Custodial, Housekeeping and Grounds are using Planned Payroll for Labor Reporting.

FAQs:

• Are the trades using Labor Reporting?  Yes.
• Are the trades using Planned Payroll?  No.  Technicians will add time to work orders, benefit time, and premium pay on their iPads. The Shop Supervisors will use labor reporting to approve and adjust time in their shop as needed.
• All supervisors can see all the employees in their group, i.e., all custodial supervisors can see all custodians.
• When is the best time daily to work on the review and approval?  It's best to work on the prior day since you need to ensure that everyone worked the planned schedule and didn't leave early.
• Do I have to have a planned payroll for each staff member?  No.  If someone works in different locations every day, it may be easier to just enter their work in Labor Reporting.  If you find yourself deleting labor rows a lot, you may want to consider asking Facilities Payroll to remove them from the planned payroll work order(s).
• Do I have to review one person at a time, or can I review everyone at once?  This is up to you, although you may find it easier to review one person at a time.
• Which pay codes need a work order associated?  Regular, Overtime, Double Time, and Worked Holiday

Planned Payroll Setup

Employee Work Week

• This is setup by Facilities Payroll when the staff person is hired.
• Any changes must be communicated to Facilities payroll as soon as the schedule change is known by the supervisor.
• Each employee labor record will contain their schedule (same as in PeopleSoft Time & Labor) and days of the week they are scheduled.

Standing Work Orders, a.k.a. PP Work Orders (PP=Planned Payroll)

• There is a PP work order for each building for Custodial and Housekeeping.
• There is a PP work order for each grounds activity for Grounds.

Example of a planned payroll custodial work order for Schine Student Center:

• Facilities Payroll will assign staff to the building for the hours they typically work in that location during a single day.

The combination of the employee scheduled days of the weeks and planned payroll work orders will generate a labor record for the staff member.

Supervisor Review and Approval of Labor

• Supervisors should review their staff's payroll hours on a daily basis.
• Supervisors must compare the hours from the Time Clock to the hours in Maximo.
• Any adjustments to the planned hours must be changed in the Labor Reporting app.
• Any Collective Bargaining Agreement (CBA) pay, benefit time, refused overtime, or absent time must be added in the Labor Reporting app.
• The supervisor will need to approve any time entered before Facilities Payroll can process

Pay Types

• Collective Bargaining Agreeement (CBA) pay
  • Auto Allowance
  • Freezer Pay
  • Heat Pay
  • Height Pay
  • Leader Pay
  • Meals Allowance
  • Out of Grade
• Benefit time
  • Ny Family Leave- No Pay
  • Floating Holiday
  • Special Floating Holiday
  • FMLA Reduced Sick
  • FMLA Sick
  • FMLA Sick No Pay
  • Funeral/Bereavement
  • Holiday Pay
  • Jury Duty
  • Miliary Leave
  • Orange Appreciation Day
  • Personal Business
  • Reduced Sick Time
  • Sick Time
  • Training
  • Union Time with Pay
  • Vacation
• Refused overtime or Absent time
  • Absent no pay
  • Absent with pay
  • Refused Overtime

Process to review and approve

• Go to Labor Reporting, either via your Favorite Applications or the far-left menu

• Filter the list by your name in the supervisor column, click on <enter>

• Filter by the date (Start Date) and person you're reviewing click on <enter>

If no changes - REMEMBER TO ENSURE THE REGULAR HOURS ADD UP TO 8 and you agree with any other pay types:

• Check the boxes on the left of the row (note:  check the box at the top if you want to select all rows)

• Click on the link for Supervisor Approval - the slider in the SA column will move to the right if you have approved the time.

• Facilities Payroll will now have these records in their queue to process for payroll.

If change to Regular Hours:

If need to add CBA Pay:

If need to add Benefit Time:

If need to add Overtime:

If a row needs to be removed: