The GAO and HRIS team have recently developed some ETE process changes. These changes are scheduled to be implemented effective November 8, 2014.
For New Hires:
In the past, the standard procedure was to have an employee submit their time on a paper timesheet the first pay period they were hired. However, some supervisors and proxies were submitting time via ETE on the employee’s behalf, making it difficult for agency payroll offices to validate payroll.
In light of this, for agencies using ETE, HRIS will grant ETE links daily instead of waiting until the first day of the following pay period. This means that for any new employee who completes ETE training and has the ETE Participation flag set to “Y”, the employee will receive ETE links at 8:00AM on the following business day.
Therefore, if done in sufficient time to meet the ETE approval deadlines, an employee may be able to submit their time on ETE the very first pay period in which they are hired. The system will appropriately prevent an employee from entering time prior to their HRIS Hire Date.
For Transfers at the Beginning of a Pay Period:
An employee who transfers from a non-ETE agency to an ETE agency will receive ETE links once the employee has completed ETE training, similar to the process for new hires described above.
An employee who transfers from an ETE agency to another ETE agency will continue to remain on ETE uninterrupted.
An employee who transfers from an ETE agency to a non-ETE agency will need to complete a paper timesheet, beginning with the first pay period at the non-ETE agency.
For Transfers Mid-Pay Period and Final Payments:
An employee who transfers mid-pay period will complete two partial paper timesheets; one for each agency to approve their respective portion of the pay period. The gaining agency payroll manager will enter/confirm all of the time for the pay period, charging the losing agency per their timesheet approval.
An employee who is dismissed early in the pay cycle will need to complete a paper timesheet.
Additionally, agency payroll offices may continue to process paper timesheets for employees who resign if this is a more effective way to ensure accuracy for an employee’s final payroll payment.
An updated Form GAO-32 ETE - MANUAL TIME SHEET.xls has been posted to the GAO website.
If you have any questions, please contact [email protected]