Employee Training

Time and Leave Reporting (TLR) Frequently Asked Questions

Contents:

All Employees

  • Q: What is the contact information for payroll questions?
  • A:
  • Q: When I log into TLR, the supervisor that appears at the top of my home page is incorrect. What do I do?
  • A: You need to let your supervisor know that the info in TLR is incorrect. The supervisor will then need to contact HR (janette.reilley@edcc.edu) to get the information corrected.
  • Q: How do I change my supervisor in the system?
  • A: Please contact Janette Reilley in Human Resources, she will update that information (for Head Start employees, please contact Bethany Sugawara).
  • Q: Can I submit my timesheet any day during the pay period?
  • A: Please always submit your timesheet on the last day of the pay period. You should create your timesheet at the beginning of the pay period, but don’t submit until the last day of that pay period.
  • Q: Can I go back and correct a timesheet that was already submitted and approved by my supervisor?
  • A: Once a timesheet is submitted, you cannot go back to update it or make corrections. Best practice is to always submit your timesheet at the end of the pay period.
  • Q: How is Liquid Office being used now?
  • A: Only faculty and Head Start employees can still use Liquid Office to submit their leave requests. Special Assignment PAFs for faculty will also continue to be processed through Liquid Office.

Exempt and Classified Employees

  • Q: I have questions/concerns regarding leave for any time PRIOR to May 16th, who do I contact?
  • A: Please contact Denise Olson or Debbie Lau in Human Resources.
  • Q: I forgot to enter vacation hours that I already used. What do I do?
  • A: Please contact Denise Olson or Debbie Lau in Human Resources for any leave that was taken prior to May 16.
  • Q: Can I enter a timesheet for a pay period prior to May 16?
  • A: Do not enter any timesheets for a period prior to May 16-31, 2016. If you already created one or more, please delete them. Only timesheets created during the pay period beginning on May 16 will be processed.
  • Q: I am a supervisor and my employee(s) submitted a timesheet for a pay period prior to May 16. How do I handle it?
  • A: Please reject that timesheet and advise the employee (in the Comment box) that only timesheets for the pay period starting on May 16 should be entered using the new TLR system. Please ask them to delete any timesheets created for any pay periods prior to that.
  • Q: Can I submit my leave any day during the pay period?
  • A: Once a leave report for a pay period is created and submitted, you will not be able to go back and update it should you need to. Best practice is to always submit your leave report at the end of the pay period to make sure that that all leave types and leave hours for that pay period are included.  
  • Q: Who do I contact to inquire about leave balances discrepancies?
  • A: Please contact Denise Olson or Debbie Lau in Human Resources (for Head Start employees, contact Bethany Sugawara).
  • Q: Can I submit a leave report for future pay periods?
  • A: Please do not submit leave for a future time period in TLR unless you are gone continuously through that time period. In that case, you must submit immediately PRIOR to your leave. TLR is a reporting tool, not a reservation system, so you must communicate your leave requests/approvals in advance with your supervisor through another channel of communication (email, Outlook or Google calendar, etc.).

Student and Hourly Employees

  • Q: I am a Student or Hourly employee, do I have to use the new TLR?
  • A:  Yes, beginning with the payroll period of July 1 through July 15.
  • Q: What are the exact pay dates for Hourly and Student employees during this transition?
  • A:
    • Hours worked June 16 through June 30 – Pay date will be July 15
    • Hours worked July 1 through July 15 – Pay date will be July 25
    • Hours worked July 16 through July 31 – Pay date will be August 10
    • Hours worked August 1 through August 15 – Pay date will be August 25
    • Pay dates will continue on in this manner on the 10 and 25 of each month
  • Q: What paper timesheets do Hourly and Student employees need to submit?
  • A: The last payroll you need to submit a paper timesheet for is the work period of June 16 through June 30, unless you are not working past June 17 and are directed by your supervisor to submit June 16 and June 17 on the same timesheet as your June 1 through June 15 days.
  • Q: When do Hourly and Student employees start using TLR to report hours worked?
  • A: The first timesheet that you will submit through TLR will be for the payroll period July 1 through July 15. You will log your hours worked each day but DO NOT submit the timesheet to your supervisor until July 15 (the last day of the pay period). The dates for submitting your timesheets are the 15 of the month and the last day of the month.
  • Q: What if I do not work every day during the week, when do I submit my timesheet?
  • A: If you do not work every day during the week, you need to submit your timesheet on the last day that you work during that pay period. (Example: if you only work Monday, Tuesday, Wednesday and the last day of the pay period is on a Friday, you should submit your timesheet on the last Wednesday before the end of the pay period).
  • Q: Do supervisors need to submit new PAFs with a beginning effective date of June 16?
  • A: NO, you do NOT need to submit a new PAF for your Hourly or Student employee beginning June 16. (In previous years, new fiscal year PAFs were required to be dated to begin on June 16. As per previous emails, any timesheets that are submitted for work done through June 30 will be paid out and any PAFs that had an end date of June 15 will automatically be extended out to June 30.)
  • Q: What if my Hourly or Student employee is only working through June 17 and not working anymore during the month of June. May I get these two days paid in the old fiscal year?
  • A: YES, you may have your employee add these two days onto the same timesheet as the June 1 through June 15 (You need to email payroll@email.edcc.edu to let them know you are doing this.)
  • Q: Do supervisors need to submit new PAFs for the new fiscal year?
  • A: NO, you are no longer required to submit new PAFs each fiscal year for your Hourly and Student employees that are continuing their employment.
    • EXCEPTION: Employees coded to Fund 145 do require a hard-copy PAF with budget Authority Signature and name of grant.
  • Q: How do I inform HR and Payroll that my Hourly or Student employee will be working in the new fiscal year if new PAFs are no longer required?
  • A: You will be receiving an email from Bellevue Payroll asking if you wish to reappoint your employee for the new fiscal year. Your email reply will result in these actions:
    • Employee will be renewed for the new year (no PAF required)
      • EXCEPTION: Fund 145 cannot be renewed by email reply. Please print Bellevue’s attachment from the email they send, make appropriate changes, and then route to budget authority for signature. Please also forward the signed copy to Liz Donato in Budget Office at Edmonds CC.
    • Employee’s job will be terminated
  • Q: What PAFs do supervisors of Hourly and Student employees still need to submit?
  • A:
    • New Hire PAFs
    • Employee type change PAFs (Student going to Hourly position, Hourly going to Student position)
    • Termination PAFs:
      • If your employee will no longer be working past June 30, 2016, we do not need a Termination PAF for that employee. The job will be deactivated.
      • If you reply to the Bellevue email that you are renewing your employee for the new fiscal year, but then later during the year you wish to terminate that employee, you do need to submit a Termination PAF.
    • Wage change PAFs:
      • If you respond back to the renewal email from Bellevue that you have a wage change, this will be reviewed by HR before it can be implemented.
      • If you have a wage change at some other time during the fiscal year, you will need to submit a new PAF:
        • These need pre-approval from HR, they need to be submitted in plenty of time before you want to implement the pay change.
        • NOTE: Fund 145 (Grants) must be signed by budget authority as well as supervisor. If you have a wage change, send PAF to HR for approval. This will then be routed to Liz Donato in Budget Office.
  • Q: If a budget code changes, do we need to submit a new PAF?
  • A: YES, but only if it is funded through a Grant. Budget code changes for non-grant funding can be done via email:
  • Q: For International Student employees, do new PAFs need to be submitted each quarter?
  • A: NO - previously we required a new PAF each quarter for International Students because they had to maintain certain work eligibility rules (grade point average, payment of fees, no discipline issues). These items will now be handled via email:
    • If your International Student employee is no longer eligible to work during a particular quarter due to not maintaining ISS standards, the supervisor will be notified via email. The supervisor must then remove that employee from the work schedule and have them stop work.
    • Once ISS has cleared up the particular issue with the employee, the supervisor will be notified that it is okay for the employee to begin working again.
    • NOTE: PAFs are still required for NEW International Student employees. However, you can now date them for the full fiscal year. If their work authorization does not allow them to work for the entire fiscal year, HR will notify you of that as well.