Purpose: I-Time profiles are created to establish a time entry location for employees, set access for reports, and to determine role an employee has within an agency. Changes to I-Time profiles can only be made to some fields in the 'I-Time Information' section. Changes to 'Application Access Information' section or 'Employee Information' section must be completed using an IPOPS action.
Note: A CPO must enter their SSN in order to be able to edit their own profile. They will not see their name in the selection menu.
Employee Information: This information is populated from the employee record created in IPOPS and is not editable.
First Name: The employee's first name.
Last Name: The employee's last name.
User Name: Identifies how the employee logs on to SCO applications. It is a combination of the employee's first name, last name and the three digit agency code.
I-Time Information: This information is populated from the employee record created in IPOPS; along with editable fields that must be filled out prior to saving the profile.
Position Number: This will display the employee's position control number.
Position Eff Date (REQUIRED): Sets the start date on the employee's time sheet. The employee will not be able to enter time prior to the date displayed. The date is auto-populated with the effective date of the latest change reason.
This CPO can override this date by selecting:
Pay Location: If the employee has been assigned to a specific pay location, it will display.
FLSA Code: The FLSA code used indicates how the employee is defined under the Fair Labor Standards Act. The FLSA code will determine if an employee is eligible to be paid for their overtime and the rate they accrue or are paid. There is a set FLSA code related to each class code. Use this link for detailed information on FLSA codes.
RHH Accrual Code: Indicates if an employee is eligible to accrue Regular Hours Held.
Shift Indicator Code: Indicates if an employee is eligible to be paid for shift differential.
OVT Accrual Code: Indicates if an employee will be paid for their overtime or if they will accrue comp time.
Time Entry Location: Select the Time Entry Location (TEL) the employee needs to be added to. When the 'Home' TEL is selected, the corresponding approvers will be displayed. More than one TEL can be assigned to an employee. To add or remove a TEL select the drop-down arrow.
Time Not entered by employee, Signed time sheet on file? This indicates if a Time Entry Assistant (TEA) will enter time for the employee.
Yes, the employee will not be able to enter his or her own time. They will only be able to view their time sheet as a read only document after it has been created and saved by the TEA or approver. The TEA or approver that creates the time sheet will have an 'Approve' button to use when submitting the time sheet.
No, the employee will be able to enter his or her own time. If a TEA creates the time sheet, they will have a 'Submit' button to use when submitting time sheet. When a time sheet is submitted by a TEA, the employee will be prompted to sign the processed time sheet before completing a new time sheet.
Note: If the entire Time Entry Location (TEL) is set up to have time entered by a Time Entry Assistant (TEA), the employee profiles in that TEL must be set to 'Yes'.
Default Time Sheet View: Choose 'Default Time Sheet View' by selecting either Standard or Cost Distribution.
Note: DOL Only – Standard time sheet should be selected for the correct distribution columns to display.
Allow Full Access to Reports: Gives any employee access to create I-Time reports and view time sheets for all employees within their agency.
Marked for No Time: I-Time's default for this option is 'No' which means that a completed time sheet is required for employees for each pay period where there are hours to report. The exception to this is employees that are marked as time sheet required 'N' in IPOPS (such as executive employees or annual employees). These employees should be 'Marked for No Time' - 'Yes'.
When the 'Marked for No Time' indicator is 'Yes' on the I-Time profile, a check box will be displayed at the top of the employee's time sheet. An Approver, Employee, Time Entry Assistant (TEA) or the Central Payroll Officer (CPO) can de-select the check box for 'No Time Entered this Pay Period' and complete a time sheet if needed.
Employee Type: Click the button to designate which role the employee should have. Since only one can be selected, the system will know if an additional role is selected. The radio button for CPOs is only seen by an agency CPO after they are setup by the DSP Security Administrator. If a CPO selects a different radio button and saves their changes they will no longer have the CPO role.
Assign Employee to TEL(s): If an employee has a role other than an EMP (employee) or CPO (central payroll officer), TELs must be assigned. All TELs are automatically available for CPOs. This option allows an agency to select which TELs the employee will have access to (for duties such as reviewing, creating or approving time sheets) CPOs can add TELs, remove one TEL or remove all TELs from an employee's profile by selecting the drop down arrow under the Assign Employee to TEL(s) section of the employee’s I-Time profile. To add TELs select from the available list then select Add. To remove a TEL select the TEL/s from the currently selected box then select remove. To remove all TEL/s select remove all. Select OK to save changes.
As employee profiles are set up, the employees are automatically added to the proper fields for designated Time Entry Locations (TELs).
When each employee is set up correctly, press Save at the top of the screen and it will take you back to the Employee Profile screen.
Employee Base Profile: The employee base profile will display information and access relevant to the employee. This information will include the employee's base information as well as self-service settings and IPOPS roles. This screen is not editable. Cancel will close the window and return you to the employee's I-Time profile.