Workforce Manager Timesheet Approval Manual - Ohio University

Workforce ManagerTimesheet Approval ManualWorkforce Manager Timesheet Approval Manual, ContinuedTask #4 (cont.)APPROVAL PROCESS: View the Timesheet Approval ScreenStep9ActionIf you want to sort the Approval table: Click on the column header and anascendingsymbol appears next to the column heading. Click on the column again, adescendingsymbol appears next to the column heading.10FieldNameEmp #AsgnmtRegPTOExceptionsCommentsEmp ApvdMgr ApvdReview Field names and descriptions in table below.Results / NotesApproval table issorted in ascendingorder by that column.Approval table issorted in descendingorder by that column.DescriptionEmployee’s name.Employee’s Oracle Employee number.Assignment name (Timesheet name) for student. All classified, admin hourly,AFSCME, and FOP staff will display; Primary.Total Regular worked hours currently entered on the Timesheet.Total paid time off hours currently used on the Timesheet.The most severe exception message that appears on the employee’s Timesheet islisted here. The employee may have one, two, or all three of the exceptionmessages. The exceptions are information, warnings and errors, with errors beingthe most severe.Indicates presence of a comment entered on the Timesheet.Indicates whether the employee has approved (App) the Timesheet or not (No).Employees using time clocks do not submit (approve) their Timesheets.A check mark indicates that the Timesheet has been approved by the manager.Clicking on the Paper Scroll icon shows the approval history for the Timesheet.Clicking on theallows you to reject a timesheet and send an email to theemployee stating the reason for rejection. NOTE: The employee will get paid forhours on the Timesheet. Rejecting a Timesheet simply notifies employee thereis an issue with it that needs attention. IT DOES NOT STOP THETIMESHEET FROM BEING PROCESSED AND PAID.Continued on next page8/2/201912

Workforce ManagerTimesheet Approval ManualWorkforce Manager Timesheet Approval Manual, ContinuedTask #5#5-APPROVAL PROCESS: Review Exception MessagesIntroduction: The manager should review all Timeheets with yellowwarnings and /or red error messages listed under the Exceptions Columnon the Manager’s Approval Table. Timesheets with ERRORS do not paycorrectly.StepActionResults / NotesApproval Table is1 Click Approve Timesheets linkdisplayed. Click on the desired employee group.23Click on the employee’s name in theApproval window to access Timesheet.Review the exception messages appearingat the bottom of the employee’s Timesheet.Employee’sTimesheet opens.Continued on next page8/2/201913

Workforce ManagerTimesheet Approval ManualWorkforce Manager Timesheet Approval Manual, ContinuedTask #5 (cont).APPROVAL PROCESS: Review Exception MessagesMessage TypeInformationalDescriptionIntended to inform, and may not require any action by the approver.For example, a late message is displayed as a white informationalmessage on both the approver’s and employee’s view of the Timesheetwhen an employee clocks in past their scheduled time. The Oracle CostCenter and Job will always display on the last day of the pay period asan informational message. Please verify this for accuracy.NOTE: If there are multiple occurrences of the same warning/error, itwill be displayed once with a “ ”. Clicking the “ ” expands the field tolist each occurrence. Generally, color coded corresponding push pinswill show up on the Timesheet.WarningErrorStep4Informs the user of a possible unacceptable situation, but may notrequire the user to take action when the Timesheet is saved orsubmitted. For example, a message stating, “no time reported onscheduled workday” is displayed as a yellow warning exceptionmessage on both the approver’s and employee’s view of the Timesheet.This message is displayed when time is not entered for a scheduledworkday.Appears in red, and indicates an unacceptable situation requiringaction by the employee or approver. For example, if an employeemisses a time-out entry, the system issues a red ‘missing punch’ errorand if it goes uncorrected the employee will not be paid for the dayassociated with the missing punch.ActionMake the decision in the table below.Results / NotesIf Then No changes arenecessaryClick on the Close Timesheet icon at the top of the TimesheetChanges are made Click the Save and Close icon to return to Approvalscreen.or Click Save and review accuracy of changes.Note: If corrections need to be made to the Timesheet, notify employee to requestthat they make the corrections to their own Timesheet. The employee should reapprove and re-submit their Timesheet after they make the changes. If the employeeis unable to re-approve and submit, they will still get paid for any hours on theTimesheet.If the employee is unable to make the corrections, the approver should correct theemployee Timesheet. Approver should print Timesheet as originally submitted. Ifthe approver changes the employee Timesheet, they should add a comment to theTimesheet to document reasons for the change plus add approver’s initials. (SeeTask # 6 for instructions to add a comment.) If possible, the approver shouldnotify the employee that changes have been made.8/2/201914

Workforce ManagerTimesheet Approval ManualContinued on next pageWorkforce Manager Timesheet Approval Manual, ContinuedTask #6#6-APPROVAL PROCESS: View Employee Comments or AddComments to Employee TimesheetStepActionResults / NotesIntroduction: From the Approval Screen the manager can check for thepresence of any comments on Timesheets and then read them, or add acomment to a Timesheet to document manager changes.1Approval Table is Click Approve Timesheets linkdisplayed. Click on the desired employee group.2Make the decision in the table below.If The word Comments appears inthe Comments column for anemployeeNote: If the comment field isblank, no comments have beenadded.You want to add a commentThen A comment has beenadded to that Timesheet. Click on Comments toopen Timesheet. Proceed to step #3.Proceed to step # 334The Comments field appears to the right onthe Timesheet. If you need to makecomments for individual days, change viewto “list view.”Make the decision in the table belowIf You are viewing a commentYou want to add a commentAdd comments asneeded.Then Proceed to step # 5.Proceed to step # 7Continued on next page8/2/201915

Workforce ManagerTimesheet Approval ManualWorkforce Manager Timesheet Approval Manual, ContinuedTask #6 (cont.)APPROVAL PROCESS: View Employee Comments or Add Comments toEmployee TimesheetStep56ActionLook for comments in the Comments fields.After viewing the comments, you may exitthe Timesheet or continue the approvalprocess.7 Scroll to the comment field for the dayyou wish to enter comment. Click in comment field and enter comment. Add your initials so employee knowswhich manager made changes to theirTimesheet For daily comments, switch view to “ListView” Return to “Table View” when doneClick the Save or Close icon8Results / NotesContinued on next page8/2/201916

Workforce ManagerTimesheet Approval ManualWorkforce Manager Timesheet Approval Manual, ContinuedTask #7#7-APPROVAL PROCESS: Approve an Employee TimesheetStepActionResults / NotesIntroduction: The manager approval process essentially confirms that theTimesheet is in good order and approves it for payment. This processmust be completed by 5:00pm on the Tuesday following the end of the payperiod.Note: The employee will get paid for any hours logged on the Timesheetwithout the employee’s approval and/or the manager’s approval.12 Click Approve Timesheets link (Dashboard) Click on the desired employee group.Make the decision in the table below.If You would like to approveTimesheets individuallyYou would like to approve allTimesheets at onceApproval Table isdisplayed.Then Click in the box in the Mgr Apvd(Manager Approval) column foreach individual employee.Click the Approve All icon.Results:The “green check mark” symbolis displayed inthe Mgr Apvd (Manager Approved) column for the approved employees.A reminder box will pop up with the message “You have madechanges that must be saved to be effective”.Note: You should approve Timesheets with “zero” hours. Doing solocks the Timesheet – preventing future update, and stopping e-mailreminders.3Warning: Once the payroll is processed by the Payroll Department, anyTimesheet without manager approval must be printed, approved withmanager’s signature, and mailed to Payroll. If this is not done you willbe notified by the Payroll staff to complete this process.Click the Save Approvals icon.Warning: The approvals must be saved to beeffective.Note: The approval column will display thecheck marks in the “Approve” box. To viewapproval history, click the paper scroll to theright of “Approve” field.The message“InformationSaved” is displayed.Continued on next page8/2/201917

Workforce ManagerTimesheet Approval ManualWorkforce Manager Timesheet Approval Manual, ContinuedTask #8#8-APPROVAL PROCESS: Reject an Employee TimesheetStepActionResults / NotesIntroduction: The Timesheet rejection option allows a manager to return asubmitted Timesheet to the employee for correction. As part of theprocess an email is sent to the employee notifying them of the rejection.The manager can also use the email to communicate any reasons,directions etc. regarding the rejection.Note: If the approval deadline is approaching, please notify the employeepersonally to expedite the timesheet corrections.Warning: When you reject the employee’s Timesheet the employee’sTimesheet approval is automatically removed. However, the employeewill still be paid for all hours on the Timesheet unless the time inquestion is changed by the employee or the approver. Rejecting theTimesheet only officially notifies the employee that the approver does notagree with something on the Timesheet. The rejection and email messagebecomes part of the Workforce Approval History for that employee.Rejection DOES NOT stop Timesheet from being paid.If the manager makes a change to the Timesheet because the employee isunable to, they should document this by adding a comment with theirinitials to the Timesheet (see task #6). Once the manager approves theTimesheet the approval process locks the Timesheet from any changes.1Approval Table is Click Approve Timesheets link (Dashboard)displayed. Click on the desired employee group.2Reject Time SheetClick the Reject iconunder the Mgrwindow displayed.Apvd column for the Timesheet you wish toreject.Continued on next page8/2/201918

Workforce ManagerTimesheet Approval ManualWorkforce Manager Timesheet Approval Manual, ContinuedTask #8 (cont.)APPROVAL PROCESS: Reject an Employee TimesheetStep3ActionEnter an email message explaining therejection and/or requesting thenecessary correction.4Click the Send button.5Note: You must perform step #4 andstep #5 or the rejection process is notcomplete.Click the Save Approvals icon.Note: This activates the rejection andsends the email to the employee.A red X will appear in Approve box.Results / NotesThe Notify field and theE-Mail Subject fields arealready completed foryou.Email form closes. Therejection and emailpending symbolsappear in theNew Status column.The rejection and emailpending symbolsdisappear but the historyof the rejection is stored.See Task #9 to viewapproval history.Continued on next page8/2/201919

Workforce ManagerTimesheet Approval ManualWorkforce Manager Timesheet Approval Manual, ContinuedTask #9#9-APPROVAL PROCESS: View Approval History of Employee TimesheetStepActionResults / NotesIntroduction: The Mgr Apvd column displays the last action(approval/rejection/withdrawal) on an employee Timesheet. When youclick on the paper scroll icon you may view the approval history for aparticular employee Timesheet in the current pay period.1Approval Table is Click Approve Timesheets linkdisplayed. Click on the desired employee group.2Click the link in the Mgr Apvd column toApproval Historyview the history for an employee.window isdisplayed.34View the approval history.Click the Close Window button or the “X”in the upper right hand corner to close theApproval History window.Continued on next page8/2/201920

Workforce ManagerTimesheet Approval ManualWorkforce Manager Timesheet Approval Manual, ContinuedTask #10#10-APPROVAL PROCESS: Withdraw Timesheet ApprovalStepActionResults / NotesIntroduction: This task demonstrates how to withdraw manager approvalfor a previously approved Timesheet. This process may be completed onlyuntil the time that the Payroll staff locks the payroll period for processing.This withdrawal would be necessary for making a change to an employee’sTimesheet after the Time Sheet has already been approved. The employeemay request the approver remove their approval in order to correct anentry. The manager’s approval process locks the employee Timesheetfrom any changes.1Approval Table is Click Approve Timesheets linkdisplayed. Click on the desired employee group. The employee’s Timesheet will have acheck mark in the Mgr Apvd column.2Click in the box under the Mgr Apvdcolumn to uncheck the box.Mgr Apvd box willbe empty.Note: The message “you have madechanges that must be saved to be effective”appears above Approval Grid.3Click the Save Approvals icon.Note: Information appears at top. The isremoved from Approve box.4Withdrawal issaved and recordedin the Mgr Apvdpaper scroll.Notify employee.Continued on next page8/2/201921

Workforce ManagerTimesheet Approval ManualWorkforce Manager Timesheet Approval Manual, ContinuedTask #11#11-TIMESHEET CHANGES: Permanent Costing Changes to TimesheetIntroduction: The manager’s view of the employee Timesheet has some additional fields andfunctions available. The Labor Distribution fields, or costing fields, (Entity, Source, Org, etc.)are available to allow the manager to make both permanent and temporary changes to theaccount numbers when necessary. Each pay period the Labor Distribution (costing) defaultsto the account numbers pulled from the employee’s previous payroll run, and are displayed asan exception message at the bottom of the Timesheet. Permanent Costing Changes for NON-student employees must be entered on theTimesheet. The account number must be entered on each row of the Timesheet wheretime is entered. The next open pay period will then display the new account number asan exception message. New Employee: NON-student new hire employees must have the account numberentered DIRECTLY on the Timesheet by the timesheet approver. If you look at theexception message at the bottom of the employee’s Timesheet and you do not see anaccount number listed then you must perform this step. The account number to becharged must be entered on each pay code row of the Timesheet. The next open payperiod will then display the new account number as an exception message at the bottomof the Timesheet, after the prior pay period has been processed.Note: If an employee has their payroll charged to more than one account on a permanent basis(permanent split-costing), email Payroll with split costing information. The account numbersand the percentage of time allocated to each account number will be processed through theOracle system. This split-costing information will then transfer to Workforce each pay periodon a permanent basis.Step1ActionResults / NotesEmployeenames are Click on Edit Employee Time link (Dashboard)listed under the Click on an employee group.employee group nameTimesheet is displayed.2Click employee name to view Timesheet.Note: You may also access the Timesheet by clicking on ApproveTimesheets link and click on the employee’s name in the Approval table.Continued on next page8/2/201922

Workforce ManagerTimesheet Approval ManualWorkforce Manager Timesheet Approval Manual, ContinuedTask #11 (cont.)TIMESHEET CHANGES: Permanent Costing Changes to TimesheetStepActionResults / Notes3Enter the new account number (see next step)You will enter each segment of the account number and then tab to thenext field. Clicking in the field opens a search table for that particularsegment type. It is recommended that you type the full segment and tab tothe next field as there are both old and new Chart of Accounts optionsavailable.45678 Click in the Entity field.Enter the 2-digit Entity number.Press tab.Click in the Source field.Enter the 6-digit Source number.Press tab.Click in the Organization field.Enter the 6-digit Organization number.Press tab.Click in the Activity field.Enter the 4-digit Activity number.Press tab.Click in the Function field.Enter the 2-digit Function number.9 Click in the Object field. Enter the 6-digit Object CodeLeave Project-TaskAward blank if chargedto an operatingaccount.10 If charged to a GRANT account number,complete ONLY Object and Project-TaskAwardWhen entering the P-TA, separate eachsegment with a “-“11If Invalid Value appears under a segment of theaccount number, please review and enter a validnumber12Then Click the Save icon. Proceed to Step #12.Verify entries and close Timesheet.Continued on next page8/2/201923

Workforce ManagerTimesheet Approval ManualWorkforce Manager Timesheet Approval Manual, ContinuedTask #12#12-TIMESHEET CHANGES: Temporary Costing Changes to TimesheetIntroduction: The manager’s view of the employee Timesheet has some additional fields andfunctions available. The Labor Distribution fields, or costing fields, (Entity, Source, Org, etc.)are available t

Workforce Team Leader Bridget Driggs 593-1862 Workforce Team Janice Gieseking 593-1859 Workforce Team Tanya Brooks 597-1474 Workforce Team Kevin Simons 593-0860 Last Revision Date July 25, 2019 . In this section . This section lists the Tasks for accessing and using Workforce and the corresponding page to reference. #1-Access the WorkForce Program