Before time can be reported for staff, they must be enrolled in a Time & Labour workgroup - a group of employees with similar attributes for time reporting and compensation purposes. Some examples of workgroups include casuals, CUPE groups, part-time and general support staff. Then the Timekeeper can report time using the following system:
The term "positive time employee" refers to any employee, including a casual, who is required to report time worked in order to be paid. It refers essentially to all individuals who are currently paid via the salary requisition system.
To be compensated through the new Time and Labour system, an employee who is a positive time employee will have to fill out a paper timesheet with every hour they have worked, which will be signed by the manager/approver and forwarded to the timekeeper responsible for the employee. The timekeeper will then enter the time into the PeopleSoft timesheet using the program's Time and Labour module.
An example of a positive time reporter would be a Casual Receptionist who does not work full-time. This person would report all time on a week-by-week basis.
The illustration below represents a typical time sheet for a casual employee. All time for these employees is reported; the following example shows a typical work week representing hours worked on Monday, Wednesday and Friday the week of February 21, 2010.
Every unit/department must retain the signed paper timesheets for audit purposes for six years, as per Queen's record retention and Revenue Canada requirements. The timesheet in PeopleSoft will be available to users for data entry for up to 10 days in the future and 45 days in the past.
Time is reported in "Daily Detail," meaning that time is reported using a daily format. Time can also be reported in time segments as small as 0.25 hours, and many types of time can be reported on one specific day (i.e. training, regular, and overtime). Following the final close-off of the timesheet period, retroactive changes may be made through the Central Human Resources team.
This term refers to an employee who is a regularly salaried or CUPE 229 employee who only reports time that is an exception to their normally scheduled work time including sick, vacation, and overtime. Payroll will automatically be generated based on their regular schedule (e.g. Monday to Friday, 7 hours a day, if that is the case), and only the "exceptions" are entered into the Time and Labour system by the timekeeper or administrator.
Exception time reporting will be used for all salaried staff and CUPE 229 employees. They will be set up with a schedule to match the days and the number of hours they normally work.
The Central HR department defines standard schedules. The most common example would be an employee who normally works Monday to Friday, 7 hours a day. Schedules have also been defined for employees with different schedules, such as Sunday to Thursday, Afternoon shift, 7.5 hours per day. Payroll will automatically be generated based on these schedules unless "exceptions" are entered into the Time & Labour system by the Timekeeper or Time Administrator. These schedules play an integral part in efforts to ensure accuracy in the reporting of time and compensation of employees.