Setting a Default Profile for Biweekly Employees

When you have hired a new biweekly employee and HR has added the employee to PeopleSoft, the Time Collection system automatically creates a biweekly task for the employee, and assigns the employee to the default team. Once the employee has been assigned, you can verify the default profile for that employee, making any necessary changes. The profile can be used to

You must have either supervisor or payroll representative authorization to set an employee's default time reporting profile.

To setup a time reporting profile for a biweekly employee:

  1. Click on Employee Summary in the menu frame to display the Employee Summary page.
  2. You can display a list of employees, or a single employee. To display a single employee name:
    1. Enter the complete last name in the Full Last name, First name field, or the employee ID in the Emplid field.
    2. Click on the Search button to display the employee(s) with the specified name or ID.

      3. To display a list of employees select the department and team:

    3. Select a department from the Department list. This populates the teams in the Team list.

      4. Tip! If you need to select more than one department, press the Ctrl key while you click on each department, or click on the Select All option to select all the departments on your list. If you select all departments, all of the teams are also selected.

    4. In the Team list, select the team to which you have assigned the employee.

      5. Tip! If all teams were selected, and you don't want to list employees from all teams, you can deselect teams by pressing the Ctrl key while selecting the team to eliminate from the selection.

    5. Click on the Search button to display a list of employees in that team.
  3. Click on the DS/TM button next to the employee whose schedule you need to define. This displays the Setup Default Time for Regular Biweekly Employee page, with the default profile created by HR when the employee was hired.
  4. The following fields are set by HR, and cannot be changed in Time Collection:
    Employee Name
     
    EMPLID
    Dept.#
    Std.Weekly Hours
    Hourly Rate
    Task ID
    Task Description
  5. Leave the Auto Approve checkbox unchecked.

    Note: If this box is checked, the employee's time sheet is automatically approved each pay period, and the employee will be prevented from making changes to their time sheet. Checking this box is not recommended unless exceptional circumstances apply, such as a payroll representative being unavailable to approve the time by the deadline.

  6. If you want the employee to enter their own time, check the Allow Time Entry checkbox. If you do not want the employee to enter his or her own time, uncheck the Allow Time Entry checkbox.

    Note: Only the payroll representative can change this value. Supervisors cannot change the Allow Time Entry checkbox.

  7. If you want the system to automatically populate the employee's time each pay period based on the default schedule, check the Generate Time checkbox.
  8. If the employee belongs in a team other than the default task unit for the department, select the appropriate team from the Team drop-down list.
  9. The Effective Date field defaults to the hire date or the last effective date in PeopleSoft, and is downloaded from PeopleSoft.

    10. If you are changing the number of workdays or daily hours, or changing or adding a Calendar Start Date or Calendar End Date, enter the date when the changes you are making will be effective. You can type the date in m/d/yyyy format, or select the appropriate date using the Calendar Date Picker (click on the button and click on the date).

  10. The Calendar Start Date and Calendar End Date fields are populated only if the employee works less than a full 26 pay periods.

    Important! These dates control pension contributions, and are automatically populated with the dates set by the Office of Human Resources. If your employee does not follow the standard schedule, contact the Time Collection Administrator before changing these dates.

    11. If your employee does not follow the standard schedule, enter the start date in the Calendar Start Date field, and the end date in the Calendar End Date field.

  11. If the employee is critical and will be required to work during emergencies, click on the Critical Employee checkbox to select it. This field is used only for reporting.
  12. If the employee works a standard 5-day week, leave the value in Weekly Workdays unchanged. Otherwise, select the number of days the employee regularly works in a week.

    Note: If you change the number of days, you must change the daily hours to keep the total hours worked the same as the Std Weekly Hours.

  13. If you have changed the Weekly Workdays, change the hours to show the amount of time the employee is scheduled to work each day. This establishes the daily overtime threshold for the employee, and these values will be used to populate the time sheet if Generate Time is checked. The total hours for the week must match the Std Weekly Hours value.

    14. If the Employee's Default Schedule is correct, leave the values unchanged.

  14. Click on the Save button to save your entries. A message will be displayed, indicating that your changes have been successfully saved.
  15. Click on the OK button to return to the Setup Default Time for Regular Biweekly Employee page, where you can select your next activity from the menu on the left.