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 |
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:
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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. |
Process errors and warnings as indicated on an individual employee's record one of these ways:
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. |
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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). |
* | Option 1: Make Corrections when status is Pending. |
a. Select Options > Return Time for Correction. | |
b. Correct the Earn code(s) and hours. | |
c. Next steps: Submit Time for Approval and Approve the time records. | |
* | Option 2: Make Corrections when status is Error. |
a. Select Options > Restart Time for Employee and click "Yes" and "OK" to the prompts. | |
b. The employee's time record is restarted, the Transaction Status is automatically reset to In Progress and the time entry records are removed. | |
c. Correct the Earn code(s) and hours. | |
d. Next steps: Submit Time for Approval and Approve the time records. | |
* | Option 3: Remove Error Using Record > Remove (method of last resort) |
a. 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". | |
b. Perform a Rollback function to return to the Key block section of PHATIME. | |
c. Follow the instructions located under A. PHATIME - Extract and Re-Extract Time Records of this document. | |
d. The employee's time record is "re-extracted", the Transaction Status is automatically reset to In Progress and the time entry records are removed. | |
e. Enter time and Submit Time for 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 |
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.
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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