CHRS Knowledge Base

TL Frequently Asked Questions (FAQ)

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This document is to provide campus users with a list of questions regarding Time and Labor (TL).  

Configuration:

What are campuses responsible for configuring initially in CHRS for TL?

Implementing campuses have an array of tasks to complete. Campuses should refer to the TL Setup Checklist for Implementing Campuses for details.   

What is the "delivered" Auto-Enrollment Process if campus chooses not to customize?

The TL auto-enrollment process is configurable by campuses and should be reviewed by the campus. Starter queries and enrollment configurations have been provided by CMS, but they can be edited or inactivated as part of campus configuration.

Are time reporting templates managed by campus or CO for CHRS

The CO delivers baseline templates in CHRS, but campuses have the ability to create their own templates, as needed.

Do all employees have to have a schedule assigned? 

The only employees that require a work schedule are those enrolled in absence management or using Time & Labor rules which refer to the assigned work schedule (e.g. auto-assignment of ADO).

Are campuses allowed to have their own TL rule programs?  

Yes.  Campuses can build and maintain their own TL Rule Programs. 

In Time Reporting Template, how is the configuration under “Display of Job Information” used?

The fields in this region are used to specify the information displayed alongside the employee's name and job title on the Time and Labor Self Service pages.

General:

How would you summarize Time Reporting in TL?
Payroll
  • CHRS is the system of record, it is important that all time entries (including late time) are recorded in PeopleSoft before submitting time for payment in PIMS. Time reported on the timesheet must match the time reported to the SCO.
  • Report time worked on timesheets, including late time entries.
  • Payable time values are generated according to the CSUC111 rule which rounds payable time as per SCO guidelines. The rounding occurs for each individual date, not the sum of hours worked in the period.
  • For AM-eligible hourly employees, follow the late time entry business process to activate a retro trigger for absence management to accumulate the late transaction.
  • The Adjust Paid Time process should be used if there is a change in pay that cannot be reflected by correcting the timesheet, otherwise, enter corrections via the timesheet.

Navigation: Manager Self Service > Time Management > Report Time > Timesheet

Employees & Timekeepers

Employees and timekeepers will report time using delivered timesheet.

  • Report time worked on a daily basis for the current pay cycle on the timesheet.
  • Types of time to be reported on the timesheet include: Regular, Overtime, Shift, Compensatory Time, ADO, Holiday CTO, Holiday Credit, and HG5/HG6.

Navigation: Manager Self Service > Time Mgmt > Report Time > Timesheet

How would you summarize Time Approval in TL? 
  • All timesheet transactions must be reviewed and approved to ensure accurate payment and balances.
  • For managers, the approval tile displays a count of approvals pending action.

Navigation: Manager Self Service > Time Mgmt > Approve Time & Exceptions > Payable Time

How would you summarize Time Administration in TL?

Time Admin is automatically triggered to run as time entries are submitted on the timesheet and the time is available for approval immediately afterwards.  Time Admin will not be scheduled to run via batch.  Campuses can run Time Admin, as needed.

Navigation: Menu > Time and Labor > Process Time > Request Time Admin

How would you summarize Compensatory Time in TL? 
  • All compensatory time are maintained in Time & Labor and not Absence Management in CHRS. This includes all compensatory time: CTO, ADO, Holiday CTO, Holiday Credit, and HG5/HG6.
  • Employees must be enrolled in comp time plan(s).
    • Navigation: Menu > Time & Labor > Enroll Time Reporters > Comp Plan Enrollment
  • Report all compensatory time adjustments using the timesheet.
  • ADO is automatically generated by the system based on employees’ work schedule. ADO is maintain by days, not by hours.
How would you summarize Managing Exceptions in TL?

Campus users are to use the Exceptions page to review and resolve exceptions.

Navigation: Manager Self Service > Time Mgmt > Approve Time & Exceptions > Exceptions

How would you summarize Work Schedules in TL? 

All absence eligible employees – those enrolled in absence management in Job Data – or those enrolled in a Time & Labor ADO plan must be assigned to a work schedule.  All schedule assignments must align with the employees’ FTE (e.g. a part-time .50 FTE employee must be assigned to a corresponding .50 FTE schedule.)  Any employees who are not explicitly assigned a schedule will default to the Standard M-F 40 Hours schedule.

Navigation: Menu > Time and Labor > Enroll Time Reporters > Assign Work Schedule

How would you summarize Auto Enrollment in TL? 

The TL auto enrollment process is used to automatically set up and update Time Reporter Data for employees. Campuses are responsible for their own setup. Review the starter queries and enrollment configurations delivered by CMS and update, if necessary, to meet campus specific needs.

Navigation: Menu > Time & Labor > Enroll Time Reporters > Process Auto Enrollments

​In 9.0, we have scheduled a process (every 2 hours)​​​ to move timesheet data (submitted by employees) to be available for review/approval by approvers. Will this be a similar process in CHRS?

Once the employee submits the time a timeadmin process for that employee is automatically run and Payable time is created. Goes to the designated approver (based on the approval options) for approval.

Should hourly employees, including student workers, may enter their hours daily, weekly, monthly?

Hourly employees, including student workers, should enter their hours daily.

Does time entry still default to REG?​

The Rule CSUT008 will be delivered in baseline and will automatically set blank TRC rows as "REG".

For Late Time Entry, what if we paid the late time directly through PIMS and didn’t put on a timesheet in CHRS, what would happen?  

The hours will not count towards accruals.  

For Late Time Entry, is it recommended that we enter on a timesheet in CHRS? 

Yes, enter on the timesheet.  If a correction to accruals is required, perform the late time entry business process to set a retro trigger.  

For Late Time Entry, does there need to be ‘adjust paid time’ entry before we create a retro trigger?

No, the adjust paid time process is only needed if payable time needs to be adjusted.  Make changes to the timesheet directly. 

Because CTO and ADO are submitted on the timesheet, do they also need to be approved by the manager?

Anything entered on the timesheet will require approval as per the campus-defined approval process.  ADO created via rules will not require approval.

Where do we actually approve payable time for CTO? 

CTO Time is approved in the Approvals tile.  If the time is not showing up in the tile, review the Workgroup as it could be misconfigured before opening a ServiceNow ticket. 

Are ADO/CTO adjustments done on Adjust Paid Time or on the Timesheet?

They are done directly on the timesheet using the appropriate adjustment TRC.

Are campuses expected to use Adjust Paid Time to record elapsed hours and Timesheet for punch time for entries that impact prior periods?

The timesheet should be used to correct all prior period entries.  The hours worked on the timesheet should reflect the hours reported to the SCO.  The adjust paid time process should only be used if there is a change in the pay that cannot be reflected by correcting the timesheet.

For Additional Pay and Time & Labor entries, where an account code override exists, when and where does the LCD process look for account code?  Does the entry have to exist on a specific table, other than ps_tl_payable_time, ps_tl_rptd_time, or ps_addl_pay_data?

Time & Labor entries come in  via the TL_PAYABLE_TIME record. The campus then has to run the CSU TL Earnings Distribution process (CSUTL09A.SQR) for that data to get populated into the CSU_TL_ERN_DIST record. From there, Pay Check Create program (CSULCD20.SQR) picks up the Combo Code from the CSU_TL_ERN_DIST record. For Additional Pay, that gets entered on the Additional Pay page into the ADDL_PAY_DATA record, which should also get picked up in the Pay Check Create program (CSULCD20.SQR).

For campuses using REPORTS TO approval for TL, if the REPORTS-TO person is on vacation or any type of absence or leave, how will the transactions be routed? 

Transactions are routed to the employee’s reports-to position. This routing logic does not account for leave status or other employment statuses. To avoid approval interruptions, it is recommended to proactively set up delegation before any planned leave.

However, for Time and Labor (TL) approvals, the recommended setup is to use Dynamic Groups instead of the reports-to hierarchy.

Will "Save for Later" on the Timesheets be enabled or disabled in CHRS?  

No, the "Save for Later"  functionality is not enabled on Timesheets.

In Timesheet, should the EmplID Search Lookup also include inactive Employees?

Campus controls the security on what they can see and what they can not see. Row level security for the user is tied to the T&L access tied using a dynamic group that campuses maintain.

Notifications:

Do manager will receive an email notification when the employee enters time in ESS Timesheet?

 No, the manager will not receive an email when time is entered on the timesheet.  

If hours are entered daily, will the manager receive a daily notification via email?  

 No, the manager will not receive an email when time is entered on the timesheet.  

Do managers and timekeepers receive a weekly summary of time entered via email?  

No. 

Do managers see an alert notification on their fluid tile when they have pending actions?

The manager will see a number on the approvals tile indicating the number of pending approvals. 

Do employees see alert notifications on their fluid tile when they have pending actions.

No, the employee will not see any notifications on their fluid tiles.

PIP:

How would you summarize PIP in TL?

All time entries and approvals for the cycle must be complete before the 5th business day.  Central CHRS will close the cycle for all campuses on the 5th day each month. New to CHRS, the PIP interface process includes the ability to exclude specific employees from the PIP file.

Navigation: Menu > Time & Labor > CSU Time & Labor > CSU PIP

Will the PIP programs work the same in CHRS?

Yes.

What is the best practice for removing rows from the PIP file? 

In CHRS, campuses will have the ability to remove rows from the PIP file through the front end.  If an update to the PIP file is required, then the best practice is to do it through the front end, rather than modifying the file itself.

Do campuses still access the PIP Draft review from the Process Monitor as a CSV file in CHRS?

​Yes, each PIP Process creates a PDF, a CSV and a text file.

Is rounding by individual DATE or are entries only rounded in the PIP file?

When payable time values are generated from reported time values, a rule is run (CSUC111) which rounds the payable time as per SCO rules. The rounding occurs for each individual date (DUR - Date Under Report), and not a sum of hours worked in the period.

Is the rounding rule in CHRS for Punch Time and Elapsed Time by day or will the time be recorded as-is (without rounding to the nearest tenth of an hour) and only rounded based on the sum of all hours reported for the month and included in PIP?

Rounding will not occur on reported time (either elapsed or punch), but will round on payable time.  The rounding will occur for each payable time entry; on a daily basis, not on a sum of hours.

Reports:

Is the CSU MPC Reconciliation​ report not able to be viewed from the Process Monitor or Report Manager?

​No, the data is displayed on a separate page in CHRS. 

Navigation: Menu > Time and Labor > CSU Time & Labor > CSU Run MPC Process

How can I learn more about the CSU MPC Reconciliation​ report?
For auditing ADO expired, should the CHRS Reporting QuickSight report be used or the CHRS multi-report? What is the difference of these reports?

The main difference between the two is freshness of data.  CHRS Reporting QuickSight will be a day old, while the multi-report will be live.  From a CMS perspective, it is preferred that campuses use CHRS Reporting QuickSight as it is optimized for reporting purposes.  That said, the campus should use the tool which matches their business process.

On the CSU Work Study Balance page, what are the table names that we would want to use to query with?

The table you will need is CSU_WS_BAL_VW.

What are the compensatory time table names?

TL_COMPLEAV_TBL and TL_COMP_DAY_BAL.

Now that ADO will be in timesheet, what reports are available? 

The Comp Time TRCs have been incorporated in to the Absence MultiReports (GRP 186)

What type of audit reports will be available for the "Save for Later" items entered on a timesheet?

No audits will be provided as the "Save for Later" functionality is not enabled on Timesheets.

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