How the Time is Processed in PeopleSoft Time and Labor

There are different stages in the time processing right from the stage when the time is reported till the stage when the time is ready to be picked up by payroll. Lets discuss those stages in the same sequence the time goes through when its processed.

Stage 1 - Time Reporting

This is the stage where employees report their time based on the work schedule assigned to them. There are broadly two ways to report the time:

Online

The time is directly entered into Time and Labor system through online pages and it can be done by one of the following ways:

Timesheet page for employees (ESS  – Time Reporting – Report Time – Timesheet)

Used by employees to report their time for a particular period.

Mass Time page for employees (ESS  – Time Reporting – Report Time – Mass Time)

Used by employees to report their time for a date range and can include multiple periods.

Timesheet page for managers (MSS – Time Management – Report Time – Timesheet)

Used by managers to report time for their direct reports for a particular period.

Mass Time page for managers (MSS – Time Management – Report Time – Mass Time)

Used by managers to report time for their direct reports for a date range and can include multiple periods.

Rapid Time page for Time Admins (Time and Labor – Report Time – Rapid Time)

Used by administrators to quickly report time for group of employees. No up-front validations are done when the time is submitted here and rules are applied during the time admin process run.

Using Time Collection Devices (TCDs)

In many organizations, employees have to punch in/out to record the working hours based on which they are paid. The difference between Punch In time and Punch Out time is then sent to PeopleSoft Time and Labor through interface file which is then captured in PeopleSoft by TCDs (Time Collection Devices)

Stage 2 - Reported Time

Time reported through either of the methods is called reported time and is brought in the table TL_RPTD_TIME where it awaits for approval if the approval is setup to be required which is optional though. There are three possibilities if approval is required:

Manager approves the time

Once approved, the time is now considered as final reported time. 

Manager pushed it back

The time is sent back to employee for correction and to submit back again. 

Manager denies the time

If it’s denied then employee can’t take any further actions on this time but manager can still make corrections individually and submit back again for approval which has to be approved by N+2 and then the Time Admin process TL_TIMEADMIN will pick it up again. After that it will be converted into Payable time which again has to be approved by N+2.

After approval, its fully considered the reported time and stays in the table TL_RPRTD_TIME with Reported Time status as ‘Approved’ and its ready for being processed by Time Admin process.

Stage 3 - Processing the Reported Time(Time Administration)

In this stage we run the approved reported time lying in the table TL_RPTD_TIME table using the time admin process TL_TIMEADMIN (Navigation: Time and Labour –  Process Time – Request Time Administration).

On a very high level, following tasks are performed in this stage:

1) Time admin process TL_TIMEADMIN collects eligible employees based on the Group ID supplied in run control page.

2) It picks the reported time for all those employees, process the time based on the rules defined and generate exceptions for issues. The exceptions have to be addressed and the process should be run again.

3) Finally, this process generates payable time which is brought in to the table TL_PAYABLE_TIME.
4) All the exceptions generated in this step are stored in the table TL_EXCEPTION.

Stage 4 - Payable Time

The payable time generated in the previous step and lying on the table TL_PAYABLE_TIME awaits for approval if the approval is setup to be required which is optional though. There are three possibilities if approval is required:

Manager approves the time

Once approved, the time is now considered as final payable time and is ready to be sent to payroll.

Manager pushed it back

The time is sent back to employee or originator for correction and submit back again in which case the time will have to go through all the stages again.

Manager denies the time

If it’s denied then employee can’t take any further actions on this time but manager can still make corrections individually and submit back again for approval. Even in this case, when the time is submitted again, it will be treated as reported time which has to be approved by N+2 and then the Time Admin process TL_TIMEADMIN will pick it up again. After that it will be converted into Payable time again which again has to be approved by N+2. 

Related articles:

PeopleSoft Time and Labor Setup Architecture

A Quick Walk-through of PeopleSoft Absence Management

How Absences are Processed in PeopleSoft Absence Management System

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