Employee Central Payroll Time Sheet

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User Guide

PUBLIC

SAP SuccessFactors Employee Central

Document Version: Q3 2016 – August 5

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Content

1 Payroll Time Sheet for Employees. . . . 7

1.1 Recording my Time. . . .7

1.2 Payroll Time Sheet - Features & Functions. . . .9

1.3 Duration-Based Time Recording. . . .16

Positive Time Recording with Duration-Based Times. . . .17

Negative Time Recording with Duration-Based Times. . . .25

Overtime Recording with Duration-Based Times. . . .31

Recording my Duration-Based On-Call Time. . . 37

1.4 Clock Time-Based Time Recording. . . .38

Deduction of Breaks from Clock Time Entries in your Time Sheet. . . 40

Positive Time Recording with Clock Times. . . .42

Negative Time Recording with Clock Times. . . .48

Overtime Recording with Clock Times. . . .56

Recording my Clock Time-Based On-Call Time. . . .61

1.5 How Far Back in the Past Can I Record or Update my Time Data?. . . .63

1.6 Changing Submitted or Already-Approved Time Sheets . . . 64

1.7 Premium Pay for my Recorded Time. . . 65

1.8 Recording my Allowances. . . .67

2 Payroll Time Sheet for Managers. . . .69

2.1 Approving my Employees' Time Sheets. . . 69

Approving Retroactive Changes to Submitted and Already-Approved Time Sheets . . . .71

2.2 Performing Time Recording On Behalf of my Employees. . . 73

2.3 Adding Allowances On Behalf of my Employees. . . .74

3 HR Administrators and the Payroll Time Sheet. . . .75

3.1 Assigning Time Recording Profiles to Employees. . . .75

3.2 Adjusting Time Recording Profiles. . . 77

3.3 Maintaining Admissibility Rules for Retroactive Time Sheet Changes. . . .78

3.4 Performing Time Recording On Behalf. . . .80

3.5 Managing Changes to the First Day of the Time Sheet Week. . . .80

3.6 Making Retroactive Changes to Submitted and Already-Approved Time Sheets on Behalf of Employees. . . .84

3.7 Managing Time Sheet Generation for Negative Time Recorders. . . 85

3.8 Managing the Import of Time Data from an External Time Recording System. . . .90

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What's New in This Guide

Q2 2016

Table 1: The following table summarizes changes to this guide for the Q2 2016 release

What's New Description More Info

Updated section: Payroll Time Sheet - Features & Functions

Information for employees added about recording time in the time sheet follow ing a change to their time recording data

Payroll Time Sheet - Features & Func tions [page 9]

Updated section: HR Administrators and the Payroll Time Sheet

Link added to the new Administration Guide for Q2 2016: Recalculation in Time

Management

This guide provides an in-depth descrip tion of recalculation of employee time data including information on the rea sons why recalculation is sometimes re quired, how to set up recalculation cor rectly in your Employee Central system, and recalculation specifics for Time Off and Payroll Time Sheet.

HR Administrators and the Payroll Time Sheet [page 75]

New section: Managing Changes to the First Day of the Time Sheet Week

Information for time administrators managing changes to the first day of the time sheet week in employees' time sheets

Managing Changes to the First Day of the Time Sheet Week [page 80]

. Q1 2016

Updated section: Payroll Time Sheet - Features & Functions

Information for employees about con verting overtime recorded in their time sheet into 'Time Off in Lieu'

Payroll Time Sheet - Features & Func tions [page 9]

Updated section: Recording my Attend ance Time (Duration-Based)

Information for employees whose at tendance time is imported from an exter nal time recording system

Recording my Attendance Time (Dura tion-Based) [page 21]

New sub-section: Deduction of Breaks from Clock Time Entries in your Time Sheet

Information for employees about possi ble deduction of unpaid breaks from re corded time

Deduction of Breaks from Clock Time Entries in your Time Sheet [page 40]

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Updated section: What's in my Time Sheet? (Negative Time Recording: Clock Based)

Where a partial-day absence is recorded in Time Off for the selected day, the start and end times (plus the duration) of this absence are displayed in the DE

TAILS area of the time sheet

What's in my Time Sheet? (Negative Time Recording: Clock-Based) [page 49]

Updated section: Recording Exceptions from my Planned Time

Information for employees about chang ing breaks that are generated in their time sheet

Information for employees about the re calculation of their time sheet when changes are made to it after it has been submitted

Recording Exceptions from my Planned Time (Clock Times) [page 52]

Updated section: Managing Time Sheet Generation for Negative Time Record ers

Updated information for time adminis trators managing the process where time sheets for employees who record their time negatively are automatically generated:

The Time Sheet Generate Working Time

Job automatically recalculates failed

time sheets and time sheets processed with errors in the current time sheet week. It also recalculates time sheets retroactively.

Managing Time Sheet Generation for Negative Time Recorders [page 85]

New section: Importing Time Data from an External Time Recording System

Information for time administrators managing the import of external time data into the time sheets of employees who record their attendance time in an external time recording system

Managing the Import of Time Data from an External Time Recording System [page 90]

. Q4 2015

Restructured section: Duration-Based Time Recording

Information for employees who record duration-based times in their time sheet

Duration-Based Time Recording [page 16]

New section: Clock Time-Based Time recording

Information for employees who record clock times in their time sheet is grouped into four main sub-sections as listed be low:

Clock Time-Based Time Recording [page 38]

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Recording clock times 1 - positive time recording

Information for employees about record ing clock times in their time sheet using a positive time recording method

Positive Time Recording with Clock Times [page 42]

Recording clock times 2 - negative time recording

Information for employees about record ing clock times in their time sheet using a negative time recording method

Negative Time Recording with Clock Times [page 48]

Recording clock times 3 - overtime re cording

Information for employees who record only overtime in their time sheet using clock times

Overtime Recording with Clock Times [page 56]

Recording clock times 4 - on-call time re cording

Information for employees who record on-call time in their time sheet using clock times

Recording my Clock Time-Based On-Call Time [page 61]

New Section: Managing Time Sheet Generation for Negative Time Record ers

Information for time administrators managing the process where time sheets for employees who record their time negatively are automatically generated

Managing Time Sheet Generation for Negative Time Recorders [page 85]

Q3 2015

New section: Recording my On-Call Time

Provides information for employees on how to record on-call time in their time sheet.

This content is relevant only for employ ees who record duration-based times.

Recording my Duration-Based On-Call Time [page 37]

New section: Premium Pay for my Re corded Time

Provides information for employees who want to record time in their time sheet that is paid at a premium.

Premium Pay for my Recorded Time [page 65]

New section: Recording my Allowances Provides information for employees about entering duration-based allowan ces directly in their time sheet that can not be derived from times they record.

Recording my Allowances [page 67]

New section: Adding Allowances on Be half of my Employees

Provides information for managers about adding allowances in the time sheet on behalf of their employees.

Adding Allowances On Behalf of my Em ployees [page 74]

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1 Payroll Time Sheet for Employees

You're an employee. How can the Payroll Time Sheet help you? Using the time sheet, you can:

● Record your attendance times and/or overtime in a weekly time sheet (so-called 'positive' time recording scenario)

● Record exceptions to your planned working time (so-called 'negative' time recording scenario) ● Assign your attendance times, overtime, or exceptions to the relevant time types and cost centers ● View the time valuation results relevant for payroll

● Submit your time sheet for approval

● Withdraw already submitted but not-yet-approved time sheets or make amendments to approved time sheets ● Record your on-call times

● Record your allowances (where permitted by your organization)

Tip

Depending on your organization's rules and on how you actually record your time, you may also be able to use the Payroll Time Sheet to:

● Convert your calculated overtime into 'time off in lieu of overtime pay'

● Submit time sheets based on times you have recorded in an external time recording system which are automatically imported into your time sheet

After approval, your time valuation results relevant for payroll processing are transferred to the payroll system. If approval is initially declined, you can make the necessary changes to your time sheet and resubmit it to your approver.

So, you want to record your attendance, exceptions to your planned working time, overtime, on-call time, or allowances? How do you do it?

First open your time sheet. You can do this in various ways:

● From your Home page, choose My Employee File Public Profile Time Sheet . ● On your Home page, in the My Info tile, choose My Info Go To - Time Sheet .

● From your Home page, choose My Employee File. Navigate to the Time Management block and click Edit Time

Sheet.

1.1 Recording my Time

There are a number of ways you can record your time in the Payroll Time Sheet, depending on the time recording variant and time recording method assigned to you.

The remainder of this section introduces the time recording variants and time recording methods available in the Payroll Time Sheet for recording your time.

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Time Recording Variants

Firstly, there are two options for you to record your time in the time sheet, called time recording variants. You must use one of these variants. They are:

● Duration-Based Recording

Here you record only the length of time you work each day, in hours and minutes. Start and end times of the recorded time are not recorded.

Read Duration-Based Time Recording [page 16] to learn more about the possible ways to record your duration-based times in the time sheet.

● Clock Time-Based Recording

Alternatively, you record only the start and end times of your working time each day.

Read Clock Time-Based Time Recording [page 38] to learn more about the possible ways to record your clock-based times in the time sheet.

Time Recording Methods

Secondly, for your assigned time recording variant, you will actually record your time in the time sheet using one of the following time recording methods:

● Positive Time Recording

A method of time recording where employees record all the hours they actually work (their ‘attendance time’), in addition to overtime, absences, on-call time and allowances.

With this method, you record all the hours you have actually worked. For example, you are an hourly-paid employee who records all his or her 'attendance times'.

● Negative Time Recording

A method of time recording where employees record only deviations (exceptions) from their planned working time. Other exceptions such as on-call time, allowances and overtime can also be recorded using this method. As a negative time recorder, you may also have to record certain other types of attendance time as exceptions if required by your organization, exceptions that must be recorded for documentation purposes or for special payment, such as 'training' or 'administration duties'.

For example, you record two days of external training on a Monday and Tuesday as an exception to your planned working time for that week which is Monday - Friday 09:00 - 17:00.

● Overtime Only Recording

A method of time recording where employees record only the time they work that is in addition to their planned working time, plus on-call time and allowances.

You record only your overtime hours. For example, as a salaried employee, you record only overtime worked in excess of your planned working time.

Note

It may also be the case that as an employee, you are required to record only absences, for example, for reporting/internal administrative purposes. This time recording method could apply, for example, if you are an executive level employee receiving a set compensation package, where no overtime is recorded or paid. In this case, you would not record any of your working time in the Payroll Time Sheet.

As an employee recording your time in the time sheet, the Time Recording Profile assigned to you determines the type of time recording you can perform. You can check your Time Recording Profile in your Employee File, choosing Employment Information Job Information Time Information .

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What to Read Next...

We suggest you firstly take a look at the section Payroll Time Sheet - Features & Functions [page 9]. This gives you a first overview of what you can do in the Payroll Time Sheet, depending on your assigned time recording variant and time recording method. Depending on how your organization has set up the Payroll Time Sheet, you will record your time in one of the six ways shown in this section.

Then, to really get started with the Payroll Time Sheet, dive into the need-to-know information about the time recording variant and method you will use to record your time in the Payroll Time Sheet. Read either Duration-Based Time Recording [page 16] or Clock Time-Based Time Recording [page 38] to find out more.

Finally, the following information is important for everyone recording time in the Payroll Time Sheet, independent of the time recording variant/method used:

● How Far Back in the Past Can I Record or Update my Time Data? [page 63] and Changing Submitted or Already-Approved Time Sheets [page 64] describe making changes to your time sheet data, including changes to past time data.

● Read Premium Pay for my Recorded Time [page 65] for more information on premium pay for time you have recorded.

● Read Recording my Allowances [page 67] to see how you can record allowances.

1.2 Payroll Time Sheet - Features & Functions

The first two parts of this section contains overviews of the features and functions available to you in the Payroll Time Sheet. How you record your time and what you can do in your time sheet depends entirely on your assigned time recording variant and time recording method.

Depending on your assigned time recording variant and time recording method, the tables in these first two parts below give you a quick overview of:

● How to record your time in the time sheet ● How your recorded times are approved

● When you can allocate your recorded times to an alternative (deviating) cost center ● Changing time sheets you have already submitted or which have already been approved

In a third part, you can read more about how overtime you record can be converted to 'time off in lieu of overtime pay', if this feature is enabled by your organization.

The final part of this section provides you with information about recording your time in the time sheet after changes to your time recording profile have been made in the middle of a time sheet week.

Tip

The tables show all possible time recording variants, time recording methods, and features available in the Payroll Time Sheet. Depending on how your organization organizes time recording for its employees and the role you perform, certain variants, methods and features may not be available to you as an employee.

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Using my Timesheet: Duration-Based Time Recording

Table 1 outlines the features and functions available to you in the Payroll Time Sheet when you record the duration of your times in hours and minutes.

Table 5: Duration-Based Time Recording

Record my time Get my time sheet approved Allocate my re corded time to an alternative cost center Withdraw an al ready submitted but not-yet-ap proved timesheet Make amend ments to an al ready-approved timesheet

Positive Time Re cording

Record the dura tion of your attend ance times, over time, on-call duty, and allowances in hours and minutes

Submit your time sheet on a weekly basis for approval

Yes Yes Yes

Negative Time Re cording

Record the dura tion of exceptions to your planned working time in hours and minutes Record the dura tion of any on-call duty or allowances in hours and mi nutes

Your time sheet is automatically sub mitted and ap proved if you have not recorded ex ceptions to your planned working time, nor any on-call duty or allow ances

When you have re corded and saved exceptions to your planned working time, or recorded and saved any on-call duty or allow ances, your time sheet is automati cally sent for ap proval

Yes, for any excep tions to your plan ned working time you have recorded Yes, for any on-call duty or allowances you have recorded

Yes Yes

Overtime-Only Time Recording

Record the dura tion of your over time, and any on-call duty or allow ances in hours and minutes

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Using my Timesheet: Clock Time-Based Time Recording

Table 2 outlines the features and functions available to you in the Payroll Time Sheet when you record the start and end times of your work.

Table 6: Clock Time-Based Time Recording

Record my time Get my time sheet approved Allocate my re corded time to an alternative cost center Withdraw an al ready submitted but not-yet-ap proved timesheet Make amend ments to an al ready-approved timesheet

Positive Time Re cording

Record the start and end times of your attendance, overtime, and on-call duty

Record the dura tion of your allow ances in hours and minutes

Yes Yes Yes

Negative Time Re cording

Record the start and end times of exceptions to your planned working time

Record the start and end times of any on-call duty you have per formed

Record the dura tion of any allowan ces you are claim ing, in hours and minutes

Your time sheet is automatically sub mitted and ap proved if you have not recorded ex ceptions to your planned working time, nor any on-call duty or allow ances

When you have re corded and saved exceptions to your planned working time, or recorded and saved any on-call duty or allow ances, your time sheet is automati cally sent for ap proval

Yes, for any excep tions to your plan ned working time you have recorded Yes, for any on-call duty or allowances you have recorded

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Record my time Get my time sheet approved Allocate my re corded time to an alternative cost center Withdraw an al ready submitted but not-yet-ap proved timesheet Make amend ments to an al ready-approved timesheet Overtime-Only Time Recording

Record the start and end times of your overtime and any on-call duty Record the dura tion of your allow ances in hours and minutes

Yes Yes Yes

Converting your Overtime Compensation into 'Time Off in Lieu of Overtime

Pay'

As an employee, 'time off in lieu of overtime pay' is one type of compensation you can receive for overtime you have worked - compensation as entitlement to paid leave, in addition to the regular entitlement you have to paid time off. 'Time off in lieu of overtime pay' is therefore simply one method by which you as an employee can be compensated for your overtime.

If your organization has activated the 'time off in lieu' feature within the Payroll Time Sheet, there are three 'overtime compensation variants' that control how you receive compensation for your calculated overtime:

● Variant 1 - Payout

All of your calculated overtime is paid out to you. No overtime is converted to 'time off in lieu'. ● Variant 2 - Payout and Time Off

The portion of your calculated overtime that is paid at the normal hourly rate is paid out to you. The 'premium' portion of your calculated overtime is converted and posted to your 'time off in lieu' time account.

● Variant 3 - Time Off

All of your calculated overtime is converted and posted to your 'time off in lieu' time account.

If your organization has activated 'time in lieu of overtime pay', you will automatically be assigned one of the three 'overtime compensation variants' listed above. As an employee, you are not able to choose a variant yourself. For variants 2 and 3, the overtime posted to your 'time off in lieu' time account is available for you to take immediately.

Tip

In the Time Information section of your Job Information, the Default Overtime Compensation Variant field displays the 'overtime compensation variant' assigned to you.

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'Time off in lieu of overtime pay' is handled in the time sheet by background processes, just like any other overtime you record. You can view your 'time off in lieu' information in the system in two places:

1. In your time sheet when you submit it

When you submit your time sheet for approval, you can see the number of hours posted to your 'time off in lieu' time account in the regular popup screen that appears after you press the Submit button.

An example of a popup showing this information is shown below. 2. In Time Off

You can also view the current balance of your 'time off in lieu' time account in Time Off. An example is shown below.

Note

Settings made by a time administrator in your time profile control what you can see in Time Off, including any 'time off in lieu' information.

Example

'Time off in lieu' information in the 'submit time sheet' popup.

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Recording your Time in the Time Sheet after a Mid-Week Change to your Time

Recording Profile

The main settings controlling your time recording and time valuation in the Payroll Time Sheet are defined in your time recording profile which is assigned in your Job Information. There may be situations when your time recording profile needs to be updated, for example, when your method of time recording changes. For instance, when you are promoted to a new position and change from recording all of your working time in the time sheet to recording only your overtime.

A change to your time recording profile can be effective on any day of the week, so if for example you start a new position on the first day of the month and that day is in the middle of a time sheet week, your time recording in the time sheet will be affected.

Basically then, the change to your time recording profile (because of such a position change for example), means that for the time sheet week when you change positions, you will have more than one time sheet to complete and submit, but only for that one week. In subsequent weeks, you will have a single time sheet per week to complete, based on your new time recording method.

The example below shows you what needs to be done in the timesheet for a week where an employee's time recording profile is changed in midweek.

Example

An employee who records clock times in the Payrioll Time Sheet will be promoted to a new position effective 01 April 2016. As a result of this promotion, the employee must only record overtime in the time sheet, whereas in the current position all working time needed to be recorded. The employee's time recording profile is changed, effective 01 April 2016, to reflect this change to overtime-only time recording. The result is that for the original time sheet week of Sunday 27 March - Saturday 02 April, two time sheets need to be submitted:

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For the time sheet week shown in the above picture, the employee firstly records time for all days up to, but not including, the date of the change of time recording profile - Friday 01 April. The employee records the working time for the current position using clock times for Monday to Thursday of this week. He then clicks the greyed out portion of the time sheet to navigate to the next time sheet period, which is shown in the picture below: Friday 01 April - Saturday 02 April

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For the remainder of the time sheet week, Friday 01 April - Saturday 02 April, the employee must only record any overtime worked, based on the new time recording data effective 01 April. In this example, the employee has recorded 2 hours of overtime from 18:00 - 20:00 on Friday 01 April. The time sheet is still to be submitted.

Note

The information displayed when you click on the Why is this period shorter? link in the time sheet alerts you to the fact that for the currently-displayed time sheet week, more than one time sheet must be submitted because of a change made to your time recording data.

1.3 Duration-Based Time Recording

This section of the guide is relevant for you if you record the duration of your work in the Payroll Time Sheet. 'Duration-based' time recording is a time recording variant based solely on the duration of the work you record for a specific period, for example, in hours and minutes for a given day of work. Start and end times of the recorded time are not considered. The time recording variant assigned to you in your time recording profile is also assigned in your work schedule and time profile.

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Tip

Within the Details section of your time sheet you may see time sheet entries with a grey background that you cannot change or delete. These are time sheet entries made on your behalf by your manager or by an authorized time administrator.

You may also notice certain time types in the drop-down menu of the Time Type field in the Details section that also have a grey background, are read-only, and cannot be selected to record time against. Settings made by your administrator in your time profile control which time types you can use in your time sheet. However, your manager or authorized administrator will be able to create time sheet entries on your behalf using the entire range of time types in the system.

Where can I find the information I need to get started?

One of the following subsections contains all the information you need to record your duration-based times in the time sheet:

● If you record the duration of all your working time (‘attendance time’), in addition to overtime, absences, on-call time, and allowances, go here: Positive Time Recording with Duration-Based Times [page 17]

● If you record only the duration of on-call time, allowances, overtime or other types of attendance time that deviate from your planned working time, go here: Negative Time Recording with Duration-Based Times [page 25]

● If you record only the duration of overtime that is in addition to your planned working time, plus any on-call time or allowances, go here: Overtime Recording with Duration-Based Times [page 31]

Read Recording my Duration-Based On-Call Time [page 37] for additional guidance when you record the duration of any on-call work you have performed.

1.3.1 Positive Time Recording with Duration-Based Times

This section provides information for employees who perform 'positive' duration-based time recording, where all hours worked (‘attendance time’), in addition to overtime, absences, on-call time, and allowances are recorded. If you are an employee who records 'duration-based' times using a positive time recording method, this is the section you need to learn more about recording your time in the Payroll Time Sheet. The following subsections will help you understand the layout of your time sheet, how to record your attendance time in it, and how to submit your time sheet for approval:

● What's in my Time Sheet? (Positive Time Recording: Duration-Based) [page 18]

● Recording my Attendance Time (Duration-Based) [page 21]

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1.3.1.1 What's in my Time Sheet? (Positive Time Recording:

Duration-Based)

Your time sheet displays a calendar view of the current week. It is designed for employees who record duration-based attendance time and where relevant, overtime, on-call time, and allowances.

The start day of the time sheet can be any day of the week, depending on how your organization has set up your time sheet. In the example in this section, Sunday is the first day of the time sheet week. The current day is marked in red. Calendar dates for non-working days are displayed with a grey background. The day of the week for a public holiday is marked with an asterix above the calendar date. Paid holidays are shown in a different color.

The example below shows the time sheet for Susan Positive who records the duration of her times, in hours and minutes. She is a positive time recorder, meaning that she records all the hours she actually works (her

‘attendance time’), in addition to overtime, absences, on-call time, and allowances. In this example, Sunday and Saturday are non-working days for Susan.

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Note

The appearance of your time sheet may vary from that shown above, depending on individual system settings and on how your organization has set up your time sheet.

There are four main areas of your time sheet: Data Entry Area

A set of columns, one for each day of the displayed week, is your main data entry area of the time sheet. The selected day column is marked with a thin blue frame (for example on Thursday in the picture above) and is ready

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for input. Click into the 'hours' and 'minutes' input fields directly below the day of the week and enter the duration of your attendance time for the selected day. Your entered time is then visualized in the day column.

Your planned working time is also displayed in each day column, below the input fields. Clicking this 'planned working time link' in any day column transfers this planned time directly into your time sheet.

Recording my Attendance Time (Duration-Based) [page 21] explains in more detail how to enter your attendance time in this area.

Week Summary Area

Here you can move backward and forward to another week by clicking the < and > symbols to the left and right of the current week display.

The week summary area on the right side of the calendar view shows the: ● Current week, month and year

● Total hours recorded to date for the displayed calendar week

● Breakdown of the time valuation results for the displayed calendar week ● Current time sheet status

For example, in the previous picture, Susan (as a positive time recorder) entered 40:00 hours of regular time in her time sheet. The time sheet has the status To be submitted. Depending on system settings, the week summary area might look slightly different for you.

When you change your time sheet data, the results are automatically refreshed in the week summary area.

Note

The breakdown of the different types of time you see in the week summary area are known as time valuation results. They are created from the attendance time you record and from other time data, such as paid holidays and paid absences. Time valuation results represent how your attendance time is classified in preparation for later payroll processing. Time valuation results that are relevant for payroll are called time pay types.

From the picture above, the time pay type Regular Time represents a payment to an employee of his or her regular houly rate.

The actual display of time valuation results in your time sheet depends on how your organization has set up your time sheet. We provide only a general example here.

Details Area

Underneath the data entry area there is a DETAILS area for the selected day. You can also record your attendance time, overtime, on-call time, and allowances here.

This area can be expanded (and collapsed again) by clicking the section header. If you already entered time in the time sheet for the week on display, you can see that time under Allocated Hours in the DETAILS area, automatically assigned to a default time type. If you have made time off requests for the selected day, you can also see a one-line summary of these requests here.

The DETAILS area therefore allows you to:

● Record your daily attendance and overtime for the selected day over different time types, if you need to do this. You can also assign each time 'record' displayed in this section to an alternative (deviating) cost center, if required.

● See how the time you have entered for the selected day is allocated to different time types, for example, 'working time', 'business travel' or 'overtime'.

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● Record your on-call time

● Record any allowances to which you are entitled

Tip

Where you have recorded a partial-day absence in Time Off for the selected day, the duration of this absence is displayed in the DETAILS area as shown in the picture below:

You may also see additional fields in the DETAILS section depending on how your organization has set up your time sheet.

Time Sheet Buttons

At the bottom of the time sheet there are three buttons you can use to cancel all time entries that have not yet been saved, save your time sheet (including all time entries) in draft mode, and submit your time sheet for the displayed week to your approver.

Note

All time entries for a selected day are synchronized with each other. As a result, the input fields, 'planned working time link', and day columns for the selected day are locked for input when there are multiple time entries in the DETAILS area.

You can see this in the previous picture. On Thursday, Susan Positive has recorded two types of time - 4:00 hours of Vocational Training and 4:00 hours of Working Time - under Allocated Hours in the DETAILS area. All other methods of entering time in the time sheet are locked for this day.

1.3.1.2 Recording my Attendance Time (Duration-Based)

Use the Payroll Time Sheet to record your attendance time - performing positive time recording.

Tip

You may be an employee who records attendance time in an external time recording system, attendance time which is then imported into your time sheet. If so, the final part of this section contains information that is relevant for you.

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As a positive time recorder, you can enter your duration-based attendance time in three main ways as described below:

● Use the day columns

Click on a day column to select a day, move the cursor up and down in the day column, and click the position corresponding to the amount of time you want to enter.

● Use the input fields

Click on a day column to select a day in the time sheet and enter your attendance time in hours and minutes directly in the input fields for this day.

Note

When using the day columns you can only enter time up to 10:00 hours per day, in increments of 30 minutes. However, by using the input fields you can enter arbitrary times, for example 13:47 hours per day.

● Use the 'Details' section

Select a day in the calendar, and in the DETAILS area under Allocated Hours, enter time directly in the single time records to allocate your time across different time types and cost centers. The example below shows you how you can use the Allocated Hours section to do this:

As a positive time recorder, you can also use the 'planned working time link' in the timesheet to record your attendance time. Here's how:

Transfer your planned working time for the selected day into the time sheet by clicking the 'planned working time link' for that day which is displayed directly underneath the input fields, in blue. For example 8:00 hours for Monday to Friday, as shown in the example below. Planned working time is derived from your work schedule and is adjusted for public holidays, but is not adjusted for absences from work.

Click Save Draft to save your current time entries without submitting the time sheet to your approver. After saving you can for example move forward or backward to the time sheet of another week and enter attendance time for that period.

Note

Depending on how your organization handles time recording (and assuming you have the appropriate permissions), you can also record any on-call time you have worked, or any allowances to which you are entitled, in your time sheet.

Based on the time recording profile that is assigned to you, your time sheet might look a little bit different to the example shown below. The actual behavior of the time sheet also depends on the time recording profile. You can check your time recording profile in your Public Profile, choosing Employment Information Job Information Time Information .

Example

Susan Positive (Executive Vice President) is a salaried employee who records only her overtime in her time sheet. She has a planned weekly working time of 40:00 hours, Monday - Friday.

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On Thursday of this week however, Susan attended a sales conference on behalf of the Corporate Executive Office (CEO). She spent 5:30 hours working at the conference funded from the CEO cost center, with business travel time of 4:00 hours charged to her normal cost center.

She therefore needs to amend her time data for Thursday to make sure 5:30 hours of her time is allocated to the CEO cost center and the remaining 4.00 hours are recorded as business travel. She does this in the

Allocated Hours section of the DETAILS area of her time sheet, as shown in the picture above. The total hours

entered in this section are shown in the day column for Thursday, which is locked for entering data because there are multiple time entries in the Allocated Hours section of the time sheet for this day.

As a result of these entries, the total time recorded in Susan's time sheet (displayed in the week summary area) is 41:30 hours. 40:00 hours is calculated as 'Regular Time', and 1:30 hours as 'Overtime 1.5'.

Caution

If your organization has integrated the Payroll Time Sheet with Employee Central Payroll, you may receive an error message when you save your time sheet for the very first time. If this is the case, contact your

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supervisor or system administrator. It may be that some of your personal data which is required for payroll still needs to be entered into the system before you can successfully save your initial time sheet entries.

Time Recording for Employees whose Attendance Time is Imported from an

External Time Recording System

What do I need to know when my attendance time is imported into my time sheet? For example, when my attendance time is automatically imported into my time sheet from a clock in/clock out time recording system that I use?

If your organization uses a system where attendance times you record are automatically imported into your time sheet, you might be able to change these imported times once they are in your time sheet. This will depend entirely on the rules in force at your workplace and the settings your time administrator has made for your time sheet. However, you will always be able to add new attendance time records in your time sheet, above and beyond the attendance times that have been automatically imported into the time sheet for you.

Furthermore, your time administrator or any authorized user can amend all time records in your time sheet on your behalf - both imported time records in your time sheet and records you have manually entered.

Note

For any given time sheet week, if you do not make any changes or additions to the imported time data, your time sheet is automatically submitted for approval - with the approval process following the defined workflow in place for your time sheet. If you do make changes to this imported data, you will have to manually submit your time sheet at the end of the time sheet week.

1.3.1.3 Submitting my Recorded Time for Approval

(Duration-Based)

Once you have entered your recorded attendance time for a given week, you can submit your time sheet for approval. The approver checks your time sheet and either approves it, or declines approval until you have made further changes.

To submit the time sheet for approval, click the Submit button. A popup opens where you can add a comment for the approver.

After clicking Submit again, the time sheet is sent to your approver. The time sheet status changes from To be

submitted to To be approved and the time sheet approval request now appears in your Pending Requests under My Requests Waiting for Approval.

Note

Depending on your organization's rules, you may be able to change time entries in a time sheet you have submitted for approval (status To be approved) or a time sheet that has already been approved. See Related

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After the approver has made a decision, you'll get an e-mail notification informing you whether your weekly time sheet was approved or not. Time sheets for which approval was declined are opened for corrections, so that you can make your changes and submit again.

Related Information

How Far Back in the Past Can I Record or Update my Time Data? [page 63] Changing Submitted or Already-Approved Time Sheets [page 64]

1.3.2 Negative Time Recording with Duration-Based Times

This section provides information for employees who perform 'negative' duration-based time recording, where only the duration of on-call time, allowances, overtime or other types of attendance time that deviate from an employee's planned working time is recorded.

If you are an employee who records 'duration-based' times using a negative time recording method, this is the section you need to learn more about recording your time in the Payroll Time Sheet. The following subsections will help you understand the layout of your time sheet, how to record your time in it, and how to submit your time sheet for approval:

● What's in my Time Sheet? (Negative Time Recording: Duration-Based) [page 25]

● Recording Exceptions from my Planned Time (Duration-Based) [page 28]

● How Exceptions to my Planned Time (Duration-Based) are Approved [page 31]

1.3.2.1 What's in my Time Sheet? (Negative Time Recording:

Duration-Based)

Your time sheet displays a calendar view of the current week. It is designed for employees who record only exceptions to their planned working time using duration-based times, and where relevant, overtime, on-call time, and allowances. This is negative time recording.

The picture below provides an example of what your time sheet may look like if you are an employee who records only the duration of exceptions to your planned working time. It shows a time sheet for an employee who has a planned working time of 8:00 hours per day, Monday to Friday. This employee records only the duration of exceptions to her planned working time, in hours and minutes. Her planned times are automatically generated by the time sheet on a daily basis, which can be seen when the time sheet is opened. In this example, the time sheet is opened on Wednesday 14th October, and the generated working time for Monday to Wednesday is visualized in the day columns. The week summary area shows the time valuation for the week so far: 24:00 hours of 'Regular Time'.

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The employee in this example has not recorded any exceptions in the time sheet so far this week. Therefore, no status for the time sheet is displayed. A status is displayed only when an exception is recorded, which requires approval.

Note

There are four main areas of your time sheet: Day Columns

The selected day column is marked with a thin blue frame in the time sheet, for Wednesday in the picture above. There are seven day columns, one for each day of the displayed week, containing the calendar date and day at the top. Under the displayed day, the 'total recorded hours' for the selected day are shown in the grey box. The 'planned working time' for the employee is also displayed in each day column, below the 'total recorded hours'. Week Summary Area

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● Total number of hours generated, and manually recorded in addition to planned time, for the displayed calendar week to date

● Breakdown of the time valuation results for the displayed calendar week

When you change your time sheet data, the results are automatically refreshed in the week summary area. Depending on system settings, the week summary area might look slightly different for you.

Note

The breakdown of the different types of time you see in the week summary area are known as time valuation results. They are created from the following possible time entries in your time sheet:

● Planned working time entries that are generated automatically for you as a negative time recorder ● Exceptions to your planned working time that you manually record, including any overtime ● Other times you record such as on-call time or allowances

● Other time data, such as paid holidays and paid absences

Time valuation results represent how your time is classified in preparation for later payroll processing. Time valuation results that are relevant for payroll are called time pay types. For example, the Time Pay Type Regular

Time represents a payment to an employee of the normal hourly rate.

Details Area

Underneath the day columns there is a DETAILS area for the selected day. It can be expanded (and collapsed again) by clicking the section header. It is in this area, under Allocated Hours that you record exceptions to your planned working time.

As a negative time recorder, your planned working time is generated for you on a daily basis. When you select a day column in the time sheet, the generated working time for that day is displayed under Allocated Hours in the

DETAILS area. If you have made time off requests for the selected day, you can also see a one-line summary of

these requests here.

You can also record your on-call time and any allowances you have in this area of your time sheet. The DETAILS area therefore allows you to:

● Record exceptions to your planned working time for the selected day over different time types, if you need to do this.

Tip

You can also assign each manually recorded exception to your planned working time displayed in this section to an alternative (deviating) cost center. If you need to do this, simply enter a working time record and select a deviating cost center for this record.

You cannot reassign generated working time to a deviating cost center.

● See your generated working time for each selected day, and deducted unpaid breaks if applicable.

● See how you have allocated your recorded exceptions for the selected day to different time types, for example, 'working time', 'business travel' or 'overtime'.

● Record your on-call time

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Tip

Time Sheet Buttons

At the bottom of the time sheet there are two buttons you can use to Cancel all time entries that have not yet been saved and Save your deviating time sheet entries for the displayed week.

1.3.2.2 Recording Exceptions from my Planned Time

(Duration-Based)

Use the Payroll Time Sheet to record only exceptions to your planned time - performing negative time recording.

Tip

If you have only worked your planned working time for any given week, you do not need to open your time sheet for that week. Your planned times will be automatically generated for you and your time sheet will be

automatically submitted.

You enter exceptions to your planned working time using duration-based time recording as follows: 1. Select the day in the calendar for which you wish to enter the duration of your exception.

2. In the DETAILS area under Allocated Hours, specify the type of time you are recording in the Time Type field. 3. Enter the Duration of your exception time.

The duration of the exception time you have just entered is now visualized in the selected day column of the time sheet and in the 'total recorded time' field for this day.

4. Save your entries.

Result: Your entries are saved. At the end of the week, your time sheet will be automatically submitted to your approver for approval of the exceptions you have recorded.

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Note

Based on the time recording profile that is assigned to you, your time sheet might look a little bit different to the example shown below. The actual behavior of the time sheet also depends on the time recording profile. You can check your time recording profile in your Public Profile, choosing Employment Information Job Information Time Information .

Example

The example shows a timesheet for a negative time recorder - an employee working a rotating shift pattern who records only the duration of exceptions to his planned working time. In this example, he is scheduled to work a late shift of 7:30 hours on Monday, Wednesday, and Friday and an early shift of 8:30 hours on Tuesday and Thursday of this week. Premiums are paid for early and late shift working.

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The employee opens his time sheet on Wednesday 14th October. The planned working time up to and including the current day is generated for the employee and is visualized in the day columns of the time sheet. He records 3:00 hours overtime on Monday and Wednesday, as shown in the picture below:

The first two hours of overtime each day are paid at the 'Overtime 1.5' rate, and any further hours at the 'Overtime 2.0' rate. The resulting time valuations for this overtime are displayed in the week summary area, together with the generated 'Regular Time' so far this week (23:30 hours) and the applicable early and late shift premiums. In this example, no on-call time or allowances have been recorded.

Note

In this example, the time sheet has the status Changes to be approved. This status is shown only when a negative time recorder has entered and saved one or more exceptions in his or her time sheet which need to be approved. A workflow for this approval will be automatically created at the end of the time sheet week. Where no exceptions are entered, the time sheet of a negative time recorder shows no status.

Caution

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supervisor or system administrator. It may be that some of your personal data which is required for payroll still needs to be entered into the system before you can successfully save your initial time sheet entries.

1.3.2.3 How Exceptions to my Planned Time

(Duration-Based) are Approved

Once you have entered and saved any exceptions to your planned time for a given week in your time sheet, it is automatically submitted for approval at the end of the week. You can see the corresponding status of the time sheet in the week summary area. The approver checks your time sheet and either approves it, or declines approval until you have made further changes.

After the approver has made a decision, you'll get an e-mail notification informing you whether your weekly time sheet was approved or not. Time sheets for which approval was declined are opened for corrections, so that you can make your changes.

Related Information

1.3.3 Overtime Recording with Duration-Based Times

This section provides information for employees who perform overtime-only time recording, where only the duration of time they work in addition to their planned working time is recorded, plus any on-call time or allowances.

If you are an employee who records 'duration-based' times using an overtime-only time recording method, this is the section you need to learn more about recording your time in the Payroll Time Sheet. The following subsections will help you understand the layout of your time sheet, how to record your overtime in it, and how to submit your time sheet for approval:

● What's in my Time Sheet? (Overtime Recording: Duration-Based) [page 32]

● Recording my Overtime (Duration-Based) [page 34]

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1.3.3.1 What's in my Time Sheet? (Overtime Recording:

Duration-Based)

Your time sheet displays a calendar view of the current week. It is designed for employees who record only the duration of overtime and any on-call time or allowances to which they are entitled.

The example below shows what your time sheet may look like if you are an employee who records overtime, and (where permitted) any on-call time or allowances using duration-based times, in hours and minutes. The employee has recorded 2:00 hours of overtime on Monday and 1:00 hour overtime on Tuesday. These 3:00 hours will later be paid at 1.5 times the normal overtime rate. The employee also recorded 4:00 hours on-call time on Sunday 4th October which is also shown in the picture below. No allowances have been recorded, and the time sheet is yet to be submitted for approval.

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Note

There are four main areas of your time sheet: Data Entry Area

A set of columns, one for each day of the displayed week, is your main data entry area of the time sheet. The selected day column is marked with a thin blue frame (for example on Sunday in the picture above) and is ready for input. Click into the 'hours' and 'minutes' input fields directly below the day of the week and enter the duration of your overtime for the selected day. Your entered time is then visualized in the day column.

Recording my Overtime (Duration-Based) [page 34] explains how you enter your overtime in this area. Week Summary Area

● Total hours recorded to date for the displayed calendar week

● Breakdown of the time valuation results for the displayed calendar week ● Current time sheet status

When you change your time sheet data, the results are automatically refreshed in the week summary area. Depending on system settings, the week summary area might look slightly different for you.

Note

The breakdown of the different types of time you see in the week summary area are known as time valuation results. They are created from any overtime, on-call time, or allowances you record, and from other time data such as paid holidays and paid absences. Time valuation results represent how your time is classified in preparation for later payroll processing. Time valuation results that are relevant for payroll are called time pay types.

For example, the time pay type Overtime 1.5 represents a payment to an employee of one and a half times the normal overtime rate. So, if the normal overtime rate is USD 20.00 per hour, and the employee has worked 3 hours overtime calculated with the Time Pay Type Overtime 1.5, he or she will receive a gross payout in payroll of 3 hours x USD 30.00 = USD 90.00.

Details Area

Underneath the data entry area there is a DETAILS area for the selected day. You can also record your overtime here, and any on-call time or allowances.

This area can be expanded (and collapsed again) by clicking the section header. If you already entered overtime in the time sheet for the selected day, you can see that time under Allocated Hours in the DETAILS area,

automatically assigned to a default time type. If you have made time off requests for the selected day, you can also see a one-line summary of these requests here.

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The DETAILS area therefore allows you to:

● Record your recorded overtime for the selected day over different time types, if you need to do this. You can also assign each time 'record' displayed in this section to an alternative (deviating) cost center, if required. ● See how the overtime you have entered for the selected day is allocated to different time types, for example,

'working time' or 'business travel'. ● Record your on-call time

● Record any allowances to which you are entitled

Tip

Time Sheet Buttons

At the bottom of the time sheet there are three buttons you can use to cancel all time entries that have not yet been saved, save your time sheet (including all time entries) in draft mode, and submit your time sheet for the displayed week to your approver.

Note

All time entries for a selected day are synchronized with each other. As a result, the input fields and day columns for the selected day are locked for input when there are multiple time entries in the DETAILS area.

1.3.3.2 Recording my Overtime (Duration-Based)

Use one of the following options to add your duration-based overtime into the time sheet, clicking the column of a day to make it ready for input.

You can enter your overtime using duration-based time recording in three main ways: ● Enter your overtime in hours and minutes in the input fields of the selected day column.

● Move the cursor up and down in the bar chart area underneath the input field and click the position corresponding to the amount of overtime you want to enter for the selected day.

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● Enter your overtime in the DETAILS section of the time sheet, under Allocated Hours. Here you can allocate your recorded overtime to the different time types and cost centers available for you. By entering a specific cost center here, you can ensure that the cost of overtime will be posted to this alternative cost center, deviating from your default cost allocation.

Click Save Draft to save your current overtime entries without submitting the time sheet to your approver.

Note

Example

The picture below shows a time sheet for an employee who records only overtime.

For the time sheet week shown in the above picture, Tom works a total of 5:00 hours overtime: 1:45 hours on Monday, 1:00 hours on Wednesday, and 2:15 hours on Thursday. Tom enters this overtime in his time sheet.

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He is paid at the 'Overtime 1.5' rate for the first 4:45 hours of overtime worked, and receives the 'Overtime 2.0' rate for any hours worked beyond 4:45 hours. The time sheet program calculates the time valuation results based on his time sheet entries. These are displayed in the week summary area of the time sheet, showing the total recorded overtime of 5:00 hours and the split between the two applicable overtime rates.

Note

● Depending on the time recording profile that is assigned to you, your time sheet might look a little bit different to the example shown here. The actual behavior of the time sheet, for example the overtime calculation, also depends on the time recording profile. You can check your time recording profile in your Public Profile, choosing Employment Information Job Information Time Information .

● In the Allocated Hours section you might also see additional fields depending on the set up of the time sheet by your organization.

Caution

supervisor or system administrator. It may be that some of your personal data which is required for payroll still needs to be entered into the system before you can successfully save your initial time sheet.

1.3.3.3 Submitting my Overtime for Approval

(Duration-Based)

Once you have entered your overtime recordings for a given week, you can submit your time sheet for approval. The approver checks your time sheet and either approves it, or declines approval until you have made further changes.

To submit the time sheet for approval, click the Submit button. A popup opens where you can add a comment for the approver.

After clicking Submit again, the time sheet is sent to your approver. The time sheet status changes from To be

submitted to To be approved and the time sheet approval request now appears in your Pending Requests under My Requests Waiting for Approval.

Note

Depending on your organization's rules, you may be able to change time entries in a time sheet you have submitted for approval (status To be approved) or a time sheet that has already been approved.

After the approver has made a decision, you'll get an e-mail notification informing you whether your weekly time sheet was approved or not. Time sheets for which approval was declined are opened for corrections, so that you can make your changes and submit again.

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Related Information

1.3.4 Recording my Duration-Based On-Call Time

You can use the Payroll Time Sheet to record your duration-based on-call hours.

On-call time is a specific type of working time, where as an employee you are not present at the workplace but are ready and available to be called into work for specific tasks, such as emergency maintenance or covering for unforeseen absences of colleagues. For this call availability (depending on how your organization handles on-call working), you normally receive an additional payment.

Note

On-call time you record in your time sheet is not working time, nor is it an absence. It is a special type of time category that does not normally count as 'productive' time. Depending on the rules in place in your organization, on-call time is normally not considered for overtime calculation, nor included in any calculation of overall working time.

To add on-call time in your time sheet, proceed as follows: 1. Open the DETAILS area of your time sheet.

2. Click Add On-Call Time.

Your time sheet is opened for you to record your on-call time.

3. Enter the type of on-call time you want to record in the Time Type field and add the Duration (hours/minutes) of this on-call time.

4. If required, add information on the Cost Center if you want to book your on-call time to a cost center different than your default cost center.

5. Click Save Draft to save your entries or clickSubmit to forward your time sheet for approval.

Note

A confirmation that your on-call time has been recorded appears in the week summary area of your time sheet, as shown in the example below.

Example

Here is an example for employee Irvi Singh. She records 5:00 hours of duration-based on-call time in her time sheet for Friday 31st July:

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1.4 Clock Time-Based Time Recording

This section of the guide is relevant for you if you record the start and end times of your work in the Payroll Time Sheet.

'Clock time-based' time recording is a time recording variant based solely on automatically generated and manually-entered start and end times of work within a specified period, for example, per day. Break times may or may not be deducted from clock times you record in your time sheet, depending on legal regulations, collective agreements, contracts, or other provisions in place within your organization. The time recording variant assigned to you in your time recording profile is also assigned in your work schedule and time profile.

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Restriction

You cannot record the clock time 24:00, but 00:00 is possible.

You cannot enter a clock time-based time segment which spans midnight. For example, 22:00 - 02:00 is not permissible.

Tip

Within the Details section of your time sheet you may see time sheet entries with a grey background that you cannot change or delete. These are time sheet entries made on your behalf by your manager or by an authorized time administrator.

You may also notice certain time types in the drop-down menu of the Time Type field in the Details section that also have a grey background, are read-only, and cannot be selected to record time against. Settings made by your administrator in your time profile control which time types you can use in your time sheet. However, your manager or authorized administrator will be able to create time sheet entries on your behalf using the entire range of time types in the system.

Where can I find the information I need to get started?

One of the following subsections contains all the information you need to record your clock times in the time sheet: ● If you record the start and end times of all your working time (‘attendance time’), in addition to overtime,

absences, on-call time, and allowances, go here: Positive Time Recording with Clock Times [page 42]

● If you record only the start and end times of on-call time, allowances, overtime or other types of attendance time that deviate from your planned working time, go here: Negative Time Recording with Clock Times [page 48]

● If you record only the start and end times of overtime that is in addition to your planned working time, plus any on-call time or allowances, go here: Overtime Recording with Clock Times [page 56]

Read Recording my Clock Time-Based On-Call Time [page 61] for additional guidance when you record the start and end times of any on-call work you have performed.

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1.4.1 Deduction of Breaks from Clock Time Entries in your Time

Sheet

Deducting Unpaid Breaks from your Scheduled Working Time

If you record your working time using clock times, deductions from your recorded time may be made for unpaid breaks. If unpaid breaks are to be deducted from your recorded clock times, this can happen in two different ways:

(A) Automatic Deduction of Scheduled Unpaid Breaks

Depending on your role, working conditions (for example shift working), and any workplace agreements in force in your organization, it may be that scheduled unpaid breaks are automatically deducted from the working time you record in your time sheet.

The picture below shows a time sheet for an employee with a scheduled working time of 08:00 - 17:00, Monday to Thursday, and 08:00 - 13:45 on a Friday. Unpaid scheduled breaks are deducted from the time recorded by the employee each day. This example shows that on Wednesday scheduled unpaid breaks are automatically deducted between 10:00 and 10:15, and between 12:30 and 13:15. Overtime is also recorded by this employee between 17:00 and 19:00 on Wednesday and as you can see from the time sheet, 0:15 hours is deducted from this overtime for an additional scheduled unpaid break between 18:15 and 18:30.