9.2 Reporting and Processing Compensatory Time (Classic)

Purpose:  Use this document as a reference for reporting and processing compensatory time in ctcLink.

Audience: Time & Labor Administrators and Managers.

Time can be reported on behalf of employees by the Managers and Time Admins.

The following Time Reporting Codes (TRCs) are available for Time Admins for reporting via Manager Self Service:

  • Compensatory Time Earned (CTE)
  • Compensatory Time Taken (CMP)
  • Compensatory Time Paid (CTP)
  • Compensatory Time Adjust (CTA)

Compensatory Time Adjust (CTA) is the TRC available for use to adjust the time. Either a positive or a negative time entry is allowed with the intention of allowing to adjust the compensatory time.

Managers have access to Compensatory Time Earned (CTE) & Compensatory Time Taken (CMP).

Reporting and Processing Compensatory Time (Classic)

NOTE: The compensatory time earned is multiplied by 1.5 to result in total compensatory hours available. When 1 hour of CTE is entered 1.5 hours of compensatory time is earned and added to the leave compensatory time balance.

Report Comp Time

Navigation:  Manager Self Service (Homepage) > CTC Team Time (Tile) > Timesheet

  1. The Timesheet page displays.
  2. Enter the Employee ID or Time Reporter Group.
  3. Select the Get Employees button.
Timesheet search
  1. Scroll down to see results.
  2. Select the Last Name link for the applicable person.
Last Name link
  1. The Timesheet will display.
  2. Enter the Time and the TRC.
  3. Select the Submit button.
Timesheet page
  1. A Submit Confirmation button displays.
  2. Select the OK button.
Submit Confirmation
  1. The process to report time is now complete.
  2. End of procedure.

Process Compensatory Time

Once the Compensatory time is entered, Time Administration process needs to be run manually.

The compensatory time earned in one period is available for use in the next period.

The CTE hrs entered on the timesheet is multiplied by 1.5 and then added to the leave and compensatory time balance  so, while adjusting/paying them out  please consider the 1.5 multiplier.

Each fiscal year, it is required for colleges to pay out the compensatory time (06/30), thus it is advised that compensatory time is NOT entered as EARNED in the last week/day of June.

The leave and compensatory balance needs to be zero at 06/30 each end of fiscal year. Co-ordination with payroll department/office for the compensatory payouts is necessary.

Mid-term / in between calendar period changes to the employee compensatory plan enrollment are NOT advised.

NOTE: If the entry is made on a day when the employee took a full day absence, Time Administration will generate exception TLX01700 (TLX01700: Time is reported with).

Time Reporting Code CTA for Full day Absence.

Navigation:  NavBar > Navigator > Time and Labor > Process Time > Request Time Administration

  1. The Request Time Administration search page displays.
  2. Enter an existing Run Control ID or select Add a New Value to create a new one.
  3. Select the Search or Add button.
Request Time Administration run control page
  1. The Request Time Administration page displays.
  2. Check the box Use Reported Time for POI.
  3. Enter 6/30/(year of processing ) in Process through Date if processing at the end of the fiscal year OR enter the pay calendar end date OR current date.
  4. Enter Employee ID in the section Employees To Process.
  5. Select Include from the *Include or Exclude Selection drop-down menu.
  6. Select the Run button.
Request Time Administration
  1. The Process Scheduler Request page displays.
  2. Select the OK button.
Process Scheduler Request page
  1. The Request Time Administration page displays.
  2. Make note of the Process Instance number.
  3. Select the Process Monitor link.
Process Monitor link
  1. The Process Monitor page displays.
  2. Select the Refresh button until the Run Status is Success/Posted.
Process Monitor page
  1. The compensatory time process is now complete.

Verify Results

Navigate to employee's Timesheet to verify Leave/Compensatory Time Recorded Balance has been adjusted accordingly.

Navigation:  Manager Self Service (Homepage) > CTC Team Time (Tile) > Timesheet

  1. The Timesheet search page displays.
  2. Enter the Employee ID used in previous sections.
  3. Select the Get Employees button.
  4. Select the Last Name link from the search result.
  5. The Timesheet page displays.
  6. Select the Leave/Compensatory Time tab.
  7. Verify that the Recorded Balance has adjusted.
Leave/Compensatory Time tab
  1. The process to verify results is now complete.

Compensatory Time Payoff

  1. The Timesheet will now be updated to report time to process the Compensatory Time Payoff from the same timesheet page in the Verify Results section.
  2. Enter the Comp Time hours balance in the last day of the pay period.
  3. From the Time Reporting Code drop-down menu, select the CTP-Compensatory Time Payout value.
  4. Select the Submit button.
Comp Time Payoff
  1. A Timesheet Submit Confirmation message displays.
  2. Select the OK button.
Submit Confirmation

NOTE: The Comp Time hours reported using the Time Reporting Code of CTP, in the Timesheet, will pay on the current paycheck.  The Comp Time hours balance will be reduced by the hours reported on the Timesheet.

  1. The process to report and process compensatory time is now complete.
  2. End of procedure.