R 171659Z DEC 10 1. THE WEB-BASED TIME AND ATTENDANCE (WEBTA) APPLICATION WAS UPGRADED TO VERSION 3.8.14 ON 25OCT10. THE MOST NOTICEABLE CHANGE FOR EMPLOYEES IS AN IMPROVED FORGOT PASSWORD EMAIL MESSAGE NOTIFICATION. THIS UPGRADE ALSO PROVIDES BI-DIRECTIONAL DATA INTEGRATION BETWEEN WEBTA AND THE NATIONAL FINANCE CENTER (NFC) PAYROLL AND PERSONNEL (PAYPERS) DATABASE. PRIOR TO THIS UPGRADE, DATA ONLY FLOWED FROM WEBTA TO NFC PAYPERS AND THE CIVILIAN HUMAN RESOURCES OFFICE AND TIMEKEEPERS WERE MANUALLY ENTERING EMPLOYEE RECORDS IN WEBTA. 2. EFFECTIVE IMMEDIATELY, NEW CIVILIAN EMPLOYEE WEBTA ACCOUNTS (E.G. NEW HIRE ACCOUNTS) WILL BE CREATED BY THE WEBTA HELPDESK. TIMEKEEPERS SHALL NOT CREATE NEW EMPLOYEE ACCOUNTS. RATHER, THEY SHALL EMAIL THE WEBTA HELPDESK (USCGWEBTA(AT)USCG.MIL) THE EMPLOYEE NAME AND THE NAME OF THE EMPLOYEES SUPERVISOR. 3. EFFECTIVE 03JAN11: A. EMPLOYEE WEBTA PROFILES WILL AUTOMATICALLY UPDATE ON THE FIRST MONDAY OF EACH PAY PERIOD. THIS MEANS THE EMPLOYEES PAY PLAN, TOUR OF DUTY (FULL TIME, PART TIME, ETC), DUTY HOURS (NUMBER OF BI-WEEKLY HOURS), AND SERVICE COMPUTATION DATE FOR LEAVE WILL AUTOMATICALLY UPDATE EACH PAY PERIOD TO REFLECT THE INFORMATION MAINTAINED IN THE SYSTEM OF RECORD FOR PAYROLL AND PERSONNEL PROCESSING (E.G. THE INFORMATION FROM THE MOST RECENT PERSONNEL ACTION). TIMEKEEPERS SHALL REFRAIN FROM MANUALLY ADJUSTING EMPLOYEE PROFILES IN WEBTA (E.G. CHANGING WORK SCHEDULE FROM FULL TIME TO PART TIME, ETC). IN CASES WHERE THE WEBTA PROFILE IS INCORRECT, THE TIMEKEEPER SHALL INFORM THE SUPERVISOR AND EMPLOYEE THAT A PERSONNEL ACTION IS REQUIRED TO CORRECT THE ISSUE (E.G. HR MUST BE ENGAGED VIA SUBMISSION OF AN SF52) AND PROCESS THE TIMECARD USING THE DATA ON RECORD. B. EMPLOYEE TIME-OFF AWARD BALANCES WILL AUTOMATICALLY UPDATE ON THE FIRST MONDAY OF EACH PAY PERIOD. THIS MEANS THAT TIME-OFF AWARD BALANCES WILL UPDATE IN THE PAY PERIOD FOLLOWING PERSONNEL ACTION PROCESSING. 4. CORRECTED TIMECARDS: TIMECARD CORRECTIONS SHOULD BE RARE OCCURRENCES. FREQUENT CORRECTIONS (E.G. MORE THAN 1 IN A LEAVE YEAR) ARE INDICATIVE OF POOR COMMUNICATION BETWEEN THE EMPLOYEE, TIMEKEEPER AND SUPERVISOR. THE OFFICE OF CIVILIAN HUMAN RESOURCES CONTINUES TO SEE INSTANCES WHERE SUPERVISORS CERTIFY CORRECTED TIMECARDS DURING THE WRONG PART OF A PAY PERIOD. IMPROPER SUBMISSION OF CORRECTED TIMECARDS CREATES A FALSE IMPRESSION THAT THE CORRECTION HAS APPLIED, GENERATES LEAVE BALANCE DISCREPANCIES BETWEEN WEBTA AND THE PAYROLL SYSTEM, AND CREATES MORE WORK FOR THE CIVILIAN HR OFFICE. CORRECTED TIMECARDS SHOULD BE SUBMITTED IAW PARA 5. 5. CORRECTED TIMECARDS ARE TO BE SUBMITTED DURING WEEK TWO (2) OF THE PAY PERIOD (E.G. THE WEEK OPPOSITE OF ROUTINE TIMECARD CERTIFICATIONS). IN THE CASE THAT MULTIPLE CORRECTIONS ARE NEEDED, TIMECARDS MUST BE CERTIFIED IN SEQUENCE STARTING WITH THE OLDEST CORRECTION. NO MORE THAN 5 CORRECTED TIMECARDS CAN BE SUBMITTED IN A SINGLE PAY PERIOD. IF MORE THAN 5 CORRECTIONS ARE NEEDED, CONTACT THE WEBTA HELPDESK. FOR MORE GUIDANCE, PLEASE REFER TO THE CORRECTED TIMECARD JOB AID TITLED WEBTA JOB AID TA CORRECTIONS.PPT LOCATED AT HTTP://WWW.USCG.MIL/CIVILIANHR/WEBTA.ASP 6. TIMEKEEPERS AND SUPERVISORS ARE REMINDED THAT FULL TIME EMPLOYEES (EXCEPT FIREFIGHTERS) MUST ACCOUNT FOR 80-HOURS OF WORK, HOLIDAY, LEAVE OR OTHER ABSENCE IN EVERY PAY PERIOD. SUBMITTING LESS THAN AN 80-HOUR TIMECARD FOR A FULL TIME EMPLOYEE REQUIRES OUR PAYROLL PROVIDER TO MANUALLY INTERVENE BY USING ANNUAL LEAVE, COMPENSATORY TIME, OR LEAVE WITHOUT PAY TO ENSURE THE TIMECARD REFLECTS 80-HOURS. FOR PART-TIME EMPLOYEES, THE TIMECARD MUST REFLECT THE DUTY HOURS FOR THE LAST PERSONNEL ACTION. IF FEWER HOURS ARE SUBMITTED, OUR PAYROLL PROVIDER MANUALLY INTERVENES BY USING AVAILABLE ANNUAL LEAVE, COMPENSATORY TIME, OR LEAVE WITHOUT PAY. PART-TIME EMPLOYEES MAY WORK IN EXCESS OF THEIR DUTY HOURS FOR TWO (2) PAY PERIODS WITHOUT SUBMITTING A REQUEST FOR PERSONNEL ACTION. 7. FOR QUESTIONS REGARDING PERSONNEL ACTION PROCESSING AND WORK HOURS, CONTACT YOUR SERVICING CSA OR HR SPECIALIST HTTP://WWW.USCG.MIL/CIVILIANHR/CONTACT.ASP. FOR QUESTIONS REGARDING WEBTA, CONTACT THE HELPDESK AT USCGWEBTA(AT)USCG.MIL 8. MR. CURTIS B. ODOM, DIRECTOR OF PERSONNEL MANAGEMENT, SENDS. 9. INTERNET RELEASE AUTHORIZED.
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Friday, December 31, 2010
ALCOAST 596/10 COMDTNOTE 12600 SUBJ: CIVILIAN EMPLOYEE TIME AND ATTENDANCE, NEW EMPLOYEE ACCOUNT CREATION, PERSONNEL ACTION REQUIREMENTS FOR SCHEDULE CHANGES, AND CORRECTED TIMECARD GUIDANCE
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