FAQ's for Managers

       Access MCtime through Montgomery County's ePortal.

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

 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?

 Editing my timecard

• How do I record leave used for a full day? 

• How do I record leave used for a partial day?

• How do I record overtime hours worked?

• 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?

 Paycodes in MCtime

• I can't view the entire name of the pay code in the Pay Code drop down list.  How can I view the entire name?

• How do I know which Pay Code to use?

• Is there a list of all pay codes that includes the definition or description of each?

• 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 call back pay? 

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

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

 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?

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

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

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

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

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

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

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

 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?

 Approving My Timecard

• How do I approve or sign my timecard?

• What is the deadline for me to approve my timecard?

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

• What happens if I forget to approve my timecard?

• What happens if I'm unable to approve my timecard?

• 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?

• 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 my timecard?

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

 Schedules in MCtime

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

• Who can submit a Schedule Change Request form for me?

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

 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 comp leave earned for my overtime hours but I want to earn overtime pay instead.  What do I do?

• I need to change the overtime pay that was calculated for one of my employees to comp leave earned.  How do I do that?

• I need to change the comp leave earned that was calculated for one of my employees to overtime pay.  How do I do that?

Multilingual Pay

• How do I add multilingual pay to my timecard in MCtime?

• How do I add multilingual pay to the timecard for one of my employees?

Leave Balances in MCtime

• What are accruals?

• When are the leave balances updated in MCtime?

• How do I view my leave balances in MCtime?

• How do I view the leave balances for my employees?

           MCtime Changes with Oracle Implementation 

•  How did MCtime change with the implementation of Oracle HCM/Payroll?

Accessing MCtime

How do I access MCtime?

• MCtime is accessed through the web address www.montgomerycountymd.gov/mctime.  Click on the ePortal link and log in using your regular County network id and password.
• This is the same link that employees use to access their bi-weekly electronic pay advice.
• Click on the MCtime - Manager/Employee Access link. 

How do I access MCtime from home?

• You can access MCtime from home through www.montgomerycountymd.gov/mctime, just as you access MCtime from work.  Click on the ePortal link and log in using your County log in information.
• Click on the first link, MCtime - Manager/Employee Access. 
• If you have problems accessing MCtime using this link (this is the java version of MCtime), use the back button on your browser and click on the link called MCtime - Manager Access - HTML alternative.

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

• In order to access the Manager view of MCtime, a specific version of Java must be installed on your computer.  This version is 1.5.0.170.  This version of Java should be installed on all manager's computers. If you encounter problems accessing the Manager view (Java based) at work, contact the Help Desk at x72828.
• The Manager view of MCtime is accessible using your home computer if you have the proper version of Java installed (version 1.5.0.170).  If you do not have Java or have a different version installed, MCtime may not perform as expected and may not load.  If you encounter this problem, log out of MCtime and click on the MCtime Manager Access - HTML alternative link.  You'll be able to view, edit and approve timecards in this view; however,  you won't be able to perform a Pay Code Move if necessary.
• You do not need to use VPN to access MCtime on your home computer. 

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 green 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 green 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?

• Simply increase your Hours Worked. If the overtime hours need to be charged to a different Cost Center and Fund or Project and Task Code, you'll need to record the additional Hours Worked in a new row. 

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

• You likely can't edit your timecard because -
  1. You've already approved your timecard,
  2. Your supervisor has approved your timecard,  or 
  3. Payroll has signed off on your timecard. 
• While viewing your timecard, verify who has approved it by clicking on the Signoffs and Approvals tab in the bottom left corner beneath your timecard.  If you have already approved your timecard and your supervisor has not approved it yet, you can remove your approval and edit your timecard.  To remove your approval, click on Approvals in the menu bar and remove your approval - select Remove Approval.  You'll need to approve your timecard again once you complete the edits.
• If a supervisor has approved your timecard and your timecard has NOT been signed off by Payroll, your supervisor will need to remove their approval and make the edits for you. Or, you can make the edits if you remove your approval as well.  Once the edits are completed, you and the supervisor will need to approve the timecard again.
• If your timecard has been signed off by Payroll, edits to the timecard can no longer be made by you or the supervisor.  Changes to previous pay periods will need to be submitted via the Timecard Correction Request for Prior Pay Period Form .  This form must be approved and submitted by a supervisor.  The form may be faxed to the Payroll Office at 7-8843 or emailed to the Payroll mailbox payroll@montgomerycountymd.gov .  

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

• It is recommended you update your timecard on a daily basis to ensure your hours are recorded accurately. 

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

• You must SAVE your changes to the timecard after you have performed one or more edits.  Unfortunately, MCtime does not automatically save changes for you; therefore, you must click on the Save button before you navigate away from your timecard or log out of MCtime.  Sometimes an employee will make a change in MCtime and before they get a chance to save the change, they'll get a phone call that lasts for more than 20 minutes or so.  If you're idle or inactive in MCtime for more than 20 minutes and have not saved your changes, you will automatically be logged out of MCtime and your changes will be lost.  We recommend that you save your changes often if you are making a lot of changes to your timecard.  
• It's possible that a supervisor made changes to your timecard.  To view all changes to your timecard, click on the Audits tab in the bottom left corner beneath your timecard and select "All" in the dropdown menu.  Any changes made to your timecard will be displayed.  As a note, if a supervisor makes changes to your timecard AND you have approved your timecard, you will receive an email notification. This email alerts you that a change has been made to your timecard and will display the name of the person editing your timecard.    
• Make sure that your edits were made in the correct time period (Current Pay Period vs. Previous Pay Period).
• Make sure that you're viewing your timecard for the correct time period (Current Pay Period, Previous Pay Period, etc).

Pay Codes in MCtime

I can't view the entire name of the pay code in the Pay Code drop down list.  How can I view the entire name?

• Similar to Microsoft Excel, you can click between column headers and drag your mouse to the right to make the column wider so that the entire pay code name is displayed.  Unfortunately, once you expand the column and make it larger, the column width can't be permanently fixed so that it remains at this width for all future MCtime sessions.  We wish it could. 
• Alternatively, there is a scroll bar at the bottom of the list that allows you to scroll to the right or left in order to view the complete pay code name.

How do I know which Pay Code to use? 

• If you're not sure which pay code to use, check with your supervisor or your department's MCtime subject matter expert (SME). 
• Refer to the Pay Code Description listing available on this website.  The listing will provide you with more information on each pay code. 

 Yes, refer to the Pay Code Description listing that is available under the Resources tab of this website.

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? 

• MCtime will validate leave recorded in your timecard against your available leave balances and will not allow you to use leave that you don't have available.  If you don't have sufficient leave, MCtime will prompt you to edit your timecard and record the hours using another appropriate leave type that may be available. If you don't have any leave available for the situation, Leave Without Pay and AWOL - Absense without Leave are also available.  You'll want to check with your supervisor, however, before selecting one of these codes.    

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

• When an employee on an alternative work schedule (i.e. a compressed schedule or a 4/10 work schedule) uses a Personal Day and records the day as 9 or 10 hours used, the Personal Day balance displayed in MCtime after the use of the day is updated incorrectly.  The incorrect balance will continue to display in MCtime until the next bi-weekly payroll is processed and the leave balances are correctly updated by the Oracle HCM/Payroll system.  Employees should ignore any error messages received and verify that they have used no more than their true number of eligible Personal Days that were available for year.
• For more information on recording Personal Days in MCtime, refer to the Personal Days Usage in MCtime document available on this website.

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

1. Add a row in your timecard and select the pay code called Call Back Pay  
2. Record the number of hours eligible for call back pay.  Do not include these hours as Hours Worked.   
3. Save your changes.

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.

1. Add a row in your timecard and choose the pay code called Standby Pay.
2. Enter the number of hours that you were in official Standby Status.
3. Save your changes.

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Transfers in MCtime

What is a Transfer in MCtime? 

• A "transfer" is performed in MCtime when you need to charge hours to a Cost Center and Fund or Project and Task Code that is different from your "home" Cost Center and Fund or Project and Task Code that you are assigned to in the Oracle ERP system. 
• Transfers are also performed by employees in some departments to add a Reason Code which defines why certain hours were worked.  For example, FRS employee's enter Reason Codes that explain the reason overtime hours were worked.

• An account code represents a Cost Center and Fund or a combined Project and Task Code with Expenditure Org. All employees are assigned a home account code in Oracle ERP.  Some employees are assigned to multiple account codes in Oracle ERP.  Most employees are assigned a home Cost Center and Fund account; however, employees that are assigned to a capital improvement project (CIP) or Grant are typically assigned a home Project and Task Code along with an Expenditure Org. 

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 in the cell in the new row under the Transfer column and then click on the drop down arrow.
3. A drop down list will appear - click Search. The Select Transfer box will open. 
4. You will receive the message "Too many entries in this level, please refine the search".  Click OK.   
5. Inside the Select Transfer box, click on the Cost Center-Fund or Project-Task radio button.  In most cases, the radio button will already be selected. 
6. Search and select the appropriate Cost Center-Fund code.
   • Click in the Name or Description box that appears on the left side of the Select Transfer box under Labor Account.box, search for the Cost Center-Fund code by entering CC followed by a space and then enter the Cost Center-Fund Code followed by an asterisk.  For example, to search for Cost Center 32160 and Fund 001, enter CC 32160* .  All Cost Center-Fund codes that meet this search criteria will display.   
   • Select the appropriate Cost Center-Fund combination.  When you click on the desired code, it will insert the code into the right side fo the Select Transfer box.      
7. Verify that the desired code displays and then click OK to return to the timecard.    
8. Upon returning to the timecard, you should see the new Cost Center-Fund combination displayed in the Transfer cell (ie. //CC 32160-001////).  Record the hours worked that should be charged to this code.
9. Decrease or delete the Hours Worked that are automatically charged to your "home" account code.     
10. Click on the Save button to save the changes.    
11. Verify that all hours are charged to the expected Cost Center-Fund by reviewing the timecard totals under the Totals & Schedule tab.

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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 in the cell in the new row under the Transfer column and then click on the drop down arrow.
3. A drop down list will appear - click Search. The Select Transfer box will open. 
4. You will receive the message "Too many entries in this level, please refine the search".  Click OK.   
5. Inside the Select Transfer box, click on the Cost Center-Fund or Project-Task radio button.  In most cases, the radio button will already be selected. 
6. Search and select the appropriate Project-Task code.
   • Click in the Name or Description box that appears on the left side of the Select Transfer box under Labor Account.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.  When you click on the desired code, it will insert the code into the right side fo the Select Transfer box.
7. Search and select the appropriate Expenditure Org code. An Expenditure Org MUST be entered whenever a Project-Task code is entered.  
   • Click on the Expenditure Org radio button. You will receive the message "Too many entries in this level, please refine the search".  Click OK. 
   • Click in the Name or Description box to 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. When you click on the desired code, it will insert the code into the right side fo the Select Transfer box.
8. Verify that both both the Project-Task and Expenditure Org codes have been selected.
9. Select OK to return to the timecard.
10. You should see the 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.  
11. Decrease or delete the Hours Worked that are automatically charged to your "home" account code.     
12. Click on the Save button to save the changes.    
13. Verify that all hours are charged to the expected Project-Task and Expenditure Org by reviewing the timecard totals under the Totals & Schedule tab. 

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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.    

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

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. Record the additional hours worked in the new row under the appropriate day.
3. Click in the cell in the new row under the Transfer column and then click on the drop down arrow.
4. A drop down list will appear - click Search. The Select Transfer box will open. 
5. You will receive the message "Too many entries in this level, please refine the search".  Click OK.   
6. Inside the Select Transfer box, click on the Cost Center-Fund or Project-Task radio button.  In most cases, the radio button will already be selected. 
7. Click in the Name or Description box that appears on the left side of the Select Transfer box under Labor Account.  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*. Click on the Search box.  All cost center-fund combinations that meet the search criteria will display.  Select the appropriate cost center-fund combination.  When you click on the desired code, it will insert the code into the right side of the Select Transfer box.  
8. Verify that the desired code displays and then click OK to return to the timecard.    
9. Upon returning to the timecard, you should see the new Cost Center-Fund combination displayed in the Transfer cell (ie. //CC 32160-001////).  Record the hours worked that should be charged to this code.
10. Click on the Save button to save the changes.    
11. Verify that all hours are charged to the expected Cost Center-Fund by reviewing the timecard totals under the Totals & Schedule tab. 

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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. Record the additional hours worked in the new row under the appropriate day.
3. Click in the cell in the new row under the Transfer column and then click on the drop down arrow.  
4. A drop down list will appear.  Select the project code if it displays as a short cut in the drop down list; if not, select Search. The Select Transfer box will open.   
5. Inside the Select Transfer box, click on the Reason Code radio button.  
6. All available Reason Codes will display in the Available Entries list. 
7. Scroll to find the desired code and click on the entry. When you click on the desired code, it will insert the code into the right side fo the Select Transfer box.  
8. Verify that the desired code displays and then click OK to return to the timecard.    
9. Upon returning to the timecard, you should see the new Reason Code displayed in the Transfer cell (ie. ////COR200//). .     
10. Click on the Save button to save the changes.    
11. Verify that all hours are charged to the expected Reason Code by reviewing the timecard totals under the Totals & Schedule tab.  

• Contact your supervisor.  Your supervisor should verify that you are trying to enter the correct codes. 
• Call the IT Help Desk at 240-777-2828 for additional guidance.  A Help Desk ticket will be opened and routed to the appropriate functional or technical resource for resolution.

• Contact your supervisor.  Your supervisor should verify that you are trying to enter the correct Reason Code. 
• Call the IT Help Desk at 240-777-2828 for additional guidance.  A Help Desk ticket will be opened and routed to the appropriate functional or technical resource for resolution.

Reviewing My Timecard 

• Prior to approving your timecard for the pay period, review your timecard totals that display under the Totals & Schedule tab beneath your timeard.   
  • If you're a regular, full-time employee (and you're not a Montgomery County firefighter), the Total Hrs Toward Schedule amount must be 80.  You may not have  accounted for your hours properly if this number is more or less than 80.
  • Verify that any leave hours recorded are correct.
  • If you worked hours that should be paid as overtime, verify that the correct overtime pay or comp leave earned is reflected.  Notifiy your supervisor if a change in the form of payment (overtime pay to comp leave earned or vice versus) is requested.
  • Verify that your shift differential hours are correct and were only recorded based on actual hours worked.
  • Verify that multilingual pay was calculated by MCtime on your hours worked, if eligible.
  • If a transfer was performed to charge hours to a different account code, verify that the correct codes were entered, i.e. Cost Center-Fund or Project-Task, Expenditure Org (if a Project-Task was entered) and/or Reason Code. 

• Refer to the Totals & Summary tab at the bottom left side of the window.  You can verify that leave, hours worked, hours transferred and overtime have been charged to the appropriate account codes.  Hours that have not been transferred to accounts will be charged to your home Cost Center-Fund (or Project-Task) as reflected and maintained in Oracle ERP.  Ask your supervisor or your department's HR liaison if you need to know what your home accounts are in Oracle ERP.

 Approving (Signing) 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. Select Approvals in the menu bar and click on Approve.   You'll see an option to Remove Approval if you later need to remove your approval in order to make an edit.  You can remove your approval and make additional edits to the timecard anytime before your manager approves your 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. 

• Verify that you have approved your timecard for the Previous Pay Period (vs. the Current Pay Period) and approve it if you have not done so already.  You may still approve your timecard after receiving the notification.
• For New Hires, the system displays a "partial" approval during the first pay period due to the actual hire date, typically Monday, occurring on a day other than the first day of the pay period (Sunday).

• If you are unable to approve your timecard, your supervisor may approve your timecard on your behalf.  Payroll will process an employee's timecard without an employee approval as long as a supervisory approval has been performed.   

• Payroll will process an employee's timecard without an employee approval as long as a supervisory approval has been performed.   

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• Yes, we recommend that all employees approve their timecard prior to the end of their last day worked in the current pay period. Employees that have scheduled leave for the end of the pay period should record the leave in the timecard and approve their timecard on their last day on the job before their leave begins.     

• Yes, but generally this should be done only if you will be on leave for that period of time.  It is not recommended that timecards be approved more than one pay period in advance.  

• As long as Payroll has not signed off on the timecard, you can remove your approval and make edits.  Note, however, your supervisor must remove his/her approval first if they have already approved your timecard.   

• Managers should approve employee timecards no later than noon on the Tuesday following the close of the pay period.    

• First, your manager will need to remove his/her approval.  You will then need to remove your approval from your timecard in order to edit it.  After you edit your timecard, you and your supervisor will need to approve your timecard again.
• Alternatively, your manager can remove their approval and make the change to your timecard for you. You will receive an email alert that a change was made to your timecard by the manager.  Your manager will need to reapprove your timecard once the edit is made.

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• Your manager will arrange for another manager to approve your timecard in their absence.  If your timecard remains unapproved at the end of the pay period, Payroll will work with your department MCtime representatives to insure that your timecard is approved by a backup supervisor or manager. 

Schedules in MCtime 

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

Contact your supervisor or your department's MCtime representative or SME.  A Schedule Change Request Form must be submitted to the MCtime office to correct the schedule that pre-populates your timecard. The form must be approved by a supervisor or manager and may be faxed to the MCtime Office at x7-9724.  If  your schedule is incorrect, you should edit your timecard so that it reflects what you actually worked in the pay period.

A separate Schedule Change Request for Compressed Schedules form must be submitted if you are assigned to one of the compressed schedules (i.e. compressed Schedule A, B, C or D) with every other Friday or Monday scheduled off. 

Complete the Schedule Change Request Form and fax it to the MCtime office at x7-9724. The completed form may also be emailed to the MCtime mailbox at mctime@montgomerycountymd.gov .

If the employee is assigned to a compressed schedule (schedule A, B, C or D), the Schedule Change Request for Compressed Schedules form should be submitted. 

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.

 Overtime Hours in MCtime 

• Simply increase your Hours Worked for the day.  You'll need to record the additional hours worked in a new row only if the hours need to be charged to a Cost Center-Fund or Project-Task code with Expenditure Org and/or Reason Code.

• Your supervisor or another manager that has access to your timecard must make the change for you.  Ask your supervisor to perform a Pay Code Move to change your overtime pay to comp leave earned.  This change must be made before your supervisor approves your timecard for the pay period.  

• Your supervisor or another manager that has access to your timecard must make the change for you.  Ask your supervisor to perform a Pay Code Move to change your comp leave earned to overtime pay.  This change must be made before your supervisor approves your timecard for the pay period.   

You must perform a Pay Code Move. Refer to the Pay Code Move job aid or refer to the MCtime for Managers Reference Guide.    Click here to access the Pay Code Move job aid on the MCtime website.    

You must perform a Pay Code Move. Refer to the Pay Code Move job aid or refer to the MCtime for Managers Reference Guide.    Click here to access the Pay Code Move job aid on the MCtime website. 

Multilingual Pay Differentials 

If you or one of your employees is eligible for Multilingual Pay, MCtime will automatically calculate the differential on your hours worked. As a manager, you'll see the Multilingual Pay Differential added to the timecard totals in the Totals & Schedule tab beneath the timecard.  In the employee view, employees must click on the Totals Summary link to view their Mulitlingual Pay Differential. 

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

Leave (Accrual) Balances

Leave balances are refered to as Accrual Balances in MCtime.  Leave balances and accrual balances are terms that are used interchangably in all MCtime documentation.

Leave balances in MCtime are updated bi-weekly on the Monday morning prior to pay day (Friday).   

Managers may view their leave balances from within the timecard view by clicking on the Accruals tab beneath the timecard.  Balances display as of the date selected from within the timecard.  If you click on a specific date in the timecard, the accrual balances will display as of that specific date. 

 Managers may view the leave balances for their employees within the timecard screen for each individual employee. 

The Leave Balances Genie also displays leave balances as of the end of the pay period displayed for all of employees that the manager has access to view.

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 Managing Employee Timecards

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

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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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.   

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.  

• If an employee typically earns Overtime Pay and requests to earn Comp Leave instead, you would perform a Pay Code Move to change the overtime compensation to Comp Leave Earned.
• If an employee typically earns Comp Leave and requests to earn Overtime Pay instead, you would perform a Pay Code Move. 

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

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

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

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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. 

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. 

• Once a Pay Code Move has been performed, a new tab will be added (where the Totals & Schedule tab is located), called Moved Amounts.  Click on this tab and you will see all Pay Code Moves that have been performed for the pay period displayed.  Right-click on the moved amount you wish to edit and then right click on Delete. 
• You must delete the moved amount and start over.  You cannot edit a moved amount. 

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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• If you have already approved the timecard, you will need to remove your approval in order to enter changes to the timecard.  Enter the desired changes and then approve the timecard again.
• The employee may enter changes to the timecard also given that both you (as the manager) and the employee removes all approvals to the timecard.
• Payroll generally applies the sign off to all timecards on Wednesday following the close of the pay period.

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.

• If an employee within your Direct Report view Transfers to another department, Retires from the County or Terminates from the County, the employee will remain in your view until the department has processed the employee in Oracle ERP and the Office of Human Resources has approved the Transaction - this may take 4-6 weeks after the last pay period the employee worked.
• As a manager of a retired or terminated employee, you will need to continue to zero out or delete the hours for that employee and approve the timecard until that employee is officially terminated and no longer in your list of direct reports.
• As a manager of a transferred employee, you will need to make sure that your department has processed the employee's transfer in Oracle ERP. OHR will then approve the transfer in Oracle ERP and the employee should then transfer to the new department. By the 1st Thursday of the new pay period, the employee should be in MCtime in their new department. If they are not, please contact the Departmental HR Liaison to follow up on the status of the transfer within Oracle ERP.

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:

• MCtime employee id's were replaced by the employee's Oracle ERP employee id.
• The codes that you enter to charge time to different accounts were replaced by new codes.   Index codes and grant years are no longer entered.  Cost Center-Fund, Project-Task, Expenditure Org and Reason Codes are now used.
• Your home account information (what used to be your home index code, project code and grant year) no longer displays in MCtime.  This information is now maintained in Oracle ERP Labor Distribution.  Your department HR Liaison has access to this information, if needed.
• All hours are now charged based upon the employee's Labor Schedule maintained in Oracle ERP Labor Distribution.  Employees and managers may override the labor schedule by entering account transfers into the MCtime.  
• The organizational structure that displays in MCtime changed.  Department, division, section and subsection numbers (i.e. 7120-0201) have been replaced by text descriptions (i.e. LIB 71 Public Administration, Rockville Library).  In some departments, the organizational structure changed. The change in the organizational structure and display is noticed on Genies and reports by Managers.  This change was transparent to most employees.
• Managers with expanded access (the ability to see more employees than just their direct reports) no longer have a hyperfind query to displays their direct reports.  A job aid is available to managers to recreate this query.  Refer to the tab: MCtime Resources.
• Reports - Reports that detail hours by Cost Center-Fund, Project Task or Reason Codes must be executed thru Oracle ERP.  This information is no longer maintained in MCtime. 
• Scheduled account transfers are no longer maintained in MCtime.  Timecards for many employees in DOT, HHS, DEP, HCA, FIN, OHR and BIT that have hours charged to multiple index codes or project codes no longer see the hours by account code pre-populated on their timecard. Scheduled account transfers are now maintained in Oracle HCM labor distribution. Employees no longer need to enter these codes into their timecard unless an override to Labor Distribution is necessary.

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