Oregon State University

How do I set up temporary group schedules for employees?

Personal Leave and Exchange Time

Personal Leave and Exchange Time banks will clear at the end of June.  You have through June 30th to use any leave you still have.  See the Personal Leave FAQ and the Exchange Time FAQ for more details. 

Please note schedules are not required for any employee.  EmpCenter has a rudimentary scheduling component that allows for the assigning of a limited number of schedule templates to employees. The functionality may not meet all of your scheduling needs and only affects Classified employees' timesheets and hours

Schedule Templates are typically used to adjust the automatic meal for Classified Salaried Non-exempt and Classified Hourly employees.  See the Assign Schedule Templates FAQ for instructions. 

Supervisors also have the option to assign schedules to their employees either individually for a pay period (or portion of a pay period) or collectively on a weekly basis.  Both of these processes are temporary and must be repeated each pay period or week.  

This FAQ outlines setting up a temporary schedule for a group of employeew using the Manage Group Schedules link.  See the Temporary Schedules FAQ for instructions on setting up a temporary schedules for a one employee for one pay period.  However, no matter what option is used, scheduling still only affects Classified employees' timesheets and hours.

Group Schedules for Temporary Schedules

The Group Schedules process allows you to add a schedule to an employee or group of employees on a weekly basis.  The Group Schedule process is similar to the Group Time Entry process.

Reminder: this process must be repeated for each week you want to assign the schedule to the employees and will only affect Classified employees' timesheets and hours. 

  1. Select Manage Group Schedules on the Supervisor Dashboard to access the Group Schedule page:manage group schedules link on the supervisor dashboard
  2. Select the group you would like to add or edit schedules for from the Assignment Group drop down – you will see your name and any supervisors that have delegated their employees to you:select an assignment group from the drop down list
  3. Note: the date will default to the current week; change the week by entering a different date in MMDDYY format or using the calendar icon.

  4. Select the days and employees you would like to edit by clicking on the cells in the grid; if an employee has a schedule assigned for the week selected, you will see it listed:days selected=
  5. -  To select entire week for an employee, click on the employee’s name.

    -  To select the same day for all employees, click on the date.

    -  To select specific dates for specific employees, click on the individual cell.

    -  To select concurrent cells, click a cell and drag the mouse across the cells.

    -  To deselect any cell, simply click on the cell.

    -  The Clear Selection button will clear all selected cells.

  6. To enter the same pay code and times for the selection, choose Add or Edit under Group Entry:choose to edit or add time under group entry to add the same pay code to all of the dates selected
  7. -  Use Add if you want to add a pay code and hours to the employees' schedule; if there is already time on the timesheet this option will add the pay code/hours in addition to what is on the timesheet.

    -  Use Edit if you want to edit pay codes or hours already assigned to the employee’s schedule.

    -  If the employee does not have a schedule, add and edit act the same.

  8. To enter different pay codes and/or times for the selection, choose Add or Edit under Daily Entry:under daily entry choose add or edit to enter different pay codes for each day selected
  9. -  Use Add if you want to add a pay code and hours to the employees' schedule; if there is already time on
       the timesheet this option will add the pay code/hours in addition to what is on the timesheet.

    -  Use Edit if you want to edit pay codes or hours already assigned to the employee’s schedule.

    -  If the employee does not have a schedule, add and edit act the same.

  10. Select the pay code from the drop down list:choose the correct pay code in the drop down menu
  11. Note: you can change between Group Entry and Daily Entry from this page using the drop down menu at the top:
    switch between group and daily entry at the top of the edit time page

    Daily Entry allows you to select different pay codes and/or enter different hours for each employee and day selected in step 2:daily entry allows you to select different pay codes or different hours

    You can also add or delete rows for Daily or Group Entry using the green plus (+) or the red X (delete) buttons in the Action column.

  12. Enter times for the selected days/pay codes:select the pay code and enter the hours for the selected days
  13. Note: the pay code determines whether you need to enter actual hours (i.e. 8am, 5pm) or elapsed hours (i.e. 8, 1.5)

  14. Save your changes:save changes at the top of the page
  15. You’ll see the changes on the main Group Time Entry Window:Changes visible in Group Time Entry Window

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