Timekeepers play an important part in the new Time and Labour process.
In PeopleSoft, a person responsible for reporting time, attendance and short-term leave for a designated group of employees is known as a Timekeeper. They will use the Time & Labour module to enter time approved for each employee. This means reporting regular hours for requisition (casual) employees who are paid by the hour and reporting only the exceptions for salaried employees. If a salaried employee has no exceptions for the period, then no action is required. It is also important to note that Timekeepers will not be required to report time for Faculty and Students.
Some types of exceptions that will be reported include overtime, used vacation days, sick leave and compassionate leave. A Timekeeper also validates input against documentation to ensure time has been entered accurately, and supplies standard reports and information to managers if requested.
Later this year, departments at Queen's will be asked to assign a primary timekeeper and at least one backup, to ensure their staff time is accurately recorded for payroll purposes, adherence to existing Queen's policy and to meet legal obligations as an employer. The number of Timekeepers can be set up according to the size and composition of the departments they cover. Typically a timekeeper would be the administrator for all staff in a department, including research staff. Departments with only a single administrator will be able to make arrangements with their Faculty Offices for backup and to report their own time.
Timekeepers will be expected to bring particular competencies to their role, including attention to detail, skills in working with data, respect for confidentiality, basic skills in using web-based technology, and a punctual, well-organized and disciplined approach to their work.
A) The PeopleSoft page (online) in which approved time is entered by the timekeeper.
B) A paper form that may be used to document the approved staff time reporting information.
A summary list of all reported time by department, by employee will allow timekeepers to easily validate reported time against approved timesheets. This report will also be used by Department Managers to approve account code overrides.
A report that displays reported time, payable time, and unresolved exceptions for an individual employee for the selected time period. The report can be run for either an individual employee, or by a group. The report also contains lines for approval signatures for both the employee and the approving supervisor (for all employee classes).
This query will be available to Time and Labour and HR users to look up employees with time reported using a selected Time Reporting Code for a selected date range. This will be used primarily by timekeepers to get data to compile for reports needed for management of staff (i.e. confirming the number of sick days an employee has taken in a year.