Remember, your supervisor is your first point of contact for problems.

WHO TIME AND EFFORT APPLIES TO

Do I have to report Time and Effort if I submitted the hours on a timesheet?

Hours submitted on a timesheet meet the requirements for Time and Effort reporting only if the budget code is listed, the hours worked are listed, and it is signed by the employee.  Supplemental pay forms include the account code, so if this is used along with a timesheet showing the hours worked and employee signature, it is sufficient.

Can someone else complete my report for me?

No.  Employees must certify their time spent working in a federally funded program.  Logging in to your personal Time and Effort account provides an electronic signature of the hours you report worked.  In addition, your login and password give access to your payroll information, and this should not be shared with anyone.

WHEN TIME AND EFFORT REPORTING IS NEEDED

What types of hours should be reported as Time and Effort?

Hours related to a federally funded program are subject to Time and Effort reporting.  You should report all paid time in Time and Effort, including paid time off and hours worked.  The Time and Effort report must account for all hours worked during the pay period, including those not paid for with federal funds.

Bus hours and substitute pay are not included.  

If supplemental pay is submitted with a timesheet and supplemental pay form, Time and Effort does not need to be reported through PeopleSoft.

What if I only work Time and Effort eligible hours once in a while?

If you work sporadically on a federal program, you will be set up for bi-weekly reporting.  You will need to report zero hours for every period in which you do not work on the program.

Do I have to report Time and Effort if I submitted the hours on a timesheet?

Hours submitted on a timesheet meet the requirements for Time and Effort reporting only if the budget code is listed, the hours worked are listed, and it is signed by the employee.  Supplemental pay forms include the account code, so if this is used along with a timesheet showing the hours worked and employee signature, it is sufficient.

BI-WEEKLY VS SEMI-ANNUAL REPORTING

How do I report bi-weekly hours for a partial pay period with non-duty days?

Non-duty days are not paid time and should not be reported.  In this case, report your actual hours worked.

Example: If your normal bi-weekly hours are 80, but the pay period only had seven duty days in it, you should report 56 hours. This is different if the days not worked were duty days in which you used sick/vacation hours.

What if I used sick time or vacation time during the reporting period?

You need to report all paid time, regardless of whether or not you worked it, so paid time off is reported as if it was time worked.

Example: If you work 80 hours in a pay period and were out sick one day and on vacation for two days, you would still report all 80 hours as worked. This is different if the days not worked were non-duty days; non-duty days are not considered paid time.

What if I switch from semi-annual to bi-weekly reporting (or vice versa) mid-year?

The reporting method will change for you automatically. You will start or stop getting the bi-weekly reminder e-mails, according to the change. The effective date on the job record in

PeopleSoft drives the reporting type, and that effective date is updated when the accountant is informed of the change by your supervisor.

How will I know if I need to report Time & Effort on a bi-weekly basis?

You will receive an e-mail informing you to report.

What is the difference between the bi-weekly and semi-annual reporting?

Employees whose hours are charged 100% to one account code qualify for semi-annual reporting.  Employees whose hours are split between multiple account codes must report bi-weekly.  

Semi-annual reporting is completed by the supervisor of the employee.  

Bi-weekly reporting is completed by the employee and approved by the supervisor.

TROUBLESHOOTING – GENERAL

What if I don’t know the budget names, or if my hours are paid through a federal grant?

Speak with your supervisor for clarification. If your supervisor is unsure of the answer, they should speak with their accountant.

What if I submit my hours and my supervisor rejects them?

Work with your supervisor to determine what they would like to see changed. Then, log into PeopleSoft to make the necessary adjustments. When a supervisor rejects a submitted entry, it is reopened for changes in the employee’s queue. You can make your changes, then resubmit your hours.

I forgot (or don’t have) a password. What should I do?

Your login ID (user name) is your employee number. Your password is the same password you use to view your paychecks on line. If you have not done this before and need a password, or if you have forgotten your password, go to the Employee Self Service page, and click the Password Reset Help link.

What if I work in multiple buildings and have different supervisors for each building?

The Time and Effort system only allows one supervisor, so if you report to multiple supervisors, it is ok that the Time and Effort report only goes to one of those supervisors.

TROUBLESHOOTING – INCORRECT INFORMATION

What if I work different hours and/or allocation of hours than what’s listed?

The hours and/or allocation that is listed is an approximate guess of your pay period.  The hours you report for Time and Effort must reflect what you actually worked on in the pay period. Make sure to include paid time off as hours worked for this report.

What if the account code is incorrect?

Contact your supervisor or accountant.

What if the wrong supervisor is listed?

Contact Human Resources.

What if I need to correct hours that have already been approved?

Ask your supervisor to contact their accountant so a correction can be documented.