Non-Exempt Employees: Friendly Name Table Setup – Type S

Location

PURPOSE of this Job Aid: This job aid will guide you through HCM CalTime Setup Tables to look up or add a new Location. This is only used for Type S.

Setting up aFriendly Name in the Appointmenttable and linking that Friendly Name to a Location and Chartstring allows Type S employees to select the same Friendly Name at different Location – which will then charge to a pre-determined Chartstring based upon the Location.

Navigation: The following UC Tables link in the main menu will take you to the UC CalTime Setup Tables.

UC Tables includes the 4 setup links:

  • Friendly Names: Appointment – TYPE A and TYPE S - Used to lookup/add a new value to the table of Friendly Names associated with a specific combination of Department and a Job Code. These names will be added to Type A and Type S employees at the Appointment level (on the Payroll tab in Job Data). Note: This table is also used for TYPE S employees to confirm/create a job related Friendly Name which must be done before proceeding with the other TYPE S setup tables (Location and COA below) – see chart below.
  • Friendly Names: Chartstring – TYPE C - Used to lookup/add a new value to the table of Friendly Names associated with a combination of Department Code + Job Code + Chartstring. Friendly Names in this table will be linked to a distribution line on the Earnings Distribution page in Job Data. Creating the Friendly Name in this table is optional, but is recommended. Prior setup is recommended so that they can be displayed in the “lookup” on Earnings Distribution pages – choosing an already set up Friendly Name will reduce typing, reduce errors and help ensure consistent use of a Friendly Name
  • Location Code table: TYPE S - Used to lookup/add a new value to table of Location Lookup codes and are associated with a specific Department. Many location codes are ‘hard wired’ in CalTime Terminals on campus so an employee’s time is automatically linked to a Location. Alternatively, employees recording time on a PC will do a Transfer selection for the Location they are supporting in that block of time. NOTE: The need to add new locations in this table will be rare because the campus locations have been previously identified and set up. However, TYPE S may also used to declare ‘EVENTS’; since events are ongoing activities, it is anticipated that there will be updates to this table when a new campus “event” is identified.
  • Friendly Name/Location/COA: TYPE S –Used to link an Appointment-level Friendly Name value with a Location and a Department code and ties that combination to a Chartstring. This is a required step for Type S.

There are 3 elements to setting up a Location as noted in the table above:

1)Friendly Names – Appointment Table which provides a Friendly Name for use and selection in Employee HCM Job records

2)Location Code Table – Links a Location to the Friendly Name established in the Appointment table.

3)Friendly Names/Location/COA Table links a Chartstring to a Location and Friendly Name established in the first 2 tables.

The first step for Type S employee would be to determine an Appointment Level Friendly Name. In example, we will use a Friendly Name that is already set up in the Appointment Table (DINE1-5523C-COOK).

This lesson will demonstrate how look up and add a Location.

The next step after this lesson would be to link the new Location to a Friendly Name and then to a Chartstring.Once the setup is complete, either the physical location of the timeclock used to log in OR a Type S employee entering a“timecard transfer” to select a location/event– will charge the associated Chartstring.

NOTE: The LOCATION transfers in CalTime are used two ways; 1) Location of employee’s work and 2) Events for tracking employee support of campus events within their job responsibility (Police & Athletics). The process is the same regardless of which you are setting up!

Once LOCATION is added to the CalTime Setup table for Type S, it will be available for selection in CalTime when recording a time transfer activity for the location where the cook will be working. When the location is selected, the employee’s time will be charged to the associated Chartstring.

  1. On the HCM Home Page, select to the UC Tables link.
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  1. The four CalTime Setup table links are displayed. For a TYPE SLocation Table, select the Location Code Table link.
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  1. Best Practice is to first use Find an Existing Value for the Location Lookup Code you are planning to add to confirm it doesn’t already exist. This lesson assumes you have completed a search and want to move ahead with adding a new Location to the table.
Click Add a New Value to enter the new Location Lookup Code. /
  1. Enter the new LocationLookup Code to be added to the table and the Department Org Processing Unit to which the Job Friendly Name and the LocationCode belong to, then click Add.
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  1. A dislogue box displays so an ‘Effective Date’, ‘Status’ and brief description can be added.
The Location Code can be used on any timecard rows that are on that date or later. (It will not be allowed before the effective date so make sure to check your date).
Next we selected the status ‘Active’.
A brief Location Descriptionwas also added.
Then click Save.
A new location has been successfully added and will now display on the list of available locations (as of the effective date chosen). /
*For more information on the payroll processess after November 1st, please visit

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updated 10/13/2014