Payroll Division
Payroll Manual
EMPLOYEE TIME OVERVIEW Description
The primary function of the online Employee Time Application is to record the daily time and to record the associated POPAA (Program, Organization Unit, Project, Activity, Area) cost coding of those hours for each County employee. The application recognizes the difference in work schedules and eliminates the need for paper timesheets for most employees, with the exception of those that require special handling. To help reduce the number of errors that are inherent in manual time keeping, edits are built into the Employee Time Application. Examples of these edits are: • Verification of employee work status (Active, Paid Leave, Unpaid Leave, Separated) • Verification of work schedules (Full or Part Time, Extra Help, Contractor, Elected Official) The data from the Employee Time Application is utilized by the county payroll system, where it goes through more in-depth edits in the main payroll system prior to issuing an employee’s pay. The application recognizes each employee’s Login ID. The Login ID serves as the employee’s “electronic signature”, and the electronically signed online timesheet becomes the historic record for each employee. It is critical that each employee complete and sign his or her own timesheet and their supervisor review and approve the timesheet. Each employee and their supervisor are responsible for making sure the hours worked, leave taken, and associated cost coding are recorded accurately. Department Managers rely upon the accuracy of the information for scheduling, controlling overtime costs, obtaining expense reimbursements, and budgeting. The Employee Time Application was written and is maintained by the Office of Auditor-Controller. Any application and login/password related questions should be either emailed to (
[email protected]) or directed to 805-568-2130.
Schedule It is recommended that employees complete timesheets on a daily basis especially if an employee has multiple lines of POPAA cost coding. Departmental Payroll Clerks need to transmit all timesheets to County Payroll on Tuesday following the end of each pay period by 4pm. County Payroll will notify Department Payroll Clerks if early/late timesheet submission deadlines are needed to accommodate special circumstances.
Procedures
Employees must complete their timesheet each pay period to record their hours worked or absent each day. At the end of a pay period, the employee electronically signs the timesheet and electronically transmits it to his/her supervisor for review and approval. If the employee’s immediate supervisor is absent, an alternate supervisor must sign it. Once approved, the timesheet becomes a claim for wages. The employee’s supervisor reviews the timesheet online and electronically approves it.
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Payroll Manual
If a change is needed on the timesheet, the supervisor should notify the employee that their timesheet is being returned for correction. After making the correction, the employee would electronically re-sign the corrected timesheet and re-send it to their supervisor for approval. This insures that the employee is aware of any changes being made to their timesheet. If the employee is absent, the timesheet with proper coding needs to be completed and submitted by the departmental payroll clerk or his/her supervisor. The timesheet must be printed out and an employee signature must be obtained on the paper timesheet. The payroll clerk must keep this paper timesheet on file in their department for 7 years. Each departmental payroll clerk must review the edits for all employees in his/her department prior to transmitting the timesheets to County Payroll. Incorrect timesheet coding could result in incorrect payments for employees and/or create erroneous charges to department funds.
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Payroll Division
Payroll Manual
EMPLOYEE TIME INSTRUCTIONS Time Entering and Submission to Supervisor (Employee):
a) Access the Financial Systems menu, click the Employee Time Application and log in. For new hires, log in with a temporary password (See your Payroll Clerk).
b) Under the ‘My Time’ tab, click ‘Enter My Time’. For first time users, obtain correct POPPA (program/org unit/project/activity/area) coding from either your supervisor or departmental payroll clerk. After completion of your timesheet, click the ‘Send’ button. This electronically signs your timesheet. Select ‘Electronic Time’ to submit your timesheet to your supervisor for approval.
c) You may print your timesheet by clicking ‘Print My Timesheet’ or print a timesheet template by clicking ‘Print My Time Template’.
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d) If you need to recall a timesheet that has been submitted to your supervisor, under ‘My Time’ tab, click ‘Enter My Time’. Click ‘Recall’ to retrieve your timesheet. You will not be able to ‘recall’ your timesheet once your supervisor approves it. If you need to make a correction on your timesheet and the ‘Recall’ button is grayed out you will need to contact your supervisor. They will need to ‘Return’ the timesheet to you for your corrections. Once you have made your corrections, you will need to ‘Send’ it to your supervisor again for approval.
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Payroll Division
Payroll Manual
Timesheet Review and Approval (Supervisor): a) Under the ‘Supervisory’ tab, click ‘Review & Approve Time’. Choose the pay period and budget unit you want to review and approve timesheets for, then press the OPEN button.
In the left side of the Supervisory Review screen a list of the employees that you have been linked with will show. The ‘Status’ column will be: BLANK- employee has not completed their timesheet. COMPLETE- employee has completed, signed, and sent their timesheet to you for approval. APPROVED- their timesheet has been approved. RETURNED- employee has not corrected and re-sent timesheet to you. b) To review an employee’s timesheet, highlight a name then press “Open Timesheet”. Supervisors need to verify hours worked, leave taken, labor allocation coding (POPAA codingprogram/orgUnit/project/activity/area). c) If a change is needed on the timesheet, the supervisor should notify the employee that their timesheet is being returned for correction. After making the correction, the employee needs to electronically send (sign) the timesheet back to the supervisor. If the employee is absent and the timesheets need to be completed, the supervisor needs to print a paper timesheet after the change is made, have the employee initial the change, then send the paper timesheet to the department payroll clerk to keep on file. d) To approve a timesheet, make sure the timesheet you are working with is highlighted. To the right of the names press the “Approve Time” button once. If you press this button again you will “Unapprove” the employee’s timesheet. If this occurs, you will need to send it back to the employee to send (sign) the timesheet again. County of Santa Barbara, Auditor-Controller Revised: April 2006
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