Time, Attendance and Leave (TAL) Training for Supervisors

Time, Attendance and Leave (TAL) Training for Supervisors

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TALAgenda• Logging into TAL• Wall Clock• Responsibilities• Timeline• Messages• Emails• Toolbar• TAL System• Overtime• Warnings/Errors• Cascading Rules• Reports• Questions

TALTAL• Starting June 1st, the TAL system will be the

official system of record for hours worked for hourly employees and leave and time sheets for all employees

• All employees will start at the jumpoff page tal.ouhsc.edu– There will be two links:

• Web clock for hourly employees• TAL for salaried employees

• Log in using OUHSC network ID and password • All employees can access the TAL website on

and off campus for leave balances, leave requests and time sheets

http://www.tal.ouhsc.edu/

TALTAL• Hourly employees that have access to a computer

will use the link to the TAL Web Clock to clock in/out daily – Web Clock website is locked down to campuses

via IP address• Hourly employees that do not have access to a

computer will swipe their OUHSC employee badge on the IT-51 wall clock installed in their building

• Employees must use the same method to clock out as they used to clock in (wall clock in/wall clock out or web clock in/web clock out)

• Employees in certain situations who don’t work on campus (or may not be on campus at the start/end of the day) can input time on a paper time sheet and turn it into their supervisor

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TALTime Clock Screens

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TALResponsibilities in TAL

Employees •Enter time in the time sheet either using web

clock/wall clock (hourly). Salaried employees

will only need to enter leave using the TAL

website. •Submit leave requests to supervisor for

approval.•Review time and leave entry on last working

day of the pay period. •Inform his/her supervisor or payroll

coordinator of any edits corrections as soon

as possible.•Electronically approve the time sheet by

marking it complete.

Supervisors •Access the TAL website daily to check for and

respond to messages. •Edit and correct time sheet entries before the

deadline. •Review and respond to leave requests. •Submit prior pay period corrections as soon as

known.•Enter/review/approve compensatory time

elections.•Answer employee questions regarding the TAL

system.•Review and approve time entries on the time

sheet in the TAL system: this will serve as your

electronic signature.

Payroll Coordinators

•Access the TAL website daily to check for and


deadline. •Submit prior pay period corrections as soon

as known.•Answer employee questions in regards to the

TAL system.•Serve as the final time sheet approver. Your

review of the time sheet entries completed by

the employee and approved by the supervisor

will serve as your electronic signature.

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TALTimeline• Employees should certify their time as soon as

possible after the pay period ends– First thing every other Monday at the latest

• Supervisors should be reviewing time and managing messages throughout the pay period– By noon on the Monday following the end of the pay

period, supervisors should be ready to turn it over to the Payroll Coordinators.

• Payroll Coordinators should review timesheets and be ready to turn it over to the Payroll Office by midnight Monday. Employee inputs time,

leave and completes time

sheet at end of pay period

Supervisor approves leave,

edits time as needed and

approves time sheet

Payroll Coordinator ensures

all time sheets are completed

and approved

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TALMessages

Messages that appear on the Messages menu will include:

• Leave request

• Approved/denied leave

• FMLA request/approved/denied

• Timesheet review

• Messages sent by the Payroll Office

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TALEmails

Emails are generated by the TAL system for the following:• Employee request leave >> Supervisor• Supervisor approves/denies leave >> Employee• Supervisor/PC changes employee completed

timesheet >>Employee• FMLA request leave/approved/denied >> Employee

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TALToolbarIcon Example Action

Save– Saves the data on the screen

Reset– Reset all changes

Notes– View, add and edit notes

Complete – certifies that time sheet is complete and ready for supervisor to review and approve. This is done at the end of the pay period.Remove Complete – Removes completion status from time sheet. Do this when you need to make changes.Calculate Time Sheet – Calculates any balance adjustments that may applyBalances– Displays current leave balances up to the present dayOn Call– Add on call schedule assignment

Return– Return to previous screen or selection

Print– Prints the time sheet

Unapprove All– Unapprove all items

Approve All– Approve all items

TALTAL System Training

1. Logging in2. Clocking In/Out3. Balances4. Entering a leave request5. Approving/denying a leave request6. Time sheet for hourly/salaried 7. Overtime8. Correcting Time as Supervisor9. Correcting Time/Missed Punch 10.Completing Timesheets11.Delegate 12.Attendance

TALLogging In

Go to tal.ouhsc.edu

• NOTE: The TAL system is best viewed in Internet Explorer.

• Hourly employees will go to WebClock Link, Salaried will go to the TAL Link

• Enter your OUHSC Network ID and Password, click Log On

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TALClocking In/Out (Hourly)

- The WebClock site opens to the web clock for hourly employees to clock

in/out

- After clocking in/out, the system will time an employee out after 10

seconds if no other action is taken (click on anything in the menu bar)

- Do NOT utilize the ‘new punch’ option after clocking in/out

TALMenu BarsHourly

Salaried with Manager Role

Salaried without Manager Role

TALBalances (All Employees)

TAL

Leave Requests (All Employees)

TAL

Leave Requests (All Employees)

TALLeave Request Approval/Denial

(Supervisor)


(Supervisor)


(Supervisor)

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TAL

Employee Balance (Supervisor)

TAL

Time Sheets (All Employees)

TALTime Sheet (Hourly)

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TALOvertime (Hourly) • Overtime is calculated by the TAL system for hourly employees • Overtime rules were setup in the TAL system follow FLSA

guidelines • Staff handbook states that all OT must be approved in advance

– If an employee accrues overtime without prior approval, it must be paid but employee can be disciplined

• Employees that elect comp time instead of overtime will have their comp time election setup by their supervisor

TALTime Sheet (Hourly)

• NOTE: Hourly employees can only input time via clocking in and out and requesting leave– Payroll will populate holidays onto time

sheets• Supervisors must input unscheduled

leave, admin leave, missed punches for employees

• Hourly employees will be paid for the total number of hours shown on the time sheet– Ensure that your two week pay period

reflects at least the full FTE (full-time = 80 hours per pay period)

TALTime Sheet (Salaried)

TALException Time (Salaried)

TALCorrecting Time Sheet

(Supervisors)

TALHourly Time Correction

(Supervisor)

TALHourly Leave Correction

(Supervisor)

TALHourly Leave Correction

(Supervisor)

TALSalaried Leave Correction

(Supervisor)

TALCascading Rules

• Employees will select ‘leave taken’ on leave requests/time sheets and system will

cascade through leave

• Employees that work on a holiday will bank that time

• Employees who elect comp time in lieu of overtime will accrue and use that leave next

• Comp time automatically pays out after one year if not taken as leave

• There will be no negative leave

Banked holiday Comp time PTO Extended Sick Leave

(when permitted) Leave without Pay

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TALTime Sheet Completion (All

Employees)

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TALTime Sheet Approval

(Supervisors)

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TALTime Sheet Approval

(Supervisors)

Approve All Un-approve All

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TALAttendance (Supervisors)

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TALAttendance (Supervisors)

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TAL

Delegate Authority (Supervisors)

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TAL

Delegate Authority (Supervisors)

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TAL

Time Sheet Warnings & Errors

Warnings Description1 FMLA Exceed Planned

HoursC Paid Leave Shift > ShiftG Hours/Day > 12K < Hours/WeekO Insufficient PTOS Insufficient CompErrors Description2 FMLA Exceed Yearly Hours3 FMLA Outside of Interval6 Activity RequiredB Time In = Time OutD Employee Not ActiveE Employee Not FoundF > 24 Hours/DayH Hours/Week > 70I Notes RequiredJ Invalid HolidayM Hours Before Hire DateP Insufficient SickQ Insufficient VacationR Insufficient ESL

Warnings = Can move on, but needs to be reviewed

Errors = Hard stop, needs to be fixed before approving time sheet .

TALReports

• List of reports will be published in training manuals

• Use reports to see what actions need to be taken

• Examples include – Time Collection – Report used by

Managers to see hourly employees clock in/out

– Timesheet Input – Report used by Managers to review employee timesheets

– Timesheet Validation – Report used by Managers to check for warnings/errors on timesheet

TALThings to Remember

• Fix time clock errors on the next business day– This will allow you to reflect appropriate

in/out time • Employees and Supervisors cannot

approve time sheets that contain errors • Manage messages/requests as soon as

possible• TAL Information can be found at

www.ouhsc.edu/taltalk• PowerPoint, manuals and videos will be

available on tal.ouhsc.edu

http://www.ouhsc.edu/taltalk

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TALQuestions

Questions?

Documents

Time, Attendance and Leave (TAL) Training for Supervisors