Time Roster Worksheet

1. Verifying that the employee is appearing if the employee is scheduled for payment in the current pay cycle
   
2. Verifying that the preprinted information is correct
   
3. Identifying and correcting any messages.

Do not use this form as the source document for reporting time. The Employee Time Record is the source document for reporting time on the Time Roster.

14. There are three sections on the Time Roster Worksheet: Salary, Wage, and New Employees. Salaried and Wage employees will appear on their respective pages.

    a. The Salary pages preprint employees and expected number of regular hours worked.

    b. The Wage pages preprint employees but do not preprint the hours worked. Wage and supplemental compensation hours must be entered for the employee to be paid.

    c. The New Employees pages are blank; refer to Adding Records to the Time Roster for additional information.

15. Pay Period Ending: Verify that the Time Roster Worksheet you are using is for the current pay period.
    

16. Verification number: The record number automatically assigned by the system to an employee for the current pay period. This number changes from one pay period to the next, dependent on the number of records that are created or deleted from the system. The Time Roster is a new file each pay cycle.
    
    
17. Employment Type:
    
    

    A - Ancillary Staff (Type A, Type B)	G - Graduate Assistant/Associate	W - Work Study
    C - Career Staff	L – Federal	X - Career Staff Flex
    E - Faculty - 10 Mo Academic Appt	M - Prestigious External Fellowship/ Award
    F - Faculty - 12 Mo Fiscal Appt	S - Student Staff

    
    
18. FTE (Full Time Equivalent):
    
    1. Salary employees - the FTE sets the maximum number of hours that can be worked in the pay period.
       
    2. Wage employees - the FTE does not restrict the number of reportable hours as long as the hours do not exceed 40 in a work week.
       
       
19. Position Number: The 6 digit job position number
    
    
20. Account Number(s): The six digit FRS account number to which the pay for the employee will be charged and the percentage of total pay to be charged to each account. The sum of percentages distributed to accounts for each position number must equal 100%. This percent does not reflect an employee's FTE (see 19.70, Payroll Definitions)
    
    
21. Regular Hours:
    
    1. Salary: This field preprints the expected number of regular hours to be paid to salaried employees based on their FTE. For example, a 1.00 FTE employee would be expected to work 80 hours in a pay period. A .80 FTE employee would be expected to work 64.00 hours in a pay period.
       
    2. Wages: Record regular hours worked and leave taken. If hours are not recorded, a check will not be issued. If an employee has not worked any hours, ignore the record.
       
       
22. Leave Taken: If leave is taken, refer to the most recent Vacation and Sick Accrual Report , the Vacation/Sick/Comp Leave accruals appearing on the Time Roster Percent Distribution Screen 45, PSOS Employee Position Screen 02, or the Employee Time Record, to ensure the employee has accrued sufficient time to cover the hours to be taken.
    
    
23. Leave Codes: Refer to 19.73, Payroll Earnings Type Codes for codes that can be used in the Earnings Type field (ETP) of the Payroll Time Roster Percent Distribution Screen 45 and Payroll Online Payment Request (POPR).
    
    
24. New Employees Page: Following the Salary and Wage sections of the worksheet is a blank page entitled New Employees Page. This page is provided to note the employees who worked in the current pay period but did not preprint on the Salary or Wage pages of the Time Roster. New employees may only be added to the Time Roster On-Line processing system if all paperwork authorizing their employment has been completed and the employee is in PSOS by 5:00 p.m. Friday non-pay week.
    
    
25. Authorization: The department is not required to sign and date this worksheet. The authorization is the login of the person who will authorize the Time Roster batch.

 

Time Roster Screens & Instructions

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Screen 45 - Time Roster Percent Distribution (Update/Add)|Function Keys|Adding Records to the Time Roster
Deleting Records for the Time Roster|Screen 47 - Time Roster Department Paging (Review)|Screen 48 - Time Roster Batch Authorization (Approval)|| PSOS Command Line|19.72, Time Roster Edit Messages

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26. On line Time Roster processing is a 3 part process:
    
    

    Data entry	Time Roster Percent Distribution Screen	(45)
    Review	Payroll Departmental Paging Screen	(47)
    Batch Authorization	Time Roster Batch Authorization Screen	(48)

    
    
27. The Payroll Representative is responsible for:
    
    1. Verifying that employees who are to be paid for the current pay period appear on the Time Roster screens/worksheets.
       
    2. Ensuring that all authorizing employment documentation has been submitted to the appropriate offices by their scheduled deadlines for those employees who worked in the current pay period, but did not appear on the Time Roster Worksheet (refer to Systems Control/Payroll Calendar). If PSOS has been updated by Friday 5:00 P.M. of non pay week, the employee's hours can be added to the Time Roster.
       
    3. Verifying that the employee has available vacation/sick/comp leave.

    4. Verifying that the employee and supervisor have both signed the ETR to confirm and authorize time worked for the scheduled pay cycle.
       
    5. Verifying the ETR to ensure the time for the biweekly pay cycle has been recorded correctly and to identify if any overtime was earned.
       
    6. Verifying position numbers for all employees and hours for salary employees
       
    7. Determining the required action for any unusual messages that may print on the Time Roster Worksheet but do not appear on the Time Roster (Payroll Time Roster Messages).
       
    8. Determining the required action when an edit message displays during data entry (19.72, Payroll Time Roster Edit Messages). Zeroing out preprinted hours for "Terminated" employees who have received a lump sum payment on last day of work due to leaving the country or involuntary termination (19.40).
       
       
28. Payroll data can be entered from Wednesday morning of non-pay week through Monday at 2:00 P.M. pay week.
    
    
29. To ensure segregation of duties approval must be designated to an individual who will not have access to the data entry screen in the particular pay period. If the approver discovers that a change needs to be made, the person responsible for entering the Time Roster will have to make the change.
    
    
30. The Time Roster must be approved no later than 2:00 P.M. on Monday of pay week. If the department's authorized signer fails to validate the Time Roster, the department's modified records will not be processed.

     

Function Keys

31. Function keys provide access to PSOS help and facilitate cursor movement. The following Function keys are available when processing the Time Roster:

    F1	Press the F1 key twice when you have entered or modified a record in error. This will return you to the PSOS Main Menu. Any changes you have made will be ignored.
    F2	Moves the cursor to the first field of PSOS Command Line.
    F3	Moves the cursor to a screen's first data field.
    F6	Use this to guide you with the information required in certain updatable data fields.
    F7	Use with screen 47 to display the next three records.
    NOTE: If your function keys aren't working, contact CCIT - Decision Support for assistance, refer to 1.03, Contact List, for current phone number.

    PSOS Command Line

32. The PSOS command line located at the bottom of each screen allows you to move from one screen to another and from one PSOS component to another. Use the command line to access an employee's record and to determine your access permission. TAB to move from field to field.

    VERIF NBR	Enter the verification number from the Time Roster Worksheet when updating a record.
    SSN	Use this field when adding a record.
    PCN	Use this field when adding a record in conjunction with the employee's social security number.
    DEPT	Enter the 4 digit department number if you are changing from one screen to another, i.e., Screen 47.
    CHOICE	Enter the screen number you want to access.
    ACTION	Use this field to indicate the action to be taken on the requested record. The available actions are: A - Add , Q- Query or U - Update a record.

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    Data Entry-Time Roster Percent Distribution Screen 45

    Date  03  19  97       *45* Time Roster Percent Distribution *45*     	Opr  RUIZJ
    
       1) Pay Period Ending               				2) Department
       3) Verification Number       4) SSN  000000000  		5) Name
       6) Position Number  000000   7) FTE     .00
       8) Accrued Vac        .00    9) Accrued Sick        .00    10) Accrued Comp    .00
    
                                		*** Hours Information ***
    11a)  Hours  11b) Etp   Hours  Etp    	Hours   Etp    	Hours   Etp    	Hours   Etp
    
         	 .00            	.00            .00           	.00            	.00
         	 .00            	.00
    
    		*** Accounting Information ***
    12a)Account   12b)Percent     Account 	Percent	   Account  Percent     Account  Percent
    
    13)Change Flag        		14)Direct Conversion
    
    VERIF NBR        	SSN            PCN        	DEPT       CHOICE 45  	ACTION U
    (PSOS Command Line)                                     				
    

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33. Use screen 45 to record regular hours, leave taken, overtime hours, and to make accounting and/or percentage changes (if applicable) for the current pay period.
    
    
34. At the PSOS Command line enter the employee's EID and position control number or you may use the verification number from the current pay period worksheet of the employee you wish to update. Press the ENTER key. The employee's information will display. .

    Fields 1 - 10 contain data but cannot be updated. Changes to these field must be processed through Systems Control and/or Payroll (refer to Changing Time Roster Information).

    Fields 1-7 are described in the Time Roster Worksheet.

    Fields 8-10 - Accrued Vac/Accrued Sick/Accrued Comp: Indicates an employee's available vacation/sick and comp time balances earned to date or as of the most recent Vacation and Sick Accrual Report. When Payroll runs on Tuesday evening of pay week the system automatically updates the vacation, sick or comp leave balances. Employees cannot take more leave hours than are reported as available in the system.

35. If there are no hours to report or changes to salaried employees, press F2 to return to the PSOS Command line or ENTER to return to the Time Roster sub-menu, otherwise, modify hours and/or Earning Types as required.

    Field 11 - Hours Information: Enter the number of hours worked and the associated earnings type (refer to the FRS Manual Section 19.73 for Earnings Type Codes). You may enter up to 7 combinations of hours and earning types.

    Salaried employees:
    • Modify existing hours or enter hours for a particular Earnings Type.
    • Enter the associated Earnings Type.

    Wage employees:

    • Enter the number of hours
    • Enter the associated Earnings Type.

36. If there are no changes to the accounting information, press F2 to return to the PSOS command line, otherwise, TAB to Accounting Information and update.
    Field 12 -Accounting Information:
    • Modify the existing account number or enter additional account numbers (if applicable).
    • Enter the percentage to be charged to the account as whole percentages, i.e., 50/50 not 45.2/54.8. You may enter up to 4 account/percent combinations and percentages must total 100.

     

    Field 13 - Change Flag: Indicates the initial and final status of a record. This field is only updated when deleting a record.
    
    

    S	Salary position record without modifications	Will pay according to this file plan
    W	Wage position record without modifications	No Pay Plan. If hours are not entered for a W record payment will not occur
    M	Salary or wage record has been modified.	When you first bring up a record, the change flag appearing will be "S" or "W". Once you press the ENTER key and go back into the record, the change flag will be "M."
    A	Addition of a new record to the Time Roster.
    D	Department has zeroed out hours for a salaried record and placed a "D" in the change flag field.

    
    

    Field 14 - Direct Conversion: Not currently used.

37. Press ENTER to return to the Time Roster Reporting Sub-menu or F2 to return to the PSOS command line. Enter the employee id number and position control number or the verification number from the time roster worksheet of the next person you wish to process, press ENTER. The system will validate the previous entry. If an error is encountered, an error message displays in the bottom left corner. Refer to 19.72, Time Roster Edit Messages for information on the reason for and the action required..

    Adding Records to the Time Roster:

38. Add records to report:

    1. Hours for an employee who worked in the current pay period but did not appear on the current Time Roster.
       
    2. Hours for an employee when the employee has a new position but is appearing under the old position. NOTE: Before an employee can be added to, or the position changed, on the Payroll Time Roster, the PSOS Employee Snapshot Screen 03 must be updated. Payroll Time Roster records may be added/updated the day following the day the change was made in PSOS. If PSOS is not updated in time, report the hours on a POPR once the documentation authorizing employment or position changes has been completed and updated in PSOS. Submit the POPR to Payroll for payment on the next scheduled pay date. Refer to Systems Control/Payroll Calendar for PSOS document deadlines.
       
    3. Overtime hours for the current pay period if the department is using an account different from that on the Time Roster. NOTE: All prior pay period overtime must be reported on a Payroll Online Payment Request (POPR).
       
       
       
39. Access PSOS Time Roster Batch Authorization Screen 45:
    
    1. TAB to the EID field of the PSOS Command Line and enter the employee's EID and position control number. (The cursor will move to the next field as the previous field is completed.)
       
    2. TAB to the Action field, enter A (add). Press ENTER. A portion of a pre-filled screen will display with the employee's information. The Change Flag field will display as A indicating that this record will be treated as an add on record.
       
    3. Verify that the information on the screen is accurate.
       
    4. Enter the number of hours due the employee and the Earnings Type. Report overtime hours at straight time using the corresponding overtime codes which will determine the method of overtime payment (19.23).
       
    5. TAB to the first account field, enter the account number(s) and the distribution percentage(s). Percents must total 100%. Press ENTER.
       
    6. The system will assign the next available verification number, which will not match the verification numbers on the roster or be in sequential order. Record the verification number on the source document for future reference.
       

        

Deleting Records from the Time Roster:

40. Delete hours when:

    1. Employee received a lump sum payment as a Hand drawn check at the time of termination and is still appearing on the Payroll Time Roster. Terminated employees who terminate for reasons other than discharge, leaving the country, or deceased will appear on the Payroll Time Roster through the termination effective date as reported on the Termination Report. Hours through the termination effective date must be reported on the time roster.
       
    2. Employees have been placed in a new position and the hours appeared under the expired position.
       

41. Access PSOS Time Roster Batch Authorization Screen 45:
    
    1. TAB to the EID field of the PSOS Command Line and enter the employee's EID and position control number or enter the verification number from the Time Roster Worksheet of the record that you want to delete. (The cursor will move to the next field as the previous field is completed.)
       
    2. TAB to the Action field, enter U (update). Press ENTER. The employee's information will display on the screen.
       
    3. The cursor will be positioned at the first hours field, enter 0.00 or use the space bar to wipe out the hours.
       
    4. TAB to the Change Flag field, enter D (delete). Press ENTER.
       
    5. The system validates the entry and advances to the submenu.
       

Review-Time Roster Department Paging Screen 47

Date  04  22  97  	*47* Time Roster Department Paging *47*     	Opr  RUIZJ 

1) Pay Period Ending  	04  06  97   	2)Department  7703  	FINANCIAL SERVICES-OPERAT

3) 	Verif  	4) Soc.Sec.No. 5)Pcn     6) Fte   7) Name	8)  Chng. Flag
9)  	Acct   	10) Pct    	Acct  	    Pct    	     Acct   	Pct   Acct  Pct
11)	Hours 	12) Etp 	Hours 	    Etp  	     Hours 	Etp  	Hours Etp  
	Hours 	    Etp  	Hours 	    Etp  	     Hours 	Etp
	16614  	123-45-6789	822074      1.00     ARMIJO, BONNIE S
	211305 	    100
 	32.00        R
	16615  	234-56-6789  	903704      1.00     ARMSTRONG, HOLLIE M
	118340 	    100
	12.50 	     R    	18.00 	       J
	16616  	345-67-8910     816187      1.00     BARKER, ROBERT M
	211305 	     100
	31.00	     R

42. Use PSOS Time Roster Department Paging Screen 47 to review and validate transactions that have been entered, modified, added, or deleted on PSOS Time Roster Percent Distribution Screen 45 against the Employee Time Records or to review initial Time Roster information. The PSOS Time Roster Department Paging Screen 47 contains a record for each Time Roster entry and displays three transactions at a time. The salary records appear first, then wage records and then new records.
    
    
43. The first three Time Roster transactions display.
    
    
44. The Action field on the PSOS Command Line will be set to Q (query value only).
    
    
45. Validate each record against the Employee Time Record, the source document used to update the Payroll Time Roster, verifying that:
    
    1. Hours and earnings type are correct.
       
    2. Account and percentage information is correct.
       
    3. Terminated employees who were paid lump sum have 0.00 hours and the Change Flag has been set to D (delete).
       
    4. Added records display.
       
    5. Records are not duplicated; for example, John Smith preprinted on the salary section of the Payroll Time Roster and was added on as a new employee.
       
       
46. Press the F7 function key to view the next three transactions.
    
    
47. To make a correction:
    
    1. TAB to the Verif Nbr field on the PSOS command line. Enter the verification number of the record you want to change.
       
    2. Enter 45 in the Choice field.
       
    3. Enter U in the Action field. Press ENTER.
       
    4. You will advance to screen 45. The record you have chosen will display.
       
    5. Make the necessary changes. Press the F2 function key.
       
       
48. To continue reviewing:
    
    1. The cursor will be at the Verif Nbr field. Enter the verification number of the corrected record.
       
    2. TAB to the Dept. field. Enter the department number.
       
    3. Enter 47 in the Choice field.
       
    4. Enter Q in the Action field. Press ENTER. You will return to where you left off.
       
       
49. When the last record appears, the message **END** displays. Press the F1 function key to return to the Time Roster Sub Menu.
    
    
50. Inform the approver that the Time Roster is ready for authorization. Provide the approver the Employee Time Records for their review prior to authorization.

Time Roster Batch Authorization Screen 48

Date  04  22  97  	*48* Time Roster Batch Authorization *48*      	Opr  RUIZJ

	1)  	I confirm that I am a responsible official of the university
		with a suitable means of verification of all UA compensated 
		activities of the employees whose names appear on this roster. 
		I confirm that the payroll distribution represents a reasonably
		accurate recording of the work performed during the time period
		this roster represents.  I have the delegated authority to 
		review and approve these hours and account distributions.  I 
		understand my Login ID and Password are to be used solely in 
		connection with performance of my authorized job function and 
		use of my Login ID and Password by anyone other than myself 
		is prohibited.

   2) Dept                                   3) Last Update By
                                             4) Batch Authorized By

   5) Total Nbr Records                      6) Records Modified          7) Records Added
                                             8) Records Deleted

   9) Batch Ready for Payroll?

   DEPT        	 			CHOICE  48   		ACTION  U

51. Use PSOS Time Roster Batch Authorization Screen 48 to electronically authorize the Payroll.

52. After reviewing Screen 47:

    1. TAB to the Choice field. Enter 48.
       
    2. Enter U in the Action field. Press ENTER. The Time Roster Batch Authorization screen will display.
       
    3. The cursor will be positioned at "Batch Ready for Payroll?" The default is N.
       
    4. Enter Y. Press ENTER to submit the approved payroll Time Roster batch to Payroll. The message "Authorization is Successful, Payroll flag is set to Yes" displays.
       
53. Once the flag is set to Y after 2:00 PM on Monday pay week you will not be able to make any changes. Contact Financial Service Office – Operations for assistance.

54. Screen 48 Field Descriptions

Changing Time Roster Information

Desired Change	Change on Roster	Required Action
Change Name	No	Record the change on the employee’s Personnel Action Form (PAF) after verifying name change on the Social Security Card. Attach a copy of the SSN card showing name change and forward to Systems Control.
Change SSN	No	Forward a photocopy of the employee's Social Security Card to Systems Control. SSN changes must be done prior to December 1st to affect the employee's W-2.
Change Position Number	Yes	Zero out the hours for an employee who is being paid under an incorrect Position Number and enter D in the "change flag" field. If the employee's new position is in PSOS by 5:00 p.m. Friday of non-pay week, add the employee to the Time Roster Percent Distribution Screen 45 (see Adding Records to the Time Roster)
Change non-state accounts and/or Change Dist. %	Yes	Enter the new account(s) and the new distribution percent on screen 45. Distribution percents must total 100.
Change State Accounts	Yes	If a Position Control Form (PCF) has been submitted to Systems Control to add a state account permanently, at any choice field in PSOS, enter 08 (Position Funding Screen). If the new state account appears in Accounting Information, replace the account number appearing on Screen 45 with the new state account.
Change Distribution Percent on Work study Account, 500530, 500531, 500540	No	Pay from the accounts as preprinted. If the student has been over awarded, a systematic PET will correct the expense and the departments account will be charged 100% in the current pay cycle. This expense will appear on the department's PEL.
Increase Distribution Percent on State Account	Yes	Wages - On Screen 45, TAB to the percent field and enter the increased percent. Enter additional accounts (other than state accounts) and the distribution percent. Distribution percents must total 100.
	No	Salary - Pay from the accounts as preprinted. Submit a PET to correct the expense. Submit an RBC to Systems Control to correct the funding.
Decrease Dist % Percent on State Accounts	Yes	Regardless of employee type, enter the decreased percent in the percent field on Screen 45. Enter the additional accounts (other than state accounts) and the distribution percent. Distribution percents must total 100.
Pay from more than 4 accounts	No	Staff, Student, Ancillary - Request a second Position Number from Human Resources for funding purposes only, Faculty - A second position number is assigned when the hiring document is processed.
Delete Hours	Yes	If an employee has received a lump sum payment upon termination or hours are not due to the employee, change the hours appearing in the 1st hours field to 0.00. Enter D in the Change Flag field.
Decrease Hours	Yes	Enter the reduced number of hours to be paid in the 1st hours field. At the 2nd hours field, enter the remainder of the hours based on FTE as earnings type A (unpaid absence).
Report more hours than a salaried employee's FTE allows	Yes	IIf the employee's FTE increase has been updated in PSOS by Friday 5:00 p.m. of non-pay week, enter the number of hours that reflect the FTE increase in the 1st hours field. If a nonexempt employee has worked more than 40 hours a week, enter the overtime hours in the 2nd hours field and the appropriate overtime code.
Report Overtime Hours	Yes	If overtime was earned in current pay period and is to be paid from the employee's regular account, enter the additional overtime hours in the hours field following the regular hours with the appropriate overtime code. If overtime is to be paid from an account different than what appears on the employee's record, process the overtime as an add on record.
Report hours worked in previous pay periods	No	If overtime was earned in a prior pay period and not reported on the time roster report the hours on a POPR.
Report vacation or leave taken	Yes	Enter the reduced number of regular hours to be paid in the 1st hours field. Enter the number of approved leave hours in the 2nd hours field and the appropriate leave code in the ETP field. Do Not Skip fields. Refer to the Vacation/Sick/Comp balances to ensure the employee has accrued sufficient balances to cover the hours reported.
Change codes DE or AS	No	Pay from account as preprinted.
Pay an employee for a reclassification or pay increase	No	Submit the proper documentation (PAF) to Systems Control for an automatic retroactive adjustment to be paid in a future pay check.

Time Roster Messages

EMP END DATE WITHIN NEXT FOUR WEEKS

Required Action: Determine if the employee should be terminated. If the employee should be terminated and no payment is due, zero out the hours. No further action is required at this time. If the employee should not be terminated, complete a PAF to extend the employee's end date. If no action is taken, the employee's name will only appear on two more rosters. This is the department's first warning to take action.

Required Action: Determine if the employee should be terminated. If the employee should be terminated and no payment is due, zero out the hours. No further action is required at this time. If the employee should not be terminated, complete a PAF to extend the employee's end date. If no action is taken, the employee's name will only appear on one more roster. This is the department's second warning to take action.

Required Action: DO SOMETHING NOW! - Determine if the employee should be terminated. If the employee should be terminated and no payment is due, zero out the hours. No further action is required at this time. If the employee should not be terminated, complete a PAF to extend the employee's end date. If no action is taken, the employee's name will no longer appear on the roster. This is the department's last warning to take action.

Required Action: This is a cross reference that indicates an employee is employed in more than one department or position. The message is useful for determining the number of hours each department should report if the employee is on salary and can also be used to determine where a paycheck may have been delivered if the employee works in more than one department.

Required Action: This is a work study message. This message will first print when a work study student has earned 75% of their work study award. Each time thereafter, the message will appear with a new percentage of earnings until the 100% has been earned by the employee. When the earnings reach 100% of the work study award, the employee can no longer be paid from the work study position. If the employee is to continue working, the department must complete a PAF to move the employee into a non-work study position.

maintained by: Jenny Ruiz
last reviewed: 6/30/04