PRINTING TIMESHEETS

• The COB Timesheet report (TYL601B) is now working correctly. The PDFs are being produced and the dates and days are matching up.

• We want to remind you that as part of the regular business process, time is not created until Friday evenings. If you run the report before Friday evening for the following week, you won't see the scheduled hours. If you run the report Friday night or later, you will see the scheduled hours.

DELEGATION

Department Heads:

If you plan to assign or reassign a “delegate” to approve staff leave requests on your behalf, this notice directly affects you. Please note that at this time, the function to assign a delegate is not working.

• What this means: We cannot create new delegates or cancel/revise existing delegates.

• How you can work around it:

  1. 1. 1. 1. • As a Department Head or Cabinet Chief without a delegate, you can approve your direct reports’ time yourself.

              • Alternatively, your department’s timekeeper will see these requests in the weekly Unapproved Absence Reports and can take action directly on the employees’ timesheets.

              • You can also ask your personnel officer to temporarily reassign your direct reports to report to the individual you would like to be your delegate once this issue is resolved.

Existing Delegates and Department Timekeepers:

There are two additional issues related to delegation in ESS/HCM that are most relevant to existing delegates and department timekeepers.

1. The function that auto-approves absence requests submitted by delegates is not working.

• What this means: Prior to the BAIS Modernization upgrade, leave requests submitted by delegates for their own time off were “automatically” approved. This automatic approval function is not working.

• How you can work around it: Timekeepers will see all unapproved absences in the weekly Unapproved Absence Report and can take action on leave requests directly on the employee’s timesheet.

2. An error occurs when absence requests are submitted by employees whose “reports-to” field in HCM is vacant.

• What this means: Leave requests are routed to an employee's manager/supervisor for approval. If the position an employee reports to in HCM is vacant, the leave request is not sent to anyone for approval.

• How you can work around it: Timekeepers will see these requests in the weekly Unapproved Absence Reports and can take action on them directly on the employee’s timesheet.

• In order to avoid this issue moving forward:

  • 1. 1. 1. • 1. • Please update position data within the system so the employee is reporting to a position filled by an active manager/supervisor.

                  • A job aide for running a query that will provide who your employees currently report to can be found here.

                  • A job aide for how to update who an employee reports to in HCM can be found here.

If you have questions, please submit a ticket to the Leave & Absence Management Team through Beacon or call 617-635-3370.

We appreciate your patience as we continue to troubleshoot. We will contact you once we resolve these issues.