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MCtime Information and Support

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FAQs for Managers

Click on the most frequently asked questions below to view the answers.

Click here to jump directly to questions relating to Managing Employee Timecards, i.e. reviewing, editing and approving your employee's timecards.

Employee Role - Timecard Tasks Manager Role - Managing Employee Timecards
Accessing MCtime Access & View Timecard
Editing My Timecard Reviewing Employee Timecards
Paycodes in MCtime Job Aids and Checklists
Transfers in MCtime Deadlines to Approve Employee Timecards
Reviewing My Timecard How to Approve Employee Timecards
Approving My Timecard Pay Code Moves
Schedules in MCtime Changing Overtime Pay to Comp Leave Earned
Overtime Hours in MCtime Changing Comp Leave Earned to Overtime Pay
Multilingual Pay Fixing a Pay Code Move
Leave Balances in MCtime Correcting a timecard NOT Signed Off by Payroll
MCtime Changes with Oracle Implementation Correcting a timecard Signed Off by Payroll
  Employee is my Direct Reports but has Transferred, Retired or Terminated

 

 Accessing MCtime

 Editing my timecard

 Paycodes in MCtime

 Transfers in MCtime

 Reviewing My Timecard

 Approving My Timecard

 Schedules in MCtime

 Overtime Hours in MCtime

 Multilingual Pay

Leave Balances in MCtime

 MCtime Changes with Oracle Implementation

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 Accessing MCtime

How do I access MCtime?

How do I access MCtime from home?

 Do I need to have certain software on my PC to access MCtime from work or at home?

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Editing My Timecard

How do I record leave used for a full day? 

  1. Add a new row to your timecard by clicking on the arrow, 
  2. In the new row, click on the drop down arrow in the Pay Code cell and select the appropriate pay code for the leave used,
  3. Input a full days' worth of hours (ie. 8 hours) under the day you wish to record leave (ensure the hours are input in the new row), and
  4. Delete the Hours Worked for the day in the row that reflects your scheduled hours. 
  5. SAVE your changes.

How do I record leave used for a partial day?

  1. Add a new row to your timecard by clicking on the arrow. 
  2. In the new row, click on the drop down arrow in the Pay Code cell and select the appropriate pay code for the leave used,
  3. Record the amount of leave used for the day.  Make sure the hours are recorded in the new row that you added.
  4. Reduce the Hours Worked for the day in the row that reflects your scheduled hours.   
  5. SAVE your changes.

How do I record overtime hours worked?

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I'm unable to edit or update my timecard. What's wrong?

Do I need to edit my timecard on a daily basis?

Changes have been made to my timecard previously, but now I don't see them.  What happened?

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 Pay Codes in MCtime

How do I know which Pay Code to use?

 Is there a list of pay codes that includes a definition or description of each code?

I tried to record leave (ie. Annual, Sick, Comp Leave Used), but MCtime is telling me I don't have enough leave.  What do I do? 

I recorded 9 hours (or 10 or 12 hours) for a Personal Day and I received an error message.  What happened? 

How do I record hours worked that are eligible for callback pay? 

  1. Add a row in your timecard and select the pay code called Callback Pay  
  2. Record the number of hours that you are eligible for callback pay.  Do not include these hours as Hours Worked.   
  3. Save your changes.

How do I record hours worked that are eligible for shift differential pay?

  1. Record ALL of your hours worked for the day as Hours Worked. 
  2. Add a new row to your timecard and select the appropriate shift differential pay code (i.e. SD3 - Shift Diff 2p-1059p, SD4 - Shift Diff 11p-5a). 
  3. Record the number of regular hours worked that are eligible for shift differential pay.  Shift differential pay must always be entered in addition to recording your hours worked
  4. If overtime hours are worked on the day, another row may need to be added to record the shift differential pay that applies to the overtime hours worked (i.e. SO3 - Shift Diff OT 2pm-1059p or S04 - Shift Diff OT 11p-5a).
  5. SAVE your changes.

Exception - Shift differential pay is automated for all DOT Transit Services Bus Operators and for all employees in the Police Department.  Shift differential pay should not be entered directly into the timecard for these employees. These employees will see the calculated shift differential pay hours by viewing the totals in their timecard.

How do I record hours worked that are eligible for stand by pay?

  1. Add a row in your timecard and choose the pay code called Stand By Pay.
  2. Enter the appropriate number of hours eligible for stand by pay.
  3. Save your changes.

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Transfers in MCtime

What is a Transfer in MCtime?

 What is an account code?

How do I charge hours to a different Cost Center and Fund?  

  1. Click on the arrow in the timecard to add a new row.  The new row will be added and it will automatically display the pay code called Hours Worked.
  2. Click on the magnifying glass in the same row in the Transfer column.
  3. The Transfer Selection box will open.   
  4. Inside the Transfer Selection box, search for the desired code.  Search for the Cost Center-Fund by entering CC followed a space and then enter the cost center followed by an asterisk.  For example, to search for Cost Center 32160 and Fund 001, enter CC 32160* .  All cost center and funds that meet this search criteria will display.  Select the appropriate cost center and fund combination.    
  5. Click OK to return to the timecard.
  6. Upon returning to the timecard, you should see the new Cost Center and Fund combination displayed in the Transfer cell (ie. //CC 32160-001////).  Record the hours worked that should be charged to this code.
  7. Decrease or delete the Hours Worked that are automatically charged to your "home" account code.     
  8. Click on the Save button to save the changes.    
  9. Click on the View Totals Summary link to view the timecard totals and verify that all hours are charged to the expected account codes.   

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How do I charge time to a different Project or CIP Code?   

  1. Click on the arrow in the timecard to add a new row.  The new row will be added and it will automatically display the pay code called Hours Worked.
  2. Click on the magnifying glass in the same row in the Transfer column.
  3. The Transfer Selection box will open.   
  4. Search and select the appropriate Project-Task codes.
    • Inside the Transfer Selection box, search for the Project-Task code by entering PT followed by a space and then enter the Project Code followed by an asterisk.  For example, to search for Project 0150701, enter PT  0150701* .  All Project-Task codes that meet this search criteria will display.   
    • Select the appropriate Project-Task combination.
  5. An Expenditure Org MUST be entered whenever a Project-Task code is entered.  Search and select the appropriate Expenditure Org code.
    • Inside the Transfer Selection box, search for the desired code.  Search for the Expenditure Org by entering the code followed by an asterisk.  For example, to search for Expenditure Org 32000, enter 32000* .  The Expenditure Org should display.     
    • Select the appropriate Expenditure Org.
    • Verify that both both the Project-Task and Expenditure Org codes have been selected.
    • Select OK to return to the timecard.
  6. You should see new Project-Task and Expenditure Org codes in the Transfer cell (ie. //PT 0150701-20C.01/32000///) in the timecard.  Record the hours worked that should be charged to this code.
  7. Decrease or delete the hours that are automatically charged to your "home" account code.   
  8. Click on the Save button to save the changes.    
  9. Click on the View Totals Summary link to view the timecard totals and verify that all hours are charged to the expected account codes.  

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How do I charge time to a grant funded account code?  

In MCtime, you charge hours to a grant funded account code in the same manner as you would if you charged hours to a Project-Task and Expenditure Org.  Grants are set up as Projects and Tasks in Oracle ERP.  Follow the instructions above for charging time to a different Project or CIP code.  Remember, you will need to enter both a Project-Task AND Expenditure Org combination.    

My hours are normally charged to a grant funded account code.  How do I charge hours to a general fund account code?

Follow the instructions above for charging time to a different Cost Center and Fund.     

I need to charge my overtime hours to a different Cost Center and Fund.  How do I do that?  

  1. Click on the arrow in the timecard to add a new row.  The new row will be added and it will automatically display the pay code called Hours Worked.
  2. Enter the number of overtime hours worked in the new row.  Do not change the Hours Worked pay code.  Overtime hours worked are entered by using the Hours Worked pay code.
  3. Click on the magnifying glass in the same row in the Transfer column.
  4. The Transfer Selection box will open.   
  5. Search for the Cost Center-Fund by entering CC followed by a space and then enter the cost center followed by an asterisk.  For example, to search for Cost Center 32160 and Fund 001, enter CC 32160* .  All cost center and funds that meet this search criteria will display.  Select the appropriate Cost Center and Fund combination.    
  6. Click OK to return to the timecard.
  7. Upon returning to the timecard, you should see the new Cost Center and Fund combination displayed in the Transfer cell (ie. //CC 32160-001////).       
  8. Click on the Save button to save the changes.    
  9. Click on the View Totals Summary link to view the timecard totals and verify that all hours are charged to the expected account codes.   

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I worked overtime and I need to charge the hours to a  Reason Code.  How do I do that?

  1. Click on the green arrow in the timecard to add a new row.  The new row will be added and it will automatically display the pay code called Hours Worked.
  2. Enter the number of overtime hours worked in the new row.  Do not change the Hours Worked pay code.  Overtime hours worked are entered by using the Hours Worked pay code.
  3. Click on the magnifying glass in the same row in the Transfer column.
  4. The Transfer Selection box will open.   
  5. Search for the Reason Code by clicking on the drop down arrow in the Reason Code box.  Scroll thru the list to find the appropriate Reason Code. 
  6. Select the desired Reason Code.     
  7. Click OK to return to the timecard.
  8. Upon returning to the timecard, you should see the Reason Code displayed in the Transfer cell (ie. ////COR200//).       
  9. Click on the Save button to save the changes.    
  10. Click on the View Totals Summary link to view the timecard totals and verify that all hours are charged to the expected Reason Code.   

The Cost Center-Fund or Project-Task codes that I need are not available for me to select.  What do I do?  

The Reason Code that I need is not available for me to select.  What do I do?   

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 Reviewing My Timecard

How do I know if what I've entered is correct?

How can I verify that my hours have been charged to the proper account codes?  

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  Approving (Signing) My Timecard

 How do I approve or sign my timecard?

  1. Open your timecard in MCtime for the desired pay period.  Your timecard will always open up to the Current Pay Period.  If you're approving the timecard after the end of the pay period (i.e. on Monday after the end of the pay period), you'll need to change the Time Period to the Previous Pay Period.
  2. Click on the Approve button. 

Once your timecard is approved, the Approve button will change to Remove Approval.  If you need to remove your approval to make an edit to the timecard, you will need to click on the Remove Approval button.

 What is the deadline for me to approve (sign) my own timecard?

Employees should approve their timecard prior to the close of business of their last day worked in the pay period.  An email notification will be sent to any employee that has not approved their timecard as of 11am on the Monday morning following the close of the pay period.  This email notification will be sent between 11am and noon and will remind you to approve your timecard as soon as possible. 

 I received an email notification reminding me to approve my timecard, but I already approved it.  What should I do?

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What happens if I forget to approve my timecard?

 What happens if I am unable to approve my timecard for the pay period?

 Can I approve my timecard before the end of the pay period?

 Can I approve my timecard in advance of the next pay period?

 What should I do if I need to make a change to my timecard after I've approved it?  

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 What is the deadline for my manager to approve my timecard?

What should I do if I need to make a change to my timecard after my manager has approved it?

What happens if my manager is unable to approve my timecard?

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 Schedules in MCtime

My schedule in MCtime is not correct.  How can this be corrected? 

The schedule that pre-populates the timecard for one of my employees is incorrect.  How can this be corrected?

How do I edit my timecard for the current pay period if my schedule is incorrect?

  1. You should edit the timecard so that it reflects what hours were actually worked.  You should change the pre-populated hours and record what was actually worked.
  2. Managers and supervisors should submit a Schedule Change Request Form to correct the schedule for the next pay period.  A Schedule Change Request for Compressed Schedules form should be submitted in the employee works a compressed schedule.

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 Overtime Hours in MCtime

How do I record overtime hours worked in MCtime?

MCtime calculated overtime pay but I want to receive comp leave earned instead.  What do I do?

MCtime calculated compensatory leave earned but I want to receive overtime pay instead.  What do I do?

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Multilingual Pay Differentials 

If you are eligible for Multilingual Pay, MCtime will automatically calculate the differential on your hours worked. The multilingual pay differential will be added to your timecard totals and will not display in the body of your timecard.  In the employee view, you must click on the Totals Summary link to view your Multilingual Pay Differential hours. 

Employees represented by the MCGEO bargaining unit agreement do not automatically earn the multilingual pay differential when overtime hours are worked.  Employees earn the multilingual pay differential only when the language is used when they are in overtime status.  If the language is used and you are working in an overtime status, you will need to add the multilingual pay differential to your timecard by inserting a row for the overtime hours worked.  The MO1 - Multlilingual OT Basic or the MO2 - Multilingual OT Advanced pay codes are used to record the multilingual pay when the language is used in overtime status.

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Leave (Accrual) Balances

 What are accruals?

Leave balances are refered to as Accrual Balances in MCtime.  The word leave balances and accrual balances are used interchangably in all MCtime documentation.

When are the leave balances updated in MCtime?

How do I view my leave balances?

  1. After logging into MCtime, instead of clicking on My Timecard, click on My Reports. 
  2. Click on Accrual Balances and Projections
  3. In the "As Of" box enter today's date
  4. Click on View Report and your leave balances will be displayed.  You can print this report if you like.  All columns that display projected totals should be ignored.

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 MCtime Changes with Oracle Implementation

How did MCtime change with the implementation of Oracle ERP?

MCtime changed with the implementation of Oracle ERP as of 12/19/2010.  Here is what was impacted:

Many managers are unable to view the timecards of employees that terminated or retired from the County prior to December 15, 2010.  Managers that have department wide access to all employees will see these employees by using the Terminated Employees hyperfind query.  Managers should contact the Payroll within the Department of Finance if timecard information is needed on these employees.

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Managing Employee Timecards


How do I access and view one or more employee timecards?

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How do I review the timecards for my employees?

The Pay Period Close Checklist provides step by step instructions for reviewing employee timecards. All managers and supervisors should use this checklist to review timecards prior to approving timecards.

Is there a job aid or checklist that guides me through the timecard review process?

Yes, all managers and supervisors should use the Pay Period Close Checklist when they review their employees timecards. The checklist provides step by step instructions.

What is the Pay Period Close Checklist?

The Pay Period Close Checklist outlines the process that all managers and supervisors should follow when they review their employee timecards.

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What is the deadline for managers to approve employee timecards?

Supervisors and managers should approve all employee timecards no later than noon on Tuesday following the close of the pay period.

How do I approve my employees' timecards?

Timecards should be approved by the manager after the review of the timecard has been performed and all corrections are made.

  1. Navigate to the Timecard Approvals Genie.
  2. Select the employees that you need to approve.
  3. Open the timecards for the selected employees by clicking on the Timecard launch icon.
  4. Review and approve each timecard. From the menu bar, select Approval > Approve. MCtime will ask you if you to verify that you want to Approve. Click Yes.
  5. Click on the arrow next to the employee's name to view the next employee timecard. Repeat step 4 for each employee. Continue until you have approved all your employees.
  6. Return to the Timecard Approvals Genie and click on the Refresh button.
  7. Confirm that all employee timecards have been approved. If not, repeat steps 2 thru 6 for any employees that you may have missed.

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What is a pay code move?

The Pay Code Move function is used by managers only to change the way overtime hours worked are compensated to employees. For example, if an employee earns overtime compensation as overtime PAY, the manager may change the form of compensation to Comp Leave Earned by performing a Pay Code Move.

When would I perform a Pay Code Move?

A manager would perform a Pay Code Move if the employee prefers to receive overtime pay instead of comp leave earned or comp leave earned instead of overtime pay. MCtime calculates overtime pay or comp leave earned based upon pre-established defaults. Generally, all non-exempt employees receive overtime compensation in the form of overtime PAY and all exempt employees receive overtime compensation in the form of comp leave earned.

How do I perform a Pay Code Move?

Refer to the Pay Code Move Job Aid (click to access).

How do I change Overtime PAY to Comp Leave Earned?

Refer to the Pay Code Move Job Aid (click to access).

How do I change Comp Leave Earned to Overtime PAY?

Refer to the Pay Code Move Job Aid (click to access).

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How do I know which Comp Leave Earned pay code to use?

Refer to the second page of the Pay Code Move Job Aid (click to access).There is a table that displays the overtime pay codes that match to the comp leave earned codes.

How do I know which Overtime Pay pay code to use?

Refer to the second page of the Pay Code Move Job Aid (click to access). There is a table that displays the comp leave earned codes that match to the overtime pay codes.

I made a mistake performing a Pay Code Move. How do I fix it?

How do I see if a Pay Code Move has been performed on an employee's timecard?

If a Pay Code Move has been performed, a new tab will be added (where the Totals & Schedule tab is located), called Moved Amounts.

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How do I correct an employee's timecard that has NOT been signed off by Payroll?

How do I correct an employee's timecard that has already been signed off by Payroll, In other words, how do I make corrections to timecards from previous pay periods?

Depending on your department process, either a manager or your department's MCtime representative will need to complete a Timecard Correction Request for Prior Pay Period Form. The completed and approved form may be emailed to the Payroll Section at payroll@montgomerycountymd.gov.

An employee still shows up in my list as a Direct Report, but the employee Transferred, Retired, or Terminated. What should I do?

NOTE: If the employee is transferring to a newly created position or a position that is still occupied by another employee - OMB may become involved in the transfer and have to also approve the transfer in Oracle ERP; this could mean that the two departments may have to coordinate their efforts in reviewing and approving the employee's timecard.

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MCtime Changes with Oracle Implementation

MCtime changed with the implementation of Oracle ERP as of 12/19/2010. Here is what was impacted:

Many managers are unable to view the timecards of employees that terminated or retired from the County prior to December 15, 2010. Managers that have department wide access to all employees will see these employees by using the Terminated Employees hyperfind query. Managers should contact the Payroll Section within the Department of Finance, if timecard information is needed for these employees.

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