time & labor tuneup

PeopleSoft

Time & Labor TuneUpJob Aid Packet

Version 2.0 Dec 2018

PeopleSoft

Copyright 2017, San Diego Unified School District. All rights reserved.

This document may be reproduced internally by San Diego Unified School District. Except as noted, all rights are reserved. No part of this

publication may be reproduced, transcribed, stored in retrieval systems, or translated into any language in any form by any means without

written permission of San Diego Unified School District, Integrated Technology Support Services (ITSS), 4100 Normal St, San Diego, CA 92103

Table of ContentsPayroll Phone List ...................................................................... 3

2019 Payroll Schedule ................................................................. 5

Monthly Payroll Checklist for Managers ............................................ 11

Time Reporting Codes ................................................................. 7

How to Run the T&L Blank Account Code Report................................. 13

How to Run the Time Summary Report............................................... 19

Time Summary Report by Employee ................................................ 21

How to Run the Site Account Code Charges Report ................................. 23

How to Run the Cross-Site Account Code Charges Report ........................ 25

How to Run the Audit Paid to Reported Time Report ............................. 27

Audit Paid to Reported Time Report Explanation................................... 29

How to Run the Filled Positions Report ................................................ 31

How to Run the Leave Balance Report ............................................. 35

Payroll Reconciliation Reports Chart ................................................ 37

How to Update Combination Code for Professional Development Subs .......... 17

Navigate to the PeopleSoft site for additional resources and training opportunities. SDUSD > Staff Portal > Technical Support/ Help Desk > select PeopleSoft from the IT Resources drop down menu.

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https://sandi.net/itd/it-resources/peoplesoft

EDUCATION CENTER :: 4100 Normal Street • Room 1150 • San Diego, CA 92103-2682 :: 619.725.7725 :: www.sandi.net

PAYROLL DEPARTMENT EFFECTIVE 01/10/2019

Main Number: (619) 725-7736 FAX Number: (619) 686-6729

MONTHLY PAYROLL LOCATIONS:

o Elementary Schools:0001 – 0089 725-7706 Sophia Van Vechten [email protected] 0090 – 0150 725-7712 Gina Mendez-Gonzalez [email protected] 0153 – 0217 725-7727 Becky Morstad [email protected] 0218 – 0297 725-7710 Lori Wilkinson [email protected]

o Secondary Schools:0301 – 0331 725-7723 Valerie Navarro [email protected] 0332 – 0350 725-7733 Yesenia Mundo [email protected] 0352 – 0369, 3637,3732-3753 725-7728 Lorene Whitley [email protected]

o Central Office0370–0791, 5100–5377, 5521 725-7733 Yesenia Mundo [email protected] 5378 – 5393, 9481 725-7728 Lorene Whitley [email protected] 5400 – 5568 725-7726 Sherie Redding [email protected] 5571 – 5707, 5900 725-7709 Liliana Jimenez [email protected] 0834 – 0896, 8302 – 8813, 5831, 5605 725-7711 Adeile Ahmu [email protected]

HOURLY PAYROLL BY FIRST LETTER OF EMPLOYEE’S LAST NAME:

A 725-8009 Charles Nassau [email protected] B 725-7728 Lorene Whitley [email protected] C 725-7726 Sherie Redding [email protected] D 725-7723 Valerie Navarro [email protected] E, F 725-7706 Sophia Van Vechten [email protected] G 725-7733 Yesenia Mundo [email protected] H 725-7710 Lori Wilkinson [email protected] I, J, K 725-7711 Adeile Ahmu [email protected] L 725-7709 Liliana Jimenez [email protected] M 725-7712 Gina Mendez-Gonzalez [email protected] N, O 725-7727 Becky Morstad [email protected] P through Z 725-8146 Catherine Dickens [email protected]

MISCELLANEOUS FUNCTIONS:

Wage Withholding Orders 725-8009 Charles Nassau [email protected] Workers’ Compensation 725-8146 Catherine Dickens [email protected] Direct Deposit: A – Z 725-7736 Karen Guild [email protected]

ADDITIONAL DEPARTMENT STAFF

Payroll/Benefits Director 725-7717 Sue Weir [email protected] Payroll Supervisor - Classified 725-7702 Anna Marie Villegas [email protected] Payroll Supervisor - Certificated 725-7730 Judith Wind-Walker [email protected] Confidential Administrative Assistant I 725-7718 Deana Davidson [email protected] Payroll/Benefits Clerk (Front Lobby) 725-7736 Karen Guild [email protected]

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mailto:[email protected]































PeopleSoft Time & Labor Tune Up Packet4

SAN DIEGO UNIFIED SCHOOL DISTRICT PAYROLL SCHEDULE 2019

The district is considered a monthly remitter by the Internal Revenue Service. As such, employees should report earnings during the period in which they are earned and not withhold hourly earnings/time cards to be remitted at a later date. Please be sure to turn in time cards in a timely manner to your timekeeper. Timekeepers should make sure time is being entered daily whenever possible. Please don’t wait until the deadline date to enter positive hours. Thank you for your support with timely and accurate reporting of employee positive hours, absences and leave.

PAY DAYON/OFFCYCLE EARNINGS BEING PAID

JANUARY 10, 2019 OFFALL HOURLY EARNINGS REPORTED BY TIMEKEEPER DEADLINEJANUARY 2, 2019 AT 5 P.M.

JANUARY 31, 2019 ON

MONTHLY SALARIED EARNINGS JANUARY 1-31, 2019 PLUS ALLHOURLY EARNINGS REPORTED BY TIMEKEEPER DEADLINEJANUARY 16, 2019 AT 5 P.M.

FEBRUARY 8, 2019 OFFALL HOURLY EARNINGS REPORTED BY TIMEKEEPER DEADLINEFEBRUARY 1, 2019 AT 5 P.M.

FEBRUARY 28, 2019 ON

MONTHLY SALARIED EARNINGS FEBRUARY 1-28, 2019 PLUS ALLHOURLY EARNINGS REPORTED BY TIMEKEEPER DEADLINEFEBRUARY 19, 2019 AT 5 P.M.

MARCH 8, 2019 OFFALL HOURLY EARNINGS REPORTED BY TIMEKEEPER DEADLINEMARCH 1, 2019 AT 5 P.M.

MARCH 29, 2019 ON

MONTHLY SALARIED EARNINGS MARCH 1-31, 2019 PLUS ALL HOURLYEARNINGS REPORTED BY TIMEKEEPER DEADLINE MARCH 18, 2019AT 5 P.M.

APRIL 10, 2019 OFFALL HOURLY EARNINGS REPORTED BY TIMEKEEPER DEADLINEAPRIL 1, 2019 AT 5 P.M.

APRIL 30, 2019 ON

MONTHLY SALARIED EARNINGS APRIL 1-30, 2019 PLUS ALL HOURLYEARNINGS REPORTED BY TIMEKEEPER DEADLINE APRIL 16, 2019 AT5 P.M.

MAY 10, 2019 OFFALL HOURLY EARNINGS REPORTED BY TIMEKEEPER DEADLINEMAY 1, 2019 AT 5 P.M.

MAY 31, 2019 ON

MONTHLY SALARIED EARNINGS MAY 1-31, 2019 PLUS ALL HOURLYEARNINGS REPORTED BY TIMEKEEPER DEADLINE MAY 16, 2019 AT 5P.M.

JUNE 10, 2019 OFFALL HOURLY EARNINGS REPORTED BY TIMEKEEPER DEADLINEJUNE 3, 2019 AT 5 P.M.

JUNE 28, 2019 ON

MONTHLY SALARIED EARNINGS JUNE 1-30, 2019 PLUS ALL HOURLYEARNINGS REPORTED BY TIMEKEEPER DEADLINE JUNE 17, 2019 AT5 P.M.

JULY 10, 2019 OFFALL HOURLY EARNINGS REPORTED BY TIMEKEEPER DEADLINEJULY 1, 2019 AT 5 P.M.

JULY 31, 2019 ON

MONTHLY SALARIED EARNINGS JULY 1-31, 2019 PLUS ALL HOURLYEARNINGS REPORTED BY THE TIMEKEEPER DEADLINE JULY 16, 2019AT 5 P.M.

AUGUST 9, 2019 OFFALL HOURLY EARNINGS REPORTED BY TIMEKEEPER DEADLINEAUGUST 1, 2019 AT 5 P.M.

AUGUST 30, 2019 ON

MONTHLY SALARIED EARNINGS AUGUST 1-31, 2019 PLUS ALLHOURLY EARNINGS REPORTED BY TIMEKEEPER DEADLINEAUGUST 16, 2019 AT 5 P.M.

SEPTEMBER 10, 2019 OFFALL HOURLY EARNINGS REPORTED BY TIMEKEEPER DEADLINESEPTEMBER 3, 2019 AT 5 P.M.

SEPTEMBER 30, 2019 ON

MONTHLY SALARIED EARNINGS SEPTEMBER 1-30, 2019 PLUS ALLHOURLY EARNINGS REPORTED BY TIMEKEEPER DEADLINESEPTEMBER 16, 2019 AT 5 P.M.

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SAN DIEGO UNIFIED SCHOOL DISTRICT PAYROLL SCHEDULE 2019

The district is considered a monthly remitter by the Internal Revenue Service. As such, employees should reportearnings during the period in which they are earned and not withhold hourly earnings/time cards to be remitted at alater date. Please be sure to turn in time cards in a timely manner to your timekeeper. Timekeepers should makesure time is being entered daily whenever possible. Please don’t wait until the deadline date to enter positive hours. Thank you for your support with timely and accurate reporting of employee positive hours, absences and leave.

PAY DAYON/OFFCYCLE EARNINGS BEING PAID

OCTOBER 10, 2019 OFFALL HOURLY EARNINGS REPORTED BY TIMEKEEPER DEADLINEOCTOBER 1, 2019 AT 5 P.M.

OCTOBER 31, 2019 ON

MONTHLY SALARIED EARNINGS OCTOBER 1-31, 2019 PLUS ALLHOURLY EARNINGS REPORTED BY TIMEKEEPER DEADLINEOCTOBER 16, 2019 AT 5 P.M.

NOVEMBER 8, 2019 OFFALL HOURLY EARNINGS REPORTED BY TIMEKEEPER DEADLINENOVEMBER 1, 2019 AT 5 P.M.

NOVEMBER 27, 2019 ON

MONTHLY SALARIED EARNINGS NOVEMBER 1-30, 2019 PLUS ALLHOURLY EARNINGS REPORTED BY TIMEKEEPER DEADLINENOVEMBER 18, 2019 AT 5 P.M.

DECEMBER 10, 2019 OFFALL HOURLY EARNINGS REPORTED BY TIMEKEEPER DEADLINEDECEMBER 2, 2019 AT 5 P.M.

DECEMBER 30, 2019 ON

MONTHLY SALARIED EARNINGS DECEMBER 1-31, 2019 PLUS ALLHOURLY EARNINGS REPORTED BY TIMEKEEPER DEADLINEDECEMBER 16, 2019 AT 5 P.M.

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PAYROLL DEPARTMENT

Impact to Check Amount

TRC EARN CODE Description (If column is blank, there is no

impact to the check amount.) Employees

11UNP UNP 11-Month Unpaid Days (21-23) -1 X Hourly Rate Classified 11 month ---

ADOPT ABS Adoption

Certificated, managers, supv, and confidentials (other classified - use personal necessity) ---

BRV BRV Bereavement All monthly ---

CAT CAT Catastrophic Leave

Prior approval required - site will receive notification from Human Resources Cat

CLSLI SIL Clsfd Perfect Attendance Classified monthly ---CRT ABS Court Appear Subpoena Witness All monthly ---DBS DBS District Business All monthly ---DBSPD DBS District Bus Professional Dev Certificated monthly ---FLH FLH Floating Holiday Classified monthly only ---IA WCH Industrial Accident All monthly IAJUR JUR Jury Duty All monthly ---LHS LHS Sick Leave-Half Pay -.5 X Hourly Rate Classified Half SickMAT MAT Maternity Leave All monthly ---MIL MIL Military Duty All monthly ---

PAL PAL Paid Administrative LeaveBy direction of Human Resources only ---

PAT ABS Paternity

Certificated, managers, supv, and confidentials (other classified - use personal necessity) ---

PB2HR PB2 Personal Business 2 Hours All monthly ---PBUNC UNC Personal Business Unpaid -1 X Hourly Rate CertificatedPBUNP UNP Personal Business Unpaid -1 X Hourly Rate Classified ---

PPI PPI Prof and Personal ImprovementManagers, supervisors, confidentials ---

PRB PRB Personal Business All monthly (excluding AASD and SDEA) Sick

PRN PRN Personal Necessity All monthly SickRH PRN Religious Holiday All monthly SickSAL SLF Adoption-Additional Leave SDEA only SickSLF SLF Sick Leave Full All monthly SickSLH SLH Sick Leave-Half Pay -.5 X Hourly Rate Certificated Half SickSPL SLF Paternity-Additional Leave SDEA only SickSUS SUS Suspension -1 X Hourly Rate All monthly ---UAL UAL Unpaid Administrative Leave -1 X Hourly Rate Certificated ---UB UNB Union Business All monthly ---UNA UNA Unauthorized Absence -1 X Hourly Rate Classified ---UNC UNC Unpaid Time -1 X Hourly Rate Certificated ---UNP UNP Unpaid Time -1 X Hourly Rate Classified ---

VAC VAC Vacation

Monthly eligible employees - classified, CDC, and central office managers Vac




SLCHR SHC Certificated Hourly Employee 1 X Hourly Rate Certificated hourly SickSLLHR SHL Classified Hourly Employee 1 X Hourly Rate Classified hourly Sick

Calculate hours earned by 1.5 hours for non-exempt employees and hours earned by 1.0 for professionals




CPE CPE Comp Time Earned Classified Comp +CPT CPT Comp Time Taken Classified Comp -

Charge Leave Bank?

Use only with salaried assignments

COMP TIME REPORTING CODES

ABSENCE REPORTING CODESHealthy Workplace Healthy Families Act of 2014 Paid Sick Leave

Use with hourly certificated and classified assignments (excludes visiting teachers)

Charge Leave Bank?

Charge Leave Bank?

TIME REPORTING CODES/EARNING CODESRates Effective: 07/01/18 (Updated 7/24/2018)

ABSENCE REPORTING CODESUse with salaried assignments and summer school/intersession

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PAYROLL DEPARTMENT

Impact to Check Amount 07/01/18



AED AED Adult Education 30.69 Certificated ---

CHR CHR Certificated Hourly Pay Hourly Rate Certificated ---

CRH CRH Classroom Hourly

Max of 47.68 or Pro Rata - Whichever is

greater Certificated ---CRW CRW Curriculum Writing 36.13 Certificated ---CSI CSI Summer School/Intersession Pay Pro Rata Certificated ---CSP CSP Children Center Spec Proj 22.68 ECE Certificated ---

ECC ECC Emergency Class Coverage


greater Certificated ---

EDM EDM Extended Day Math



EDR EDR Extended Day Reading



EXP EXP Walk On Coach - Certificated 1099.82 per unitNot an hourly rate. Report in UNITS only. ---

HMG HMG Certificated Mgmt - Hourly 46.97 10/11 month managers ---JDP JDP Jury Duty Postponement 119.36 Certificated ---MOV MOV Facility Move at VT Rate 19.89 Certificated ---MPB MPB Move Prop/Bond Work Pro Rata Certificated ---NCT NCT Non-Classroom Hourly 36.13 Certificated ---

NHM NHM Hrly NonManagement 34.4110/11 certificated month managers ---

PDP PDP Staff Development Mandatory Pro Rata Certificated ---PRO PRO Contract Rate Pro Rata Certificated ---

PTCL PTC Prime Time Classroom Hourly


greater Certificated ---PTTU PTU Prime Time Tutoring Hourly 36.13 Certificated ---

SAT SAT Saturday School


greater Certificated ---SPV SPV Supervision Session Authorized 30.10 Certificated ---TUT TUT Tutor 36.13 Certificated ---WCC WCC Workshop Child Cen Attendee 16.96 ECE Certificated ---WKC WKC Workshop Certificated 24.10 Certificated ---WKM WKM Workshop Management 22.96 Certificated ---WKP WKP Workshop Presenter 53.54 Certificated ---WPC WPC Workshop Child Ctr Presenter 22.68 ECE Certificated ---WPS WPS Teacher Working Prep Pro Rata Certificated ---XTM XTM BTSA Monthly Meetings 24.10 Certificated ---XTP XTP BTSA Support Provider 53.54 Certificated ---



VRC VRC Retired Visiting Teacher (LCAP Testing) 36.13

SAMS system will default time for the number of hours worked with this code ---

SVT VTS Substitue Visiting Teacher (LCAP Testing) $159.15 Daily Rate of Pay

SAMS system will default WITH 8 hours to pay at per diem rate ---

Charge Leave Bank?

CELDT TESTING - VISITING CERTIFICATED EMPLOYEES

TIME REPORTING CODES/EARNING CODES

Always supply an HCM account when adding to a salaried job

Charge Leave Bank?

CERTIFICATED POSITIVE PAY REPORTING CODES - EFF 07/01/18 with 1% increaseAdds to paycheck - use on hourly assignments or as extra pay on salaried assignment

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PAYROLL DEPARTMENT

Impact to Check Amount 07/01/18



SVT VTS Substitute Teacher Day to Day $159.15 Daily Rate of Pay

Visiting Teachers - SAMS system will populate time with this code N/A

EVT VTE Established Visiting Teacher - Payroll Use Only $168.50 Daily Rate of Pay

Established Visiting Teacher - Eligible for higher rate of pay on 91st day - Rate changed through Time Admin Process N/A

LVT VTL Visiting Teacher Long Term $177.85 Daily Rate of Pay

Visiting Teachers - timekeeper overrides after 5 consecutive days in a single assignment N/A

CVN VCN Visiting Certificated Nurse $253.84 Daily Rate of Pay

Visiting Certificated Nurse - Time Managed at Central Office Department Level N/A

CVPSY VPY Visiting Certificated Psychologist $386.28 Daily Rate of Pay

Visiting Certificated Psychologist - Time Managed at Central Office Department Level N/A

CVSLP VSPVisiting Certificated Speech Language Pathologist $331.10 Daily Rate of Pay

Visiting Certificated Speech Language Pathologist - Time Managed at Central Office Department Level N/A

RVP VRP Visiting Retired Pro Rata Pro Rata

Visiting Retired Teacher - Eligible for Pro Rata pay for full range of duties N/A

SIVTL VSLVT Summer/Intersession Primary Classroom Teacher $158.23 Daily Rate of Pay

Visiting Teachers assigned to SSI as the primary classroom teacher N/A

SIVT VSD VT Summer/Intersession $138.55 Daily Rate of Pay

Visiting Teachers working SSI as a substitute for another teacher N/A

SCCVT VCSOn ECE job record: Substitute Teacher Day to Day $136.67 Daily Rate of Pay

Visiting Teachers - ECE day to day rate - SAMS will populate time with this code N/A

LCCVT VCL Long Term Child Center VT $144.67 Daily Rate of PayVisiting Teachers - ECE long term rate N/A




SLSVT SSV Sick Leave Substitute Teacher Day to Day 1 X Hourly RateSubstitute Teacher Day to Day Sick

SLEVT SEV Sick Leave Established Visiting Teacher 1 X Hourly Rate Established Visiting Teacher Sick

SLLVT SLV Sick Leave Visiting Teacher Long Term 1 X Hourly Rate Visiting Teacher Long Term Sick

SLCVN SCN Sick Leave Visiting Certificated Nurse 1 X Hourly Rate Visiting Certificated Nurse Sick

SLPSY SPY Sick Leave Visiting Certificated Psychologist 1 X Hourly RateVisiting Certificated Psychologist Sick

SLSLP SSPSick Leave Visiting Certificated Speech Language Psychologist 1 X Hourly Rate

Visiting Certificated Speech Language Psychologist Sick

SISVL SLSSick Leave VT Summer/Intersession Primary Classroom Teacher 1 X Hourly Rate

VT Summer/Intersession Primary Classroom Teacher Sick

SISVS SSS Sick Leave VT Summer/Intersession 1 X Hourly Rate VT Summer/Intersession Sick

SLCVS SCSOn ECE Job Record: Sick Leave Substitute Teacher Day to Day 1 X Hourly Rate

Substitute Teacher ECE Day to Day Sick

SLCVL SCL Sick Leave Long Term Child Center VT 1 X Hourly Rate Long Term Child Center VT Sick

VISITING CERTIFICATED EMPLOYEE ABSENCE REPORTING CODESUse with hourly visiting teacher assignments

Charge Leave Bank?

TIME REPORTING CODES/EARNING CODES

VISITING CERTIFICATED EMPLOYEES POSITIVE PAY REPORTING CODES - 1% increase as of 07/01/18

Charge Leave Bank?

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PAYROLL DEPARTMENT




LHR LHR Classified Hourly Pay Hourly Rate Classified ---

COA COA Walk On Coach - Classified 1099.82 per unitNot an hourly rate. Report in UNITS only. ---

EXTA AST Extra Time - Absences Hourly Rate Food Services only ---EXTC AST Extra Time - POS/Computer Hourly Rate Food Services only ---EXTCC AST Extra Time - Cash Control Hourly Rate Food Services only ---EXTCT AST Extra Time - Catering Hourly Rate Food Services only ---EXTE AST Extra Time - Equipment Failure Hourly Rate Food Services only ---EXTP AST Extra Time - Production Hourly Rate Food Services only ---EXTRA AST Extra Time Hourly Rate Classified ---EXTS AST Extra Time - Serving Hourly Rate Food Services only ---EXTT AST Extra Time - Training Hourly Rate Food Services only ---HWOTH OTH Holiday Worked Overtime (1.5x) 1.5 X Hourly Rate Classified ---HWOTS OTS Holiday Worked Straight (1x) 1 x Hourly Rate Classified ---LSI LSI Summer School/Intersession Pay Hourly Rate ClassifiedOTD OTD Overtime Double Time (2x) 2 X Hourly Rate Classified ---OTH OTH Overtime 1.5 X Hourly Rate Classified ---OTS OTS Overtime Straight Time (1x) 1 X Hourly Rate Classified ---WKL WKL Workshop Classified 11.00 Classified ---WKLOT WOT Workshop Classified Overtime 16.50 Classified ---




BON BON Bonus PayAnnual payment per collective

bargaining agreement Payroll office only ---

CBH CBH Child Bonding Half Pay Hourly Rate Payroll office only ---

CBS CBS Child Bonding Sick Leave Hourly Rate Payroll office only ---

LNG LNG Longevity PayAnnual payment per collective

bargaining agreement Payroll office only ---MKD MKD Make Up Days Hourly Rate Payroll office only ---PMP PMP Partial Month Pay Hourly Rate Payroll office only ---TSA SFJ Transportation Sick Adjustment Transportation only ---TVA VAJ Transportation Vac Adjustment Transportation only ---

IASLF SLF Industrial Accident Full Sick Payroll office only SickIALHS LHS Industrial Accident Half Sick Payroll office only-classified Half SickIASLH SLH Industrial Accident Half Sick Payroll office only-certificated Half SickIAPND SLF Industrial Accident Pending Payroll office only SickIAPLH LHS Industrial Accident Pending (Half) Payroll office only Half SickIAVAC VAC Industrial Accident Vacation Payroll office only Vac

Charge Leave Bank?

SPECIAL USE CODESOnly for use by designated offices

Always supply an HCM account when adding to a salaried job

Effective 01-01-2018 Minimum Wage Increase to 11.00/HrCLASSIFIED POSITIVE PAY REPORTING CODES

Adds to paycheck - use on hourly assignments or as extra pay on salaried assignment

Charge Leave Bank?

10

Monthly Payroll Checklist for Managers

This checklist is provided to managers to assure tasks required to monitor and audit payroll

transactions will be completed each month. This checklist must be completed and signed by each site

administrator/department head monthly.

To Do – Reconciling Your Payroll

Prior to the timekeeping/payroll deadline (2 payrolls and 2 deadlines each month):

Run the Time Summary Report to review positive hours and absences that have been reported. Look for: excessive overtime, absence reporting, etc. This report should be run regularly (weekly) to assure what is being entered into Time and Labor is accurate.

This can also be used as a tool to review employee hours and absences over periods of time where excessive absences, for example, are being monitored. It can be used to evaluate overtime expense year over year as well. Download to Excel to sort and filter what you need.

Validate back up documentation (time cards and leave requests) has been provided for all absences and hours reported.

Make sure your timekeeper runs the SAMS Job Report daily. Make sure substitutes are signing in.

Validate absences have been reported in Time and Labor by your timekeeper for employees reporting to SAMS. SAMS populates hours to Time and Labor for substitutes but not absences for absent employees.

Make sure your timekeeper is reporting hours and absences for each reporting period in Time and Labor. Meaning, earnings and absences must be reported in the earnings period they are earned/worked or the absences occur.

Make sure your timekeeper is checking your roster/Filled Position Report each month for employees you do not recognize or for employees working but not on your roster. Have the timekeeper notify Payroll immediately of any discrepancies.

Run the Cross Site Account Code Charges Report regularly during the month and one last time prior to the payroll deadline. If there are charges being made against your department that shouldn’t be, have your timekeeper contact the site charging and correct the entries prior to the payroll deadline. Sign the final document for the payroll deadline and file with payroll records.

Run the Site Account Code Charges Report (follow the same directions above for Cross Site Account Code Charges Report). Make sure your site is not charging against another site in error. Any errors should be corrected by your timekeeper. Sign the document and file with payroll records.


Monthly Payroll Checklist for Managers

This checklist is provided to managers to assure tasks required to monitor and audit payroll

transactions will be completed each month. This checklist must be completed and signed by each site administrator/department head monthly.

To Do – Auditing Your Payroll

Following the close of the payroll (2 payrolls per month) have your timekeeper prepare these

reports for your review. They will be notified by listserv when these steps can be taken:

Run the Audit Paid to Reported Time Report (official payroll audit report). Review reported hours and absences (right side of the document) to what was paid (left side of the document). Sign the document and file with payroll records. For assistance with using this document or to review your payroll, contact the payroll director for an overview.

Run the Filled Positions Report (also referred to as a roster). Review filled positions along with the Audit Paid to Reported Time Report. This will help you reconcile who is active, working and being paid at your site along with critical elements of pay like FTE. File this report with your Audit Paid to Reported Time Report.

Make sure all employees appearing on the Audit Paid to Reported Time Report are your employees or did work for you during the pay period. Contact Payroll regarding any discrepancies.

Run the Vacation Balance Report to review employee balances approaching or exceeding maximum accrual (328 hours).

Please sign and date this checklist each month and file with your payroll records.

Signature ________________________________________________

Date ____________________________________________________


Time and Labor

1. Navigate to: PeopleSoft HCM >Time Management > Time andLabor WorkCenter > Reports/Processes tab > TL BlankAccount Codes.

2. Click the Add a New Value Tab.

3. Enter a Run Control ID. Namethe report something unique thatyou will remember. You onlyneed one Run Control ID for thisreport. There should be nospaces in the Run Con-trol ID.Use (_) as a separator. As anexample we entered the RunControl ID asTL_Blank_Acct_Code_Report

4. Click the Add button.

5. In the Group ID field enter5998H (Certificated andClassified Subs) or 5830H (to beused only associated with CDCCertificated VT subs).

6. SetID is always SDUSD. You onlyneed to enter it once.

7. Enter your site’s Location Codefollowed by an “A”.(Ex: 9999A)

8. Enter the From Date and ToDate for the report you arerunning. Run report weekly.

9. Click Save. (Only the first timeyou are setting up your report)

10. Click Run.

11. Select PSNT from the ServerName drop-down menu. You onlyneed to do this the first time youare setting up your report.

12. Click OK.

How to Run the TL Blank Account Code Report This report provides details pulled into PS Time & labor via SmartFindExpress on reported Account Codes for substitutes. Sites use this report to make changes to default codes before payroll deadline.


How to Run the TL Blank Account Code Report Tim

e and Labor 13. After you click OK, you

will be given a ProcessInstance Number andreturned to the ReportPage. Make note of theProcess InstanceNumber. You will needit for step 17. Click theProcess Monitor link toview the status of thereport.

14. Your report is doneprocessing when the RunStatus reads “Success”and Distribution Statusreads “Posted” (If not,click the Refresh buttonuntil they change to thecorrect status.)

15. Click the Go back to TLBlank Acct Code Reportlink.

16. This takes you to themain report screen. Clickthe Report Manager link.

17. In the Report column yousee your .pdf file. TheProcess Instance columnshows the ProcessInstance Number thatwas assigned to thereport in step 13. Clickthe .pdf link.

18. This takes you to theReport, DistributionDetails, File List screen.Click the .pdf file belowFile List Name. This willopen the report inAdobe Acrobat Reader.


How to Run the TL Blank Account Code Report Tim

e and Labor The report opens in Adobe Acrobat Reader. (See sample report below) You can now view, print or save your report.

Report Field Definitions:

Name - Name of Substitute

EmplID - Employee ID of Substitute

Job Code - Substitute’s Job Code Number

Job Title - Substitute’s Job Title

DUR - Date Worked

Hours - Number of Hours Reported in Time and Labor

TRC - Time Reporting Code reported for Substitute

Absentee - This field has the words ACCOUNT DEFAULTED which means thebudget number defaulted for the substitute and must be changed (ProfessionalDevelopment) by the timekeeper. It also shows the Employee ID and Name of theemployee that was absent and attended the Professional Development. Theemployee’s absence must be reported in Time and Labor. For more informationon changing the budget number see the job aid How to Update the Combo Code(Budget Number) for Professional Development Subs.


How to Update the Combination Code (Budget Number) for Professional Development Substitutes

Time and Labor

1. Navigate to: PeopleSoft HCM > Time Management > Timesheet .

2. Enter the Employee ID ofthe substitute. It is foundon the T&L Blank AccountCode Report.

3. Click Get Employees.

4. Select the desired employeefrom the list of searchresults by clicking theemployee’s name.

5. Change the date to the dayof the week you arereporting. Click the RefreshTimesheet icon.

6. On the timesheet find theday of the week thesubstitute worked at yoursite.

7. In the Combination Codefield enter the ProfessionalDevelopment BudgetNumber for the substitute.

8. In the Comments fieldremove the words ACCOUNTDEFAULTED.

9. When the CombinationCode has been changed, andthe words ACCOUNTDEFAULTED have beenremoved from theComments field, click

NOTE: When the system defaults a combination code (budget number) for visiting teacher time, two things happen. First the combination code field is populated in Time and Labor with a default budget number and second, ACCOUNT DEFAULTED appears in the Comments field. When you update the combination code, just delete the words ACCOUNT DEFAULTED in the Comments field. This will cause the time to disappear from your T&L Blank Account Codes report. If ACCOUNT DEFAULTED is left in the Comments field, the time will continue to show on your report even though you have changed the combination code. The Comments field has more information than just ACCOUNT DEFAULTED, delete only the words ACCOUNT DEFAULTED. The rest of the information in the comments field documents who was absent. For more information on the T&L Blank Account Code Report see the job aid How to Run the T&L Blank Account Code Report.

https://www.sandi.net/itd/sites/default/files/PS_PeopleSoft_HCM_Blank_Acct_Code_Report18.pdf

Aug 2018

How to Run the Time Summary Report Tim

e and Labor

1. Navigate to: PeopleSoft HCM>Time Management > Timeand Labor WorkCenter >Reports/Processes tab > TimeSummary.

2. Click the Add a New ValueTab.

3. Enter a Run Control ID. Namethe report something uniquethat you will remember. Youonly need one Run Control IDfor this report. There shouldbe no spaces in the RunControl ID. Use (_) as aseparator.


5. In the Group ID field enteryour Salary, Hourly Group ID,or click the icon and selectyour Group ID. (For the subsreport, the Group ID is 5998H,check the SubstituteAssignments box, and enteryour Location Code ex: 0000A)

6. Enter the From Date and ThruDate. Run report weekly.

7. Select a Primary Sort optionfrom the drop-down menu.

8. Click Save. (Only the firsttime you are setting up yourreport)

9. Click Run.

10. Select PSNT from the ServerName drop-down menu. Youonly need to do this the firsttime you are setting up yourreport.

11. Click OK.

This job aid shows you how to run the Time Summary report. Run the Time Summary Report to review positive hours and absences that have been reported. This report should be run weekly to assure what is being entered into Time and Labor is accurate.

19

Aug 2018

How to Run the Time Summary Report Tim


will be given a ProcessInstance Number andreturned to the ReportPage. Click the ProcessMonitor link to view thestatus of the report.

13. Your report is doneprocessing when the RunStatus reads “Success”and Distribution Statusreads “Posted” (If not,hit the Refresh buttonuntil they change to thecorrect status.)

14. Click the Details link.

15. Click the View Log/Tracelink. This will bring youto a page that shows youthree files.

16. Of the three files, choosethe one with the .PDFextension. The name ofthe report will alsocontain the ProcessInstance Number thatwas assigned to it in step12. The report will openin Adobe Acrobat Reader.You can now View, Printor Save the report.

20


Time Summary Report by EmployeeThe Time Summary Report may also run for a single employee to display their reported time in Time and Labor for a date range.

Time Summary Report for Employee (non-substitute): 1. On the TL Time Summary page enter the GroupID the employee belongs to. If unknown, use

Search feature.2. Enter date range in From Date and Thru Date.3. Enter Employee ID in Empl ID.4. Click Run.

Time Summary Report for Substitute Employee 1. On the TL Time Summary page, enter 5998H in GroupID.2. Enter date range in From Date and Thru Date.3. Check Substitute Assignments.4. Enter school site location code in Location Code.5. Enter Employee ID in Empl ID.6. Click Run.

Aug 2018

How to Run the Site Account Code Charges Report Tim

e and Labor

1. Navigate to: PeopleSoft HCM >Time Management > Time andLabor WorkCenter > Reports/Processes tab > Site AccountCharges.




5. In the Group ID field enter theSalary or Hourly GroupID, or click the

Group ID. Run one report for Salary and one for Hourly.

6. Enter the From Date andThru Date for the report youare running. Run reportregularly during the month.

7. Click Save. (Only the firsttime you are setting up yourreport)

8. Click Run.


10. Click OK.

This job aid shows you how to run the Site Account Code Charges report. This report is for sites to monitor time that you charged to another site. This report should be run regularly during the month and one last time prior to the payroll deadline. Make sure your site is not charging another site in error. Any errors should be corrected by the timekeeper prior to the payroll deadline. The final document for the payroll deadline must be signed and filed with the payroll records.

to select the

PeopleSoft Time & Labor Tune Up Packet 23

Aug 2018

How to Run the Site Account Code Charges Report Tim







NOTE: This report is an official audit record. The administrator must review and sign this document to validate the payroll.

24

Aug 2018 1

Time and Labor

1. Navigate to: PeopleSoft HCMTime Management > Time andLabor WorkCenter > Reports/Processes tab > Cross-SiteAccount Charges.




5. In the Department field enteryour 4-digit departmentnumber, or click theand select your departmentnumber.

6. Enter the From Date and ThruDate. Run report regularlyduring the month.

7. Run report with default SortOrder option selected.


9. Click Run.


11. Click OK.

How to Run the Cross-Site Account Code Charges Report This job aid shows you how to run the Cross-Site Account Code Charges report. This report is for sites to monitor time being charged to them by another site. This report should be run regularly during the month and one last time prior to the payroll deadline. If there are charges being made against your department in error, contact the site charging to correct entries prior to the payroll deadline. Sign and file the final document after each payroll deadline.

Aug 2018 2

How to Run the Cross-Site Account Code Charges Report Tim







NOTE: This report is an official audit record. The administrator must review and sign this document to validate the payroll.

Time and Labor

1. Navigate to: PeopleSoft HCM >Time & Management > Timeand Labor WorkCenter >Reports/Processes tab > AuditPaid to Reported Time

2. Click the Add a New Value Tab

3. Enter a Run Control ID. Namethe report something uniquethat you will remember. Youonly need one Run Control IDfor this report. There should beno spaces in the Run ControlID. Use (_) as a separator.(See screenshot example)


5. In the Pay End Date field,enter the date for the payrollyou need to run. Example: Forthe May 31, 2014 payroll youwould enter 05/31/14. For theJune 10, 2014 (off cycle)payroll you would enter06/01/14

6. In the Department field enteryour 4-digit departmentnumber, or click theand select your departmentnumber.


8. Click Run.


10. Click OK.

How to Run the Audit Paid to Reported Time Report This report shows you the earnings/leave reported and paid for each employee at your site. Monthly notifications via the Time & Labor listserv will instruct sites to run report approximately 10 days after each payroll process. The administrator must review, approve and sign this document to validate the payroll.


Aug 2018

How to Run the Audit Paid to Reported Time Report Tim






15. Of the three files, choosethe one with the .PDFextension. The name ofthe report will alsocontain the ProcessInstance Number thatwas assigned to it in step11. The report will openin Adobe Acrobat Reader.

Print/Save the report(s).

Have the principal/dept managerreview/approve and sign.

Retain the report(s) in the binderwith the corresponding time data.


Audit Paid to Reported Time Report Explained The Job Code and Position# fields are central to understanding the reported total wages for the employee. Reporting sites are validating earnings and paid time represented by the Job Code that is in bold type.

The report shows reported hours and paid earnings. The column, Hourly Rt/Qty Reported and DUR (date of the earning) will, for each fund or Position#, have repeat line entries and have the same date when earnings are split funded or are based on the employee having multiple positions. The earnings are grouped by Position# or fund and will show the same date for the same earnings code for each respective group. However, the time shown under the column Oth Hrs and the amount shown under Oth Erns shows the actual proportional time and earnings for that date shown under the DUR column for the specific Position# or fund.

See other field validations shown on the sample below:

1. The employee has two positions (shown under the Position#/Position Description) and therefore,Hourly Rt/ Qty Reported column repeats with the same dates for the full quantity reflecting the twopositions. This part of the report is unable to reflect the proration based on the percentage for eithersplit funding or having multiple positions. The Erncd, Oth Hrs and Oth Erns columns show the actualcharge after the percentage was applied to the multiple occurrences showing under the Qty Reportedand DUR columns. Under column RegEarns/TRC, the earnings applicable to the specific position areshown.

2. Common exceptions may appear. The department is 0352, but the budget string is showing department5445 as the paying department. This happens when the position number is joined to a department otherthan the paying department. This employee will also show on 5445’s Audit Reported to Paid TimeReport since that is the paying department.



Audit Paid to Reported Time Report Explained

How to Run the Filled Positions ReportFilled Positions

6. Enter a Location/Department, or click the icon toview a list of Locations/Departments from which tochoose.

7. Click Save. (Only the first time you are setting up yourreport.)

8. Click the Run button.

NOTE: The system does not allow for both Location/Department and Job Code, but if you want to see

positions for a specific Job Code, enter a Job Code, or

click the icon to view a list of Job Codes from

which you can choose.

1. Navigate to: Main Menu > Workforce Administration> Workforce Reports >Filled Positions

2. Click on the Add a New Value Tab

3. Enter a Run Control ID. Name the report somethingunique that you will remember. You only need one RunControl ID. Do not keep clicking Add a New Value tabeach time you run a report.


5. If you want to run the report by Department, (like the

example) click For Central Office Use radio button.

In this case there are two options for running the report.

You can select only one at a time. For a detailed

description of each option see box below screen shot.

If you want to run the report by Location, click ForSite Use radio button. In this case the report will show

all employees whose location matches that on the run

control. The report will show all funding sources for

these employees.

9. Select PSNT from the drop-down menu forServer Name.

10. Click the OK button.

Select By Assignment Department to show only those position numbers (and incumbents) where the department on the run control matches the department on the employees assignment (Job Data). For each position, the report will show all funding sources (100%).

Select By Funding Department to show only those positions (and incumbents) where the department on the run control matches the department of some or all funding sources on the position, regardless of the department on the employees assignment (Job Data). For each position, only the funding sources that have the same department as the run control department will be shown.

NOTE: These options are available only if For Central Office Use is selected.

2

3

4

6 5

8

NOTE

7

9

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How to Run the Filled Positions ReportFilled Positions

12. Click the Refresh button to update the Run Status.

13. When Run Status becomes “Success” and DistributionStatus becomes “Posted”, click the Details link.

15. Click the .PDF link that contains the ProcessInstance number that you noted above. (Step 11)

14. Click the View Log/Trace link.

16. Your report will open in Adobe Acrobat Reader. The report is sorted bySalaried and Hourly positions, then by employee in alpha order.

11. Note your Process Instance number and click theProcess Monitor link.

11 12

13

14

15


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How to Run a Leave Balance Report Tim

e and Labor

2. Click the Add a New Value tab.

3. Enter a Run Control ID. Namethe report something uniquethat you will remember. You onlyneed one Run Control ID for thisreport. There should be no spacesin the Run Control ID. Use (_) asa separator. As an example weentered the Run Control ID asLeave_Balance_Reports


2

3

This report provides data for eomplyees at your site with vacation balances over 300 hours. Use this report to monitor and notify employees at or near the August threshold of 328 hours.

1. Navigate to: PeopleSoft HCM >Time Management > Time andLabor WorkCenter > Reports/Processes tab > Leave BalanceReports.

5. In the Department fieldenter your sites 4 digitDepartment Number.

6. Click Save. (Only the firsttime you are setting upyour report template.)

7. Click the Run button.

NOTE: The next time you run a report you will use the default Find an Existing Value to search for your report. Do not click the Add a New Value tab unless you are setting up a new report template. Once you set up a template you cannot delete it.


How to Run a Leave Balance Report Tim

e and Labor 8. Select PSNT as the

Server Name from thedrop-down menu. Youonly need to do thisthe first time you aresetting up your report.

9. Select either theoption LeaveInformation by Deptor Vacation Balancesof 300 or >. For thisexample we selectedVacation Balances of300 or >

10. Click the OK button.

11. After you clicked OK,you will be given aProcess InstanceNumber and returnedto the ReportScreen. Click theProcess Monitorhyperlink to view thestatus of the report.

12. Your report is done processing when the Run Status reads “Success” and the DistributionStatus reads “Posted” (If not, click the Refresh button, wait a few seconds, about 8-10, clickthe Refresh button again until they change to the correct status.)

13. Click the Details hyperlink. This will take you to the Process Detail page.


Revised: 6/1/18 SDUSD Payroll Department

Report Title Report Description Navigation When to Run How to UseSignature Required?

Retain as Official Audit

Record?Manager's Monthly Checklist

This is a monthly payroll checklist for Site Administrators/Managers to verify completion of payroll audits.

>District Website>Staff Portal>Payroll Page>Payroll Tools for Managers

Include with Official Audit Records for each calendar month.

Use to ensure that all monthly payroll reconciliation & auditing is being completed.

Yes Yes

Site Account Code Charges

This report will produce transactions that belong to your site but are being charged against another site's account. This is time that has not yet paid and can be corrected before the deadline.

>Time and Labor >Reports>Site Account Charges

Run prior to each Payroll time reporting deadline for your records, and run weekly for maintenance.

Monitor time reported that is being charged to another site that should be charged to your site. Monitoring these transactions allows you time to make corrections to account codes prior to the timekeeping deadline. Yes Yes

Cross-Site Account Code Charges

This report will produce transactions that are being reported by another site but are being charged to the account for your site. This is time that has not yet paid.

>Time and Labor>Reports>Cross-Site Account Charges

Run prior to each Payroll time reporting deadline for your records, and weekly for maintenance.

Monitor time reported by another site that is erroneously being charged to your site's account code. Producing and auditing this report prior to the payroll deadline allows you time to make corrections to erroneously reported account codes before the payroll confirms.

Yes Yes

Audit Reported to Paid Time Report (Official Audit Report of finalized payroll transactions )

This report provides hours and leave reported in Time and Labor and the corresponding earnings paid for each employee at your site on an individual payroll. This time has already been paid.

>Payroll for North America >US Quarterly Processing >Audit Paid to Reported Time

Run on or around the 10th and the 20th of each month.

Use this report to closely audit all hours, leave and account codes reported and resulting earnings paid by your site for each pay cycle.

Yes Yes

Time Summary This report provides hours and absences being reported in Time and Labor for all employees at your site in summary fashion.

>Time and Labor >Reports>Time Summary

Run weekly to evaluate what is being reported in Time and Labor and prior to each Payroll time reporting deadline for one final review before payroll opens.

Used to audit and validate that what has been reported in Time and Labor is accurate (overtime, extra time, leave, etc.). This tool can be produced in Excel and can be run for one employee or an entire group of employees. Use this to review overtime that is being reported at your site for a current payroll or over a specified period of time (i.e. an entire fiscal year). Use it to evaluate absences and leave reported for employees in the same way you can for overtime usage.

No Yes

Payroll Department Reconciliation & Audit Reports Chart

Payroll Reports Chart


Revised: 6/1/18 SDUSD Payroll Department

Report Title Report Description Navigation When to Run How to UseSignature Required?

Retain as Official Audit

Record?

Payroll Department Reconciliation & Audit Reports Chart

Payroll Reports Chart

Filled Positions Report This report produces employee data to verify FTE's, employee pay status, position number, job title and account strings assigned to the position.

>Workforce Administration>Workforce Reports>Filled Positions

Run on the 10th and the 20th of the month to audit employee characteristics.

Compare to the Audit to Reported to Paid Time Report to assure payment is being made correctly based on the employee data for critical pay elements such as FTE's and account codes.

No Yes

Leave Balance This report provides data for employees at your site with vacation balances of over 300 hours.

>Benefits>Manage Leave Accruals>Leave Balance Reports

Run on payday for the monthly payroll each month . This follows the close of a monthly payroll which is when all vacation hours reported are "taken" from leave balances.

Use this report to identify those employees who may exceed 328 hours as of August 31st each year. Any employee who exceeds 328 hours on that date will be paid for the excess on the September monthly payroll and the cost of that payment will be charged against site/department discretionary accounts.

No No

T&L Blank Account Codes Report

This report provides details on substitute hours that were pulled in from the SmartFind Express (SAMS) system into PeopleSoft Time & Labor via an interface.

>Time and Labor >Reports>T&L Blank Acct Codes

Run at least weekly and any account code corrections must be made immediately.

Required for sites using SAMS to ensure the accuracy of reported Account Codes for substitutes. Account codes pulled in from SAMS are default codes for specified absences. Sites must change the default code for records that should be using something other than the default.

No No

Site Account Code Charges Cross-Site Account Code Charges

Site Account Code Charges Cross-Site Account Code Charges Audit Reported to Paid Time Report Filled Positions Report Site Account Code Charges Cross-Site Account Code ChargesAudit Reported to Paid Time ReportFilled Positions Report Manager's Monthly ChecklistLeave Balance Report

On the monthly pay date

Official Audit RecordOfficial Audit Record

Schedule

For Review

On or near the 10th

Prior to monthly payroll deadline:

Report Name Purpose

On or near the 20thOfficial Audit RecordOfficial Audit RecordOfficial Audit RecordOfficial Audit Record

For ReviewFor Review

Time Summary Official Audit RecordFor Review

Official Audit RecordOfficial Audit Record

Payroll Reports- Linear Calendar

Weekly

Prior to hourly payroll deadline:


time & labor tuneup

Documents