Human Capital Management

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Human Capital Management

• Time Reporting and Approval Processes
• Revised August 2009

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Fair Labor Standards Act

• The Fair Labor and Standards Act is
  administered by the U.S. Department of Labors
  Wage and Hour Division.
• Synopsis
• The Fair Labor Standards Act (FLSA)
  establishes minimum wage, overtime pay,
  recordkeeping, and child labor standards
  affecting full-time and part-time workers in the
  private sector and in Federal, State, and local
  governments. Covered nonexempt workers are
  entitled to a minimum wage of not less than 7.25
  an hour. Overtime pay at a rate of not less than
  one and one-half times their regular rates of pay
  is required after 40 hours of work in a workweek.
• http//www.dol.gov/esa/whd/flsa/

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There are two kinds of Employees

• FLSA Covered employees accrue overtime after they
  have worked in excess of 40 hours in a week.
  These employees receive either comp-time or
  overtime pay at a rate of 1.5 their hourly salary
  compensation even when the employee uses annual
  leave, holiday or voting time. These are the
  only three situations of leave that will allow a
  rate of 1.5. If any other leave is used aside
  from these three, compensation is straight time,
  hour for hour.
• FLSA Non-Covered (exempt) employees accrue
  overtime after they have worked in excess of 80
  hours in a pay period. These employees receive
  comp-time after 80 hours. Employees not covered
  by FLSA are generally managers or personnel in
  security sensitive positions.

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Important information about SHARE/HCM

• Employees have a pre-determined work schedule
  that is recognized in SHARE.
• Most employees have a normal schedule five eight
  hours days for both weeks of the pay period.
• OHR and supervisors are able to change a work
  schedule through the Manager Self Service Menu.
• SHARE is an exception based time keeping system
• You do NOT have to enter anything if you worked
  your normal hours without any deviation.
• If there was some deviation in your schedule, you
  must enter the proper Time Reporting Code (TRC).

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Time Reporting User Preferencesand viewing the
Time Reporting Code descriptions

• Choosing the appropriate Time Reporting Code
  (TRC) when entering exceptions is difficult
  because the default TRC dropdown setting shows a
  code followed by the description.
• Often the description is too long to see. You may
  want to change the default TRC dropdown setting
  to show the description first and then the TRC
  code.

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Time reporting is recorded in the SHARE system by
accessing Human Capital Management.
(http//shareinfo.state.nm.us/PORTAL/)
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• After logging into SHARE
• Click on Self Service.
• 2. Click on Time Reporting.
• 3. Click on User Preferences.

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Time Prepopulation Method and Task Group fields
MUST be left blank to avoid creating problems
with payable time
From the drop down menu for the TRC Code or
Description choose Display TRC Description/TRC
and Save.
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Most commonly used TRCs for FLSA Covered and
FLSA Non-Covered personnel General
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Most commonly used TRCs for FLSA Covered and
FLSA Non-Covered personnel Extra Hours Worked
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Most commonly used TRCs for FLSA Covered and
FLSA Non-Covered personnel FML
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Most commonly used TRCs for FLSA Covered and
FLSA Non-Covered personnel HOLIDAYS
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Most commonly used TRCs for FLSA Covered and
FLSA Non-Covered personnel GENERAL
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Most commonly used TRCs for FLSA Covered and
FLSA Non-Covered personnel GENERAL
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Most commonly used TRCs for FLSA Covered and
FLSA Non-Covered personnel

• There are other TRCs in the SHARE system, but
  they are system generated or are for use only by
  the Office of Human Resources or Payroll.
• Most TRCs ending in an A mean awarded and are
  for use by Office of Human Resources and Payroll
  only.
• Most TRCs ending in L mean lost and are for use
  by Office of Human Resources and Payroll only.
• TRC Codes that are required to have Department
  Central Office Authorization to Process
• CTPAY Comptime Paid
• OTPAY Overtime Paid
• OTADJ OT premium adjustment paid

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Recording Overtime in SHARE/HCM

• Enter the number of additional hours worked
  over the regular scheduled hours in one day. (It
  is strongly suggested that this process be done
  daily.)

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• The proper TRC to be used is XHRWK
• Click the Submit button.

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You will be returned to the exception reporting
page.
Click the call out symbol to add comments
You are required to provide a comment that
explains the time frame you worked the additional
hours and what tasks were accomplished.
You must click Save to save the comment.
You can also click Cancel to cancel the
comment.
If you need to add remarks to an already saved
comment, use the Plus sign to add a new
line where the additional information can be
entered.
The system must now run through the nightly batch
process before your supervisor can approve the
time exceptions entered.
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Important Things to Remember
Exception hours must be entered on Thursday and
approved by Friday of every week at 500 p.m.
Since SHARE is an exception based time keeping
system, you only have to enter and specifically
code any hours that deviate from your regular
schedule.
Using the REGHR TRC will override your
predetermined schedule and you will only get paid
for the number of hours entered as REGHR.
An employee can view the exception (error) by
clicking on the clock icon. They can then make
the correction and resubmit the time for approval.
If an employee is out on a Friday, the Supervisor
must enter the exception by Friday at 500 p.m.
when they are approving other time sheets.
If exceptions are entered on Friday, then
Supervisors must approve by Tuesday at 1000 a.m.
If deadline is not met, you must submit a Leave
Adjustment. Contact the payroll office to do
this.
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Payroll Distribution
Employees may elect to either have their
paychecks directly deposited into their bank
account or have a warrant cut from DFA.

• For employees who elect direct deposit, a payroll
  advice will be distributed by your Time
  Administrator.
• Direct Deposit is strongly recommended.
• Direct Deposit information supplied to the
  Payroll Bureau must be correct and complete.
• Report closing a bank account to your Time
  Administrator so that the information can be
  relayed to the Payroll Bureau.
• For employees who elect to be paid by warrant, a
  warrant will be distributed by your Time
  Administrator.

Santa Fe area Time Administrators pick up advices
Friday (payday) at 1000 a.m. and then distribute
to employees.
All other area Time Administrators will receive
their division advices and warrants by regular
mail. These are mailed out by the Payroll Bureau
on Thursday afternoon before payday.
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Introducing Your Payroll Bureau

• Mary Drake, Supervisor
  505-827-9461
• MaryA.Drake_at_state.nm.us

Eric Martinez 505-827-5909
EricM.Martinez_at_state.nm.us
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Time Approval Process for Managers
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• Make sure that you are using the correct start
  date and end date for the pay period you want to
  approve. Pay periods start on Saturdays and end
  on Fridays.
• Check and approve time every Friday, Monday, and
  Tuesday. Otherwise a backlog is created and
  processing the payroll is delayed. (1000
  a.m.Tuesday is the cut off to approve time)
• Always designate a back up to approve time in
  your absence.
• Have the Time Administrator email the Payroll
  Analyst with any open item issues ahead of time.
• -It is more efficient to present the Payroll
  Bureau with questions by providing total
  information.
• -Do Not send inquiries to the General Services
  Department
• -Specify Employee ID numbers for all questions
  asked and information provided.

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Viewing Employees in SHARE/HCM

• There are two ways to locate your employees by
  an entire group or individually.

• Log on to SHARE.
• Click on Manager Self Service.
• Click on Time Management.
• Click on Approve Time and Exceptions.
• Click on Payable Time.

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To locate a group of Employees
Click on the Group ID magnifying glass. The group
shown is what you are authorized to approve. If
you have more than one group of employees that
you need to access, click the specific group ID
you want to access.

Click on Get Employees.
If all of your employees do not appear, scroll to
the right and click on View All at the top right
of the screen.
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To locate a single Employee

• If you know the Employees ID number
• Make sure your start and end dates are correct.
• Enter the Employee ID number in the EMP ID box.
• Click on Get Employees
• If you do not know the Employees ID number
• Make sure your start and end dates are correct.
• Click on the EMP ID magnifying glass.
• From the dropdown box next to Search By choose
  Display Name.
• Click Look Up.
• Click the Employees Name.
• A screen will show saying no employees were
  returned for the time period specified. Click Get
  Employees.

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If you are approving time for your employees and
the employees name does not appear in your list
to approve, their time may have already been
approved.

• Click the magnifying glass next to Department.
• Click the link for the unit you want to approve.
• Click Get Employees.
• If all of your employees do not appear, scroll to
  the right and
• click on View All.

By clicking on the Employees name, you will be
able to see what time has been processed and if
it has been approved or not. You will also see a
note about whether or not it has gone to Payroll
for processing.
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Approval of Overtime in SHARE/HCM

• Access the employee(s) timesheets that need to be
  approved.
• Update the start and end dates.
• Click Get Employees.
• Select the Employee and the approval screen will
  appear.

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5. Review the time entries and the related
comments. Related comments can be accessed by
clicking on the call out symbol.
6. If the entries are okay, select the XHRWK
entry or entries and click the Approve
button (the system will change this code to
either Compe or FLSAE).
7. A new screen will appear and you must click
OK . If you dont click OK the
approval will not be accepted. If you dont
see all your employees, scroll to the right and
click on View All.
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System Generated entries that require approval

• 1. FLSA Non-Exempt (covered)
• FLSAE must be approved if overtime is worked.
  The system creates this entry once the employee
  has reached 40 hours for the week. The entry
  then becomes the additional hours that are
  available for compensation the following week at
  the premium rate of 1.5 times their hourly rate.
• Note
• a) The addition to the PREMBANKOT balance seen
  after payroll runs is the over time hours worked
  times 1.5.
• b) If an employee works over time but also
  takes sick or comp time, or administrative leave
  in the same week, the over time is earned at
  straight time and the system generated code is
  COMPE which must be approved. This is banked in
  the COMPTIME bank.

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2. FLSA Exempt (not covered)
COMPE must be approved if prior authorization
for over time was granted. The system creates
this entry once the employee has reached 80
hours for the two-week period. The entry then
becomes the additional hours that are available
to be banked in the employees comp bank after
payroll runs.
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Important things to Remember

• All changes made by the Supervisor must be made
  by 500 p.m. on Friday.
• All approvals must be entered by 1000 a.m. on
  Tuesday. After this time, contact the Payroll
  office for time adjustments
• Changes cannot be made on Payroll Tuesday without
  contacting Payroll.
• Using REGHR will overlay an employees schedule
  and the employee will only get paid for the
  number of hours entered as REGHR.
• Use XHRWK for overtime and comp-time. The system
  will determine the overtime status (based on
  FLSA) and adjust accordingly.
• If you have an employee who is no longer employed
  you must change their time to 8.0 LWOPA (leave
  without pay authorized) for each day within the
  current pay period. If a holiday falls in the
  current pay period, you must enter 8.0 LWPHL (no
  holiday pay) on that day. DO NOT enter anything
  beyond the current pay period. Doing so will not
  allow Payroll to delete them from your list. DO
  NOT APPROVE in SHARE. PAYROLL WILL APPROVE.
• Manage your exceptions (errors) on a daily basis.
  Particularly, keeping in mind your time frames
  for approvals. The system must batch overnight in
  order for changes to be accepted and processed in
  SHARE/HCM.
• There must be payable time showing for each
  employee for each day.

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www.hsd.state.nm.us
Click on the SHARE link