TSS - Timekeeping

Timekeeping

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First Published  :Wed Nov 26 20:23:58 GMT 2014
Last Modified  :Wed May 06 12:44:01 GMT 2020
Last Published  :Wed May 06 12:44:01 GMT 2020
Summary :  Reference for employees who have questions regarding timekeeping policies and time entry processes. Audience: Non-Exempt Employees

Response

Primary Information

    Recording Hours Worked:
    The University is required by state and federal law to keep accurate records of hours worked by non-exempt and salaried non-exempt employees. Departments are responsible for maintaining attendance records for both non-exempt staff types and time off records including sick, personal, and vacation time for all employees. Records for exempt staff vacation, sick, and personal time should also be maintained in the time off system but hours need not be recorded. (see Correcting Time Off article). Each week, an authorized department staff member will enter the hours worked for non-exempt and salaried non-exempt  employees (staff, student workers, and temporary employees) into the University’s Time Entry System. Access to this system is obtained through completion of an application, approval of the supervisor and submission to Tufts Support Services.
      
    Time Entry Process
    On-Line Time Entry through PeopleSoft:
    Note that Time Entry is best completed from a computer or laptop rather than a cell phone and that you may have difficulty with a Mac/Safari browser. Try changing browsers if you are having technical issues. If you are Off Campus, note that you must also be on the VPN to have full access to PeopleSoft functions such as Time Entry and ePaf.

    Many staff and student employees are paid on a weekly pay cycle. For these employees, work hours must be reported before the employee will be paid. Each department has one or more employees who are responsible to enter and submit this information through the University’s On-Line Time Entry System.
     
    The On-Line Time Entry system allows authorized department staff (PeopleSoft HRMS Account Application) to enter hours worked directly into the PeopleSoft Human Resources system. This system was designed to increase processing speed and give department’s adequate time to submit data while minimizing the opportunity for error. Tufts Support Services provides the ePAF/Time Entry Manual/documentation and training to new users and is available to answer questions at any time.  Please Note: As of June 3, 2019, the appearance of eServe has changed. The steps in this process will mostly remain the same, but your screen may not match these images. We are working on updating this document. Time Entry is accessible in eServe from the Workforce  Portal Menu - Time Management.

    Deadlines:
    Tufts Support Services creates the Time Entry pages during the payroll production process. These pages are generally available by Thursday afternoon and departments must submit hours by the following Tuesday afternoon. Schedule changes are available for the Department through a shared Outlook Payroll Calendar. Please click here for instructions on adding this Calendar to your Outlook. 

    Also check tss.tufts.edu for the Payroll Calendars on the left margin


    Rosters of Employees:
    A “Roster of Employees” in the timekeeping location is available as a second tab within "Time Entry" once the Timekeep number is entered.  
     A user enters a timekeeping location number to view the individuals paid in that timekeep. Users are able to change the earnings code and hours, and override the pay rate, dept ID, and project/grant. The user confirms that it is “ok to pay”, and moves to the next person.

    If a non-exempt or salaried non-exempt (remember exempt employees are not listed in Time Entry) individual is missing from this version* of the roster, please confirm that a PAF or ePAF has been submitted and that the I-9 has been verified prior to the current payroll opening. Until these steps are complete, an individual will not show in the Time Entry Roster of Employees. For questions about this, contact TSS.  If you would like an individual to be removed from the roster, for Faculty/Staff, a Separation PAF or Change PAF (if moving to a different Timekeep) must be submitted; for Students/Temps, the ePAF user can complete the Termination in ePAF.  Note that changes made while a Time Entry is open will not be reflected until the subsequent week's Time Entry is available.
    When Time Entry data entry is complete, a review of the Roster is a quick way to verify that employees are “ok to pay”. Once hours have been input and verified, the user submits the information to complete the process. 


    The Time Entry System also includes  a “Roster of Active Employees” as its' own menu option on the Left from the Time Management page.  All employees , including non-exempt and salaried non-exempt  employees as well as exempt, are included on this version of the roster. This roster lists names and employee IDs and is available as a reference for Time Entry users. Employees will show here  as soon as they are Active even if they are not yet in Time Entry due to timing (example if someone completes an I-9 on Thursday and Time Entry is already open, their name will not be in the Time Entry roster, but it WILL be on the Roster of Active Employees.)" 
     
    If an employee is no longer on your roster, it is possible that a Timekeep Change was done OR if the employee is non-exempt and on a Leave, he/she may have been moved to the "Leaves" Timekeep, for which TSS will enter Time.  

    Time Sheets:
    To assist departments in meeting the legal requirements to track hours worked for their non-exempt and salaried non-exempt employees, TSS provides a timesheet form. Departments may choose to use this form or a form of their own design. These forms should be kept in the department for six years per https://dca.tufts.edu/records-management/records-retention/employment-records/158#node-186. The TSS recommendation (and practice) is actually to retain Payroll records for 10 years. Timesheets must be signed by the employee's Manager and must be submitted to TSS by the Manager or Timekeep.

    New Hire Timesheet:
    Newly hired employees will not show up immediately in the Time Entry System. A New Hire Timesheet is available to be used for these new staff or student employees. The New Hire Timesheet should be sent to TSS so the employee can receive timely pay for hours worked. Note the Timesheet will not be processed unless there is a valid I-9 on file. Timesheets must be signed by the employee's Manager and must be submitted to TSS by the Manager or Timekeep.  

    For New Hires, please send separate emails for each Timesheet because there is the chance that one or more will not be set up to be paid right away and we need to be able to handle them on a case by case basis. In the event you are submitting Timesheets for established Hires who have already been paid, one email is ok for multiple employees and we keep track by Timekeep
     
    Record Retention:

    Please Note: University departments are responsible for maintaining the records of employee work hours. These forms should be kept in the department for six years per https://dca.tufts.edu/records-management/records-retention/employment-records/158#node-186. The TSS recommendation (and practice) is actually to retain Payroll records for 10 years.
     
    For more information regarding timekeeping policies for non-exempt or salaried non-exempt employees, please see the Employee Handbook. You can contact TSS with any questions.
     
    Reports:
     The following reports are available by going to Navigator-Tufts Menus-Tufts Time Entry-Reports and all require a Control ID to be created. Further instructions for running reports are available in the Time Entry/ePAF Manual
    • Timekeep Generate Time Slips (Requires a Pay Run ID in the format WMMDDYY and a Timekeep Number): the Department may wish to use these to gather time internally prior to entering in Time Entry
    • Timekeep Exception Report (Requires a Pay Period End Date and a Timekeep Number): shows all hours that are not the Regular Time  Earnings Code for each Employee in a Timekeep
    • Timekeep Earnings and Hours (Requires a Pay Period End Date and a Timekeep Number):  shows all hours for each Earnings Code entered for each Employee in a Timekeep
    • YTD Hours by Timekeep (Similar to above but can be multiple Pay Periods for one Timekeep) 

Related Information

    Forms/Documents:
     Employee Handbook
     
    Time Entry/ePAF 
    Please Note: As of June 3, 2019, the appearance of eServe has changed. The steps in this process will mostly remain the same, but your screen may not match these images. We are working on updating this document. Time Entry is accessible in eServe from the Workforce  Portal Menu - Time Management.

    Time Entry Tip Sheet
     
    PeopleSoft HRMS Account Application for access to Time Entry and/or ePAF, The left hand column is for Time Entry/Time Tracking/ePAF for Hiring. The right hand column is used for eServe Workforce Portal to Submit Requests for Personnel Actions like Supplements or Changes.

    Weekly Timesheet (PDF) – *NOTE: not for New Hires
    New Hire Timesheet (PDF)- for tracking purposes, email to TSS rather than Fax to the # on the sheet

    For New Hires, please send separate emails for each Timesheet because there is the chance that one or more will not be set up to be paid right away and we need to be able to handle them on a case by case basis. In the event you are submitting Timesheets for established Hires who have already been paid, one email is ok for multiple employees and we keep track by Timekeep

    Earnings Codes

    Tufts Virtual Private Network (VPN) - use if you are working remotely/from a laptop, else you will not have permission to view Time Entry and/or ePAF.

    FY18 Attendance Record

    FY19 Attendance Record

    FY20 Attendance Record

    https://access.tufts.edu/employee-policies-procedures

     

Information

Keywords

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