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.


  • 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


    Totals & Schedule Tab

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


  • 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.

For additional tweaking, here is the county’s job aid on compatibility checks for MCtime.

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.

Checking for Correct Holiday Move Dates

There are a fair number of holidays for which FRS personnel are paid. Likewise, some managers perform incorrect pay codes moves from HDP to CLH. An ideal approach to know when it happens without reviewing every timecard is:

  • Access the Check Overtime
  • Select your shift.
  • Select a range of the beginning of the pay period up until (but not including) the holiday (e.g., July 1-3 for the July 4 holiday if July 1 is the beginning of the pay period).
  • Double-click HDP and then CLH.
  • Look for any entries in the CLH column.
  • Repeat the process for a range of the day after the holiday through the end of the pay period.
  • Repeat the process for the day of the holiday. If there is a blank for HDP and CLH (both), something is in error. It could be the move went from HDP to CL3, for example.

    Note: This process will not catch an error of CLH to CLH.

Pay Period Close Checklist (Revised 2014-12)

Overall Review of a Group of Timecards

  • Total Hours Toward Schedule is accurate for their work assignment
  • Negative hours in the Totals and Schedule tab
  • Regular Hours with overtime codes
  • Light Duty hours should have appropriate Reason Code
  • Overtime entries and approvals
  • Comp Leave Supplemental
  • Pay Code Moves
  • Personal Days
  • AWOL Hours
  • Terminated Employees
  • Timecard Approvals

 Review of Overtime

  • Overtime Hours have the CC and Reason Code
  • Overtime approvals on the correct date and for the correct amount of hours
  • Overtime approvals or Overtime approved as “ALL”
  • Overtime approvals are not duplicated

 Review of Comp Leave Supplemental

  • Comp Leave Supplemental is recorded as a Pay Code Move

 Review of Pay Code Moves

  • OT to Comp with identical To and From account codes and on the correct date
  • Comp to OT with identical To and From account codes and on the correct date
  • HDP to CLH on the correct date and does not include To and From account codes
  • Pay Code Move to correct an incorrect Pay Code Move
  • Pay Code Move to Bereavement is not selected inadvertently
  • Pay Code Move to change a leave type to Comp Leave Supplemental
  • Pay Code Move to change the hours on one specific day at a time

 Review of Personal Days

  • Personal Day is recorded as a Pay Code Edit

Review of AWOL Hours

  • Pay Code Move is done if the cascade of leave caused the AWOL Hours
  • AWOL Hours remain if legit AWOL and appropriate notifications made

 Review of HDP/CLH

  • Timecard displays the holiday
  • Pay Code Move to CLH on the correct date and does not include To and From Codes

 Review of Terminated Employees with Hours Worked

  • Hours must correspond with termination date

Review of Employee / Manager Approval on Timecards

  • Employee and Manager must approve timecards


How to Check HDP to CLH Errors

If a holiday move was done incorrectly (e.g., the wrong date, you will see negative hours. Here’s the process:

  • Access My Genies and select the Check Overtime genie.
  • Select the group you are reviewing (e.g., A Shift).
  • Change the Time Period to Range of Dates and key in the three or four days before the holiday.
  • Click twice on the HDP column.
  • Look for any row with negative hours in HDP or CLH. This results from a move on an incorrect date.
  • Repeat the process with the three days following the holiday.

Additionally, some timecards may have lost the HDP entirely before anyone tried to move to CLH. This comes up with personnel either in MIL or AWOL status (among other system errors). To check for HDP/CLH that is NOT on timecards due to possible pay pule errors:

  • Access My Genies and select the Check Overtime genie.
  • Select the group you are reviewing (e.g., A Shift).
  • Change the Time Period to the specific holiday date.
  • Click on the HDP column and then on the CLH column.
  • Follow down the entire list of employees and make sure everyone has hours showing in either HDP or CLH columns.   If someone does not, then you’ll need to review the timecard.

Checking Pay Code Moves

      Verify that the same code is used in the From Account and To Account columns for any OT to CL3 move. Widen the columns as needed. Remember, though, that pay code moves onto involve transfer codes when money is involved. If the move is from Annual Leave to Comp Leave, no transfer codes apply.

      Verify that any move that starts out as HDP (Holiday Pay) goes to CLH (Comp Leave – Holiday). HDP cannot be moved to any other type of leave.

      Verify that the date of any move matches the hours entered for the initial pay code in the timecard.

      Check to ensure that the number of hours moved is less than or equal to the number of hours for that entry in the timecard. (For example, if an employee took four hours of Annual Leave and the manager moved the Annual Leave to Comp Leave Supplemental, you want to ensure that the manager didn’t accidentally move 14 hours instead of four.)

Verifying Held-on-Incident vs. Continued Backfill

When someone works his/her normal shift and goes on a call that bleeds over, past the end of his/her shift, then (s)he should add a row of Hours Worked with transfer codes as follows:

      Cost Center: The station’s cost center

      Reason: FRS060HI (Held in Incident)

When someone works overtime and goes on a call that bleeds over, past the end of his/her shift, then (s)he should not add an entry for FRS060HI. Instead, (s)he should add in continued backfill (such as FRS060FF with the station’s Cost Center).

Further, since no day may have more than 24 hours of regular Hours Worked, the individual may need to put the time (continued FRS060HI or a backfill) on the following day in MCtime.