people first manual timesheet training guide section 2 -- training scenarios

Revised 10/20/04 Version 2.4 of 22

People First Manual Timesheet Training Guide

Section 2 -- Training Scenarios


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


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.


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.



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-

2830NOTE: 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.



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.


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.


People First Manual Timesheet Fields You Should Complete, Continued

Position Code (Number)

Format = Six Digit

Pay Period From:(Pay Period Begin

Date)

Format = 09/27/03

Pay Period To:(Pay Period End Date)

Format = 10/09/03

OPS Checkbox

Page Numbers e.g. 1 of 2(Only needed when submitting

more than one timesheet)



Date

Format = The numeric date for each day of the week



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

“Day Totals” = Total of Hours Worked and Hours of Leave Taken.

Enter Hours (Also includes hours associated with Leave

Time)

Hours should be recorded in Quarter Hour Increments

Date



Total Hours Worked EACH

Week

Total Hours of Leave

EACH Week

Total Hours for EACH

Week


6

1

6 5

5

08

5 2

0

0

1

0

0 0

0 00

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


6

1

6 5

5

08

5 2

0

0

1

0

0 0

0 00

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


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


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.

Charge Object Code(This is a 32 digit code)

Sub Activity Code

Activity Code

You would record Hours Type and Associated Hours here.

Refer to page 20 for assistance with entering hours.


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.


People First Manual Timesheet Fields Your Supervisor Should Complete

Approver Name : Last, First, MI(Please clearly PRINT in this Field)

Approver ID (Enter the approver’s six

digit Employee ID Number)

Approver Signature And Date


People First Manual Timesheet Fields Your Supervisor Should Complete,

Continued

Approver Telephone #(Area Code and Phone Number.

NOT a Suncom Number.)

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.)

Approver E-mail(Complete if you have a work E-

mail Address)


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.


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


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


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)

Regular Work Schedule(Hours Type -- 1000)

Additional “Call Back” Hours(Hours Type -- 1004)

Total Hours Summary

people first manual timesheet training guide section 2 -- training scenarios

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