Welcome to Y-Time training for time managers! In this training, we will go over how time is recorded and processed in Y-Time, how to access the systems you need to perform your duties as a time manager, and the payroll policies relevant to your time manager role. By the end of this training, you will have a better understanding of how to perform your responsibilities as a time manager. 

In This Article

• Understanding the Time Administration Process
  
  • Reported Time vs. Payable Time
  • Payroll Deadline
• Accessing Time Management
• Employee Timesheets
  
  • Searching for a Timesheet
  • Modifying Timesheets
  • Time Reporting Codes (TRC)
• Exceptions
  
  • Correcting Missed/Duplicate Punches
    
    • Example of Fixing Missed Punches
    • Example of Fixing Duplicate Punches
  • Incorrect Status Exception
  • Prior Period Corrections
• Viewing Payable Time
• Changing Job Description
• Payroll Policies
  
  • Vacation and Sick Leave
  • Holiday Time
  • Funeral Leave
  • Jury Duty

 

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Understanding the Time Administration Process

First, we’ll go over how time is recorded and processed.

 

Reported Time vs. Payable Time

Employees keep track of their hours by clocking in and out with Y-Time. This time is recorded on the timesheet and is called reported time. When you correct missed or duplicate punches (exceptions) on a timesheet, you are correcting reported time.

Twice daily (once at 4 AM and again at 6 PM), the Time Administration process runs and applies rules to the reported time to calculate payable time. These rules include shift differentials, sick/vacation time, holidays, and overtime.

When the Time Administration process runs, it does not change the reported time on your timesheet; rather, it simply uses the reported time to calculate your payable time. Then, at the end of the pay period, the payable time is sent over to Payroll to determine how much employees are paid. The payable time can be seen on your timesheet under Payable Time > By TRC, Status and Day, and shows all of your reported time with the time added on by applying the rules to reported time.

 

Payroll Deadline

Changes to reported time that are entered before 4 AM on the day payroll is run (usually the Tuesday after the end of the pay period) will be processed during the payroll run. If a holiday occurs on Monday or Tuesday after the end of the pay period, the time to make corrections will be extended.

Sometimes the Time Administration process will be run multiple times on the day payroll is processed; when this happens, some changes made to timesheets after 8 AM will be picked up as a part of that payroll run. However, do not count on time you enter after 8 AM on processing day being processed and paid, as the Time Administration is not scheduled to run again until after payroll is completed. Employees and managers should be proactive and make any changes before 4 AM that morning.

 

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Accessing Time Management

To perform your duties as a time manager, you will need access to the “Time Management” page in the “Human Resources/Payroll Self-Service” website. This will allow you to approve time, view timesheets, correct exceptions, and view reports for the employees you manage. To access:

1. Go to my.byu.edu and log in with your Net ID and password.
   
   
2. Find the “Campus Links” widget and expand the “Work” section.
   
   
3. Click on Human Resources/Payroll.
   
   
4. Click the drop-down menu at the top of the page and select Time Management.

If you don’t have access, contact your department’s Security Access Coordinator (SAC). If you are unsure who your Security Access Coordinator is, contact the Payroll Department.

 

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Employee Timesheets

All reported time is entered or modified through an employee’s timesheet. As a time manager, you have access to your employees’ timesheets, as well as the ability to view, correct, delete, or add reported time for your employees. In this section, we will walk through what information appears on these timesheets and how to modify your employees’ reported time.

 

Searching for a Timesheet

Once you are on the “Time Management” page on the HR/Payroll Self-Service website, you can click on the Timesheet - Manager tile. This will pull up the “Timesheet Summary” page. You will come to know this page very well as a time manager.

You can search for specific employees by entering search criteria under “Employee Selection Criteria” to narrow down this list. Some of the best criteria to use are

• Time Reporter Group—The code under which employees are grouped. This code is your department’s 4-digit Department ID.
  
  
• Employee ID—The employee’s 9-digit BYU ID number.
  
  
• Last Name
  
  
• First Name
  
  
• Workgroup—The class of the employee (such as Student, Part-time, Full-time, etc.).

You are welcome to use the other search methods (Employee Record, Job Description, Department, etc.), but the criteria above will give you the best results. The data in the employees list is also determined by the “Change View” grid, which will default to the current work week. You can change the view by selecting Day or Week, specifying the date, or selecting Previous Week/Next Week.

Once you have entered the desired search criteria, click the Get Employees button to see the results. Here are some important details that appear in this list for each employee:

• Last Name
  
  
• First Name
  
  
• Employee ID—The employee’s 9-digit BYU ID number.
  
  
• Empl Record—If an employee has more than one BYU job, there will be more than one employee record. For example, one job will appear as Empl Record 0, and the second job will appear in another line with Empl Record 1.
  
  
• Job Title—The employee’s job title is pulled in from Job Data. The only way to change this is through the Job Title Override process, which we will discuss later in this document.
  
  
• Reported Hours—The hours worked for one specific job.
  
  
• Total Hours—Total number of hours reported for all jobs.
  
  
• Exception—If the employee has one or more exceptions to be corrected, the “Exception” icon  will appear and the checkbox will be checked.
  
  
• Chartblock—The account the employee is being paid from.
  
  
• Empl Chg
  
  
• PF Jobs—Will be checked if the employee works for Physical Facilities.
  
  
• NRA—Will be checked if the employee is a Non-Resident Alien.
  
  
• Earliest Change Date
  
  
• Department ID—The 4-digit department ID.
  
  
• Department—This information is pulled in from Job Data.
  
  
• Workgroup ID—This relates to rules but can also be used to show employee by type, such as STH (Student) and STF (Staff).

Note: Clicking on any of these column headings will result in sorting based on that column. You can also customize this grid by selecting the grid action icon  at the top left of the grid.

To select an employee, click the link under Last Name. This will take you to their timesheet.

 

Modifying Timesheets

Under the “In” and “Out” headers, you will see the punches entered for that day. Click the blue “i”  icon to view details about that day’s punches, which may include how or where the employee created a punch. If you run out of boxes for additional punches, click the + icon on the far right of the grid next to the date in question and it will add another line of punches (click the – icon on the far right of the grid to delete an unnecessary line of punches).

Time must be entered in chronological order from left to right, with earliest times first. Make sure to enter time either with the AM/PM designation OR as military time. Time without a designation will be assumed to be AM. If you enter time out of order (for example, an In punch at 10 AM followed by an Out punch at 8 AM), you will receive an error that the punches are not in chronological order. Alternately, you may enter an elapsed time (in decimal format) in the “Quantity” column.

You can submit multiple changes at once. When you have finished making changes on the timesheet, click the Submit button.

 

Time Reporting Codes (TRC)

On the timesheet, you will see a column for the “Time Reporting Code” (TRC). It is a code that identifies what type of time is being entered (regular, sick, vacation, overtime, bonus, etc.). All reported time needs a TRC associated with it in order to be paid; however, this does not mean that you are required to input the TRC as a time manager. In most cases, it is best to leave the TRC blank and let the Time Administration process rules determine the appropriate code. Each class of employees has a unique set of TRCs, and the number at the beginning of the TRC indicates the class. Some of the most common TRCs include:

• REG—Regular Time
  
  
• 4VAC—Staff Vacation
  
  
• 4SICK—Staff Sick Time
  
  
• 4HOL—Holiday Time
  
  
  • Note: Holidays are controlled by rules and based on the Holiday Schedule. This means you cannot use this TRC for days not on the Holiday Schedule, and you cannot remove hours from a holiday as they do not appear on the timesheet.
    
    
• PTNW—Paid Time Not Worked
  
  
  • Note: As a time manager, you will ONLY use this code for Funeral Leave or Jury Duty.
    
    
• RTRO—Retroactive Pay

Please be careful when using TRCs for the first time: several TRCs are used in rules to create supplemental payments and entering a TRC unnecessarily may result in unwanted overpayments or underpayments. If you have questions about which TRC to use, please contact the Payroll Office for assistance.

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Exceptions

As a time manager, one of your responsibilities is to help employees correct missed punches and exceptions in their timesheets. Missed punches can occur when

• An IN punch is followed by another IN punch (forgot to punch out or accidental duplicate punch).
  
  
• An OUT punch is followed by another OUT punch (forgot to punch in or accidental duplicate punch).
  
  
• An IN punch is not followed by an OUT punch after 12 hours have passed.
  
  
• An IN punch is followed by an OUT punch, but the time between punches is over 24 hours.
  
  

Employees will be able to fix some exceptions themselves, such as missed and duplicate punches, by viewing their timesheet and modifying punches that appear in blue boxes. However, there are some exceptions—such as editing punches or correcting past pay periods—that they will need to contact their time manager to resolve.

 

Correcting Missed/Duplicate Punches

To correct an employee’s missed/duplicate punch:

1. Go to my.byu.edu and log in with your Net ID and password.
   
   
2. Find the “Campus Links” widget and expand the “Work” section.
   
   
3. Click on Human Resources/Payroll.
   
   
4. Click the drop-down menu at the top of the new page and select Time Management.
   
   
5. Select the Timesheet - Manager tile.
   
   
6. Search for the employee. If they have an exception on their timesheet, the box under the “Exception” header will be checked and the “Exception” icon  will be next to it.
   
   
7. Click on the link under Last Name to open their timesheet.

On the employee’s timesheet, missed/duplicate punches will be indicated by the “Exception” icon next to the day with the exception. You can see more information about an exception by clicking on the Exception icon, or by scrolling to the grid at the bottom of the page and selecting the Exceptions tab, which will show you a detailed explanation for each exception on the page.

To fix the exception, edit the punch in the blue box on the timesheet and click Submit. It is important to understand that in order to save any corrections in the Week view, ALL exceptions on the page must be corrected. However, you can make changes to just one specific day and save them by changing the "View by" from "Calendar Period" to "Day" and then enter the date you are correcting. You can now make corrections to that day and submit it. Note also that the “Exception” icon will not disappear until the Time Administration process has run again. 

Note: You can also check which employees have exceptions by going to the “Time Management” page and clicking the Exceptions tile. Scroll down to the “Exceptions” grid to see a list of your employees’ exceptions. This page is only for reference, as there are no links that will take you to the corresponding timesheets for your employees.

Once you have modified the employee’s timesheet, the employee will receive an email to inform them of the change. As the time manager who made the change, you will be copied on the email.
Note: If you need to change your work email, visit the Contact page in Personal Information (PI) and click on "Email Addresses."

 

Example of Fixing Missed Punches

Now that you understand more about exceptions, let’s look at an example of how this would work:

Let’s say a student employee begins working at 10:00 AM. They then clock out for class at 11:00 AM. When they return at 2:30 PM, they forget to clock back in. However, when leaving for the day at 4:00 PM, they remember to clock out. This creates an exception for a missing In punch that should have been entered at 2:30 PM.

As the student’s time manager, where would you go to correct the exception? If you said, “the student’s timesheet,” you are correct. Clicking the Exceptions tab at the bottom of the timesheet would show you details of the missed punch, and explain that the Out punch was not followed by an In punch.

To correct the missed punch, you would enter 2:30 PM in the empty box between punches and click Submit. With the missing punch filled in, the student’s hours for that day can now be processed. A student employee can fix this themselves, but some may ask their time manager to do it for them.

Example of Fixing Duplicate Punches

Fixing a duplicate punch is slightly different. If the student employee had clocked out at 11:00 AM and accidentally pressed the Out punch twice, they would have an exception on their timesheet. You would go to their timesheet again, click the Exceptions tab at the bottom of the timesheet to see the details of their exception, and then fix their duplicate punch by selecting the mistaken punch and deleting it. Then you would click Submit before leaving the page. A student employee can fix this themselves, but some may ask their time manager to do it for them.

If the duplicate punch was more than five minutes after the correct In or Out punch, the student will not be able to fix this on their own and will have to ask you, their time manager.

 

Incorrect Status Exception

While missed/duplicate punches will make up a large part of the exceptions you will see as a time manager, there are other ways exceptions can happen. One of these is the “incorrect status” exception. This occurs when an employee tries to record their time and is not listed as an active employee in the system. This can happen if the employee’s hire hasn’t gone through yet, or if they have a status of “terminated” or “on leave.”

If one of your employees has an “incorrect status” exception, but should be an active employee, you will need to check to see if they have been assigned an inactive status in the system. This is generally done through the ePAF system. If you have questions on this process, you may contact the Student Employment Office or Staff Employment Office.

 

Prior Period Corrections

Let’s say there’s a correction that should have been made on a time entry in a previous pay period. Even if payroll has already been run, you can still make a correction in that pay period (although it’s important to advise employees to ask for help with corrections before the pay period is over). Searching for the employee and appropriate date in the “Timesheet – Manager” page will bring you to the timesheet for that pay period. Simply make the correction and click Submit.

The system will then process the correction the next time payroll is run, and the difference will be reflected on the next paycheck. Be aware that the system will calculate the payroll based on the hourly rate that was paid as of that previous time period—you do not need to make any kind of adjustments to the time to adjust for a different pay rate.

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Viewing Payable Time

So far, when it comes to employee timesheets and correcting exceptions, we’ve been talking about reported time. When the Time Administration process runs each day and rules are applied to reported time, this determines the employee’s payable time. Reported time is what appears on the main timesheet, but you can also find payable time on the same page (for more information, see the Reported Time vs. Payable Time section in this document).

To see an employee’s payable time, find their timesheet and scroll down to the bottom of the screen, then click on the Payable Time tab. This will show you a summary of the employee’s payable hours for the pay period. You can use the options in “Payable Time Viewing Option” to expand to a detailed view by date.

In addition to TRC details, you will see a column for “Payable Status.” The status will show as either

• Estimated—Time has been processed and has had rules applied, but has not yet been sent to Payroll. Time will remain in this status until the pay period is complete.
  
  
• Taken by Payroll—Time has been processed, sent, and accepted by Payroll. Once the pay run is complete, hours that have been paid out will have this status.

 

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Changing Job Description

In some cases when an employee has two jobs on campus, both jobs will be listed with the same job title. For example, if a student is a TA for two different classes, both jobs may appear as “Teaching Assistant” on their time clock. This can make it difficult for the student to clock in to the right job.

As a time manager, you have the ability to change what the employee sees so they can differentiate between jobs when clocking in and out. To make this change, follow these steps:

1. Go to my.byu.edu and log in with your Net ID and password.
   
   
2. Find the “Campus Links” widget and expand the “Work” section.
   
   
3. Click on Human Resources/Payroll.
   
   
4. Click the drop-down menu at the top of the page and select Time Management.
   
   
5. Click on the “compass” icon in the top right to open the NavBar .
   
   
6. Click on BYU Menu>Manager Self Service>Time and Labor>Time Collection Job Override. Note: Once on this page, you can make it easier to find in the future by clicking the 3 dots in the top right and selecting Add to Homepage. This will create a new tile on your Time Management screen.
   
   
7. Use the criteria to search for the employee and select their name in the search results.
   
   
8. The employee’s active jobs will appear in the table. Under “Job Description (Override),” update with the new job description. For example, you can differentiate by changing “Teaching Assistant” to “TA Dr. Gold.”
   
   
9. Click Save.

 

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Payroll Policies

More information on these and other BYU policies can be found at policy.byu.edu.

 

Vacation and Sick Leave

Staff can take leave time in one-minute increments. Leave accrues based on the total hours worked in the biweekly pay period, with a maximum of 80 hours during those 2 weeks. When using Sick leave, the maximum number of hours granted for that week is 40 hours. If an employee enters more sick hours than are needed, the system will trim these sick hours back to 40. Vacation leave, on the other hand, will not be trimmed. Note also that the system will not automatically add sick or vacation time to employees whose time is less than 40 hours for the week. Employees will be paid only for hours reported in Y-Time. 

In reviewing the Timesheet, leave taken will be shown under the “Time Reporting Code” column with the Time Reporting Code of 4VAC for Vacation and 4SICK for Sick leave.

 

Holiday Time

Full-time personnel are given time off with pay for approved holidays. Holidays are paid on the date that they occur. If a department requires a staff employee to work on the holiday, the department can elect to give the employee another day off later in the year. When this occurs, the employee needs to be aware that the paycheck they will receive for that pay period will include the hours they worked on the holiday in addition to the holiday pay. When they take the day off later in the year, their paycheck will be short by one day, since those hours have been previously paid.

Example: If an employee were required to work President's Day and worked the rest of the pay period, 8 hours each day, they would be paid for 88 hours in that pay period—80 hours worked plus 8 hours of holiday pay. If the employee then chooses to take 8 hours off in March as a holiday, they would only be paid 72 hours for that pay period as they have already received the 8 hours paid for the holiday.

An important point to be aware of is that the employee's sick and vacation accrual time will only accrue at 80 hours per pay period as previously mentioned, even if they have worked an excess of 80 hours. As the time manager, it will be your responsibility to make an adjustment to the timesheet in order to compensate for the under-accrual of Sick and Vacation as a result of the holiday taken later. To make the adjustment, enter 8 hours of elapsed time on the employee’s timesheet with the Time Reporting Code 4FHOL. Time managers should communicate to employees that they may want to verify the accrual total, which they will be able to see in the “Employee Self Service” page of the Human Resources/Payroll website.

 

Funeral Leave

Per university policy, administrative and staff employees may receive up to three days of funeral leave for predetermined close relatives. As a time manager, you will need to add these hours to the employee's timesheet in order for them to get paid for these hours. To pay the employee for this leave, enter an elapsed time on the employee’s timesheet with the Time Reporting Code 4PTNW (Paid Time Not Worked).

 

Jury Duty

Eligible administrative and staff employees will receive paid time off on days when they are called to jury duty or subpoenaed as a witness, in addition to any compensation paid to them by the court. On the employee’s timesheet, enter an elapsed time and use the Time Reporting Code 4PTNW.

More detailed information about employee leaves, including parental and disability leave, can be found in the Administrative and Staff Employee Leaves Policy.

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