Page Name: Department Offsets Group Table



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BUSINESS PROCESS GUIDE

PEOPLESOFT

HUMAN CAPITAL MANAGEMENT

Release 8.9

TIME & LABOR

Requesting Time Off:

Exempt Employees

MAY 2007

TABLE OF CONTENTS

PROCESS OVERVIEW 4

REQUESTING TIME OFF (EXEMPT) 5

Step 1: Employee Requests Time Off 5

Step 2: Supervisor Reviews & Approves or Denies Request 6

Step 3: Employee Enters TO Into PeopleSoft 6

Step 3: Employee Enters TO Into PeopleSoft 7

Step 3.1: Logging On to PeopleSoft 8

Step 3.2: Navigating to the Self-Service Applications 9

Step 3.3: Entering Time Off Request 14

Step 4: Time Entry Approval 17

NOTES: 18

PROCESS OVERVIEW

This training guide is designed to provide instruction and system information for users at the indicated level: EMPLOYEE  DEPT TIME ADMINISTRATOR  SUPERVISOR 

The purpose of this Business Process Guide is to illustrate the procedural steps and the PeopleSoft screens involved in Exempt employees requesting time off and entering the information into PeopleSoft.

REQUESTING TIME OFF (EXEMPT)

Step 1: Employee Requests Time Off

After deciding to request Time Off, an exempt employee follows the procedures established within the employing department for leave requests. Following established procedures, the employee communicates request to their immediate supervisor, or other department official, for review and approval.

Step 1: Requesting Time Off

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Step 2: Supervisor Reviews & Approves or Denies Request

The supervisor determines if the Time Off request can be accommodated. If the TO request is denied, the supervisor notifies the employee and the process ends.

If the request is approved by the supervisor, he/she informs the employee of the approval.

Step 2: Supervisor Review

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Step 3: Employee Enters TO Into PeopleSoft

After the supervisor approves the Time Off request, the exempt employee logs on to PeopleSoft and enters the approved days/hours of time off on to his timesheet.

Step 3: EE Enters TO into PeopleSoft

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Step 3.1: Logging On to PeopleSoft

As part of the security setup of the new system, the employee will use their ASURITE ID and a temporary password they will be given to log on to PeopleSoft for the first time. Each department will have a computer available for time entry, or individual employees may be given the routing to bring up the PeopleSoft Log-In screen on their own computers.

When the log-in screen is accessed, you will see the following panel:

Figure 3.1: PeopleSoft Log-On Screen

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The ASURITE ID will probably be pre-populated in the related field when you bring up this screen. If not, enter your ASURITE ID into the User ID field. Hit the TAB key to move the cursor into the Password field. Enter your temporary, assigned password into this field exactly as it was given to you and click on the yellow, Sign In button.

Step 3.2: Navigating to the Self-Service Applications

Clicking on the Sign In button in Step 1 above will bring you to the main PeopleSoft menu screen. On this screen, the main functional menus of the HCM software are listed in a box on the left side of the screen, as shown in Figure 2:

Figure 3.2.1: Root PeopleSoft Menu List

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Using your mouse or touchpad, move the cursor down the list to Self Service and double click on that topic. When you double click on Self Service, the following set of menus will appear on the screen:

Figure 3.2.2: Self Service Menus

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Note that the Self Service menus are represented in two ways: 1) As a list of topics in the white area of the menu area in the left column of the screen, and 2) as a group of titled folders with sub topics in the middle of the screen. You may select your next topic by clicking on either the topic in the left hand column or by clicking on a file folder (or sub-topic) in the center of the screen.

The employee clicks on the Time Reporting entry in the left hand column or on the Time Reporting file icon in the center of the screen which brings you to a new set of menus under that specific topic as shown in Figure 3.2.3 below:

Figure 3.2.3: Time Reporting Menus

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The employee will then click on the Report Time menu item or the Report Time icon to bring up the Report Time screen shown in Figure 3.2.4 below.

Figure 3.2.4: Report Time Menus

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The employee will click on the Timesheet entry which will display the screen shown below in Figure 3.2.5:

Figure 3.2.5: Employee Timesheet

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Since the employee is logged into the system under their own EmplID, and are using the Self Service functionality, when they select Timesheet they are taken directly to their own timesheet.

Step 3.3: Entering Time Off Request

The employee may now use the links to bring up the week needed to record their Time Off request. Once the appropriate week is displayed, the employee may also click on the View By:▼drop down box to select viewing by Time Period which will display the entire two week pay period that includes the time off request. The employee may click on the Balances link at the bottom left of the page. A box displays the hours of Sick, Vacation and Comp Time accrued to the employee and available for use. If sufficient hours are available to meet the request, the employee then enters the approved Time Off days. A sample entry is shown in Figure 3.3.3 below.

Figure 3.3.1: Timesheet with Leave Entry

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The employee clicks on the Submit button to enter the time entry into the system. If there are no validation problems with the entry (i.e. the employee not enrolled in a leave plan) the submit action will be saved and the submit confirmation screen shown in figure 3.3.2 will display.

Figure 3.3.2 Submit Confirmation Screen

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The time off request has now been placed in Time and Labor but it is not ready for processing.The timesheet with the entries requiring approval are shown in Figure 3.3.3 below.

Figure 3.3.3: Time Off Entries Requiring for Approval

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Step 4: Time Entry Approval

Final processing of Exempt Time Off requests occurs during normal bi-weekly payroll processing. The DTA will approve time, correct exceptions and run Time Administration for all department employees, exempt and non-exempt who have submitted time for the pay period.

Step 4: Request Form Returned to File

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The business processes for Approving Time, Clearing Reported Time Exceptions and Running Time Administration are all discussed in separate Business Process Guides.

NOTES:

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Business Process Guide – HCM – Release 8.9 Time & Labor Requesting Time Off Exempt

WEB CLOCK

05/24/07

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