ALCOAST 596/10 COMDTNOTE 12600 SUBJ: CIVILIAN EMPLOYEE TIME AND ATTENDANCE, NEW EMPLOYEE ACCOUNT CREATION, PERSONNEL ACTION REQUIREMENTS FOR SCHEDULE CHANGES, AND CORRECTED TIMECARD GUIDANCE

R 171659Z DEC 10


1. THE WEB-BASED TIME AND ATTENDANCE (WEBTA) APPLICATION WAS UPGRADED
TO VERSION 3.8.14 ON 25OCT10. THE MOST NOTICEABLE CHANGE FOR
EMPLOYEES IS AN IMPROVED FORGOT PASSWORD EMAIL MESSAGE NOTIFICATION.
THIS UPGRADE ALSO PROVIDES BI-DIRECTIONAL DATA INTEGRATION BETWEEN
WEBTA AND THE NATIONAL FINANCE CENTER (NFC) PAYROLL AND PERSONNEL
(PAYPERS) DATABASE. PRIOR TO THIS UPGRADE, DATA ONLY FLOWED FROM
WEBTA TO NFC PAYPERS AND THE CIVILIAN HUMAN RESOURCES OFFICE AND
TIMEKEEPERS WERE MANUALLY ENTERING EMPLOYEE RECORDS IN WEBTA.
2. EFFECTIVE IMMEDIATELY, NEW CIVILIAN EMPLOYEE WEBTA ACCOUNTS (E.G.
NEW HIRE ACCOUNTS) WILL BE CREATED BY THE WEBTA HELPDESK. TIMEKEEPERS
SHALL NOT CREATE NEW EMPLOYEE ACCOUNTS. RATHER, THEY SHALL EMAIL THE
WEBTA HELPDESK (USCGWEBTA(AT)USCG.MIL) THE EMPLOYEE NAME AND THE NAME
OF THE EMPLOYEES SUPERVISOR.
3. EFFECTIVE 03JAN11:
   A. EMPLOYEE WEBTA PROFILES WILL AUTOMATICALLY UPDATE ON THE FIRST
MONDAY OF EACH PAY PERIOD. THIS MEANS THE EMPLOYEES PAY PLAN, TOUR OF
DUTY (FULL TIME, PART TIME, ETC), DUTY HOURS (NUMBER OF BI-WEEKLY
HOURS), AND SERVICE COMPUTATION DATE FOR LEAVE WILL AUTOMATICALLY
UPDATE EACH PAY PERIOD TO REFLECT THE INFORMATION MAINTAINED IN THE
SYSTEM OF RECORD FOR PAYROLL AND PERSONNEL PROCESSING (E.G. THE
INFORMATION FROM THE MOST RECENT PERSONNEL ACTION). TIMEKEEPERS SHALL
REFRAIN FROM MANUALLY ADJUSTING EMPLOYEE PROFILES IN WEBTA (E.G.
CHANGING WORK SCHEDULE FROM FULL TIME TO PART TIME, ETC). IN CASES
WHERE THE WEBTA PROFILE IS INCORRECT, THE TIMEKEEPER SHALL INFORM THE
SUPERVISOR AND EMPLOYEE THAT A PERSONNEL ACTION IS REQUIRED TO
CORRECT THE ISSUE (E.G. HR MUST BE ENGAGED VIA SUBMISSION OF AN SF52)
AND PROCESS THE TIMECARD USING THE DATA ON RECORD.
   B. EMPLOYEE TIME-OFF AWARD BALANCES WILL AUTOMATICALLY UPDATE ON
THE FIRST MONDAY OF EACH PAY PERIOD. THIS MEANS THAT TIME-OFF AWARD
BALANCES WILL UPDATE IN THE PAY PERIOD FOLLOWING PERSONNEL ACTION
PROCESSING.
4. CORRECTED TIMECARDS: TIMECARD CORRECTIONS SHOULD BE RARE
OCCURRENCES. FREQUENT CORRECTIONS (E.G. MORE THAN 1 IN A LEAVE YEAR)
ARE INDICATIVE OF POOR COMMUNICATION BETWEEN THE EMPLOYEE, TIMEKEEPER
AND SUPERVISOR. THE OFFICE OF CIVILIAN HUMAN RESOURCES CONTINUES TO
SEE INSTANCES WHERE SUPERVISORS CERTIFY CORRECTED TIMECARDS DURING
THE WRONG PART OF A PAY PERIOD. IMPROPER SUBMISSION OF CORRECTED
TIMECARDS CREATES A FALSE IMPRESSION THAT THE CORRECTION HAS APPLIED,
GENERATES LEAVE BALANCE DISCREPANCIES BETWEEN WEBTA AND THE PAYROLL
SYSTEM, AND CREATES MORE WORK FOR THE CIVILIAN HR OFFICE. CORRECTED
TIMECARDS SHOULD BE SUBMITTED IAW PARA 5.
5. CORRECTED TIMECARDS ARE TO BE SUBMITTED DURING WEEK TWO (2) OF THE
PAY PERIOD (E.G. THE WEEK OPPOSITE OF ROUTINE TIMECARD
CERTIFICATIONS). IN THE CASE THAT MULTIPLE CORRECTIONS ARE NEEDED,
TIMECARDS MUST BE CERTIFIED IN SEQUENCE STARTING WITH THE OLDEST
CORRECTION. NO MORE THAN 5 CORRECTED TIMECARDS CAN BE SUBMITTED IN A
SINGLE PAY PERIOD. IF MORE THAN 5 CORRECTIONS ARE NEEDED, CONTACT THE
WEBTA HELPDESK. FOR MORE GUIDANCE, PLEASE REFER TO THE CORRECTED
TIMECARD JOB AID TITLED WEBTA JOB AID TA CORRECTIONS.PPT LOCATED AT
HTTP://WWW.USCG.MIL/CIVILIANHR/WEBTA.ASP
6. TIMEKEEPERS AND SUPERVISORS ARE REMINDED THAT FULL TIME EMPLOYEES
(EXCEPT FIREFIGHTERS) MUST ACCOUNT FOR 80-HOURS OF WORK, HOLIDAY,
LEAVE OR OTHER ABSENCE IN EVERY PAY PERIOD. SUBMITTING LESS THAN AN
80-HOUR TIMECARD FOR A FULL TIME EMPLOYEE REQUIRES OUR PAYROLL
PROVIDER TO MANUALLY INTERVENE BY USING ANNUAL LEAVE, COMPENSATORY
TIME, OR LEAVE WITHOUT PAY TO ENSURE THE TIMECARD REFLECTS 80-HOURS.
FOR PART-TIME EMPLOYEES, THE TIMECARD MUST REFLECT THE DUTY HOURS FOR
THE LAST PERSONNEL ACTION. IF FEWER HOURS ARE SUBMITTED, OUR PAYROLL
PROVIDER MANUALLY INTERVENES BY USING AVAILABLE ANNUAL LEAVE,
COMPENSATORY TIME, OR LEAVE WITHOUT PAY. PART-TIME EMPLOYEES MAY WORK
IN EXCESS OF THEIR DUTY HOURS FOR TWO (2) PAY PERIODS WITHOUT
SUBMITTING A REQUEST FOR PERSONNEL ACTION.
7. FOR QUESTIONS REGARDING PERSONNEL ACTION PROCESSING AND WORK
HOURS, CONTACT YOUR SERVICING CSA OR HR SPECIALIST
HTTP://WWW.USCG.MIL/CIVILIANHR/CONTACT.ASP. FOR QUESTIONS REGARDING
WEBTA, CONTACT THE HELPDESK AT USCGWEBTA(AT)USCG.MIL
8. MR. CURTIS B. ODOM, DIRECTOR OF PERSONNEL MANAGEMENT, SENDS.
9. INTERNET RELEASE AUTHORIZED.

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