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People First Manual Timesheet Training Guide Section 2 -- Training Scenarios

People First Manual Timesheet Training Guide Section 2 -- Training Scenarios. People First Manual Timesheet. Topic Page 1. Overview…………………………………….………………………...……….....3 2. General Information/Reminders ……………………………….……….…4

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People First Manual Timesheet Training Guide Section 2 -- Training Scenarios

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  1. People First Manual Timesheet Training GuideSection 2 -- Training Scenarios Version 2.4

  2. People First Manual Timesheet • Topic Page • 1. Overview…………………………………….………………………...……….....3 • 2. General Information/Reminders ……………………………….……….…4 • 4. Fields You Should Complete…………...……………………………………..7 • 8. How To Enter Hours…………………………………………………………….12 • 9. FMLA Check Box………………………………………………………………….13 • 10. Charge Object Timesheets…………………………………………………….14 • 11. Back Of The Timesheet…………………………………………………….…..16 • 12. Fields Your Supervisor Should Complete………...……………………….17 • 13. Scenario 1 -- Recording Sick Time…………………………………………..20 • 14. Scenario 2 -- Recording Permanent On-Call Hours……………………..21 • 15. Scenario 3 -- Recording Occasional On-Call Hours……………………...22 Version 2.4

  3. People First Manual TimesheetOverview The purpose of this Training Guide is to provide detailed information regarding the various fields on the timesheet as well as some examples of completed timesheets illustrating various hours types. This guide should be used along with the Section 1 guide. Version 2.4

  4. People First Manual TimesheetGeneral Information/Reminders • Completing And Submitting Timesheets: • Follow your current Agency process to obtain the correct blank timesheet. NOTE: Copies of all the timesheets are available on the People First Home Page which can be accessed by clicking on the People First/HR Services link in the “Hot Topics” section on the myflorida.com website. • Make sure to use the correct timesheet for the type of time being reported.NOTE: Incorrect timesheets will be automatically “kicked out” by the system and therefore not processed. You will then be required to submit a correct timesheet. • Complete All Required fields. NOTE: Incomplete timesheets will be automatically “kicked out” by the system which could delay receipt of your paycheck. • Timesheets MUST be on legal-sized (8½ x 14) paper. Timesheets submitted on the incorrect paper size cannot be processed. • Cross outs or scratch throughs on the timesheet will not be accepted. • Obtaining Approval: • Timesheets must be approved prior to being submitted to the People First Service Center for processing. Follow your current Agency policy regarding whom to submit your timesheet for approval. • Check with your designated approver if you have any questions regarding approving of your timesheet. • Designated approvers are responsible for ensuring approved timesheets are forwarded appropriately to the People First Service Center. Version 2.4

  5. People First Manual TimesheetGeneral Information/Reminders • Submitting Timesheets: • Timesheet submission deadlines will be provided to Agencies. This information will be communicated to you by your managers or HR Professionals. • Only your Agency supervisor or manager will submit approved manual timesheets to the People First Service Center for processing. NOTE: Unapproved timesheets cannot be processed. • A Paper Time Sheet Submission Quality Form Cover Sheet must be included with all groupings of manual timesheets being submitted. This form is available on the People First Home Page which can be accessed by clicking on the People First/HR Services link in the “Hot Topics” section on the myflorida.com website. • Timesheets can be submitted by fax. There are different FAX numbers for the various manual timesheets. They are: • OPS Basic Timesheet FAX number -- 1-888-284-6067 • Non-OPS Basic & Charge Object Timesheet FAX number -- 1-800-272-2830 NOTE: These are dedicated Fax Numbers for Timesheets ONLY and should not be used to fax other non-timesheet related information to the People First Service Center. • Consult with your Agency manager or HR Professional if you have any questions regarding timesheet submission. Version 2.4

  6. People First Manual TimesheetGeneral Information/Reminders • Correcting Timesheets: • A new timesheet must be completed if there are any corrections that need to be made to the original timesheet. Cross outs or scratch throughs on the timesheet will not be accepted. • If the timesheet has not been faxed to the People First Service Center, then the “corrected” version can be faxed. • If the timesheet has already been submitted to the People First Service Center, your Agency manager or HR Professional will need to contact the People First Service Center to have the timesheet “unsubmitted” in the system. Then the “corrected” version can be faxed. • Refer to the Correcting A Timesheet Quick Reference Card on the People First Training web site for additional information. Version 2.4

  7. People First Manual Timesheet Fields You Should Complete Name: Last, First, MI(Please clearly PRINT in this Field) Employee ID Agency Code Format = Two Digit Signature and Date OPS Check BoxThis box will be checked on the OPS Basic Timesheet ONLY. Version 2.4

  8. People First Manual Timesheet Fields You Should Complete, Continued Pay Period From:(Pay Period Begin Date) Format = 09/27/03 OPS Checkbox Pay Period To:(Pay Period End Date) Format = 10/09/03 Page Numbers e.g. 1 of 2(Only needed when submitting more than one timesheet) Position Code (Number) Format = Six Digit Version 2.4

  9. People First Manual Timesheet Fields You Should Complete, Continued Date Format = The numeric date for each day of the week Version 2.4

  10. People First Manual Timesheet Fields You Should Complete, Continued Date Enter Hours Type(Also includes Leave Time Taken) “Hours Type” codes are listed on the Back of the timesheet in the “Time And Attendance Codes” Code Type 1000 =Regular Work Enter Hours (Also includes hours associated with Leave Time) Hours should be recorded in Quarter Hour Increments “Day Totals” = Total of Hours Worked and Hours of Leave Taken. Version 2.4

  11. People First Manual Timesheet Fields You Should Complete, Continued Total Hours Worked EACH Week Total Hours of Leave EACH Week Total Hours for EACH Week Version 2.4

  12. 0 6 0 0 0 1 6 5 0 0 0 5 2 1 5 0 8 0 0 People First Manual Timesheet How to Enter Hours In the example below, the employee worked 6.5 hours of regular time and had 1.5 hours of sick leave. The total hours to be paid for that day would be 8 hours. Additional information regarding how to enter hours can be found on the back of the timesheet. Date Hours Type1000 = Regular Work Hours associated with this Hours Type 6 50 = 6 ½ hours Total Hours for the day Version 2.4

  13. 0 6 0 0 0 1 6 5 0 0 0 5 2 1 5 0 8 0 0 People First Manual Timesheet FMLA Check Box FMLA = Family Medical Leave Act This box would be checked if your leave time taken was related to FMLA. You would check the box next to the HRS Type and Hours Taken that were related to FMLA. To determine if you should check this box, contact the following: • Your Supervisor • Your HR Office Version 2.4

  14. People First Manual Timesheet Charge Object Timesheets The Charge Object Timesheet contains the same fields as the Basic Timesheet, but some of these are in different locations. Below we have identified the various location changes. FMLA Check Box Total Hours Fields Version 2.4

  15. People First Manual Timesheet Charge Object Timesheets, Continued Additionally, the Charge Object Timesheet contains additional fields for the recording of the Charge Object code and related activity/sub activity. The Charge Object code is 32 characters long, therefore you will need to use two lines per Charge Object. The first 16 digits would be recorded on the top line with the remaining 16 digits on the bottom line. This also applies to the activity and sub activity fields. Activity Code Sub Activity Code Charge Object Code(This is a 32 digit code) You would record Hours Type and Associated Hours here. Refer to page 20 for assistance with entering hours. Version 2.4

  16. People First Manual Timesheet Back Of The Timesheet There are detailed instructions located on the back of the timesheets to assist in completing the actual timesheet. Additionally there is a section for you to identify your employee classification information and provide comments, if appropriate. Version 2.4

  17. People First Manual Timesheet Fields Your Supervisor Should Complete Approver ID (Enter the approver’s six digit Employee ID Number) Approver Signature And Date Approver Name : Last, First, MI(Please clearly PRINT in this Field) Version 2.4

  18. People First Manual Timesheet Fields Your Supervisor Should Complete, Continued Approver Telephone #(Area Code and Phone Number. NOT a Suncom Number.) Approver E-mail(Complete if you have a work E-mail Address) OT Day (Two Digit), OT Code (Two Digit) and Number of OT Hours Worked under that OT Code.(May Use up to twelve OT Codes on one timesheet.) Version 2.4

  19. People First Manual Timesheet Fields Your Supervisor Should Complete, Continued • FAX Number (This is the FAX number for signed and approved timesheets. NOT a Suncom Number.) • There are different FAX numbers for the various timesheets. It is important that timesheets are faxed to the appropriate FAX #. • OPS Basic Timesheets should be faxed to 1-888-284-6067 • All Other Timesheets should be faxed to 1-800-828-6094 • NOTE: Supervisors should FAX both the front and back of the timesheet. Version 2.4

  20. People First Manual Timesheet Scenario 1 -- Recording Sick Leave Employee left early on Wednesday, July 14 and was out all day on Thursday, July 15 due to illness. The employee would indicate regular hours for Friday, Monday and Tuesday. Wednesday’s hours would indicate 4 hours of regular time and 4 hours sick leave. Thursday’s hours would indicate 8 hours sick leave. Regular Work Schedule(Hours Type -- 1000) Sick Leave(Hours Type -- 0052) Total Hours Summary Version 2.4

  21. People First Manual Timesheet Scenario 2 -- Permanent On-Call Employee This employee is permanently scheduled as on-call and therefore s/he records scheduled on-call hours with the appropriate Hours Type code. This employee is called in on Saturday for 4 hours which is recorded in addition to the regular scheduled on-call hours. Regular On-Call Work Schedule(Hours Type -- 1002) Additional “Call Back” Hours(Hours Type -- 1004) Total Hours Summary Version 2.4

  22. People First Manual Timesheet Scenario 3 -- Occasional On-Call Employee This employee sometimes has on-call hours. The employee would record both regular and on-call hours using the appropriate Hours Type code to indicate those hours scheduled as on-call. Additionally, this employee was called back on Saturday and would also record those hours. On-Call Work Schedule(Hours Type -- 1002) Total Hours Summary Additional “Call Back” Hours(Hours Type -- 1004) Regular Work Schedule(Hours Type -- 1000) Version 2.4

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