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The Quick Entry screen was designed to facilitate
efficient entry of hours. All employees selected from the Employee List appear on the reporting lines
ready for time entry. Start keying time and simply use the tab key to move
to the next field where time is to be entered. When you are finished, click
on the Update button and all time you have entered will be saved.
If you need to change any pay line information you will need to make the
change(s) on the Detail Entry screen. To make
these changes you need to first move to the reporting line of an employee
you wish to make a change and then select the "Detail Entry"
button. This will take you to the Detail Entry screen where the change(s)
can be made. When you have finished making changes, you can select the "Quick
Entry" button on the Detail Entry to return back to the Quick Entry
screen.
- PAY PERIOD
INFORMATION
- Shows the pay period information for time entry that was selected on
the Timekeeper Selection screen.
- DETAIL ENTRY BUTTON - Clicking on this
button will take you to the Detail Entry screen for the selected
employee.
- EXIT - Clicking on this
button will exit you from hours entry and
return you to the Timekeeper Selection screen.
- EMPLOYEE REPORTING
LINES
- Only employees that were selected on the
Employee List screen will be shown with reporting lines available
for time entry.
- CANCEL - Clicking on this
button will cancel all hours entries made during this session on the
Quick Entry screen.
REPORTING LINES INFORMATION
- EMPLOYEE NAME - Employee's name
(Last, First MI), populated from the Payroll Personnel System (PPS).
This data field cannot be changed.
- ID - Employee
identification number generated by PPS. This data field cannot be
changed
- INDEX - Indicates the employee's
index funding source. This data field can be overridden on the Detail Entry screen.
- SUB – Sub account type
which determines timekeeping reporting requirements.
- W – Work study code, which
indicates a PPS work study distribution.
- 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 on the
Detail Entry screen.
- RATE - Indicates the
rate of pay for this pay reporting line. Biweekly rates are expressed
as an 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 on the Detail Entry screen.
- 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 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.
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