New Time and Effort Reporting System EMPLOYEE DEMO Grants ...
New Time and Effort Reporting System BUSINESS MANAGER DEMO ... · New Time and Effort Reporting...
Transcript of New Time and Effort Reporting System BUSINESS MANAGER DEMO ... · New Time and Effort Reporting...
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New Time and Effort Reporting SystemBUSINESS MANAGER DEMO
Grants and Funds ManagementController’s Office
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Agenda• Time and Effort eForm Demo• Using HCM Distribution to Verify Time and Effort • Understand Responsibilities• Where to find Resources• Contact Information
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Who Should Expect an T&E Report?
• A T&E Report will automatically be generated for any individual where a portion of their salary is:– Directly charged to a sponsored project and/or– Used as cost share on a sponsored project– NEW process will include HOURLY employees
(students, temporary workers, etc.)
• GFM will generate the reports and send a mass notification to Business Managers when they are ready!
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Email Notification• Once you receive email notification that reports are
ready, login into HCM – My Workplace and select the Grant Time and Effort Tile
• Click here to Log In directly to HCM PeopleSoft!
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HCM – My Workplace
• Select the Grant Time and Effort Tile
• You should be able to see this tile now!• If you do not have access to this tile, please let us know asap!
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Grant Time & Effort Tile
• You will have access to “Update” & “View” Grant Reports• You may also have access to “Certify a Grant Report”
– You will only need to use this if you are listed a employee’s supervisor or if you (as an employee) are charged to a sponsored award and need to certify a grant report.
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Update a Grant Report
• When you are ready to take action on a T&E effort, use the Update Tab to verify the payroll distribution is correct and release it to employee/Supervisor/PI workflow routing for certification.
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View a Grant Report
• Use View to look at the current T&E reports and review where they are currently in the workflow.
• Queries are in the process of being developed!
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Time & Effort eForm – Sponsored Accounts
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Verifying Time and Effort in HCM Distribution
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Verifying Time and Effort in HCM Distribution
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Time & Effort eForm – University Accounts
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Verifying Time and Effort in HCM Distribution
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Earnings Codes Included:
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Time & Effort eForm – Acknowledgment
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eForm Routing & Workflow
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eForm Signature & Action Logs
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eForm Workflow• Forms begin with the Business Manager verification
and then workflow to:– Employee for certification– Primary Supervisor of Employee for certification– Principal Investigators (of applicable projects) for
certification• Email notifications will sent at each step alerting the
individual an action is needed. • Employees, Supervisors, and PI(s) have the option to
recycle the form if corrections are needed. • If a form is recycled by an individual, it will return to
the Business Manager (and an email notification will be generated)
• A Form will also be automatically recycled if a retro funding change is processed that affects or changes an already created effort report (regardless of where it is in the approval routing).
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eForm Status
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eForm Status Options• Business Manager – Receives the reports in
“Saved” status and submits or releases them to Employees for certification.
• Employees, Supervisors, & PIs receive the reports in “Pending” status (because they are pending approval)
• If a report is recycled by a PERSON at any point, the report will return to the Business Manager in a “Partially Approved” Status
• If a report is recycled by the SYSTEM it will return to “Saved” status.
• Once a report is fully certified, the report status is “Executed”.
Use View Option to review form status, not Update! (to prevent accidently restarting workflow)
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New Time and Effort eForm Demonstration
Business Manager – Verifying the eForm
HCM HDEV
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Business Manager Responsibilities
• To serve as central point of contact for Time and Effort certification.
• To assist employees, supervisors and PI’s with certification process.
• Training aids and tools will be provided at go-live. – Several Demos will be recorded and available
demonstrating each approver role (Employee, Supervisor and PI)
– Training Aids for each role will also be available
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Where to Find Resources
• Training Aides for each User Role will be located here along with Short video demonstrations.
• The Full Webinar on Time & Effort and our training on how to use HCM Distribution can also be found here!
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