Post on 27-Mar-2021
HRIS – Human Resources Information Solution
RESOURCE GUIDE: TIME ENTRY
HRIS Resource Guide
- Internal Use Only August 16, 2019 Time Entry 2
TIME ENTRY Table of Contents TIME ENTRY ........................................................................................................................................................... 3
INTRODUCTION .............................................................................................................................................................. 3 HRIS TIME ENTRY SCHEDULE ........................................................................................................................................... 3 TIME ENTRY PROCESS OVERVIEW ...................................................................................................................................... 4
CREATE A NEW BATCH XR32.1 ............................................................................................................................... 5
EMPLOYEE DAILY TIME ENTRY XR32.2 ................................................................................................................... 8
DEFAULT TIME ENTRY ..................................................................................................................................................... 8 EXCEPTION TIME RECORDS – ENTER OVERTIME ................................................................................................................. 10 EXCEPTION TIME RECORDS – CHANGE LABOR EXPENSE ACCOUNT ......................................................................................... 12 ADD ADDITIONAL EMPLOYEES TO THE BATCH .................................................................................................................... 14
RECONCILE TIME RECORD TOTALS ....................................................................................................................... 16
RECONCILE TOTALS BY EMPLOYEE .................................................................................................................................... 16 RECONCILE TOTALS BY BATCH ......................................................................................................................................... 17 CHANGE BATCH CONTROL TOTAL HOURS ......................................................................................................................... 19
UPDATE EXISTING TIME RECORD ......................................................................................................................... 20
ACCESS BATCH ............................................................................................................................................................ 20 UPDATE PAY CODE AND/OR LABOR EXPENSE ..................................................................................................................... 22
ADDITIONAL PAYMENTS XR33 & XR35.2 .............................................................................................................. 25
PROCESS OVERVIEW ..................................................................................................................................................... 25 ENTER SINGLE ADDITIONAL PAYMENT FOR SINGLE EMPLOYEE XR35.2 ................................................................................... 27 ENTER SINGLE ADDITIONAL PAYMENT FOR MULTIPLE EMPLOYEES XR33 ................................................................................ 30
REFRESHING TIME RECORDS FOR PAY RATE CHANGE .......................................................................................... 34
REFRESH TIME RECORDS ON XR32 .................................................................................................................................. 34 REFRESH TIME RECORDS ON XR35.2 ............................................................................................................................... 35
PAYROLL BATCH REPORTS ................................................................................................................................... 36
SOA TIME RECORD EDIT REPORT PR135 ......................................................................................................................... 36 SOA TIME RECORD EDIT PR135 REPORT EXAMPLES .......................................................................................................... 40 SOA TIME RECORD EDIT REPORT XR135 ......................................................................................................................... 45 SOA TIME RECORD EDIT XR135 REPORT EXAMPLES .......................................................................................................... 49 LWOP ONLY REPORT ZR263 ........................................................................................................................................ 55
HRIS Resource Guide
- Internal Use Only August 16, 2019 Time Entry 3
Time Entry
Introduction HRIS is not an auto-pay system. The only way employees are paid is through adding Time Records.
Employees will not be paid unless time is entered directly into HRIS or through Y.E.S., by
Employee Time Entry (ETE). Employees are paid on a biweekly basis.
A Time Record is similar to an online timesheet and reflects exactly how the employee will be paid.
Entering employee time is critical to ensure that employees are paid on time and correctly. A created
time record in HRIS is like a snapshot of the employee’s information at that moment in time. If any
changes are made to the employee’s record after the time record is created (i.e. Pay Rate), the
employee’s time record will have to be refreshed or deleted and re-entered. This will need to be
coordinated between the Agency Human Resources and Payroll offices.
HRIS Time Entry Schedule Compute Week is defined as the week the State Employees are paid.
The payroll compute runs on Tuesday evening. During this time, access is restricted to view only.
Agency Payroll Specialist, for a pay period:
o Access will be turned off at 2:00 pm on Tuesday of the compute week.
Following the Tuesday evening compute, regular access to the system for Agency Payroll Specialists
resumes, typically at 6:00 am Wednesday morning.
HRIS Resource Guide
- Internal Use Only August 16, 2019 Time Entry 4
Time Entry Process Overview
Obtain approved
timesheets for
designated group
of Employees
Manually calculate
the grand total for
the batch for all pay
codes.
Enter batch setup
information, using the
Employee Daily Time Entry
Form XR32.1, click Add
Click Change on
the Employee
Daily Time Entry
Form XR32.2
Input Employee time
exceptions for Week 1,
using the Employee Daily
Time Entry Form XR32.2
Does Employee have
changes to Expense
(Labor Distribution)?
Input Employee
changes on the
Employee Daily Time
Entry Form XR32.2
Click Week 2 under
Related Pages on the
Employee Daily Time
Entry Form XR32.2
Add another
Employee to
the Batch
Input Employee time
exceptions for Week 2,
using the Employee Daily
Time Entry Form XR32.2
Continue to the page
No
Yes
HRIS Resource Guide
- Internal Use Only August 16, 2019 Time Entry 5
Does Employee
have changes to
Expense (Labor
Distribution)?
Input Expense
changes on the
Employee Daily Time
Entry Form XR32.1
Click Change to save
Exception time records on
the Employee Daily Time
Entry Form XR32.1
Do additional
Employees need
to be entered
into the batch?
Click Week 1, under
Related Pages on the
Employee Daily Time Entry
Form XR32.1
Click Emp Totals and Batch
Totals to verify Batch
Using the
Next/Previous Buttons,
Review time records
and make corrections
Update Batch Totals
using the Employee
Daily Time Entry
Form XR32.2
Add another
Employee to the
Batch, see
above diagram
Input next Employee EIN in
Employee field on the
Employee Daily Time Entry
Form XR32.2, click Inquire.
Does Batch
Reconcile?
No
Yes
Continued
from above
Diagram
No
Yes
No
Yes
Yes Finished
No
Does Batch
Reconcile?
Does totaling
error have to do
with manual
totaling of batch?
Yes
No
HRIS Resource Guide
- Internal Use Only August 16, 2019 Time Entry 6
Create a new Batch XR32.1
Time Entry in the HRIS System is completed using SOA Employee Daily Time Entry Forms (XR32.1 and
XR32.2). Use the Batch Header Form, SOA Employee Daily Time Entry (XR32.1) to enter Batch Control
Totals for the pay period. Once the batch totals are added, advance to the SOA Employee Daily Time
Entry (XR32.2) Form for individual employee time.
To ensure accuracy, the labor distribution (Expense Account) for the Employee will default from the
Employee’s Master Record (HR11.1, Pay tab) during the time entry process. If the default labor
distribution appears different from the Employee’s timesheet, the Agency Payroll Specialist will need to
update the new Labor Distribution for those hours within that pay period.
Adjustments to prior pay periods must never be entered on the XR32.1 form. Refer to the
training on Additional Payments XR35.2 Forms.
Enter Batch Totals
HRIS Field
Required (R)
Optional (O)
Step / Action Expected Result Notes / Additional
Information
White Search Box
R Type XR32.1 in the White Search Box click Enter
The Employee Daily Time Entry Form (XR32.1) will open.
Company field
R Type 1 in Company field
State of Arizona will
display
All forms/actions must contain a 1 in the Company Field.
Batch field
R Do not enter in this field
Batch number will be assigned when clicking Add
Batch Control Total
R Type in the grand total hours for all pay codes and Employees within the batch.
HRIS Resource Guide
- Internal Use Only August 16, 2019 Time Entry 7
HRIS Field
Required (R)
Optional (O)
Step / Action Expected Result Notes / Additional
Information
Hours field
Process Level field
O Type or select a Process Level from the dropdown
Process Level name will display
The Process Level field will reduce the number of Employees that will be displayed in the Employee drop down listing.
Employee field
R Type or select the Employee's EIN from the dropdown
Employee name will display
Enter the correct EIN. If the Process Level is populated, all employees from the Process Level will display in the Employee dropdown list. If the Process Level is not populated, all employees (EINs) that the User has access to, will be available to select. To select the employee, click on the EIN row to return to the XR32.1
Pay Period Begin and End Dates field
R Type or select from the drop down menu the Pay Period Begin and Pay Period End Dates.
By clicking the Pay Period Begin drop-down (first box), HRIS will display a list of available pay periods. Use the Next button at the bottom of the page to scroll though the list, until the desired pay period is located.
Add button
R Click the Add button Batch number is created. SOA Employee Daily Time Entry XR32.2 displays
HRIS Resource Guide
- Internal Use Only August 16, 2019 Time Entry 8
Employee Daily Time Entry XR32.2
Default Time Entry To save keystrokes and create a data entry audit trail, Daily Time Entry hours default from the
Employee’s Work Schedule from the Employee’s Master Record (HR11.1, Assignment tab). From the
default, Agency Payroll Specialists will then only need to make changes if the Employee has exceptions
from the default schedule. During pay periods that include a holiday, HRIS will create a holiday time
record using the defaulting process.
If Employee's time sheet matches the default work schedule, proceed with the actions below.
If Employee's time sheet does NOT match the default, skip this section and follow the
Exception Time Records actions
HRIS Resource Guide
- Internal Use Only August 16, 2019 Time Entry 9
No. HRIS Field
Required (R)
Optional (O)
Step / Action Expected Result Notes / Additional Information
1 Change button
R Click Change to complete the auto-fill process for the employee
See message Records updated; run PR110 to update log, in the lower left corner of the screen.
If the employee participates in ETE, time records will not default Week 1 and Week 2 time records will be added when clicking Change PR110 will be ran by HRIS during payroll processing.
Records updated; run PR110 to update log
HRIS Resource Guide
- Internal Use Only August 16, 2019 Time Entry 10
Exception Time Records – Enter Overtime If an employee has submitted a time sheet indicating overtime, a new time record row is added.
HRIS Field
Required (R)
Optional (O)
Step / Action Expected Result Notes / Additional Information
Company, Batch, Employee fields
R No action required Data is already displayed
Validate correct Employee is displayed
FC field R Type or Select value: A = Add C = Change, or D = Delete
A will add a time record row with the hours indicated C will modify the existing hours in
Example: An employee worked Mon-Fri and overtime on Friday. The first row would not change the FC field is left blank. The second row FC field is A, the Pay Code 101 and hours are entered.
HRIS Resource Guide
- Internal Use Only August 16, 2019 Time Entry 11
HRIS Field
Required (R)
Optional (O)
Step / Action Expected Result Notes / Additional Information
the batch on the line indicated D will delete the existing hours in the batch on the line indicated
Pay Code Field
R In Row 1, if the hours have changed, but the Pay Code has not, SKIP this step. If adding a new row of time, type or select the pay code from the drop-down menu
Pay Code entered must be the appropriate pay code for the time the employee has entered on the time sheet
Day Fields Boxes 1 – 7
R Enter hours on the day(s) that have updates
Hours entered must be the hours the employee has indicated on the time sheet
SH Field O Leave this blank or type or select the Shift from the drop-down menu, to match the employee’s time record
If the Employee did not specify a Shift, and no value is entered, the Shift will default from the employee’s record
PD Field O Type or select the pay distribution option from the drop down menu Valid Values are: Y = Yes N = No (default
Valid Values are: Y = Yes N = No (default) If a percent distribution record exists on XR23.3 for the Positions the PD = Y. To override a defined percent distribution, change to N and update the Expense Account information
Change button
R Click Change to compete update the time record for the employee
See message; Records updated; run PR110 to update log, in the lower left corner of the screen.
PR110 will be ran by HRIS during payroll processing.
HRIS Resource Guide
- Internal Use Only August 16, 2019 Time Entry 12
Exception Time Records – Change Labor Expense Account Determine if the Expense Account information needs to be changed for any of the hours entered above.
If so, continue with the next steps.
If the Employee will have hours split between different Expense Account codes, each Expense
Account code must have a separate row of time on this form.
HRIS Field
Required (R)
Optional (O)
Step / Action Expected Result Notes / Additional
Information
Company, Batch, Employee fields
R No action required Data is already displayed
Validate correct Employee is displayed
FC field R Type or Select C Enter C on the row requiring an Expense Account update
HRIS Resource Guide
- Internal Use Only August 16, 2019 Time Entry 13
HRIS Field
Required (R)
Optional (O)
Step / Action Expected Result Notes / Additional
Information
Function (Accounting Unit) Expense Account field
R Type or select from the drop down menu the Function (Accounting Unit) or leave blank
Function (Accounting Unit) will default if left blank
COBJ Expense Account field
R Leave this field blank Field will default as defined by the Pay Code setup
Budget Fiscal Year (BFY)Expense Account field
R Type Budget Fiscal Year value or leave blank
BFY will default to the current value from the Position Labor Distribution left blank
Equates to the Budget Fiscal Year – example 2020
Activity (Program) field
O Type or select from the drop down menu the Activity(Program) number or leave blank to default.
Activity (Program) will default to the current value from the Position Labor Distribution if left blank
Activity required if Account Category is populated
Account Category field
O Type or select from the drop down menu the Account Category number or leave blank to default.
Account Category will default to the current value from the Position Labor Distribution if left blank
Account Category is required if Activity is populated. – For agencies that do not have an Account Category; use the default ‘ZZZZZ’
Change button
R Click Change to complete the time record update
See message; Records updated; run PR110 to update log, in the lower left corner of the screen.
If information is input into all available rows on the Time Records page, and additional rows need to be
input follow these steps:
1. Click in the FC column on the first row
2. Hold Down CTRL+SHIFT+K to clear the fields below the cursor
3. This allows new time record rows to be added without typing over previously saved information
4. Repeat steps above
Always remember to verify that the information that appears on the new row is only the information
that you want to process with that row.
Typing over existing data can cause errors and is not advisable.
HRIS Resource Guide
- Internal Use Only August 16, 2019 Time Entry 14
Add Additional Employees to the Batch
HRIS Field
Required
(R)
Optional
(O)
Step / Action Expected Result Notes / Additional Information
Company
field
Batch field
R No Action Required, these
fields will default to what
was entered on the Batch
Screen.
User should be on the Week 1 tab
of the Employee Daily Time Entry
Form (XR32.2)
Employee
field
R Type or DropDown select
the Employee's EIN
Employee Name
will display
Process
Level field
O Type or select the Process
Level or leave blank if EIN
is known.
The Process Level field reduces the
number of Employees that will be
HRIS Resource Guide
- Internal Use Only August 16, 2019 Time Entry 15
HRIS Field
Required
(R)
Optional
(O)
Step / Action Expected Result Notes / Additional Information
displayed in the Employee drop
down listing.
NOTE: If the Process Level field is
left blank the Employee drop- down
will not display any Employees.
Inquire
button
R Click Inquire to see what
information has been
stored by HRIS
See message
Time records do
not exist click
Change to
complete auto-
fill
Existing time records for the
Employee for the specified Batch
will display
Change
button
R Click Change to accept
default records
See message
Records
updated; run
PR110 to update
log
HRIS Resource Guide
- Internal Use Only August 16, 2019 Time Entry 16
Reconcile Time Record Totals After all Employee time records have been added into the batch, verify the expected totals entered on
XR32.1 match the input time records. Use the Emp Totals and Batch Totals link to reconcile totals.
Reconcile Totals by Employee
No. HRIS Field
Required (R)
Optional (O)
Step / Action Expected Result Notes / Additional Information
1 Emp Totals link
R On the XR32.1 Click Emp Totals link
Employee and Batch Totals ZRBT.1 displays
If totals do not match what is expected for employee.
HRIS Resource Guide
- Internal Use Only August 16, 2019 Time Entry 17
No. HRIS Field
Required (R)
Optional (O)
Step / Action Expected Result Notes / Additional Information
grand total of hours entered for employee
Verify time records against time sheet, and make changes as applicable.
2 Back button
R Click Back XR32.2 displays
Reconcile Totals by Batch
HRIS Resource Guide
- Internal Use Only August 16, 2019 Time Entry 18
No. HRIS Field
Required (R)
Optional (O)
Step / Action Expected Result Notes / Additional Information
1 Batch Totals link
R Click Batch Totals link
Totals ZRBT.2 displays entered hours and expected hours
If totals do not match what is expected. Verify time entered and make changes as applicable.
2 Back button
R Click Back XR32.2 displays
If Batch Totals do not match, and it is a result of incorrect totaling of the batch in the beginning, see the
steps in section Change Batch Control Total Hours to update batch totals
HRIS Resource Guide
- Internal Use Only August 16, 2019 Time Entry 19
Change Batch Control Total Hours
Batch Totals should only be changed after all Employee records have been verified, and
the Payroll Specialist is positive that the problem was with the manual totaling of the
batch.
No. HRIS Field
Required (R)
Optional (O)
Step / Action Expected Result Notes / Additional
Information
1 White Search Box
R Type XR32.1 in the White Search Box Press Enter
The Employee Daily Time Entry Form (XR32.1) displays.
2 Company field
R Type 1 in Company field State of Arizona displays
All forms/actions must contain a 1 in the Company Field.
3 Batch Control Total Hours Field
R Type in the NEW grand total hours for all pay codes and Employees within the batch.
4 >> Special Actions button
R Click the ChangeBatchTot button to update batch totals.
See Change Complete – Continue in lower left corner of the screen.
5 Batch Totals Link
R Click on the Batch Totals link to verify the totals for the batch.
Totals ZRBT.2 displays
Click Back to close Batch Totals
HRIS Resource Guide
- Internal Use Only August 16, 2019 Time Entry 20
Update Existing Time Record
Access Batch This section covers how to change existing employee time records. These steps will only have to be done
if a time record error is found or a Labor Expense Account change is completed. These steps do not have
to be completed as part of normal daily time entry.
NOTE: Agency Payroll Specialists should always re-total their batch BEFORE making changes
to existing employee time records. If the batch totals change, then see the steps in section
Change Batch Control Total Hours to update the batch totals BEFORE entering the change to
the Employee’s time record.
HRIS Resource Guide
- Internal Use Only August 16, 2019 Time Entry 21
HRIS Field
Required (R)
Optional (O)
Step / Action Expected Result Notes / Additional
Information
White Search Box
R Type XR32.1 in the White Search Box click Enter
The Employee Daily Time Entry Form (XR32.1) will open.
Company field
R Type 1 in Company field State of Arizona displays
All forms/actions must contain a 1 in the Company Field.
Batch Control Total Hours Field
R Type in the NEW grand total hours for all pay codes and Employees in the batch.
>> Special Action drop down
R Click the ChangeBatchTot button
See Change Complete – Continue
Employee field
R Type or select the Employee's EIN from the DropDown
Employee name will display
Pay Period Begin and End Dates
R Select the Pay Period Begin date from the DropDown
Pay Period Ending date will populate
Inquire button or
O Click Inquire XR32.2 will display with employee's time
Inquire Button requires Pay Period Begin and End Dates to be blank
Change button
R Click Change XR32.2 will display with employee’s time
HRIS Resource Guide
- Internal Use Only August 16, 2019 Time Entry 22
Update Pay Code and/or Labor Expense
HRIS Resource Guide
- Internal Use Only August 16, 2019 Time Entry 23
HRIS Field
Required (R)
Optional (O)
Step / Action Expected Result Notes / Additional
Information
Company field Batch field Process Level field Employee Field Pay Period Begin and End Dates Fields
R No Action Required
System will bring up any Time Records for the employee for the specific batch
These fields will default to what was entered on the Batch screen.
FC Field R Type or Select Value:
A = Add C = Change, or D = Delete
Use A to add hours for a new pay code Use C to change hours of an existing pay code.
Pay Code Field
O Type or Select NEW Pay Code from DropDown.
Make changes to Pay Codes that require correction.
Hours Fields Boxes 1 – 7
O Type in the NEW hours to be added /changed
Make changes to hours that require correction.
SH Field O Type or select the NEW Shift from the drop down menu to match the Employee’s time record.
If the Employee did not specify a Shift, and no value is entered, the Shift will default from the employee’s record
PD Field O Type or select the NEW pay distribution option from the drop down menu. Valid Values are: Y = Yes N = No (default)
If a percent distribution record exists on XR23.3 for the Positions the PD = Y. To override a defined percent distribution, change to N and update the Expense Account information
AC Field O Type or select Attendance Code from the drop down menu or leave blank
Leave field blank unless an attendance code is required (Bereavement, Family Sick, etc.)
Function (Accounting Unit) Expense Account field
R Type or select from the drop down menu the Function (Accounting Unit) or leave blank
Function (Accounting Unit) will default if left blank
If no change, skip this step
HRIS Resource Guide
- Internal Use Only August 16, 2019 Time Entry 24
HRIS Field
Required (R)
Optional (O)
Step / Action Expected Result Notes / Additional
Information
COBJ Expense Account field
R Leave this field BLANK
Field will default as defined by the Pay Code setup
Budget Fiscal Year (BFY) Expense Account field
R Type or select from the drop down menu the Budget Fiscal Year or leave blank.
BFY will default to the current value from the Position Labor Distribution if left blank
Equates to the Budget Fiscal Year – example 2020
Activity (Program) field
O Type or select from the drop down menu the Activity (Program) or leave blank to default.
Activity (Program) will default to the current value from the Position Labor Distribution if left blank
Activity (Program) required if Account Category is populated
Account Category field
O Type or select from the drop down menu the Account Category or leave blank.
Account Category will default to the current value from the Position Labor Distribution if left blank
Account Category is required if Activity is populated. – For agencies that do not have an Account Category; use the default ‘ZZZZZ’
Change Button
R Click Change to save the time entry changes
See Records Updated; run PR110 to update log in the lower left corner of the screen.
Batch Totals link
R After all necessary employees have been changes; click the Batch Totals link to verify the totals for the batch
Click Back to close Batch Totals. If batch totals do not match, Use the Next and Previous buttons on the XR32.2 to review all Time Records for all employees
After all changes have been made to the process is complete. If Batch Totals do not match, and it is a
result of incorrect totaling of the batch in the beginning, see the steps in section Change Batch Totals to
update batch totals.
HRIS Resource Guide
- Internal Use Only August 16, 2019 Time Entry 25
Additional Payments XR33 & XR35.2
Process Overview An employee may be eligible to receive various earnings in addition to base pay. These additional
payments may include stipends (geographical, educational, etc.), incentive payments, or leave payouts
(non-separating and separating employees). Agency Payroll Specialists will receive a request or
notification from the Agency Human Resources Office to add an additional payment to an Employee’s
record.
Payments are paid one of two ways:
Single instance and paid once (e.g., one-time bonus, leave payouts), or
Recurring instances and paid on an ongoing basis (e.g., stipends).
Entry of Additional Payments into HRIS is critical to ensuring the employee is paid correctly. If single or
recurring payments are not entered correctly, it will result in an Employee being incorrectly paid
(overpaid or underpaid). Both single and recurring payments impact FLSA overtime calculations, which
are calculated on a weekly basis.
The additional payments will be entered on HRIS Forms as follows:
Single Employee Multiple Employees
Single Additional
Payments
Detail Time Entry Form (XR35.2) -
Agency Payroll Specialist will use this form
to establish single payments that have a
flat dollar amount for a single Employee.
Speed Time Entry Form (XR33.1) -
Agency Payroll Specialist will use
this form to establish single
payments that have a flat dollar
amount for more than one
Employee using the same Pay Code.
Recurring
Additional
Payments
SOA Standard Time Record Form (ZR30.1) -
Agency Payroll Specialists will use this form
to establish recurring payments that have a
flat dollar amount or percent for a single
Employee.
*See Training Standard Time Records
ZR30.1
The GAO Central Payroll Office will process recurring payments for multiple Employees based on information provided by ADOA Human Resources via Employee Groups
HRIS Resource Guide
- Internal Use Only August 16, 2019 Time Entry 26
HRIS Resource Guide
- Internal Use Only August 16, 2019 Time Entry 27
Enter Single Additional Payment for Single Employee XR35.2 Example: Annual Leave Payout to terminating employee
HRIS Field
Required (R)
Optional (O)
Step / Action Expected Result Notes / Additional
Information
White Search Box
R Type XR35.2 in the White Search box, click Enter
The Detail Time Entry (XR35.2) will open.
Company field
R Type 1 in Company field State of Arizona displays
All forms/actions must contain a 1 in the Company Field.
Batch Field R Leave blank Batch number will be assigned when time records are added to HRIS.
Batch numbers will only be entered if making changes to an existing batch.
Employee field
R Type the Employee’s EIN Employee name will display
FC field R Type or select A
Valid Values: A = Add C = Change D= Delete
HRIS Resource Guide
- Internal Use Only August 16, 2019 Time Entry 28
HRIS Field
Required (R)
Optional (O)
Step / Action Expected Result Notes / Additional
Information
Hours field O Enter hours if required or leave blank for rate only pay codes
Pay Code field
R Type or select from the drop down the pay code
Date field R Type in or select the applicable time record date.
Date must be on or prior to the current pay period end date.
Rate field O Enter hours for Rate Only pay codes, leave blank for hours pay codes
If Pay Code a flat dollar amount, enter the amount in the Rate field.
Shift field O Leave this blank or Type or select the Shift from the drop down menu to match the Employee’s time record.
PayDist (Payroll Distribution) Field
O Type or select the pay distribution option from the drop down menu.
Valid Values are: Y = Yes N = No (default)
Information will default.
Valid Values are: Y = Yes N = No (default) If a percent distribution record exists on XR23.3 for the Positions the PD = Y. To override a defined percent distribution, change to N and update the Expense Account information
Function (Accounting Unit) Expense Account field
R Type or select from the drop down menu the Function (Accounting Unit) or leave blank
Function (Accounting Unit) will default if left blank
COBJ Expense Account field
R Leave this field BLANK Field will default as defined by the Pay Code setup
Budget Fiscal Year (BFY) Expense Account field
R Type Budget Fiscal Year value or leave blank.
BFY will default to the current value from the Position Labor Distribution if left blank
Equates to the Budget Fiscal Year – example 2020
Activity (Program) field
O Type or select from the drop down menu the
Activity (Program) will default to the
Activity required if Account Category is populated.
HRIS Resource Guide
- Internal Use Only August 16, 2019 Time Entry 29
HRIS Field
Required (R)
Optional (O)
Step / Action Expected Result Notes / Additional
Information
Activity (Program) or leave blank
current value from the Position Labor Distribution if left blank
Account Category field
O Type or select from the drop down the Account Category or leave blank
Account Category will default to the current value from the Position Labor Distribution if left blank
Account Category is required if Activity is populated. – For agencies that do not have an Account Category; use the default ‘ZZZZZ’
Add/ Change button
R Click the Add button if a batch number does not exist Click the Change button if the time record already exists, and changes were made or new time records added to the same employee
See Records Updated; run PR110 to update log in the lower left corner of the screen.
Time records have been created and will process during the payroll compute.
Inquire button
R Click Inquire Time records created will display
Always Inquire to verify changes took.
The first single payment for the Employee has been entered. If additional single payments are required,
additional rows will need to be added. Repeat steps for those remaining rows.
If information is input into all available rows and additional rows need input, follow these steps:
1. Click in the FC column on the first row
2. Hold Down CTRL+SHIFT+K to clear the fields below the cursor
3. This allows new time record rows to be added without typing over previously saved information
4. Repeat steps above
Always remember to verify that the information that appears on the new row is only the
information that you want to process with that row.
Typing over existing data can cause errors and is not advisable
HRIS Resource Guide
- Internal Use Only August 16, 2019 Time Entry 30
Enter Single Additional Payment for Multiple Employees XR33 Speed Entry Setup Form (XR33.1)
HRIS Field
Required (R)
Optional (O)
Step / Action Expected Result Notes / Additional Information
White Search Box
R Type XR33.1 in the White Search Box click Enter
The Speed Entry Setup Form (XR33.1) will open.
Company field R Type 1 in Company field
State of Arizona displays
All forms/actions must contain a 1 in the Company Field.
Batch Field R Leave blank Batch number will be assigned when the time records are added to HRIS.
Batch numbers will only be entered if making changes to an existing batch.
Time Record Date Field
R Type the applicable time record date
Date must be on or prior to the current pay period end date
Hours Fields Boxes 1-4
N/A Do Not enter in Hours field
This form is only be used to add Flat Amount payments; therefore, no entry should be made in these fields.
HRIS Resource Guide
- Internal Use Only August 16, 2019 Time Entry 31
HRIS Field
Required (R)
Optional (O)
Step / Action Expected Result Notes / Additional Information
Amount Field R Type or select from the drop down the Pay Code
Process Level Field Department Field Employee Group Field User Level Field
O Type or Select values from DropDown
Use fields to narrow down the population of Employees that will be displayed on the XR33.1 (entry by Number (EIN)) or XR33.2 (entry by Name
Add Button R Click Add See Add Complete – Continue in the lower left corner.
Batch Number is created
Select the Sequence of Employees to add the time records. Options are by EIN or by Last Name
By Number Link
O Click the By Number button to sort by EIN
Speed Entry by Number (XR33.2) is displayed.
Click either By Number or By Name to continue. Continue with section Speed Entry by Number (XR33.2)
By Name Link O Click the By Name button to sort by Last Name
Speed Entry by Name (XR33.3) is displayed.
Click either By Number or By Name to continue. Continue with section Speed Entry Setup by Name (XR33.3)
To add the time records for the additional payment, follow the steps in the applicable section below:
If By Number is clicked, continue with section Speed Entry Setup Form (XR33.1) – Speed Entry by Number (XR33.2)
If By Name is clicked, continue with section Speed Entry Setup Form (XR33.1) – Speed Entry by Name (XR33.3)
HRIS Resource Guide
- Internal Use Only August 16, 2019 Time Entry 32
Speed Entry by Number 33.2
HRIS Field
Required (R)
Optional (O)
Step / Action Expected Result Notes / Additional Information
Company field
R Do not change this field.
Company field should be set as 1.
Batch Field R Do no change this field.
Batch field will display the Batch assigned on XR33.1
If working in multiple Batches, use The drop down arrow to change Batch data viewed on XR33.2.
Employee Field Name Field
R View Only
Employees are sorted by EIN number
Use these fields to locate the eligible employees for the additional payment.
Hours Fields 1 - 4
N/A DO NOT ENTER DATA INTO THESE FIELDS.
Amount Column
R Enter the dollar amount of the additional payment in the correct line for each employee receiving the payment.
This field is intended for flat amounts only, DO NOT enter hours. The system pays the dollar value entered here as an amount consistent with the Pay Code setup.
Change button
R Click Change See Change Complete – Continue in the lower left corner
Much click Change before PageUp/Page Down
PageDown button
O PageDown View additional Employees
Repeat steps to add Amount.
HRIS Resource Guide
- Internal Use Only August 16, 2019 Time Entry 33
HRIS Field
Required (R)
Optional (O)
Step / Action Expected Result Notes / Additional Information
>> button O Click >> and select Totals
XR33.4 displays Validate totals match expected values. Click OK to return to XR33.2
Back button R Click Back XR33.1 displays
Speed Entry by Name (XR33.3)
HRIS Field
Required (R)
Optional (O)
Step / Action Expected Result Notes / Additional Information
Company field
R Do not change this field
Company field should be set as 1.
Batch Field R Do not change this field
Batch field will display the Batch assigned on XR33.1
If working in multiple Batches, use the drop down to change Batch number.
Employee Field
R View only Employees are sorted in order of Last Name
The list contains the Employees that met the criteria defined on XR33.1.
Hours Columns 1 - 4
N/A DO NOT ENTER DATA INTO THESE FIELDS
Amount Column
R Enter the dollar amount of the additional payment for each Employee
This field is intended for flat amounts only, DO NOT enter hours. The system
HRIS Resource Guide
- Internal Use Only August 16, 2019 Time Entry 34
HRIS Field
Required (R)
Optional (O)
Step / Action Expected Result Notes / Additional Information
receiving the payment.
pays the dollar value entered here as an amount consistent with the Pay Code setup. The PageDown and PageUp buttons can be used to access additional Employee records.
Change button
R Click Change See Change Complete – Continue in the lower left corner.
PageDown button
O Click Page Down View additional Employees
Repeat previous steps to add Amount.
>> button O Click >> and select Totals
Batch Totals XR33.4 displays
Validate totals match expected values. Click OK to return to XR33.3
Back button R Click Back to return to the XR33.1
Refreshing Time Records for Pay Rate Change The employee’s pay rate is changed AFTER the time record is created, see the table below on steps to
correct the time records to the new pay rate.
Refresh Time Records on XR32 Reassign the batch to PowerUser on the Batch Number Security Form (ZR10.1).
Access the time records on XR32.1
HRIS Field
Required (R)
Optional (O)
Step / Action Expected Result Notes / Additional Information
Company
field
R Type 1 State of Arizona
displays
Batch field R Type or Select Batch
Number
Batch Control Total Hours will be
displayed
HRIS Resource Guide
- Internal Use Only August 16, 2019 Time Entry 35
HRIS Field
Required (R)
Optional (O)
Step / Action Expected Result Notes / Additional Information
Employee
field
R Type or Select
Employee
Employee Name
displays
Inquire
button
R Click Inquire Employee Daily Time
Entry XR32.2 displays
FC field R Type or Select C for
all rows
Change
button
R Click Change Records updated; run
PR110 to update log
Time records have new pay rate.
Verify the rate updated using the
XR35.2
Refresh Time Records on XR35.2 Reassign PowerUser id to the batch using Batch Number Security Form ZR10.1. Then process refresh on
XR35.2:
HRIS Field
Required (R)
Optional (O)
Step / Action Expected Result Notes / Additional
Information
White Search
Box
R Type XR35.2, click Enter Detail Time Entry
XR35.2 displays
Company
field
R Type 1 State of Arizona
displays
Batch field R Type or Select Batch
Number
Employee
field
R Type or Select Employee Employee Name
displays
Inquire
button
R Click Inquire Time Records Display
FC field R Type or Select C for all
rows
Rate field R Use the keyboard to
Delete the amount
Field will be blank
HRIS Resource Guide
- Internal Use Only August 16, 2019 Time Entry 36
HRIS Field
Required (R)
Optional (O)
Step / Action Expected Result Notes / Additional Information
Change
button
R Click Change Rate field will
display the new rate
Payroll Batch Reports
SOA Time Record Edit Report PR135 Report Purpose The Time Record Edit (PR135) is used to verify the accuracy of all pending time records entered in the
HRIS Payroll System grouped by specific Batch, Processing Group or by Process Level.
Depending on how the Report Selection parameters are defined, different levels of information will be
displayed. Options include Current, Error, and Processed status time records, or include only Batch,
Future, or Error status.
Define parameters to edit the employee's current eligible time accrual balance against any hours
entered for the employee. Employees with entered hours that exceed their current eligible balance print
on a separate edit report.
HRIS Resource Guide
- Internal Use Only August 16, 2019 Time Entry 37
HRIS Field
Required (R)
Optional (O)
Step / Action Expected Result Notes / Additional Information
White Search Box
R Type PR135 in the White Search Box click Enter
The Time Record Edit Report
(PR135) will open.
Job Name Field
R Enter name of the job
Maximum 10 characters – NO SPACES Valid Job Name:
PR135PI100
Invalid Job Name: PR135 PI100
Job Description Field
O Enter description of the job
Maximum 30 characters Ex. PR135 FOR PI100
HRIS Resource Guide
- Internal Use Only August 16, 2019 Time Entry 38
HRIS Field
Required (R)
Optional (O)
Step / Action Expected Result Notes / Additional Information
Company Field
R Type 1 in Company field
State of Arizona will display
All forms/actions must contain a 1 in the Company field
Report Selection
R Select the option
Use Field Help for descriptions of the Report Selection Options 1. Time Record Edit – includes
general time record information
2. Time Record Distribution – includes general ledger distribution information for each time record
3. Time Record Detail – includes detail information form the time records.
Time Record Selection
R Select the option 1. Batch 2. Future 3. Error 4. Current Error & Processed 5. All – Including Manual
Payments 6. All – Excluding Manual
Payments Manual
Batch O For Time Record Selection 1. Batch, a Batch number must be entered
All Time Records in the specified batch are reported
Processing Group
O Select the Processing Group for the Report
All Time Records in the specified Processing Group are reported
Process Level field
O Type or select from the drop down a Process Level or leave blank.
All Time Records in the specified Process Level are reported
If no Process Level is entered, the user will see all Process Level based on Security access to view.
Employee Sequence
R Select the Option 1. Alpha
2. Numeric
3. Time Record – order in which time records were entered. Valid only for Batch status time records.
Summary Option
O Select Value: Y = Yes N = No
Default is N Determines if the time record edits print in summary by employee
HRIS Resource Guide
- Internal Use Only August 16, 2019 Time Entry 39
HRIS Field
Required (R)
Optional (O)
Step / Action Expected Result Notes / Additional Information
Comments O Select Value: Y = Yes N = No
Default is N
Indicate if time record comments print on the report
Check TA or LP Balances
O Select Value: Y = Yes N = No
Default is N Determines if the employee’s current eligible balance for each time accrual plan is edited against any hours entered. Employees whose entered hours exceed their current eligible balance print on a separate edit report.
Check Std Hours/Amount
Select Value: Y = Yes N = No
Default is N Compare Current/Future/Error status time record hours’/wage amount to the employee’s hours/amount defined on Employee (HR11) Pay Edits tab
Select whether a warning message is returned if the sum of the employee’s time records (status current/future/ error) exceed the Employee’s (HR11) defined Standard Hours/Amount
Total Common Currencies, Countries
Select Value: Y = Yes N = No
Default is N
Add button R Click Add See Job Added in the lower left corner.
Report parameters have been defined. Report hasn't processed yet.
Submit button
R Click Submit Pop-Up window appears
HRIS Resource Guide
- Internal Use Only August 16, 2019 Time Entry 40
1. Click Submit
2. Click Print Manager to view results
After report is submitted to HRIS to process, view results by accessing the Print Manager.
For additional instructions on how to submit and view reports, see the General Training for On
Demand Reports.
SOA Time Record Edit PR135 Report Examples Examples of XR135 report for various parameter selections
Report Selection: 1 - Time Record Edit
Time Record Selection: Batch
Summary Option: N
HRIS Resource Guide
- Internal Use Only August 16, 2019 Time Entry 41
Report Selection: 1 - Time Record Edit
Time Record Selection: Batch
Summary Option: Y
HRIS Resource Guide
- Internal Use Only August 16, 2019 Time Entry 42
Report Selection: 2 - Time Record Distribution
Time Record Selection: Batch
Summary Option: N
Report Selection: 2 - Time Record Distribution
Time Record Selection: Batch
Summary Option: Y
HRIS Resource Guide
- Internal Use Only August 16, 2019 Time Entry 43
Report Selection: 3 - Time Record Detail
Time Record Selection: Batch
Summary Option: N
HRIS Resource Guide
- Internal Use Only August 16, 2019 Time Entry 44
Report Selection: 3 - Time Record Detail
Time Record Selection: Batch
Summary Option: Y
HRIS Resource Guide
- Internal Use Only August 16, 2019 Time Entry 45
SOA Time Record Edit Report XR135 Report Purpose The SOA Time Record Edit (XR135) is used to verify the accuracy of time records entered in the HRIS
grouped by specific Pay Class. Options include Current, Error, and Processed status time records, or
include only Batch, Future, or Error status. Report can also be restricted by Process Level Range and Pay
Class.
This report displays pending reimbursement time records either by Pay Class or by Process Level ranges.
It also indicates the Pay Distribution (PD) indicator on the time record. Depending on how the report
parameters are defined, different levels of information will be displayed.
The report can be defined to include Employee Wage Information; further specification can be included
to show a specific Process Level, Department, Employee Range and/or Date Range.
The report can be defined to include only specific Pay Classes.
The Pay Class drop-down menu has four options:
o AAA –All Earnings other than RMB and TVL
o OVT –Overtime related time records
o RMB –Employee Reimbursement time records
o TVL –Travel Employee Reimbursement time records
o Or, the report can also be run without a Pay Class selection
The report can be defined to include only specific Process Levels
HRIS Resource Guide
- Internal Use Only August 16, 2019 Time Entry 46
No. HRIS Field
Required (R)
Optional (O)
Step / Action Expected
Result Notes / Additional Information
1 White Search Box
R Type XR135 in the White Search box click Enter
The SOA Time Record Edit Report (XR135) will open
2 Job Name Field
R Enter Job Name Maximum 10 characters – no spaces Valid Job Name:
XR135PI100 Invalid Job Name:
XR135 PI100
3 Job Description Field
O Enter Job Description Maximum 30 characters EX. XR135 FOR PI100
HRIS Resource Guide
- Internal Use Only August 16, 2019 Time Entry 47
No. HRIS Field
Required (R)
Optional (O)
Step / Action Expected
Result Notes / Additional Information
4 Company Field
R Type 1 in the Company field
State of Arizona will display
All forms / actions must contain a 1 in the Company Field
5 Report Selection
R Select one option Use Field Help for descriptions of the Report Selection Options 1. Time Record Edit – includes
general time record information
2. Time Record Distribution – includes general ledger distribution information for each time record
3. Time Record Detail – includes detail information from the time records
6 Time Record Selection
R Select one option 1. Batch 2. Future 3. Error 4. Current Error & Processed 5. All – Including Manual
Payments 6. All – Excluding Manual
Payments 7. Manual
7 Batch O For Time Record Selection 1. Batch, a Batch number must be entered.
All Time Records in the specified batch are reported
8 Pay Class O Select the Pay Class for the Report.
All Time Records in the
specified pay class are
reported
1. AAA – will display all earnings other than RMB and TVL
2. OVT – will display overtime related time records
3. RMB – will select Employee Reimbursement time records
4. TVL – will display Travel Employee Reimbursement time records
9 Process Level Field
O Type or select from the drop-down a
All Time Records in the
If no Process Level is entered, the use will see all Process Level
HRIS Resource Guide
- Internal Use Only August 16, 2019 Time Entry 48
No. HRIS Field
Required (R)
Optional (O)
Step / Action Expected
Result Notes / Additional Information
Process Level or leave blank.
specified Process Level are reported
based on Security access to view.
10 Employee Sequence
R Select one Option
1. Alpha 2. Numeric 3. Time Record – order in
which time records were entered. Valid only for Batch status time records.
11 Summary Options
O Select Value: Y = Yes N = No
Default is N
Determines if the time record edits print in summary by employee
12 Comments O Select Value: Y = Yes N = No
Default is N
Indicate if time record comments print on the report
13 Check TA or LP Balances
O Select Value: Y = Yes N = No
Default is N
Determines if the employee’s current eligible balance for each time accrual plan is edited against any hours entered. Employees whose entered hours exceed their current eligible balance print on a separate edit report.
14 Total Common Currencies, Countries
Select Value: Y = Yes N = No
Default is N
15 Add Button R Click Add See Job Added, in the lower left corner
To see results, submit the report to HRIS to process.
16 Submit button
R Click Submit Pop-Up Window Appears
HRIS Resource Guide
- Internal Use Only August 16, 2019 Time Entry 49
1. Click Submit
2. Click Print Mgr to view results
After the report is submitted to HRIS to process, view results by accessing the Print Manager. For
additional instructions on how to submit and view reports, see the General Training for On-Demand
Reports.
SOA Time Record Edit XR135 Report Examples Examples of XR135 report for various parameter selections:
Report Selection: 1 - Time Record Edit
Time Record Selection: Batch
Summary Option: N
HRIS Resource Guide
- Internal Use Only August 16, 2019 Time Entry 50
Report Selection: 1 - Time Record Edit
Time Record Selection: Batch
Summary Option: Y
HRIS Resource Guide
- Internal Use Only August 16, 2019 Time Entry 51
Report Selection: 2 - Time Record Distribution
Time Record Selection: Batch
Summary Option: N
HRIS Resource Guide
- Internal Use Only August 16, 2019 Time Entry 52
Report Selection: 2 - Time Record Distribution
Time Record Selection: Batch
Summary Option: Y
HRIS Resource Guide
- Internal Use Only August 16, 2019 Time Entry 53
Report Selection: 3 - Time Record Detail
Time Record Selection: Batch
Summary Option: N
HRIS Resource Guide
- Internal Use Only August 16, 2019 Time Entry 54
Report Selection: 3 - Time Record Detail
Time Record Selection: Batch
Summary Option: Y
HRIS Resource Guide
- Internal Use Only August 16, 2019 Time Entry 55
LWOP Only Report ZR263 Report of all employees that only have Leave Without Pay LWOP hours entered on their timecards. The
program is looking for LWOP pay codes 630, 640, and 641.
1. Type ZR263 in search bar, click Enter
2. Create a unique Job Name (10 characters max, no spaces)
3. Create a Job Description (30 characters max)
4. Company: Select 1
5. Agency: Select Agency
6. Click Add
HRIS Resource Guide
- Internal Use Only August 16, 2019 Time Entry 56
7. Click Submit, message window appears:
8. Click Submit
9. Click Print Mgr to view results
REPORT RESULTS: