Six Stages of Timekeeping with Advanced Grants Management:
Explanation of stages:
User enters timeslip. Not a sworn statement.
User finalizes/confirms time entered for pay period = “confirmation” - user can no longer edit or enter time for a confirmed period
A supervisor verifies the user's timeslip. Supervisors can 'question' a timeslip. The Verification process is only available when the client has been configured to use multi_funding_codes. For clients with many users, it can be cumbersome to require the administrator to individually select each user for verification. There is a configuration setting that allows the administrator to select all users for verification.
Where the labor distribution gets applied; temporary funding codes get replaced with actual funding codes (i.e., for leave time); where all the magic happens; sub-rows are created, determines what time is charged and what time isn’t charged. Finalization is the process by which services are set to be regular time, comp time, or overtime; also each is set to be charged or uncharged.
By default, which a client may change, we process services in this order
A. For an EXEMPT user:
Restricted and Unrestricted Paid Leave
All other time
B. For NON-EXEMPT users:
All non-paid leave
Restricted Paid Leave
Unrestricted Paid Leave
The rules for setting regular/comptime/overtime and charged/uncharged are governed by a couple of system settings, which can be found on the Timekeeping Settings admin page.
A pay period cannot be finalized until the previous pay period has been posted and the current pay period has been fully verified.
Distribution is the fiscal distribution of chargeable time to contract terms. The Distribution tool does the math to show fiscal staff where funding burn rates suggest a different allowable hours allocation, and lets fiscal staff retroactively change those allocations on verified time slips.
Target Distribution - given the number of business days and dollars left, this represents an idealized even distrubution of hours against a contract term
Current Distribution - current actual dollar distribution against this contract term if this set of timeslips is accepted
Dollar Variance - shows whether the agency is over or under target to reach $0 remaining at the end of the contract term
Lookback and Lookback Basis - the method, such as calendar days or hours, for determining the scope of distribution for timeslip processing
Manual lookback override - specific workers can have time distribution rules that override any other AGM distribution rules. (For example, 100% of Xander Rapp should always be billed to the Greenacre grant).
Below is a view of the distribution step in LegalServer:
A pay period cannot be distributed until the previous pay period has been posted and the current pay period has been finalized.
Once posted, time is locked down and can’t be changed, including questioned time. All questioned time needs to be resolved before a pay period is posted!
A pay period cannot be posted until the previous pay period has been posted and the current pay period has been distributed.
Additional Important Timekeeping Settings
Hours Required Per Business Day For Non-Exempt Staff:
This determines how may hours per week are "regular" hours. This number multiplied by 5 should equal "regular" weekly expected work hours.
# of Hours of Comp Time allowed per week:
This is the number of hours beyond "regular" hours that are "comp time" hours. Everything beyond that are "overtime" hours.