This job aid shows payroll administrators how to assign work schedules.

• Assign a predefined work schedule
• Assign a personal schedule
• Appendix: Predefined Schedule Naming Conventions

Your campus-assigned role determines your navigation path. If the first navigation path is unavailable, use the Alternate Navigation.

Step 1: Navigate to Assign Work Schedule.

• Menu >Global Payroll & Absence Management >Payee Data >Create overrides >Assign Work Schedule
  • Alternate Navigation: Menu >Time and Labor >Enroll Time Reporters >Assign Work Schedule

 Step 2: Search for the employee.

• Enter search criteria.
• Click Search.
  • If the search returns one employee, the Assign Work Schedule page opens, otherwise, select an employee.

Step 3: Click the Plus button to add an Effective Dated row.

Step 4: Enter the Effective Date.

Step 5: From the Assignment Method column, Select Predefined Schedule.

• If the schedule you need to add is not defined, skip to Assign a personal schedule.
• Select Predefined Schedule – Use this if the schedule is already defined in the system.
• Use Default Schedule – Use this option if the employee must be set to the Monday through Friday, 8 hours each day work schedule. No additional information is required to be set when using this option.
• Create Personal Schedule – Use this if the schedule does not currently exist in the system and no action will be taken to have it created.

 Step 6: Select the CSU_SHARE schedule group.

Step 7: Use the Lookup to select a Schedule ID.

Step 8: Click Save.

Before you create a personal schedule, make sure the schedule does not already exist. The schedule ID naming convention helps you make that determination.

Step 1: From the Assignment Method column, select Create Personal Schedule.

Step 2: Select the CSU_SHARE schedule group.

Step 3: Click Create Schedule.

Step 4: Set the schedule details:

1. Enter a Description.
2. Select the Definition type.
3. Confirm Daylight Saving Rule is set to Fixed Time.
4. Set Days in Schedule.
   • Days in Schedule: Set the “Days in Schedule” to the appropriate number for the work schedule to be created. For example:
     • If the schedule is to repeat weekly, set the number to 7.
     • If the schedule is bi-weekly, set the number to 14.

Step 5: Optional: Set the default Taskgroup and Time Reporting Template.

• Use these fields only if your campus uses Taskgroups and you want to set a default for the work schedule.

 Step 6: Open the Schedule Shifts tab.

Step 7: For each day of the schedule, enter the number of hours to be worked in the “Sched Hrs” field.

• IMPORTANT – Day 1 of the schedule is always the same day as the effective date. For instance, if the effective date of the schedule is Monday, November 25, 2019, then that will be Day 1 of the schedule. If the schedule is weekly or bi-weekly, it is recommended that the effective date be a Sunday.

Step 8: Click OK.

Step 9: Click Save.

• Use effective dates to update the employee’s schedule on those dates.
  • For example, if the employee has an interval of two weeks with an alternate schedule, enter a row for the alternate schedule, then enter another row that returns to the standard schedule with the effective date of two weeks after the alternate row.

Standard naming convention

• FTE
• Working Days + hours
• After each day (or range) the number of hours worked is indicated.

Campus police naming convention

• Police schedules always come in pairs (WK1 and WK2).
• Police schedules always start with PD.
• Hours each day/total hours worked both schedules.
• Working Days
• WK1 or WK2
• N = Sunday, M = Monday, T = Tuesday, W = Wednesday, R = Thursday, F = Friday, and S = Saturday.