HBS Reports Job Aid SPECIALTY REPORTS

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HBS Reports Job Aid – Updated 01.27.11 Page 1 of 34

HBS Reports Job Aid

HBS reports are available to department users who have the HR Admin or Reports Only role. These reports are also available to Campus Payroll and the HBS Processing Center for reference and monitoring.

HBS reports help identify timesheet issues and provide consolidated information about the data reported in the system. Below is a list of current reports available in HBS.

MONTHLY REPORTS

1.

MO Timesheet Group Summary View

2.

MO Close Out Timesheet Exceptions

3.

MO Pay Adjustment Estimate

4.

MO Completion/Approval by Employee

5.

MO Employee Leave Type

6.

MO Leave Balance

7.

MO Leave Accrual Detail

8.

MO HOPS Variance

9.

MO Next MOS Tier

BI-WEEKLY REPORTS

1.

BW Timesheet Group Summary View

2.

BW Exceptions

3.

BW Timesheet Errors/Warnings

4.

BW Insufficient Shift

5.

BW Multiple Shifts on Same Day

6.

BW On Call Worked / Not CBW

7.

BW START Compliance

8.

BW HBS Distribution of Expense

9.

BW Completion/Approval by Employee

10.

BW Employee Pay Type

11.

BW Leave Balance

12.

BW Leave Accrual Detail

13.

BW Next MOS Tier

14.

BW Holiday Calculation for Part Time Employees

GENERAL REPORTS

1. Grace Period

2. Completion/Approval by MG (Management Group) 3. Completion/Approval by TSG (Timesheet Group) 4. Employee Timesheet Group Assignment

5. Timesheet Group Access

SPECIALTY REPORTS

This Job Aid also provides information on:  How to Run Reports

 How to Export Reports  How to Print Reports

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MONTHLY REPORTS

The following reports should be run as highest priority during the Monthly Close Process: • MO Timesheet Group Summary View

• MO Close Out Timesheet Exceptions • MO Pay Adjustment Estimate

The following reports should be run as lower priority during the Monthly Close Process: • MO Completion/Approval by Employee

• MO Employee Leave Type • MO Leave Balance

• MO Leave Accrual Detail

Run these reports every day if possible or at a minimum each day from Day 3 through Day 7 during the close period. The sooner you catch potential issues on the timesheet, the more time you have to fix them – some require overnight EDB adjustments!

1. MO Timesheet Group Summary View

This is a view in HBS, not a report that is run from the Reports menu. However, it is a recommended starting point for determining the overall status of the timesheets.

Use the Monthly Timesheet Group (TSG) Summary view to review timesheet information for employees within a TSG or Management Group.

To review all timesheets you have access to:

1. Select <All> from the Timesheet Group dropdown. 2. Select Pay Period to review.

3. In Last Name field, type <%> (wildcard) and Click <Go>.

The Summary View gives you a snapshot of your employees’ timesheets for the monthly pay period. The best practice is for Approvers to approve only COMPLETED timesheets.

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HBS Reports Job Aid – Updated 01.27.11 Page 3 of 34 Here’s how to review:

1. Determine if the timesheet has been completed by Employee and approved by Approver. 2. Review leave usage that may affect Employee’s pay.

• Overused leave will generate an HBS transaction to reduce employee pay. • Other unpaid leave has to be generated by the HR Admin in OPTRS. 3. Review:

• Notes for review (these are notes from the employee or HR Admin/MGO). • Error/Warning Messages that require attention.

4. Click Employee’s name to review individual timesheet detail.

2. MO Close Out Timesheet Exceptions

Purpose Run report DURING MONTHLY CLOSE PROCESS to identify errors and warnings that need attention prior to close of pay period.

NOTE: The Monthly Close Out Timesheet Exceptions Report is refreshed once per day, so if you run a report in the morning and edit a timesheet to correct an error, you will not see the changes reflected on the report until the following day.

Can be run for Staff vs. Academic.

Best Practice Run report with these conditions and values: • Field Name = Pay Period

• Condition = on

• Value = (current pay period for monthly close)

Search Results list timesheets that have errors and warnings for the pay period. Identify and

Resolve

• Do Not Pay Flag Is Set

HBS Processing Center has set the Do Not Pay Flag to “Y” in HBS and no pay transaction will be sent to OLPPS. This is appropriate if the employee has separated.

Resolve: Verify employee’s status in EDB is in sync with HBS.

 Correct EDB status as needed. If employee is not separated, contact Campus Payroll, which will coordinate with HBS Processing Center to set flag to “N.” • Emp Separated – Do Not Pay Flag is Not Set

Employee is separated in EDB but Do Not Pay Flag is set to “N” in HBS, allowing pay transactions to be sent to OLPPS.

Resolve: Verify employee is separated in EDB.

 If separation data in EDB is correct, follow steps in Special Handling chapter of HR Admin Manual to submit paperwork to Campus Payroll and HBS Processing Center to finalize separation, or contact Campus Payroll to follow-up on

previously submitted paperwork to ensure flag is set to “Y” in HBS.

 If separation data in EDB is incorrect, adjust status and ensure all steps have been followed for separation.

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HBS Reports Job Aid – Updated 01.27.11 Page 4 of 34 • Transaction During LOA

Leave was entered on timesheet during period when employee was on unpaid LOA according to the EDB.

Resolve: Verify unpaid LOA status in EDB is correct. If unpaid LOA status is correct, check that the transactions on the timesheet are appropriate. Identify and

Resolve (Continued)

• Transaction Prior to Hire Date or After Separation Date

Leave was entered on timesheet before hire date or after separation date, when employee was NOT on pay status in EDB.

Resolve: Verify hire and separation dates in EDB. If EDB dates are correct, delete leave on HBS timesheet and add comments to Notes field.

• Employee has No Valid Dist in Current File from OLPPS

Leave was entered on timesheet but employee does not have valid appointment or distribution lines in OLPPS for the days indicated.

Resolve: Verify EDB appointment and distribution lines. Edit EDB or HBS entries to accurately reflect employee’s work status.

• Active Employee with No Active Distribution

Employee status is “active” in OLPPS, but employee has no active distribution lines in EDB.

Resolve: Verify EDB distribution lines and update status or distribution lines as needed.

• Time on Timesheet – No Output Hours Created

Leave was entered on timesheet but output file does not contain leave entries, indicating a system error.

Resolve: Contact Customer Support to resolve problem with HBS Application Support team.

• Leave in Increment Other than Shift Length

Leave reported in increments other than hours of normal shift length. Exempt

employees should report leave in full day increments (unless on intermittent FMLA). This warning may also appear if the employee works a schedule of different hours on different days – in this case the time recorded may be okay.

Resolve:

• Identify employees likely to appear on report that do not require further action: • Intermittent FMLA

• Part-time or mixed schedules (e.g., employee works 10-hour days Monday to Wednesday and 5-hour days Thursday to Friday; normal shift length set to longest day at 10 hours, but employee takes vacation day on Thursday for 5 hours)

• Identify incorrectly reported leave hours and educate employees and approvers on leave policy for exempt employees.

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3. MO Pay Adjustment Estimate

Purpose Run report DURING MONTHLY CLOSE PROCESS to review overused vacation and sick leave which will result in pay reductions. Report includes transactions for period that is closing as well as payments resulting from retro transactions in prior closed pay periods. Can be run for Staff vs. Academic.

Best Practice Run report with these conditions and values: • Field Name = *Pay Cycle (Required) • Condition = On

• Value = (select the month of the pay adjustment)

IMPORTANT: Overused leave is adjusted in the pay period following the over usage. Example: Employee over uses sick leave by 8 hours in March, and the adjustment is made to the April paycheck. April 30 2010 would be entered in the Condition above, not March 31 2010.

This report can only be run AFTER the monthly pay compute has run (e.g., after March 25th for March timesheet, which will generate pay adjustment since April).

Search Results display all employees with overused vacation or sick leave balances and an estimated amount of pay adjustment posting in the pay period specified. Identify and

Resolve

• Communicate the upcoming pay deduction with each employee before the pay deduction is processed in the next compute.

• Review calculations to ensure they match expectations:

 Hours and associated dollars decremented or returned to employee.  OLPPS pay compute period that the pay adjustment will post.

If timesheet entries that generated the over usage are incorrect, correct them before the period closes. If the period has already closed, edit the history

timesheet to accurately reflect employee’s leave. History timesheet changes will trigger a retro pay transaction in a future period.

4. MO Completion/Approval by Employee

Purpose Run during CLOSE process to identify uncompleted and unapproved timesheets. Can be run for Staff vs. Academic.

Best Practice Run two reports with these conditions and values: (1) Find all uncompleted timesheets for pay period.

• Field Name = *Pay Period End Date (required) • Condition = on

• Value = (current pay period for monthly close) AND

• Field Name = Completed Status • Condition = is

• Value = No

(2) Find all unapproved/completed timesheets for pay period. • Field Name = *Pay Period End Date (required)

• Field Name = Approved Status • Condition = is

• Value = No AND

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HBS Reports Job Aid – Updated 01.27.11 Page 6 of 34 Identify and Resolve • (1) Follow-up with employees to ensure timesheet completion for current period.

• (2) Follow-up with approvers to ensure timesheet approval for current period. NOTE: It is a best practice for Approvers to approve only completed timesheets.

• Identify outstanding timesheets in history that require completion or approval (by changing date criteria to a history period).

5. MO Employee Leave Type

Purpose Run report DURING MONTHLY CLOSE PROCESS to review specific types of leave reported on timesheets for the monthly pay period. Can be run for Staff vs. Academic. Best Practice 1 Determine which types of leave you are interested in tracking. For instance, if your

department requires documentation for Jury Duty and FMLA leave, then run the report specifically for those leave types. You may also want to review Furlough leave recorded. Run report with these conditions and values:

• Field Name = Pay Code • Condition = is

• Value = (select leave type from list) AND

• Field Name = *Period Ending (Required) • Condition = on

Search Results lists timesheets with selected leave type(s) for the pay period. Best Practice 2 Run report for all leave reported for the period, then sort results by leave type.

Run report with these conditions and values: • Field Name = *Period Ending (Required) • Condition = on

Search Results lists all leave types reported by all Employees for the pay period. Best Practice 3 Run report to review all leave reported by a specific Employee.

Run report with these conditions and values: • Field Name = Employee Name • Condition = is

• Value = (select Employee) AND

• Field Name = *Period Ending (Required) • Condition = between

• Value = (select range of pay periods)

Search Results lists all leave reported by Employee for specified pay periods.

Identify and Resolve • Identify incorrectly reported leave types and educate employees and approvers on selecting correct leave types.

• Edit timesheets as needed and add comments to Notes field. • Ensure furlough leave is recorded only by eligible employees.

• Match leave reported on timesheet against required documentation submitted for FMLA, LOA, Jury Duty, etc. and follow-up with employee or supervisor as needed. • Monitor leave patterns to identify possible performance issues and follow-up with

employee or supervisor as needed.

6. MO Leave Balance

Purpose Run report to review Monthly employee leave balances and vacation/sick accruals as of the last accrual date. Can be run for Staff vs. Academic.

Best Practice Select Run Report.

Search Results display current leave balances, accruals, hours to reach maximum, and Months of Service for all employees within the Management Group. You can also run for staff vs. academic appointments.

Identify and Resolve • Monitor negative balances.

• Review vacation leave balances approaching max.

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7. MO Leave Accrual Detail

Purpose Run this report after the monthly accrual process has been completed to review the month’s accruals for the department or over several months to review the accrual history for one employee. Can be run for Staff vs. Academic.

Best Practice Run report with these conditions and values: • Field Name = Accrual Date* (required) • Condition = on

• Value = (select pay period end date)

Search Results display Months of Service (MOS), Hours on Pay Status (HOPS), vacation rate/vacation earned, vacation lost at max, vacation eligibility tests

(appointment/HOPS), sick leave earned, and whether a retro has been processed. Identify and

Resolve

If the Vacation Accrual appears to be incorrect:

• Check the EDB distributions for duration – is the duration less than 6 months? Did they also fail the HOPS test of 6 consecutive months at 50% or more? If the duration of the distributions does not reflect the true intent of the department, you may want to update the EDB distribution end date and use the Campus HBS Employee Update Form to request an eligibility override for the accrual month or period.

• Check the HOPS – did a retro reclass wipe out the HOPS or are there other issues? Contact Payroll to determine how to reinstate the HOPS.

• Check the Months of Service – is the employee new to HBS but had MOS? Does the HBS MOS match PPS MOS? Both must be in agreement. To update MOS in HBS, submit the Campus HBS Employee Update Form. To update MOS in PPS, contact Payroll.

If you have any questions about the vacation or sick accrual, contact the HBS Processing Center. In most cases it is NOT be appropriate to use the Campus HBS

Employee Update Form to simply adjust the balance. The issue should be fixed at the source.

8. MO HOPS Variance

Purpose Run report DURING MONTHLY CLOSE PROCESS to identify employees where HOPS is greater than Total Hours available in the month or a negative number. Best Practice Select Run Report. No selection criteria necessary.

Search Results display all employees who have unusual hours on pay status. Identify and

Resolve

• HOPS data comes from OLPPS. HBS uses it to determine vacation/sick accruals. Review the employees on the report. The sum of multiple entries for an employee may be correct - these employees can be ignored. Other employees may have HOPS that are too high or too low (e.g. a negative number is too low). This is the result of data entry errors in the OLPPS that should be corrected.

9. MO Next MOS Tier

Purpose Run report BEFORE THE MONTHLY CLOSE PROCESS to identify employees entering into a new accrual tier based on MOS.

Best Practice Select Run Report. No selection criteria necessary.

Search Results display employees who are within two months of service from moving to the next accrual tier.

Identify and Resolve

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BI-WEEKLY REPORTS

The following reports should be run as highest priority during the Bi-Weekly Close Process.

Note:

These reports indicate where employee pay may be impacted.

• BW Timesheet Group Summary View

• Bi-Weekly Exceptions

• Bi-Weekly Timesheet Errors/Warnings

• Bi-Weekly Insufficient Shift

• Bi-Weekly Multiple Shifts on Same Day

• Bi-Weekly On Call Worked / Not CBW

• Bi-Weekly START Compliance

The following reports should be run as lower priority during the Bi-Weekly Close Process:

• Bi-Weekly Completion/Approval By Employee

• Bi-Weekly Employee Pay Type

• Bi-Weekly Distribution of Expense

• Bi-Weekly Leave Accrual Detail

Run these reports every day if possible or at a minimum each day from Thursday through

Wednesday during the close period. The sooner you catch potential issues on the timesheet, the

more time you have to fix them – some require overnight EDB adjustments!

1. BW Timesheet Group Summary View

This is a view in HBS, not a report that is run from the Reports Menu. However, it is a recommended starting point for determining the overall status of the timesheets.

Use the Bi-Weekly Timesheet Group (TSG) Summary view to review timesheet information for employees within a TSG or Management Group.

To review all bi-weekly timesheets you have access to: 1. Select <All> from the Timesheet Group dropdown. 2. Select Pay Period to review.

3. In Last Name field, type <%> (wildcard) and Click <Go>.

The Summary View gives you a snapshot of your employees’ timesheets for the bi-weekly pay period.

The Best Practice is for Approvers to approve only COMPLETED timesheets.

Here’s how to review (see Hours Summary below):

1. Determine if the timesheet has been completed by Employee and approved by Approver.

2. Review number of hours:

• Prod = Number of productive hours in the pay period, or hours worked.

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• Non Prod= Number of non-productive hours, for example time on Vacation or START.

• Total Hours = Grand total of hours for 14-day Pay Period.

Remember, bi-weekly employees are paid based on the number of hours on the timesheet, so it is

extremely important that the hours be accurate.

3. Review the number of hours paid at a higher rate (e.g., Time on Call/Overtime or Premium).

4. Review the number of:

• Notes for review (these are notes from Employee or Approver)

• Error/Warning Messages that require attention

5. Click Employee’s name to review individual timesheet detail.

2. BW Exceptions

Purpose Run report DURING BI-WEEKLY CLOSE to identify interface errors that need attention prior to close of pay period. NOTE: The Bi-Weekly Exceptions Report is refreshed once per day, so if you run a report in the morning and edit a timesheet to correct an error, you will not see the changes reflected on the report until the following day. Reports from closed periods do not include History Timesheet Adjustments.

Best Practice Run report with these conditions and values: • Field Name = *Pay Period End Date (required) • Condition = on

Search Results list timesheets that have errors and warnings for the pay period. HIGH PRIORITY ERRORS/ WARNINGS Identify and Resolve: DNP Flag Set

HBS Processing Center has set the Do Not Pay Flag to “Y” in HBS and no pay transaction will be sent to OLPPS. This is appropriate if the employee has separated.

Resolve: Verify employee’s status in EDB is in sync with HBS.

 Correct EDB status as needed. If employee is not separated, contact Campus Payroll, which will coordinate with HBS Processing Center to set flag to “N.” • DNP Flag Not Set

Employee is separated in EDB but Do Not Pay Flag is set to “N” in HBS, allowing pay transactions to be sent to OLPPS.

Resolve: Verify employee is separated in EDB.

 If separation data in EDB is correct, follow steps in Special Handling chapter of HR Admin Manual to submit paperwork to Campus Payroll and HBS Processing Center to finalize separation, or contact Campus Payroll to follow-up on

previously submitted paperwork to ensure flag is set to “Y” in HBS.

 If separation data in EDB is incorrect, adjust status and ensure all steps have

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HBS Reports Job Aid – Updated 01.27.11 Page 10 of 34 HIGH PRIORITY ERRORS/ WARNINGS Identify and Resolve: (Continued) LESS FREQUENT ERRORS/ WARNINGS Identify and Resolve:

been followed for separation. • No Time on T/S

No hours were entered in timesheet: either employee forgot to populate timesheet or is on LOA, but timesheet has not been updated as needed.

Resolve: Review timesheet and make updates as needed. • Pd Time Disallowed

Paid time was entered on timesheet but employee does not have valid

appointment or distribution lines in OLPPS for the days indicated. Or, the time entered does not match the employee's shift length.

Resolve: Verify EDB appointment and distribution lines. Edit EDB or HBS entries to accurately reflect employee’s work status. If EDB lines are accurate, verify the employee's shift length and entries on the timesheet. Update the timesheet to match the shift length, or override the scheduled shift for that day, or update the shift length in Schedule Defaults as appropriate.

• Regular Hours > 40/80

Regular work hours entered on timesheet exceed 40/80 hours for the pay period. Regular work hours in excess of 40/80 will not be paid.

Resolve: Confirm time entered on timesheet reflects actual hours worked.  If time is correct, proceed with processing. If not, correct timesheet entry.

• No Valid PPS Distribution

Employee status is “active” in OLPPS, but employee has no active distribution lines in EDB. Time does not need to be entered on timesheet for this to appear. Resolve: Verify EDB distribution lines.

 Update status or distribution lines as needed. • No Active Distribution

Employee status is “active” in OLPPS, but employee has no active distribution lines in EDB. Time does not need to be entered on timesheet for this to appear. Resolve: Verify EDB distribution lines.

 Update status or distribution lines as needed. • No Valid Base Rate

Employee has no base pay rate listed in EDB for time entered on timesheet. Resolve: Verify Employee’s base pay rate.

 Update EDB as needed. • No Output Hours Created

Time was entered on timesheet but no hours were generated on the pay transaction file. Employee will not be paid.

Resolve: This error is rare. Contact HBS Processing Center to resolve. • Time Charged to Default

Employee’s time was charged to his/her Home Department instead of a valid DPA-Fund.

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HBS Reports Job Aid – Updated 01.27.11 Page 11 of 34 LESS FREQUENT ERRORS/ WARNINGS (Continued) Identify and Resolve: • Premium Pay

Employee paid Premium rate for Overtime, Consecutive Shift, time worked on Holiday, Call In/Call Back, or Charge Differential.

Resolve: Confirm that hours entered reflect actual hours worked – the Department should be aware that premium pay is being generated.

 Correct only if the time recorded is not the time worked. • Holiday Denied/Pay

Employee has normal hours being paid, but holiday is being denied. HOLIDAY

WILL NOT BE PAID.

Resolve: Review the timesheet. If employee has paid hours before and after the holiday, employee should be paid for the holiday.

 Contact the HBSPC to remove employee from the holiday denied table. • Call Back on 1st_Day

Employee entered Call In/Back time on first day of pay period.

Resolve: Review the timesheets of the current and prior pay periods to determine if the Call In/Back is a continuation from the last day of the prior pay period. Verify paid hours summary is accurate and Call In/Back time is being paid as expected.  If Time On Call (TOC) is not being paid, re-enter the TOC time starting on

Sunday.

• Skipped Lunch > Meal Break

Meal Break time entered exceeds master Meal Break duration. Resolve: Review the timesheet.

 If the Meal Break duration is accurate and the schedule has not changed, leave the timesheet as-is. If the schedule has changed, update the Schedule Defaults in the Employee Master screen.

3. BW Timesheet Errors/Warnings

Purpose Run report DURING BI-WEEKLY CLOSE PROCESS to identify errors and warnings that need attention prior to close of pay period. NOTE: This report updates once timesheet changes are saved. Reports from closed periods do not include History Timesheet Adjustments.

Best Practice Run report with these conditions and values: • Field Name = *Pay Period End Date (required) • Condition = on

Search Results list timesheets that have errors and warnings for the pay period. HIGH PRIORITY

ERROR Identify and Resolve:

REPORT DESCRIPTION TIMESHEET CODE/DESCRIPTION HIRE SEP LOA D Hire Date, Sep. Date, LOA

Paid time was entered on the timesheet on a day when the Employee does not have a valid distribution because the day is:

• Prior to the OLPPS hire date • After the OLPPS separation date • During OLPPS unpaid LOA dates

HBS will disallow paid time on a day where the employee is not valid.

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HBS Reports Job Aid – Updated 01.27.11 Page 12 of 34 incorrect. If the EDB is correct, time on the timesheet should be changed to an unpaid code or hours should be deleted (e.g. verify no hours after the separation date).

LESS FREQUENT ERRORS

Identify and Resolve:

REPORT DESCRIPTION TIMESHEET CODE/DESCRIPTION Invalid Pay Code U Pay Code not on File

Invalid DPA-Fund L Invalid Alt Dept Invalid TITLE T Invalid Title Code

Resolve: HBS does not recognize the information on the timesheet. Invalid Title and DPA-Fund can only occur on the unrestricted timesheet.

 These errors should occur rarely but can result in employee not getting paid.  Contact HBS Processing Center if you see these errors on your report. REPORT DESCRIPTION TIMESHEET CODE/DESCRIPTION

Time In = Time Out B Time In = Time Out Time Overlap Y Overlapping Time Entries

Resolve: These errors will appear when the employee’s timesheet is populated from an external source, e.g., badge reader or WebClock. Since we are not implementing these for the pilot, these errors should not appear in the report.  These errors should occur rarely but can result in employee not getting paid.  Contact HBS Processing Center if you see these errors on your report.

WARNINGS: EXEMPT AND NON-EXEMPT Identify and Resolve:

REPORT DESCRIPTION TIMESHEET CODE/DESCRIPTION Insufficient VAC O Insufficient Vacation

Insufficient SCK P Insufficient Sick

Insufficient CTU 8 Insufficient CTU-Comp Holiday

Resolve: Hours entered exceed the available balance and will not be paid. Note: For exempt employees, the entire day of leave will be unpaid. For non-exempt employees, only the portion that exceeds the balance will be unpaid.

 Make sure employee is aware the time is unpaid.

REPORT DESCRIPTION TIMESHEET CODE/DESCRIPTION > 24 Hrs/Day F Total Hours > 24 hours/day

Resolve: Time entered in a single day exceeds 24 hours.  Review and update the timesheet.

REPORT DESCRIPTION TIMESHEET CODE/DESCRIPTION Pd Leave > 40/80 H Paid Leave > 40/80

Resolve: Employee entered more hours in the week than their threshold.  Review and update the timesheet.

REPORT DESCRIPTION TIMESHEET CODE/DESCRIPTION Pd Lv > Shift C Paid Leave Greater than Shift

Resolve: Time entered exceeds scheduled shift length, e.g., Employee enters 18 hrs Vacation but Shift Length = 8 hrs. HBS will disallow 10 hours which will show in the Disallowed/Unpaid sections of Timesheet.

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HBS Reports Job Aid – Updated 01.27.11 Page 13 of 34 REPORT DESCRIPTION TIMESHEET CODE/DESCRIPTION

Note Needed I Notes Required

Resolve: Notes NOT entered – but required – on timesheet for Other Paid Leave/Absence Pay Code.

 Employee should update notes unless period is closed. REPORT DESCRIPTION TIMESHEET CODE/DESCRIPTION HOL Pay Only Holiday Pay Only

Resolve: The Holiday Pay Code is the ONLY transaction on the timesheet. Generally occurs when Employee is on (paid) LOA.

 Make sure all paid time is on the timesheet assuming it is correct to pay Holiday.

REPORT DESCRIPTION TIMESHEET CODE/DESCRIPTION

UUL w/HOL Unauthorized Unpaid Leave with Holiday Pay

Resolve: The employee has both unauthorized unpaid leave and paid holiday on the timesheet. Policy says an employee cannot earn holiday pay if he/she is on leave the day before and/or the day after Unauthorized Unpaid Leave. Need to decide if the holiday should be paid.

 If UUL on the timesheet indicates the employee should not get holiday pay, contact the HBS Processing Center to deny the holiday pay.

WARNINGS: NON-EXEMPT ONLY

Identify and Resolve:

REPORT DESCRIPTION TIMESHEET CODE/DESCRIPTION Insufficient CTO S Insufficient CTO

Resolve: Hours entered exceed the available balance and will not be paid. Only the portion that exceeds the balance will be unpaid.

 Make sure employee is aware the time is unpaid.

REPORT DESCRIPTION TIMESHEET CODE/DESCRIPTION Shift Override In/Out with Shift Dropdown

Resolve: The employee/approver overrode the normal shift with another on the timesheet. For example, Night Shift Employee is asked to come in for a Day Shift or asked to attend a daytime staff meeting. This should rarely be used.

 Ensure timesheet entry is correct. If the override is not valid, correct the timesheet entry.

REPORT DESCRIPTION TIMESHEET CODE/DESCRIPTION Called Back Call In Worked – Not Call Back Worked

An employee was on call and was called back but did not specify the Call In/Call Back Pay Code, which means the rules for minimums and premiums will not be applied.

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HBS Reports Job Aid – Updated 01.27.11 Page 14 of 34 WARNINGS:

EXEMPT ONLY Identify and Resolve:

REPORT DESCRIPTION TIMESHEET CODE/DESCRIPTION LV <> Shift 3 Leave Code <> Shift Length

Multi LV Same Day 4 Multiple Leave Codes Same Day Work LV Same Day 5 Work and Leave Codes Same Day

These are warnings for exempt staff, since exempt staff must take leave in whole day increments.

Resolve: The timesheet entries may be correct if the Employee is on intermittent FMLA or if s/he works different hours on different days (HBS has only one shift length on record, just like MO).

 If the employee should have recorded leave for the whole day, update the timesheet.

4. BW Insufficient Shift

Purpose This report identifies employees who are being paid shift differential, but did not work sufficient hours to meet the shift differential requirements. Report can be run for current period only. It is refreshed once per day, so if you run the report in the morning and edit a timesheet to correct an error, you will not see the changes reflected on the report until the following day.

Best Practice Click Run Report. There is no need to set search conditions because this report is only available for the current pay period.

Search Results lists all employees who have Evening Shift Differential (SDF) or Night Shift Differential (NSD) pay but do not seem to have sufficient hours worked to qualify for those differentials.

• SDF Paid = Yes

This means evening shift differential (SDF) is being paid even though the employee did not work sufficient hours worked to qualify. To qualify for SDF, an employee* must work at least four hours after 17:00 and before 08:00.

• NSD Paid = Yes

This means night shift differential (NSD) is being paid even though the employee did not work sufficient hours worked to qualify. To qualify for NSD, an employee* must work at least four hours after 00:30 and before 08:00.

Resolve: Review the employee’s Schedule and Schedule Defaults. Update as necessary to ensure the Schedule Defaults are appropriate based on what the employee normally works.

 Does the employee have a Schedule that automatically creates shift differential? Example: 14:00-21:00 with 60 min meal break qualifies for SDF.

 Do the Schedule Defaults match the schedule?

Example: Start Time should be 14:00, Shift Length should be 8 hours, Shift should be Evening.

Resolve: Determine if there was a schedule change. Update the Schedule or complete an Override Scheduled Shift as necessary.

 Was the schedule changed just for one day? If so, complete an Override Scheduled Shift.  Was a new schedule implemented?

If so, end the existing schedule and create a new schedule.

Resolve: Confirm SDF/NSD employee* was asked to work during the day and therefore differential pay is appropriate.

 When SDF/NSD employees are asked to work during the day, they are eligible to receive shift differential.

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HBS Reports Job Aid – Updated 01.27.11 Page 15 of 34 during the day.

 Use the Shift drop-down to denote SDF/NSD for day hours. *Does not apply to K-2; refer to contract for shift rules and times.

Note: Refer to BW Insufficient Shift Report – Column Details for detailed description of report data.

5. BW Multiple Shifts on Same Day

Purpose This report identifies employees who are receiving multiple shift types on the same day (e.g. Day Shift and Evening Shift), which may result in under/overpayment. Report can be run for current period only. It is refreshed once per day, so if you run the report in the morning and edit a timesheet to correct an error, you will not see the changes reflected on the report until the following day.

Best Practice Click Run Report. There is no need to set search conditions because this report is only available for the current pay period.

Search Results lists all employees who have multiple shifts on the same day. Identify and

Resolve

Day, Evening, and/or Night Shifts on Same Day

The timesheet is showing the employee has multiple types of shifts on the same day. Typically the entire shift should be paid at the same rate Day, Evening (SDF), or Night (NSD).

Resolve: Determine if there was a schedule change. Update the Schedule or complete an Override Scheduled Shift as necessary.

 Was the schedule changed just for one day? If so, complete an Override Scheduled Shift.  Was a new schedule implemented?

If so, end the existing schedule and create a new schedule.

Resolve: Determine if the employee worked overtime and qualified for a higher differential on the overtime.

 When an employee’s schedule is not changed, but the employee works sufficient overtime for it to qualify for a higher differential, it is appropriate to have both shift types on the same day.

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6. BW On Call Worked / Not CBW

Purpose This report identifies employees who were scheduled for on-call time and called back to work, but did not use the Call Back Worked (CBW) Pay Code. If the CBW Pay Code is not used, HBS cannot apply the appropriate call back minimums. Report can be run for current period only and is refreshed real-time as edits are made to the timesheet. Best Practice Click Run Report. There is no need to set search conditions because this report is only

available for the current pay period.

Search Results lists all employees scheduled for on call on a specific day who did not enter CBW Pay Code, but entered hours worked using other pay codes (e.g. Normal Hours Work).

Review the employee’s On Call Schedule and timesheet. Determine whether the Pay Code needs to be updated or if the On Call Schedule needs to be modified.

Resolve: If the employee was on call and was called back into work, the appropriate Call Back Worked Pay Code must be used in order for the call back premiums and minimums to be applied.

Update the Pay Code used on the timesheet. Options include: o Call In/Call Back Worked

o Call In/Back-In Charge/Lead

Resolve: If the employee was not on call or the On Call Schedule changed, modify the employee’s On Call Schedule to reflect the actual on-call time.

7. BW START Compliance

Purpose This report identifies hours on Timesheet for Employees on START with RTP distributions. Note: EDB data is based on current EDB information and may not be accurate for prior pay periods.

Best Practice Run report with these conditions and values:

• Field Name = Timesheet Group OR Management Group • Condition = is

• Value = (select from list) AND

Search Results lists all employees with START hours on timesheet. Identify and

Resolve

• Determine whether Expected hours and HBS hours match.

• Resolve: If hours do not match, follow up with employee and supervisor to correct timesheet. Incorrect timesheets may impact employee pay.

8. BW Distribution of Expense

Purpose Run report DURING BI-WEEKLY CLOSE to review how HBS intends to distribute employee’s salary expense.

Best Practice Run report with these conditions and values:

• Field Name = Timesheet Group OR Management Group • Condition = is

• Value = (select from list) AND

Search Results displays Hours Type (REG, OTS, OTP, SRB, NSD, etc.), number of hours, hourly rate, Distribution Number, Fund-DPA, and Program Code.

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9. BW Completion/Approval by Employee

Purpose Run during BI-WEEKLY CLOSE process to identify uncompleted and unapproved timesheets. It is important to monitor since HBS is creating the pay transactions for employees, and Employees/Approvers are responsible for the accuracy of the timesheet.

Hours on timesheet will be paid even if timesheet is Uncompleted or Unapproved. Run these reports Monday – Wednesday during the close period. The sooner you and the Employees/Approvers catch potential issues on the timesheet, the more time you have to fix them.

Best Practice Run two reports with these conditions and values: (1) Find all uncompleted timesheets for pay period.

• Value = No

(2) Find all unapproved/completed timesheets for pay period. • Field Name = *Pay Period End Date (required)

• Field Name = Approved Status • Condition = is

• Value = No AND

• Value = Yes

• (1) Follow-up with employees to ensure timesheet completion for current period. • (2) Follow-up with approvers to ensure timesheet approval for current period.

NOTE: It is a best practice for Approvers to approve only completed timesheets. • Identify outstanding timesheets in history that require completion or approval (by

changing date criteria to a history period).

10. BW Employee Pay Type

Purpose Run report DURING BI-WEEKLY CLOSE to review specific types of pay (Pay Codes) reported on timesheets for the bi-weekly pay period (Best Practice 1) OR if you want to see specific transactions for an Employee over time (Best Practice 2).

Best Practice 1: Look for specific Pay Codes during Close

Determine which Pay Type(s) you are interested in tracking. For instance, if you want to review START or Comp Time, then run the report specifically for that Pay Type. You may also want to review Furlough or other types of leave recorded.

Run report with these conditions and values: • Field Name = Pay Code

• Condition = is

• Value = (select type from list) AND

• Field Name = *Period Ending (Required) • Condition = on

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HBS Reports Job Aid – Updated 01.27.11 Page 18 of 34 Search Results lists timesheets with selected Pay Code for the pay period.

Best Practice 2: Look for specific Employee’s Pay Code over time (e.g., all

bereavement leave to date)

Determine which Pay Type you are interested in tracking for the Employee. Run report with these conditions and values:

• Field Name = *Period Ending (Required) • Condition = between

• Value = (enter range of dates) AND

• Field Name = Pay Code • Condition = is

• Value =(select type from list) AND

• Field Name = Employee Name • Condition = is

• Value = (select name from list)

Search Results lists all dates Pay Code was selected for Employee over selected date range.

Review data and follow up as needed.

11. BW Leave Balance

Purpose Run report to review Bi-Weekly employee leave balances for vacation, sick and furlough.

Search Results display current leave balances and Months of Service for all employees within the Management Group.

• Monitor negative balances.

• Review vacation leave balances approaching max.

• Complete Campus HBS Employee Update Form to update balances resulting from inaccurate beginning balances or months of service.

12. BW Leave Accrual Detail

Purpose Run this report after the bi-weekly accrual process has been completed to verify accruals were generated as expected, or run this report to research accruals for individual employees as needed over time.

Best Practice 1: Latest Accruals for Department

Run report with these conditions and values: • Field Name = Accrual Date* (required) • Condition = is

• Value = (select pay period end date)

Search Results display Months of Service (MOS), Hours on Pay Status (HOPS), vacation rate/vacation earned, vacation lost at max, vacation eligibility tests

(appointment/HOPS), sick leave earned, and whether a retro has been processed. Best Practice 2:

Accrual History for Specific Employee

Run report with these conditions and values: • Field Name = Accrual Date* (required) • Condition = between

• Value = (select date range) AND

• Value = (select name from list) Identify and

Resolve

If the Vacation Accrual appears to be incorrect:

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HBS Reports Job Aid – Updated 01.27.11 Page 19 of 34 • Check HBS to see if TOPS is ≥ 50% for 6 consecutive months.

• Check the Months of Service – is the employee new to HBS but had MOS? Does the HBS MOS match PPS MOS? Both must be in agreement. To update MOS in HBS, submit the Campus HBS Employee Update Form. To update MOS in PPS, contact Payroll.

If you have any questions about the vacation or sick accrual, contact the HBS Processing Center. In most cases it is NOT appropriate to use the Campus HBS

Employee Update Form to simply adjust the balance. The issue should be fixed at the source.

13. BW Next MOS Tier

Purpose Run report BEFORE THE BI-WEEKLY ACCRUAL PROCESS to identify employees entering into a new accrual tier based on Months of Service (MOS) calculated in HBS. Best Practice Select Run Report. No selection criteria necessary.

Search Results display employees who are within two months of service from moving to the next accrual tier.

• Update Leave Accrual Code in OLPPS before the Bi-Weekly accrual process to prevent unnecessary leave adjustments from HBS to OLPPS.

14. BW Holiday Calculation for Part Time Employees

Purpose Run report to see how HBS calculated the holiday hours for part-time employees. This report provides the TOPS used in the calculation and the corresponding band for holiday hours. Note: full time employees whose distributions add up to 100% always receive 8.00 holiday hours.

Best Practice 1: Holidays for Part-Time Employees in Department

Run report with these conditions and values: • Field Name = Management Group • Condition = is (from drop down) • Value = (select Management Group)

Search Results display Employee Name, EID, Dist %, HOL Date, TOPS, TOPS %, HOL Band, HOL Hours, Shift, Timesheet Group, TSG Owner

Best Practice 2: Holidays for Specific Part-time Employee

Run report with these conditions and values: • Field Name = Employee Name

• Condition = is (from drop down) • Value = (select Employee Name)

Search Results display Employee Name, EID, Dist %, HOL Date, TOPS, TOPS %, HOL Band, HOL Hours, Shift, Timesheet Group, TSG Owner

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GENERAL REPORTS

1. Grace Period

Purpose Run report AS NEEDED to confirm employees with approved grace periods have been entered in HBS Grace Period Table, and to see when the Grace Period went into effect and when it will end.

Best Practice 1 • Select Run Report. No selection criteria necessary.

Search Results display grace period information for each employee added to Grace Period Table.

First Date populates when employee is first allowed to exceed max accrual. If column is blank, employee has not yet reached max. Refer to Date Entered column to

determine when the form was entered by the HBS Processing Center. Best Practice 2 Run report with these conditions and values:

• Value = (specific employee’s name)

Search Results display grace period information for specific employee. Identify and

Resolve

• Monitor employees who are earning over the maximum.

• Contact HBS Processing Center if the form was submitted more than 5 days prior. • Remember, Grace Period entries only work going forward in time; they are not

granted retroactively.

2. Completion/Approval by MG (Management Group)

Purpose Run report DURING QUARTERLY REVIEW PROCESS to monitor completion and approval compliance across Management Groups.

Best Practice Run report with these conditions and values: • Field Name = *Pay Period End Date (Required) • Condition = between

• Value = (enter range of dates) Search Results display statistics. Identify and

Resolve

• Review and compare trends of timesheet completion and approval for all Management Groups.

• Follow-up with employees and approvers as needed to improve compliance.

3. Completion/Approval by TSG (Timesheet Group)

Purpose Run report DURING QUARTERLY REVIEW PROCESS to monitor completion and approval compliance across Timesheet Groups.

Best Practice Run report with these conditions and values: • Field Name = *Pay Period End Date (Required) • Condition = between

• Value = (enter range of dates) Search Results display statistics. Identify and

Resolve

• Review and compare trends of timesheet completion and approval for all Timesheet Groups.

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4. Employee Timesheet Group Assignment

Purpose Run report AS NEEDED to (1) review list of Timesheet Group assignments for all employees within the Management Group and (2) ensure accurate Timesheet Group Owner assignment.

Best Practice • Select Run Report. No selection criteria necessary.

Search Results display by employee, their Timesheet Group, and the assigned Timesheet Group Owner.

• Sort report by Timesheet Group to easily identify employee groupings.

• Use report to help with reorganization and Timesheet Group reassignment tasks. • Ensure Management Group Owner is accurately assigned as Timesheet Group

Owner for each Timesheet Group. • Update assignments as needed.

5. Timesheet Group Access

Purpose Run report QUARTERLY to review list of everyone who has access to your Timesheet Groups.

Search Results display all Campus Approvers and HR Admin – Campus users who have access to your Timesheet Groups.

• Identify Approvers or HR Admins who should not have access due to separation, reorganization, or other reason.

• Ensure access is current and accurate, and users from other Management Groups are assigned appropriately.

• Submit Campus HBS Access Form to add or remove Approver and HR Admin roles.

• Update Approver delegations to Timesheet Groups as needed.

SPECIALTY REPORTS

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How to Run Reports

1. Select Reports tab from the main menu toolbar. 2. Click task: HR Admin – Campus.

3. Click the appropriate link (e.g., Monthly Reports, Bi-Weekly Reports, General Reports or Specialty Reports) and a list of reports will display on the left side of the screen.

4. Select a report from the list by clicking on the report name. In this example, click MO Employee Leave Type. The right hand side of the screen will now display:

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HBS Reports Job Aid – Updated 01.27.11 Page 23 of 34 5. Search criteria can be built using the fields in ‘Step 1. Please define criteria.’

6. In ‘Field Name,’ select a data element from the dropdown. Some data elements will be common across all the reports, while some data elements will be specific to the nature of the report.

a. In this example, select * Period Ending.

IMPORTANT: An asterisk

*

means that the data element is mandatory, so you must add this criterion to run the

report.

7. The Condition field will now display logic elements in the dropdown. In this example, the logic elements associated with *Period Ending are on and between. Select the logic element on.

5

6

6a

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HBS Reports Job Aid – Updated 01.27.11 Page 24 of 34 8. Values associated with ‘Field Name’ – in this example *Period Ending – will now display in the Value field.

The values associated with ‘Period Ending’ are pay period end dates.

9. In the Value field, select the pay period ending 10/31/2009. At this point, you will have built a search criterion: Period Ending on 10/31/2009.

10. Click Add To Criteria and the criterion will appear in ‘Step 2. Find items that match current criteria’ – see 10a.

8

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HBS Reports Job Aid – Updated 01.27.11 Page 25 of 34 11. You can enter only one set of criteria, or you may narrow the report by choosing more criteria for the report.

Tip 1: If you want to bring back data for employees in ALL Timesheet Groups within a Management Group(s), just click Run Report and all results for your Management Group(s) will display.

Tip 2: If you have many timesheet groups, you can quickly access a specific Timesheet Group by typing the full Timesheet Group name (e.g., H451004-urology) in the Value dropdown list. This avoids the need to scroll through the list.

12. After building each set of criteria, click Add To Criteria. These will be displayed in ‘Step 2. Find items that match current criteria’ – see 12a.

Note: If there are no more criteria available, the following message will appear: “Available report criteria fields have been used already. Please review your criteria and run a report.”

10a

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HBS Reports Job Aid – Updated 01.27.11 Page 26 of 34 13. To delete criteria:

a. Click on the check box next to the criterion. b. Then click “Remove” link.

Tip: You can also delete a criterion by double clicking on it.

14. After you have set up your criteria, click Run Report. While the search is being executed, the system displays and the Run Report link turns gray until the report finishes running.

12a

13a 13b

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IMPORTANT: If your browser has pop-up blockers turned on, you will receive a message similar to the

following in the top of your Internet browser:

You will need to select Always Allow Pop-ups from This Site so that you can run reports.

You may then receive a message that says:

Click Yes to enable pop-ups.

Once you have permanently enabled pop-ups from HBS, you should be able to run reports.

TIP: If you continue to have difficulty running reports, and pop-ups are enabled, try holding down the CTRL key on your computer keyboard as you select Run Report.

15. When report is complete, the Run Report link is restored and a pop-up window appears with the report. See steps that follow to export or print report IF NEEDED.

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How to Export Reports

1. To export (save) the report, click on the Export button in the upper left corner and another pop-up window opens titled Export Options.

NOTE: You may need to hold down the CTRL key when you click on the Export button to bypass pop-up blockers, or you may need to repeat the pop-up enabling steps detailed above to run the export function.

2. Select Excel 97-2000 (Data Only) from Formats dropdown.

NOTE: You must have the application you are exporting to (e.g., Excel, Acrobat, Crystal, etc.) installed on your computer in order for the report to download properly.

3. The page range defaults to All, which is the only option available to export data for this format. Click OK.

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How to Print Reports

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How to Select Report Criteria

The following table can be used to help you select your report criteria. It describes the ‘Conditions’ and selectable values in the ‘Value’ fields.

REMINDER: An asterisk

*

before a criterion indicates a mandatory selection (e.g., *Period Ending).

Logic Element Description and Example

1. None selected Use to: see all data

No Field Name is selected. This search result returns ALL data for the report. This functionality is only available when there is not a required field.

2. ‘On’ Use to: target a specific date

Select one of the values in the ‘Value’ dropdown box. You can select only one value. In this example, only data for pay period ending 10/31/2009 will display in the search result.

3. ‘Between’ Use to: select a range of dates

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4. ‘Is’ (from drop down)

Use to: target one specific value

The ‘Value’ dropdown box populates with a list of values. You can select only one value. In this example, data for only one timesheet group will display in the search result.

5. ‘Is Not’ Use to: find all data except specific value

Search results displays all data except the value specified. ‘Is Not’ is the opposite of logic element #4. In this example, search result displays all timesheet groups except the one listed in Value.

6. ‘Is in’ Use to: Find data as specified in list

In the field ‘Value’, <list…> appears. Click <list…>.

Pop-up window appears. You can either type in a value or retrieve a value from list. To retrieve value from list, leave ‘Look for’ field blank and click Retrieve Data link.

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All available values displayed in ‘Available’ section. Select value(s) from Available list. Tip: Hold down keyboard CTRL key to select multiple values separated by other values (e.g., selected timesheet groups within a management group), or hold down SHIFT key to select values in a sequence (e.g., all timesheet groups within a management group). Click on desired value(s) and click “Add” link.

Selected values appear in ‘Selected’ section. Click Save link. Click Close Window.

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7. ‘Is Not In’ Use to: Find all data except those specified in list.

This is the opposite of logic element #6. In the field ‘Value’, <list…> appears. Click on <list…>.

The procedures to build a list are the same as described in logic element #6. In this example, search results display all timesheet groups except the ones selected in Condition and displayed in List.

8. ‘Like’ Use to: Find data that is similar to free-form value.

The ‘Value’ field is blank (values are not pre-populated). User free-form types in a value. Search results displays value(s) containing like values—does not need to be an exact match.

9. ‘Is (manual entry)’

Use to: Find data that is an exact match to the free form value.

The ‘Value’ field is blank (values are not pre-populated). User free-form types in a value.

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BW Insufficient Shift Report – Column Details

Schedule Day Schedule Defaults SDF - Eve NSD - Night

Start

Time End Time

Shift

Length Start Time

Shift Length

Shift

Type Paid Hrs Paid Hrs

What is the scheduled start time? HH:MM from Schedule What is the scheduled end time? HH:MM from Schedule What was the scheduled shift duration? # of hours for the scheduled shift What is the default start time? HH:MM from Schedule Defaults What is the Default Shift Length? # of hours based on Schedule Defaults What is the Default Shift Type? Day, Evening, or Night Shift Was SDF paid? Y/N How many SDF hours worked? #.## Was NSD paid? Y/N How many NSD hours worked? #.##

If blank, employee is not scheduled for that day

If no SDF hours listed, no hours were worked after 17:00