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PTLR makes many of the functions of supervision much easier. Maintaining time and leave in one location are one of them. However, there are a few things that may be confusing at first. Including logging into the system, approving time sheets, and monitoring hours.
Although this training is for the program, it is important to realize that this tool reflects not only a process of capturing time worked, but also assists in compliance with other state and local regulations, policies and guidelines. Before getting into the program itself it is important to review some very important factors in supervising the many differnt employee classifications at Olympic College.
Important Items for Supervisors: (Hover over topic to get more information)
- Employees MUST be approved and processed through HR prior to hire date.
- Timesheets must be approved by the last day of the pay period.
- Employees should not create their timesheets ahead of time, nor should they copy old ones.
- Prior to going on leave ensure an alternate supervisor has been added and is aware you will be on leave.
- The first day of School Closures will be indicated by Entry Type K - and will be set by Payroll
- If the timesheet type shows the wrong format, contact HR to verify PPMS settings.
- Verify Leave Type, proper use of Overtime, and adequate mealtime guidelines have been followed.
Supervisors are responsible for following the policies and procedures regarding employee compensation and leave. This includes overtime, comp. time, meal breaks, and split shifts. Following these guidelines will help ensure all employees fair and ethical treatment.
Rules Governing Time Worked -
1. There are two time periods during the month
a.1st through the 15th
b.16th through the 30th/31st
c. The standard Work Week is from Sunday to Saturday.
d. Overtime is calculated by the work week, and may be accrued on different time sheets.
2. The Fair Labor Standards Act (FLSA) states that any employee who is paid an hourly wage and has worked over 40 hours in a 7 day work week must be paid overtime.
3. Rest Periods of 15 minutes will be allowed at or near the middle of each one half shift of 4 or more hours. Rest periods are not to be used for late arrival, early departure, or extended meal times.
4. Department of Labor and Industries rules state that Unpaid Meal Periods for employees working more than 5 consecutive hours will be a minimium of 30 minutes and scheduled for as close to the middle of the shift as possible. Meal periods may not be used for late arrival, early departure or rest periods.
As a supervisor, you will receive emails from the PTLR system stating that each of your employees has submitted a timesheet. The link within the email will take you to the login screen for PTLR.
After logging in, the section on the left side of the screen marked Supervisor has the tools you will use to manage your employees. If you click on
Approve Timesheets you can select the timesheets you wish to approve. You will see the timesheets for the employees that report to you, and any for which you are the alternate approver.
Approving Timesheets for Full Time Employees
On the Timesheet page you can review all the information on the timesheet and add remarks if necessary. For instructions on how to add remarks please refer to the document "PTLR User Guide – Full Time Employees".
One other option for supervisors is to mark vacation entries (V-8) as "Not Preapproved". Vacations that have not been requested at least 4 hours prior to when the leave is taken are considered "Not Preapproved". Click on a vacation entry to toggle its status:
Finally, to approve a timesheet click the "Approve Timesheet" button at the bottom of the page or, if you wish to reject that timesheet, click the "Reject" button (Note: comment is required when rejecting timesheets).
To Reject the Timesheets add a comment in the text box and click Reject.
Special Attention - Approving Timesheets for Hourly Employees
There are three different cases for approving timesheets for hourly employees which are distinguished by the number of budgets on each individual timesheet
- Timesheets with one budget.
- Timesheets with multiple budgets but without grants.
- Timesheets with multiple budgets, one or more of those budgets being a grant budget.
Approving timesheets with one budget
There are no special steps required prior to approving such timesheets as all hours will be assigned to the budget listed for that job. See below for further approval instructions.
Approving Timesheets with multiple budgets but without grants
Prior to approving this type of timesheet the supervisor is required to specify the distribution of hours worked between the available budgets associated with the timesheet (Note: if the budget information on a timesheet is incorrect, please contact your Payroll department to make necessary adjustments).
To specify the distribution of hours, use the "Budget Allocation" interface located just below the "Remarks" section of the timesheet:
- Select either "percent" or "hours" as a means of allocating the total from the "Allocate budgets by:" dropdown list.
- Enter the values for the distribution (Note: values must add up to the total number of hours worked or 100%, depending on your allocation choice.)
- Click the "Approve Timesheet" button.
An error message will appear if any mathematical or other errors occur.
Approving Timesheets with multiple budgets, one or more of those budgets being a grant budget
Per federal mandate, prior to approving such timesheets the supervisor is required to specify the distribution of hours worked between the available budgets on a timesheet, FOR EACH TIMESHEET ENTRY (Note: if the budget information on a timesheet is incorrect, please contact your payroll department to make necessary adjustments).
To specify the distribution of hours, enter the appropriate values for each budget entry, similar to the example shown below:
After entering values for all timesheet entries click the "Approve Timesheet" button to send the timesheet to Payroll.