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Dora Sanchez, Payroll Supervisor

Payroll Training

April 11, 2022

Abel Del Real, Payroll Specialist

David Techaira, Controller

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Agenda

Dates & Deadlines
Earn Types
Time Card Entry
Differential Codes
Overtime
Time Card Errors
Negative Leaves
Comments
Questions

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Data Entry

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Department: Who reports to me?

Create a list of staff that reports to your area. Use this list each month so no one is left off payroll.

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Time Card Entry Dates and Deadlines (example)

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Earn Type Codes

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Time Card Entry�

Monthly Cycle: Classified, Hourly, & Student employees

1. Enter “TCDE” into the Quick Access box. (You must be in the HR module.)

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Time Card Entry�

2. Pay Cycle (enter either M for monthly or A for Academic). Press ok. You can also enter “…” then select a cycle.

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Time Card Entry

3. Enter period end date. Always the 10^th of the month (except for June 30^th).

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Time Card Entry�

4. Enter “N” unless you are entering back-pay (BCP). (as a rule easier to say “Y” than starting over)

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�Time Card Entry�

5. 3 ways to lookup employee: Colleague ID (easiest), Social Security #, or Last Name.

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�Time Card Entry�

6. Enter “…”. If the employee has more than 1 position open it will allow you to select it.

If the employee has only 1 position open, skip step #7.

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��Time Card Entry��

7. Enter the Number that corresponds with the position in box below and press “Enter”

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Time Card Entry�

8. Make Changes to Time Card and Approve. Press “F9” to save and move on to next employee.

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�Time Card Entry�

9. Things To Remember

The “Sched Hours” total should match the “Work Hours” total for Permanent Classified Employees unless you enter Over-Time.

Non Academic Employees’ time is recorded in Hours, Faculty in Days, Adjunct in Hours.

Hourly and Student employees do not use the UNPD code, just enter “0” for scheduled days not worked.

Never ZERO out hours for Permanent Staff. Use CNWP for Non-Academic (CSEA, L-39).

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Time Card Entry

10. Differential Codes, Certain “Earn Types” require manual input of the differential code (UNPD, & CNWP).�

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Time Card Entry

11. If you are having to insert dates prior to the first day or after the last day in TCDE, check WAGS dates. (relates more to new ee’s, students, hourlies)

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Time Card Entry

13. If you see this alert on the screen do not update. Go to LEVS to review leaves.

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Time Card Entry

14. Check LEVS, Determine balance of Leave type that is negative and contact employee with options (UNPD, or other leave type).

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Time Card Entry

15. Comment Screen, Place comments for Over-Time, Substitutes, and hours worked outside normal schedule.

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Time Card Entry

Questions?

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TCDT

TCDT – Time Card Entry Detail

1. Enter “TCDT” into the Quick Access box.

2. Entery Pay Cycle A or M

3. Enter Period End Date

4. Enter EE ID or use Saved List, F9 to save H to hold to screen and follow insruction if you want to pring your file

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TCDT

Compare the report and time sheets to make sure the correct entries were made. Keep the time sheets grouped by month for the entire fiscal year. At the end of the fiscal year, turn in all time sheet to payroll.

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Time Card Entry

Examples of Time Card Entry

Student
Non Academic
Academic

All training materials and forms can be found here,

Website: http://www.hartnell.edu/business-office

Or http://www.hartnell.edu/payroll

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Reminders

Timely Reporting to CalPers and CalStrs

Costly to District in Penalties and Interest

2022 FY

CalPers $2,500 CalStrs $996.44

2021 FY

CalPers $500 CalStrs $6,624.16

Currently the district does not charge back the originators accounts.

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Time Card Entry

Contact Information:

David Techaira, Controller 831-755-6752

Dora Sanchez, Payroll Supervisor 831-755-6951

Abel Del Real, Payroll Specialist 831-755-6993

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