Time Processes

Once you input time into the Rapid Time entry pages, you submit the time through a time validation process. This process inserts the time into payable time tables and creates exceptions if there are any invalid values reported.

Processing Employee Time

To process employee time:

1. Enter and submit employee time.

   Check the Process Scheduler to make sure that the submit process (TL_ST_LIB) finished successfully.

2. Run the Time Administration Application Engine process.

   The Time Administration process inserts rapid time records into the Payable Time table. Depending on your settings, the records may need to be approved.

   Time Administration executes defined rules against reported and scheduled time. When these rules are applied to elapsed time, it may create additional time rows which may need an override rate (pay rate) entered. When the rules are applied to punch time, it determines the TRC for the time entered. In both cases, a pay rate may be blank after the Time Administration process runs. For this reason, PeopleSoft Pay/Bill Management delivers an extra step in the Time Administration program to perform a lookup on the assignment rates table for any payable time records that have a blank override rate. If no pay rate is sent to payroll, the system uses the compensation rate on the job record along with the earnings factor to determine the pay rate.

3. Manage exceptions.

   Exceptions are generated when time is reported and either an aspect of the time is incorrect, or the time does not comply with a user-defined rule. Exceptions may be system-generated through validation processes or generated as a result of Time Administration rules.

   To resolve an exception, determine if an error exists with reported time or if there is an invalid value in a setup table. If the error is due to reported time (non-setup exception), correct the time and then process the time again by submitting the time and/or running Time Administration. If the error is setup-related, you may need to change the reported time or change a value in one of the setup tables. To resolve the exception, you correct the time or value and then run Time Administration.

4. Approve time.

   PeopleSoft Time and Labor normally finalizes time when it is sent to payroll. However, if time is not being sent to payroll for processing, such as in the case of non-employees (contractors), Time and Labor must finalize the time by approving it. You must ensure that salaried employee time is approved so that it is automatically closed out and sent to PeopleSoft Project Costing. If salaried time is not approved, it is re-sent to PeopleSoft Project Costing as an estimate each time the estimate process is run.

5. Run the Publish Estimated Payable Time Application Engine process (TL_PUB_TM_AE).

   The Publish Estimated Payable Time (TL_PUB_TM_AE) Application Engine process calls the Estimated Time Batch Publish (ESTIMATED_TIME_BATCH_ADD) message, which sends the estimates for payable and billable time to PeopleSoft Project Costing. These estimated costs are sent before payable time is sent to the payroll system, and they replace any previous payable time estimates in the PeopleSoft Project Costing.

   Note:

   The Estimated Time Batch Publish (ESTIMATED_TIME_BATCH_ADD) message must be activated in Enterprise Components Batch Publish Rules before this process is run.

   Estimated cost rows can also be used to bill customers for the time worked by company resources. When a row from PeopleSoft Time and Labor matches the analysis type, TRC, and other source criteria in the rate set configuration for a contract line, a billable row is created in the PROJ_RESOURCE table of PeopleSoft Project Costing. This row is then selected by the CA_BI_INTFC process when it sends billable rows to PeopleSoft Billing to invoice the customer.

6. Run the Load Time and Labor to Payroll Application Engine process.

   The Load Time and Labor to Payroll Application Engine process loads payable time from PeopleSoft Time and Labor into PeopleSoft Payroll for North America paysheets. Salaried employees are paid out of regular time using the compensation specified in the employee's job record. Hourly employees are paid based on the time entered in PeopleSoft Time and Labor and the rate override field automatically populated by PeopleSoft Pay/Bill Management based on rates specified in the assignment.

   Once time data is in the payroll system, run the Pay Calculation and Pay Confirmation processes, and these tasks:

   • Run a preliminary calculation.

   • Check for payroll errors.

   • Run a final calculation.

   • Check for payroll errors.

   • Run pay confirmation.

7. Run the Extract Time and Labor Costs process.

   The Extract Time and Labor Costs process distributes and dilutes the actual payroll costs in the paychecks among the payable time records in PeopleSoft Time and Labor.

8. Run the Publish Actual Payable Time Application Engine process.

   The Publish Actual Payable Time (TL_PY_PUB_TM) Application Engine process sends data for the actual hours and costs (after the Extract Time and Labor Costs process has been run) from PeopleSoft Time and Labor to PeopleSoft Project Costing.

   Note:

   The payroll must be confirmed before actuals can be published to PeopleSoft Project Costing. Actuals are automatically published when the Extract Time and Labor Costs process is completed.

Processing Non-Employee (Contractor) Time

To process non-employee (contractor) time:

1. Enter and submit non-employee (contractor) time in the Pay/Bill Rapid Time component.

2. Run the Time Administration Application Engine process.

   The Time Administration process inserts rapid time records into the Payable Time table. These records require approval.

   Time Administration executes defined rules against reported and scheduled time. When these rules are applied to elapsed time, it may create additional time rows which may need an override rate (pay rate) entered. When the rules are applied to punch time, it determines the TRC for the time entered.

3. Manage exceptions.

   Exceptions are generated when time is reported and either an aspect of the time is incorrect, or the time does not comply with a user-defined rule. Exceptions may be system-generated through validation processes or generated as a result of Time Administration rules.

   To resolve an exception, determine if an error exists with reported time or if there is an invalid value in a setup table. If the error is due to reported time (non-setup exception), correct the time and then process the time again by submitting the time and/or running Time Administration. If the error is setup-related, you may need to change the reported time or change a value in one of the setup tables. To resolve the exception, you correct the time or value and then run Time Administration.

4. Approve time.

   PeopleSoft Time and Labor normally finalizes time when it is sent to payroll. However, if time is not being sent to payroll for processing, PeopleSoft Time and Labor must finalize the time by approving it. This is important when sending costs to PeopleSoft Project Costing. For non-employees, PeopleSoft Pay/Bill Management automatically deselects the Send Time to Payroll check box on the Maintain Time Reporter Data page, which indicates to the system that the time entered is not to be sent to PeopleSoft Payroll. Non-employee time requires approval. When time is approved either online or during batch processing, the system closes the time and it can be sent to PeopleSoft Project Costing.

   Note:

   You must either approve the non-employee time online or run the Approve Time process , otherwise the time will not appear. When contractor time is approved, it is set to closed.

5. Run the Publish Actual Payable Time Application Engine process.

   The Publish Actual Payable Time (TL_PY_PUB_TM) Application Engine process calls the Actual Payable Time (ACTUAL_TIME_BATCH_ADD) message which sends data for the actual hours from PeopleSoft Time and Labor to PeopleSoft Project Costing. PeopleSoft Project Costing considers all payable time it receives to be additions to previously received time. For non-employees (contractors), this process generates rows in PeopleSoft Project Costing with an analysis type of TLC. You can send these rows to PeopleSoft Payables to generate vouchers that are used to pay contractors.

   You can send Time rows to PeopleSoft Project Costing to bill customers for work performed by salaried, hourly, or contractor employee types. When a row from PeopleSoft Time and Labor matches the analysis type, TRC, and other source criteria in the rate set configuration for a contract line, a billable row is created in the PROJ_RESOURCE table of PeopleSoft Project Costing. This row is then selected by the CA_BI_INTFC process when it sends billable rows to PeopleSoft Billing to invoice the customer.

Note:

The Actual Time Batch Publish (ACTUAL_TIME_BATCH_ADD) message must be activated in Enterprise Components, Batch Publish Rules before this process is run.

See the product documentation for PeopleSoft HCM: Time & Labor, “Understanding the Batch Process in Time Administrator”.