Late time cards

I have just received a couple of late time cards and GTO is shut down so I can't enter them. Should I send these cards over to Student Payroll to be entered?

Answer:
You should NOT send these cards over to Student Payroll for entry. Once GTO is closed there is no more time for doing data entry. We have allocated all of the data entry days to the days that the web site is open. Once the web site is closed Student Payroll is busy doing edit checks and correcting problems that exist. Students who turn their time cards in late to you (meaning after GTO has closed) will have to wait until the next pay cycle to receive payment. In extreme hardship cases you could submit a request for a special check for that student.

Student account codes

Several times while doing data entry the account code told me it had to be 61230 for REG wages. Is that a correct account code?

Answer:
61230 is another account code that could be used with the CWS positions. It is a work study program that is funded by The University of Montana itself and is different then the federal or state program. Financial Aid is the office that assigns the account code to the student job.

Extract to Excel

I did the download from SP05 info an Excel file for the first time yesterday and I noticed that the download file didn't have the "rate" column included. I looked back at the report I printed earlier and that did include the wage rate. Is that something that could be included in the download to Excel?

Answer:
We are working to get the rate column included in the extract process. We thought it was working until this was just pointed out to us. It'll be fixed ASAP. You could copy and paste into Excel at this point and get that rate column to come across.

Need to change posted hours

OOPS!
I shorted a student some hours. How do I go about correcting this once it's been approved?

Answer:
You will need to:
- Un-approve the specific record – uncheck her name in the approval page and click the Approve Checked Records button.
- Click the Data Entry Mode button.
- Find the student's record and make the correction.
- Click the Approval Mode button.
- Approve the corrected record.
Thanks

GTO delays?

Is there a reason for time delays between 5 and 8 seconds when I use the "Next Person" option? There is also a delay time when I use the jump option. I was wondering if it has something to do with the number of people all trying to enter at the same time.

Your Answer:
The problems you are running into are related to the number of employees on your roster. Once they are split into smaller groups the performance should improve.
Thanks for your patience.

Multiple Records & Incorrect Pay Rates

Scenario:
While working on entering student payroll in GTO our department found records with incorrect rates, as well as multiple records for individual students. Should data even be enterered while these discrepancies exist?

Your Answer:
As long as there is a record that matches your specific criterion then you should enter the student’s hours to that record. The time posted will be processed with that specific rate of pay and on the job with the index that you enter.

The other records can be moved to where they do belong or terminated if they need to be terminated.

Adding Hours After Approval Has Taken Place

A GTO user shared this scenario and question:
I have already entered 8 hours for Stu (the student employee) but he worked over the weekend totaling 6 more hours. How to I (if possible) add these hours to the time entry system if I have already approved the other hours?

Your answer: You can correct the student’s hours that your have entered and approved.

• Go to the approval page, uncheck the record for that specific student
• Click “Approve Checked Records” button at the bottom of the page.

Make sure that all of the other records that have already been approved still have their check mark before you hit this button – that way they will all remain approved and only the unchecked boxes will not be approved.

In this case the student that you un-checked will become data enterable again.

• Go to the data entry page for the student

Change the hours, (make sure you click “Next person” so the new record is saved)

Go back to the approval page, check-mark the box for that student

Hit the “Approve Checked Records” button again.

Your new hours are now approved.