WTE Help - Terminology Glossary

We have tried to explain any WTE terminology as we introduce it in the training materials. We have also decided to list it in a glossary for ease of reference.

Instructions

• Adjustment - An act which corrects all or part of a payment made to an employee due to an error. Contact the Payroll department if you are an Approver and want to request an adjustment to employee wages.
• Approval Deadlines - Time sheets must be approved by 11:59pm the first Tuesday after the pay period. Leave reports must be approved by 11:59pm the last day of the next pay period after the submission deadline.
• Approver - A person who checks the correctness and appropriateness of data entered in the WTE system and then Approves the time sheet or leave report. When Approver approves a time sheet or leave report their name and a date/time stamp are recorded. See Approver Actions by Transaction Status for more information.
• Department Time Entry - This is an alternate method for departments to enter employee time and leave amounts into the system. Currently, only two departments are authorized to work with Department Time Entry (Rec/IM and Physical Plant).
• Earnings Types - Time sheets and leave reports will display different earning types based on the employee type. Each time entry will correspond to an earnings type. Employees will be expected to understand how each code they have available to them will apply to them. This training will not cover the specifics about earnings types. If you have questions about a specific earnings type, speak to your time sheet Approver. An employee will only see the earnings types that correspond to their employee type.
• Employee Types - There are different types of employees who will use Web Time Entry. The employee type will determine whether they will complete a time sheet or a leave report. Further, the employee type will also determine how they fill out their time sheet or leave report.
  • Bi-Weekly staff - must submit a time sheet, reporting time for each day of their regular schedule including: regular hours, vacation, overtime, comp time, shift premiums, etc. (a.k.a. exception time), for every pay period regardless of the actual hours worked.
  • Employee Consultants and Temporary employees - must submit a time sheet, reporting actual hours worked (a.k.a. positive time), for any pay period that hours are worked.
  • Students - must submit a time sheet, reporting in and out times for actual hours worked (a.k.a. positive time), for any pay period that hours are worked.
  • Semi-Monthly staff - should only submit leave reports when they are reporting sick and vacation (a.k.a. exception time) taken.
• Exception Time - Generally, this refers to hours not worked, but covered by an employee benefit, (e.g. vacation and sick).
• Exempt Employee - Exempt employees are not covered by FLSA rules and regulations. Generally, exempt employees are expected to devote the number of hours necessary to complete their respective tasks, regardless of whether that requires 35 hours per week or 55 hours per week. Their compensation doesn't change based on actual hours expended. Exempt employees aren't paid extra for putting in more than 40 hours per week; they're paid for getting the job done. Employers must pay a salary rather than an hourly wage for a position for it to be exempt.
• Extracting (Time Sheets or Leave Reports) - When an employee is unable to start their time sheet or leave report before the submission deadline, it is the job of the Super user to start (extract) the employee's time sheet or leave report, make any necessary changes, and submit the time sheet for approval. The Superuser can then approve the time sheet or leave this task to the Approver.
• Fund/ORG - The approval process is based on a Fund/ORG combination. Approver(s) will be responsible for time sheets and leave reports for all employees grouped in a Fund/ORG.
• FYI - FYI can review time sheets and leave reports; however they rely on the Approver or their Proxy to approve times sheets and leave reports. There are two types:
  • An FYI may only periodically want access to time sheet and leave report details as a management audit tool. While it is important that this type of FYI review in a timely fashion, due to the limited timeframe the time sheets and leave reports will be available, it is not critical to the Approval process. No action is required from this type of FYI.
  • An FYI may work closely with an Approver to review time sheets and leave reports for accuracy. In this case, it is important that the FYI work quickly to review time sheets and leave reports and communicate any discrepancies or questions to the Approver in a timely fashion. If the time sheet or leave report is not approved by the deadline, the hourly employee may not get paid or the salaried employee may not have their exception time recorded.
• Leave Balances - The my.emich system keeps track of how much leave time (e.g. vacation, sick, etc) you have accrued and taken along with your current balances.
• Leave Report - Only Semi-Monthly staff will submit leave reports.
• Non-Exempt Employee - Non-exempt employees are covered by FLSA rules and regulations. Generally, this means that a non-exempt employee must be be paid at least the federal minimum wage for each hour worked and given overtime pay for any hours worked beyond 40 each week.
• Pay Period - A defined time frame for which an employee will receive a pay check. The University has both bi-weekly and semi-monthly pay period schedules. See the Payroll Calendars for more information.
• Payroll Calendar Run ID - The code associated with the pay period. This number is used by Superusers when accessing the Summary page. See the Payroll Calendars and Accessing the Summary Page for more information.
• PIN - A personal identification number that is used by employees when certifying their time sheet or leave report. See Obtaining a PIN for more information.
• Positive Time - Actual time worked.
• Proxy - Generally, a Proxy is someone who can approve time sheets and leave reports on behalf of an Approver. A proxy can also be used when you want to tag-team Approver responsibilities. An Approver should designate more than one Proxy to insure a back-up in their absence. Approvers are responsible for notifying Proxies of their responsibilities. See Designating/Removing a Proxy for more information.
• Submission Deadlines - Time sheets must be submitted by 11:59pm the first Monday after the pay period. Leave reports must be submitted by 11:59pm the last day of the next pay period. Some departments require employees to submit their time sheets or leave reports earlier than these deadlines. See your department secretary to find out when to submit your time sheet or leave report.
• Superuser - The Superuser is someone who acts on behalf of the employee or Approver at any point in the Web Time Entry process. A Superuser is someone who can "extract" a "Not Started" time sheet or leave report, complete it, submit it and approve it. See Approver Actions by Transaction Status for more information.
• Time Sheet - Only Bi-Weekly, Employee Consultants, Temporary employees, and Student will submit time sheets.
  
• Transaction status - describes where a time sheet or leave report is in the process resulting in the payment of employee wages. There are seven (7) transaction status' that describe where a time sheet or leave report is in the Web Time Entry process. See Approver Actions by Transaction Status for more information.
  • Not Started: The time sheet or leave report has not been opened.
  • In Progress: The time sheet or leave report has been opened.
  • Pending: The time sheet or leave report has been submitted for approval.
  • Return for Correction: The time sheet or leave report was submitted but has been returned for correction.
  • Approved: The time sheet or leave report has been approved.
  • Error: A time entry record contains one or more errors .
  • Completed: The time sheet or leave report has been fully processed.

Additional Information

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