Oracle timecard user guide 0316

Oracle Timecards User Guide

Finance Department 4/1/2012

Contents 1

Definitions .................................................................................................................................................................... 4 What is Oracle? ....................................................................................................................................................... 4 What is a Timecard? ................................................................................................................................................ 4 What is a Project and Task? .................................................................................................................................... 4 What is Oxfam America Advocacy Fund?................................................................................................................ 5 What is lobbying? .................................................................................................................................................... 5

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From e-Time to Oracle Timecards: A side-by-side comparison .................................................................................. 6

3

Getting Started............................................................................................................................................................. 7 Oracle Applications Home Page .............................................................................................................................. 8

4

Create Templates .......................................................................................................................................................... 9 Working Hours Template ...................................................................................................................................... 10 Non-working Hours ............................................................................................................................................... 12

5

Create a Timecard ...................................................................................................................................................... 14 Scenario 1: Regular work week—Single Project/Task .......................................................................................... 14 Scenario 2: Regular work week—Multiple Projects and/or Tasks ....................................................................... 16 Scenario 3: Regular work week—With Non-working Hours ................................................................................ 17 Searching Hour Types .................................................................................................................... 18 Scenario 4: Regular work week – Including OAAF management & administrative activities ............................. 20 Additional Details Screen ............................................................................................................... 21 Scenario 5: Regular work week—Including direct lobbying hours....................................................................... 22 Additional Details Screen ............................................................................................................... 23 Scenario 6: Apply Template with modifications................................................................................................... 25

6

Troubleshooting ......................................................................................................................................................... 26 Error: Project owning organization does not match..................................................................... 26 Error: Project-level expenditure transaction control violation..................................................... 26 Error: Project-level transaction control violation ......................................................................... 27

7

Revise/Update templates .......................................................................................................................................... 28

8

View time-off accrual balances .................................................................................................................................. 29

9

Managers Guide to Approving Timecards ................................................................................................................. 31 Why use Oracle Timecards? .................................................................................................................................. 31 2

What you need to do............................................................................................................................................. 31 Ways to approve timecards .................................................................................................................................. 32  Approving in the system .......................................................................................................... 32  Approving via email.................................................................................................................. 34 Out-of-office/Vacation Rule .................................................................................................................................. 35

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Things to Know…

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Timecards must be submitted by close of business EVERY FRIDAY (Saturday if you work weekends) Work week is Sunday through Saturday Pay period is bi-weekly (i.e., payroll is paid every other Friday) You must use a Project/Task from your cost center You must use the “Leaves Project” of your cost center for all non-working hours Salaried employees must submit timecards with (at minimum) their standard work-week hours Unlike expense report entry, timecard entry CANNOT be delegated

Definitions

What is Oracle?

Oracle is a Web-based software that Oxfam America uses to record and track Financial and Human Resources related data. There are many programs within Oracle (we call them “responsibilities”). The responsibility that this documentation will guide you through is OA US Timecards.

What is a Timecard?

All US-based staff (salary and hourly based employees) must report on the hours they work each week in order for payroll to be processed. Each timecard will include the following items:     

Project number(s) Task number(s) Hours Type Number of hours Comments (if applicable)

What is a Project and Task?

The Project/Task system is an accounting, budgeting, and reporting system used by Oxfam America to expense to either OA or Oxfam America Advocacy Fund (OAAF) as well as to a specific cost center, program activity, etc. That is, each project and task has a meaning and describes the work we do. Each Project and its corresponding Task(s) are related to only one cost center and strategic focus, but there may be multiple Projects for any given cost center. Additionally, each Task is related to a single Activity, Country or Region, Approach, and Funding Source.

NOTE: Each cost center will have at least one Project (possibly more) and each Project will have at least one Task (possibly more). All of the work you perform for OA or OAAF will be charged to one (or more) Project and Task combination(s). Ask your manager to which Project(s)/Task(s) your hours worked should be charged.

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For example, the following Project and Tasks are illustrated: Project: A1221 GC2012-1 Task: 1.1_GCEquity_USA_PC_1001 Task: 1.4_GCEquity_USA_AD_1001

What is Oxfam America Advocacy Fund?

As a 501c3 non-profit organization, Oxfam America has spending limits on lobbying activities. In 2004, in response to increased lobbying activity, we created a separate legal entity called Oxfam America Advocacy Fund (a 501c4 non-profit entity). OAAF projects are distinguished from OA projects by the first character of the project “number”; OA projects begin with an “A” and OAAF projects begin with an “F”.

While OAAF does not have any employees, OA staff provide services to OAAF: some OA staff will charge some of their time (as appropriate) to OAAF. In addition, any staff who engage in grassroots lobbying activities should charge those hours to an OAAF project/task. To do this, you will charge hours on your timecard to the appropriate “F” Project in your cost center. If OAAF activities are not applicable to your cost center, you will not have an “F” project available.

What is lobbying?

OA and OAAF perform two types of lobbying activities: Direct and Grass Roots. Direct Lobbying (AD) are those activities aimed at influencing law makers, whereas Grass Roots Lobbying (AG) is intended to influence the general public.

Whenever you submit hours to either direct or grass roots lobbying you will need to add a comment to your timecard.

Please include the specific subject matter (e.g. Food aid reform) in your comment.

Contact Michael Helms or Linda Delgado for questions regarding any requirements with respect to lobbying.

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2

From e-Time to Oracle Timecards: A side-by-side comparison

e-Time

Oracle Timecards

 Submit timecards BI-WEEKLY.

 Submit timecards WEEKLY.

 Submit lobbying or OAAF hours with a transfer to 501c4.

 There are no “transfers” with Oracle Timecards.

Submit lobbying or OAAF hours by selecting the proper Project/Task.

 Standard work week hours are automatically populated.

 Hours are NOT automatically populated. All hours (standard, holiday, sick, etc.) will need to be entered manually or by applying a template.

 Comments are optional and pre-written

 Comments are required for any hours charged to lobbying Tasks or OAAF Projects. Comments are free-form.

 Managers approve in e-Time.

 Managers can approve via email (or within Oracle US Timecards under notifications).

 Hours and minutes are entered.

 Hours and fractional hours are entered

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3

Getting Started

To access Oracle, go to the Padare Homepage. In the quick links on the right, choose “Login to Oracle”. If you are not in the office, you will need to be on the VPN.

Log in to Oracle with your User Name and Password. Note: this is not connected to your Windows User Name and Password. If you do not know your Oracle User Name and/or Password, click “Login Assistance”.

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Oracle Applications Home Page

On the left-hand side is what we call “responsibilities�. These will vary by person and are selected for you based on your role at OA. All employees will have OA US Timecards.

On the right will be the tools available within the selected responsibility. Before you create your first timecard, click here to set up your Templates.

In the Templates screen click Create Template.

We recommend you set up two basic templates to make submitting a timecard easier as you must distinguish between hours

worked and non-working hours.

Multiple

templates can be used on a single timecard. Click on the links on the next page to learn how to set up your templates.

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Create Templates NOTE: STOP NOW and inform your manager if he/she is not properly listed here.

Timecards will have two main types of hours: Working and Non-Working.

Working Hours

Note: All nonworking hours must be charged to your cost center’s “leaves” Project.

Non-working Hours Bereavement Personal Time Comp Time Used PTO Deferred Holiday Used Recovery from Trip Family Leave Paid Religious Time Holiday Taken School Hours Jury Duty Sick Time Used Military Leave Union Meeting Other Paid Leave Union Time Parental Leave Paid Unpaid Leave Parental Leave Unpaid Vacation Time Used

OR

Regular Hours Intern Regular Hours Holiday Worked Travel Time Click here to create your Working Hours Template

Click here to create your Non-working Hours Template

After you have set up your templates, proceed to Step 5.

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Working Hours Template To create your working hours template, you need to know on which Project(s) and Task(s) in your cost center your hours belong. If you are unsure, ask your manager.

Step 1: Name your template

Step 2: To enter your Project Number, do the following: a) Enter the first few characters of the project number followed by “%”. b) Click the “ ” symbol. c) To select, click the Quick Select icon

.

Step 3: To enter your Task Number, do the following: a) Enter “%”and click the “ ” symbol. b) Select the task by clicking the Quick Select icon

.

Repeat these steps if your hours are budgeted to more than one Project/Task.

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Step 4: Click in the Type field. For Regular Hours, type in “reg” and press on your keyboard. You can override this hours type on your timecard when you work holiday hours. Interns should charge hours type “Intern Regular Hours.”

Step 5: You can enter in your regularly scheduled hours or leave them blank to fill in week to week.

You can always override or add information from a template on your timecard. Click Apply.

Return to top Continue to Non-working Hours Template

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Non-working Hours For non-working hours, you need to enter the Leaves Project and Task for your cost center. Do not enter hours or Type.

(Note: Interns are not eligible for Non-working Hours)

Step 1: Name your template

Step 2: NOTE: For all non-working hours submitted, you must use the Leaves Project for your cost center. To enter your cost center’s Leaves Project Number, do the following: a) Enter “%” followed by your cost center number b) Click the “ ” symbol. c) Select the Leaves project.

Step 3: To enter the Leaves Task Number, type “%” and then press on your keyboard and the Leaves Task will populate in.

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Step 4: Leave the Type field blank. You will choose the Type when you apply this template on your timecard.

Step 5: Do not enter any hours. You will enter your hours when you use this template on your timecard. Click Apply.

Return to top Continue to Step 5

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After you have set up your templates, click on Create Timecard to create a timecard.

If you need to edit your Templates at any time, come back to this Template screen and click Update: See page 28 to learn more about updating templates!

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Create a Timecard

Scenario 1: Regular work week—Single Project/Task In this example, we will submit a timecard with only regular hours worked charged to a single Project and Task.



Choose your Working Hours template.



Select the period.



Click “Apply Template”.

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After any changes, you can Recalculate to see updated daily and weekly totals.

Rows that have information entered must include at least one day of hours (even if it’s 0 hours) or be deleted.

Enter your hours and then click Continue to submit, or click Save to finish your timecard later.

Review your information and then click “Submit”.

Your timecard will then be sent to your manager for approval.

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Scenario 2: Regular work week—Multiple Projects and/or Tasks



Choose your Working Hours template.



Select the period.



Click “Apply Template”.

Enter in your hours for each day for each Project/Task you were working on. Click Save and then Continue.

Review your information and if correct click Submit.

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Scenario 3: Regular work week—With Non-working Hours



Choose your Working Hours template.



Select the period.



Click “Apply Template”.



Enter in hours as appropriate.



Choose your Nonworking Hours template.



Click “Apply Template”.

TIP: Remember that all non-working hours must go to your cost center’s Leaves Project/Task.

To search the Types of non-working hours, click the “ ” symbol to open the search window.

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Searching Hour Types To find all available Types, type “%” and click GO.

List of Hour Types Non-working Hours Bereavement Comp Time Used Deferred Holiday Used Family Leave Paid Holiday Taken Jury Duty Military Leave Other Paid Leave Parental Leave Paid Parental Leave Unpaid Personal Time PTO Recovery from Trip Religious Time School Hours Sick Time Used Union Meeting Union Time Unpaid Leave Vacation Time Used

To select a Type, click the Quick Select “

” icon.

Working Hours Regular Hours Intern Regular Hours Holiday Worked Travel Time 18

Enter additional non-working hours by applying your Non-working Hours Template again and selecting the appropriate Hours Type.

After all hours for the week have been entered, click Save and then Continue.

Review your Timecard and then click Submit.

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Scenario 4: Regular work week – Including OAAF management & administrative activities

 Choose your Working Hours template.

 Select the period.



Click “Apply Template”.



Enter in hours as appropriate.

Note: If you charge hours to an “F” Project, you must click on the Additional Details icon to add a comment.

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Additional Details Screen





Enter a comment to describe the work performed on the days that are being charged to an “F” Project.

Click Apply to return to your timecard.

Click Continue to review your timecard.

Review your Timecard and then click Submit.

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Scenario 5: Regular work week—including direct lobbying hours

 Choose your Working Hours template.



Select the period.



Click “Apply Template”.



Enter in hours as appropriate.

Note: If you charge hours to a task with the coding “AD”, you must click on the Additional Details icon to add a comment.

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Additional Details Screen



Leave the “OA Donor Budget” field blank.

Enter a comment to describe the work performed on the days that are being charged to a Lobbying Task.



Click Apply to return to your timecard.

Click Continue to review your timecard.

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Review your timecard and then click Submit.

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Scenario 6: Apply Template with modifications When applying a template to a timecard, you can always modify the information that populates in. For example, you can override a template with a different template or create an altogether new template from the timecard.



Select the pay period.

 Choose a template.

To save as a new template, type in a new name and click “Save as a Template”.

If you have changed your entered hours, click “Recalculate” to see your new total.



Click “Apply Template”.

To delete all lines and replace with a new template, select the template, click “overwrite entry”, and then click Apply Template.

To delete a line, click the Delete icon

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Troubleshooting Error: Project owning organization does not match

You cannot submit hours to a project outside of your cost center.

Error: Project-level expenditure transaction control violation

You cannot submit regular (working) hours to a Leaves project.

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Error: Project-level transaction control violation

You must submit nonworking hours to the Leaves Project in your cost center.

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Revise/Update templates

ď ľ

Click on Templates.

ď ś

For the template you want to update, click the icon under Update.

Make any needed changes and then click Apply.

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8

View time-off accrual balances

From the Oracle Applications Home Page, click OA US Timecards and then click Create Timecard.





Click “Show Accrual Balances”.

Select the time period for which you want to check your accrual balance. Note the following:  The prior month’s accrued hours will appear in the period that begins with a Sunday date in the next month.  When you use your time off accrual, deductions will be reflected the Wednesday of the following period.

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Click here to select a different time period.

If you have any questions about your time-off accruals, please email OracleTimecardSupport@oxfamamerica.org.

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Managers Guide to Approving Timecards

Why use Oracle Timecards?

More streamlined & efficient (see Appendix A)   

Faster month-end closings More timely donor reporting Personnel budget changes no longer require an EAF

Increased accuracy  

Improved accountability for lobbying and restricted funds Record personnel costs, as earned, to project/task(s)

Enhanced information  

Weekly project status reporting Resource management tool

What you need to do  Approve timecards by 11am Mondays  Encourage your staff to submit their timecards by 3pm Fridays  Know where your staff is budgeted, but recognize their salary is expensed based on where they actually spent their time  Monitor actual salary expenses to ensure you meet your commitments to funders

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Two ways to approve timecards Approving within Oracle is recommended if you are approving multiple staff members!

1. Within Oracle 2. Via the email notification you receive 

1. Approving within Oracle



Click on OA US Timecards then click on Notifications.

 Click “Select All” and then “Open”.

PLEASE NOTE: You CANNOT edit timecards from your staff. You CAN send the timecard back to the employee (via reject or request information) or reassign the timecard to another manager.

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 Click Next to tab through the other timecards or click one of the action items at the top. Disregard the note on premium and non worked hours.

  

Review the Project, Task, and Type allocations.

Read any comments given (required for OAAF and Lobbying activity).

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

2. Approving via email

You will receive an email from WF Prod with the timecard in the message:

At the bottom of the email message will be your action items:

If you would like to reassign the timecard to another manager, see the instructions for Approving in the System. If you will be out of the office or away from the VPN, see the instructions on how to set up a Vacation Rule.

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Out-of-office/Vacation Rule Along with your Microsoft Outlook out-of office email reply, you should set up an Oracle Vacation Rule to have your approval responsibilities (e.g. Timecards, Expense Reports, Credit Card Notifications) forwarded to another manager.

This is important because approval notifications for timecards and expense reports expire and the employee will need to log in to Oracle and resubmit the timecard or expense report.



Click on OA US Timecards then click on Notifications.

 Click “Vacation Rules” to have your approving responsibilities forwarded to another manager.

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 Click “Create Rule”.

 Choose “OTL Workflows for Employees” to forward only timecards, or select “All” to include expense report approvals and credit card notifications as well.

NOTE: If “—All—“ is selected, you will skip to Step 3.

If you have selected a specific notification (e.g. OTL Workflows for Employees), you will need to select which Notifications are to be forwarded. Select “All” and click Next.

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â?ť Click the magnifying

glass to search for the manager you would like to receive your notifications.

Then click Apply.

â?ş Choose

an End Date.

Return to Vacation Rules to Update, Delete, or check the Status of a rule.

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Appendix A