The University of Scranton

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The University of Scranton
Training on the New Time Entry System for Exempt
Staff Paulette Karlavige 25 July 2005
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Introduction

• The current time entry system used by exempt
  staff has been reviewed over the last few years.
  Significant changes to the system had been
  suggested.
• Changes to the internal time entry processes had
  also been discussed at a number of levels.
  Improvements had been identified.

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Introduction

• The goal is to implement a time entry system that
  efficiently processes leave time information as
  well as captures information about other non
  work times. (Mission, travel time, etc.)
• We have been looking at a number of time entry
  solutions over the last few years.

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Introduction

• As a result, the University decided to purchase
  the Sungard SCT Employee Self Service module.
  This module offers a number of human resources
  and payroll features, including a time entry
  system.
• This module will also allow for easier
  integration with other Banner products.

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Introduction

• The Employee Self Service module and its many
  features will be implemented in phases over the
  next twelve to eighteen months.
• The new time entry system will be accessed
  through the University Information System. (UIS)
  You will need to know your PIN to access it.

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Time Entry System

• Time entry will be listed as an option within the
  UIS system under the Employee Menu.
• The Time Sheet for employees to use to enter
  their time will be an option under that menu.
  This will be used for both leave time and
  non-working time.

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Time Entry System Key Changes

• For Employees
• This is an exception based system if you worked
  the entire week you do not need to enter any
  information in the time-entry system.
• If employees forget to enter leave time for a
  prior pay period, they must enter that
  information in the current payroll period with an
  explanation of the change that is needed.

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Time Entry System Key Changes

• For Supervisors
• Supervisors or their backups cannot enter time
  for employees. Employees must enter it
  themselves.
• Supervisors will not approve the time submitted
  they will receive reports which show usage for
  all of the categories created in the system.

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System Features

• The system will check the leave time entered by
  the employee against the rules established by
  Human Resources.
• Example Vacation hours entered must be in half
  or full day increments. For most employees, that
  means the entry must be 3.5 or 7 hours.

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System Features

• Additional codes have been created in the time
  entry system for employees to use to enter time.
  These include travel time, jury duty, mission
  time, etc.
• Time information must be submitted on a biweekly
  basis to the Payroll Office via the new system by
  9AM on the Monday following the payroll end date.

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System Features

• The primary supervisor for each department will
  be able to access information about leave time
  usage on-line through the time entry system.
• Other management reports are currently being
  developed and will be shared with you in the near
  future.

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Remaining Issues

• We are also hoping to use this time-entry system
  for non-exempt staff in the future. More
  information will be provided on this initiative
  in the fall as we complete our timetable.

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Remaining Issues

• If you had entered any information for future pay
  periods in the current time entry system, you
  must re-enter that information in the new time
  entry system.

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Summary

• You must start using the new time-entry system on
  Monday August 15th. The first biweekly payroll
  that will be processed under the new time-entry
  system is for the period August 6th through
  August 19th. You will need to enter leave and/or
  non work time in the new system for both weeks of
  this pay period.

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Summary

• Other Employee Self Service features will be
  rolled out during fall 2005.
• Pay Information.
• Tax Forms.
• Jobs Summary.
• Leave Balances.
• Benefits Deduction Information.

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Questions? Paulette Karlavige Payroll
Manager Extension 4066