Viewing Workgroup Configuration

Purpose:  Use this document as a reference for viewing Workgroup screens in ctcLink.

Audience: Time and Labor Administrators

Navigation: Main Menu > Set Up HCM > Product Related > Time and Labor > Rules and Workgroups > Workgroup

  1. Note: Only SBCTC has authorization to manage Workgroup configuration

Workgroups are subgroups that every employee can be enrolled in after their Job Data is created for a given Empl Record.  They are usually grouped by Payroll Pay Groups but there can be subsets of populations within a given Pay Group (i.e. represented by a union or not represented by a union)

There are distinctive fields that define Workgroups:

  • Time Type: Positive or Exception, this determines the kind of time a workgroup is classified under (Note: This does not determine if the timesheet itself is elapsed or punch, that is assigned by Job under Time Reporting Template)
  • Compensation Controls
    1. Rule Program ID: This attaches all the rules that will execute for time submitted for this workgroup when Time Administration runs
    2. TRC Program ID: This defines which Time Reporting Codes show up on the timesheet
  • Rounding Options
    1. Round Punches Before Rules: only applies to punch time
    2. Round Duration After Rules: can apply to punch or elapsed time
  • Workgroup Defaults
    1. Holiday Schedule: typically either NONE or WACTC (Washington State Holiday Calendar), can be overridden at the Job level
    2. Time Period ID: SEMI-MONTHLY, this defines pay periods for Time and Labor
    3. Schedule Group: typically WACTC the global schedule group for elapsed, or blank for positive time reporters
    4. Schedule ID: required if an ID is chosen for Schedule Group, typically an 8 hour day, 5 days a week M-F is chosen as the default, but other options are available in Schedule ID, this can be overridden at the Job level
    5. Create Partial Work Hours for Partial Absence: selected for Exception, not selected for Positive
  • Daybreaker Details
    1. All Daybreaker options indicate that the day breaks at midnight

Approvals in Workgroups

  • Payable Time
    1. Supervisor must approve payable time otherwise it will not be generated or paid from reported time
    2. Workgroups where time is automatically paid through payroll do not need payable time approvals (i.e. Classified exception time reporters, Exempt, Part Time Faculty, and Faculty)
  • Overtime Request
    1. Overtime Requests must be approved by the supervisor when the employee submits an Overtime Request in Self-Service
    2. Only workgroups who have overtime eligible reporters need overtime approval workflow
  • Timesheet Controls
    1. Timesheet Totals: Exclude Breaks and Meals (i.e. employees are not paid for breaks and meals as indicated in punch time)
    2. Show Sched Hours and Deviation: only selected for exception time reporters
    3. Require Employee Sign-Off on Timesheet: All employees must provide sign off
    4. Allow Others to Submit Time for Employee: Managers and admins may submit time for an employee
    5. Notify Employee of Changes: Employees are notified when a manager submits time on their behalf
Workgroup Definitions page