Managing Exceptions
This guide provides information on the different exceptions that might be generated by employees entering payable time, including what they mean, how to correct them, who they apply to, and who should clear them.
What is an exception?
An exception is a possible error that is generated when an employee's time entry violates a set rule in the CHRS system.
What should I do if an employee's time entry has an exception?
The first course of action should be to ask the employee to correct their time entry whenever possible.
If the employee is not able to make a correction, the exception should be allowed by the employee's manager or Payroll, depending on the severity of the exception.
Managers are responsible for clearing low/medium severity exceptions before approving time. Payroll is responsible for clearing high severity exceptions.
How do I clear exceptions?
When should exceptions be cleared?
If exceptions remain past the deadline to submit time entries, the exceptions must be cleared before managers approve time entries.
What happens if an exception isn't resolved?
The employee will not be cleared for payment that pay period.
Common Exceptions
| Exception Description | Severity | What Correction Should Be Made? | Exception Applies To? | Who Should Clear It? |
|---|---|---|---|---|
| Daily hours exceed 16 |
Medium | Employee should enter no more than 16 hours on that day. Move excess hours to another day. |
All Employees |
Manager |
| Invalid Comp Time TRC/Balance | Medium | Employee should not claim more Comp Time than what they have accrued. Change Time Reporting Code and/or reduce Comp Time taken. | Faculty/Staff | Manager |
| More than 24 hours reported |
Medium | Employee should enter no more than 16 hours on that day. Move excess hours to another day. |
All Employees | Manager |
| Weekly Hours exceed 20 |
Medium | Employee should reduce hours reported that week as to not exceed 20. Move excess hours to another week. |
Student Employees |
Manager |
| Weekly Hours exceed 40 | Medium | Employee should reduce hours reported that week as to not exceed 40. Move excess hours to another week. | All Employees |
Manager |
| Inactive Time Reporter Status | High | Contact Payroll for assistance. | All Employees |
Payroll |
| TRC is not in TRC Program | High | Contact Payroll for assistance. |
All Employees |
Payroll |
Need More Help?
For questions about your specific entries or reporting requirements for your position, contact Payroll at 657-278-2521 or [email protected].
For training and how-to assistance, contact IT Training at 657-278-5647 or [email protected].
For technical assistance, contact the IT Help Desk at 657-278-7777 or [email protected].
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