HBS –TIME AND ATTENDANCE - UCLA Health exempt... · Why HBS? • Currently used for all staff at UCLA Hospital System; staff and academic personnel at UCSF Health System and all

HBS TIME AND ATTENDANCEHBS – TIME AND ATTENDANCE SYSTEM

(Huntington Business Systems)

EXEMPT EMPLOYEE TRAININGEXEMPT EMPLOYEE TRAINING

Why are we using a new Time and dAttendance System?

• As part of the University of California UCPathinitiative to implement PeopleSoft, each p pcampus has been asked to adopt a time and attendance system that would integrate with

hUC Path.

HBS ‐ TIME AND ATTENDANCE SYSTEM 2

Why HBS?Why HBS?

• Currently used for all staff at UCLA HospitalCurrently used for all staff at UCLA Hospital System; staff and academic personnel at UCSF Health System and all staff at UCSD HealthHealth System and all staff at UCSD Health System.

• HBS has pay rules built into the system that• HBS has pay rules built into the system that automatically calculates overtime and shift differential pay and other special pay fordifferential pay and other special pay for eligible employees.


Employee ResponsibilitiesEmployee Responsibilities

• Edit and submit timesheets before theEdit and submit timesheets before the deadline communicated by Payroll (email reminders will be sent to you).

• Regularly check vacation balance by logging into HBS. Request vacation time from supervisor prior to vacation balance reaching the maximum.

• Notify your approver on current and prior pay period corrections as soon as known.


Logging into HBSLogging into HBS

“DGSOM/FPG HBS TimeSuite” at: wwwmednet ucla edu

HBS ‐ TIME AND ATTENDANCE SYSTEM

“DGSOM/FPG HBS TimeSuite” at: www.mednet.ucla.edu Accessible inside and outside of MEDNET network.

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Enter your AD logon in the Logon ID field. y g gEnter your AD password in the Password field. The password does not display.

In most cases, this is the same logon and password used for MedNetg p femail.

Click on LOG IN button.HBS ‐ TIME AND ATTENDANCE SYSTEM 6

Once successfully logged onto HBS, the Message S di lScreen displays.


The Message screen displays your current vacation and sick leave g p y ybalance.

Vacation leave maximum warnings are displayed here.Vacation leave maximum warnings are displayed here.


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To access your timesheet, click on Employee Tasks and th li k Ti h tthen click on Timesheet.


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HBS will display the timesheet for the previous month. To access 1 future pay period cycle (current month), select the pay period.


Click GO button.

Employee reports non‐productive time (sick, vacation) usage for the previous month.


Example: Employee clicks on ‘Add Row’ row to enter vacation usage.

SAVE

Example: Employee reporting 9/10/12 as Vacation.1. Enter date or select ‘Calendar’ to populate2 Use drop down arrow to select Hours type to Vacation


2. Use drop down arrow to select Hours type to Vacation3. Click SAVE button

The employee has the ability to attach a note to approver on their timesheet.


The employee has a list of options when reporting non‐productive


hours.

COMPLETE

Click on COMPLETE button once all non‐productive time has been entered for the month.


IF THERE WAS NO TIME OFF IN THE PREVIOUS MONTH, JUST CLICK COMPLETE.

HBS displays a confirmation message.

Click OK button to proceed.


The timesheet now displays status of (Not Approved, Completed). HBS sends the timesheet to the approver to review and approve.


Leave Balances

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To access Leave Balances click on Employee Tasks and then click on Balances


To access Leave Balances, click on Employee Tasks and then click on Balances.

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Displayed is a summary of all leave balances.

To review the details of a specific leave balance click on the appropriateTo review the details of a specific leave balance click on the appropriate hyperlink.


After clicking on the hyperlink displayed is a history of hoursAfter clicking on the hyperlink, displayed is a history of hours used and accrued.


Leave RequestsLeave Requests

• An employee can request time off in advance for various reasons by utilizing the Leave Request y g qApplication.

• Your supervisor will inform you if your department will use the HBS Leave Request A li tiApplication.


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To Access Leave Request, select EMPLOYEE TASKS then select LEAVE REQUESTSthen select LEAVE REQUESTS.


Enter the first day of Requested Leave in the From column by Clicking “CALENDAR” function, and selecting the appropriate Start Date. Enter the last day of your Requested Leave in the To column by Clicking “CALENDAR” function and selecting the appropriate End DateClicking CALENDAR function and selecting the appropriate End Date.

The date can also be entered manually, using the mm/dd/yyyy format.

Select the type for the Leave Request using the “List” box Only leave types for future requestsSelect the type for the Leave Request using the List box. Only leave types for future requests appear in the box. Up to two types can be charged for each Leave Request. If you are requesting a combination of types, use both list boxes.


COMPLETE

The employee should enter notes detailing their leave request. After entering notes, the employee clicks on the SUBMIT button to send their leave request.


Key DatesKey Dates

• October 1‐10 Complete your last OTR timesheetOctober 1 10 Complete your last OTR timesheet (Period September 1‐30)

• October 10‐15 Approver approves your last OTR timesheet (Period September 1‐30)

• November 1 First Day you may access your HBS timesheettimesheet

• November 1 ‐ 10 Complete your first HBS timesheet (Period October 1 – 31)( )

• November 10 ‐15 Approvers to approve your first HBS timesheet (Period October 1 – 31)


Next StepsNext Steps

1. Confirm you have an AD log in and password1. Confirm you have an AD log in and password to access HBS. Ask your department IT contact if you do not have this.

2. Confirm you have access to a computer to complete your timesheet or use web clock.

3. Mark your calendars with the Key Dates.4. Contact your Department Payroll4. Contact your Department Payroll

Representative if you have questions once HBS goes live.


Documents

HBS –TIME AND ATTENDANCE - UCLA Health exempt... · Why HBS? • Currently used for all staff at UCLA Hospital System; staff and academic personnel at UCSF Health System and all