Human Resources/Payroll
Time Management and Payroll Services
What profile do I use to enter time for a monthly paid hourly employee?
Use Biweekly profile to have permissible accounts available. Payroll area will be M1.
What is needed in order to successfully meet an HR form deadline (HR Cutoff Date)?
Complete, approved HR forms with all supporting documentation need to be received in Human
Resources by 5:00 p.m. on the posted HR deadline. Forms will be processed in priority order by effective date for payroll. Late forms or missing documentation will delay processing of your form. HR forms deadlines are published to the Controller’s Office web site at the following link:
http://www.ctlr.msu.edu/copayroll/payrollSchedules.aspx.
How do I know which attendance/absence type(s) to use?
Refer to theAbsence and Attendance Codes reference guide, located here:
http://ebs.msu.edu/HRPayroll/TimeMgmtPayroll/docs/AbsenceAttendanceCodes.pdf.
How do I approve time for my unit?
Click on Unit Time Administrator > Administrative Services > Approve Time Sheet Data. Under Reporting Period, select a pay cycle or All. Click the Execute button. A list of all time to be approved appears. Select all time entries to be approved by dragging down the list or hold ctrl button and click on entries to be approved. Click the Approve button to approve all highlighed time.
How do I approve time for my employees?
Click on Manager Self-Service > Workplace Services > Approve Time Sheet Data. Under Payroll Area, select a pay cycle or All. Under Reporting To, select your name. Click the Execute button. A list of all time to be approved appears. Select all time entries to be approved by dragging down the list or hold ctrl button and click on entries to be approved. Click the Approve button to approve all highlighed time entries.
Why am I getting an error that says, “Time Entry of MM/DD/YYYY is outside the allowable entry period?"
In Employee Self Service (ESS)/Manager Self Service (MSS), employees and managers can only enter absences up to two weeks in the past/future for biweekly paid employees and up to one month in the past/future for monthly paid employees. Entries falling outside those date ranges need to be handled by your Unit Time Administrator.
An employee has sufficient quota time. Why am I unable to enter an absence?
You may be in the incorrect work schedule. Entering an absence on a day with no scheduled hours is not allowed.
I’m a Unit Time Administrator. Can I enter time for biweekly pay periods in the past?
Unit Time Administrators can use the Unit Time Administrator CATS profile to enter time up to four biweekly pay periods in the past.
How do I select all my students for time entry?
Choose the Employee Subgroup ‘A0’ (students) on the Multiple Employee Time Entry (ZCAT2) selection screen.
Do I have to enter Regular Hourly and Shift to pay employees Shift Differential?
No, regular hours are built into the Shift Attendance Codes, so you only have to enter Shift.
What CATS Profile do I use for CTs?
Use the Biweekly CATS profile when entering CT time into Multiple Employee Time Entry.
How do I enter compensatory time for my employee(s)?
If an employee has a compensatory time balance, Compensatory Time Taken (attendance code 2980) may be entered by the employee through Employee Self-Service. Compensatory Time Earned (attendance code 2799) must be entered in Multiple Employee Time Entry by the Unit Time Entry Specialist,
Supervisor or Unit Time Administrator. Enter the hours to be compensated and the system will determine straight time or time-and-1/2 rate based on their Collective Bargaining Agreement terms. The hours earned will not be available in the employee’s quota balance until the Comp. Time Earned has been approved and the nightly processing of time has occurred.
Where do I enter absences and working time for employees?
To report time for your employees, go to Multiple Employee Time Entry (ZCAT2).
Will executive management report time?
No. Executive management time reporting will be administered similar to faculty and academic staff.
Do monthly paid employees have to report overtime twice a month?
No, monthly paid employees should report all time on a monthly basis to match their payroll cycle. The deadlines are posted at: http://www.ctlr.msu.edu/copayroll/payrollSchedules.aspx.
I’m a Unit Time Administration for one organization but a Time Entry Specialist for another, can I enter and approve time for both?
If an individual is assigned the role of HR Unit Time Administrator for an organization, and HR Unit Time Entry Specialist in other organizations, he will have the ability to enter and approve time for all organizations to which he is assigned either role. In essence, if you are an HR Unit Time Administrator, they will be an HR Unit Time Administrator for all organizations to which they are assigned that or the Time Entry Specialist role.
If adjustments are made after the cutoff date, when will quota balances be corrected?
Once approved, and time evaluation runs (a nightly process), quota will be updated and viewable through ESS. Adjustments will also be reflected on the employee's next pay statement.
Will there be deadline notifications for time approvers?
Yes, notifications will be sent to all managers and their delegates who have time to approve. Notifications will be sent three days before the time submission due date and on the day time submission is due.
What needs to be complete by the Time deadline (Time Due Date)?
All time (time worked and absences) must be entered and approved by 5 p.m. on the posted time deadline. Time Due Dates are published to the Controller’s Office web site at the following
link:http://www.ctlr.msu.edu/copayroll/payrollSchedules.aspx.
Where can I find payroll schedules, time submission due dates and HR forms deadlines?
In addition to Payroll Schedules (pay period and check dates), HR forms and Time Due Dates are also published to the Controller’s Office web site at the following link:
http://www.ctlr.msu.edu/copayroll/payrollSchedules.aspx. Units are accustomed to bi-weekly deadlines; however, published HR form deadlines are new with EBS. Monthly time deadlines are also earlier, since EBS implementation.
How do I select all CTs for time entry?
Choose the Personnel Subarea ‘CT’ and Employee Subroup "AI" on the Multiple Employee Time Entry (ZCAT2) selection screen.
How do I know what Work Schedule my employee is currently in?
Use the View Employee Work Schedule link. This link can be found under MSS > Workplace Services, and/or under Unit Administrator and Unit Time Administrator > Administrative Services.
How will documentation get to CGA when processing retroactive charges that are more than 60 days late?
Retroactive charges more than 60 days late will continue to be processed with the expense transfer using the Cost Redistribution link. However, the process of providing CGA documentation will not, at this time, change. It is anticipated that this functionality will be available sometime after go-live. Path: Unit
If I submitted an expense transfer for an employee, when can I submit another for the same employee?
Expense transfers must be approved before another change request can be submitted for the same time period.
Why are we no longer able to process expense transfers by the percentage?
The system allows incurred amounts to be altered for each fund. However, the percentage will be automatically calculated. Type the amount for each fund in the amount field and review the New Distribution Period Review tab to ensure the percentage is funded at 100%; although, the percentage cannot be manually adjusted.
If my employees receive an annual increase, do I process increases for each employee individually?
No, Central HR will process mass increase updates.
Will the system stop or warn me if my fund/account is running out of money?
No, the system will check the dates the funds are available, not the amount of money in the account. If a fund is end-dated, the HR/Payroll system will not allow funding of an employee past the end date.
I have payroll charges that need to be corrected/moved to another account. How do I do this in EBS?
Make the correction using the Cost Redistribution link to change an employee’s funding or accounts. This link is located in the EBS Portal under the Unit Administrator tab > Administrative Services, under the Time Mangement and Payroll Services section.
If the employee is an hourly employee, you need to edit the time entered to move the costs to another account.
Do I have to complete a Change of Status form to change an employee’s funding?
No, Unit Administrators will process changes to funding through the Cost Redistribution Link. Follow this path: Unit Administrator > Administrative Services > Time Management and Payroll Services > Funding Changes > Cost Redistribution.
Is there an approval process for requests for work schedule changes?
No. Requests for changes to work schedules are routed to HR to update the employee’s record.
Why isn’t there an Overtime Attendance Type? My employees have overtime.
Enter Regular Hourly for all hours worked. The HR/Payroll system will calculate overtime.
How do I determine if my employee requires a non-standard work schedule?
Refer to the Work Schedule Rules reference guide, located here:
Does the Annual Salary field include fringe benefits?
No, The Annual Salary field displays the base pay and administrative increment (if there is one); however, does not display the fringe benefits.
As a Unit Time Administrator, where can I see what hours were submitted on my account (fund)?
Unit Time Administrator > Reports > Time Recorded by Fund. Select period, pay area and enter Reciever Fund.
How can I find out which employees are paid on a particular fund (account)?
This information can be viewed on the Employee Accounting String Distribution report.
Unit Administrator> Administrative Services > Time Management and Payroll Services > Employee Funding Data > Employee Accounting String Distribution
How can managers view employee quota balances?
Click Manager Self-Service > Reports > Quota Balance Summary. Select "Other period" and enter dates for one full month in the past. Select the employee by clicking the button to the left of the employee name.Click Report Result button to view report.
What do I do if someone’s pay is incorrect, or they should have gotten paid, but didn’t?
The HR/Payroll system has the ability to pay an employee off-cycle to correct payroll errors. However, if that cycle is not frequent enough to get pay to employees as quickly as necessary, MSU has the "Manual Payroll Disbursement" (MPD) process, which provides a way to disburse money to an employee for the short time period until the payroll system can produce a payroll check for the amount owed the employee. Please contact the Payroll office at (517) 355-5010 as soon as you become aware of the problem for additional assistance.
If a person takes time off after the payroll cutoff date, how do they report their time?
If an employee has an unexpected absence after the payroll time submission deadline, he/she should go back into the system and enter the time off on the appropriate date. Quota balances will be adjusted appropriately after being approved and time evaluation runs (a nightly process). If time has been entered after the cutoff date, it will not display on his/her current earnings statement. Adjustments will be reflected on the employee's next pay statement. Quota balances are viewable through Employee Self Service.
How is sick time credited in the HR/Payroll system?
Sick leave hours earned will be credited in accordance with collective bargaining agreements. Employees accrue four hours of sick leave every two weeks and when that time is credited varies by employee type. Biweekly-paid employees will have four hours added to their sick leave quota balance at the end of every biweekly pay period. Monthly-paid employees will have their biweekly accrued sick leave credited to their sick leave quota balance at the end of each month. (The number of hours added for monthly-paid employees will be eight on most months but 12 on months that include three rather than two biweekly pay
How do I payout compensatory time?
The procedure for paying out compensatory time has not changed. Complete the "Special Payment Authorization" (paper) form and submit to the Payroll Office.
When I enter compensatory time for an employee do I enter straight time or time and one-half?
Compensatory time is entered and approved as straight time (actual hours worked). Once evaluated, time and one-half will be computed if the employee is eligible.
How do I change an employee’s work schedule?
Fill out the New Work Schedule Request form, accessed through Manager Self-Service > Workplace Services or Unit Administrator > Administrative Services.
