Custodial, Housekeeping and Grounds are using Planned Payroll for Labor Reporting.


FAQs:

Are the trades using Labor Reporting?  Yes.

Are the trades using Planned Payroll?  No.  Technicians will add time to work orders, benefit time, and premium pay on their iPads. The Shop Supervisors will use labor reporting to approve and adjust time in their shop as needed.

All supervisors can see all the employees in their group, i.e., all custodial supervisors can see all custodians.

When is the best time daily to work on the review and approval?  It's best to work on the prior day since you need to ensure that everyone worked the planned schedule and didn't leave early.

Do I have to have a planned payroll defined for each staff member?  No.  If someone works in different locations every day, it may be easier to just enter their work in Labor Reporting.  If you find yourself deleting labor rows a lot, you may want to consider asking Facilities Payroll to remove them from the planned payroll work order(s).

Do I have to review one person at a time, or can I review everyone at once?  This is up to you, although you may find it easier to review one person at a time.

Which pay codes need a work order associated?  Regular, Overtime, Double Time, and Worked Holiday

What if I'm off, can someone else approve my staff's payroll?  Yes.  You need to contact Facilities IT in order to have your backup assigned to your shop.

Can I change an employee's payroll after Facilities Payroll has approved?  No.  You'll need to contact Facilities Payroll to adjust.

Can I see a prior week's payroll if changes have been made?  Yes.  Use the available queries to ensure you've approved all current and retro pay.

Can I see what Facilities Payroll has not processed yet? Yes.  Use the query 7. Payroll Unapproved Fiscal Year up to current Pay Week

Does Facilities Payroll still need to enter time into PeopleSoft Time & Labor?  Yes.  Facilities Payroll will use Maximo to validate the time clock punches for the employees as well as enter any benefit and/or premium pay.

Does Maximo "know" how many benefit hours an employee has remaining?  No.  You must refer to the Friday report to determine if an employee has available benefit time.  Facilities Payroll will send the transaction back to you if PeopleSoft Time & Labor indicates there an employee is out of a particular benefit type.

What if I don't want to see the records I already approved, is there a filter to remove these?  Yes.  In the SA column set the filter to 0 (zero).  1=approved, 0=unapproved.

Do I still have to review the time clock to ensure staff are not reporting in late? Supervisors should still be using the Time Clock (Time Clock PLUS) to validate time worked

How do I see what benefit time an employee has left?  DataInsights Friday Report - Schedule if still needed ( https://datainsights.syr.edu/)


Planned Payroll Setup

Employee Work Week

  • This is setup by Facilities Payroll when the staff person is hired.
  • Any changes must be communicated to Facilities payroll as soon as the schedule change is known by the supervisor.
  • Each employee labor record will contain their schedule (same as in PeopleSoft Time & Labor) and days of the week they are scheduled.

Image of Maximo Labor Definition


Standing Work Orders, a.k.a. PP Work Orders (PP=Planned Payroll)

  • There is a PP work order for each building for Custodial and Housekeeping.
  • There is a PP work order for each grounds activity for Grounds.

Example of a planned payroll custodial work order for Schine Student Center:

Image of Planned Payroll Work Order

  • Facilities Payroll will assign staff to the building for the hours they typically work in that location during a single day.

Image of Planned Payroll Assignments


The combination of the employee scheduled days of the weeks and planned payroll work orders will generate a labor record for the staff member.


Supervisor Review and Approval of Labor

  • Supervisors should review their staff's payroll hours on a daily basis.
  • Supervisors must compare the hours from the Time Clock to the hours in Maximo.
  • Any adjustments to the planned hours must be changed in the Labor Reporting app.
  • Any Collective Bargaining Agreement (CBA) pay, benefit time, refused overtime, or absent time must be added in the Labor Reporting app.
  • The supervisor will need to approve any time entered before Facilities Payroll can process


Pay Types

  • Collective Bargaining Agreeement (CBA) pay
    • Auto Allowance
    • Freezer Pay
    • Heat Pay
    • Height Pay
    • Leader Pay
    • Meals Allowance
    • Out of Grade
  • Benefit time
    • Ny Family Leave- No Pay
    • Floating Holiday
    • Special Floating Holiday
    • FMLA Reduced Sick
    • FMLA Sick
    • FMLA Sick No Pay
    • Funeral/Bereavement
    • Holiday Pay
    • Jury Duty
    • Miliary Leave
    • Orange Appreciation Day
    • Personal Business
    • Reduced Sick Time
    • Sick Time
    • Training
    • Union Time with Pay
    • Vacation
  • Refused overtime or Absent time
    • Absent no pay
    • Absent with pay
    • Refused Overtime


Process to review and approve:

  • Go to Labor Reporting, either via your Favorite Applications or the far-left menu

Image of Favorite Applications for Custodial, Housekeeping and Grounds


  • Filter the list by your name in the supervisor column, click on <enter>

Image of Labor Reporting filter by supervisor


  • Filter by the date (Start Date) and person you're reviewing click on <enter>

Image of Labor Reporting filter by date and person


If no changes - REMEMBER TO ENSURE THE REGULAR HOURS ADD UP TO 8 and you agree with any other pay types:

  • Check the boxes on the left of the row (note:  check the box at the top if you want to select all rows)

Image of Labor Reporting Select Rows


  • Click on the link for Supervisor Approval - the slider in the SA column will move to the right if you have approved the time.

Image of Labor Reporting Supervisor Approval


  • Facilities Payroll will now have these records in their queue to process for payroll.


If change to Regular Hours:

  • Type to overwrite the hours in the regular hours column
  • Click on the save button

Image of Labor Reporting- Change Regular Hours


  • Note: Maximo changes the hours to "clock time" from decimal after save

Image of Labor Reporting decimal to clock time


If need to add Benefit Time:

  • Click on the New Row button
  • Change the date, if necessary
  • Add the employee's netid (only need the 1st couple of letters then hit <tab>)
  • Select either the Regular Pay code or Premium Pay code
  • Enter either Regular hours or Premium pay hours
  • IF Regular, Overtime, Double Time, or Worked Holiday hours then enter a Work Order Number
  • Enter a memo if you desire, not required
  • Click on the save button

Image of Labor Reporting add benefit time

If need to add CBA Pay:

  • Click on the New Row button
  • Change the date, if necessary
  • Add the employee's netid (only need the 1st couple of letters then hit <tab>)
  • Select the Premium Pay code
  • Enter Premium pay hours
  • Enter a memo if you desire, not required
  • Click on the save button

Image of Labor Reporting CBA Pay


If need to add Overtime:

  • Click on the New Row button
  • Change the date, if necessary
  • Add the employee's netid (only need the 1st couple of letters then hit <tab>)
  • Select the Premium Pay code
  • Enter Premium pay hours
  • Enter a Work Order Number (reminder: IF Regular, Overtime, Double Time, or Worked Holiday hours then enter a Work Order Number)
  • Enter a memo if you desire, not required
  • Click on the save button

Image of Labor Reporting add overtime

If a row needs to be removed:

  • Scroll all the way to the right
  • Click on the trash can; the line will show a strike-out and the trash icon will change.  You can click on the new icon to "un-delete".  Once you click on the save button you can no longer "un-delete".
  • Click on the save button; the row will be removed

Image of Labor Reporting Delete Row


REMEMBER TO APPROVE ANY TIME YOU'VE ADJUSTED OR ADDED


Queries to review Supervisor Payroll Approvals needed

  • Click on the caret next to Available Queries
  • Select 2.Current Pay Period Supervisor Unapproved to review the current pay period 
  • Select 5. Prior Pay Period Supervisor Unapproved to review last pay period
  • Select 8. Supervisor Unapproved Fiscal Year up to Current Pay Period to review any retro and current payroll to be approved.

Image of Labor Reporting Queries for Approval


Time Clock PLUS - How to create a report to look at your staff's time clock punches

Launch Time Clock PLUS as a Supervisor (Time Clock PLUS)

Select Reports from the side menu

Image of Time Clock PLUS Reports

Select Period Reports

Image of  ime Clock PLUS Period Reports


Select Category = Payroll

Select a Report:  Weekly Punch

Change dates to current pay period OR select “This Period” from the drop down menu

Image of Time Clock PLUS Select Report


Select the Preview button to see the report on your screen or Select the Download button to create a PDF

Image of Time Clock PLUS Download to PDF



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