Time reporting
This section describes the roles and responsibilities of the various parties involved in time reporting.
On this page
- Process description
- Employee responsibilities
- Manager responsibilities
- Finance responsibilities
- Trusted source responsibilities
- Pay Centre responsibilities
Process description
Time reporting is required for employees who are positive time reporters (for example, those employees who are required to submit timesheets in order to receive payment).
Employee responsibilities
Employees have certain responsibilities regarding time reporting.
Departments using time and labour module in Phoenix
Employees who work in a department that is using the time and labour module in Phoenix are responsible for:
- enrolling in myKEY to access the self-service functionality
- recording and saving positive time entries in the timesheet page using Phoenix self-service
- selecting their section 34 manager and updating as required
Important
Employees should submit entries during the current pay period to avoid delays in getting paid.
Note
Employees who do not have access to Phoenix self-service should contact their section 34 manager to make entries on their behalf.
Departments not using time and labour module in Phoenix
Employees who work in a department that is not using the time and labour module in Phoenix are responsible for submitting their positive time to their section 34 manager.
Late submission of time
If time is not submitted within 6 months of the time worked, employees are responsible for completing an extra duty pay form (accessible only on the Government of Canada network) and providing it to their section 34 manager for approval. Once completed, it must be sent to the Pay Centre under cover of a pay action request form.
Manager responsibilities
Managers have certain responsibilities regarding time reporting.
Departments using time and labour module in Phoenix
The section 34 manager is responsible for:
- reviewing and approving positive time entries for all employees they have section 34 responsibility for
- reviewing and approving payable time entries for their employees by accessing the approve payable time tab in Phoenix and by performing the following:
- approving (an approved entry is sent to payroll for processing)
- denying (a denied entry is deleted from Phoenix and a worklist item is sent to the employee)
- pushing back (a pushed back entry requires that either the employee or manager amend the time entry on the timesheet page)
- reviewing and approving payable time entries with the help of a worklist
Note
The section 33 authorizer does a push back on an approved request for payable time.
Employees unable to access Phoenix self-service
The section 34 manager may report positive time on the employee’s behalf. In addition, section 34 managers can enter time in Phoenix self-service if the employee has not entered their positive time within 6 months of the time worked.
Note
The time will need to be approved by the delegated section 34 manager the day after it was entered despite inputting the hours themselves.
Departments not using time and labour module in Phoenix
The section 34 manager is responsible for approving the positive time entries and providing the request to the timekeeper.
Late submission of time (more than 6 months)
A late submission is positive time not entered within 6 months of the time worked.
Section 34 managers are responsible for:
- signing the time form and requesting authentication by the departmental trusted source
- submitting form, under cover of a pay action request form, by encrypted email, fax, or mail to the Pay Centre Mail facility
- confirming all mandatory fields are populated (first and last name, Personal Record Identifier, department name, request work type, request sub-type, and effective date)
Finance responsibilities
Section 33 authorization is required for the transaction in Phoenix.
Important
The section 33 authorizer does a push back on an approved request for payable time.
Note
In accordance with procedures, contact the section 34 manager if there are questions or concerns on a transaction requiring section 33 authorization.
Trusted source responsibilities
For positive time not entered within 6 months of the time worked, the trusted source is responsible for:
- ensuring that signatures on paper requests transmitted from departments to the Pay Centre are authenticated. For example:
- the section 34 signature is authenticated for all requests affecting financial results or manager’s budget before it is sent to the Pay Centre
- the human resources delegated signature is authenticated for all requests being submitted by departments (excluding direct from employees)
Note
Paper requests submitted directly by employees to Pay Centre, without any departmental signatory requirements, are excluded from the trusted source scope.
Pay Centre responsibilities
For late submission of time, the Pay Centre is responsible for:
- checking the trusted source list
- manually entering the late time into Phoenix