Add Punches

In this topic you will learn how to Add Punches.

Steps:

1. NOTE: Bread Crumbs display at the top of the panel and provide navigation to the timesheet.

    

   Main Menu > LSUHSC Processes > Time and Labor > Use > Timesheet

   Step 1

2. In and Out punches are imported to the timesheet from the TTE system, so you will not be required to input regular time data into the system. The information displayed in the timesheet is governed by the employee's Pay Rule, which is programmed into the system.

    

   It is your role to identify any Exceptions to the timesheet and amend them accordingly. Known Exceptions to a timesheet include, but are not limited to, the following:

    

   •  Missed Punches;

   •  TRC – including On Call and Leave;

   •  In Charge; and/or

   •  Transfers.

   Step 2

3. Anytime you enter information onto the timesheet, it is considered a manual edit or change to the timesheet. To enter data onto the timesheet, simply click on the appropriate field and type the information directly into the cell.

    

   NOTE: You can view the employee's schedule in the Schedules section on the bottom right of the page.

   Step 3

4. In this exercise, you will enter all time data onto the timesheet. Generally, punches will be imported from the TTE system. Only Leave and other Manual Edits to the timesheet (i.e. missed punches, On-Call, TRC, etc.) will need to be added by the Timekeeper.

   Step 4

5. Enter the desired information into the Mon In field. Enter "6:28a".

    

   NOTE: When entering punch information using Regular Time, you must designate AM or PM. In this exercise, you will "a" to designate AM and "p" to designate PM. When entering regular time, the system will automatically default to AM unless specified.

    

   NOTE: Military Time can also be used instead of regular time.

   Step 5

6. Enter the desired information into the Mon Out field. Enter "6:56p".

   Step 6

7. Military Time

   Military Time is a 24-hour clock notation system. It utilizes a four (4) digit format, hhmm, as a means of distinguishing between day and night. The first two digits represent the hour of the day and the last two digits the minutes of the hour. For example, 0330 represents 3:30 AM and 1700 represents 5:00 PM. 

    

   A time separator (colon) is not used when entering Military Time (i.e. 0330 rather than 03:30) unlike when entering regular time. Using Military Time, if the time entered has a preceding zero (i.e. 0330), it indicates day (AM) time. If the time has a preceding 1 or 2 (i.e. 1500 or 2300), it indicates night (PM) time. Midnight (12:00 AM) is designated by two zeros (00). You will not enter AM or PM when entering punch information in a Military Time format. However, time must be notated using all four digits.

   Step 7

8. Enter the desired information into the Tue field. Enter

    a valid value
    e.g.
    "0644"
   .
   Step 8

9. Enter the desired information into the Tue field. Enter

    a valid value
    e.g.
    "1854"
   .
   Step 9

10. Enter time for Friday and Saturday, and Sunday, Wednesday and Thursday of the next week.

    Step 10

11. In this exercise, you did not Save your changes to the timesheet until all data was input onto the timesheet. You can Save changes made to the timesheet at any time.

     

    When you Save your information, the system will automatically update any manual edits made to the page. Payable Time, however, will not be calculated until the Time Admin process is run.

     

    Click the Save button.

    Step 11

12. NOTE: Punch information entered as Military Time is converted to regular time once the timesheet is saved.

    Step 12

13. Rounding Rules

    There are two (2) Rounding Rules that are applied to an employee's time when the

    Time Admin process is run. The Rounding Rules are:

     

    • The 6-Minute Rounding Rule - Applied to an employee working according to a pre-defined schedule; and

    • The Tenth-Hour Rounding Rule - Applied to an employee working without or outside a schedule.

    Step 13

14. The 6-Minute Rounding Rule

     

    The 6-Minute Rounding Rule is applied to an employee's time when the employee is working according to a schedule. The 6-Minute Rounding Rule will not apply if an employee is working at any time other than according to his/her pre-defined schedule (i.e. Call-Back time).When the employee clocks In or Out within 6 minutes of his/her pre-defined scheduled Start and End time, the system will "round" his/her time to the scheduled Start and End time.

    Step 14

15. The 6-Minute Rounding Rule (continued)

     

    For example, on Mon, 04/16/12, the employee is scheduled to work from 6:30AM until 7:00PM. The employee clocked In at 6:28AM and clocked Out at 6:56PM. The employee clocked In and Out within 6 minutes of her scheduled Start and End time. Therefore, when the Time Admin process is run, the system will "round" her time to her scheduled Start time of 6:30AM and End time of 7:00PM and display the "rounded" time on the timesheet.

    Step 15

16. The Tenth-Hour Rounding Rule

     

    The Tenth-Hour Rounding Rule is applied when an employee is working without a schedule or outside his/her schedule (i.e. Call-Back time). The Tenth-Hour Rounding Rule will also apply to an employee who is working according to a schedule, but is considered Tardy for work, comes in early to work, or works past his/her scheduled Start/End time (i.e. clocks In or Out more than 6 minutes from the scheduled Start or End time). The Tenth-Hour Rounding Rule will "round" time to the nearest tenth of the hour.

     

     

    Step 16

17. The Tenth-Hour Rounding Rule (continued)

     

    For example, on Tue, 04/17/12, the employee is scheduled to work from 6:30AM until 7:00PM. The employee clocked In at 6:44AM therefore, the employee is considered Tardy. The 6-Minute Rounding Rule will not apply due to the employee being Tardy. The system will "round" her Start Time to the next tenth when the Time Admin process is run.

    Step 17

18. NOTE: Time rounding changes will not display in the Timesheet itself. Actual clock information will remain as displayed in the Timesheet. Rounding changes are viewable in the Payable Totals section.

     

    NOTE: Payable Totals will not change until Time Admin has been run.

    Step 18

19. After time admin has run, any leave taken during the pay period will display in the TL Leave Data box in the Timesheet Balance column. In this example, no leave was taken so the Timesheet Balance column is blank.

    Step 19

20. Rounding changes are displayed in the Payable Time section. The Payable Total for Week 1 is 56.10 and 23.90 for Week 2. The Total Period Hours are 80.00.

     

    NOTE: The Cumulative column total in the timesheet is 79.72. The Cumulative total does not reflect rounding changes and will remain unchanged when Time Admin is run.

    Step 20

21. The TRC options displayed are defined as follows:

     

    CER - Certified Pay

    DP1 - Department/Critical

    RGB - Regular Bi-Weekly

    SH2 - Shift 2 Differential

    WKN - Weekend Differential

    Step 21

22. NOTE: When the Time Admin process is run, if there are any Exceptions needing immediate review an Exceptions section will display to the right of the Time Admin Status section.

     

    Exceptions needing immediate review are flagged by the system and display on the timesheet as a red field.

     

    All High level exceptions must be corrected in order for time to calculate for that day.

    Step 22

This completes Add Punches.

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