DETAIL ENTRY:

Detail Entry Screen

While the Quick Entry screen is designed to do less complex reporting of hours, the Detail Entry screen will allow you to accomplish the more demanding time entries. From this screen you will be able to key Special time entries and do adjustments to previous pay periods, as well as override certain pay block fields. All employees selected from the Employee List are set in queue ready for you to enter time for them individually. You have the choice of entering time in the Reporting Lines window or in the Override area of the Detail Entry screen.



When you are finished entering time in either area click on the Accept button. This will allow you to save the data and move between the Reporting Lines window and the Override area. When you have finished, click on the Update button to save all data entered.



You can scroll between employees by clicking on either the Prev button or Next button. However as a safety mechanism, you will not be able to move to another employee record until you have "Accepted" and "Updated" any data you have entered.



You can also Copy pay lines, which is very useful, if you need to key an adjustment for a prior pay period. It is also beneficial, if you need to enter time for more than one "Other Hours Code". If you would like to remove a pay reporting line, just click on the Remove button.



Clicking on the Spcl button, will allow you to create a Special time entry. This is provided you have authorized access to the employee's record.



Another unique feature is the Empl button. Clicking on this button will show you the Employee Distributions screen, which contains the employee's Payroll Personnel System (PPS) pay distribution data. If there is any new data since you last entered the Online Timekeeping system, you can highlight the new distributon line and transfer it. You will now be able to enter time against the new pay reporting line created by transferring the changed PPS data. There is even a flag on the Detail Entry screen to notify you of any PPS changes to the employee's record. It is located between the "Total Percent" field and the "Quick Entry" button at the header of the screen.

USERID/DATE/TIME STAMPING



The last feature of the screen is a "Userid/Date/Time" stamp of each pay reporting line that contains entered data. To view the stamp feature, just use the scrolling tool at the bottom of the Reporting Lines window and scroll to the right. This enables you to see exactly when and who entered time for your employees. If you are the timekeeper that entered the time, you will not see a Userid. This was specifically developed for departments that have employees with dual employment. If you do not recognize the Userid, no problem, just use the Timekeeper Lookup screen.

HEADER INFORMATION FIELDS AND BUTTONS





REPORTING LINES INFORMATION



  • INDEX-FUND-SUB - Indicates the employee's index funding source and sub account type for the pay reporting line. This data field can be overridden in the "Index" field of the Override area.


  • TITLE - Employee's assigned title code populated by PPS for this pay reporting line. This data field can be overridden in the "Title" field of the Override area.


  • DOS - Description of Service code that indicates the type of service or time to be reported against the departmental funding source for this pay reporting line. This data field can be overridden in the "DOS" field of the override area.


  • PAY RATE - Indicates the rate of pay for this pay reporting line. Biweekly rates are expressed as and hourly pay rate. Salaried employees are expressed as a monthly pay rate or 1/12 th of their annual rate. This data field can be overridden in the "Rate" field of the override area.


  • END DATE - Indicates the pay period end date for this pay reporting line. This date can be overidden in the "Period End" field of the Override area.


  • SICK - Sick leave hours entered for this pay reporting line. Hours entered in this field will reduce the employee's sick leave balance accordingly, and will create pay for sub 2 employees.


  • VAC - Vacation leave hours entered for this pay reporting line. Hours entered in this field will reduce the employee's vacation leave balance accordingly, and will create pay for sub 2 employees.


  • REG - Regular hours (actual or estimated) entered in order to create pay for positive time reported (sub 2) employees. It is not necessary to enter hours for monthly exception time reported employees (sub 0, sub 1).


  • OT - Straight overtime hours entered to create pay for eligible employees on all sub account types. Hours reported will be paid at the employee's regular rate of pay. Overtime hours worked for "comp time" purposes should not be reported here, but in the other hours field using the appropriate other hours code (see below).


  • PREM OT - Premium overtime hours entered to create pay for eligible employees on all sub account types. Hours reported will be paid at the premium rate of time and a half according to the Fair Labor Standards Act and the appropriate labor contracts. In most cases this means any hours actually worked in excess of the employee's standard 40 hour work week. Premium overtime hours worked for "premium comp time" purposes should not be reported here, but in the other hours field using the appropriate other hours code (see below).


  • OTHER CD - Other hours and code fields allow you to enter time for all other purposes as described below:

    A : Administrative Leave with Pay (creates pay for sub 2)*
    B : Voting Time Off (creates pay for sub 2)*
    C : Straight Compensatory Time Earned (does not create pay for any employee, but adds the hours reported to increase the employee's Comp balance on the LASR)
    D : Straight Compensatory Time Used (creates pay for sub 2 and for all employees, reduces employee's Comp balance on the LASR by the number of hours reported)
    H : Holiday Time (creates pay for sub 2)*
    J : Jury Duty (creates pay for sub 2)*
    K : TRIP Bonus Time Used (creates pay for sub 2 and for all employees, reduces the employee's Paid Time Off balance by the number of hours reported)
    L : Other Leave with Pay (creates pay for sub 2)*
    M : Military leave with Pay (creates pay for sub 2)*
    N : No-Pay Absence without Pay (used only with sub 1 salaried employees to reduce their number of regular hours to be paid, should not be used for sub 0 Academic employees)
    P : Straight Compensatory Time Payoff (Used to pay employees for Straight Comp Time balance when separating from UCSD or upon transfer to another department. Creates pay for all employees and deducts the reported time from the employee's Comp balance on LASR)
    T : Premium Compensatory Time Used (creates pay for sub 2 and for all employees, reduces the employee's CMP+ balance on the LASR by the number of hours reported)
    W : Worker's Compensation Leave (creates pay for sub 2 and should only be entered upon advice of the Business Office and/or Payroll Office)
    X : Premium Compensatory Time Earned hours must be converted to time and a half before entering, for example, 4 premium comp hours worked would be converted and entered as 6 hours (does not create pay for any employee but adds the reported hours to the employee's CMP+ balance on the LASR)
    Z : Premium Compensatory Time Payoff (Used to pay employees for Premium Comp Time balance when separating from UCSD or upon transfer to another department. Creates pay for all employees and deducts the reported time from the employee's CMP+ balance on LASR)

    * These codes are mandatory nonproductive codes for hospital funded (63XXX) use and optional nonproductive codes for campus funded use as approved by the Accounting Office.


OVERRIDE AREA FIELDS AND INFORMATION



  • INDEX - Indicates the employee's seven digit index code.


  • INDEX DESCRIPTION - Provides the departmental account and fund source information from the General Ledger system and is controlled by the General Accounting Division. This field cannot be overridden.


  • FUND - Indicates the six digit funding source that is derived and linked to the "Index" code. This field cannot be overridden.


  • SUB - Indicates the employees single digit subaccount number (Academic Titles-0, Staff Titles-1, General Assistance Titles-2).


  • TITLE - Indicates employee's four digit title code in reference to the employee's appointment classification.


  • TITLE DESCRIPTION - Is the name the employee's job description as related to the "Title" code.


  • P OT - (Yes or No) indicating if the employee is eligible for paid overtime based on their assigned "Title" code.


  • PERIOD END - Indicates the last day of the specified pay period.


  • CYCLE - Indicates the pay cycle (M-Monthly, B-Biweekly).


  • RATE - Indicates the rate of pay. Biweekly rates are expressed as and hourly pay rate. Salaried employees are expressed as a monthly pay rate or 1/12 th of their annual rate.


  • H/M - Indicates the rate type (M-Monthly, H-Hourly).


  • DOS - Indicates the employee's Description of Service code for the type of service or time to be reported against the departmental funding source or "Index".


  • RA - Enter an A in this field to indicate a retroactive pay rate adjustment for sub 2 employees only. Retroactive pay adjustments for sub 0 and sub 1 employees are processed by the Payroll Personnel System (PPS), consult your departmental PPS contact for more information.


  • WSP - This field is used to indicate a Workstudy pay block and should be used for student employment only (F-Federal funding, S-State finding, I-Institutional funding).


  • ERC - This field is not used at this time.


  • TYP - This field is not used at this time.???????


  • DUC - This field is not used at this time.


  • PERCENT - Indicates the pay percentage for this pay reporting block and is always expressed to the fourth decimal.


  • FIXED HOURS - ????????


  • SICK LEAVE - Sick leave hours field. Hours entered in this field will reduce the employee's sick leave balance accordingly, and will create pay for sub 2 employees.


  • VACATION - Vacation leave hours field. Hours entered in this field will reduce the employee's vacation leave balance accordingly, and will create pay for sub 2 employees.


  • REG HRS - Regular hours (actual or estimated) entered in order to create pay for positive time reported (sub 2) employees. It is not necessary to enter hours for monthly exception time reported employees (sub 0, sub 1).


  • STRAIGHT OT - Straight overtime hours entered to create pay for eligible employees on all sub account types. Hours reported will be paid at the employee's regular rate of pay. Overtime hours worked for "comp time" purposes should not be reported here, but in the other hours field using the appropriate other hours code (see below).


  • PREMIUM OT - Premium overtime hours entered to create pay for eligible employees on all sub account types. Hours reported will be paid at the premium rate of time and a half according to the Fair Labor Standards Act and the appropriate labor contracts. In most cases this means any hours actually worked in excess of the employee's standard 40 hour work week. Premium overtime hours worked for "premium comp time" purposes should not be reported here, but in the other hours field using the appropriate other hours code (see below).


  • OTHER HOURS / CD - Other hours and Code fields allow you to enter time for all other purposes as described above in the Reporting Lines Information.



ACTION BUTTONS



  • SPCL BUTTON - Clicking on this button will initiate the Special Window to create a special pay for an employee. Note: you must have access to an employees record to complete a special time entry.


  • EMPL BUTTON - Clicking on this button will initiate the Employee Distributions screen, where you can transfer changed PPS data into the Online Timekeeping system. Refer to PPS Database Changes for more detailed information.


  • PREV BUTTON - Clicking on this button will return you to the Detail Entry screen for the previous employee.


  • NEXT BUTTON - Clicking on this button will move you to the Detail Entry screen for the next employee.


  • UPDATE BUTTON - Clicking on this button updates and saves the data entered.


  • ACCEPT BUTTON - Clicking on this button tells the system to accept the data entered in either the Reporting Lines window or the Override area.


  • COPY BUTTON - Clicking on this button initiates the Copy Pay Reporting Line window, where you can click to copy selected pay reporting lines. Refer to Copying Pay Lines for more detailed information.


  • REMOVE BUTTON - Clicking on this button removes the current active pay reporting line.


  • CANCEL BUTTON - Clicking on this button will cancel all current pay entries.



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