Time Tracking
C&T Employees
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Course Schedule
Overview
Time Tracking
Time Capture Overview
Why does Yale have a Time & Attendance System?
To have a single point of entry for all Time and Attendance information To provide a single system of record for paid time off accruals and Leave
My Time is the University’s
Time & Attendance System
•My Time is accessed through the
University portal at: http://yale.edu/portal
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My Time
Navigation Overview
After clicking on the My Time link, employees will see their My Time home page Users can navigate through My Time from this page
The My Time Inbox will display any notifications or messages the employee has received
By clicking My Timecard, the employee will be taken to their timecard where they may view their hours worked and make any necessary adjustments
My Actions will navigate
employees to links for requesting time off, cancelling a time off request, and requesting a leave of absence
My Reports will allow
My Timecard
Timecard Overview
• Click the X to delete a row of data
• Click the arrow to add a new line
Time is pre-populated for each day on the timecard
Employees will be able to see any adjustments made to their timecard on the Audits tab
Home will navigate you back to
the My Time homepage
^ will hide your top menu. Click it
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Course Schedule
Overview
Time Tracking
Time Capture
Module Objectives
• Understand My Time roles and responsibilities
• Identify when your time needs to be entered and submitted
• Capture your hours worked
• Recognize what happens to your time once it is submitted
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Roles & Responsibilities
Role
Responsibility
Employee
• Complete and approve timecard in My
Time on a weekly (C&T) or monthly
(M&P) basis
• Request time off in My Time
Supervisor / Designated Approver
• Review and approve timecards in My
Time on a weekly basis
• Review and approve or reject time off
requests in My Time
• Review reports for auditing purposes
Business Office Support
• Monitor submissions and approvals
• Review reports for auditing purposes
Central Support (Payroll / Employee
Services)
• Lock pay period
Working a Second Job
• If you are working a second job in another department, that
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Entering and Approving Time
Entering Time
• My Time can be accessed from any computer on campus • Timecards are pre-populated with scheduled hours per day
• Only exceptions (overtime, sick time, etc...) will need to be entered weekly
• Time is entered in 15 minute increments • Ex: 0.25 hours; 0.50 hours; 0.75 hours
Submitting Time
• You should submit time to supervisors by “Approving” your timecards • You should approve your time by End of Day each Friday, or by End
of Day Saturday if you work on Saturday
• If you are unable to approve your timecard by the deadline, your supervisor can adjust and approve your timecard
Time Entry
•The following scenario guides employees through basic time entry and approval
Access My Time through the portal with your NetID and Password.
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Time Entry
Click My Timecard.
Time Entry
Review the timecard.
If no changes are required, click
Approvals, then click Approve.
3.
The Time Period automatically defaults to the current pay period (current week).Each pay period begins on a Sunday and ends on a Saturday.
Review the Week Starting date to ensure you are editing or approving the appropriate pay period. (You may have to select Previous Pay Period)
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Approval by Employee will display in the Sign-Offs, Requests & Approvals tab
when you have approved your time.
4.
Approval by Manager will display in the
Sign-Offs, Requests & Approvals tab when
your supervisor has approved your time.
Time Entry
Notifications
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Timecard Adjustments
• If you have already approved your timecard, and you need to make an adjustment, you must remove your approval before you can edit your timecard
• If your supervisor has also approved your timecard, they will need to remove their approval before you can remove your approval.
• Adjustments can only be made to timecards prior to payroll processing. • If payroll has already been processed, contact your supervisor or business
Time Entry
Access My Time through the portal with your NetID and Password.
1.
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Click My Timecard.
2.
Time Entry
Click Approvals.
3.
Time Entry
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Click Remove Approval.
4.
Time Entry
Remove Employee Approval
• You will not be able to remove your approval if your supervisor has already approved your timecard.
Your timecard can now be edited.
5.
Time Entry
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Time Entry
Access My Time through the portal with your NetID and Password.
1.
Time Entry
Timecard Adjustments
Click My Timecard.
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Time Entry
Timecard Adjustments
Click the +/Æ to add a new line.
Time Entry
Timecard Adjustments
Select the appropriate
Pay Code.
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Time Entry
Timecard Adjustments
Enter the hours related to the chosen pay code.
Time Entry
Timecard Adjustments
Delete the hours originally charged to Hours Worked.
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Time Entry
Timecard Adjustments
Click Approvals, then click Approve.
Time Entry
Timecard Adjustments
Approval by Employee will display in the Sign-Offs, Requests & Approvals tab
when you have approved your time.
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Time Entry
Access My Time through the portal with your NetID and Password.
1.
Employees who are out of the office
during their probationary period, or do not have enough paid time off balance
Time Entry
Time Adjustment – No Accrual Balance
Click My Timecard.
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Delete the hours
pre-populated on the timecard.
3.
Time Entry
Enter the decreased amount of hours worked that day.
4.
Click Save.
5.
Time Entry
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Click Approvals, then click Approve.
6.
Time Entry
Approval by Employee will display in
the Sign-Offs, Requests & Approvals tab when you have approved your time.
7.
Time Entry
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Compensatory Time
• If you are scheduled for 37.5 hours per week, and are asked to work
more than 37.5 hours, you are eligible for up to 2.5 hours of
compensatory time per pay period for work performed over 37.5
hours. Anything over 40 hours is overtime.
Overtime
• If you are asked to work Overtime, add the additional hours to the
Hours Worked pay code
• Time over 37.5 hours is defaulted to Overtime
• If you would like to select compensatory time in lieu of Overtime, you
can move the time to the Comp Time Earned pay code
• If you work more than 40 hours, you must get paid Overtime for any
hours over 40
• Supervisors will have the opportunity to approve the extra hours
worked
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Click My Timecard.
1.
Time Entry
Compensatory Time and Overtime
Time Entry
Compensatory Time and Overtime
Click the day on which you worked Overtime.
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Time Entry
Compensatory Time and Overtime
Enter your total hours worked that day.
Time Entry
Compensatory Time and Overtime
Enter the total hours worked that day.
4.
Click Save.
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Time Entry
Compensatory Time and Overtime
• In this scenario, the employee has indicated they worked 5 extra hours that week.
• Hours above 37.5 are automatically defaulted to Overtime • Hours worked between 37.5 and 40 are eligible for
Compensatory Time
OT or COMP Eligible will denote hours that
are eligible for Compensatory time
•Right click OT or COMP Eligible to move the hours to Compensatory time.
•Click Move.
Time Entry
Compensatory Time and Overtime
Select COMP TIME EARNED in the Pay Code field.
7.
The transfer account listed below is the accountnumber shown on your timecard that defines your approver. You do not need to edit this number here.
Enter the Amount in hours.
8.
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Time Entry
Compensatory Time and Overtime
The Accruals tab will display the Compensatory time balance.
Time Entry
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The Moved Amounts tab will display the amount of hours moved from the OT or Comp Eligible pay code to the Comp Time Earned pay code.
Time Entry
Compensatory Time
• To use compensatory time previously earned, submit a time off
request with the Request Type as: Comp Time
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Course Schedule
Overview
Time Tracking
Time Off Requests
Time Off Requests
Module Objectives
• Recognize the types of paid time off
• Understand the paid time off policies
• Request time off
• Cancel time off requests
• View paid time off balances
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Types of Paid Time Off
•
Vacation Time
•
Sick Time
•
Personal Time
•
Bonus Vacation Time
•
University Holiday
•
University Recess
•
Death in Family
•
Jury Duty
•
Union Business
•
Compensatory Time
Requesting Time Off
Adjusting or Cancelling Time Off Requests
• You should request time off as far in advance as possible, following departmental guidelines
• My Time can accommodate requests up to almost one year in advance
• A new employee may not take paid vacation during the first six months of their employment; however, if a prior agreement has been made at time of hire, unpaid time may be taken
• The same rule applies for sick and personal time during the 90 day probationary period
• Time off requests that span over a holiday (i.e. December 21 through January 6) should be made as two separate requests: one for the time before the
holiday / recess day, and one for the time after
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Time Off Request Approvals
• Supervisors will review your paid time off requests before
approving to ensure the time off does not conflict with
deadlines and business needs
• You will receive a notification of the approval or rejection to
your Yale email and My Time inbox
My Actions
• The following actions can be performed by clicking on My Actions from the home page:
• New Leave Case Request: Used to request a Leave of Absence such as Medical Leave or Military Leave
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Time Off Request
Click Time Off Request.
1.
Time Off Request
Select the Request Type.
Enter a Start Date and End Date.
Enter a Message if desired.
Select the hours you would like to request off. You may request Specific Hours or the Same Hours as Scheduled Shifts (for less than a full day).
2.
Time Off Balances will display on the top of the screen
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Time Off Request
Click Save & Close.
Time Off Request
Cancel Time Off Request
1.
The following scenario guides employees through cancelling a time off request
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Time Off Request
Cancel Time Off Request
Enter the type of
request and start and end date you
previously requested.
Click Save & Close.
Note: If your time off
request crossed more than one calendar week, you will need to submit a different
cancel request for each calendar week.
Time Off Request
Cancel Time Off Request
Click Save & Close.
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Time Off Request
Notifications
Click Inbox.
1.
Employees can view the approval and rejection notifications in two locations:
Time Off Request
Notifications
Click Messages.
2.
Message subject displays that the time off request has been approved or rejected.
The message can also be opened
3.
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Time Off Request
Notifications
Support
Support
• To reset your NetID password, please visit
www.yale.edu/netid
or contact the ITS Help
Desk at 2-9000
• For all other My Time questions, please call
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Time Off Eligibility Information
• Eligible for vacation at their normal rates of pay after completing six
months of continuous service
• Vacation days are earned at a rate of 2 days per month, up to a
maximum of 22 per fiscal year
• Part-time C&T employees earn prorated hours based on FTE
Vacation
Years of Service Completed Allowable Carryover
>10
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10-11
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C&T Paid Time Off Eligibility and Allowance
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• C&T employees are eligible for Bonus Vacation the day required cumulative years of service are completed
• Unused days may be carried over, as long as the total accrual does not exceed permitted levels
Bonus Vacation Eligibility
C&T Paid Time Off Eligibility and Allowance
Years of Total Service Completed One-Time Bonus Vacation Days
15
5
20
10
25
20
30
25
35
30
40
35
45
40
50
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C&T Paid Time Off Eligibility and Allowance
• C&T employees who have completed three months of continuous
employment, and who are required to be absent from work because
of illness or injury, are eligible for sick time with pay
Sick
• The annual sick time allowance for eligible employees is 12 days and is an advance entitlement available for use at the beginning of the fiscal year • Any unused sick days in a fiscal year are carried forward to the next fiscal
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• A full-time regular employee may use up to 4 days per fiscal year for
personal business
• Part-time regular employees who are scheduled to work 20 hours or
more per week are entitled to personal days on a prorated basis
• Full-time part-year employees receive 3 personal days; these are
prorated if they have a part-time schedule of more than 20 hours
• Personal days do not accumulate from year to year
• Employees are eligible for paid personal days after 3 months of
continuous employment
• Personal days cannot be used to extend a vacation except by
mutual agreement of the employee and supervisor
Personal Days
C&T Paid Time Off Eligibility and Allowance
• Full-time C&T employees are allowed 3 days without loss of pay
• Must be for immediate family (Parent, Parent-in-law, Brother, Sister,
Spouse, Child, Grandparent, Domestic partner, Grandchild)
Bereavement
C&T Paid Time Off Eligibility and Allowance
C&T hired prior to 7/1/2009
• Full-time C&T employees are entitled to compensatory time if they
work a Holiday or Recess Day
• They receive 1.5 hours of comp time for each hour worked
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Years of Service Completed Allowable Carryover
1 – 4
2 weeks
5 – 9 3
weeks
10 – 19
4 weeks
20 or more
5 weeks
C&T Paid Time Off Eligibility and Allowance
C&T hired on or after 7/1/2009
• Eligible for Vacation days after 6 months of continuous employment
at a 2 week prorated amount
• Vacation days are given as an advance entitlement at the beginning
of the fiscal year
• Maximum carryover is 2 years worth of vacation days
C&T Paid Time Off Eligibility and Allowance
• Full-time C&T employees who have completed three months of
continuous employment, and who are required to be absent from
work because of illness or injury, are eligible for sick time with pay
Sick
• The annual sick time allowance for eligible employees is 12 days and is an advance entitlement available for use at the beginning of the fiscal year • Any unused sick days in a fiscal year are carried forward to the next fiscal
Sick Time Allowance
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