New trainings offered for Electronic Timesheet System implementation

Person typing on a laptop computer

The following is information shared by the Payroll and Business Services departments:

December represented our first month using the new electronic timesheet system. The system had many successes, but a few glitches. Thank you for your participation, we know you have the option to submit time via a paper timeslip, and we appreciate your patience as we work to solve these glitches and create a 100% success rate. 

One issue that we are finding is that the approval process can take longer than we expected, usually when approvers do not know the correct budget code. This has always been the case, but we were not able to track a paper timeslip as it transferred from person to person, and we never knew when it had started its journey. Now we see the time-item move in the electronic system, and sometimes movement is not a linear or a quick path.

Therefore, it would be helpful if employees submitted their time-items as the month progresses.  We are used to “batching” our items, as we fill up the five or so rows of the paper timeslip. Now batching is not a factor; in the new system you can submit one item at a time. If time items are input by the employee soon after the time is worked, there is more opportunity for the correct budget code to be inserted in the approval chain within the payroll month. To be clear, we are not changing cut-offs, just encouraging you to refrain from batching entry of your time-items, if possible.

Below are a series of links to new trainings on the timesheet system. The trainings are designed by employee group so that the type of time-worked and the instructions for submitting time, are specific to employees.  These are live trainings, and you are able to ask questions during the zoom training.

All of these trainings are appropriate to participate in within your contract day (or to attribute to staff development hours, depending on your employee group).

OTPAA – Olympia Technical Professional Administrative Association1/12/21
10 AM
Register
TOPA – The Olympia Principal Association1/13/21
2 PM
Register
OEA – Olympia Education Association1/19/21
10 AM
Register
TEAMSTER – Food Service1/19/21
3 PM
Register
TEAMSTER – Technology Support & Service Technicians1/20/21
10 AM
Register
NRNS – Non Represented Non Supervisor1/21/21
3 PM
Register
Administrators – Certificated1/26/21
10 AM
Register
OEA – Olympia Education Association1/26/21
3 PM
Register
OPA – Olympia Paraeducator Association1/27/21
10 AM
Register
Approvers and Supervisors – Electronic Payroll Workflow System (EPWS) & Treeno Cabinets1/27/21
3 PM
Register

Thank you again for helping us implement paperless (contactless) time-payment systems!

New system to submit timeslips online starts December 1

Hands typing on computer keybaord

The Business Office is excited to announce the launch of the Electronic Time Reporting System (ETRS).  The new system launches on December 1, 2020.

Resources, including live and recorded trainings on the new timeslip process, are located on the staff Intranet Electronic Timesheet Training page (be sure to log into the staff intranet first to access this page directly). You may also reach the site by logging in to the staff Intranet and selecting Departments, Payroll, and Electronic Timesheets.

Register now for upcoming live trainings and find recorded “how-to” training documents by visiting the Electronic Timesheet Training page.

This new system will give employees the ability to submit timeslips electronically, which will reduce the time it takes to get paid for extra hours, especially during this Pandemic when processing is delayed by working remotely.

In addition to the ETRS system starting on December 1, 2020, the Payroll department will continue to process paper-approved, PDF-scanned and emailed-approved timesheets.

Electronic Timesheet System

The following is a message from Business Services:

laptop computer with books and pencils and coffee mug

Last March when we went into Stay Home mode, we heard from employees that paper timesheets were a barrier to timely compensation. In response, we developed a PDF submittal system in May and June. This system turned out to be frustrating because staff must save the blank form to their computer desktop and then fill it in, then re-save it, then attach it to an email. 

Therefore, for the last few months the payroll and business team, and a small design team, have been working on creating an electronic timesheet. The electronic timesheet is intended to mirror the cells of a paper form. 

  • Paper timesheets are replaced with an electronic system that forwards the electronic timesheet from the employee to the supervisor to the Payroll Office.
  • The timesheet will automatically fill in the employee name and building once they have signed into the system.
  • When the employee hits submit, the form will automatically notify their supervisor.
  • Supervisors can sign these forms electronically; notification that they have a form to sign is sent to their email. (1 email per day maximum, regardless of the number and type of forms a supervisor receives in a day.)
  • Supervisors control the budget code that time is charged to.
  • The form is never printed/mailed, therefore we avoid the frequent occurrence that forms are lost and never arrive to the Payroll Office.

The prototype is now ready, and so it is time to begin testing the prototype. Testing involves submitting fake timesheets for multiple batches for multiple time scenarios. Our best chances of catching any glitches are if many staff submit their timesheets using realistic scenarios. We need testers! The testing window is November 1 to November 25.

If you are willing to test the system by entering fake timesheets, we welcome your involvement. Please click here and fill out the ETRS Volunteer Survey. We will contact you and set you up for testing.

Please note, after November 25, all of the timesheets you entered will be deleted. No compensation will be paid off of these timesheets. If you volunteer to test the system, please remember that this is a test-only prototype. Therefore, if you have actual time to be paid for time worked during the testing period, you will still need to fill out a paper timesheet or PDF fillable timesheet and forward the approved timesheet to the Payroll Office.

We are optimistic that this system can be available for staff to use beginning December 1. If so, we will offer all three methods for submitting timesheets beginning December 1: paper, fillable PDF, and electronic timesheets.

Thank you to our design team and developers for their many hours of effort to create this system! (The design team included: Christa Hilinski, Wendy Rae, Margie Jenne, Valerie Steplight, Cheryl Baker, Rachel Beard, Betsy Durant, Mimi Peradotto, Angela Nadeau, Aaron Davis, Curtis Cleveringa, Matt Grant, Darlene Fuller, Gretchen Maliska, Julie Shanafelt, Suzanne Bowser, Sam Logan and Dave Eilers. Thank you all!)

Reminder: Submit travel expense reimbursements by August 31

We want to remind all staff of the following message from the district Business Office and an August 31 deadline for submitting travel expense reimbursements:

Historical OSD procedures, and updates adopted in 2016, require that Travel Expense Reimbursement submittals be submitted within 60 days post-travel. Our district must meet these guidelines to ensure that budget managers know how much budget capacity they have remaining because payments of past activity are being taken out of accounts within a predictable time period. As our budgets become tighter due to constrained resources, the ability to manage budgets and cash flow becomes more important.

In alignment with our travel procedures; we will require travel expense reimbursement be submitted within 60 days post-travel.  This will require prompt submissions of expense reimbursement (in Skyward) for travel expenditures incurred.

In addition to the 60 days post-travel provision, the law requires expenditures for travel be posted in the same fiscal year they are incurred. Therefore, expenditures for the month of June through August 2020 must be submitted in Skyward by August 31, 2020 to be posted to the 2019-20 fiscal year.

Submit travel expense reimbursements by August 31

The following is a message from the district Business Office:

Historical OSD procedures, and updates adopted in 2016, require that Travel Expense Reimbursement submittals be submitted within 60 days post-travel. Our district must meet these guidelines to ensure that budget managers know how much budget capacity they have remaining because payments of past activity are being taken out of accounts within a predictable time period. As our budgets become tighter due to constrained resources, the ability to manage budgets and cash flow becomes more important.

In alignment with our travel procedures; we will require travel expense reimbursement be submitted within 60 days post-travel.  This will require prompt submissions of expense reimbursement (in Skyward) for travel expenditures incurred.

In addition to the 60 days post-travel provision, the law requires expenditures for travel be posted in the same fiscal year they are incurred. Therefore, expenditures for the month of June through August 2020 must be submitted in Skyward by August 31, 2020 to be posted to the 2019-20 fiscal year.

Travel procedure update

Please read the following travel procedure update from the Business Department:

To be in alignment with Washington State OFM and the Federal GSA, and to further clarify mileage travel claims, we have updated our travel procedure as pertains to in-district itinerant mileage.  Below is the Determination of Business Miles Traveled section of the Travel Procedure with the update highlighted in yellow:

Determination of Business Miles Traveled - Employees may be reimbursed for the mileage incurred from their assigned work location to the travel destination. If an employee departs from their assigned work location, mileage is calculated from their assigned work location to the destination point. If an employee departs from his/her residence, mileage is calculated from the residence to the destination point, with a reduction for normal one-way commuting miles. OSD encourages ride sharing whenever feasible. Exceptions: -(Highlighted) If staff works at various locations throughout the district, itinerant travel should be claimed from the site in which they begin their daily work, if different from their assigned work location. (End highlight) -If travel occurs on a weekend or holiday, mileage is calculated from the point of departure with no reduction for normal commuting miles.

Example:  An employee lives in west Olympia and their assigned work location is Pioneer Elementary.  They have a meeting at Jefferson Middle School first thing in the morning.  Following the Jefferson MS meeting, they travel to Madison Elementary for the remainder of the day. Their mileage claim for that day should be Jefferson MS to Madison Elementary. (The claim should not include Pioneer Elementary, because Jefferson MS was the site in which they began their workday.)

Note deadlines for Travel Expense Reimbursement submissions

laptop computer with hand-held calculator and pencil

The following is a message from the Business Department about Travel Expense Reimbursement submission.

Per OSD Travel Expense Reimbursement procedures, submittals must be turned in within 60 days post travel.  This ensures that budget managers know how much budget capacity they have remaining because payments of past activity are being taken out of accounts within a predictable time period.  Below is a chart of cut off for submission dates:

Travel within the month of: December 2019
Deadline to Submit a Request: February 29, 2020

Travel within the month of: January 2020
Deadline to Submit a Request: March 31, 2020

Travel within the month of: February 2020
Deadline to Submit a Request: April 30, 2020

Travel within the month of: March 2020
Deadline to Submit a Request: May 31, 2020

Travel within the month of: April 2020
Deadline to Submit a Request: June 30, 2020

Travel within the month of: May 2020
Deadline to Submit a Request: July 31, 2020

Travel within the month of: June 2020
Deadline to Submit a Request: August 31, 2020

Travel within the month of: July 2020
Deadline to Submit a Request: August 31, 2020

Travel within the month of: August 2020
Deadline to Submit a Request: August 31, 2020

Note deadlines for Travel Expense Reimbursement submissions

laptop computer with hand-held calculator and pencilThe following is a message from the Business Department about Travel Expense Reimbursement submission.

Per OSD Travel Expense Reimbursement procedures, submittals must be turned in within 60 days post travel.  This ensures that budget managers know how much budget capacity they have remaining because payments of past activity are being taken out of accounts within a predictable time period.  Below is a chart of cut off for submission dates:

Travel within the month of: November 2019
Deadline to Submit a Request: January 31, 2020

Travel within the month of: December 2019
Deadline to Submit a Request: February 29, 2020

Travel within the month of: January 2020
Deadline to Submit a Request: March 31, 2020

Travel within the month of: February 2020
Deadline to Submit a Request: April 30, 2020

Travel within the month of: March 2020
Deadline to Submit a Request: May 31, 2020

Travel within the month of: April 2020
Deadline to Submit a Request: June 30, 2020

Travel within the month of: May 2020
Deadline to Submit a Request: July 31, 2020

Travel within the month of: June 2020
Deadline to Submit a Request: August 31, 2020

Travel within the month of: July 2020
Deadline to Submit a Request: August 31, 2020

Travel within the month of: August 2020
Deadline to Submit a Request: August 31, 2020

Note deadlines for Travel Expense Reimbursement submissions

calculator-electronics-laptop-163119The following is a message from the Business Department about Travel Expense Reimbursement submission.

Per OSD Travel Expense Reimbursement procedures, submittals must be turned in within 60 days post travel.  This ensures that budget managers know how much budget capacity they have remaining because payments of past activity are being taken out of accounts within a predictable time period.  Below is a chart of cut off for submission dates:

Travel within the month of: October 2019
Deadline to Submit a Request: December 31, 2019

Travel within the month of: November 2019
Deadline to Submit a Request: January 31, 2020

Travel within the month of: December 2019
Deadline to Submit a Request: February 29, 2020

Travel within the month of: January 2020
Deadline to Submit a Request: March 31, 2020

Travel within the month of: February 2020
Deadline to Submit a Request: April 30, 2020

Travel within the month of: March 2020
Deadline to Submit a Request: May 31, 2020

Travel within the month of: April 2020
Deadline to Submit a Request: June 30, 2020

Travel within the month of: May 2020
Deadline to Submit a Request: July 31, 2020

Travel within the month of: June 2020
Deadline to Submit a Request: August 31, 2020

Travel within the month of: July 2020
Deadline to Submit a Request: August 31, 2020

Travel within the month of: August 2020
Deadline to Submit a Request: August 31, 2020

Note deadlines for Travel Expense Reimbursement submissions

 

calculator-electronics-laptop-163119

The following is a message from the Business Department about Travel Expense Reimbursement submission.

Per OSD Travel Expense Reimbursement procedures, submittals must be turned in within 60 days post travel.  This ensures that budget managers know how much budget capacity they have remaining because payments of past activity are being taken out of accounts within a predictable time period.  Below is a chart of cut off for submission dates:

Travel within the month of: September 2019
Deadline to Submit a Request: November 30, 2019

Travel within the month of: October 2019
Deadline to Submit a Request: December 31, 2019

Travel within the month of: November 2019
Deadline to Submit a Request: January 31, 2020

Travel within the month of: December 2019
Deadline to Submit a Request: February 29, 2020

Travel within the month of: January 2020
Deadline to Submit a Request: March 31, 2020

Travel within the month of: February 2020
Deadline to Submit a Request: April 30, 2020

Travel within the month of: March 2020
Deadline to Submit a Request: May 31, 2020

Travel within the month of: April 2020
Deadline to Submit a Request: June 30, 2020

Travel within the month of: May 2020
Deadline to Submit a Request: July 31, 2020

Travel within the month of: June 2020
Deadline to Submit a Request: August 31, 2020

Travel within the month of: July 2020
Deadline to Submit a Request: August 31, 2020

Travel within the month of: August 2020
Deadline to Submit a Request: August 31, 2020