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Current Time Reporting (IDTC)

The Current Time Reporting (IDTC) is used to report both Exception time code R and Positive time code Z current time for all pay cycles, MO (Monthly), B1 (Biweekly) and B2 (Biweekly) as well as overtime and leave usage. All employees are scheduled to be paid on either the MO or B1/B2 cycle. The Biweekly (B1 and B2) designation is used primarily for compensation of positive time reporting employees. There are twenty-six biweekly payroll cycles in a year. Monthly (MO) pay designation is used primarily for compensation of salaried employees.

Cutoff dates for each pay cycle are established for each month of the year. These cutoff dates create a time reporting window. To check when the window is open for a particular pay cycle, check the payroll calendar. When the date on the calendar specifies MOD, B1D, or B2D, this is your first day to enter time. The date on the calendar that shows MOA, B1A or B2A indicates the last day to enter time. At the close of the time reporting window, all successfully updated transactions are extracted from a holding file and systematically processed into the payroll compute process. You cannot enter additional information for the current pay cycle after 5:00 P.M. of the "last day to enter time".

Step-by-Step Instructions
1 Obtain source documents (see example of a source document attached). Each source document (time sheet listing hours worked and leave usage) must be signed by the employee indicating that the document represents a true accounting of hours and leave usage for the pay period. The Supervisor also signs to certify concurrence with the report.
2 Consult payroll calendar for pay cycle and timesheet deadline.
3 From the PPS Main Menu, 3. From the Main Menu, type IDTC in the Next Function field. ENTER. This will take you to the Time Collection Selection Criteria screen.
4 From PPS IDTC (Time Collection Selection Criteria) screen:
  1. Pay End - type pay period end date in format MMDDYY.
  2. Pay Cycle - type MO, B1, or B2 to match pay period end date entered above.
  3. Tab to Check List. Type S (select).
5 Tab to Selection Criteria field. Type in one of two possible selections:
    Home Department Number (6 digits - required field) or
    Chart (1 digit - required field) and Account (6 digits - required field).
You may also enter Sub-Account (5 digits - optional field). Choose this second option if an employee is split-funded and you are not the home department). ENTER.
6 Press F11 to print Check List to compare with the source documents gathered. Verify the Employee Identification Number and the name of the employee. Positive/Exception: Time reporting method by which the employee is to be paid from each appointment and distribution. (If an employee is paid from both an exception and a positive appointment on the same pay cycle, the individual is listed twice on the Check List.)
7 Reconcile or justify any missing or extra employees on the list. Some reasons an employee may not appear are:
  • Employee was changed to a different FAU in the EDB. (Retrieve Check List by Chart/Account.)
  • Employee who is shared with another department has the other department as home department. (Retrieve Check List by Chart/Account.)
  • Time reporting code not set at R or Z. (You should receive a paper timesheet.)
8 Press F3 (previous menu function key) to return to IDTC screen.
9 Tab to Check List field and hit space bar once to delete the "S" selection.
10 Roster Field: Type S to select. ENTER.

Note: The Time Input Roster is used for reporting hours (regular and/or exceptions) to be reported for employees associated with a current monthly, biweekly or monthly arrears pay cycle. Depending on the number of employees the Time Input Roster may be several screen pages long. If there is more than one page, the current page is listed in the upper right corner as Page x of x.
11 POSITIVE TIME REPORTING: You must confirm, add to, or change information displayed to ensure the employee is paid.
12 Input data in the following fields, as applicable:
  • OK? is the pay confirmation indicator. The system derives the indicator 'Y' whenever time is added or changed. If no changes are made, you must type 'Y' to confirm the pre-listed information is correct in order to insure payment (for Positive Pay employees only). For hourly and salaried employees with Fixed Appointments, this will be required because the system estimates the time to be paid and you may not be entering/changing that information.
  • DOS is the description of service code indicating the type of service for which the payment is rendered. REG time (positive) indicates that regular or positive time is being reported. Some other descriptions that may appear here are STP, BYA, PRQ, DST, DSN, OSC, NDF, SDF etc….
  • TOTAL TIME is system derived if the appointment in EDB is "fixed". The system estimates the number of hours for which payment will be rendered based on the rate and time information entered in the employee's EDB record. If Total Time estimate is incorrect, replace it with the new value. If Total Time estimate is correct enter a 'Y' in the OK? column. This will insure payment if no other changes/adds are made to Positive pay. If Total Time is blank, the employee has a variable appointment in the EDB. You must enter the number of hours.


  • Note: enter hourly time with 2 decimals or input the hours followed by the decimal and tab to the next field and the system will automatically 00 fill after the decimal. For instance; input 20 hours as 20. The system will enter 020.00. For 10 ½ hours enter 10.5 and the system will zero fill to read 010.50 hours. For monthly percentage paid employees, if you want to pay 20% time, enter .2 and the system will zero fill to read 0.2000 (The A/H indicator must match the %/H indicator. A with % and H with H).

  • OVERTIME/LEAVE DOS are codes indicating that thepayment is rendered for paid leave time or overtime. See examples for valid codes.
  • Verify the data on the screen against the source document for each employee on the page. Make sure you have modified all data as necessary.
13 Press ENTER to perform Range/Value edits. Range/Value edits and Consistency edits are displayed on the command line at the bottom of the page.
  • Resolve any Range/Value edits as necessary.
  • If F6-Nxt Msg appears in the screen footer, press F6 to see additional messages. You must resolve any "REJECT" edit conditions before you can update the transaction holding file. You may continue the update through a "Warning" message. CAUTION: Do not disregard the Warning messages.
14 Press F5 Update to complete the page update. You must update a page before you can continue to the next page.
15 Once the page has updated, make sure all Positive employees on the page now display a 'Y' in the OK? field to indicate payment or change.
16 To proceed to the next Time Input Roster page, press F8-Forward.
  • To jump to a certain employee, tab down to the Name field and type in the employee's last name (or first few letters of their last name). ENTER. The system will jump to the page with the requested employee name or the employee with the closest name (by alpha).
17 EXCEPTION TIME REPORTING: Add to or change information displayed as needed.
Note: depending on the rate and time information entered in the employee's EDB record pay distribution, OPTRS will estimate time to be paid (for fixed appointments) and indicate this on the Time Input Roster. When reporting exception time, it is not necessary to confirm the information displayed. If no action is taken to change or delete information, the employee is paid for currenttime indicated. (The roster will not display data for employees with time reporting codes of 'E' or 'N')
18 Input data in the following fields, as applicable:
  • OK? is the pay confirmation indicator. The system derives the indicator 'Y' whenever time is added or changed.
  • DOS is the description of service code indicating the type of service for which the payment is rendered. REG time indicates that regular or positive time is being reported. Some other descriptions that may appear here are STP, BYA, PRQ, DST, DSN, OSC, NDF, SDF etc….


  • For description of service codes that do not require time,you may change the dollar amount if necessary.

  • TOTAL TIME is system derived if the appointment in EDB is "fixed". Estimated number of hours for which payment will be rendered based on the rate and time information entered in the employee's EDB record. If Total Time estimate is incorrect, replace it with the new value. If no changes are made on the screen, no confirmation entry is required. Employee will be paid based upon information on the EDB distribution.


  • For monthly percentage paid employees, if you want to pay 20% time, enter .2 and the system will zero fill to read 0.2000 (The A/H indicator must match the %/H indicator. A with % and H with H).

  • OVERTIME/LEAVE DOS are codes indicating that the payment is rendered for paid leave time or overtime. See examples for valid codes.
  • Verify the data on the screen against the source document for each employee on the page. Make sure you have changed or deleted all data as necessary.
19 Press ENTER to perform Range/Value edits. Range/Value edits and Consistency edits are displayed on the command line at the bottom of the page.
  • Resolve any Range/Value edits as necessary.
  • If F6-Nxt Msg appears in the screen footer, press F6 to see additional messages. You must resolve any "REJECT" edit conditions before you can update the transaction holding file. You may continue the update through a "Warning" message. CAUTION: Do not disregard the Warning messages.
20 Press F5 Update to complete the page update. You must update a page before you can continue to the next page.
21 Once the page has updated, make sure all employees with changes now display a 'Y' in the OK? field to indicate changes made to Exception paid employees.
21 To proceed to the next Time Input Roster page, press F8-Forward.
  • To jump to a certain employee, tab down to theName field and type in the employee's last name (or first letter of their last name). ENTER. The system will jump to the page with the requested employee name or the employee with the closest name (by alpha).
22 Press F3 (Previous menu function key) to return to IDTC screen.
23 Tab to Check List field and type in S to select. Space through the S to deselect the Roster. ENTER.
24 Verify Check List. Make sure all Positive paid employeesthat you want to be paid have a 'Y' indicator in the Time Entered field. Exception paid employees will have a 'Y' only if time was entered or changed. A 'Y' is not required for payment of Exception paid employees.

Note: No PAN is generated for current time reporting.


 
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