Banner Timekeeping Reference Guide

Banner Timekeeping Quick Reference

Quick Reference to:

A. PHATIME — Extract & Re-Extract Time Records

Open the Banner form PHATIME

1. Proxies must enter the primary timekeeper's myWSU ID in the Proxy For: box.
2. Enter the Organization code
3. Select Transaction Status of Not Started
4. Enter the calendar Year
5. Enter BW (Bi-Weekly Payroll) in Payroll ID
6. Enter the Payroll Number directly
   or
   Click on the Search drop down arrow to select the correct payroll number from PTRCALN
7. Next Block. Note: If [Tab] or [Enter] is pressed, click "Cancel" or "OK" on the Time Entry Selection Criteria prompt.
8. Click "Yes" to the prompt Do you want to extract time to begin time entry?
9. Click "Continue" to the prompt # time record(s) processed with no errors.
10. Transaction Status is automatically changed to In Progress

B. PHATIME — Retrieve Previously Extracted Records

Open the Banner form PHATIME

1. Proxies must enter the primary timekeeper's myWSU ID in the Proxy For: box.
2. Select Transaction Status of In Progress or All (Except Not Started).
3. Verify/enter the remaining Key block information and Next Block

C. PHATIME — Enter Time

Employees are displayed in the Jobs block of PHATIME once the records have been extracted (see steps A or B above)

1. Next Block to navigate to the Time Entry block.
2. Review List Leave Balance.
3. Enter Earn code(s) and hour(s)

4. To enter time for employees with multiple positions:

   • Verify correct information is entered in Key block and Next Block,
   • Click on the ID Search drop down arrow to call inquiry form PHIETIM,
   • Double click on the ID number to select employee with multiple positions,
   • Verify correct employee is in the Jobs block and use keyboard Arrow Down key to advance to employee's secondary position.

D. PHATIME and PHIETIM — Review Time Entries

1. Audit time entries to verify Earn codes and hours were entered correctly. Complete this step PRIOR to taking the option Submit Time for Approval.

E. PHATIME — Submit Time for Approval

Open the Banner form PHATIME

1. Select Transaction Status of In Progress or All (Except Not Started). Proxies must complete the Proxy For: box.
2. Verify/enter the remaining Key block information and Next Block.
3. Options > Submit Time for Approval for each employee in PHATIME.
4. Transaction Status is automatically updated to Pending.
5. If time entry corrections are needed when the status is Pending, see Section F. Option 1 of this document.

F. Audit Time Entries

Process errors and warnings as indicated on an individual employee's record one of these ways:

• PHIETIM / PHATIME — Status of Error or Pending with 0 units/hours entered.
• PHADSUM — Errors Exist

To remove Status of Error or make corrections when in Pending Status, perform steps 1-5 below then complete the process using Option 1, 2 or 3.

1. PHATIME - In the Key block, select Transaction Status of Pending, Error or All (Except Not Started). Proxies must complete the Proxy For: box.
2. Verify/enter the remaining Key block information and Next Block.
3. Click on the Search drop down arrow in the Jobs ID block to access PHIETIM.
4. Locate Status of Pending or Error (typically, 0 units/hours were entered); double click on the ID number to return the employee's record into PHATIME.
5. Verify the employee's name is displayed in the Jobs block. Verify the cursor is located in the Jobs block (the ID number is highlighted).

Options

1. Option 1: Make Corrections when status is Pending.

   1. Select Options > Return Time for Correction.
   2. Correct the Earn code(s) and hours.
   3. Next steps: Submit Time for Approval and Approve the time records.

2. Option 2: Make Corrections when status is Error.

   1. Select Options > Restart Time for Employee and click "Yes" and "OK" to the prompts.
   2. The employee's time record is restarted, the Transaction Status is automatically reset to In Progress and the time entry records are removed.
   3. Correct the Earn code(s) and hours.
   4. Next steps: Submit Time for Approval and Approve the time records.

3. Option 3: Remove Error Using Record > Remove (method of last resort)

   1. Verify the cursor is in the Jobs block and select Record > Remove. The employee's time record is removed (deleted) from the time entry edit file and must be "re-extracted".
   2. Perform a Rollback function to return to the Key block section of PHATIME.
   3. Follow the instructions located under A. PHATIME - Extract and Re-Extract Time Records of this document.
   4. The employee's time record is "re-extracted", the Transaction Status is automatically reset to In Progress and the time entry records are removed.
   5. Enter time and Submit Time for Approval.

G. Individual Time Approval

Open the Banner form PHATIME for individual time approval.

1. Proxies must enter primary timekeeper's myWSU ID in the Proxy For: box
2. Select Transaction Status of Pending
3. Verify/enter the remaining Key block information and Next Block
4. Options >Approve Time
5. Transaction Status is automatically updated to Approved for the selected employee.
6. If time entry corrections are needed when the status is Approved, e-mail corrections to timekeeping@wichita.edu

H. Batch Time Approval

Open the Banner form PHADSUM if you wish to do batch approval instead of individual approval as in Section G.

1. Proxies must enter the primary timekeeper's myWSU ID in the Proxy For: box.
2. Select Transaction Status of Pending
3. Verify/enter the remaining Key block information and Next Block

4. Review the employee ID and Earnings block.

   • If Errors Exist, and the Status is Pending, see Section F. Option 1 of this document.
   • If Errors Exist and the Status is In the Queue (In Progress), follow the instructions located under Section F, Option 2 of this document.
5. Options > Approve or Acknowledge All or check Approve or Acknowledge checkbox individually.
6. Options > Apply All Actions
7. Click "OK" to the prompt Transaction Complete: # records applied and saved. The Queue Status (in PHADSUM) and Transaction Status (in PHATIME and PHIETIM) are automatically updated to Approved on each employee's time record.

I. Final Audit of Approved Records

1. Department timekeepers are to make a final visual audit of time records prior to the completion deadline.
2. If time entry corrections are needed when the status is Approved, e-mail corrections to timekeeping@wichita.edu

Reviewed: 05/23/14 NT