Setting Up and Maintaining your Agency and Employees in I-Time

​Setting Up and Maintaining your Agency and Employees in I-Time

(NEW LAYOUT)

Agencies must have at least one CPO Before the CPO's signature can be accepted, they must complete an online Security Access Request form. 

Note:  If a CPO terms or separates from state service and their term is uploaded prior to their last scheduled day of work, they will no longer have full access to I-Time.  

 

Employee Maintenance

Provides employee access to specified options in I-Time.  An employee must have an I-Time profile setup before they are able to gain access to their time sheets.  Employee profiles for terminated employees will not be available in I-Time after the termination or position change has been uploaded.

From this screen, you may select an employee by choosing Pay Location, Employee name, SSN, PCN, or a TEL from the drop-down list.  Only the employees assigned to the selected TEL will be displayed in the drop-down list.  If a TEL is not selected, all employees will be displayed.

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.

 

Once an employee is selected, 'Continue' will display the employee's I-Time profile where changes can be made to their 'I-Time Information'.  'Changes to 'Application Access Information' and 'Employee Information' sections must be completed using an IPOPS action. 

Note:  Content under 'Employee Information' is populated from the employee's record created in IPOPS. 

SSN:  The employee's Social Security Number.

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.  The user name is a combination of the employee's first name, last name, and their three digit agency code.

Position Number:  Position Control Number (PCN).

  • All positions, Classified or Non-Classified, within the State of Idaho have a unique four digit number.  PCNs are maintained by each agency.

Position Effective Date:  Enter an effective date for the PCN or choose 'ByPass Date'.

  • If an effective date is entered, the employee will not be able to enter time prior to the date entered, as prior dates will be unavailable.
  • When 'ByPass Date' is selected, the employee can enter time for the entire pay period.

Pay Location (Optional):   It is the agency's option to use this code.  If used, it identifies divisions and locations within an agency.

  • Pay Locations are a two or four digit code that an agency may have assigned to divide the agency into specific areas for reporting and warrant distribution.

FLSA Code:  The FLSA code indicates how the employee is defined under the Fair Labor Standards Act.

  • The FLSA code will determine if an employee is eligible to accrue their overtime or be paid for their overtime, and at what rate. 
  • 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 will be paid for or accrue their 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 should be added to.

  • When the 'Home' TEL is selected, the corresponding approvers will be displayed.

Time Not entered by employee, Signed time sheet on file?  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 the option to 'Approve' when submitting the employee's 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 the option to 'Submit' the employee's 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.

  • Standard will display the default week from Sunday through Saturday for time entry only.
  • Cost Distribution will display the week from Sunday through Saturday for time entry and the selected cost accounting options selected from the 'Agency Maintenance' form. 

Allow Full Access to Reports:  This option allows an employee to have full access to view I-Time reports and time sheets within their agency. 

Marked for No Time:   Annual employees, executive employees, and employees that occasionally turn in hours worked, 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.

Note:  This option will default to 'No', which requires a completed time sheet each pay period the employee has hours to report.

 

Exempt from Leave Request:  This option is hidden if an agency does not use the I-Time 'Leave/Overtime Request'.

  • Agencies using I-Time Leave/Overtime Request can choose if an employee must complete a request before submitting a time sheet with leave coded.
  • When 'No' is selected, an employee is required to complete a 'Leave Request' before their time sheet can be routed to the supervisor for approval.
  • If 'Yes' is selected, the employee will not have the option to create a Leave/Overtime Request.

Employee Type:  Select a radio button to designate which role the employee should have.  Since only one role 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):  Allows an agency to select which TELs an I-Time user may have access to.  An employee designated as employee type EMP or CPO will not have this selection option.  CPOs can add TELs, remove one TEL, or remove all TELs from an employee's profile.  Select 'OK' when the appropriate TELs have been added or removed. 

 

Once 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, select 'Save' at the top of the screen and you will be navigated back to the 'New Employee Profile' screen.

 

New Employee Maintenance 

Provides employee access to specified options in I-Time.  An employee must have an I-Time profile setup before they are able to gain access to their time sheets.  Employee profiles for terminated employees will not be available in I-Time after the termination or position change has been uploaded.

 

In I-Time under 'Maintenance' select 'New Employee'.  You will be redirected to a screen titled 'New Employee Profile'.

 

The new employee profile list will include all employees that have a status of 'A', 'I' or 'B' unless they have a rate indicator of 'D' or appointment code combo of 'NDT'.  If the employee is in more than one PCN, each PCN will be displayed and needs to be set up.  After the profile is set up the employee will no longer be displayed in this list, they will then be displayed in the 'Employee Maintenance' section.

 

Creating a new employee profile:

You may select the new employee by choosing Pay Location, Employee name, SSN, or PCN.

If you are searching by:

Pay Location

  • All available pay locations will be displayed in the drop-down list.
  • Choose the appropriate pay location. 
  • All employees within that pay location will be listed by last name. 

 Employee Name

  • All employees will be displayed by Last Name alpha order. 
  • If the employee has multiple PCNs, each PCN will be displayed. 
  • Select the employee by either scrolling through the last names displayed, by typing the last name and you will be redirected to that name.

Social Security Number

  • The SSN must be entered as digits only, no dashes or spaces allowed. 
  • When an SSN is entered, the system will edit to find an agency employee. 
  • If an employee is not found an error message will be displayed.

 PCN

  • Multiple PCN employees - enter the employee's SSN and select the drop-down list for all available PCNs for that employee. 
  • The employee needs to be set up with an employee profile in a Time Entry Location (TEL) for each PCN they are in.

Once the employee is selected, 'Continue' will display the employee's I-Time profile where changes can be made to the 'I-Time Information.'  Changes to 'Application Access Information' or 'Employee Information' must be completed using an IPOPS action. 

Note:  Content under 'Employee Information' is populated from the employee's record created in IPOPS.

 

SSN:  The employee's Social Security Number.

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.  The user name is a combination of the employee's first name, last name, and their three digit agency code.

Position Number:  Position Control Number (PCN).

  • All positions, classified or Non-Classified, within the State of Idaho have a unique four digit number.  PCNs are maintained by each agency.

Position Effective Date:  Enter an effective date for the PCN or choose 'ByPass Date'.

  • If an effective date is entered, the employee will not be able to enter time prior to the date entered, as prior dates will be unavailable.
  • When 'ByPass Date' is selected, the employee can enter time for the entire pay period.

Pay Location (Optional):  It is the agency's option to use this code.  If used, it identifies divisions and locations within an agency.

  • Pay Locations are a two or four digit code that an agency may have assigned to divide the agency into specific areas for reporting and warrant distribution.

FLSA Code:  The FLSA code indicates how the employee is defined under the Fair Labor Standards Act.

  • The FLSA code will determine if an employee is eligible to accrue their overtime or be paid for their overtime, and at what rate.
  • 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 will be paid for or accrue their 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 should be added to.

  • When the 'Home' TEL is selected, the corresponding approvers will be displayed.

Time Not entered by employee, Signed time sheet on file?  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 the option 'Approve' when submitting the employee's 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 the 'Submit' option when submitting the employee's 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.

  • The Standard time sheet will display the default week from Sunday through Saturday for time entry only.
  • The Cost Distribution time sheet will display the week from Sunday through Saturday for time entry and the selected cost accounting options selected from the 'Agency Maintenance' form. 

Allow Full Access to Reports:  This option allows an employee to have full access to view I-Time reports and time sheets within their agency. 

Marked for No Time:   Annual employees, executive employees, and employees that occasionally turn in hours worked, 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.

Note:  This option will default to 'No', which requires a completed time sheet each pay period the employee has hours to report. 

 

 

Exempt from Leave Request:  This option is hidden if an agency does not use the I-Time Leave/Overtime Request'.

  • Agencies using the I-Time Leave/Overtime Request can choose if an employee must complete a request before submitting a time sheet with leave coded.
  • When 'No' is selected, an employee is required to complete a 'Leave Request' before their time sheet can be routed to the supervisor for approval.
  • If 'Yes' is selected, the employee will not have the option to create a Leave/Overtime Request.

Employee Type:  Select a radio 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):  This option allows an agency to select which TELs an I-Time user may have access to.  An employee designated as employee type EMP or CPO will not have this selection option.  CPOs can add TELs, remove one TEL, or remove all TELs from an employee's profile.  Select 'OK' when the appropriate TELs have been added or removed.

 

Once 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, select 'Save' at the top of the screen and it will take you back to the 'New Employee Profile' screen.

 

Time Entry Locations

Time Entry Locations (TELs) are the foundation of I-Time and determine the structure (hierarchy) of the agency.  These are setup and maintained in Time Entry Location Maintenance. 

It is highly recommended that you completely set up all the TELs for the agency, before setting up employees, other than additional Central Payroll Officer's (CPOs) to assist with the agency set up.  TELs must be set up beginning at the top of the agency.  

Create a Time Entry Location (TEL) 

 From I-Time Maintenance select Time Entry Locations.  You will be redirected to a screen titled 'Time Entry Location Maintenance'. 

 

From the drop-down menu:

 

  • Select ** Create New Location>>>, then 'Continue'.
  • You will be redirected to a detailed screen where you will enter the information about the TEL.

 

 Location Name - Type in the name of the Time Entry Location (TEL) and tab to the next field.

  • TELs are limited to 25 characters and can be alpha/numeric.  If you use pay locations, the TEL names do not have to be the same as your pay locations, but they can be if you choose.

Description – You can further identify the TEL by adding a description.

Link to TEL - From the drop-down list select an uplink TEL unless it is your top TEL. This field will be left blank for the top TEL in your agency.

Uplink Time Entry Locations (TELs) can be selected by:

  • Typing the TEL name and the name will fill in.
  • Selecting the drop-down list you can scroll to the correct TEL.

The uplink TEL will determine the routing for time sheets and who has the ability to approve them.  The top TEL of an agency is the uplink for the next level.  That level becomes the uplink TEL for the next level.   

Selecting the Employee Role – As Employee Profiles are set up the users will be automatically added to the proper fields for designated Time Entry Locations (TELs).

  

Note:  The role of Time Entry Technician (TET) is no longer used as of 10/01/2010.  When the drop-down arrow is clicked, a blank box will be displayed.

To remove a user from a specific role, select on the drop-down arrow, and the following screen will open:

  • Employees can be added and removed.  When all changes are made, select 'OK'.
  • Time Sheets for this TEL will be internally routed according to how your agency is set up.
  • After information is entered select 'Save' at the top of the page.  This will take you back to the 'TEL Maintenance' screen. 

Change a Time Entry Location Name

From 'I-Time Maintenance' select Time Entry Location (TEL).  You will be redirected to a screen titled 'Time Entry Location Maintenance'.

From the drop-down menu:

  • Select the TEL that needs to be changed or deleted. 

You will be redirected to a detailed screen that will contain the current information about the TEL.

Type in the new name in the Location Name TEL box and select 'Save'.  When a TEL name is changed the application will update:

  • All appropriate I-TIME profiles for Employees, Approvers, Reviewers and TEAs.
  • All working time sheets that have not yet been submitted. 

Note:  There is not an audit report provided when an agency changes the name of the TEL.

CPOs and Employees should never have an issue accessing time sheets when a TEL name changes.

Change a Role or Uplink Time Entry Location (TEL)

From 'I-Time Maintenance' select Time Entry Location (TEL).  You will be redirected to a screen titled 'Time Entry Location TEL Maintenance'.

From the drop-down menu:

  • Select the TEL that needs to be changed or deleted. 

You will be redirected to a detailed screen that will contain the current information about the TEL.

Note:  If employee's roles are changing for several TELs, the roles should be changed on the employee profile.  If there are several changes that need to be made to the roles, or designated employees within the TEL, the changes should be done through 'Time Entry Location Maintenance'.

 

Changing an uplink Time Entry Location (TEL):

 

Changing user roles:

 

To delete a Time Entry Location (TEL)

From 'I-Time Maintenance' select Time Entry Location (TEL). You will be redirected to a screen titled 'Time Entry Location Maintenance'.

From the drop-down menu:

  • Select the TEL that needs to be deleted. 
  • From the top of the screen select 'Delete'.
  • You will get a message to confirm the delete.  Click 'OK'.

Note:  The application will not allow an agency to delete a TEL until all Approvers, Reviewers and TEAs have been assigned to a new TEL.

CPOs and Employees should never have an issue accessing time sheets when a TEL is deleted. 

When changes are made and saved or 'OK' is selected, you will be redirected to the 'Time Entry Location Maintenance' screen.

TEL Organizational Chart

The foundation for the I-Time structure is built out of a series of Time Entry Locations (TELs).  In many cases an agency organization chart may reflect how time sheets are routed. 

To determine the relationship between TELs and identify the approvers and any additional roles use this link for additional information on I-Time User roles.

A TEL structure is similar to a pyramid.  Here is an example of a very basic TEL structure.

Agency Maintenance

The agency Central Payroll Officer (CPO) will use 'Agency Maintenance' to select which cost distribution codes their agency will use in I-Time or to create an informational notice for their employees.  CPO's who are also in the UPA (User Profile Administrator) Group can also make changes to this information.

CPOs will view and edit the following information:

 

Cost Distribution:  I-Time Information

Cost distribution is a budgeting tool and is determined by how a position has been set up in IPOPS.  A CPO can select the type of cost distribution(s) the agency uses by checking the box(s) next to PCA, Index, Grant, or Project. 

Use this link for additional information on Cost Distribution.

  • When selecting Grant or Project, a PCA or Index must also be selected. 
  • If an agency wants to use Grants or Projects without using a PCA or Index, the 'Disable Distribution Edits' box must be checked. 
  • If PCA, Index, Grant, and Project is chosen and cost distribution is checked on an employee's profile, that employee's time sheet will open and display those fields.
  • An error message will be displayed on the time sheet if the CPO selects an invalid cost distribution for your agency and an employee tries to use it.

Use PCA

  • Default PCA – Only used at agency 954 (Central District Health) and 270 (Health and Welfare)
  • Require PCA – Only used at agency 270 (Health and Welfare)

Use Project

  • Use Project Identifier (PID) – Only used at agency 245 (Department of Environmental Quality)
  • Use Agency Data – Only used at agency 245 (Department of Environmental Quality) and 240 (Department of Labor)
  • Use Cost Center – Only used at agency 240 (Department of Labor)

Notices:

The CPO is able to enter a message for all employees to view, up to 80 characters. This notice can be changed as frequently as needed.

Employees will be able to view this message when they select 'Notices' button under the 'Help' button in the lower left portion of the left frame.  The 'Notice' will only appear if there is a message and it will appear as either 'Agency Notice', 'SCO Notice', or 'SCO/Agency Notice'.

 

Time Code Maintenance

This action is used to indicate which Time Codes the employees will see and in which order they will appear.

The Central Payroll Officer (CPO) can update Time Codes through 'Time Code Maintenance'.  The employee will only see the time codes that are valid to use with their FLSA code and Appointment Type.  New earnings codes must have the 'Time Sheet Enabled' box checked before they are available for the employee to select in I-Time.

  • If the CPO only checks the enable box, the time codes will be displayed in alphabetical order. 
  • If the CPO would like the time codes displayed in a specific order in the drop-down on an employee's time sheet, they can number their choices and they will be displayed in that order. 
  • When all time codes have been selected and/or numbered, select 'Save' for those changes to take effect.  A message will be displayed stating the changes have been saved.  

The CPO will also choose which Time Codes will be available in the drop-down list on the Leave/Overtime Request form accessed from the employee's time sheet. 

  • Agencies that do not allow their employees to use the Leave/Overtime Request will not have the 'Leave Request Enabled' option.

Time Code Maintenance can be changed at any time, even during the pay period when employees are entering time.  Time Codes displayed in 'Time Code Maintenance' are automatically updated nightly.

Note:  While it's no longer necessary for an agency to select 'Reset' to update the list of Time Codes, the following dialog box will display if the Reset Button is selected.

 

Below is a partial picture of 'Time Code Maintenance', with the time codes displayed in numerical order.  All time codes that are available will be displayed.

Below is a partial picture of 'Time Code Maintenance' for an agency with online leave request enabled on their agency profile. 

The 'Leave Request Enabled' column is only displayed when an agency chooses to use the Leave/Overtime Request feature in I-Time.

  • The column 'Leave Request Enabled' displays codes used by employees when requesting leave, using the online leave request.  The only codes that should be checked are those used for leave (time off). 
  • The online overtime request form does not use earning codes from the time code maintenance.
  • The employee must select an appropriate overtime earnings code from the time code option on their time sheet.

The CPO can choose to have some time codes unavailable to the employees by selecting the 'CPO Only' box.

Example:   'PPP' Prior Pay Period hours should be calculated and entered by the CPO.

Note:  Time code(s) marked 'CPO Only' should be entered by the CPO after the employee has entered hours worked during the pay period.  If a CPO enters time for any 'CPO Only' time code for an employee and the employee accesses the time sheet before it is approved, the 'CPO Only' time code(s) will be cleared out and the time code box on the employee's time sheet will appear blank.

 

When the 'DSP Lock' box is checked, a CPO will have the time code available to use, but cannot enable the code for their employees to use.