Time and Labor Reporting Process

1
Time and Labor Reporting Process

• In this section we will cover
• New Activity Report
• Time Reporting Codes
• Who the Time Reporter, Timekeeper, and Approvers
  are
• Entering Time in OAKS
• Group Ids

2
New Activity Report FormA copy has been placed
in your region directory on P\drive and is
called OAKS Activity Report 300xx, where xx is
your location code.
3
New Activity ReportEach employee is required to
use this form to account for any time worked or
leave used in the pay period.
4
New Activity ReportThe required fields are Time
Reporter (Employee Name), PPE Date, and hours
worked by day and Time Reporting Code.
5
Time Reporting CodesThe next few slides show all
TRCs. You should look these over so you are
familiar with the types of codes that can be used.
6
Time Reporting Codes continuedIf you do not
know what a code is for, then dont use it.
7
Time Reporting Codes - continued
8
Time Reporting Codes - continued
9
Time Reporting Codes - continued
10
Completed Activity ReportThe form is similar in
format to the Time and Labor entry screen in OAKS.
11
Completed Activity ReportThe form requires the
signature of the Time Reporter (Employee) and
Approver (Supervisor).Once the form is signed,
it is turned into the Timekeeper (Account Clerk).
12
By December 18th, you will receive an email that
contains the link to access the live OAKS system
along with your User Id and Password. Once you
click on the live link the screen will look like
the one below. Action Key in your User Id and
Password and click on Sign In.
13
This screen shows all the options that will be
available to you in OAKS. The three main
functions in OAKS will be Time and Labor
Reporting, Managing Exceptions, and Approvals.
However, your User Id will only show the options
that are available to you.To begin Time and
Labor EntryAction Click on the link for
Manager Self Service.
14
Action Click on Time Management.
15
Action Click on Report Time
16
Action Click on Timesheet.
17
This screen is used to select employees that are
assigned to the region. The term used to search
for all employees is called Group Id. The next
slide shows all Group Ids. Action Enter your
Group Id and click on the yellow Get Employees
button.
18
Group Ids
19
This screen will show all employees that are
associated with your Group Id.Action Click on
the first name in the list.
20
This screen shows the format in which you will
enter time for the pay period. The date field
will be the start date of the pay period which is
the first Sunday in the period.Action Click on
the down arrow next to the View By box and select
Time Period.Action Click on the calendar icon
to select the Start Date.Action Click the
yellow Refresh button.
21
Action Select the appropriate Time Reporting
Code.DO NOT change Taskgroup or Business
Unit.The Combo Code is what use to be called the
REF NO in the old payroll system.
22
There are only two groups that will change their
Combo Codes, these are dredge parks and parks
where park officers charge time to the
union.Otherwise, you will not change the Combo
Code.
23
Time Reporters that DO NOT have a schedule are
designated as Positive Pay in OAKS and therefore,
you must enter time worked for each day worked in
the pay period.Action Enter time by
day.Action Click on Submit.
24
Once you click on Submit, you will receive the
following screen.Action Click Ok
25
For Time Reporters that DO have a
scheduleAction Click on Apply ScheduleThis
will populate the hours for the submitted
schedule, then you only need to change the time
by day and the appropriate Time Reporting Code.
26
Once you change the Hours, Time Reporting Code,
and Combo Code (if needed) you must Action
Click on Submit.
27
Once you click on Submit, you will receive the
following screen.Action Click Ok
28
To move to the next employee in the listAction
Click on Next Employee and repeat the process
until all time is entered.