Transcript People First Manual Timesheet Toolkit Basic and Charge Object

People First Manual Timesheet
Training Guide
Section 1
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Version 2.2
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People First Manual Timesheet
Topic
Page
1. Overview…………………………………….………………………...………..….3
2. Timesheet Examples …………………………………………...……………...5
3. General Information/Reminders ……………………………….……….….9
4. What’s New………………………………………………………………………..12
5. What’s Not New…………………………………………………………………..13
6. Timesheet Comparison………………………………………………………….14
7. Questions…………………………………………………………………………...16
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People First Manual Timesheet
Overview
The purpose of this Training Guide is to assist those State of Florida
employees who need to use manual timesheets. This guide
should be used along with Section 2 -- Training Scenarios guide.
Most employees will now be able to submit their work time through
either the People First Service Center’s website or Interactive
Voice Response (IVR) system. Certain employees, though, will
continue to use the manual timesheet process. A new timesheet
has been developed to use with this new process.
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People First Manual Timesheet
Overview, Continued
There are now three types of manual timesheets for all State of Florida manual timesheet
users. It is important to use the correct timesheet to ensure you are paid correctly.
Incorrect/Incomplete timesheets will not be processed and can delay your paycheck.
1. Basic Timesheet (Non-OPS) -- This is the timesheet the majority of employees, except for OPS
employees, would use to record hours.
1. This timesheet covers a two-week period.
2. Multiple timesheets may be required based on your individual pay frequency.
2. Basic Timesheet (OPS Only) -- This is the timesheet the all OPS employees would use to record
hours.
1. This timesheet covers a two-week period.
2. Multiple timesheets may be required based on your individual pay frequency.
3. Charge Object Timesheet -- This timesheet is used for costing purposes only. It should be
used when an employee needs to “charge” hours against a project or accounting code.
1. This timesheet covers a one-week period.
2. Multiple timesheets may be required based on your individual pay frequency and number
of different projects or account codes.
*Check with your Agency management if you are uncertain which timesheet to use or how
many timesheets are required.
Refer to pages 5, 6, 7 and 8 for examples of your current and new manual timesheets.
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People First Manual Timesheet
Timesheet Examples
Current Timesheet
Place Front Page of Current Timesheet
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Timesheet Examples, Continued
Basic Timesheet (Non-OPS Employees)
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Timesheet Examples, Continued
Basic Timesheet (OPS Employees ONLY)
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Timesheet Examples, Continued
Charge Object Timesheet
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People First Manual Timesheet
General Information/Reminders
 Completing And Submitting Timesheets:
 Follow your current Agency process to obtain the correct blank timesheet.
NOTE: Copies of all the timesheets are available on the People First Home Page which
can be accessed by clicking on the People First/HR Services link in the “Hot Topics”
section on the myflorida.com website.
 Make sure to use the correct timesheet for the type of time being reported.
NOTE: Incorrect timesheets will be automatically “kicked out” by the system and
therefore not processed. You will then be required to submit a correct timesheet.
 Complete All Required fields.
NOTE: Incomplete timesheets will be automatically “kicked out” by the system which
could delay receipt of your paycheck.
 Timesheets MUST be on legal-sized (8½ x 14) paper. Timesheets submitted on the
incorrect paper size cannot be processed.
 Cross outs or scratch throughs on the timesheet will not be accepted.
 Obtaining Approval:
 Timesheets must be approved prior to being submitted to the People First Service Center
for processing. Follow your current Agency policy regarding whom to submit your
timesheet for approval.
 Check with your designated approver if you have any questions regarding approving of
your timesheet.
 Designated approvers are responsible for ensuring approved timesheets are forwarded
appropriately to the People First Service Center.
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People First Manual Timesheet
General Information/Reminders
 Submitting Timesheets:
 Timesheet submission deadlines will be provided to Agencies. This information will be
communicated to you by your managers or HR Professionals.
 Only your Agency supervisor or manager will submit approved manual timesheets to
the People First Service Center for processing.
NOTE: Unapproved timesheets cannot be processed.
 A Paper Time Sheet Submission Quality Form Cover Sheet must be included with all
groupings of manual timesheets being submitted. This form is available on the People
First Home Page which can be accessed by clicking on the People First/HR Services
link in the “Hot Topics” section on the myflorida.com website.
 Timesheets can be submitted by fax. There are different FAX numbers for the various
manual timesheets. They are:
 OPS Basic Timesheet FAX number -- 1-888-284-6067
 Non-OPS Basic & Charge Object Timesheet FAX number -- 1-800-272-2830
NOTE: These are dedicated Fax Numbers for Timesheets ONLY and should not be
used to fax other non-timesheet related information to the People First Service Center.
 Consult with your Agency manager or HR Professional if you have any questions
regarding timesheet submission.
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People First Manual Timesheet
General Information/Reminders
 Correcting Timesheets:
 A new timesheet must be completed if there are any corrections that need to be
made to the original timesheet. Cross outs or scratch throughs on the timesheet will
not be accepted.
 If the timesheet has not been faxed to the People First Service Center, then the
“corrected” version can be faxed.
 If the timesheet has already been submitted to the People First Service Center, your
Agency manager or HR Professional will need to contact the People First Service
Center to have the timesheet “unsubmitted” in the system. Then the “corrected”
version can be faxed.
 Refer to the Correcting A Timesheet Quick Reference Card on the People First
Training web site for additional information.
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People First Manual Timesheet
What’s New?

There are now three timesheets for all manual timesheet
users – including OPS (Basic and Charge Object)

Must use Employee ID Number instead of your Social
Security Number

Must provide your Two Digit Agency Code

Must identify Hours Type (Listed on Back of Timesheet)
associated with hours worked
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People First Manual Timesheet
What’s Not New?

Week Starts on Friday (This is a change for some
employees)

Timesheet Approval Process

Recording of time in Quarter Hour Increments
(i.e., 15 minutes = 25)
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People First Manual Timesheet
Timesheet Comparison
* = New/Changed
Current Timesheet:
New Timesheets:
 Name
 Social Security Number *






 Class Title*
 Position Number*
 Classification Information (i.e, Career
Service, SES, Included, Excluded, etc.)*
 Bureau/Section*
 Normal Hours Of Work*
 Pay Period
 Date
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Name
Employee ID *
OPS Check Box
Agency Code *
Position Code (Number) *
N/A*
N/A*
N/A*
Pay Period
Page Number (if multiple pages are
submitted for an employee) *
 Overtime Hours (Supervisor Only) *




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People First Manual Timesheet
Timesheet Comparison, Continued
* = New/Changed
Current Timesheet:
New Timesheets:
 Hours Worked (Daily) *
 Authorized Leave Taken (Daily) *
 Work Week Total
 Pay Period Total *
 Employee Signature & Date (Location
changed)
 Supervisor Signature & Date (Location
changed)
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 Hours Type (also includes leave type) *
 Hours (includes both hours worked and
leave taken) *
 FMLA Check Box *
 Total Hours Worked / Total Hours Leave *
 Work Week Total
 N/A *
 Employee Signature & Date (Location has
changed)
 Approver’s Information (Name, ID, E-mail
and Phone Number) *
 Approver’s Signature & Date (Location
changed)
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People First Manual Timesheet
What if I Have Questions???
 Ask Your Supervisor
 Ask Your Personnel Office
 Call People First Payroll Preparation Service
Center Toll-Free at 1-866-663-4735, 8:30 a.m.
to 5:30 p.m., Monday through Friday, Eastern
Time.
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