Limit results to all documents associated with a specific work area CP will return documents identifying the clock in action as the missed punch CO will return documents identifying the clock out action as the
5. required field Department a mee TE clear cancel 23 items retrieved displaying all items 1 Actions pepartment Mark rsa pescriation fault overtime Ean Code Effective pate active a a e gt e uacsmor 3093 Operations Jee o oor fres edt vew uamoe 00s tex O O e o s view AP Records Management a view VAFMOP 3099 manoa cE O i os Yes 4 Click view in any search result row to open the Work Area Inquiry screen and view work area details such as a list of tasks under that work area or a list of approvers approver delegates and reviewers who can edit or approve that timesheets for that work area KT Approver and Payroll Processor Guide Page 27 of 28 8 24 2015 expand all collapse all Effective Date 03 06 2014 min Descriptions SSCS Name iney Sandra SSS Inactive Roles 5 Click close to close the inquiry screen then click cancel to close the search results screen KT Approver and Payroll Processor Guide Page 28 of 28 8 24 2015
6. 38057977 0000420001 2793 o 129 79 25 103 co 0 0000420001 05 04 2015 12 30 pm AMEMca Indiana 05 04 2015 Indianapolis 12 27 PM 1 Optional step If you click on an employee s principal ID work area or task link it opens an inquiry page which close shows details about that person work area or task Click close to exit page 2 Click cancel L to close the search results page and return to Admin tab Missed Punch Inquiry Reviewers supervisors payroll processors and department administrators with clock entry employees can use the Missed Punch Inquiry to find missed punch documents that were submitted by or for employees to report missed clock punches KT Approver and Payroll Processor Guide Page 23 of 28 8 24 2015 Document Search detailed search superuser search clear saved searches Searches required field SS SCS Document Description Organization Document Number Timesheet Document O Missed Choc nections OO OOO Name this search optional search I Clear Vf Cancel To perform a Missed Punch Inquiry follow these steps 1 Log into Kuali Time go to the Admin tab and in the Inquiries column click the Missed Punch link 2 This opens the Document Search screen with the Document Type pre loaded as MissedPunchDocument e Enter the document ID of the Missed Punch document that you want to review e If you do not have the document ID
7. or search by fields to find the timesheet you want to open 3 Click on the underlined Document ID number That opens the employee s Pay Period calendar on the Time Detail tab The calendar header is clearly marked to indicate you are working on an employee s timesheet Here you can review or edit any time blocks recorded by this employee on the Assignments you have access to or click on other tabs to view the employee s Leave Accruals or Person Info tabs For clock entry employees you could go to the Clock tab and clock an employee in or out or submit a Missed Punch document to record a missed clock action on behalf of the employee You will only see the assignments in the Assignment dropdown that you have access to view KT Approver and Payroll Processor Guide Page amp of 28 8 24 2015 Return 4 To close the timesheet for this employee and return to your tabs click Return at the top of the page This returns you to the Approvals or Payroll Processor tab Adding a Time Block to a Timesheet To add work hours leave hours or fixed rate dollar amounts to an employee s timesheet you must add a time block 1 Log into Kuali Time and go to your Approvals tab or Payroll Processor tab 2 Use the filter functions or use the Search By fields to find the timesheet you want to add a time block 3 Click on the underlined Document ID number which opens the employee s T
8. s Clock Action Action Date and or Action Time approve b Ifthe date and time of the missed punch is correct then click approve ie J to approve the document KT Approver and Payroll Processor Guide Page 24 of 28 8 24 2015 Home Missed Punch Missed Punch Document Number 39592672 Document Status ENROUTE Initiator Network Id jgpublic Creation Timestamp 02 08 PM 05 21 2015 expand all collapse all indicates required field Y Document Overview Description Missed Punch 0000000001 Explanation Organization Document fe Number Y Missed Punch Person Name Public John Q Timesheet Document Id 39374350 Assignment customer Service 17 34 Red 0 UA FMOP Missed Action Date MM DD YYYY Missed Action Time HH MM AM 08 00 PM Missed Clock Action Clockin Y Notes and Attachments 1 Posted Date Time Stamp Principal Name Note Text Attached File add Browse No file selected 05 21 2015 02 08 PM jqpublic P Ad Hoc Recipients F Route Log apor close 2 Click close dose to close the Missed Punch document and return to your search results 3 Click cancel _S70S l__ to close the search results page and return to the Admin tab Viewing Timekeeping Rules If you are a supervisor or payroll processor you can view the business rules for your department On the Admin tab all administrative or time keeping rule links will take you to a lookup
9. Id and time when it was modified Click close 93 exit this page to Time Block History Inqui ry Inquiry Time Block History Document Id 38057977 ine o Lr i rr Action History Orig User Principal Id 0000420001 05 01 2015 05 03 PM Modified By Principal Id 0000420001 Timestamp Modified 05 01 2015 05 03 PM emi ooo Time Hour History Details timeBlockHistory KT Approver and Payroll Processor Guide Page 22 of 28 8 24 2015 5 Optional step You can click on the time block ID link in the search results to open the Time Block Inquiry screen and view the details about that time block Click close _ to exit this page 6 Optional step You can click on the principal ID or user principal ID links in the search results to open an Inquiry screen for that person which shows their Kuali Affiliation Type student staff along with their basic employment close information Click close to exit this page 7 Click cancel 2 to close the search results page and return to the Admin tab Clock Log Inquiry Reviewers supervisors payroll processors and department administrators who have employees in Kuali Time can use the Clock Log to view the clock transactions logged on a particular timesheet Clock Log Lookup required field Document Id iw Principali S S Work Area 5 Task 4 IPAddress Clock Timestamp MM DD YYYY HH MM AM From ee Clock Timestamp
10. MM DD YYYY HH MM AM To H search clear cancel To perform a Clock Log Inquiry follow these steps 1 Log into Kuali Time go to the Admin tab and in the Inquiries column click the Clock Log link 2 Enter the document ID of the timesheet or principal ID of the employee you wish to view You can also search by Work Area Task IP Address or Clock Timestamp From and Clock Timestamp To 3 Click search _ 222 The results of this search are displayed in a tabular format and include Document Id Principal Id Work Area Task IP Address Clock Action Job Number User Principal Id Clock Timestamp Clock Timestamp Timezone Timestamp and Missed Punch Document Id 46 items retrieved displaying all items 1 ae Clock Timestam Clock Missed D t Principal Work GPS GPS Clock Job U Oe Simestamp tock aissec me mer a Task IP Address Longitude Latitude Errana Mieri ii Id MMDD Timestamp Timestamp Punch Id Id Area Longitude Latitude Action Number Principal Id z HH MM AM Timezone Document Id 38057977 0000420001 2793 o 129 79 25 103 CI 0 0000420001 05 01 2015 11 24 am AMerica Indiana 05 01 2015 Indianapolis 11 25 AM 38057977 0000420001 2793 o 129 79 25 103 co 0 0000420001 05 01 2015 05 06 pm AMErica Indiana 05 01 2015 Indianapolis 05 03 PM 38057977 0000420001 2793 o 129 79 25 103 CI 0 0000420001 05 04 2015 08 12 am AMEMca Indiana 05 04 2015 Indianapolis 08 11 AM
11. Processor Guide Page 11 of 28 8 24 2015 Home Missed Punch Missed Punch Document Number 39592672 Document Status ENROUTE Initiator Network Id jgpublic Creation Timestamp 02 08 PM 05 21 2015 expand all collapse all indicates required field Y Document Overview Description Missed Punch 0000000001 Explanation Organization Document fe Number Y Missed Punch Person Name Public John Q Timesheet Document Id 39374350 Assignment customer Service 17 34 Red 0 UA FMOP Missed Action Date MM DD YYYY mal Missed Action Time HH MM AM Missed Clock Action Clockin Y Notes and Attachments 1 Posted Date Time Stamp Principal Name Note Text Attached File He Bree no fie seectes 05 21 2015 02 08 PM jqpublic P Ad Hoc Recipients F Route Log close 1 Review the entries on the document to ensure they are correct Before you approve the document you can change the Assignment Missed Action Date and or Missed Action Time fields to correct any mistakes entered on the missed punch 2 Optional You can also add a note to explain any changes you entered or to add an attachment relevant to the missed punch a Enter the text of the note into the Note Text input box b To add an attachment click Browse _ Browse and in the dialog box that opens find the file you want to attach then click Open c The name of the attached file wi
12. click Refresh Status Refresh Status When finished approving your timesheets you can logout Automated Approvals If a supervisor fails to approve a timesheet the Kuali Time system will do an auto approval for that supervisor at midnight on the Tuesday following the end of the pay period in order to route that timesheet on to the payroll processor The supervisor will receive an FYI notification that the system did this approval Accessing the timesheet via the action list will clear the FYI from the action list If a payroll processor fails to approve a timesheet the Kuali Time system will do an auto approval for that payroll processor at 3 p m on the Wednesday following the end of the pay period in order to final approve that timesheet The payroll processor will receive an FYI notification that the system did this approval Accessing the timesheet via the action list will clear the FYI from the action list Important Note The system auto approvals are not to be used in lieu of reviewing and approving timesheets The system does these auto approvals as a fail safe measure to ensure that employees are paid if a problem keeps a supervisor or payroll processor from completing their normal approvals Auto approvals performed each pay period are audited by Payroll and departments may be contacted to explain why that timesheet was not approved Time Hours on the Payroll Voucher The hours transmitted from Kuali Time will be loaded as protected
13. exit this page TimeBlock Inquiry expand all collapse all TimeBlock Document s aua eoo i oz r087 201 11 59 PM End Time 02 09 2012 11 59 PM User sie a 0000000007 1000000019 n TCT 01 17 PM 6 Click Cancel _ 2 e _ to close the search results page and return to the Admin tab Time Block History Inquiry Reviewers supervisors payroll processors and department administrators who have employees in Kuali Time can go to the Admin tab and use the Time Block History Inquiry to view the history of time blocks entered on a particular timesheet or for a specific employee The history that is recorded will show when time blocks were added updated or deleted from that employee s timesheet Note Time blocks are never deleted from the system they are just inactivated required field C search search clear cancel To perform a Time Block History Inquiry follow these steps KT Approver and Payroll Processor Guide Page 21 of 28 8 24 2015 1 Log into Kuali Time go to the Admin tab and in the Inquiries column click the Time Block History Inquiry link 2 Enter the document ID of the timesheet you want to view the history of any time blocks clocked added or deleted on that particular timesheet e You can also search by other criteria including the Principal Id University Id of employee User Principal Id person who added removed the time block Doc
14. missed punch clear saved searches Searches One item retrieved Document Document Type Title Id Document Type Title MissedPunchDocument 39737125 MissedPunchDocument Missed Punch 0002044103 Export options CSV spreadsheet XML Document Type Initiator Document Id Date Created From Date Created To Document Description Organization Document Number Department Work Area Timesheet Document Id Task Missed Clock Action Name this search optional search Status Initiator Date FINAL John Q MissedPunchDocument Y Cd clear Created Public 05 21 2015 07 09 AM VL 05 21 15 Ll UA FMOP s q q cancel oe Organization Timesheet Se as Document Department Document Task Description Munem raor ae Number a Id Missed Punch UA FMOP 3089 39381802 0002044103 Chart and organization pair to return documents within the specified department Will return Return Missed Punch documents entered on a specific employee s two week timesheet required field Missed Clock Action CI Een 1 Inthe list of results retrieved click on the underlined document ID of the Missed Punch document you want to review and approve Note The system will filter results from the list based on your role s in Kuali Time The system will not return any results that you are not authorized to view and or approve KT Approver and Payroll
15. only be able to select the assignments that you have access to A Kauli Time assignment is a unique combination of job job number work area and task and is used to record the hours that an employee works 7 The earn code field will default to the regular earn code for the employee s job RGH RGW RGP RGN or RBP e If you need to change it select the appropriate earn code from the dropdown list such as ABS SCK VAC PTO CPT etc 8 Youcan enter time blocks for regular hours worked hours of leave time taken or for fixed rate dollar amounts e If the entry is to add a time block for regular hours worked a Inthe In box enter the time that the employee started work Roll your cursor over the question mark to see what formats are accepted by time entry fields b Inthe Out box enter the time that the employee ended work e If your entry is to add a time block of leave hours being taken e g sick vacation a Inthe Hours box enter the number of leave hours the employee is taking e If your entry is to add a fixed rate dollar amount e g tips a Inthe Amount box enter the dollar amount e g 65 or 55 32 9 When checked the Apply time to each day checkbox will enter the same time blocks each day for the range of dates you entered Uncheck this box for an overnight shift Add 10 When finished click Add This adds a time block either for the regular hours worked the leave hours taken or t
16. review the timesheets in your Action List This page provides a portal to monitor correct and after routing approve your employee s timesheets Here you will see a list of timesheets that currently route to you for review and approval along with filtering fields that allow you to sort timesheets by department and work area to find specific timesheets or to filter enroute timesheets by approval Status Timesheets are accessible to you throughout the pay period which allows you to monitor employee status in real time to catch employees who are clocked in greater than 12 hours and if necessary to open and edit specific timesheets to enter corrections KT Approver and Payroll Processor Guide Page 4 of 28 8 24 2015 The clock status of clock entry employees clocked in clocked out is shown along with the status of each timesheet saved enroute or final You can roll your cursor over icons that open up quick views of notes and warnings and clickable icons are provided to open and close a brief summary view that shows all hours and dollar amounts recorded by earn code and work area on an employee s timesheet Approve When a timesheet or set of timesheets are ready to approve you can use the Approve buttons on these tabs to do your approvals Once a timesheet is fully approved indicated by a document status of Final the information is then processed and extracted to the HRMS Payroll system Sorting Timesheets by Department a
17. screen You can enter specific search criteria or simply click Search to view existing rules It is recommended that you enter at least the department or location code in the search criteria if you wish to see all the rules for your particular department or campus Using the Show History and Active radio buttons on rule lookup screen When a rule row is edited the system adds an inactive row for that rule with the same effective date as the new row being edited added This will inactivate the old values and the new values will be in place as of the effective date A key is established which then allows the search to know which rows are prior edited rows vs new rows The purpose of the Show History radio button on a rule or maintenance lookup screen is to allow you to see the highest effective dated row only for a record or the entire history of a record e If Show History No The results will be the highest effective dated row as of the system date and any future rows e If Show History Yes The results will be all rows in the database for the values entered KT Approver and Payroll Processor Guide Page 25 of 28 8 24 2015 The Active radio button allows you to filter rows based on their active status To find the row which is in effect as of today ensure that you select Both for Active and No for Show History Rule Look up Example In the example below for Clock Location Rule lo
18. to search by in the Value field and click Search to return only those timesheets that fit your search criteria Clear E Click Clear to clear all applied searches and filters except Department from your list of timesheets 4 b F Click Previous or Next to view the previous or next set of timesheets for your employees in sequential order by pay period G Search for historical employee timesheets by year and then pay period by using the Year field jointly with the Current Pay Period field H Click Go to Current Period link to jump from a previous timesheet back to the one for the current pay period This link only appears when you are viewing timesheets in a time period other than the current pay period J Roll and hold your cursor over the Warnings E icon to display a quick view window that shows the warnings present on that timesheet You may need to scroll in the quick view window to view all warnings on the timesheet K Anemployee s Name column that is highlighted in red indicates that employee has been clocked in for more than 12 hours L Click on an employee s name to open the Person Info tab for that employee and view their jobs Kuali Time assignments and roles M Current clock status for clock entry employees is displayed below the employee s employee ID number Manual entry employees will have no clock information since they do not clock Select all of the ready to approve
19. 0 0 00 za 0000000002 SAVED Clocked out since 04 23 2015 04 48 PM oa Wayne Bruce 00000004 0 00 7 80 8 20 7 60 8 30 0 00 40 00 0 00 8 10 8 00 8 00 0 00 0 00 31 90 71 90 0000000000 SAVED Clocked out since a 04 23 2015 05 00 PM 4 items retrieved displaying all items 1 A o Refresh Status Note This image presents all the tools available on the Approvals Payroll Processor tab and is intended only to demonstrate those tools Please note you will only be able to open and view one set of timesheet Notes or Warnings at a time Let s look at the tools available to you on the Approvals tab or Payroll Processor tab You can A Select a specific department from the dropdown list at the top of the page to view all the employee timesheets for a specific department KT Approver and Payroll Processor Guide Page 3 of 28 8 24 2015 B After selecting a Department select a specific work area from the dropdown list to view the timesheets for a specific work area C Choose from the approval status dropdown to show a list of timesheets that are ready to approve Approvable or are not ready to approve Unapprovable D Search for a specific timesheet in the displayed pay period by Principal ID Principal Name Last Name or by Document ID In the Search By field select the appropriate search type you want from the dropdown then enter l arch the value you want
20. 8 24 2015 LL LL _______ 1_________ Bg EE bee Notes Wayne Bruce 2015 04 14 4 14 dentst 17 02 50 0 Wayne Bruce 2015 04 21 4 21 doctor 17 01 39 0 Wayne Bruce 2015 04 22 4 2 took car to dealer 08 24 56 0 m ao 3 Ifa note contains several lines of text move your cursor onto the window and use the scroll bars located on the right to scroll up and down and read the entire note Viewing Warnings 1 Log into Kuali Time and go to the Approvals tab or Payroll Processor tab 2 To display the warnings window for a timesheet hover your cursor over the warnings A icon Warning Total hours entered 5 for Holiday Hours 54 have exceeded balance 0 Problem Time Blocks are Farn eode HTK Here R an Nate M s 16 9015 3 Ifa warning contains several lines of text move your cursor onto the window and use the scroll bars located on the right to scroll up and down so you can read the entire warning Viewing Employee Work Status The Name column on the Approval and Payroll Processor Cog saae siil Caniad Budi aadi M f Wheel SAVED tabs shows the name of each employee their University ID and 0000000089 if they are a Clock Entry employee it shows their current work Cocina ck status The current work status for a Clock Entry employee canes appears just under their name and university ID 02 23 2012 During the pay period you can view the current wo
21. Kuali Time Approver and Payroll Processor Guide Table of Contents TNC Wy ec atle genes pee ctton gees nee atton ae sence ao see aces ace eo ntton ae sp nane no atone eo ue as acco etton pies eaneine econ eneenrin eerttye eosone eae ceen centeorccoatyeqpesceneneseu 2 Overview of the Approvals Payroll Processor tab cccccccccccccccccecncessssssseeeeececeeeeeeeeaaaeessessseeeeeeeceeeesesssaaaaessssseeeeeeeeeeeeseeaqags 2 Monitoring Reviewing and Correcting Timesheets i ccrscsicacstesvenedsdsdacehneduneedieeieccoiwsresdbsdidasedieduesedicdsouesiniussbisbiieeediedbesedsdtisseuveiees 4 Sorting Timesheets by Department and Work Area cccccccccsssssssssssseeeeccccccceeesaaaaaesssssseseeeceeceseeseesaaaaeassseeseeeeeeeeeeeeeqaaas x Searching for Spee Times MCCS sesnirsincicaieisna Tna e E E E E ET EAST rN ea ENES x Sortime Timeshects by Approval SLALUS siccssnscenechaieecassacavnentnntenanibacsneobsddsdandsdane andes ensheepeuahaissdousnaesmandiededatebessecshnatenadieastnatied 6 Viewine Previous and Next Times MCS sdcccsys sovedoanacecatanaeanccdcedescsubsewedvawasomatanentesonsedse sadsaswadesnacecedainemecosentenesdaauuadebaasssotenenecens 6 Viewing Timesheets by Year and Pay Perold ccrscccssicesssaniiae ccacedes cous sewedvanasonatanezteconsetse sadhaswadesnatdedainemecosenlenestaaeundebaassdoteeneaans 6 Returns tO the Curent Pay Pe OU xiaiecacestens sovedonancecadsastemecedcedeccsdhsewedetaasonastecetesonceree sadhaouadesnacecedaanemecosont
22. are ready for approval You can use the Search By field to search by the employee s principal ID principal name or last name and by the timesheet document ID number to find a specific timesheet The search is restricted to the currently displayed pay period You can monitor a clock entry employee s work status in real time and if one of your employees fails to clock out after 12 hours the cell with their name will be shaded in red to bring it to your attention You can also open quick views of any notes or Warnings present on your employee s timesheets so you are aware of any issues or time entries that may need to be corrected When necessary you can click on the document ID number to open that employee s timesheet to clock them in out to submit a Missed Punch document that records a missed clock action to enter time block corrections and to delete an automatic meal deduction when the employee did not take one You can use the Plus and Minus buttons in the Name column of your Action List to pop open and close a summary view of the hours worked by that employee to monitor their daily hours or to review their daily weekly and total pay period hours by Assignment when you are ready to approve that timesheet The page provides two other search fields Year and Current Pay Period Once you select a specific Year and Pay Period from the dropdown list the system jumps directly to that set of historical employe
23. ck on the underlined document ID number to open that timesheet on the Time Detail tab To delete a time block from the pay period calendar click the X EJ in the upper right corner of the time block you wish to delete When asked to confirm the deletion click OK Approving a Missed Punch Document Missed Punch documents submitted by employees route to the supervisor s Action List for approval Each pay period supervisors should open and review every Missed Punch document in their action list They can approve it or edit the document to correct the missed punch clock action entered by the employee and then approve it This document cannot be disapproved This approval verifies the time block is correct and should be included in the work hours for that employee To approve a Missed Punch document in your action list 1 Access your action list 2 In the list of documents click on the document ID of the Missed Punch document you want to review and approve 3 Review the entries on the document to ensure they are correct Before you approve the document you can change the Assignment Missed Action Date and or Missed Action Time fields to correct any mistakes entered on the missed punch 4 Optional You can also add a note to explain any changes you entered or to add an attachment relevant to the missed punch document 5 When finished click Approve Important Note Employees can submit one
24. cteng 13 Deleting Automatic Vie alee Ge MO WS ana sins tece sean aclannccancasecasites anaauaaaasaeadlenncandensiunnnelse astaovenaosaslonaceencoeen aattesadawtacence sation edeodeusbate 14 Viewing Employee Jobs Assignments and Time Roles ccccccccecccccccecceecneesssssseseeccccceceseeeaaaaeeesssseeeeeeeeeeesseeasagagggsssses 14 Adj sting Shift Differential HOUTS cas cicaesath en naneoussnaneeanscancatiicansaton aciasuaaitesaenateancandedeionnnelvontaecensnoannctenseesusturoaaatlenndantacincaeaceacceosersbate 14 Adjusting Overtime Hours for Work Study Employees ccccccccccceeccceceeeeaessseeseeeeeceeeeeeeeeeeaasaeeseeseeeeeeeeeeeeeeeeeeauaasaeenses 14 Timesheet Ae OO Vert ROUNA serene E a E 15 PMP LOVES Approvals sssr a a E a a E TES 15 Supervisor Time Approver Approvals cccccccccccsssssssssssseeeeeeeeeeeeeeeeeeaaeeeseseeeeeeeeeeeeeeeeeeeaaaessssessseeeeeeeeeeeeeseaaaaaaaasseeeseeeeeess 15 Payroll Processor AP PlOV als secesccesusexenciascacncwepissleadinddsawsossedeadondcscwauesesiundiasdliceteasnsleadonddisaqeesleseadind ddsietonsesloatonddadeauedelondiaadicncoeeted 15 Timesheets Not Ready to Approve sceveacenscacncesisseudinddasatossesiandonddscwausseslendiasdtine dost tieadonddsceqensleteadind ddcinosiesloudenddnsequsdcdlendeaddicmenaueread 15 Approving VP MTIES MCCS vavicsirecinecaseconsestaadenidescmoeesslsadindddaitosseslandondcsceausseslendoasdtiaetesietea Conde icieqevsleTeadinddhsiedonesloudonddndnqussctlo
25. d of the pay period midnight on the second Saturday of that two week period Supervisors must approve timesheets for the employees in the Work Areas they supervise When Supervisors approve timesheets they verify that the hours worked are correct and recorded under the correct assignment Payroll Processor Approvals Payroll processors approve timesheets for all the employees in their department The payroll processor s approval verifies that it is okay to pay employees for the hours worked Timesheets will be available for payroll processor approval as soon as they have received supervisor approval If an employee has multiple assignments in multiple work areas or multiple departments the payroll processor will not receive that timesheet for approval until all the supervisors have approved it Any timesheets not yet approved by supervisors will be auto approved by the system and available to payroll processors on Wednesday morning Payroll processor approvals function just as supervisor approvals described above except these approvals are the final approvals required in Kuali Time Payroll processors have until 3 p m Wednesday following the end of a pay period to approve timesheets After 3 p m on Wednesday the interface with HRMS Payroll begins and on Thursday employee hours will be available for approval on the payroll vouchers Supervisors and payroll processors will be notified via Kuali Time email listservs or other system announcem
26. d to take future action on the document Time Reports in IUIE Reports generated from Kuali Time data are available in the Indiana University Information Environment IUIE UIE is a web based interface that gives users access to data from several university applications including Kuali Time Users can customize the environment to meet their data reporting needs Prior to using IUIE users must have an IUIE account Supervisors and payroll processors should receive an UIE account when their Kuali Time access is granted For more information about IUIE or to request an account visit the IUIE web page https www indiana edu iuie prod IuieWelcome html For more information about using the IUIE and the reports available there see the TIME User Documentation page https fms iu edu payroll kuali time More Options for Approvers This section discusses other options that Kuali Time provides for supervisors and payroll processors which were not discussed in the previous sections of this manual It also includes a brief review of how to view the timekeeping rules set up for your department Using Inquiry Pages On the Admin tab Kuali Time provides four inquiry screens that are useful tools to look at the time blocks recorded on a timesheet to view the history of time blocks added or deleted from a timesheet to see the clock transactions logged by an employee and to find any missed clock punch documents submitted by or for an employee
27. e timesheet documents for approval 1 Click on the Note section to expand it 2 Inthe Note textbox that appears type a note and click save save gt Note Create Note Author Date Note l Action e 08 27 2014 meer Public John save Attachment Choose File No file chosen View Notes Author Date v Note Action 08 27 2014 I was out for a doctor appt on 8 25 from 8a 10a Public John 08 39 AM Dr Note docx download Once a note has been added the timesheet displays that note and provides a blank textbox where you can enter and save a new note Since corrections additions to timesheets are made based on these notes the edit and delete buttons on saved notes have been disabled To maintain the integrity of the notes you will need to add a new note with any corrections You can also add an attachment It is recommended that you only attach common file types like Word files or Adobe PDF files but the system will allow attaching of any file type In the Attachment field just below the note textbox click the Browse button Find and select the name of the file you want to upload and click Open 3 Verify the Attachment field shows the selected file is ready to upload then click save save The title of the file you attached will appear next to a download link 4 Anyone with access to Kuali Time can then click the download link to view the attached file N e Importan
28. e timesheets In addition there are Previous and Next arrow buttons located on each side of the Pay Period heading that allow you to scroll back and forth through each set of historical timesheets by Pay Period in sequential order These search tools allow you to find and open any historical timesheet and review the recorded time blocks hours and approvals for that employee KT Approver and Payroll Processor Guide Page 2 of 28 8 24 2015 Once you leave the current Pay Period a Go to Current Period link will appear and serves as a shortcut you can click to return to the same set of employee timesheets in the current pay period If you click on an employee s Name in your Action list it opens the Person Info tab and you can view the jobs assignments and Kuali Time roles held by that employee If you are a Supervisor you should check your Action List notification emails during each Pay Period to Approve or to Correct and Approve any Missed Punch documents routed to you These documents inform you of any missed clock actions by the employees you supervise and you can review each one and if applicable correct any submitted with an inaccurate clock in or clock out time before you approve it Finally at the end of each Pay period Supervisors and Payroll Processors each must approve timesheets The Action List monitor and approval page provides you the option to approve an individual timesheet or do bulk approval
29. enesdnacuedabaassnoseeeneeecens 6 Viewing Timesheet Warnings and INOS cg sss cosadesnacecacanaeeeceasadedcsahuisuedetwaseimatdncetecoasores a i TE i EE EE 6 WV I N a E E E E E 6 V VY a ea E E E E E sag cisesaeseamncaesceseoseeee siaae 7 WV i MOY Ce Work UCL e ites ees sacdenow dat camiacnedes ease eeneinedence O 7 Spotting employees clocked in more than 12 NOULS 20 ccsssssssseseeeeeeeeeeeeeeeeeaaaaeeseeseeeeeeeeeeeeeeeeeeaaaaesssseeeeeeeeeeeeeeeeaaags 7 Remeshing Employees limes MCel SaS tescesactaciesmetandaronteaiMetugdodesnysdaieamecnsdca phous ee setwedeneeidaiuleacgmadee gt shageimateadeaanddenceseomacesuioute 8 Opening and Closing the summary view of Employee Hours ccccccccccccccccassssesesseeeeeeceeeeeeeeeeaaaaaeeesnseeeeeeeeeeeeeeeeeaaas 8 RD MINS ATES SC SU ieee testes dine eice do E E as a E a EEEE 8 Adding a Time Block to a Timesheet secinccacacvosiduicesdeisduscsosacslenedeGdsceenasduinediesdadecesdoncdbdducequnsdvancincdisetornesioncdsddaceeensdtnndbendssmeveseteadies 9 Editing F xistine Trie Blocks ereis a T a NE a TRESE 10 We Le ting a Time Bl Ckosrererri e a a E o a NE TESE 10 Approving a Missed Punch Document ccccccccccceceeeeceeneaeeeeeeeeeeeeeeeeeeeeeeeeeaaee see eeeeeeeeeeeeeeeeeeeeaaasaeseesaeeeeeeeeeeeeeeeaaaaaaaaeenses 10 Adding a Limes hect IN OLE sensed sn tonne stancdescacnensdsioadieisdnsatoaneslancdeadsceauss deed besdicetncsitioncdued usieqensi deadbuedisedocectondUeddesietusd sionsSeedichensn
30. ents if there are any changes to the normal approval schedule Note The Approve button will not appear in the timesheet Action column for payroll processors until they complete their two factor authentication Timesheets Not Ready to Approve Some timesheets may have problems that prevent them from being approved In this case the supervisor or payroll processor should make needed corrections to the timesheet before approving it For some departments this is the only approval and it verifies that it is okay to pay employees for the hours worked and the timesheet becomes Final The Time Detail tab will display error and warning messages at the top of the timesheet in red text Most entries such as using sick or vacation time in excess of available balances will issue a warning If there are only warnings the timesheet will advance for approval but the warning stays on the timesheet so the supervisor and payroll processor will see it during approvals Timesheets with problems will not appear with an approval button in the Action column the button will be greyed out These timesheets must be individually opened and corrected before they can be approved Supervisors or payroll processors will be unable to approve timesheets with the following problems e Overlapping time blocks Multiple time blocks which include the same hours e Hours charged to an invalid assignment This means hours were charged to an assignment that
31. he fixed dollar amount you entered 12 13 Cust Serv Desk x Cust Serv Desk 08 00 AM 12 00 PM SCK 8 00 hours Cust Serv Desk x TPO 20 00 RGN 4 00 hours This image shows time blocks entered for regular hours leave hours sick and fixed dollar amounts tips KT Approver and Payroll Processor Guide Page 9 of 28 8 24 2015 Editing Existing Time Blocks To edit a time block already clocked or entered on an employee s timesheet as regular work hours leave hours or fixed rate dollar amounts L di ca le 6 7 Use the appropriate filter fields or Search By field to find the employee s timesheet you want to edit Click on the underlined document ID number to open that timesheet on the Time Detail tab In the pay period calendar click on the underlined name of the Assignment on the time block you want to edit This reopens the Add Time Block dialog box and you can edit the date range and or the earn code Depending on which Earn Code was selected you can also edit the In and Out times the number of Hours or the Amount Update When finished with your editing click Update Verify that the time blocks are correct before you exit the imeneet Deleting a Time Block To delete a time block already clocked or entered on an employee s timesheet L 2 gt 4 Use the appropriate filter fields or Search By field to find the employee s timesheet you want to edit Cli
32. ield to view which timesheets are approvable or un approvable 3 Review the timesheet summary of hours information for each employee Click on the plus by the employee s name to pop open a summary view which shows you the hours that employee recorded by Assignment Click the minus button to close the summary 4 If necessary enter any changes to the time blocks leave hours or amounts on these timesheets and or delete any automatic meal deductions if an employee worked without taking a meal a Click on the document ID which opens that timesheet on the employee s Time Detail tab In the pay period calendar you can add edit or delete regular time blocks leave hours or amounts 1 To add a new time block a block of leave hours or dollar amounts click on a day complete the fields on Add the Add Time Blocks dialog box and click Add If the time block goes across multiple days make sure the Apply time to each day checkbox is checked ii To edit any time block on that timesheet click on the underlined assignment name within that block to open the Add Time Block dialog box You can modify the date range and or the earn code The fields in the dialog box change based upon the earn code selected so you may need to modify the in out times the hours or the Amount to complete your correction When finished with your edits click Update Update lil To delete any time block from the timesheet click the X EJ i
33. ime Detail tab 4 On the pay period calendar select the day or date range you need to add the time blocks e To add atime block for a single day click on the day you want to add This opens the Add Time Blocks dialog box with the start and end date fields populated with the date you clicked e To add the same time block across multiple days click and hold down the left mouse button on the first day of your date range and drag the cursor over to the last day in the range then release the left mouse button When you select multiple days it highlights those days in blue and the Add Time Blocks dialog box opens showing the date range you selected e Ifthe employee works an overnight shift you can use the click and drag method to select both days in the shift But you must UNCHECK the Apply time to each day checkbox e Once the Add Time Blocks dialog box is open you also have the option to type in the date range or click on the calendar rs beside each date field to pop up a monthly calendar and select the range of dates Note You can click and drag on the sizing handle located in the lower right hand corner of the dialog box to resize the Add Time Blocks dialog box A Verify the date range is correct 6 Select the assignment for the time block you are adding If the employee has only one assignment it will default to that assignment and no additional assignments will be available You will
34. ink to return to the current pay period Viewing Timesheets by Year and Pay Period On the Approvals or Payroll Processor tab you can use the Year and Current Pay Period fields jointly and select a year and then a pay period in that year to jump directly to that set of employee timesheets Year 2015 Current Pay Period 04 12 2015 04 25 2015 You can click on the Go to Current Period link as a shortcut to return to the current pay period Returning to the Current Pay Period If you leave the current pay period timesheet action list to view any previous or future timesheets you can click on Go to Current Period link to return to the current pay period Viewing Timesheet Warnings and Notes You can view the warnings and notes entered on a timesheet without having to open it The action list of timesheets on the Approvals or Payroll Processor tab provides special roll over icons that appear next to or under the Document ID number whenever that timesheet contains any warnings or notes When you hover your cursor over either one of these special icons it will display a quick view window of any warnings or notes depending on the icon you hover over on that employee s timesheet Viewing Notes 1 Log into Kuali Time and go to the Approvals tab or Payroll Processor tab 2 To display the notes window for a timesheet hover your cursor over the notes A icon KT Approver and Payroll Processor Guide Page 6 of 28
35. it and go to the Time Detail tab 3 Find the time block showing the lunch or meal deduction that needs to be deleted 4 Inthe yellow bar showing the number of minutes being deducted for the lunch or meal click the X EJ That will delete the lunch or meal deduction and add those minutes back as work hours on the timesheet Viewing Employee Jobs Assignments and Time Roles From the Approvals or Payroll Process page by clicking on the employee s name you can view an employee s jobs and time assignments and see if they have any roles in Kuali Time This opens the Person Info tab for that employee and shows their principal ID university ID and principal name Username 1 To view an employee s job s time assignment s or role s click on the name of the employee 2 This opens the Person Info tab for that employee e Click on the Jobs section to view details about the employee s job and time assignments o Click on the Click to expand assignments text to view the employee s assignments e Click on the Roles section to view what roles the employee has in Kuali Time Return 3 Click Return at the top of the page to return to your Approvals or Payroll Processor tab Adjusting Shift Differential Hours Approvers or Payroll Processors may have to adjust shift differential hours for manual entry employees working an overnight shift If their shift starts in one pay period but ends in the next
36. job in that paygroup in a different department Your results will only return the timesheets for jobs in your department but may be of a different pay type than the Pay Type filter identifies Example Bob Hoosier has two jobs with IU a BW1 Biweekly Staff with Financial Management Services UA FMOP and a HRR Temporary with Athletics BA ATHL The UA FMOP payroll processor will return Bob s UA FMOP BW1 timesheet when filtering by HRR Pay Types If there are no timesheets found for that department or work area you will see the message No values match this search on the page Clear 5 To clear out the search results and return to a list of all your timesheets click Clear Searching for Specific Timesheets You can use the Search By field on the Approvals or Payroll Processor tab to search for a specific timesheet in that Pay Period by an employee s Principal ID University ID Principal Name Username Last Name or timesheet Document ID Search By Principal Id Value enter at least 5 chars Search Clear 1 Inthe Search By field select the parameter you wish to search by and in the Value field enter the specific name Search or number you want to find then click Search You must enter at least 5 characters to start a search unless the Principal Name or Last Name is less than that 2 If the system identifies timesheets that match your search criteria they will be displayed below If the search fails to fi
37. ll then show in the Attached File section of that note d Click add ada to save the note and any attachments KT Approver and Payroll Processor Guide Page 12 of 28 8 24 2015 Y Notes and Attachments 5 Posted Principal Note Text Attached File Actions Date Time Name Stamp TT add Choose File No file chosen add cancel 1 10 03 2013 tpal changed assignment to job red 2 and changed clock in time to 7 12 AM download attachment delete 09 47 AM Please fix my clock in txt 316bytes text plain 1 When finished click approve ee IE 2 To close out of the document click close dose At the end of each two week pay period any Missed Punch documents not yet approved will be auto approved by the system Employees can only submit one Missed Punch document per time block and it cannot be greater than 24 hours in the past If an employee forgot to clock for an entire shift they should not submit a Missed Punch document Rather they should contact their supervisor to correct the employee s timesheet Adding a Timesheet Note Anyone with access to a timesheet employee supervisor payroll processor reviewer or administrator can enter and view a note in the Note section accessible at the bottom of both the Clock tab and Time Detail tab These users can also attach a file as an attachment within a note Notes are saved in the Kuali Rice Workflow system which also routes th
38. n the upper right corner of the block A confirmation message opens asking you to click OK to confirm the delete or click Cancel to cancel it IV To delete an automatic meal deduction and credit the meal hour s as regular work hours find the time block s with the meal deduction that needs to be removed In the yellow bar showing the meal deduction click the X Eg Return b When finished with the timesheet click Return in the header to return to your Approvals or Payroll Processor tab c Repeat step 4 for each timesheet you need to adjust KT Approver and Payroll Processor Guide Page 17 of 28 8 24 2015 5 To mark a timesheet in your list as ready to approve a Click the Select checkbox for that timesheet You can select multiple timesheets in your list as ready to approve but you must select each one individually b To mark ALL timesheets in your list for bulk approval use the Select All checkbox at the top of the Select column l Approve 6 To take the bulk approval action for the selected timesheets click Approve at the bottom of your Approval or Payroll Processor tab This completes the approval grays out the Approve button for those timesheets and if this is the final approval updates the Document Status for each to show as Final 7 To update the Document Status for those timesheets on your Approvals or Payroll Processor tab you can
39. nd Work Area When you open the Approvals or Payroll Processor tab it finds a list of all the departments in which you approve timesheets If you approve timesheets for only one department it is already defaulted in the Department field Use the filter fields see illustration below to focus your review on subsets of employees Filter timesheets first by department and then by work area so you see only those timesheets for the employees in that work area Additionally or instead you can focus on specific paygroups by selecting a Pay Type filter Calendar IU Department Selecta Dept Work Area Show All Pay Type Show All Approval Status All 1 Login to Kuali Time and go to the Approvals or Payroll Processer tab 2 Select the Department you wish to view from the Department dropdown That displays a list of timesheets you can monitor review and at the end of the pay period approve Note It may take the system several seconds for your browser to return the results based on your filter choices Most browsers provide indication when they are working to load the page 3 You can use the Work Area field to filter and view your timesheets by a specific work area Select the work area you want to view in the Work Area dropdown 4 Filtering by pay type can provide easy access to different paygroups within work areas Important Note Filtering by pay type may return timesheets for employees who have a
40. nd a matching value you will see the message No values matching this search on the page 3 To clear out the search results and return to a list of all your timesheets click the Clear button KT Approver and Payroll Processor Guide Page 5 of 28 8 24 2015 Sorting Timesheets by Approval Status Once timesheets have routed for approval in that pay period you can use the Approval Status field on the Approvals or Payroll Processor tab to filter the list of timesheets in your action list You can sort by documents that are ready to approve by those that have a problem and cannot be approved or reset the page to view all Approval Status All x Approvable Unapprovable 1 Inthe Approval Status field select the parameter you wish to sort by Approvable or Unapprovable Clear 2 To clear out the search results and return to a list of all your timesheets click Clear Viewing Previous and Next Timesheets On the Approvals or Payroll Processor tab you can click on the Previous or Next buttons located on each side of the Pay Period dates to view the same set of employee timesheets by pay period 4 04 12 2015 04 25 2015 Go to Current Penod All historical timesheets have been converted to the Kuali Time system so you can use these buttons to scroll back and forth and view previously approved timesheets in chronological order for your employees You can click on Go to Current Period l
41. ndiaedicnguaueteods 16 Amomated Approval i onsas a EE O a iS iae 18 Time Hours on the Payroll Vouchet es ssrisnsrrsnresen rre eaaa aaaea ae S endin eeneioe 18 Oe aT A RON E a AE I N A E E A E E E A E E T 18 Tae R Pon a OE e E E Gnesneneshased 19 More OOS POT DO VI secrasniieen aiceann a E E E A ET eE TaS EEEE aait 19 MV E PDS E E E E E E A E E N A E EA A E T NE S 19 Poe 5 VOC Ke MG a E E E E E 20 To Block HE ory MA aoe ccc ee E E E E E E E EE venue E E A EE E EE 21 CE EOS TO ara tee arse E E E E E E E E E E A E 23 INNS Tane a VII estes ce cee E se sea nutes dein E E crea E E E E E O E E E E 23 Vie yn Tinere n PS e E E T E E OEO E E 25 Using the Show History and Active radio buttons on rule lookup screen eee ee cccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 25 SUVS Mis A aaa ests ace O O E E E E OAT E EEE 26 VC yt WOA WO a cara casdca enechiea hs atacno aca neeseueuiaso notenceasueress ucaceatiasanadenebeal cota upacestetaanasdegansee susaghaetesaeceasuarencanesssdunnunse 26 Kuali Time Approver and Payroll Processor Guide Overview This guide discusses all the key tasks that Time Approvers Supervisors and Payroll Processors can perform in the Kuali Time system It provides an overview of the Approvals Payroll Processor tab and explains how to e Use sort and filter or Search By fields to find a set of timesheets or one specific timesheet e Roll over icons that open quick views of employee No
42. okup we entered a department ID BA PARK and clicked search i search By default the Show History option is set to No and the Active option is set to Yes to find the highest effective dated row This search found the active rules established for our sample department _ Clock Location Rule Lookup create new required field ef search clear cancel 9 items retrieved displaying all items 1 SS edit view e a e O oT PETET 10 31 AM 10 79 55 17 10 200 65 201 it view BA PARK 1593 o J O2 20 2014 02 20 2014 01 58 PM 10 79 55 1 10 200 65 187 view BA PARK 1595 j o O2 20 2014 02 20 2014 02 01 PM Ye 10 79 55 135 edi vien aeaa lazas aan 02 20 2014 02 05 PM Yes 10 79 55 49 10 200 65 217 edi BAPARK 8266 o o2 20 2014 02 20 2014 02 06 PM Ye 10 79 55 135 eat ven Bapane uses se se foxos 02 20 2014 01 59 PM Ye 10 79 55 33 10 200 65 103 edit view r arava 02 20 2014 02 03 PM Ye 10 79 55 65 10 200 65 233 edit view BAPARK 35398 O8 07 2014 08 07 2014 03 05 PM Y 10 79 55 135 9 items retrieved displaying all items 1 Export options CSV Excel XML In this example the rule results that were retrieved show the date and time that the clock location rule was established when it became effective and the department work area and university ID of the employee who is required to clock at the IP addresses listed in the rule
43. on the payroll voucher so these will always remain unchanged for audit purposes However the hours may be adjusted up or down if needed by adding or subtracting hours from the appropriate earn code using the Add Hours button to generate a blank line To add hours to a voucher that has Kuali Time hours already loaded click on the Add Hours button to add a blank row Changes made in this way will not retroactively be recorded on the timesheet If every employee on a Payroll Voucher is a Kuali Time employee with hours brought over from Kuali Time for at least one week of the pay period then the Payroll Voucher will already be approved in HRMS If the Voucher contains any employees who don t record their hours in Kuali Time or any Kuali Time employees who recorded no hours for the pay period then the Payroll Processor must go into the voucher and select Approve All Important Note Do not enter information on the payroll voucher for Kuali Time employees before the data has been loaded to the vouchers Any data manually entered on the vouchers prior to the Kuali Time extract will be deleted by the Kauli Time extract data load Checking the Route Log The Route Log for a timesheet shows who has approved a timesheet and who still needs to approve it KT Approver and Payroll Processor Guide Page 18 of 28 8 24 2015 refresh Route Log ID 41084 vy hide Title TimesheetDocument Type IK Timesheet Crea
44. pay period e g 11 p m to 7 a m the minimum hours for shift pay may not be met before the end of the first pay period Adjusting Overtime Hours for Work Study Employees Employees in Work Study jobs do not earn regular overtime when they work more than 40 hours per week If a timesheet for a work study employee shows overtime OVT look at the total number of hours the employee worked Then edit the timesheet so the regular pay hours total 40 and manually enter any additional hours worked over 40 under the OVW Overtime Work study earn code Please contact the Payroll Processor in Payroll who is assigned to assist you if you have any questions about entering work hours for work study employees KT Approver and Payroll Processor Guide Page 14 of 28 8 24 2015 Timesheet Approval and Routing This section explains how timesheets are routed for approval briefly reviews issues that might prevent you from approving a timesheet and explains how to approve one timesheet or multiple timesheets Employee Approvals Employees do not need to approve their timesheets Timesheets are automatically routed to Supervisors for approval at the end of each pay period An employee can still enter edits on their timesheet until it is approved by their Supervisor Once this first approval is done the employee may no longer make any changes to the timesheet Supervisor Time Approver Approvals Timesheets route from employees to Supervisors at the en
45. rk status of SAN clock entry employees This allows you to monitor your Dee 10046 0 00 7 50 4 50 0 00 4 employees in real time during the pay period and spot any John SAVED employees who failed to clock out 2000000028 Clocked in Spotting employees clocked in more than 12 since hours 02 22 2012 l l l 09 30 PM In this example you can see that the first employee is clocked out while the second one is clocked in 19631 0 00 6 00 0 00 4 40 0 SAVED The third employee s Name cell is highlighted in red which indicates it has been more than 12 hours since the employee clocked in This allows you to spot an employee who missed a punch out so you can contact them to submit a Missed Punch document to record their missed clock out KT Approver and Payroll Processor Guide Page 7 of 28 8 24 2015 You also have the option to submit a Missed Punch document on their timesheet on the employee s behalf Refreshing Employee Timesheet Status Refresh Statu At the bottom of the Approvals and Payroll Processor tab there is a Refresh Status oes MATUS button When Refresh Status us you click Refresh Status it updates the current work status of the employees and their timesheets Opening and Closing the summary view of Employee Hours On the Approvals or Payroll Processor tab you can open and close a summary view of the hours that an employee recorded on their timeshee
46. rtment you wish to approve from the Department dropdown That displays an list of timesheets you can review and approve e You can use the Work Area field to sort and view your timesheets by a specific work area e You can use the Approval Status field to view which timesheets are approvable or to view the ones that are un approvable e You can use the Search By field to search for a specific timesheet by Document ID Principal ID University ID Principal Name Username or Last Name Select the parameter you wish to search by and Search in the field enter the specific value you want to find and then click Search Note You must enter at least 5 characters into the Search by field to start a search 3 Review the summary of hours for that timesheet You can click on the plus button next to the employee s name to open a view of the timesheet summary section and view the hours recorded under each assignment Click the minus button to close the summary section _ _ _ _ e ee ee Os HOL Holiday Customer Service 8 00 8 00 10 00 Red 7 UA FMOP RGN Regular Pay Nonexempt Staff Customer Service 10 00 Red 7 UA FMOP Regular Pay Totals CPE NO PAY Comp Hours Earned Customer Service Overtime Totals 4 Ifnecessary enter any changes to the time blocks for regular hours leave hours or dollar amounts on the timesheet You can also delete automa
47. s The hours on a Final timesheet are then processed and sent to the HRMS Payroll system Important Note Employees can continue to modify their timesheets until the first approval is made a g Approvals system Admin ersc G Calendar IU v Department UA FMOP Work Area Customer Service 2793 v Pay Type Show All v Approval Status All Search By Principal Id v lt gt AF Year 2015 04 12 2015 04 25 2015 4 d Value enter at least 5 chars Search Current Pay Period 04 12 2015 04 25 2015 hd Go to Current Period G 4 items retrieved displaying all items 1 Sun Wed Fri Sat Tue Wed Thu Fri Sat y k Period a All a 04 12 4 04 15 lca 04 17 04 18 nats Paige 04 21 04 22 04 23 04 24 04 25 Total 0 00 7 30 8 20 8 30 8 30 8 35 aces 8 00 8 00 8 00 80 45 A a j 00000002 0 00 8 20 8 10 7 70 8 10 7 90 0 00 40 00 0 00 7 50 8 90 8 10 7 60 7 90 0 00 40 00 80 00 A F ENROUTE 23 2015 05 00 P al P Woe ow Tot io a0 so 210 60 750 an on ra o mm ar i RNNNNNN RGN Regular Pay Nonexempt Staff Customer Service 17 34 Red 0 8 20 8 10 5 00 3 10 6 50 30 90 7 50 4 70 8 10 7 60 7 90 35 80 66 70 UA FMOP Customer Service 17 34 Rcd 0 2 70 1 40 4 20 4 20 UA FMOP Regular Pay Totals 8 20 8 10 7 70 8 10 790 7 50 8 90 8 10 7 60 790 80 00 Kyle Selina 00000003 8 00 9 10 8 00 8 00 6 90 0 00 0 00 8 20 8 00 8 00 7 90 7 9
48. t This summary view is the same as the hour s summary located on the employee s Time Detail tab Both will show you the total worked hours for each day along with a breakdown of the hours worked by assignment day and by earn code regular vacation sick overtime shift etc It also provides a weekly and period total 1 Log into Kuali Time and go to the Approvals tab or Payroll Processor tab 2 To open the summary view for an employee click the Plus by employee s name r Doe No 1937575 0 00 8 20 8 20 8 50 8 00 8 00 0 00 000000001 7 FINAL No previous clock information This opens just beneath that row the summary view of worked hours by the employee 8 OO ee OO HOL Holiday Customer Service 17 00 Red 0 UA FMOP RGN Regular Pay Nonexempt Staff Customer Service 17 00 Red 0 UA FMOP Regular Pay Totals 1 CPE NO PAY Comp Hours Earned Customer Service 17 00 Red 0 UA FMOP Overtime Totals 3 To close the summary view click the Minus by employee s name Note You can open the summary view of hours worked for more than one employee at a time Opening a Timesheet To view an employee s timesheet or to enter corrections you can open it from your action list of timesheets on the monitor and approval page 1 Log into Kuali Time and go to the Approvals tab or Payroll Processor tab 2 Use the sort and filter
49. t Note In the timesheet notes do not enter text or attach a document that contains critical or sensitive information Review IU s classification of data types managed by the Office of the Vicer President for Information Technology at http datamgmt iu edu classifications shtml KT Approver and Payroll Processor Guide Page 13 of 28 8 24 2015 Deleting Automatic Meal Deductions Departments have the option to set up automatic lunch meal deduction rules for Clock Entry employees Once a rule become effective all employees have to do is clock in and clock out while working the minimum number of hours required for this deduction and the timesheet will automatically deduct the meal whether breakfast lunch or dinner usually 30 minutes 0 50 hours or 60 minutes 1 hour Timesheets will show the amount of time deducted for a meal highlighted in a yellow bar at the bottom of a clocked time block Example of a clocked time block that shows an automatic meal deduction If an employee works through a scheduled meal or works a shorter shift that qualifies for an automatic deduction without taking any meal break you can delete the automatic meal deduction and the timesheet will credit those minutes back to the employee s timesheet as work hours To remove an automatic lunch or meal deduction 1 On the Approvals or Payroll Processor tab find the timesheet for that employee 2 Click on the Document Id of the timesheet to open
50. ted 03 43 PM 08 01 2011 Initiator Employee Edna Last Modified 03 28 PM 08 08 2011 Route Status ENROUTE Last Approved Node s Timesheet Attribute Finalized Actions Taken hide Action _ Taken By __ For Delegator __Time Date __ Annotation COMPLETED Employee Edna 03 28 PM 08 08 2011 Routing for Approval Pending Action Requests v hide Action Requested Of __Time Date Annotation IN ACTION LIST gt show APPROVE admin admin 03 28 PM 08 08 2011 Dept UA FMOP Work Area 1002 Future Action Requests gt show To check the Route Log for a document open an employee s timesheet and click on the Route Log section at the bottom of their Time Detail tab The route log will open and show who has taken action and whose action if any is still pending e ID Tab Contains identifying information about the document itself e Actions Taken Tab Shows who has taken action on the timesheet and when Note that timesheets will appear here as initiated by the employee though the Kuali Time system initiates them on behalf of the employee Timesheets are completed by the employee and submitted by the system for approval at the end of the pay period e Pending Action Requests Tab Shows who needs to take action on the document It is possible that multiple requests exist at the same time This situation will occur if the employee has multiple time assignments with different supervisors e Future Action Requests Tab Shows who will nee
51. tes and Warnings e Clickable icons that open and close a summary view of employee work hours e Links that open an employee s timesheet or shows their jobs assignments and roles e Buttons to approve timesheets e Buttons and fields to scroll chronologically or to jump to timesheets in previous pay periods e Displays that show current work status and flags employees clocked gt 12 hours e Open timesheets to o add edit or delete time blocks remove automatic meal deductions o add timesheet notes e Approve single or multiple timesheets e Approve missed punch documents e View the Route Log for a timesheet e Use Inquiry screens to look up o Time blocks o Time block history o Clock logs o Missed Punch documents e View the rules set up for your department including your Work Areas Overview of the Approvals Payroll Processor tab When you log into the system as a Supervisor you have the Approvals tab as a Payroll Processor you have the Payroll Processor tab These tabs are identical in function and if you have both roles you will have both tabs Each of these tabs opens the main overview page and provides a one stop portal for approvers to monitor clean up and approve timesheets The Pay Period heading on the tab will show what pay period you are in You can sort and filter your timesheets to view them by department and then by work area or sort enroute timesheets by Approval Status to view which ones
52. the meal or lunch click the X EJ Return b When finished with this timesheet click Return in the header to return to your Approvals or Payroll Processor tab 5 To approve an individual timesheet you can use any of three methods e Ifthe timesheet is still open on the pay period calendar you didn t return to your Action List click Approve Approve located just below the calendar e On your Approvals or Payroll Processor tab click the Select checkbox for that timesheet and then click Approve Approve located next to the checkbox Approve e Click Approve at the bottom of the Approval or Payroll Processor tab to approve that one timesheet This completes the approval grays out the Approve button for that timesheet and if it is the final approval updates the Status field of the timesheet to show Final 6 To update the Document Status for that timesheet on your Approval or Payroll Processor tab you can click Refresh Status innit laaisioai To approve more than one timesheet or to do bulk approvals 1 Login to Kuali Time and go to the Approvals or Payroll Processor tab 2 Select the department you wish to approve from the Department dropdown That displays a list of timesheets you can approve e You can use the Work Area field to sort and view your timesheets by a specific work area e You can use the Approval Status f
53. then you can search for any Missed Punch documents by Initiator Username of the person who submitted the document by department or by a date range in the Date Created From and Date Created To fields q Note Use the lookup next to the Initiator field to search for a specific employee 3 Click search 58a _ This will find any Missed Punch documents that match your search criteria Organization KI Timesheet Missed Seea Document Type Title Status Initiator e tee Document Department nt Wor kD Document Task Clock Route Ecne Number Id Action l MissedPunchDocument Missed 00808233 MissedPunchDocument Missed Punch ENROUTE Public saeit ch BL MUS 2005 00808232 0 CI Kes 0000000006 Johno 0000000006 Export options CSV spreadsheet XML The information displayed in the search results includes the Document ID Document Type Title Status Initiator Date Created and Route Log 1 Click on the underlined document ID number to open a copy of the Missed Punch document that was submitted for an assignment so you can view the clock action and date and time of the clock punch that was missed a Ifyou are the employee s supervisor and the Missed Punch document is awaiting your approval you have the option to edit it before approving to enter any corrections to the employee
54. tic meal deductions if an employee worked without taking a meal a Click on the document ID to open that timesheet on the employee s Time Detail tab In the pay period calendar you can add edit or delete regular time blocks leave hours or amounts i To add a new time block or a block of leave hours or dollar amounts click on a day complete the fields on Add the Add Time Blocks dialog box and click Add If the time block goes across multiple days make sure the Apply time to each day checkbox is checked ii To edit any time block on that timesheet click on the underlined assignment name within that block to open the Add Time Block entry box You can modify the date range and or the earn code The fields in the entry box change based upon the earn code selected so you may need to modify the in out times the hours or the amount to complete your correction When finished with your edits click Update Update lil To delete any time block from the timesheet click the X EJ in the upper right corner of the block A confirmation message opens asking you to click OK to confirm the delete or click Cancel to cancel it KT Approver and Payroll Processor Guide Page 16 of 28 8 24 2015 IV Optional step To delete an automatic meal deduction and credit the meal hour s as regular work hours find the meal deduction time block that needs to be removed In the yellow bar showing the number of minutes deducted for
55. timesheets displayed on the page by clicking the Select ALL checkbox at the top of the column Approve Approve O Click Approve to approve timesheet s The Approve at the bottom of the page allows approval of all the timesheets you have marked with a checkmark in the Select All column To approve a Approve single timesheet from the Approver Payroll Processor tab click Approve in the Action column of the appropriate timesheet row P Mark an individual timesheet as ready to approve by clicking the Select checkbox in the Select All column in the row of the appropriate timesheet Roll and hold your cursor over the Notes A icon to display a quick view window that shows the notes entered on that timesheet You may need to scroll within the quick view window to see all notes on the timesheet Click on the document ID of the timesheet to open that employee s timesheet for the pay period displayed S Click on the Plus by an employee s name to open a summary view beneath that row so you can see the hours a that employee recorded by work area and earn code Click the Minus to close the summary Refresh Status T Click Refresh Status to refresh the current status of the timesheets you are viewing Monitoring Reviewing and Correcting Timesheets During the pay period and before timesheets are routed for approval you can go to the Approvals and or Payroll Processor tab to
56. ument Status and the Date From and Date To fields 3 Click Search 55an The results of this search are displayed in a tabular format and include Document Id Principal Id Work Area Task Job Number Earn Code Begin Time and End Time and Hours or Amount and User Principal Id along with a confirmation indicating whether the action was recorded in the clock log what action history was performed on that time block add clock missed punch or delete and time when it was modified 35 items retrieved displaying all items 1 38057977 0000420001 2793 0 0 RGN nica 5 70 0 00 Yes Add 0000420001 emdee 0000420001 reniant 38057977 0000420001 2793 0 0 SCK iaie Sn 2 30 0 00 No Add 0000420001 polpi 0000420001 ptr 38057977 0000420001 2793 0 0 RGN minicar pike 4 30 0 00 Yes Add 0000420001 a 0000420001 ee 38057977 0000420001 2793 0 0 RGN pela rig 3 50 0 00 Yes Add 0000420001 pala or 0000420001 silent 38057977 0000420001 2793 0 0 RGN a ebed 4 10 0 00 Yes Add 0000420001 0000420001 pallens 4 Optional step You can click on the document ID link in the search results to open a full description of that historical time block The details shown in this Inquiry screen are the Time Block Id Document Id Principal Id Work Area Job Number Earn Code Begin Time End Time Hours or Amount along with the Clock Log Created confirmation Action History indicator User Principal
57. was later deleted or end dated on a prior date A warning message will be displayed when viewing a timesheet with invalid Time blocks To correct this problem simply open the timesheet and make any needed corrections to the employee s hours or assignment e Expected hours are not met Appointed staff employees have a number of expected hours that must be accounted for each week For example a full time Biweekly employee must account for 40 hours while a half time Biweekly employee needs to account for 20 hours each week e ABS hours exceed standard hours For a Biweekly employee hours charged to ABS Absent without benefits earn code must not exceed standard hours 40 hours a week for a full time biweekly employee FTE 1 0 Corrective action should be taken to fix any errors or warnings that violate University or departmental policies KT Approver and Payroll Processor Guide Page 15 of 28 8 24 2015 Approving Timesheets Detailed steps are presented below for performing individual and bulk timesheet approvals Please note these procedures list all the possible steps including ones where you may need to change automatic lunch deductions or enter a correction on a timesheet If you have already performed that step or find it unnecessary please go to the next step in the procedure To approve an individual timesheet follow these steps 1 Login to Kuali Time and go to the Approvals tab or Payroll Processer tab 2 Select the depa
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