Time & Leave Entry FAQs
- How do I determine if I should enter a transaction in Time Entry or Leave Entry?
Time Entry is used for the pay period (see payroll schedule) that you are in at the time you are entering the leave slip. Leave Entry is used to enter future time (time outside of the current pay period.)
- Current = Time Entry
- Future = Leave Entry
- Past = Leave Entry Correction with Departmental Leave Adjustment Form for Classified Employees. Past Entries for Non-Classified Employees are entered into Time Entry.
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- What happens if I enter a Leave Entry transaction as a Time Entry transaction and vice versa?
If you attempt to enter a Leave Entry transaction as a Time Entry transaction, you will receive the following message: “Begin date must be less than or equal to pay end date.” This is your indication that you are attempting to enter the transaction into the incorrect area. You should cancel this transaction and enter it in Time Entry.
If you attempt to enter a Time Entry transaction as a Leave Entry transaction, you will receive the following message: “Time Sheets have already been built. To process on this payroll, cancel and enter in Time Entry.”
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- Why do I sometimes get a “No Matching Entry” message when I’m attempting to enter a transaction into Time Entry for a Non-Classified employee?
Time Entry is closed for five (5) days immediately prior to the Non-Classified pay date to allow Payroll time to process all time and leave that has already been entered into PeopleSoft. Time Entry will re-open the first day of the next pay period. Please refer to Payroll Schedule.
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- How far in advance can I enter leave transactions?
Leave transactions can be entered for the entire fiscal year.
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- Can I enter my own Time or Leave?
No. PeopleSoft does not allow employees to enter or change his/her own information. Departments should always have at least two timekeepers.
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- As a timekeeper, what should I do if no one in my department is available to enter my time/leave?
If there is no one with timekeeper access in your department to enter time/leave, then you must have the department that your department reports to enter the time/leave.
Example: Human Resource Management reports to Academic Affairs. If there is no one in Human Resource Management with timekeeper access, then the Time/Leave is entered by Academic Affairs.
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- Who’s responsible for signing an employee’s time sheet?
Time sheets should be signed by the supervisor named on the time sheet. If the supervisor named on the time sheet is unavailable to sign, then the next line supervisor, director or department head should sign the time sheet.
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- What should I do if an employee decides not to take leave that has already been entered into Time or Leave Entry?
As long as the employee has not been paid for the leave and you can still access it in Time or Leave Entry, you can simply delete or correct the transaction.
I f the employee has been paid for the Time/Leave, you will have to complete a Departmental Leave Adjustment Form. You should always check Payroll Actuals to see how or if the employee was paid for the transaction(s) in question.
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- Can I enter a partial day of leave with a full day of leave?
Partial day leave should be entered separately. PeopleSoft will attempt to distribute the number of hours evenly over the days.
Example: John Doe turns in a leave slip for 28 hours of leave from 12:30pm on Monday, January 6, 2003 to 4:30 pm on Thursday, January 9, 2003. The four (4) hours on January 6, 2003 should be entered separately from the twenty four (24) hours on January 7, 8 and 9.
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- Why do I need to complete a Departmental Leave Adjustment form?
Departmental Leave Adjustment forms are used for several reasons. One reason is to correct the type or amount of leave that an employee has been paid.
Example: Jane Doe was paid for 8 hours of sick leave when in fact the transaction should have been 8 hours of annual leave.
Example: Jane Doe was paid 2 hours of sick when in fact it should have been 5 hours of sick leave.
The second reason that you would need to complete a Departmental Leave Adjustment form is for LATE ENTRIES for CLASSIFIED CIVIL SERVICE EMPLOYEES.
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- What should I do with the Monthly Leave Transaction and Summary reports?
Reconcile the reports with the employee’s leave slips. If an error is found in the leave reports, you should first consult Payroll Actuals to determine how the employee was actually paid, and then contact Human Resource Management for further instructions. Not reconciling these reports will cause the department to have leave discrepancies, which may lead to audits.
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- Why do I sometimes see operator id’s from Human Resource Management in my department’s Leave
Entry Correction?
This occurs when Leave Transaction and Summary reports are not reconciled, causing transactions to appear on a Discrepancy Report or when Automatic System conversions are reported on Warning Reports.
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- Why do I receive Warning Reports and what should I do with them?
Warning reports are generated when payroll is being processed and the amount or type of leave that is being requested is unavailable. PeopleSoft automatically converts the requested leave to the next available type or amount of leave that the employee has available. If you receive a Warning Report you should change the corresponding leave slip to reflect the conversion. It remains the supervisor’s responsibility to make certain that the employee has the desired amount and type of leave being requested.
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- What should I do with the leave slips of an employee that has transferred to another department on campus or an employee who has left the university?
If the employee has transferred to another department on campus, the leave slips should be sent to the department where the employee has transferred. If the employee has left the university, the leave slips must be retained in your department for a period of three years.
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- How do I enter leave for Emergency closure of the university?
When the Chancellor determines that the existence of certain conditions will cause him to close some areas of the university, those affected employees shall be given time off without loss of pay, annual leave or sick leave. No leave slip is required.
For partial day closures, employees must be at work at the time of closure in order to reap this benefit.
For full day closures, employees who are in a leave without pay status either immediately prior to or immediately after the holiday will not be paid.
Employees on an intermittent or restricted (emergency) appointment are paid only for the hours they actually work.
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- Should an employee be charged leave when he or she is away from the office for CPTP classes, Civil Service testing or other employment related activities?
No. An employee who is away from the office for CPTP classes, Civil Service testing or other employment related activities should not be charged leave. There is no need to complete a leave slip for these events.
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- What is escrow leave and are all employees eligible for this type of leave?
Escrow leave is vacation leave that has been placed into a “special” account for employees with less than 10 years of service, who have recently transferred to UNO from another state agency. Employees with less than 10 years of service who choose the LSU Accrual System will not accumulate more than 176 hours of vacation leave. The vacation balance from the previous agency must be escrowed so that the employee can accrue 176 hours while employed at UNO.
Active classified UNO employees, with less than 10 years of service, who change to a non-classified position and elect the LSU Accrual System must have their VACATION leave balance earned as a classified employee, put into an escrow account so that he/she can accrue 176 hours under the newly elected plan.
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- Are escrow balances paid to a terminating employee?
Yes, escrow balances are paid to terminating employees as part of the vacation leave pay off.
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- When can an employee use escrow leave?
An employee can use any portion of escrowed leave once his/her vacation hours have been depleted.
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- Why is escrow leave displayed in a separate column from vacation leave on the LEAVE ACCRUAL INQUIRE panel?
Escrowed leave is listed in a separate column on the LEAVE ACCRUAL INQUIRE panel so that the employee can reach the 176 hours cap. Hours listed in the vacation balance column will reflect the sum total of both vacation leave and escrow leave.
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