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Adjusting Timesheets

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Refer to the following resources when adjusting timesheets for closed months, and troubleshooting problems with compensatory time accruals and timesheets in your inbox.

Adjusting Closed Months

The ETM system automatically keeps three months open to adjustments via ETA at any time—this includes the current month and the prior two months. If you need to make an adjustment in a month that has already been closed, simply take the following steps:

  • Go into ETA for an open month
  • Mark an "X" by the employee whose balance you are adjusting, and enter the adjustment
  • Before pressing PF5 to update, press the enter key
  • A "reason window" will appear for you to enter information about the adjustment
  • Enter a brief description, such as, "Adjustment for August (or whatever month the adjustment is for)," to identify this adjustment as belonging to a different month
  • Press PF5
  • Even though the adjustment will post to the balance of the month you’re in, when you look at the adjustment on ET3 or on a report, the note will alert you that the adjustment was actually for a different month

Adjusting Timesheets in your Inbox

It's usually easy to adjust timesheets in your inbox, but sometimes you'll encounter problems that require a little trouble shooting. If you can't update a timesheet that's still in your inbox, this problem may be caused by a recent switch in the employee's department or logon ID. The timesheet system relies on mainframe logon IDs for routing. If the timesheet in question was created under one logon (but has not been approved yet) and the employee has a new primary logon ID, the timesheet system can't figure out what to do.

Take the following steps to determine if there's an issue with the employee’s logon ID:

  • Find the "doc id" for the timesheet in question and looking at the detail screen for documents (*DEFINE HD6)—this screen will show you what logon created the timesheet
  • Ask the employee what his/her logon ID is
    • If the employee says that he/she doesn't have a logon ID, this may mean the employee doesn't have a mainframe logon
    • If the employee only has an EID and no real mainframe logon, an automatically generated logon (for routing purposes only) actually does exist
    • You can figure out what the automatically generated logon is on the *DEFINE HD6 screen by looking up any timesheet the employee created, and you should ask the timesheet analyst to help you get the employee a real mainframe logon
  • If the employee has a logon ID, look up the logon on the UP screen in *DPUSER
  • If the logon listed as the primary logon on *DPUSER UP doesn't match the logon ID that the timesheet was created under, you'll need to ask the timesheet analyst to change the creator logon on the timesheet in question

Adjusting Compensatory Time Accruals

If you notice discrepancies between compensatory time accruals and the number of hours an employee has worked during a week, this probably indicates a problem with the employee's appointment or an error with the ET1 screen. This is because the timesheet system will automatically credit an employee with comp time if the employee does not have an active appointment or if there is an error on the ET1 screen in *DEFINE.

Take the following troubleshooting steps to figure out if there's a problem with the appointment or the ET1 screen:

  • Check to make sure the employee has an active appointment
  • If the employee has an active appointment, use the electronic timesheet system and verify the hours appointed at the top of the weekly timesheet
  • If the hours appointed are incorrect, check AL1 for an active appointment
  • Verify accuracy of the salary unit and reporting units on the ET1 screen
  • Make any corrections to the reporting unit field(s) as needed—once the appointment is approved and the ET1 screen has been corrected, the employee will simply need to resubmit the timesheet and the system will automatically correct itself at that time