HBS –TIME AND ATTENDANCE

HBS TIME AND ATTENDANCE HBS –
TIME AND ATTENDANCE
SYSTEM
(Huntington Business Systems)
NON‐EXEMPT
NON
EXEMPT EMPLOYEE TRAINING
EMPLOYEE TRAINING
Why are we using a new Time and Attendance System?
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• As part of the University of California UCPath
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initiative to implement PeopleSoft, each campus has been asked to adopt a time and attendance system that would integrate with UC Path. h
Why HBS?
Why HBS?
• Currently
Currently used for all staff at UCLA Hospital used for all staff at UCLA Hospital
System; staff and academic personnel at UCSF Health System and all staff at UCSD Health
Health System and all staff at UCSD Health System. • HBS has pay rules built into the system that HBS has pay rules built into the system that
automatically calculates overtime and shift differential pay and other special pay for
differential pay and other special pay for eligible employees.
Employee Responsibilities
Employee Responsibilities
• Edit
Edit and submit timesheets before the and submit timesheets before the
deadline communicated by Payroll (email reminders will be sent to you).
• Regularly check vacation balance by logging into HBS. Request vacation time from supervisor prior to vacation balance reaching the maximum. • Notify your approver on current and prior pay period corrections as soon as known.
Logging into HBS
Logging into HBS
“DGSOM/FPG HBS TimeSuite” at: www.mednet.ucla.edu “DGSOM/FPG
HBS TimeSuite” at: www mednet ucla edu
Accessible inside and outside of MEDNET network.
Enter your AD logon in the Logon ID
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field. Enter your AD password in the Password field. The password does not display.
In most cases, this is the same logon and password used for MedNet
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email.
Click on LOG IN button.
Once successfully logged onto HBS, the Message S
Screen displays. di l
The Message screen displays your current vacation and sick leave g
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balance.
Vacation leave maximum warnings are displayed here.
Vacation leave maximum warnings are displayed here. 1
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To access your timesheet, click on Employee Tasks and th
then click on Timesheet. li k Ti
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HBS will display the timesheet in the current pay period cycle. To access 1 future pay period cycle, select the pay period. Click GO button.
Click on the Day to enter time
Click on the Day to enter time.
Enter Worked Hours on the day selected. Click on the drop down arrows to enter “Time In” and “Time Out .” Click on the drop down arrow and select “Time In.” Example: Employee selecting a “Time
Example: Employee selecting a Time In
In” of 8:00 a.m. of 8:00 a m
Click on the drop down arrow and select “Time Out.” E
Example: Employee selecting a “Time Out” of 17:00 (5:00 p.m.). l E l
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“Ti
O t” f 17 00 (5 00
)
Employee can select minutes by a quarter of the hour.
HBS will calculate Hours and Minutes. Click on Meal Break drop down arrow and select 30 45 60 75 or 90
Click on Meal Break drop down arrow and select 30, 45, 60, 75 or 90. SAVE
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Example: Employee selected a 60 minute meal break. The system recalculates Hours and Minutes. t
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Click on the Save button to confirm your entry. Employees are encouraged to submit notes regarding their non‐
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productive or out of work schedule time reported. p
Click on ADD/VIEW NOTES button. A new window will appear. Once the note is complete, click on the ,
SAVE button. Once saved, click on the CLOSE WINDOW button. The Input Summary shows the hours entered through “Time In” and “Time Out”. The Paid Summary shows how an employee will be paid. y
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COMPLETE
Prior to clicking on the Complete button the Timesheet will show “Not Completed.” After thoroughly reviewing the Input Summary and
thoroughly reviewing the Input Summary and Paid Summary, click on the Complete button. HBS displays a confirmation message.
Click OK button to proceed. Click OK
button to proceed.
The timesheet now displays status of (Not Approved, The
timesheet now displays status of (Not Approved,
Completed). HBS sends the timesheet to the approver to review and approve. Web Clock
Web Clock
“DGSOM/FPG HBS Web Clock” at: www.mednet.ucla.edu.
Sign in at the start of the work shift and sign out at the end of the work shift
Sign‐in at the start of the work shift and sign‐out at the end of the work shift. Enter your AD logon in the Logon ID field. Enter your AD password in the Password field. The password does not display.
In most cases, this is the same logon and password used for MedNet email.
Click on LOG IN button.
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At the start of the shift, click on the IN button. Then Click on Log Off.
*If you miss an IN punch, do so as soon as you remember. Then punch OUT as normal Notify your approver to edit your timesheet
punch OUT as normal. Notify your approver to edit your timesheet.
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At the end of the shift, log in to HBS TP Web Clock”
Click on the OUT button.
Click on the OUT
button
Then Click on Log Off. The web clock information is reflected in the timesheet. The
web clock information is reflected in the timesheet.
Example: The clock in of 5:58 am is rounded to 6:00 am.
Leave Balances
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To access Leave Balances click on Employee Tasks and then click on Balances. To access Leave Balances, click on Employee Tasks
and then click on Balances
Displayed is a summary of all leave balances. To review the details of a specific leave balance click on the appropriate
To review the details of a specific leave balance click on the appropriate hyperlink. After clicking on the hyperlink, displayed is a history of hours After
clicking on the hyperlink displayed is a history of hours
used and accrued. Leave Requests
Leave Requests
• An employee can request time off in advance for y
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various reasons by utilizing the Leave Request Application. • Your supervisor will inform you if your department will use the HBS Leave Request A li ti
Application. 1
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To Access Leave Request, select EMPLOYEE TASKS then select LEAVE REQUESTS
then select LEAVE REQUESTS.
Enter the first day of Requested Leave in the From column by Clicking “CALENDAR” function, and selecting the appropriate Start Date. Enter the last day of your Requested Leave in the To column by Clicking “CALENDAR”
Clicking CALENDAR function and selecting the appropriate End Date. function and selecting the appropriate End Date
The date can also be entered manually, using the mm/dd/yyyy format.
Select the type for the Leave Request using the “List”
Select the type for the Leave Request using the List box. Only leave types for future requests box Only leave types for future requests
appear in the box. Up to two types can be charged for each Leave Request. If you are requesting a combination of types, use both list boxes.
COMPLETE
The employee should enter notes detailing their leave request. After entering notes, the employee clicks on the SUBMIT button to send their leave request.
Key Dates
Key Dates
• September 26–29
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Complete last OTR timesheet (Period September 16–29)
• October 1
Last day for Approver to approve your OTR i
OTR timesheet (Period September 16–29)
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(P i d S
b 16 29)
• September 30
First day you may access your HBS timesheet timesheet
• October 10‐13
Complete your first HBS timesheet (Period September 30 – October 13)
• October 15
Last day for Approver to approve your first HBS timesheet (Period September 30 October 13)
(Period September 30 –
October 13)
Next Steps
Next Steps
1. Confirm
Confirm you have an AD log in and password you have an AD log in and password
to access HBS. Ask your department IT contact if you do not have this.
2. Confirm you have access to a computer to complete your timesheet or use web clock.
3. Mark your calendars with the Key Dates.
4. Contact your Department Payroll Contact your Department Payroll
Representative if you have questions once HBS goes live.
ADDENDUM
Time‐In and Time‐Out Reference Chart for Non‐Exempt Staff
Time‐In and Time‐Out Reference Chart for Non‐Exempt Staff
STANDARD
24‐HOUR STANDARD
24‐HOUR
12 MIDNIGHT
0000
12 NOON
1200
12:15 AM
0015
12:15 PM
1215
12:30 AM
0030
12:30 PM
1230
12:45 AM
0045
12:45 PM
1245
1 AM
0100
1 PM
1300
2 AM
0200
2 PM
1400
3 AM
0300
3 PM
1500
4 AM
4 AM
0400
4 PM
4 PM
1600
5 AM
0500
5 PM
1700
6 AM
0600
6 PM
1800
7 AM
7 AM
0700
7 PM
7 PM
1900
8 AM
0800
8 PM
2000
9 AM
0900
9 PM
2100
10 AM
10 AM
1000
10 PM
10 PM
2200
11 AM
1100
11 PM
2300
ADDENDUM
ADDENDUM
SCHEDULE FOR SUBMITTING AND APPROVING BIWEEKLY TIMESHEETS
DEAN’S OFFICE
P PPeriod
Pay
id
Ti h t Due
Timesheet
D DDate
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A
Approval
l Due
D ddate
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Paydays
09/30/12 TO 10/13/12
SATURDAY 10/13/12
MONDAY 10/15/12
10/24/12
10/14/12 TO 10/27/12
SATURDAY 10/27/12
MONDAY 10/29/12
11/07/12
10/28/12 TO 11/10/12
**EARLY DEADLINE
SATURDAY 11/10/12
TUESDAY 11/13/12
**NOON
11/21/12
11/11/12 TO 11/24/12
SATURDAY 11/24/12
MONDAY 11/26/12
12/05/12
11/25/12 TO 12/08/12
SATURDAY 12/08/12
MONDAY 12/12/12
12/19/12
12/09/12 TO 12/22/12
**EARLY DEADLINES
MONDAY 12/17/12
**NOON
TUESDAY 12/18/12
**NOON
01/02/13
12/23/12 TO 01/05/13
SATURDAY 01/05/13
MONDAY 01/07/12
01/16/13