Simpler timesheet entry

by Imelda Moseby, Labor Accountant 

Good news! Starting July 1, 2019, we’re making timesheet data entry easier with two changes: fewer org units, and simpler overtime coding. Read on to learn more.

Fewer org units

Beginning July 1, 2019, you will no longer need to use more than one Org Unit when coding your time. Your timesheet should automatically update with your new Org Unit; please ensure that it is accurate and discontinue use of previous codes. The code changes are as follows:

The three new Org Units will represent the branch that each employee works in. For example, workers will no longer need to separate their hours between the 3000-Medi-Cal Org and the 5225-CalFresh Org as there will simply be one Org unit for Economic Assistance and Employment Services.

The purpose of this new process is to reduce the amount of time that employees spend entering hours broken down for each Org unit. This information will be captured in Time Study Buddy going forward rather than the timesheet. Time Study Buddy is going to replace the RMS system for time studies in this coming fiscal year. You can expect more information in the coming weeks related to Time Study Buddy.

Simpler overtime coding

In addition to the changes in Org Units, we’re making timesheet data entry easier for Overtime Timesheet coding for Eligibility Workers, Social Workers and CES’s. Beginning July 1, 2019, you will no longer need to enter a comment with the four-digit code that causes the overtime or the MC, FS, CWS, APS, CWKON project codes.

This new process will reduce the amount of time that employees spend entering the four-digit code that caused the overtime, which will improve timesheet entry, reduce errors and this information will be captured in the Project code field.

When using the Earn Codes in the table below, the four-digit codes will be needed in the Project column. You can double-click in the project field to select from the list of possible project codes or simply type in the four-digit number. Please ignore other codes that are unrelated to the four-digit codes for overtime.

Click to enlarge

Callback and Standby hours were left blank and did not need a Project code (CWS, APS, IHSS), as the cause of overtime was identified in the Comments section. You will now be required to enter the four-digit code in the Project column.

The four-digit codes are the same as the ones used for Time Studying. For your convenience, we have attached the list of most common overtime codes. If you need further information, you can check with your supervisor, program DBS or reference Time Study Buddy. You can expect more information in the coming weeks related to Time Study Buddy.

If you have questions or concerns, please contact Imelda Moseby by email or at x4664.