Custodial, Housekeeping and Grounds are using Planned Payroll for Labor Reporting.
FAQs:
Are the trades using Labor Reporting? Yes.
Are the trades using Planned Payroll? No. Technicians will add time to work orders, benefit time, and premium pay on their iPads. The Shop Supervisors will use labor reporting to approve and adjust time in their shop as needed.
All supervisors can see all the employees in their group, i.e., all custodial supervisors can see all custodians.
When is the best time daily to work on the review and approval? It's best to work on the prior day since you need to ensure that everyone worked the planned schedule and didn't leave early.
Do I have to have a planned payroll defined for each staff member? No. If someone works in different locations every day, it may be easier to just enter their work in Labor Reporting. If you find yourself deleting labor rows a lot, you may want to consider asking Facilities Payroll to remove them from the planned payroll work order(s).
Do I have to review one person at a time, or can I review everyone at once? This is up to you, although you may find it easier to review one person at a time.
Which pay codes need a work order associated? Regular, Overtime, Double Time, and Worked Holiday
What if I'm off, can someone else approve my staff's payroll? Yes. You need to contact Facilities IT in order to have your backup assigned to your shop.
Can I change an employee's payroll after Facilities Payroll has approved? No. You'll need to contact Facilities Payroll to adjust.
Can I see a prior week's payroll if changes have been made? Yes. Use the available queries to ensure you've approved all current and retro pay.
Can I see what Facilities Payroll has not processed yet? Yes. Use the query 7. Payroll Unapproved Fiscal Year up to current Pay Week
Does Facilities Payroll still need to enter time into PeopleSoft Time & Labor? Yes. Facilities Payroll will use Maximo to validate the time clock punches for the employees as well as enter any benefit and/or premium pay.
Does Maximo "know" how many benefit hours an employee has remaining? No. You must refer to the Friday report to determine if an employee has available benefit time. Facilities Payroll will send the transaction back to you if PeopleSoft Time & Labor indicates there an employee is out of a particular benefit type.
What if I don't want to see the records I already approved, is there a filter to remove these? Yes. In the SA column set the filter to 0 (zero). 1=approved, 0=unapproved.
Do I still have to review the time clock to ensure staff are not reporting in late? Supervisors should still be using the Time Clock (Time Clock PLUS) to validate time worked
How do I see what benefit time an employee has left? DataInsights Friday Report - Schedule if still needed ( https://datainsights.syr.edu/)
Planned Payroll Setup
Employee Work Week
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Process to review and approve:
- Go to Labor Reporting, either via your Favorite Applications or the far-left menu
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If change to Regular Hours:
- Type to overwrite the hours in the regular hours column
- Click on the save button
- Note: Maximo changes the hours to "clock time" from decimal after save
If need to add CBA Pay:Benefit Time:
- Click on the New Row button
- Change the date, if necessary
- Add the employee's netid (only need the 1st couple of letters then hit <tab>)
- Select either the Regular Pay code or Premium Pay code
- Enter either Regular hours or Premium pay hours
- IF Regular, Overtime, Double Time, or Worked Holiday hours then enter a Work Order Number
- Enter a memo if you desire, not required
- Click on the save button
If need to add Benefit Time:CBA Pay:
- Click on the New Row button
- Change the date, if necessary
- Add the employee's netid (only need the 1st couple of letters then hit <tab>)
- Select the Premium Pay code
- Enter Premium pay hours
- Enter a memo if you desire, not required
- Click on the save button
If need to add Overtime:
- Click on the New Row button
- Change the date, if necessary
- Add the employee's netid (only need the 1st couple of letters then hit <tab>)
- Select the Premium Pay code
- Enter Premium pay hours
- Enter a Work Order Number (reminder: IF Regular, Overtime, Double Time, or Worked Holiday hours then enter a Work Order Number)
- Enter a memo if you desire, not required
- Click on the save button
If a row needs to be removed:
- Scroll all the way to the right
- Click on the trash can; the line will show a strike-out and the trash icon will change. You can click on the new icon to "un-delete". Once you click on the save button you can no longer "un-delete".
- Click on the save button; the row will be removed
REMEMBER TO APPROVE ANY TIME YOU'VE ADJUSTED OR ADDED
Queries to review Supervisor Payroll Approvals needed
- Click on the caret next to Available Queries
- Select 2.Current Pay Period Supervisor Unapproved to review the current pay period
- Select 5. Prior Pay Period Supervisor Unapproved to review last pay period
- Select 8. Supervisor Unapproved Fiscal Year up to Current Pay Period to review any retro and current payroll to be approved.
Launch Time Clock PLUS as a Supervisor (Time Clock PLUS)
Select Reports from the side menu
Select Period Reports
Select Category = Payroll
Select a Report: Weekly Punch
Change dates to current pay period OR select “This Period” from the drop down menu
Select the Preview button to see the report on your screen or Select the Download button to create a PDF
