SECTION 2: TEMPORARY SUPPORT CONTRACTS

TEMPORARY SUPPORT CONTRACTS

DETERMINING TEMPORARY SUPPORT EMPLOYEES

Temporary support staff employees are those working 24 hours per week or less. These employees must fill out regular timesheets to be submitted to the manager/administrator at a specific time every two weeks.

Temporary support staff employees working, 24 hours or less per week, are deemed part-time staff and work on a contractual basis.

To input their timesheets, contracts need to be setup in ARIES. The manager/administrator must create and approve the contract and each subsequent timesheet for the employee. To complete this process, a Personal Identification Number (PIN) is needed.

The following will describe the step by step process in setting up and approving new employee contracts on ARIES, obtaining a PIN number and entering and approving timesheets.

CODES and COMMANDS

AFIN – Display Employees by Name

TCON – Record Temporary Support Contracts

CTSH – Display/Change Temporary Support Timesheets

WTCO – Temporary Support Contracts Waiting

PTCO – Printing Temporary Support Contract Reports

ATCO – Approve Temporary Support Contracts

UTCO – Unguarding Temporary Support

WTSH – Temporary Support Timesheets Waiting

PTSH – Printing Temporary Support Timesheets Report

ATSH – Approving Temporary Support Timesheets

UTSH – Unguarding Temporary Support Timesheets

AFIN - Find an Employee by Name

AFIN – Displaying Employees by Name

The AFIND command is used to display all of the employees whose surnames match the entry supplied.

To initiate the Display Employees by Name routine, an approved operator enters the AFIND command specifying all or a portion of the desired employee’s name.

Enter command: AFIN <employee’s lastname , first initial> then press enter

The system will then do a search and display any matching employee names and ID numbers. The position number, group, subgroup and status for the surname provided will also appear under the headings if applicable to the employee.

If the names listed fit on more than one page then enter a “+” in the command box and press enter. The second and subsequent pages will appear.

Command Format: AFIND <employee name> Example: AFIN GENERIC, I

If the employee’s name appears, click on the ID number to the left of the surname. This action causes the system to display the selected information on the Display Employee Information screen.

This display screen (below) is called the ASTA screen. It has the ID number, Department Number, Employee Name, Department Name, and Position Type.

Under the heading Details is displayed the status, account number, hours/week and contract start and end dates.

APPROVER ID and PIN

To create a part-time support contract an approver ID and PIN number are needed. This is obtained by emailing the HRIS administrator at Paula.Chang@Senecac.on.ca. Once these numbers have been given to the user, access will be granted to create and approve both contracts and timesheets.

The ID number is a nine digit number and the PIN is a four digit number. Write them down and keep them in a secure, confidential place. Unlike the passwords, these numbers DO NOT change.

TCON - Recording Part-Time Support Contracts

If there is an existing name, follow the instructions above and click on the contract number to come up to the TCON screen, or type in TCON and the employee ID number, or if already known, TCON and the contract number.

Command Format: TCONTRACT <Employee ID number> TCONTRACT <Contract number>

Example: TCONTRACT 7700010

This example is used to display and/or modify existing temporary support contract number 7700010.

If it is a new employee, then a contract must be created. Creating a new temporary support contract is a two screen process, TCON followed by ECAT.

If AFIN lastname (GENERIC) does not bring up the employee then enter TCON in the data field. A screen displaying the Surname entered with a set of empty fields will appear.

Enter the required data in the gray boxes and press the enter key. If the screen data is correct, a new employee record will be created and a new contract will be posted for the employee.

If the information is incorrect, the screen will reappear with yellow boxes, where the correct information needs to be re-entered. (See approver ID below).

DEPT 0000000

Modify must be in the action data field when the enter key is pressed so that the information supplied is transmitted.

DEPT 0000000

Once the information is correct and transmitted, the contract will be assigned a status of PARTIAL.

The ECAT screen will be automatically displayed. The operator will select an employee category and transmit the screen. The category is “T”.

DEPT 0000000

If the category is valid, the Union Dues and Benefit/Vacation defaults will be updated and the status of the contract will be changed to NEW. Press the enter key (making sure “MODIFY” is in the action data field) to modify the screen successfully.

The TCON screen will automatically re-display showing the new status and the calculated totals. Changes can then be made to fields such as Market Rate which are Category dependent. If the ECAT screen is not updated, the contract status will remain PARTIAL and can not be approved. When the TCON command is entered again for this contract a message will display that this is a partial contract, transmit to complete. Transmitting the screen will redisplay ECAT.

If the operator enters the TCON command for an existing contract and then types “NEXT” in the action data field, the operator will see the TCOH screen which shows the historic pay information.

The payroll code will originally default to 602. A value of 614 may also be entered. The payroll number will be automatically, sequentially assigned from a centrally stored value. This is done for new employees only. Once an employee is assigned a payroll number, it does NOTchange.

DEPT 0000000

The location code will be entered when the contract is created (see above). Once a location code is entered, it will be stored on the employee record and will be the default location code for future contracts unless changed on a subsequent TCON. The location code is used to control where the payroll cheque produced by the bank is to be sent for pickup.

To support the subsequent approval process, the Personnel System (Approver) ID number of the person who will be responsible for approving the contract will be entered with the contract information. The system will check to ensure that the approver is authorized to approve contracts and that a Personal Identification Number exists for them.

A temporary support contract can be posted to a maximum of 3 accounts and percentages. It is imperative that the first account listed be associated with the approver's account authorizations. The percentages entered must accumulate to 100. Upon creation of a temporary support contract, a budget record will automatically be created.

This command will only allow entry of account codes with the followingobjects: 0146 - Temporary Support Staff (non agency) 0148 - Ontario Work Study Program 0149 - Replacement/Appendix D

DEPT 0000000

The operator must then enter the band and step. The correct band and step can be found in the Band Summary in the next section of this manual, Part-Time Support Staff Classifications and Pay Rate System. The system will then automatically obtain the correct rate/hour. These rates can be confirmed via the same Band Summary Chart.

A contract cannot be deleted, if it has not been cancelled. Entering "Y" after the delete field will remove the contract from the system.

As each temporary support contract is posted, the system automatically assigns a contract number.

DEPT 0000000

TCOH - Display Support Contract History

The TCOH command displays timesheet information for a selected contract. The fields displayed are work year/period and their beginning and ending dates, the hours worked for week 1 and week 2, the total amount of the timesheet and the date on which the employee was paid.

Command Format: NEXT from TCON TCOH <Contract number>

Example: TCOH 7856173

This example would display the historic pay information for contract number 7856173.

A LAST command from this screen will return the operator to the TCONscreen.

CTSH - Display/Change Temporary Timesheets

The CTSH command, Change Timesheet, will allow the entry of hours per day for each day for each two week work period. Up to two start and stop times per day can be entered. The time entered is in military format e.g. 1:00 pm = 13.00 hours. The total hours worked for each week is calculated and displayed. The system will also calculate the total pay by multiplying the total hours worked for both weeks by either the employee's market rate or hourly rate. This total pay amount is stored on the system and is used when creating the payroll tape in order to pay the employee.

Command Format: CTSH <Contract number> CTSH <Contract number> <Work year/period>

Example: CTSH 7856173

This example would display the timesheet for contract number 7856173 in the current work year/period.

Example: CTSH 7856173 20080920

This example would display the timesheet for contract number 7856173 in the work year 2008 and work period 20.

When a new timesheet is created it will have a status of NEW. When creating or displaying a timesheet, the system will check that the employee has a birth date and display a message if they do not. The birth date must then be entered on the TCON screen before a timesheet can be entered or viewed.

If the timesheet being created is the first timesheet for that contract, the first day worked must match the start date of the contract.

OTSH- Override Time Sheet

If hours are only being input for week 1 or only for week 2 in the CTSH screen, the system will display a message to that effect. It is only a reminder that you may have forgotten to enter hours for both weeks. If that is NOT the case, type in the command, OTSH in the action line and the system will accept the input of one week only and let you carry on. (See yellow note below).

To support the subsequent approval process, the Personnel System (Approver) ID number of the person who will be responsible for approving the timesheet will be entered with the timesheet information.

During the approval process, all timesheets which match the ID number of the approver willbe automatically displayed. To assist the person entering thetimesheets, the approver's ID number will default after being entered once. The ID number can also be changed, however it is checked against the contract to ensure that the approver has account authorization and the number is checked to see if a PIN number exists to ensure that theapprover is authorized to approve timesheets. A change to the Approver ID will change the operators Approver ID number.

Timesheets can be entered for past, current and future work periods, so long as they fall within the date range of their supporting contract. Timesheets cannot be entered if the total hours/week on the timesheet is greater than the total hours/week on the contract.

The system will check for any other timesheets entered for the contract. If there are others, the combined total hours can not exceed the Maximum Amount of hours of the contract (i.e.24 hrs/wk).

Timesheets can only be deleted from the system if they have NOT been Approved or Paid.

Once a timesheet has been paid, it can only be changed by Payroll personnel and then ONLY if absolutely necessary to ensure that the Part-time Union report is correct. If Payroll needs to change a timesheet, an adjustment comment must be entered along with the adjustment amounts.

WTCO – Temporary Support Contracts Waiting

The WTCO command is used to display the number of unapproved contracts waiting for approval from a specific approver.

When WTCO is entered without a parameter, the system will select all of the unapproved contracts which have an Approver ID which matches the operators default Approver ID. As well, a security check is done on account access to ensure that the operator has account access to any of the three accounts on the contract.

When WTCO is entered followed by an Approver ID, the system will select all of the unapproved contracts which have an Approver ID matching the one supplied. As well, a security check is done on account access to ensure that the operator has account access to any of the three accounts on the contract.

Command Format: WTCO WTCO <Approver ID #> Example: WTCO 060525086

This example displays the number of temporary support contracts waiting for approval which have an approver ID which matches the operators default approverID, 060525086. In this case, there are 5 contracts awaiting approval. The operator must have security access to at least one of the three account numbers on the contract to be included in this count.

PTCO - Print Temporary Support Report

The PTCO command is used to print a report of temporary support contracts.

When PTCO is entered without a parameter, the screen will be displayed prefilled with the operators default Approver ID in the Approver ID field.

When PTCO is entered with an approver ID, the screen will be displayed prefilled with the entered ID in the Approver ID field. The current work year and period are displayed and may be changed.

There are two report options available: ‘P’ for all contracts for the period or ‘U’ for all outstanding unapproved contracts.

The report will print on the operators default printer which can be selected by using the PSTA command.

Command Format: PTCO <Approver ID #> Example: PTCO 060525086

This example will display the PTCO screen prefilled with 060525086 in the approver ID field.

When PTCO is entered with “ALL”, the screen will display zeros in the Approver ID field and “ALL” as the Approver name.

Example: PTCO ALL

ATCO - Approve Temporary Support Contracts

The ATCO command is used to approve the contracts on the system that are waiting for approval.

When ATCO is entered without a parameter, the system will show a list of temporary support contracts waiting for approval which have an Approver ID which matches the operators default Approver ID. The operator must have security access to at least one of the three account numbers on the contract in order for it to display.

When ATCO is entered followed by an Approver ID, the system will show a list of temporary support contracts waiting for approval which have an Approver ID which matches the one supplied.

The fields listed are the employee ID, employee name, contract number, start and stop dates of the contract and the maximum amount allowed.

To approve a contract, “Y” is entered in the APPROVAL field (which is grayed out) and Personal Identification Number (PIN) is entered on the bottom of the screen in the blacked out space. The PIN number will not appear as it is typed in, but it will register once the enter key is pressed. The system will check to ensure that the operator has entered their correct PIN. Command Format: ATCO ATCO <Approver ID #>

Example: ATCO Example: ATCO 060525086

When ATCO is entered followed by “ALL”, the system will show a list of temporary support contract waiting for approval whose first account number on the contract matches the operators security account authorizations.

Example: ATCO ALL

UTCO - Unguard a Temporary Support Contract

The UTCO command is used when an approved contract must be changed. An authorized person (with a Personnel (Approver) ID number) will call up the contract and enter their PIN in the black box on the bottom right corner of the screen. The PIN number will not appear but it will register when the enter key is pressed.

Contracts may only be unguarded prior to the issuance of the first pay for the employee. If there are any paid timesheets against the contract a message is displayed.

Command Format: UTCO <Contract number>

Example: UTCO 7856653

This example will display the 'Unguard a Temp Support Contract' screen for contract number 7856653. .

DEPT 0000000

The word “unguarded” appears in the status box once the correct PIN is entered.

If changes are required, the contract must be terminated and a new contract created in order to replace/adjust the remaining time of the original contract. This is required in order toprovide an accurate audit trail for payments made on contracts.

When unguarded, a gray box appears in the termination date section of the TCON screen (bottom right). Once filled in with the current date, the contract is terminated and a new one can be created.

DEPT 0000000

Terminated contracts will not be removed but will have their status changed to TERMINATED. When a contract is terminated, a message will display informing the operator that a Record of Employment is required and to call the Payroll department.

DEPT 0000000

DEPT 0000000

WTSH - Temporary Support Timesheets Waiting

The WTSH command is used to display the number of unapproved timesheets waiting for approval for a specific approver.

When WTSH is entered without a parameter, the system will select all of the unapproved timesheets which have an Approver ID which matches the operators default Approver ID. As well, a security check is done on account access to ensure that the operator has account access to any of the three accounts on the contract.

When WTSH is entered followed by an Approver ID, the system will select all of the unapproved timesheets which have an approver ID which matches the one supplied. As well, a security check is done on account access to ensure that the operator has account access to any of the three accounts on the contract.

Command Format: WTSH WTSH <Approver ID #>

Example: WTSH WTSH 060525086

When WTSH is entered followed by “ALL”, the system will select all unapproved timesheets whose first account matches the operators account authorizations.

Command Format: WTSH ALL

Example: WTSH ALL

Specifying on an Approver ID from this screen will display the ATSH screen displays a list of the unapproved timesheets waiting for approval.

PTSH - Printing Temporary Timesheet Reports

The PTSH command is used to print a report of temporary support timesheets.

When PTSH is entered without a parameter, the screen will display prefilled with the operators default Approver ID in the Approver ID field.

When PTSH is entered with an Approver ID, the screen will display prefilled with the entered ID in the Approver ID field.

When PTSH is entered with “ALL”, the screen will display with zeros in the Approver ID field and “ALL” as the approver name.

The current work year and period are displayed and may be changed.

The PTSH screen displays the current work year and period. Three report options are available: ‘A’ for all approved timesheets not paid; ‘P’ for all timesheets for the period; ‘U’ for all unapproved timesheets.

The report will print on the operators default printer which can be selected by using the PSTA command.

Command Format: PTSH PTSH <Approver ID #> PTSH ALL

Example: PTSH

This example will display the PTSH screen prefilled with the operators default approver ID in the approver ID field.

Example: PTSH 462998231

This example will display the PTSH screen prefilled with 462998231 in the approver ID field.

Example: PTSH ALL

This example will display the PTSH screen prefilled with zeros in the approver ID field and "ALL" as the approver's name.

The PTSH screen displays the current work year and period. Three reportoptions are available: 'A' for all approved timesheets not paid; 'P' forall timesheets for the period; 'U' for all unapproved timesheets.

The report will print on the operators default printer which can beselected by using the PSTA command.

ATSH - Approving Temporary Support Timesheets

The ATSH command is used to approve the timesheets on the system that are waiting for approval.

When ATSH is entered without a parameter, the system will show a list of timesheets waiting for approval which have an approver ID which matches the operators default Approver ID. The operator must have security access to at least one of the three account number son the contract in order for it to display.

When ATSH is entered followed by an Approver ID, the system will show a list of timesheets waiting for approval which have an Approver ID which matches the one supplied. The operator must have security access to at least one of the three account numbers on the contract to be included in order for it to display. When ATSH is entered followed by “ALL”, the system will show a list of timesheets waiting for approval whose first account number on the contract matches the operators security account authorizations. The fields listed are the employee ID, employee name, contract number, hours for week 1 and week 2, amounts for week 1 and week 2 and the work year/period.

To approve a timesheet, “Y” is entered in the APPROVAL field and a PIN is entered. The system will check to ensure that the operator has entered their correct PIN.

Command Format: ATSH ATSH <Approver ID #> ATSH ALL SPCFY from WTSH

Example: ATSH

This example would display a list of temporary support timesheets waiting for approval which have an approver ID which matches the operators default approver ID. The operator must have security access to at least one of the three account numbers on the contract in order for it to display.

Example: ATSH 060525086

This example would display a list of temporary support timesheets waiting for approval which have an approver ID of 060525086. The operator must have security accessto at least one of the three account numbers on the contract to be included in order for it to display.

Example: ATSH ALL

This example would display a list of temporary support timesheets waiting for approval whose first account number on the contract matches the operators security account authorizations.

UTSH - Unguarding a Temporary Support Timesheet

The UTSH command is used when an approved timesheet must be changed. An authorized person (with a Personnel ID number) will call up the timesheet and enter their PIN.Timesheets may only be unguarded prior to them being paid (status must be APPROVED).

Command Format: UTSH <Contract number> UTSH <Contract number> <Work year/period>

Example: UTSH 7856173

This example will display the 'Unguard a Temp Support Timesheet' screen for contract number 7700100 and the current work year/period.

Example: UTSH 7856173 200819

This example shows the 'Unguard a Temp Support Timesheet' screen for contract number 7856173 and work year 2008 and work period 19.

Below is an example of an “APPROVED” status timesheet.

PASS – Changing ARIES Password

Entering the PASS command, either by itself or from the ARIES homemenu will display the Change Your Password screen. This screen will promptyou to enter your current password followed by your new password which is to beentered twice.

If everything is entered correctly, your password will be changed. A password is valid on the system for approximately 30 days. After this time, you will be promptedto change it.

ACCESSING ARIES AT HOME - CITRIX