Defense Finance and Accounting Service
Timekeeper and CSR Reports
TIME KEEPER REPORTS
Missing Time/Created Leave Report
Conversion Of Hours Report
Time and Attendance Invalid Transaction Report
Employees In Non Pay Status Prior/After Holiday
Manual Time and Attendance Entries Report
TIME AND ATTENDANCE REPORTS MENU
DCPS TIME AND ATTENDANCE REPORTS MENU
T&A REPORTS MENU
Retro Biweekly
Biweekly Daily
MISSING TIME/CREATED LEAVE REPORT
Report displays a list of employees who did not report time for all
or part of their regularly scheduled tour of duty.
As Required (First, Second, Final pass or Daily)
Must be pulled after first pass of the biweekly payroll run
Identify if the employee’s time was erroneously omitted from T&A or if leave was charged for missing time
If zero hours are reported, DCPS will automatically charge LA for tour of duty, when applicable and depending on the activity blanket indicator
Customer Service Representative (CSR) / Timekeeper will research and input all missing time
Should be pulled multiple times until cleared All Timekeepers/CSR’s should
Know how to pull this report
Be responsible for pulling the report
CONVERSION OF HOURS REPORT
Provides a list of employees with reported Time & Attendance transactions that were converted to another code or backed out during the retro or biweekly leave process.
Check After 1st Pass of biweekly Payroll run
Time converted to LWOP
Sick leave converted to annual leave
Leave converted to donated leave
OT converted to regular hours
Advanced Leave converted to regular leave
Compensatory Time converted to leave
Credit Hours converted to leave
Critical for those on the Donated Leave Program
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This report provides CSR/Timekeeper with a listing of schedule data and
reported time transactions, that have been rejected because the
information was invalid or the employee was ineligible for the Type Hours Code reported.
Retroactive corrections will not process if an employee ID appears on this report.
Utilize the error provided to assist in determining why an employee is on
the report.
Research the T&A, the Work Schedule and the DCPS Master Employee Record.
There are a number of reasons for the errors; such as work schedule no
longer matches reported T&A, or an action processed in DCPS which caused T&A to be deleted
INVALID TRANSACTION REPORT
Keep in mind, the Invalid Report only shows the first pay period that
created the error condition.
Check for errors occurring on subsequent pay periods and continuing through to the current pay period.
Follow up to see if employee falls off of next report.
EMPLOYEES IN NON PAY STATUS PRIOR/AFTER HOLIDAY REPORT
Used to alert timekeeper/CSR of possible overpayment of holiday leave.
Employees reported have NOT had the holiday converted to non-pay. Displays employees who are in non-pay status when the holiday is the
first scheduled work day of the pay period.
The timekeeper/CSR must check if the employee was in a pay status the last hour before, or the first hour after the holiday, to determine if employee is eligible to receive holiday leave.
If this report is generated as a result of retroactive T&A adjustments,
the word RETRO will appear in the title field.
Overpayment could result when the workday before and after a holiday
EMPLOYEES IN NON PAY STATUS PRIOR/AFTER HOLIDAY REPORT
MANUAL TIME AND ATTENDANCE ENTRY REPORT
Captures all the Manual Time and Attendance (T&A) entries during the current pay period. The report is available for the CSR/Timekeeper, to research and validate manual T&A entries and made corrections, if necessary.
Provides the name of individual who processed the change on the employee’s T&A
Provides the date the change was processed Biweekly Report
MANUAL TIME AND ATTENDANCE ENTRY REPORT
OTHER TIMEKEEPER REPORTS
Scheduled Edit Report
Alerts timekeeper or CSR when an employee has too many or too few hours scheduled.
Environmental/Call Back Notification Report
This report is a research tool to identify potential overpayments of environmental and/or callback.
Religious Compensatory Time to be Converted
To monitor that advance religious compensatory time is repaid by an equal amount of compensatory time worked within a reasonable period.
Control of Hours Report
Used to reconcile the manual total of exception hours entered via T&A programs.
CSR REPORTS
CSR REPORTS
CSR SITE AND GROUP
CSR REPORTS
Leave Availability Report
Donated Leave Report
Overtime/Compensatory Time Review Report
New Hire Report
Foreign Entitlement Report
MyPay Invalid Report
1
LEAVE AVAILABILITY REPORT
This report provides the employing activity managers with
accumulative information for the leave year for all active employees. A separate report and file will be generated for each CSR group.
1 2 3 4 2 3 4
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Listing of the Recipients having Donated Leave entered through the Donated Leave - Automated screen.
Maintain this report every pay period for research purposes
Family Self
Wounded Warrior
The report will list the recipient status and all of the donors associated with that specific emergency.
When the recipient is removed from the program, the donors and the number of hours/days returned will be listed.
When there is a balance remaining all hours will be returned to donors at a prorated basis.
Information regarding Donated Leave can be found in the manual begininng on page F4-79.
DONATED LEAVE REPORT
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Resource for agency to monitor overtime and compensatory time
The conditions will be printed on the report and identified with code(s) for any active employee who meets one or more of the conditions.
NEW HIRE REPORT
Provides CSR with a detailed report of new employee records that
were established for the pay period.
The CSR will use this report to verify that the appointment was
entered correctly.
Verify address information, field should not have Activity address
Tax Information should match W4 form
Ensure EFT matches information on request form and DCPS is
updated so employee can be paid appropriately.
When there is missing items such as, mailing address, EFT or
taxes, please contact the employee immediately and update before the pay period Final Pass.
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NEW HIRE REPORT
• Report is generated daily and lists all new employees entered in the current pay period as the time the report generated
• If personnel updates the new hire record, the next report will show the update but will not show what the prior entry was
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FOREIGN ENTITLEMENT REPORT
Assist CSR in the understanding of the payment(s) for Foreign Post Allowance (YF), Foreign Post Differential (YG) and Danger Pay (YR) that was paid by PPE Detailed current and retroactive information for the employees receiving payment
for those entitlements.
MYPAY INVALID REPORT
This report provides the CSR with a detail listing of all transactions
rejected by the MyPay interface.
Any messages relating to the erroneous transactions are printed
on the report.
This report can be used to identify transactions that cannot be
processed in the batch process.
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OTHER CSR REPORTS
Multiple Appointments Reporting Excessive Hours Employing Activity/Organization Change Report Restored Leave/Leave Data Report
Advanced/Family Leave Authorization Report New Organization Report
Outstanding Leave Documentation Report DD/EFT Non-participation Report
MULTIPLE APPOINTMENTS REPORTING EXCESSIVE HOURS
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Identify all employees in the same database who are exceeding the number
of days/hours authorized for all appointments based on scheduled hours and pay details.
EMPLOYING ACTIVITY/ORGANIZATION CHANGE REPORT
This report provides a listing of employing activity and/or organization
updates for New Hires (N), Transfer / Reassignment (T) or Separations (S). This is notification to the CSR to update employee level accounting
RESTORED LEAVE/LEAVE DATA REPORT
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This report is used as an audit trail for restored leave and any
miscellaneous changes to leave data entered through the on-line Leave Programs.
This report must be worked to ensure accuracy.
There are separate reports for the Payroll Office and the CSR.
RESTORED Annual Leave Code indicates the year the restored will forfeit
Forfeits at the end of the current year plus two years Forfeits at the end of the next leave year
RESTORED LEAVE/LEAVE DATA REPORT
Monitor and maintain this report for audit purposes regarding restored leave and any miscellaneous changes to leave data.
Information on this report includes the Home Leave record and balance, Annual Leave Ceiling and part time carry-over balances
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This report is a resourceful tool and used as an audit trail for advanced annual leave, advanced sick leave and family leave. The leave type is entered through the Advanced Restored/Family
Leave Program.
NEW ORGANIZATION REPORT
Identifies all organizations established by the interface.
If the organization changes and the activity remains the same, the first social security number will be listed.
The organization will be created using the data from the organization the employee was previously assigned to.
The CSR will use the report to correct the defaulted data on the organization record, where applicable.
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Provides CSR with a detailed cumulative listing of all employees that have used leave requiring supporting documentation.
The types of leave requiring documentation are court leave, military - D.C. Guard leave, law enforcement leave, and military leave.
This report also identifies new employees with leave balances transferred from a Leave and Earnings Statement (LES) when the SF1150 Record of Leave Data is still pending receipt.
The uncertified leave usages for each employee are listed in calendar date sequence.
LEAVE CERTIFICATION SCREEN
LEAVE CERTIFICATION SCREEN - Error Screen
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If an employee has exceeded 224 non-certified leave records for the same leave code, the Leave Certification screen produces the following error screen.
This is caused by not clearing the certification screen regularly After a certain number of records have accumulated, DCPS will not allow more records and creates this error
LEAVE CERTIFICATION – Error Screen Resolution
CSR/Timekeeper will submit a Remedy ticket to payroll office under
the title Workarounds, reference Leave Certification workaround in the details of the request.
Remedy ticket needs to include an itemization of leave certification
rather than a summary or total of leave certification.
Include the following information in order to be worked
1. Date of Leave Certification Record
2. Leave Code(s)
3. Hours for each leave certification record to be certified
The payroll office will submit this information to DCPS I&T to be
WEATHER AND SAFETY LEAVE USED
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This report is for the activity and the CSR to monitor the usage of
Weather and Safety Leave.
Produced at the end of each pay period and will display all Weather
and Safety Leave used for all online pay periods.
Other CSR Reports
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DD/EFT Non-participation Report
The report identifies the employees who are not participating in
the Direct Deposit Electronic Funds Transfer (DD/EFT) program as of the end of the last pay period in each quarter.
The report also records the disposition of the employee's net pay
at that time.
Family Leave Report - Management
This report is used as an audit trail for advanced annual and sick
leave and Family leave entered through the Advanced Restored/Family Leave Program.
Resources - DoD FMR Volume 8
Chapter 2
Chapter 3
Chapter 5
Resources for Timekeeper and CSR
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DoD FMR - Volume 8
Addresses regulations and issues on Civilian Pay Policy
Provides current regulations and policies administered by
OUSD(C), OMB and Department of Treasury.
Describes the principles, objectives, and requirements for
processing DoD civilian employee pay and entitlements.
Pertains to all employee categories including permanent,
PRO USER MANUAL
•
Access the PRO User Manual at this new site:
PRO USER MANUAL
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Section F ReportsSection F Reports
CSR & Timekeeper Menus
PRO USER MANUAL
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5/4/2020 Integrity - Service - Innovation 54 RESOURCES - Timekeeper and CSR Reports
