General Information - UCLA Health



David Geffen School of Medicine at UCLA

Online Time Reporting System

TIMESHEET SUBMISSION MANUAL

NON-EXEMPT EMPLOYEES

GENERAL INFORMATION:

The Online Time Reporting system was developed to provide a quick and easy method for staff to submit their timesheets and to eliminate the use of paper forms. It also gives employees and supervisors a convenient and reliable method for tracking their vacation, sick, blood and comp balances.

Website:

Start Page

To Login:

1. Type in your Employee ID number

2. Type in your password (birth date 8 digits in the form of mmddyyyy)

Main Menu – Overview

There are several menu selections that you will be able to use:

• Pay Period List – List of yearly pay periods and submission dates.

• Store Current Month’s Timesheet – This option will allow you to store your current month timesheet if you wish to keep track of your hours worked and usage (i.e. vacation, sick, jury duty, administrative leave, etc).

• Submit Timesheet – This option is to be used when you are ready to submit your timesheet.

• View Timesheets – This option allows you to view timesheets that were previously submitted, approved and processed.

• Timesheet Manual – Unavailable at this time.

• Change Password – This option will allow you to change your password at any given time.

Timesheet Submission – Monthly Employees:

➢ Timesheets for monthly employees for a given pay period must be entered between the 1st and 10th (Please refer to Pay Period List in the main menu for specific end dates).

➢ Monthly timesheets will be submitted in arrears. For example, the November timesheet will be due December 1st through 10th. This means usage and or adjustments will reflect on the next available paycheck (i.e. vacation usage for November will reflect in the January 1st paycheck).

Detailed Timesheet Screen – Overview

The detailed timesheet screen has the following fields, which cannot be changed:

• User Name: Employee's Name.

• Employee Number: 9 digit UCLA Employee #.

• Date Submitted: The Date the Timesheet Is Completed.

• Leave Code: Employee's UCLA Leave Accrual Code.

• Pay Period End Date: The Last Day Of The Pay Period.

• Overall Totals For Vacation, Sick, Comp & Blood: Current Totals, Earned Time based on the hours worked in the current pay period, and Future Time which is the sum of the "Current Totals + the Earned Time - the Used Time.

• Hours In Pay Period: The number of hours in the current pay period.

• FML: Days designated as Family and Medical Leave. This is determined and completed by Office of Human Resources.

• Distribution Breakout: Finance and Human Resources use only.

The following fields can be changed:

• Projected Hours (Non-Exempt Employees Only): The number of hours you anticipate working during the current month.

• Hours Worked (Non-Exempt Employees Only): The number of hours worked during the pay period.

• Vacation Used: Hours taken as Vacation during the designated pay period.

• Sick Used: Hours taken as Sick during the designated pay period.

• Family Sick: Hours taken as sick to care for a family member during the designated pay period.

• Bereavement: Hours taken as sick due to a death in the family.

• Blood Time Used: Hours taken as Blood Time during the designated pay period.

• Jury Duty: Hours taken as Jury Duty during the designated pay period.

• Comp Earned (Non-Exempt Employees Only): The number of Comp hours earned during the designated pay period.

• Comp Used (Non-Exempt Employees Only): The number of hours taken as Comp Time during the designated pay period.

• OT Hours Worked (Non-Exempt Employees Only): The number of hours taken as Overtime worked during the designated pay period.

• Leave with Pay: The number of hours on administrative leave with pay.

• Leave without Pay: The number of hours on leave without pay. This will not be counted towards hours worked and payroll adjustments will be made to pay and vacation/sick accruals.

• Education Leave: Hours taken for training, seminars, conferences, etc.

• Comments: Employee and/or supervisor can enter any special information, comments, instructions, etc.

Timesheet Submission – Non-Exempt Employees:

1. Enter the number of hours you worked for the pay period in the "Regular Hours" fields.

2. Enter your usage in the appropriate fields. **Note-Vacation and sick usage cannot exceed the number of hours in the vacation and sick balances section at the top of the timesheet (hours from last pay period).

3. Other usage that can be entered are:

• Jury Duty

• Comp Hours Earned

• Comp Hours Used

• Overtime Hours Worked

• Family Sick

• Bereavement

• Blood Donation hours taken

• Holiday

• Leave With/Without Pay

• Education Leave

4. The hours in the total row will automatically be broken down and distributed into the distribution breakout rows.

5. Time Reduction-If you know that you will off pay status for the current month, click on the “Time Reduction” checkbox. You will see the "Projected Hours" box with the full time hours for the current month (i.e. on your November timesheet, you will be viewing projected hours for December). If you will not be working your full hours for the current month then adjust these hours to what you will be working. **If you are a part-time employee you will not need to enter the projected hours. The system will automatically submit payroll based on your percent of effort.

Saving And Submitting The Timesheet

IT IS EXTREMELY IMPORTANT TO DOUBLE-CHECK YOUR ENTRIES TO ENSURE THAT THEY'RE CORRECT BEFORE CLICKING ON THE "Submit Timesheet" button. If the information you've entered is correct, click on the "Submit Timesheet" button at the bottom of the form to save the record and submit the timesheet to your supervisor(s) for approval.

Once you submit the timesheet you cannot go back and change any of the numbers. Only your supervisor or the payroll coordinator can “unlock” your timesheet to send it back to you for corrections. After making your corrections, you will resubmit the timesheet to your supervisor.

Jury Duty:

If you are on jury duty, you will need to submit your jury duty confirmation slip to your supervisor when you return. You will then enter jury duty hours when you submit your timesheet. Your supervisor will review the jury duty slip, initial it and forward to Office of Human Resources for record keeping.

Blood Donation:

If you donate blood, you will need to submit the blood donation slip the month that blood is donated. For example, if you donate blood on December 10th, you will need to submit your certificate within that month to Office of Human Resources in order to receive credit for it. Office of Human Resources will add four hours of administrative leave to the blood donation bank on your next timesheet when the certificate is received. **For exempt employees, two blood donation slips for 4 hours administrative leave (total of 8 hours) will need to be submitted in order to take time off.

Sample non-exempt detailed timesheet for an employee with vacation usage

Sample non-exempt detailed timesheet screen with leave without pay entered

Storing Timesheet Information:

Monthly employees have the option of storing their time worked and usage during the current month to assist them when it comes to the time to fill out their timesheet. Enter hours worked/usage and click on “Store Hours” button. When it comes time to complete your timesheet, this information will show up on the detailed timesheet screen when you select “Submit Timesheet”.

Printing The Timesheet:

There may be an instance where your supervisor does not have access to a computer. In this case, you will need to complete the timesheet online and then print it out for your supervisor’s signature. Once approved, submit this timesheet to the payroll coordinator for processing.

1. Complete detailed timesheet screen

2. Click on “Submit” button

3. Return to Main Menu

4. Select “View Timesheets”

5. Select Current Pay Period

6. Click the “Printer Friendly Version” button (see circled area on sample timesheet)

7. Select “Print” from your browser menu

Sample Printed Version of Monthly Timesheet

Reviewing Previous Timesheets:

You can review a chronological history of your previous timesheets by:

1. Selecting “View Timesheets" link on the Main Menu page.

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This screen lists past timesheets with a summary of work Hours, Vacation Taken, Sick, Taken, Blood Earned, Blood Taken, Jury Duty, Comp Time Earned, Comp Time Taken, Over Time Worked, when the timesheet was processed, and what the current status of the timesheet is (S=Submitted P=Processed, R=Reviewed, A =Approved). You need to click on the Pay Period you would like to review and this will open up your timesheet.

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When you select the pay period to view, you will see the completed detailed timesheet screen. Note that you will also see a list of timesheet actions. This is a history of actions from the date of submission to the date it was processed.

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EMAIL NOTIFICATIONS:

You will begin to receive email notifications from the Automatic Notification System for the following:

• Timesheet submission reminder

• Nearing Vacation Maximum notification

• Supervisor unlocking timesheet for you to correct (see sample below)

• Payroll coordinator unlocking timesheet for you to correct

• Payroll coordinator making a change to your timesheet (i.e. determining overtime premium or holiday hours eligibility, family and medical leave, etc.)

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