Timekeeper FAQ
Assignment Data
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While updating information in the Employee Assignments screen for EXEMPT employees, I received the following error message in red at the bottom "Maintain Employee Assignments, Can enter blank only if Exempt, Error." I didn't enter anything for my exempt employee in the Overtime Election field, why is this error showing?
Assignment Groups
- I created a manual group of all my employees (for easy report running). When I tried to copy someone from another group into the new manual group it gives me the following message: "Assignment LAST NAME, FIRST NAME (EEID) does not match the All Assignment Criteria of the target group." What should I do?
Timesheets
- An employee that I have has multiple funds...in the past I only collected one time sheet with one supervisor signature...Is it required for me to have a multiple fund sources/positions record? Or is this an optional form?
- I have two employees that I share with another Service Team...Is this where I would want/need the Multiple Fund Source Time & Attendance record?
- What happens when an EE submits their timesheet but needs to make a change? Where do I go to un-submit it for the EE?
- How can I submit a timesheet for an employee I entered time for in CruzPay?
- How can I print a Custom Timesheet Report for a staff employee?
- An EXEMPT employee used the exiting row, changed the Vacation Taken pay code to enter a different type of leave (i.e. Sick Taken) for the month. After they saved the system added back an additional row for that week defaulting to Vacation Taken. It can't be deleted - why is this happening?
Accruals
- I have someone with hours in the extended vacation bank that are not appropriate. Can you tell me how I would delete them?
- When I am adjusting Vacation and Sick leave for an employee who was entered into CruzPay with zeros, in the Time Off Balances window it shows that amount as accrued as of the end of the month. Will the employee be able to use this sick and vacation during the month I made the adjustment?
- When an employee works overtime (premium) does CruzPay make the appropriate 1.5x calculation?
- I am entering CTO premium for an employee whose accruals were incorrect. Do I enter the calculated 6.50 hours number or the raw 4.0 hours worked?
Schedules
- I have an employee who works 7 hours a day Monday-Friday. S/he defaulted to the Monday-Friday 8 Full-time schedule template. There isn't a schedule template that matches the employees schedule so I changed it via the Schedule Manager; do I need to do this each month?
Assignment Data
1. While updating information in the Employee Assignments screen for EXEMPT employees, I received the following error message in red at the bottom "Maintain Employee Assignments, Can enter blank only if Exempt, Error." I didn't enter anything for my exempt employee in the Overtime Election field, why is this error showing?
The Overtime Election field appears to be blank, but there most likely is a space in the field. Once you delete the space the system allows you to update and confirm the change.
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Assignment Groups
1. I created a manual group of all my employees (for easy report running). When I tried to copy someone from another group into the new manual group it gives me the following message: "Assignment LAST NAME, FIRST NAME (EEID) does not match the All Assignment Criteria of the target group." What should I do?
When you created your new group, by copying an entire automatic assignment group, you also copied the filter criteria to the new group. You should click the filters tab, and make sure that the primary filter field name is set to 'All Assignments'
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Timesheets
1. An employee that I have has multiple funds...in the past I only collected one time sheet with one supervisor signature...Is it required for me to have a multiple fund sources/positions record? Or is this an optional form?
This form is optional. It was created to allow TK's to continue to collect hours on multiple funds that need to report this information to contract and grant accountants. If your current timekeeping method is working for you and the department - there is no need to change it (1 timesheet).
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2. I have two employees that I share with another Service Team...Is this where I would want/need the Multiple Fund Source Time & Attendance record?
This may be a place where the Multiple Fund Source Time & Attendance Record can come in handy. However, sharing employees across teams may not work easily. Remember, there is only 1 record in CruzPay for the employee. You and your TK colleague will need to coordinate who handles the CruzPay record and whose record is outside of CruzPay by using the Primary Timekeeper protocols.
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3. What happens when an EE submits their timesheet but needs to make a change? Where do I go to un-submit it for the EE?
You can't un-submit the timesheet for an employee. The Employee will need to click "recall timesheet" which is in the same place as the "submit timesheet" button (the button name changes). The employee has the ability to recall the timesheet until the supervisor and/or timekeeper "approves" it at the end of the month.
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4. How can I submit a timesheet for a staff employee I entered time for in CruzPay?
The timekeeper does not have the ability to submit an employee’s timesheet. This can only be done by an employee. The timekeeper can approve the timesheet in the approval window without it being submitted. Comments should be added to the timesheet and Approval Window stating why you completed the time for the EE, which will close the loop on the action.
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5. How can I print a Custom Timesheet Report for a staff employee?
You can print the CTR by going to Reports->Employee Reports-> Attendance Leave Use Report -> (you must know the EID from PPS). Choose the correct Assignment Group, enter the EID, enter the effective date [last day of month] and choose PDF. The CTR will generate and you can print it. This timesheet is only available for staff EE’s. Students should use the print icon for each assignment.
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6. An EXEMPT employee used the exiting row, changed the Vacation Taken pay code to enter a different type of leave (i.e. Sick Taken) for the month. After they saved the system added back an additional row for that week defaulting to Vacation Taken. It can't be deleted - why is this happening?
This is a system functionality which is intended for non-exempt employees and happens to carry over to the exempt timesheet. (This functionality allows the system to insure there is a regular day row for each week on a non-exempt sheet.) Because vacation taken is the default code for exempt employees, there will always be a vacation taken row for each week in your time record.
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Accruals
1. I have someone with hours in the extended vacation bank that are not appropriate. Can you tell me how I would delete them?
I'm assuming this is due to the manual data entry of the lost hour process; therefore you would use the VAC Lost Adjust pay code along with the minus sign (-) to delete the hours. Comments should be added to the timesheet and Approval Window stating why you completed the time for the EE, which will close the loop on the action.
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2. When I am adjusting Vacation and Sick leave for an employee who was entered into CruzPay with zeros, in the Time Off Balances window it shows that amount as accrued as of the end of the month. Will the employee be able to use this sick and vacation during the month I made the adjustment?
Yes, the EE will be able to use the leave you have "adjusted" for them. However, they can't use the normal monthly accrual, which is earned based on their leave code, policy profile and hours worked until the first of the following month.
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3. When an employee works overtime (premium) does CruzPay make the appropriate 1.5x calculation?
Yes, CruzPay will calculate the overtime appropriately either premium or straight. You will see the calculated hours in the Time Off Balances window.
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4. I am entering CTO premium for an employee whose accruals were incorrect. Do I enter the calculated 6.50 hours number or the raw 4.0 hours worked?
When updating the banks, you will update with the final number (calculated for OTP).
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Schedules
1. I have an employee who works 7 hours a day Monday-Friday. S/he defaulted to the Monday-Friday 8 Full-time schedule template. There isn't a schedule template that matches the employees schedule so I changed it via the Schedule--Manager; do I need to do this each month?
Yes, because you have not applied a permanent schedule template to the employee.
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