Importing Faculty Teaching Time

Transcription

1 Importing Faculty Teaching Time 4-23 Using Payroll 4 Time and Attendance In This Chapter The Batch Import Faculty Time (BIFT) process can speed time-card entry for certain employees by automatically creating records in the EMPTIME.DTL and EMPTIME.HISTORY files from information already stored in Colleague Student, Colleague HR, and Colleague. This chapter presents the following information: An explanation of the BIFT process, including the files it uses, the records it creates, its relationship with Time Card Entry (TCDE) form, and the implications of rerunning the process. The procedure for importing faculty teaching time. Understanding the BIFT Process The Batch Import Faculty Time (BIFT) process automatically creates the EMPTIME.DTL and EMPTIME.HISTORY records within a pay period using information already available in other files. Because it eliminates some data entry and speeds the time card entry process, the BIFT process can be particularly helpful if your institution employs a large number of adjunct faculty. The process imports teaching time only for those faculty members who meet the following criteria: They have active assignment contracts. They have an hourly payment method.

2 4-24 Time and Attendance: Importing Faculty Teaching Time The BIFT process imports only teaching time for faculty on hourly assignment contracts. We also recommend that you use the BIFT process primarily for employees who use the positive-based time recording type. For nonteaching time or for those employees not on hourly assignment contracts or not positive-based, use the Time Card Entry (TCDE) form to enter information manually. Figure 4-6: Example of the Batch Import Faculty Time (BIFT) Form If the BIFT process ends abnormally, such as from a system failure or power outage, use the Monitor Payroll Processing (MTPP) form to reset the statuses in the Pay Control record for this payroll. For information on using the MTPP form, see Understanding the MTPP Form on page

3 Understanding the BIFT Process 4-25 Files Used To reduce the time spent manually typing information in the Time Card Entry (TCDE) form, the BIFT process gathers information that has already been entered in Colleague, Colleague HR, and Colleague Student. Table 4-5 lists the files in the order in which they are used and the information that is gathered from each. File PER.ASGMT.CONTRACT CALENDAR.SCHEDULES (Colleague) COURSE.SEC.FACULTY (Colleague Student) PAC.LP.ASGMTS PERPOS PERPOSWG EMPTIME.DTL How the File Is Used Provides the IDs of any employees who are associated with an assignment contract. Provides all course sections scheduled for each employee in this pay period. Provides the assignment contract link to Human Resources Assignment Contracts for each course section in CALENDAR.SCHEDULES. Provides any earnings differential codes, assignment wages, and the position of the employee teaching this course section. Using employee position, BIFT looks up the employee s link to the PERPOSWG file, which contains wage information. Provides the wage information for each employee. Stores the record that the BIFT creates from imported information. EMPTIME.HISTORY Stores the record that BIFT creates as an iteration of the time history for the employee for this pay period. Modifications to this record and supervisor approvals or rejections are stored as separate records in this file. Table 4-5: Files Used in Batch Import Faculty Time (BIFT) Process About the Records Created The BIFT process creates a unique EMPTIME.DTL and EMPTIME.HISTORY record for each employee whose time is imported, each date the employee worked, and each earnings type for that employee. For example, an employee who worked two hours under one earnings type and three hours under a second earnings type on the same day would have two BIFT-created EMPTIME.DTL and EMPTIME.HISTORY records. The process also stores BIFT as the source code in each record it creates.

4 4-26 Time and Attendance: Importing Faculty Teaching Time Using a Custom Subroutine You can use a custom subroutine to manipulate the hours worked within a group of records. Such a subroutine could, for example, reduce the number of hours on days when the course involved a lab or add a percentage of time to lecture hours that would account for class preparation. If your institution uses a custom subroutine, you must enter its name in the Custom Subroutine field on the BIFT form. Capability to Automatically Approve Imported Time Information The BIFT form provides the option to automatically mark the imported time information as approved in the EMPTIME.DTL and EMPTIME.HISTORY files. When you choose to automatically approve time entries, the ID of the user who runs the BIFT process is recorded as the supervisor in each EMPTIME.DTL and EMPTIME.HISTORY record that is created, and the date and time when it is run are recorded as the date and time when the time information was approved. If you choose to automatically approve time entries and your institution uses the WebAdvisor Time Entry and Approval workflow, then because their time is stored as being approved, employees will not have the opportunity to review their time entries using WebAdvisor. However, their supervisors can review their employees time entries and approve or reject them as necessary. The Report That Is Generated Upon completion, the BIFT process generates a report that is identical to the one generated by the Time Card Entry Detail (TCDT) form. The asterisk (*) at the end of a detail line on this report identifies an EMPTIME.DTL record that was created by the BIFT process. Relationship with the Time Card Entry Process Even if you use the BIFT process to automatically create EMPTIME.DTL records, you can still enter time information manually using the Time Card Entry (TCDE) form. No matter how these records are created whether imported using the BIFT process or entered manually using the TCDE form they are all handled the same during the Pay Period Generation (PPGN) process. You can also use the TCDE form to modify an EMPTIME.DTL record created by the BIFT process. The corresponding EMPTIME.HISTORY record is also updated.

5 Understanding the BIFT Process 4-27 Implications of Rerunning the BIFT Process Rerunning the BIFT process updates only those records that BIFT originally imported; it does not write over any records that you created or modified using the TCDE form. In other words, you can change the EMPTIME.DTL and the corresponding EMPTIME.HISTORY records that the BIFT process creates, but BIFT cannot change the EMPTIME.DTL and EMPTIME.HISTORY records that you create or modify. BIFT uses the source code in the record to identify whether it or a user created the record. If you use the TCDE form to modify time information in a record created by the BIFT process and you then rerun BIFT, BIFT will again import the time information for that employee, creating duplicate records. This situation occurs because the source code of the modified record contains a user s ID. When the BIFT process is run, it checks the source code of existing EMPTIME.DTL records and overwrites only those with the source code BIFT. Because the source code of a modified record is now a user s ID, BIFT doesn t know that the employee s record exists and imports it again. To identify employees with multiple EMPTIME.DTL records, use the report that BIFT generates at the end of the process.

6 4-28 Time and Attendance: Importing Faculty Teaching Time Procedure for Importing Faculty Teaching Time Follow the steps in table 4-6 to use the Batch Import Faculty Time (BIFT) process to import faculty teaching time. Step Action Hint 1 Access the Batch Import Faculty Time (BIFT) form. 2 In the Pay Cycle field, enter the pay cycle to be assigned to the imported records. 3 In the Pay Period Ending Date field, enter the pay period ending date to be assigned to the imported records. 4 In the Custom Subroutine field, enter the name of a subroutine, if any, that your institution uses to calculate the hours worked on the imported records. 5 In the Automatically Approve field, indicate whether you want all imported time entries to be marked as approved. To mark time entries as approved, enter Yes. Otherwise, leave the default as No. For information on the data that is stored and the implications of marking records as approved, see Capability to Automatically Approve Imported Time Information on page Do you want to limit the records imported to those for a particular group of faculty? Yes. Continue with the next step. No, I want to import all records. Skip to step In the Saved List Name field, enter the name of a saved list of contract IDs, if any, that you want to use to limit the records imported. This saved list must contain IDs in the PER.ASGMT.CONTRACT file. If you do not know the name of the saved list to enter, then use Colleague s LookUp feature to see the names of available saved lists. 8 In the Faculty Members field, enter the IDs of the particular faculty members that you want to import. 9 In the Contract Types field, enter the codes for the particular hourly contract types. Table 4-6: Steps for Importing Faculty Teaching Time The BIFT process imports only the time information that applies to faculty members assigned to contracts of this type and that meets the other selection criteria on this form.

7 Procedure for Importing Faculty Teaching Time 4-29 Step Action Hint 10 In the Additional Selection Criteria field, indicate whether you want to enter specific criteria for selecting records to be imported. If you enter Yes, then the Additional Selection Criteria form is displayed when you finish or update from this form. 11 Finish and update from the BIFT form to begin importing records. 12 Review the report that is generated. You can modify individual records by using the Time Card Entry (TCDE) form. Table 4-6: Steps for Importing Faculty Teaching Time (Continued)