E-Time Reporting Guide For Non-Exempt (Salaried And Hourly .
E-Time Reporting Guide for Non-Exempt (Salariedand Hourly) Employees
CONTENTSClick on topic below to go directly to that page.LOG INTO THE ORACLE BUSINESS APPLICATIONS 1.1 How to Access, Log In and NavigateOTHER LINKS IN THIS GUIDETHE MY TIME MENU 2.1 Features of the My Time MenuThis Guide contains hyperlinks to help younavigate within the Guide.ENTER A TIMECARD 3.1 Enter Stop and End Times 3.2 Enter LeaveActive links appear in BLUESAVE OR SUBMIT A TIMECARD 4.1 How to save your timecard or submit for approval 4.2 Your last timecard submissionCREATE A TEMPLATE 5.1 How to save a timecard as a templateOTHER FEATURES 6.1 Notifications and Email PreferencesCOMMON MESSAGES 7.1 Definitions and Corrective Actions for Common MessagesDEFINITIONS AND OTHER INFORMATION 8.1 Absence Reasons 8.2 Holiday Credits and Recording in Quarter HoursE-Time Reporting Guide for Non Exempt Employees
LOG INTO THE ORACLEBUSINESS SYSTEMHow to Access, Log In and NavigateYou can access Employee Self Service from anywhere you haveInternet access. You will need your user name and password. If youare a first-time user, you will need to set up an account.1. Go to www.rfsuny.org2. Click Login in the upper left corner of the screen.3. Enter your Research Foundation ID Number as your username. This ID was sent to you via email when you were firsthired.4. Enter your password.Tip! If you have forgotten your password, click “ForgotYour Password” on the login screen. Your information will beemailed to you.5. Go to the Business Applications portlet and click SelfService link.Site AvailabilityThe Self Service website undergoes daily planned systemmaintenance, from 6:00 to 6:30 p.m. and 2:00 to 4:00 a.m. EST. Ifyou attempt to log in during these times, you will encounter amessage that reads, “Employee Self Service Unavailable.”If you need help with your Self Serviceaccount, contact Customer Services atcustomerservices@rfsuny.org or 518-4347222.Log Out to Protect Your Personal Information!When you’ve completed your session, click Logout in the list oflinks in the upper right corner of the screen. This will help preventunauthorized access to your information.1.1 E-TIME REPORTING GUIDE FOR NON EXEMPT EMPLOYEES RETURN TO CONTENTS
THE MY TIME MENUFeatures of the My Time menuAfter signing into the system select the Employee Self Service responsibilityand the My Time menu option. The My Time menu has a few features that willhelp you navigate through your tasks.The TabsThe tabs at the top of the form are always available and function as follows:1.2.3.Clicking Recent Timecards will bring you to the list of timecards youhave started and give you the statusClicking Create Timecard will bring you to the screen where youenter your timeClicking Templates will bring you to your saved templates and allowyou to delete them.1At the end of this guide you will find the list of error messages used in MyTime and what they mean. This will help you in determining the correctaction to take if you received one of these errors.Also at the end of this guide you will find other helpful information in usingthe My Time menu, including absence reason definitions, how holidaycredits work, and recording time in quarter hours.2.1 E-TIME REPORTING GUIDE FOR EXEMPT EMPLOYEES RETURN TO CONTENTS23
THE MY TIME MENUFeatures of the My Time menuThe My Time menu has a few features that will help you navigate through yourtasks.Recent Timecards ListThe Recent Timecard list gives you information about your timecards.4.5.6.7.4The status of your timecardsThe date you submitted the timecardUpdate a saved timecard with additional entriesView a timecard detailsTip! Once a timecard has been approved by your supervisor, it can nolonger be updated or deleted. You can however, update or delete asubmitted timecard and your supervisor will receive a new notification forapproval.2.2 E-TIME REPORTING GUIDE FOR EXEMPT EMPLOYEES RETURN TO CONTENTS567
ENTER A TIMECARDEnter start and stop timesAfter signing into the system select the Employee Self Service responsibilityand the My Time menu option.1. On the main My Time screen, click the Create Timecard button2. Use the Period drop down box to select the biweekly period for whichyou are entering timeTip! You can enter past or current periods but cannot enterfuture periods.3. Use the Hours Type drop down box and select the type Worked Hours4. Enter the start and stop times on the days you workedTip! Time format is HH:MMam/pm (8:00am or 12:00pm) with nospaces. DO NOT enter worked time in hours. You can use the copyand paste functions in this form for easy entry.5. To reflect unpaid breaks like your lunch time, click on Add AnotherRow to enter any hours worked after the break using the Hours TypeWorked Hours.124353.1 E-TIME REPORTING GUIDE FOR NON EXEMPT EMPLOYEES RETURN TO CONTENTS
ENTER A TIMECARDEnter LeaveTo Determine Available Accrual Balances (Eligible Employees Only):1. Click the Show Accrual Balances link at the top of the timecard2. Each accrual type you are eligible for is displayed along with the balanceas of the end of the pay periodTip! Balances will only be reflective of the last timecard submitted. If youare behind in submitting timecards, these amounts may not be accurate and HRmay have to adjust your timecard after submission.12Entering Leave Time:3. Select the type of leave you are taking from the Hours Type drop downbox.4. For leave type of Sick you must complete the Absence Reason field.DO NOT complete a reason for Personal, Holiday, or Vacation.5. Enter the amount of leave taken as hours.6. If you enter an hours type in error, it is best to save the timecard andthen use the trash can icon at the end of the row to delete it. Do notchange the hours type in that row.3Tip! Partial hours are represented with a decimal, where each 15minute increment is represented by .25. Do not enter time worked or leavetaken in anything less than 15 minute increments.3.2 E-TIME REPORTING GUIDE FOR NON EXEMPT EMPLOYEES RETURN TO CONTENTS45
ENTER A TIMECARDEnter LeaveUsing Non-Worked Hours (Non-exempt Salaried Employees Only):6. Non-exempt salaried employees must record the number hours for which they are paid. This isdetermined by your FTE and standard work week. If you find that you must be absent but do nothave enough accruals (or the appropriate type of accrual) to cover the absence, you still need to logthe absence on your timesheet. Before doing so you should check with your supervisor and/or HRoffice to determine the appropriate method to record this absence. You may be asked to record thistime against the Hours Type Non Worked Hours. A reason is required for this Hours Type as well.Examples of reasons in this category are Jury Duty, Court Appearances, leave of absence formilitary service or child care, and finally vacation or sick if there are no accruals in these categories.(see pg. 8.1 for a complete list of reasons)Tip!Each reason in the list has either “(Sick)” or “(Non Work)” at the end of the reason. You must pickthe reason with the label that matches the Hours Type. For example, if you have Non WorkedHours as the Hours Type you must pick a reason with (Non Work) after it. If you need tocommunicate any information about your entries to your supervisor or HR office, use the commentsbox.3.3 E-TIME REPORTING GUIDE FOR NON EXEMPT EMPLOYEES RETURN TO CONTENTS
SAVE OR SUBMIT A TIMECARDHow to save your timecard or submit for approvalTo Save:211. Click the Save button at the top or bottom of the timecard. This willallow you to go back and update the time at a later time. It will alsoproduce any applicable messages if there are issues with yourentries.To Submit:2. Once you have completed your entries for the period and are ready tosubmit the timecard to your supervisor for approval click the Go ToNext to Submit button. This will bring you to the review screen.3. On the review screen, you have the opportunity to review the timeentered one more time before submission. Also, in the Time Detail4section you can review the potential overtime hours you might haveearned based on the hours entered on your timecard.4. If the entries are correct, you must check the box next to thestatement certifying your entries. Then click Submit5. If they are not correct, click the Back Button and make thenecessary changes. If you hit Cancel and had not saved your entrieson the previous page, your entries will not be saved.Tip! If you need to go back to the previous screen DO NOT use your browsers back function, instead use the back button on the form. Once a timecard has been submitted your supervisor will receive a notification. If your supervisor disagrees with your entries, they will reject the timecardand return to you for correction. If you realize there are changes to your timecard after you submit but before your supervisor approves you can still update your timecard. After approval, ifyou determine there are changes contact your HR office.Log Out to Protect Your Personal Information!When you’ve completed your session, click Logout in the list oflinks in the upper right corner of the screen. This will help preventunauthorized access to your information.4.1 E-TIME REPORTING GUIDE FOR NON EXEMPT EMPLOYEES RETURN TO CONTENTS
SAVE OR SUBMIT A TIMECARDYour last timecard submissionIf you separate from the RF for any reason, you can complete your last timecard on-line even after your last day of work as self service will stillbe available to you. Although, the entire biweekly period will appear you will not be able to enter any time out of the office after yourtermination date. See pg. 7.3 for the error message you will receive if you try to do this. Your leave balances will no longer appear on yourlast timecard, Contact your HR office to confirm your balances prior to entering your time.You may NOT extend your termination date to include non-work days such as holidays or vacation time.4.2 E-TIME REPORTING GUIDE FOR EXEMPT EMPLOYEES RETURN TO CONTENTS
CREATE A TEMPLATEHow to save a timecard as a templateNon-exempt salaried employees may find that creating a template is an easyand efficient way to enter time. A template is useful if you generally work thesame days/time every biweekly period. The template can then be loaded everytime you enter a new timecard and then modified for any deviations fromthe normal schedule.Enter timecard in and out times for your normal working hours1. In the Template Name field enter a name for your template2. Click the Save as a Template button3. Next time you enter a timecard click in the Template drop downbox and select the name of your saved template4. Click the Apply Template button and the in and out times1will complete according to the template5. Modify the timecard with current period information (i.e. leave hours orin and out times)35.1 E-TIME REPORTING FOR NON EXEMPT EMPLOYEES RETURN TO CONTENTS24
OTHER FEATURES1Notifications and Email PreferencesNotificationsAs you submit timecards and your supervisor approves them you will receiveemail notifications letting you know these actions have occurred. Thesenotifications will also appear in your Worklist (next to your Main Menu) You canclear these notifications by:1.Clicking Full List2. Selecting the notifications you wish to clear3. Clicking CloseTip! Any other buttons on this form, for example Reassign, should not beused.Email PreferencesYou may choose to turn off your email notifications by:4. Selecting Preferences at the top right of your Main Menu screen5. Under the Notifications section using the Email Style drop downbox, you can select “Do Not Send Me Mail” instead of the default“HTML mail”Tip! If at any point you stop receiving email notifications when you didnot select this option, ensure this value does not say “Disabled”. If sochange it back to the value “HTML mail” . If this does not correct theproblem contact Customer Services.6.1 E-TIME REPORTING GUIDE FOR NON EXEMPT EMPLOYEES RETURN TO CONTENTS2345
COMMON MESSAGESDefinitions and Corrective Actions for Common MessagesError MessageWhere AppearsMeaningCorrective ActionWorked Hours must have start and stoptimes. Please adjust your entry.Left, top of the screenYou have entered a number in the hoursrow using the Hours Type “Worked Hours”instead of the time you started andstopped work.Delete the hours and enter the time workedusing the time you started and stoppedworking. The hours will then calculate.Hours for paid time off should be enteredin the hours field not as start and stoptimes. Please adjust your entry.Left, top of the screenYou have entered start and stop timesusing a leave Hours Type (i.e. vacation)instead of the number of hours.Delete the start and stop times and enter thenumber of hours of the absence.Time must be entered in quarter days orhours. Acceptable values after thedecimal are .0, .25, .5, or .75.Left, top of the screenOne or more of your entries is not inquarter hours. For example, .60 is not anacceptable entry as non-exemptemployees can only charge their time inquarter hour increments.Change your entry to the nearest quarter hour(see pg. 8.2).You have worked more than 6 consecutivehours without a meal break. Pleasedouble check your entry. If it is correct,use the comment field to explain thereason.Left, top of the screenYou are required to take a ½ hour breakafter working 6 consecutive hours. Youentered a start and stop time that isgreater than 6 hours without representinga break using a ½ hour gap between thestop time of the one row and the start timeof the next.Either correct the entry or indicate in thecomments section why you had a paid breakfor this pay period. You should contact yourHR office to determine the best explanation.7.1 E-TIME REPORTING GUIDE FOR NON EXEMPT EMPLOYEES RETURN TO CONTENTS
COMMON MESSAGESDefinitions and Corrective Actions for Common MessagesError MessageWhere AppearsMeaningCorrective ActionThe total hours on this timesheet should beequal to or greater than (XX). This is thenumber of hours you are expected to workbased on your FTE. Please double checkyour entry. If it is correct, please enter (XX)hours in the hours type "Non-workedHours".Left, top of the screenYou did not enter enough hours betweenworked and absences to equal theamount of hours for which you are paid.Check the in and out times and be sure allworked hours are recorded. Check anyabsence hours and ensure those are thecorrect number. If all entries are correct andyou still do not have enough hours, enter “Nonworked Hours” with the number of hours in thelast sentence of the message.Absence Reason is required when selectingSick, NYC Sick or Non-Worked HoursLeft, top of the screenYou have added a row with an HoursType of “Sick” or “Non-worked Hours” butdid not enter an Absence Reason.Select a reason using the drop down box (seethe list of reasons on pg. 8.1).An absence reason is not required for thishours type, please deleteLeft, top of the screenYou have selected an absence reasonfor the Hours Type “Vacation”,“Personal”, or “Holiday” which is notvalid.Delete your selected reason for “Vacation” or“Holiday”. Use the comment box to add anyexplanations necessary.This is not a valid reason for the hours typeselected, please select a reason thatcorresponds to this absence.Left, top of the screenYou selected a “Sick” absence reason for“Non – Worked Time” or vice versaSelect an absence reason with “(Sick)” at theend of the reason for “Sick” Hours Type and anabsence reason with “(Non-Work)” at the endof the reason for “Non-Worked Time” HoursType.7.2 E-TIME REPORTING GUIDE FOR NON EXEMPT EMPLOYEES RETURN TO CONTENTS
COMMON MESSAGESDefinitions and Corrective Actions for Common MessagesError MessageWhere AppearsMeaningCorrective ActionYou do not have sufficient balances tocharge PTO XXX time. Please reduce thetime charged to equal your balance andeither use another balance as appropriate.If you are a salaried employee enter thetime against the hours type “Non-workedHours” if there is no other appropriatebalance.Left, top of the screenThe absence amount you are entering isgreater than the balance you have in thatleave category.You should use another category as appropriateor put the time to “Non-worked Hours”XXX is a holiday; you have not enteredany holiday time for this day. If this iscorrect, please explain in the commentssection. If this is not correct, please addholiday time for this day.Left, top of the screenYou have not entered an Hours Type of“Holiday” with an absence amount on theday a holiday was designated by yourcampus.Either enter an absence amount on the daydesignated as a holiday or enter the in and outtimes for that day and use the comments box toindicate you were working that day and requestto have the holiday credited to your accrualbalance. (see pg. 8.2)HRS [DATE] - You have entered timeinformation out of the date range for youractive assignmentLeft, top of the screenYou entered time on a date after yourseparation from the RFEnsure the time entered is correct and prior toyour separation. If you are getting this error butare still working for the RF contact your campusHR officeNo values in the Hours Type drop downboxIn the Hours TypecolumnYour record is not set up correctlyContact your campus HR officeAn error message contains “&PLNNM”Left, top of the screenYour record is not set up correctlyContact your campus HR office7.3 E-TIME REPORTING GUIDE FOR NON EXEMPT EMPLOYEES RETURN TO CONTENTS
DEFINITIONS AND OTHER INFORMATIONAbsence ReasonsAbsence ReasonUsed For. . .Absence ReasonUsed For. . .Court Appearance (Non Work)When you are requested to appear in court onbehalf of the RF or when mandated to be at courtfor personal reasons and you do not have anyvacation or holiday time to cover the absence.Bereavement (Sick)Death of an immediatefamily member*Employee Illness/Injury(Sick)Your own illness or injuryEmployee MedicalAppointment (Sick)For scheduled medialappointments during thework dayFamily Illness/Injury (Sick)To care for an immediatefamily members illness orinjury*FMLA EmployeeIllness/Injury (Sick)An approved FMLAabsence for your ownillness or injuryFMLA Family Illness/Injury(Sick)An approved FMLAabsence for an immediatefamily members illness orinjury*FMLA Approved by HR - Employee Illness/Injury(Non Work)An approved FMLA absence for your own illnessor injury when sick leave accruals are exhaustedFMLA Approved by HR - Family Illness/Injury(Non Work)An approved FMLA absence for an immediatefamily members illness or injury* when sick leaveaccruals are exhaustedJury Duty (Non Work)When you have a jury duty obligation.Documentation will be required by your HR office.Leave of Absence Unpaid Approved by HR (NonWork)When you have exhausted all accruals andapproved FMLA leave. Please provideexplanation in comments field to explain if it wasa child care, personal or disability.Military (Non Work)Approved absence to serve in the militarySick – Non Balance/Not Eligible (Non Work)Any sick reason not in this list for which you haveno sick leave accrual balanceVacation – Non Balance/Not Eligible (Non Work)Approved vacation or personal time when youhave insufficient vacation or personal accrualbalance.8.1 E-TIME REPORTING GUIDE FOR NON EXEMPT EMPLOYEES RETURN TO CONTENTS* Immediate family member is defined as parent, child, spouse,sibling, parent-in-law, child-in-law, grandparent, grandchild orany person with whom the employee makes his/her home. Amaximum of 15 days can be used for family illness/injury.
DEFINITIONS AND OTHER INFORMATIONHoliday Credits and Recording in Quarter HoursHoliday CreditHolidays will be credited based your work schedule.Holiday credits for campus designated holidays use your work schedule to determine the time you are entitled to as follows: Full-Time Employees: receive holiday leave credit for all holidays, regardless of whether you are scheduled to work that day or not. The maximum holidayleave credited will be 7.5 or 8 hours dependent on your standard work week. Part-Time Employees: receives holiday leave credit for only those holidays that you are scheduled to work to the nearest quarter hour increment. Forexample; if you are scheduled to work 6 hours on a day designated as a holiday you will receive 6 hours of holiday credit. You must have a work scheduleon file with your RF HR office in order to be eligible for holiday leave.Recording Absences in Quarter HoursNon-exempt employees must record absences in quarter hours as follows:MinutesValue after the decimal15.2530.5045.75Full hour.008.2 E-TIME REPORTING GUIDE FOR NON EXEMPT EMPLOYEES RETURN TO CONTENTS
Where to go with questionsCONTACT INFORMATIONTrouble understanding the forms?Contact: [Enter Campus Info Here]Trouble logging on to the system?Contact RF Customer Services:518-434-7222CustomerServices@rfsuny.org
A template is useful if you generally work the . same days/time every biweekly period. The template can then be loaded every. time you enter a new timecard and then modified for any deviations from. the normal schedule. Enter timecard in and out times for your normal working hours . 1. In the Template Name fi
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