Exception Hourly Timesheet Load

posted Oct 13, 2014, 12:09 PM by Vanessa Boyle
Timesheets for employees identified as Exception Hourly/Fixed Schedule are created once a month after the final off-cycle pay run is completed. These employees are identified by their Workgroup, which will be in the format nn-EXC-FIX, where nn is the two-digit identifier for the district. For example, Warner (District 066) fixed schedule employees will be included in Workgroup 66-EXC-FIX.

The process steps are:

1. Identify the employees to be processed. This is done by searching for all employees within the relevant EXC-FIX workgroups (For example, Warner employees will be in Workgroup 066-EXC-FIX). All districts will be processed together.
2. All employees in these Workgroups will be processed.
3. This process will create timesheet data for each employee based on his/her schedule with a Time Reporting Code (TRC) of HRLY. For example, an employee who is scheduled to work 6 hours a day, Monday through Friday, will have a timesheet created showing 6 hours for each workday.

IMPORTANT: The schedules are only invoked ONCE in a pay period. Therefore, if an employee becomes or ceases to be a Fixed Schedule employee AFTER the load occurs, that employee’s time MUST be MANUALLY adjusted where necessary. No automatic updates are made to the timesheet data after the load takes place. If no changes are made, the employee will be paid for whatever hours are in the system on the timesheet.

The following scenarios may occur:

Situation

Action

A new employee is hired and enrolled in a Fixed Schedule Workgroup AFTER the Exception Hourly Load has taken place.

The employee’s time must be manually entered. The easiest way to do this is to click on the Apply Schedule button on the timesheet page and then click on Submit.

An existing employee is moved FROM a Fixed Schedule Workgroup or changes are made to the employee’s schedule AFTER the Exception Hourly Load has taken place.

The employee’s time must be verified and manually corrected on the Timesheet in both these cases.

An existing employee is moved TO a Fixed Schedule Workgroup AFTER the Exception Hourly Load has taken place. 

The employee’s time must be verified and manually corrected on the Timesheet if necessary.