Understanding Self-Service Timecards Using Summary Time Entry

When you click the Summary Time Entry link on the Time Entry Self Service Director, the system displays two sections on Employee Summary Time Entry where employees can enter timecard information. In the Quick Entry section of the form, employees can enter lump sum amounts for regular, sick, vacation, and holiday hours that they worked during the pay period.

For example, if an employee uses 40 hours of vacation time during the pay period, he or she can enter the total vacation time in the Quick Entry section of the form. The pay types that are included in the Quick Entry section are specified in a processing option for the Time Entry Self Service Director program.

Additionally, employees can enter timecard records in the time entry grid at the bottom of the form. The fields that appear in the time entry grid are determined during the self-service time entry setup process.

Note: Employees whose pay frequency is monthly must use Employee Summary Time Entry to enter self-service timecards. Only employees whose pay frequency is weekly, biweekly, or semimonthly can enter self-service timecards using either Employee Daily Time Entry or Employee Summary Time Entry.

When an employee enters or updates timecards and clicks Submit, the system stores them in a temporary workfile called the Employee Transaction - Batch File table (F06116Z1). These timecard records are assigned a status of 0 - Waiting for Approval, which enables managers to easily identify timecards that must be reviewed and approved. Users can enter or update their own timecard records using this form. However, if a manager has already approved a timecard or if the timecard has the status 'Waiting for Approval', the user cannot update the timecard.

After the timecards are approved, the Time Entry Batch Processor program (R05116Z1I) is used to move the timecards into the Employee Transaction Detail File table (F06116). After the system moves the timecards from the workfile into the Employee Transaction Detail File table, they can be processed in a payroll cycle.

When processing options for the Time Entry MBF Processing Options program are set appropriately, administrators can designate timecards as public or private. When public timecards exist for employees, the system displays them for review. Employees can click a link on the director form that displays the public timecard. Employees cannot modify a public timecard, but can enter an additional timecard for the same work date.