How do I add extended calendar days/hours for staff I don't supervise?

Employee timesheets are configured in a way where Overtime and Extended Calendar days/hours are added by the employee and approved by the supervisor. In the event that someone other than the employee’s Supervisor (typically Central Office) is paying for Extended Calendar (includes Extended Hours, Days, Extra Hours, and Overtime) or Stipends, the steps below must be followed. The term “Payor” refers to whoever is paying for the Extended Calendar or Stipend.

1. 1. There is no more upfront Extended Calendar Request process with a budget check. Instead, the payor of the Extended Calendar or Stipend will submit a list of the actual employees to be paid.
   2. The payor must explicitly communicate the compensation model of the activity meriting time-based pay to its participants. Without this explicit communication, employees will enter time as they normally would and charge the hours to their supervisor. Clarify that their time will be uploaded by YOU, the payor, and they will see it on their timesheet. Overlapping time would create an error.
   3. The payor must maintain an accurate roster of employees that have earned extended calendar or stipends using this template: EXTCAL: Non-Supervisor [TEMPLATE]
      • You can gather this information ahead of time through a registration form, or capture the information on the day that the activity is happening 
      • Each field must be filled out and contain correct information or it will be returned back to the submitter.
      • We ask that payors with fewer than 50 entries enter the time directly onto the timesheets, and that you do not submit the ExtCal/Stipend template. We are making this change so staff entering time will see if there are any conflicts or issues with the submissions as they are entered, and you can control your own timing without having to wait until the template submission deadline. We hope this direct approach will mean less confusion, and fewer questions about what is entered on the timesheets, and when it is visible
      • If you do have questions about something related to ExtCal/Stipends, you must provide more information when emailing [e-mail]. Please be sure to provide the following:
      • See "Deadlines" tab for upcoming submission deadlines. We are trying to adjust our schedules around holidays and payroll timelines
   4. The payor will need to fill out a new field called “WFS Assignment ID,” which can be found in Employee Central by concatenating the employee’s EC Person ID (formerly called Employee ID in PeopleSoft) and the new EC User ID (similar to the former Employee Record Number). You can find these two fields in EC by:
      • Search and select the employee in the search box in the top right corner
      • View all their concurrent assignments and select the radio button for the assignment on which they earned the Extended Calendar or Stipend
      • Go to Personal Information → Biographical Information. Copy the “Person Id” in the top left corner
      • Go to Employment Information -> Employment Details. Copy the “User ID” in the top left corner
      • Concatenate both fields to create the new WFS Assignment ID, which equals EC Person ID-EC User ID. For example: 
        • EC Person ID =  012345
        • EC User ID = 6789
        • WFS Assignment ID = 012345-6789
        • For employees with only one active assignment, their EC Person ID and EC User IDs will be identical
        • For employees with concurrent employment, you must make sure you select the correct EC User ID!
      • Alternatively, you can ask your Budget Analyst to run a special report for you in EC that includes the employees you wish to pay and displays both their Person ID and User ID.
   5. The payor submit one (1) spreadsheet for your funding Org per pay period, no matter how many events or activities you are funding. For example, if your department holds a series of weekly PDs from March to April, you may submit one (1) template in March and one (1) template in April for all the attendees of all 8 sessions. It will be paid out in the pay period in which the time was worked.
   6. The payor will upload the completed sheet (roster) to the Google Form linked in the template.
   7. The Payroll Dept will review and correct the forms if there are errors/missing data. This may slow down the payment process, so please double-check that all columns are complete and accurate. The Payroll Dept will aggregate the submissions into one consolidated sheet. UPDATE as of 3/25:

      • Following our round of off-cycle checks to get us caught up with delayed payments, we are now strictly following timelines to ensure that no employee experiences a delay in their extended calendar payout. We value your work in complying with the template provided as this helps ensure that employees are paid accurately and on time. Our DoT team has already worked closely with some of you to ensure that you understand how to use the template to minimize errors in future submissions. It is critical to always use the new template going forward so that the data is as clean as possible. The data you submit is our only source of information regarding extra time-based pay. Moving forward, we will not be able to accept submissions that use the older template. 

   8. The Budget Office Extended Calendar Budget Analyst will review the SACS Codes in the file to ensure that they match the Job Code of the employee being paid, are valid, and have sufficient funds budgeted.
   9. The Payroll Dept will take the consolidated, reviewed file and do the time import into Workforce Time & Attendance.
   10. Payees (employees) will see those hours or stipends appear with a SACS Code on their timesheet once the upload is completed.