Create base schedules as timekeeper

From the Employee Self Service home page, select the drop-down at the top of the screen, and choose Time Administration.

1. Enter Search Criteria for the employee whose base schedule you are creating. (If you do not enter search criteria and simply click Search, all of your employees will appear in the Search Results section.)

2. Select Search.

   

If more than one employee populates in results, select the > icon on the far right of the employee list to open the base schedule. (If only one employee populates the results, their base schedule will automatically open.

The employee’s current base schedule will open up. Select Request Base Schedule. Note: To view a history of the employee’s base schedules click the menu icon.

1. Start Date (Select the date you’d like to start the new schedule. Contact your Time Administrator if you need to create a new base schedule with a start date in a prior pay period.)
2. Schedule Reason (Reason you are making a base schedule change.)
3. Schedule Type (Choose a work schedule type for this base schedule.)
4. Copy Prior Schedule (Select ‘Yes’ If you want to create the new schedule by copying over the hours, time reporting codes, and labor hours from the previous work schedule.)

Select OK.

The new, ‘requested’ base schedule will now display on the Base Schedule homepage. You can confirm the Start Date and Schedule Type on the page. The ‘rules’ of the requested base schedule are displayed. If you copied the previous schedule to the new one, you can Clear All Hours to input new Hours into the schedule.

On the Base Schedule page, you can change the schedule by directly using:
 

Timesheet item or icon	Purpose
	Switch to day off
	Switch to work day
	Copy the schedule day to other day(s) in the pay period
	Add or delete a row on the schedule
Hours	Enter the number of hours you are scheduled on that day
Time reporting codes	Enter TRC (typically 001 – Regular Time)
Additional TRC	Enter additional TRC (for example, a telework code)
Labor code	Enter labor code (if applicable)
Task code	Enter task code (if applicable)

Not all organizations are required to include labor and task codes in their schedules. However, if the employee is a Public Building Services (PBS) employee, you are required to include labor and task codes in their base schedule and can change existing codes or add new ones by entering the numeric portion of the code into designated fields on the schedule. If you do not have the numeric codes you need, you can select the magnifying glass icon next to each field to searchfor them.

The Look Up Labor Code screen will appear with a list of codes to choose from, and you can narrow your search by entering criteria such as the first few digits or letters of the code or description. Your Labor Administrator can assist you with any questions you have regarding labor codes.

Once a Labor Code is selected, you can enter or search for a Task Code using the method described above.

Additional rows can be added to capture multiple Labor and Task Codes for a single day by clicking the plus sign (+) on the far right-hand side of any row (day) in question. To remove an added row, simply select the minus (-) sign.

Once you have made all desired changes to the base schedule, check to make sure Total Hours equal the total hours allowable for the base schedule.

Next, select the Submit button at the top right of the base schedule page to save your changes, then select OK to submit the request. (Note: You can also select Cancel Request if you would like to cancel this schedule request.)

The schedule you requested now appears on the Base Schedule page with a Pending Approval by Supervisor. You have successfully submitted a base schedule for approval.

If you need to withdraw a base schedule that is pending approval, select the Withdraw button on the top right of the page. This will cause a pop up window to appear to confirm your withdrawal request. If you would like to withdraw your request select OK. The base schedule homepage will revert back to the employee’s last approved schedule.