Frequent Exceptions
Understanding Frequent Exceptions
Answer
Edison defines an exception as a situation that exists within reported time that does not act in accordance with the rules of Time & Labor. Generally, you will encounter exceptions of two severities; Low and High. Exceptions appear on timesheets as a blue clock with a red exclamation mark beside it. Often when you open the timesheet, the exception clock will appear beside the date in question that is causing the issue.
Low level exceptions exist without halting Time Admin from creating Payable Time; they are more of a flag to trigger the supervisor into double checking that time was keyed correctly. The most frequent low-level exception you will encounter is “Not Eligible for Holiday.” Edison is saying take a look at this employee, the way time has been reported for this employee is making it to where the employee is no longer eligible to be paid for the Holiday. If that is correct, no action is needed. Most likely this is not correct, and something within the timesheet will need to be corrected.
High level exceptions prevent Time Admin from processing for the days with the exception, leaving the time unable to move into Payable Time. Exceptions are usually very clear in telling you what action needs to be taken to clear them. Once the action is taken, Time Admin is required to process again before the exception will clear and the time will appear in Approve Payable Time.
Below is a list of high-level exceptions you will notice often and some possible steps to clear-up these exceptions:
Rptd Hrs less than Sched Hrs – Employee has not accounted for their scheduled 7.50 hours a day, 37.50 hours a week; therefore, the action needed is to key the missing time.
Leave Request Not Approved – Employee has keyed a leave request for the day in question, it has not been approved. Please approve the leave request.
Rptd LV exceeds Approved Req – Either employee has requested too little leave for this day, or employee has requested leave for some time this work week, but not enough leave has been approved for the entire work week. Compare the employee’s timesheet and their leave requests; screenshots come in handy here.
No Leave Request Entered – Employee has yet to request leave that has been accounted for on the employee’s timesheet. Have the employee key-in the request and then you will need to approve so the time will flow directly to Payable Time without flagging another exception when Time Admin next processes.
Non-Duty Hours Reported – Employee has accounted for leave hours on a day in which they are not scheduled (aka the weekend). This is usually intended to be on the closest scheduled day. Please correct the timesheet to account for the accurate day.
Rptd LV exceeds LV Balance – Employee has requested to use more leave than they have in their leave balances on their timesheet, with approved requests. Please see LWOP section above.
*No Overtime Request Entered – Employee has yet to request overtime that has been accounted for on the employee’s timesheet. Employee not eligible for OT? Then they have accounted for too much time on their timesheet. Either an OT Request is needed, or the timesheet needs to be corrected.
*Overtime Request Not Approved – Employee has requested overtime; it has not yet been approved by the supervisor. Make sure to hit approve on the request.
*Hours exceed schedule hours – Very similar to “No OT Request entered.” The employee has accounted for too much time on their timesheet. Either correct the timesheet or enter an OT request.
*Regarding the three previous exceptions; overtime should only be used with prior approval through HR and Fiscal divisions. It is important to note that overtime is not a budgeted item and should only be utilized at times when a special project or situation arises. The written request for staff overtime for groups of individuals should be presented the HR Time & Labor division and approval received prior to overtime beginning.
Time Reporting Codes
Understanding Time Reporting Codes
Answer
Below you will find a list of the most common Time Reporting Codes used in the Division of TennCare.
Basic Time Reporting Codes:
AL – Annual Leave
BER – Bereavement Leave
CIV – Civil Leave
CL – Compensatory Leave
REGS1 – Regular 1st Shift
RGAWS – Regular AWS Shift
Most Frequent TRC’s, beyond what you are used to seeing:
ADM – Administrative Leave with Pay
ADMHS - Administrative Health Services Leave
ADMEL – Administrative Election Leave
ADMIV – Administrative State Exam/Interview Leave
ADMIW – Administrative Inclement Weather Leave
**MIL – Military Leave with Pay
**MILWO – Military Leave without Pay
All Family Medical Leave Codes:
**FMLAL – FMLA Annual Leave
**FMLNP – FMLA No Pay - Admin Entry
**FMLSL – FMLA Sick Leave
**FMPAL – FML/MPA Annual Leave
**FMPSL – FML/MPA Sick Leave
**FMPWO – FML/MPA Without Pay
All Non-FMLA related Parental Leave Codes:
**MPACL – Parental Comp Leave
**MPAL – Parental Annual Leave
**MPAWO – Parental Leave Without Pay
**MPSL – Parental Sick Leave
All Family First Corona Response Act related Time Reporting Codes:
**CV100 – FFCRA EPSL
**CV067– First 10 days of FFCRA EFMLEA
**CVF67 – FFCRA EFMLEA after the initial 10-day period
**DNRWO– Do Not Reschedule Without Pay – [May also be used in Disciplinary matters]
These codes must have a leave request submitted by the employee in Edison.
** These TRCs are only able to be entered into the Edison Timesheet by those with Time & Labor Administrator access.
Payable Time Reporting Codes
Understanding Payable Time Reporting Codes
Answer
When Time Admin processes and pushes TRCs to Payable Time Codes (PTC) to be approved, sometimes the codes will remain the same as on the timesheet, and sometimes, due to accounting, the codes will change. Additionally, there are multiple occasions when PTCs will show up to be approved that have not appeared on the timesheet at all. Let’s go over a couple and whether they can be approved.
It is also important to note, that a majority of TennCare is paid out ½ through state funding and ½ through Federal funding; therefore, one 7.50-hour day of REGS1 on a timesheet becomes two lines of 3.75 REGS1 payable lines.
PTHS1 – Part Time Hours – This occurs when an employee has a Job Data change within the pay period. This is noticed most often when an employee on-boards, is promoted, or transfers.
It will appear after you have approved all of that employee’s Payable Time for the pay period and Time Admin has run for an additional time; this PRC appears alongside negative REGS1/RGAWS codes, and positive REGS2/RGAWS2 codes. These all need to be approved.
PAYRT – Pay Rate – This is an accounting feature of Edison that bookmarks an employee’s pay. It needs to be approved whenever it appears.
HOLPY – Holiday Pay – Employee is getting paid for the State Holiday
HOLNP – Holiday No Pay – Employee is not getting paid for the State Holiday
Anticipated Leave – Did your employee take leave and not have a balance in Edison, though it’s past the majority of the month? This translates into Payable Time by putting an A in front of the leave in question. Though it is not Best Practice to use Leave prior to it showing as Available in your Edison Leave Balances, this can be approved by the Supervisor. This should flag the supervisor to more closely monitor an employee’s leave usage.
Some of these PTCs are shown below:
AAL – Anticipated Annual Leave
AFMLAL – Anticipated FMLA Annual Leave
AFMLSL – Anticipated FMLA Sick Leave
AFMPAL – Anticipated FML/MPA Annual Leave
AFMPSL – Anticipated FML/MPA Sick Leave
AFMLAL – Anticipated Sick Leave
Reminder, only T&L Admin should be approving Payable Time for separated employees.
If you do happen to be in Approve Payable Time for your Separated employee, DO NOT APPROVE the following Payroll Reporting Codes:
LUMPA, LUMPC, LUMWO