This document provides instructions on:
Entering Time and Labor for positive reporting employees Opening a Session Rapid Log Rapid Session Student Employees on Work-Study Student Employees on Institutional Funds Hourly Employees Closing a Session BEFORE completing all time entry Closing a Session AFTER completing all time entryPositive reporting employees do not work a set number of hours during each pay period and they must report their hours worked during each pay period. Positive reporting employees are also known as 00ourly00employees. Student employees fall under this category.
To Log On to Human Resources/e*mpac System to enter time:
Go to When you enter time, once you mark the session as 00eady,00remember to check for an error report the next day in the Report Distribution Tool. If you do not see an error report, you have no errors to correct. Time can only be entered on the Thursday and/or Friday of the week in which time is being entered if you use Rapid Log. Otherwise, you must use the 00mployee Month at a Time00panel. Sessions must be changed to 00eady00by the end of the day on Friday of the week in which time is entered. Otherwise, all time entered will be lost, and must be re-entered on Monday using 00mployee Time by Month.00/font>
The 00apid Log for Positive Employees00can only be used on the Thursdays and Fridays for the week in which the time is being entered. Rapid Update runs on Sundays, and processes the prior week00 time entry. Then any corrections to the 00apid Log for Positive Employees00that need to be made can be done on Monday using 00mployee Time by Month00panel.
II. Opening a SessionWhen opening a session for positive reporting employees for a department, all positive reporting non-student and student employees for that department will appear. The employees are differentiated by their TRC. A Time Reporting Code of STYWS is for student work study positive reporters, STYSH is for student non-work study positive reporters, and REE is for non-student positive reporters (or RHH for HH hourly employees and RJJ for JJ hourly employees, both of which are consultants). Once the session is saved, it will have a unique Session Number specific to the operator who created the session.
When creating a session, only enter time for employees for whom you are responsible. If you only enter student employees, when you create a session, only enter time for student employees. If you only enter hourly employees, when you create a session, only enter time for hourly employees.
For a new session:
Path:
Go, Administer Workforce, Capture Time and Labor, Use, Rapid Log/Positive Employees, Rapid Session, Add
At the 00dd 00Rapid Log/Positive Employees00sub-panel, session default is New. Select GroupID and click 00K00(Figure 1)
Figure 1: Open a new session by selecting 00dd00and enter Group ID The Group ID is the first five characters of the Department ID; if your department has access to multiple departments information, a 00ynamic00Group ID will show here instead; this number represents a collection of all departments that fall under your departmentIf a session already exists:
Path:
Go, Administer Workforce, Capture Time and Labor, Use, Rapid Log for Positive Employees, Rapid Session, Update/Display
At the 00pdate/Display 00Rapid Log/Positive Employees00sub-panel, enter the session number, select GroupID and click 00K00(Figure 2)
Figure 2: Open an existing session by entering Session Number and Group ID III. Rapid SessionOnce you click 00K,00you will see the Rapid Session panel (Figure 3). This session shows a new session.
Figure 3: Rapid Session panelIf adding a session, enter a name for this session in the 00escription00field (Figure 4). Use your initials, followed by an underscore, followed by the Group ID, followed by an underscore, followed by the week-ending date (e.g., KIK_B0036_03/30/02). The 00ession State00will change to 00n Progress00(Figure 4) once the week-ending date is entered on the Rapid Log panel. Once all time entry is complete, this MUST be changed to 00eady.00/font>
Session State will change to 00n Progress00once week-ending date is entered on Rapid Log panel
Enter Description using initials, Group ID and week-ending date
Figure 4: Enter Description IV. Rapid LogEnter the week-ending date in the 00k End Date00field for time entry (Figure 5). The panel will display the employee ID, employee name, employment record number, workgroup, Account, and the pay rate. For student employees split between federal work-study and a department match, Account will only show the department match.
Only enter data in the row with the TRC for each employee. Do not delete or change the TRC, even if the employee did not work, and do not add any TRCs in the blank TRC fields.
Enter Week Ending Date
Figure 5: Enter Week Ending Date
Once you tab out of the 00eek Ending Date00field, dates are populated for each day of the week. Use the scroll bar to find the employee00 record for whom time needs to be entered.
A. Student Employees on Work-Study
The TRC should default to STYWS for student work study positive reporters. Using the tab key to move from one field to the next, enter the appropriate number of hours worked by the employee for each day (Figure 6).
As you enter hours, it will update the 00otals00field for that employee.
Figure 6: Entering Time for a Student Employee on Work-Study
Once you have completed time entry for an employee, scroll to the next employee00 record to enter time.
B. Student Employees on Institutional Funds
The TRC should default to STYSH for student non-work study positive reporters. Using the tab key to move from one field to the next, enter the appropriate number of hours worked by the employee for each day (Figure 7).
As you enter hours, it will update the 00otals00field for that employee.
Figure 7: Entering Time for a Student Employee on Institutional Funds
Once you have completed time entry for an employee, scroll to the next employee00 record for whom time needs to be entered.
C. Hourly Employees
The TRC should default to REE is for non-student positive reporters (or RHH for HH hourly employees and RJJ for JJ hourly employees, both of which are consultants). Using the tab key to move from one field to the next, enter the appropriate number of hours worked by the employee for each day (Figure 8).
As you enter hours, it will update the 00otals00field for that employee.
Figure 8: Entering Time for an Hourly Employee V. Closing a Session BEFORE completing all time entry
If all time has NOT been entered, but you need to leave the session, you can still save the entry to that point. Click 00ave.00A warning will appear to say the session must be marked as 00eady00before being processed by Rapid Update (Figure 9).
Figure 9: Warning message about marking session to 00eady00 you do not need to change session to 00eady00at this point
Click 00K.00The session can be returned to later (as long as it is Thursday or Friday of the week in which time is being entered) for completion. Another screen will appear indicating the 00ession Number00for this Rapid Update Log (Figure 10). Make a note of the number and click 00K.00/font>
Figure 10: Make a note of the Session NumberAfter returning to complete time entry, you can close the session, as detailed in Section VI.
VI. Closing a Session AFTER completing all time entryOnce all time has been entered, move to Rapid Session panel and change 00ession State00from 00n Progress00to 00eady.00Then click 00ave.00(Figure 11)
Set Session Sate to 00eady00/font>
Then Click 00ave00/font>
Figure 11: Change 00ession State00from 00n Progress00to 00eady00and click 00ave00/b>Once you save the record, you will get a warning message (Figure 12). Click 00K.00/font>
Figure 12: Click 00K00when warning message appearsA 00ession Number00will appear only if the session had not been saved previously (Figure 13). Make a note of the number and click 00K.00/font>
Figure 13: Session Number will appear only if the session had not been saved previouslyTime entry is complete and session is saved (Figure 14).
Figure 14: Completed panelRapid Update is complete. Once you have input hours in Rapid Log and saved as 00eady,00you cannot return to that session. Likewise, you cannot see the hours you have input in Rapid Log until the following Monday, because the batch process to upload the hours to payroll does not run until Sunday night. To see the hours you have input, you must use 00mployee Time by Month or the Time00and Labor Summary Report that Monday. If you think you made an error after inputting time and saving the session to 00eady00 (e.g., you need to change 4 hours to 6 hours), make a note and check it on Monday through the 00mployee Month at a Time00panel.
NOTE: Once a session has been changed and saved to 00eady,00it cannot be changed back to 00n Progress.00If you change the session back to 00n Progress,00 you will have to re-enter all the hours.
time_labor_pos Page of 8
Last updated: 5/23/2005 1:12 PM
