Adding Override Details

Use the Override page to override a previously entered value or add a comment about a time or expense record.

• If you are assigned to a primary Time Reporting Group (TRG) with the Time Reporting Option set to Hours Only, you will enter time worked in hourly increments. Click here for an illustration of the Add Time page used to enter worked hours.

You may enter time in the following formats: HH:MM or HH.XX. Here is an example of each format:

• HH:MM, where HH represents the Hours and MM represents the minutes, e.g., 8:25 = 8 hours and 25 minutes

• HH.XX, where the HH represents the Hours and .XX represents a numeric value used to calculate the minutes, e.g., 8.25 = 8 hours and 15 minutes or 8:15

• If you are assigned to a primary Time Reporting Group (TRG) with the Time Reporting Option set to Time, you will enter the Time In and Time Out fields to calculate the hours worked. Click here for an illustration of the Add Time page used to enter Time In and Time Out.  Your organization may use this option if it requires you to enter breaks (e.g. lunch breaks) as part of the time reporting process.

You may enter Time In/Time Out values in the following formats:

• H (am is presumed)

• Ha

• Ham

• Hp

• Hpm

• HH:MM (am is presumed)

• HH:MMa

• HH:MMam

• HH:MMp

• HH:MMpm

 

Overriding an Account

As an administrator, you have the option to override the account assigned to the time record. This option is not available for an employee that is not an administrator.

You can access the Override page from the following pages:

• Add Time

• Edit Time

To override an account:

1. On the previous page, click the Override button that corresponds to the Account field. The Override page appears with the employee's job information at the top of the page. You cannot change this information.
2. In the Override Form section, click the Search link to the right of the Account field to search for the account number to be assigned to the time record. The Select Account grid appears.
3. In the Account Year field, click the Drop-down List button to select the year to be used to filter the account list. The Find Account grid is populated with a list of accounts for that year.
4. Use the blank boxes at the top of the grid to search for an account by account number (box on left) or account description (box on right).
5. Press the Enter key to apply the filter to the account list. A list of accounts that meet the filter criteria will display.
6. Click the account number to be assigned to the time entry request record. The Override form displays the selected account number.
7. In the Comments field, type additional information about why the account number was changed.
8. By default, a comment is required when you enter an account override. Your system administrator can change the requirement to optional if your district does not require you to attach a comment to an account override.
9. Click the Save button to update the time entry request record. The previous page displays with an Override Check button to the right of the modified time entry record.

Overriding a Time Record — Hours Only

You can access the Override page from the following pages:

• Add Time

• Edit Time

To override a time record:

1. On the previous page, click the Override button that corresponds to the time record to be modified. The Override page appears with the employee's job information at the top of the page. You cannot change this information.
2. In the Override Form section, you can:In the Hours field, change the number of hours entered for the work day.
   • Enter the Hours values in  HH:MM or HH.XX format.
   • In the Comments field, type additional information about this time record. You can enter a maximum of 2,000 alphanumeric characters.
3. Click the button. The previous page displays with an Override Check button to the right of the modified time record.
   

   Tip: You can click the Override Check button to view and modify the override details for that record.

4. Click the button to save the time record. If the Hours value is changed, the Daily Totals and Week Totals are automatically recalculated.

Overriding a Time Record — Time In/Time Out

You can access the Override page from the following pages:

• Add Time

• Edit Time

To override a time record:

1. On the previous page, click the Override button that corresponds to the time record to be modified. The Override page appears with the employee's job information at the top of the page. You cannot change this information.
2. In the Override Form section, enter the Time In and Time Out field values in HH:MMam or HH:MMpm format. Other formats include Ha, Ham, Hp, Hpm, HH:MM (am is presumed), HH:MMa, HH:MMam, HH:MMp, or HH:MMpm.
   

   Important: You must type the colon (:) to separate the hours from the minutes.

3. In the Comments field, type additional information about this time record. You can enter a maximum of 2,000 alphanumeric characters.
4. Click the button. The previous page displays with an Override Check button to the right of the modified time record.
   

   Tip: You can click the Override Check button to view and modify the override details for that record.

5. Click the button to save the time record.
   
   If the Time In and/or Time Out values are changed, the Daily Totals and Week Totals are automatically recalculated.

Overriding a Reimbursement Amount

Follow these steps to override a reimbursement amount.

You can access the Override page from the following pages:

• Add Reimbursement

• Edit Reimbursement

To override a reimbursement amount:

1. On the previous page, click the Override button that corresponds to the reimbursement record to be modified. The Override page appears with the employee's job information at the top of the page. You cannot change this information.
2. In the Override Form section, you can type the value of the reimbursement for the appropriate work day in the Value field. Type the decimal point if the value includes both dollars and cents (e.g., 99.50). For a whole number (dollars only)  the decimal point is automatically inserted when the cursor is advanced to the next field (e.g., 99.0000).
3. In the Comments field, type additional information about this expense record. You can enter a maximum of 2,000 alphanumeric characters.
4. Click the button. The previous page displays with an Override Check button to the right of the modified expense record.
   

   Tip: You can click the Override Check button  to view and modify the override details for the record.

5. Click the button to save the expense record.
6. If the reimbursement is changed, the Total Reimbursements value for the corresponding earn code is automatically recalculated.

Overriding a Reimbursement Account

As an administrator, you have the option to override the account assigned to the reimbursement. This option is not available for an employee that is not an administrator.

You can access the Override page from the following pages:

• Add Reimbursement

• Edit Reimbursement

To override an account assigned to a reimbursement:

1. On the previous page, click the Override button that corresponds to the Account field. The Override page appears with the employee's job information at the top of the page. You cannot change this information.
2. In the Override Form section, click the Search link to the right of the Account field to search for the account number to be assigned to the reimbursement. The Select Account grid appears.
3. In the Account Year field, click the Drop-down List button to select the year to be used to filter the account list. The Find Account grid is populated with a list of accounts for that year.
4. Use the blank boxes at the top of the grid to search for an account by account number (box on left) or account description (box on right).
5. Press the Enter key to apply the filter to the account list. A list of accounts that meet the filter criteria will display.
6. Click the account number to be assigned to the reimbursement. The Override form displays the selected account number.
7. In the Comments field, type additional information about why the account number was changed.
   
   By default, a comment is required when you enter an account override. Your system administrator can change the requirement to optional if your district does not require you to attach a comment to an account override.
8. Click the Save button to update the reimbursement record. The previous page displays with an Override Check button to the right of the modified expense record.

 

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