MCtime

Requesting a Timecard Correction

Is something wrong on your timecard, as an employee?  Are you an officer or manager and one of your employees needs a change to his/her timecard from three weeks ago? There is a specific process to follow and you have come to the right place for the details. The actual paperwork has to be completed by the manager. For uniform personnel at the rank of captain and below, the battalion chief will also need to sign off on the paperwork before it goes to FRS HR.

First things first: FRS HR has an important message for you to read, located here as well as via Quicklinks (HR Division menu, HR & Labor Relations list, MCtime Timecard Correction Request Info link).

Step 1: Go to the MCtime Timecard Correction Request form, located in Quicklinks (same menu item as above but second link on the same bullet) or in MCtime (MCtime home page after you log in, go to the My Links section and the subsequent MCtime Info forms).

Step 2: Fill out the form on-screen as follows:

  • Date Requested: The current date
  • Employee Name: Last Name, First Name
  • Employee #: This is not the person’s fire ID — this is the HR ID, which the employee will find in MCtime in parentheses next to his/her name
  • Department Name: Fire and Rescue
  • Department #: 45
  • Manager Name: The employee’s direct supervisor
  • Phone #: The phone number by which the direct supervisor may be reached
  • Manager’s Signature: (Wait until you print the filled-out form and then sign the form for your employee)
  • Battalion Chief Name and Signature: (Print the BC’s name and then ask the BC to sign the printed copy)
  • Pay Period Begins: The beginning date of the pay period for which you are requesting a change
  • Pay Period Ends: The ending date of the pay period for which you are requesting a change
  • Describe Change Required: Type a generic overview of the change without specific dates or transfer codes (those details will be input in the table below the description)
  • Add or Delete Checkebox: Check the box

Scenario 1: Your employee took 24 hours of ANL three weeks ago and (oops) meant for the time to be comp leave.

  • Fill in the appropriate data from the bullet list above and then the specifics in the table:

 

 

  • Note that there are no transfer codes (Cost Center, Project Task, Expenditure or Reason) for changes that did not involve the transfer codes in MCtime.

Scenario 2: Your employee work 24 hours of overtime but neglected to add it to the timecard.

  • Fill in the appropriate data from the bullet list above and then the specifics in the table:MCtime Payroll Correction Example 2

 

 

Scenario 3: Your employee was paid for the holiday (HDP) but prefers comp leave (CLH).

  • Discuss the issue with the employee: Having already been paid for the holiday and received the money from the county, changing to comp leave at this point will result in Payroll telling the employee to pay the money back to the county. If the employee still wants to earn comp leave instead of pay for the holiday, proceed to the next step.
  • Fill in the appropriate data from the bullet list above and then the specifics in the table:MCtime Payroll Correction Example 3

 

 

 

One final note: Multiple correction requests you input on a form must fall within the same pay period and for the same employee. If you need to request changes that span across more than one pay period, use additional forms.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Documenting Details off the Floor in MCtime (Manager Version)

Scenario: Your employee was detailed off the floor for part of a shift. You are now reviewing the timecard in MCtime.

Background: The department is now tracking details off the floor in MCtime, so that we can associate a dollar figure with the overtime required to backfill the detail. Also, any request for details will now be entered in a separate form and approved (or not) by a division chief. The approval form includes a specific reason code, as noted in the following process. See the bottom of this TechTip for a sample approval Click here to view the employee side of this TechTip.

The Timecard:

Timecard with Code for Detail and OT

 

 

 

The Explanation:

  • The first line (Hours Worked with a Transfer code) was originally 24 hours on Monday and was the employee’s normal shift.
  • The employee was detailed off the floor (dayside) to EMS at PSHQ and told to use FRS060EA as the Reason Code.
  • The second line, on Monday, shows ten hours for the detail toward the Reason Code.
  • The second line, on Wednesday, shows five hours in which the employee worked overtime using the same Reason Code.

Notes:

  • Do not assume that anything with a Reason Code is overtime; moving forward, that is no longer a safe assumption.
  • Take note of the Totals & Schedule tab in MCtime. As noted in the two screenshots below, Total Hrs Toward Schedule will be broken up by code. The first screenshot is for the daily view (10 hours and 14 hours) and the second screenshot is for the entire pay period (10 hours and 86 hours).

    Daily View:
    Totals & Schedule Tab

    All:

    Totals & Schedule Tab

Documenting Details off the Floor in MCtime (Employee Version)

Scenario: You have been detailed off the floor for part of your shift and need to record those hours in MCtime.

Background: The department is now tracking details off the floor in MCtime, so that we can associate a dollar figure with the overtime required to backfill the detail. Also, any request for the detail will now be entered in a separate form and approved (or not) by a division chief. The approval form will include a specific reason code, to be used in the following process. See the bottom of this TechTip for a sample approval message.

The Process for the Employee Showing the Detail in MCtime:

  • Wait until after 0830 hours the day after the detail (to allow for any leave taken to import from TeleStaff).
  • Open MCtime.
  • Add a row.
  • Input the time spent on the detail for the date of your shift.
  • Add a reason code in the Transfer column (using a search, as you would to look up the code for overtime) for the detail. When the officer originally filled out the form to request your detail, (s)he provided a reason code and it would have been included in the approval e-mail message (s)he received (and hopefully forwarded to you). If you do not know what reason code to use, ask your officer.
  • Change the standard hours worked from 24.0 to whatever the difference is after you subtract your detail time. In the example screen shot below, the firefighter was detailed to work on EMS activities at PSHQ for 10 hours and so the new time spent on shift is 14.Reason Code and Time for a Detail

 

 

 

Notes:

  • Remember that any change you make to purple text (your default schedule) will change from purple to black and move to a different line. If you take any leave during the remaining time on your shift, TeleStaff data will import (the next day at 0800 hours) but the time on leave will not deduct from the hours worked automatically. You will need to subtract it on your own and edit the time card. TeleStaff data only makes automatic changes to time reflected in purple. If you wait until after 0800 on the day after the detail, though, the TeleStaff import works smoothly.
  • Note that overtime spent on different days in the same week with the same code will occur on the same row. There is currently no way to distinguish detailed time from overtime, except that the rest of your time spent on shift will appear as Hours Worked.

Sample Approval E-Mail Message:

Sample Authorization Message

Clarifying the MCtime OT Changes for July 2015

Overtime

According to FCGO 15-09, cost center codes are no longer needed for overtime.

If you are used to pulling the transfer codes from your history (top of the transfer code search screen in HTML and in the transfer column drop-down list in Java), remember not to use one with the cost center and only use entries (once you have them in the list) that show reason codes. For example:

  • ////FRS060OF// = Officer Backfill in the Field
  • ////FRS060FF// = Firefighter Backfill in the Field

As a reminder, any grant-related OT must include all three transfer codes (project task, expenditure org and reason code).

Court (Detail vs. Overtime)

Approved court entries go two different directions:

  • Detail from your regular shift: Scheduling will put an entry into Telestaff. The following day, you will see Admin Leave – Court Appearance as a pay code. Do not add transfer codes.
  • Overtime: Keep the pay code as Hours Worked (like any typical overtime) but add the reason code FRS063TC (the same code we have used for years – not a new code).

Promotional Exam (Detail vs. Overtime)

Promotional exams also split two different ways:

  • Detail from your regular shift:  Admin Services will put an entry into Telestaff. The pay code will still be Hours Worked. Do not add any transfer codes.
  • Overtime: Keep the pay code as Hours Worked (like any typical overtime) but add the reason code FRS071PI (Promotional Exam – In-County) or FRS071PO (Promotional Exam – Out of County).These are also the same codes we have used for several years.

Helping the MCtime Employee View Load Properly in Internet Explorer

Now that DTS has pushed out Internet Explorer 11 to all county PCs, there seem to be some problems with the employee (HTML) version. If you cannot edit the cost center or are experiencing other strange problems, try the following suggestions from Payroll and FRS IT:

Suggestion from Payroll:

  • Add the URL https://*.montgomerycountymd.gov to Trusted Sites (Tools->Internet Options->Security tab).
  • Add the URL https://*.montgomerycountymd.gov to compatibility view (Tools->Compatibility View Settings).

Suggestion from MCFRS IT:

  • Access the Tools menu and select Internet Options.
  • Ensure you are on the General tab.
  • Uncheck the Delete Browsing History on Exit checkbox.  When the box is checked, any sites entered into compatibility view disappear when the browser is exited.

Helping the MCtime Manager (Java) View Load Properly in Internet Explorer

We are seeing malfunctions when the manager version of MCtime is used.  When the user logs in, (s)he gets an error saying that Java needs to be updated.

The following fixes have been suggested by the Payroll Department:

  • Add the URL https://*.montgomerycountymd.gov to Trusted Sites (Tools->Internet Options->Security tab).
  • Add the URL https://*.montgomerycountymd.gov to compatibility view (Tools->Compatibility View Settings).

From MCFRS IT:

  • Access the Tools menu and select Internet Options.
  • Ensure you are on the General tab.
  • Uncheck the Delete Browsing History on Exit checkbox.  When the box is checked, any sites entered into compatibility view disappear when the browser is exited.

 

Running an Activity Report in MCtime

Managers may need to check up on the MCtime activity of any employee in order to determine if (s)he has performed certain functions. Use the following directions to run a report instead of looking through various timecard audit trails.

  • Access the General menu and select Reports.
  • Expand the Detail Genie section and select Timecard Audit Trail.
  • Click the Set Options
  • Select Edits by Managers.
  • Choose the Edit by Select Managers radio button and ask students to search for each of their BCs and click the Add button to move each one to the right-hand column.
  • Click the Run Report
  • Note to students they may click the Refresh Status button if they are feeling impatient.
  • Click the View Report button when the report has completed processing. It will open as a PDF.

Note: If the report does not open, it is probably a pop-up blocker issue. You will need to disable the pop-up blocker for this site in order to view the reports.