Thursday, 15 January 2015

Benefits of Using the PeopleSoft HCM Queries for the Timesheet Process

The PeopleSoft HCM queries for the timesheet process will help to verify employee types, terminations, Time Reporting Codes and will be a useful reporting tool for auditing entries in PeopleSoft HCM. Prior to Entering Hours various employment attributes for employees have to be reviewed. The following three queries for timesheet entry will provide information on paid employees and will assist in entering the hours into PeopleSoft HCM.


This query provides information on employees in your Department who are active for the reporting pay period. If an employee is not active in the current pay period, any hours entered will not be processed for payment.

If the employee commences or is rehired during the pay period the hours can only be keyed once the appointment has been processed by Human Resource Services.
  • Hourly Rate and Combination Code: Confirm the hourly rate and combination code in the system with your Department Records or Department Timesheet. An employee may have more than one active position within your Department. To ensure that you do not underpay or overpay an employee it is important to key the hours on the correct Employment Record.
  • Time Reporting Code: Confirm the Time Reporting Code in the system with your Department Records or Department Timesheet. An employee may have converted from a Casual Level 1 to a Casual Level 2 or Casual Level 2 to an Auxiliary Hourly employee type. If so, you will need to use the appropriate Time Reporting Code to report the hours worked. 

Termination Query: SSP_DIST_Terminations

This query will identify all employees with a termination date in the system between the dates chosen.

Remember: The termination date in Distributed Access and on the Termination Query will be the next calendar day after the actual termination date.

You will need to review this query to ensure you are not keying hours on a terminated employee. If an employee has a termination date during the pay period, you will only be able to key hours up to the termination date. In order to key hours beyond the termination date, you will need to extend the appointment.

If the employee has terminated in a prior pay period, the system will allow you to key the hours, but the hours entered will not be processed for payment.

Remember: In order for the hours to process for payment, an employee must be active in the current pay period.

Audit Query: SSP_DIST_Time_Audit

After Entering Hours for employees, run the audit query. This query will list all the hours keyed for employees, the dates the hours were worked and the hourly pay rates. By using this query you will be able to identify errors and make the necessary corrections.

This query should be run daily after the hours have been entered into the system.

Remember: To run this query you will need to enter the “to/from” dates of when the hours were keyed into the system – not the pay period dates.

Important: Only the Operator ID (individual who keyed the hours) can generate the Audit Query. You will not be able to run the query to verify hours keyed by someone else.

If you have any questions about this information please contact your Employment Advisor