Non-Exempt Employees Work Schedules

1.    Type PHATIME in the Search field and press ENTER to open the Electronic Approvals of Time Entry Form.

2.    Type the timesheet COA code in the COA field.

       OR

       Click the Search button to select from the list of options.

3.    Type the timesheet organization code in the Organization field.

       OR

       Click the Search button to select from the list of options.

4.    Check that the Transaction Status is In Progress. Click the drop-down arrow to select if this field is incorrect.

5.    Check that the Year field displays the current year. If incorrect, type in the current year.

6.    Type the Payroll ID in the Payroll ID field.

       OR

       Click the Search button to select from the list of options.

7.    Type the appropriate Pay Period Number in the Payroll Number field.

       OR

       Click the Search button to select from the list of options.

8.    Click the Go button.

       NOTE: The first timesheet with an In Progress status displays. Defaulted regular hours display on timesheets for non-exempt employees with work schedules.

9.    Select the employee timesheet to be reviewed.

10.  Click the Next Section button to move into the Time Entry section to review the details or edit the timesheet.

11.  Click the Insert button if additional hours for an earn code other than the defaulted REG hours need to be recorded in the timesheet.

12.  Type the earnings code in the Earn field.

       OR

       Click the Search button to select from the list of options.

13.  Type the number of hours worked for each day on the same line as the appropriate earnings code.

       NOTE: When adding time (such as vacation, sick, jury duty, etc.) on a day that has defaulted regular hours displayed, it is important to modify/delete these REG hours for that day before submitting the timesheet for approval. For example, if an employee takes vacation on a day they normally work 7.5 regular hours, you must enter 7.5 hours against the appropriate vacation earnings code and edit the defaulted regular hours for that same day to equal 0.0.

14.  Click the Save button.

15.  Select Submit Time for Approval from the Tools menu. This action moves the transaction status of the timesheet to Pending so the approval process can begin.

16.  To enter time for the next employee, click the Previous Section button to move to the Jobs section and select the next employee timesheet. Repeat steps 10-14.

17.  Click the Close button when finished.

       NOTE: Even if no changes have been made, time timesheets for Non-Exempt employees with work schedules must be submitted for approval. Employees who hold more than one position will have a timesheet for each bi-weekly position. The Department Originator should pay close attention so that time information is entered accurately for each position.

 

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Last Updated: October 19, 2018