Bureau of Indian Education | Quicktime FAQs

Quicktime FAQs


  • What is a Local Administrator for Quicktime?
    A local administrator is the first person you’ll go to for help and assistance with Quicktime. Local administrators provide Quicktime users with their UserID and password, and can reset Quicktime passwords in the system. Local administrators work with timekeepers to make sure new employees are added and assigned to timekeepers and certifiers, and provide assistance to timekeepers with updating employee profile information. Local administrators work with certifiers to make sure timesheets are completed in a timely manner. Local administrators work with the BIE master administrators when adding and removing employees in Quicktime, and to establish new timekeepers and certifiers. Every Education Line Office has at least one local administrator to work with the schools and offices reporting to that ELO. Follow this link to download a full list of all BIE Local and Master Administrators.
  • What is the difference between FPPS and Quicktime?
    Quicktime is the time and attendance reporting system for all of BIE. FPPS is the system used to process personnel actions. FPPS and Quicktime communicate every pay period to process time and attendance, and to overlay employee information, leave balances, etc. FPPS UserIDs and passwords are separate and different from Quicktime UserIDs and passwords. Your local administrator may reset your Quicktime password, FPPS passwords may only be reset by contacting Edie Benson (505-563-5302), Jacque Benavides (505-563-5313) or Gayla Schock (505-563-5324) in the BIE Human Resources Office.
  • What are the deadlines every pay period for processing timesheets?
    Quicktime has the same deadlines as FPPS. Pay periods will begin and end on the same schedule, and pay days remain the same. QT Timesheets need to be completed prior to the end of the last workday of the pay period (usually Friday, sometimes Saturday). The only thing that should be left the week after the pay period ends is finalizing/validation by the timekeepers and certification. Follow this link to download a copy of the payroll schedule.
  • Who releases timesheets?
    All timesheets are released by BIA/BIE master administrators. Once your timesheets are certified (CRT), you are done with them. They will be locked and released automatically. You can anticipate timesheets will be locked and released at least once on Monday, once on Tuesday and once on Wednesday following the end of the pay period. Timesheets will also be locked and released one last time, shortly before 6pm MST on the day pay calculate is run - usually the Wednesday following the end of the pay period.
  • Can a timesheet be changed once it’s been certified?
    If the timesheet has not been released, the certifier can change the status from certified to validated so the timekeeper can make the necessary changes and revalidate it. The certifier can then recertify it. If the timesheet has been locked or released, then the timekeeper will need to amend the original timesheet. Once the timesheet has been locked and released, it cannot be pulled back for editing.
  • I am a new employee, how do I get my UserID and Password for Quicktime?
    Not all employees in BIE will require a UserID or password for Quicktime, only those who will be doing their own timesheet and those who are timekeepers and certifiers. If you believe that you require a UserID, contact your supervisor for confirmation. All UserIDs and passwords are provided by your local administrator. Follow this link to download a copy of the Local Administrator List for the Bureau of Indian Education. They can also reset passwords for users within their Agency.
  • How do I get a UserID and Password for FPPS?
    Contact the Business Manager or Business Technician at your school or office. If you require a UserID for FPPS, they will help you request one.
  • What is the format for Quicktime Passwords?
    • Passwords must be 12-16 characters
    • Must contain a mix of upper and lower case letters
    • Must contain at least one special character
    • Must contain at least one number in positions 2-7
    • Passwords will expire every 60 days
    • Access will be revoked after 5 unsuccessful attempts
    • You will not be able to reuse an old password for 24 "cycles"
  • My Quicktime password was revoked, who can reset it?
    Your local administrators can reset Quicktime passwords. If your local administrator is not available, you can also contact one of the BIE master administrators. Follow this link to download a copy of the BIE Master and Local Administrators for Quicktime.
  • How do employees get added into Quicktime?
    Local Administrators and Timekeepers will work together to ensure new employees get added and their employee profiles are set up properly. To request an employee be added in QT, send an email to Edie Benson (edie.benson@bie.edu) and Jacque Benavides (jacque.benavides@bie.edu) with the following information:

    Employee Name (First Name, Middle Initial, & Last Name)
    The name of the timekeeper you want the employee assigned to

    Please email Edie, Jacque & Gayla so that if any of us is gone or otherwise unavailable, one of the others will be able to do add your new employee. You can anticipate a response within two work days, most often it will be less. Please DO NOT include the employee SSN in any email. As long as we have the employee's full name and their timekeeper information, we can find them in the system and add them. If their action has not been input to FPPS yet, and we cannot find a SSN, we will contact you for that information by telephone.

    Once your new employee has been added, you will receive a return email notifying you that the employee has been added and that the local administrator and timekeeper can update the employee profile and assign the employee to a certifier. If you have a brand-new employee who will also be a timekeeper or certifier, make sure you tell us that in your email, so we can make sure they are added as a timekeeper or certifier.

    Remember that adding an employee into Quicktime does not impact their status in FPPS. Make sure that you follow all appropriate procedures to process personnel actions regarding new employees. If you have any questions about FPPS personnel action processing, contact your Staffing Specialist in the BIE HR Office.

  • How do new timekeepers and certifiers get added?
    Supervisors and Managers will need to work with their local administrators to have a new timekeeper or certifier added. Local administrators can contact Edie or Jacque in the BIE HR Office for assistance in setting up new timekeepers and certifiers.
  • How are alternate timekeepers and certifiers added?
    Every timekeeper and certifier should have at least two alternates. Supervisors and managers will notify their local administrators who the alternates are, and local administrators will set them up in Quicktime. Don’t forget to make sure that all of your alternate timekeepers and certifiers know that they are alternates, and that you have given them their UserIDs and passwords, and that they have the URL and know how to log in and perform timekeeping/certifying tasks if necessary. Each employee has one primary timekeeper and certifier, but may have multiple alternates assigned.
  • How do we remove an employee from Quicktime?
    If an employee leaves your organization, and you need them removed from your organization's Quicktime, the local administrator or the timekeeper sends the following information to us, and we will take care of it for you. If your departing employee was a timekeeper or certifier the local administrator will need to reassign the employees to a different timekeeper or certifier before the employee may be inactivated.

    Send an email to Edie (ebenson@bia.edu), Jacque (jbenavides@bia.edu) and Gayla (gschock@bia.edu) with the employee's name and why they need to be removed from your Quicktime, i.e., they resigned, retired, etc. If they are moving from one BIE organization to another, we also need to know where they are moving to.

    Please email Edie, Jacque & Gayla, so that if one is unavailable, one of the others can help you out. You can anticipate a response within two work days, and you will receive a return email you when your request has been completed.

    Remember that removing an employee from Quicktime does not impact their status in FPPS. Make sure that you follow all appropriate procedures to process personnel actions regarding departing employees. If you have any questions about FPPS personnel action processing, contact your Staffing Specialist in the BIE HR Office.

  • When I go to the Quicktime URL, it sometimes gives me a URL I don’t recognize!
    You might notice that when you use your bookmarked URL, what actually comes up may begin with qtime1, qtime2 or qtime3. This is okay, it’s normal. NBC has multiple "access points", and depending on network traffic, the system might automatically route you through either of the 3 access points. Don’t worry, it’s all the same database. Have your users save the proper URL into their internet favorites (or "bookmark" the URL), and let the system take it from there. If you don’t have the URL, contact either Edie Benson (ebenson@bia.edu) or Jacque Benavides (jbenavides@bia.edu).
  • I have the correct URL, but I don’t even get a login screen!
    If your local or master administrators have provided you a URL and you still cannot get to the login screen, try this:
    Open your Internet browser
    Select "Tools", then "Internet Options" from the top menu bar
    When the "Internet Options" dialog opens, select the "Advanced" tab
    Scroll all the way down to the Security settings and check the box next to "Use TLS 1.0"
    Select "OK" and open the URL for Quicktime

    If you still have problems reaching the login screen, contact your IT people. They might need to touch bases with the NBC IT Help Desk (303-969-7777) to get a hole poked through the firewalls.
  • My Quicktime is running slow, how can I make it run faster?
    Since Quicktime is an internet application, it can be slow. However, there are some things you can do to help.
    • Download and print out the ABC Activity Code Directory, so you don't have to use the lookups as frequently. The Activity Code Directory is on the HR website and on the Bureau of Indian Education Homepage, you can download and print it out. Find your ABC Codes and then you can just type them in, instead of using the lookups. The more you have to refresh your screen, the slower Quicktime can run.
    • Build and use default timesheets, with the ABC Codes, Program Codes, Job Codes (as necessary), and Org Codes built in and saved. The less you need to switch back and forth between screens, the better off you'll be.
    • Make sure you don't have a bunch of stuff running "in the background" on your computer. If you have several things running on your computer at once, it's more likely that your Quicktime will move slowly.
    • Finally, you can contact your IT support folks, and ask them to check your computer and it’s connections. Maybe they will be able to help your system run faster.
  • What is a "Default" timesheet?
    A default timesheet is a timesheet created and saved by the employee (if they do their own timesheet) or the timekeeper that will be the basic timesheet every pay period. Once created and saved, the default timesheet is what will appear to the employee/timekeeper each pay period. The default timesheet can be edited each pay period to include leave taken, holidays, etc. It can be helpful if the timesheet has several lines, with different or complex ABC Codes, Program Codes, etc.
      To change (or set) a default timesheet:
    • Log in as timekeeper
    • Select an employee, either by using the blue drop-down arrow at the top left (blue) menu or by selecting "Group Validate" and getting your list
    • Once you have an employee’s timesheet on your screen, make your changes
    • (If you are an employee who does their own timesheet, simply log in and go to your timesheet. Once there, make your changes)
    • Once you have the timesheet with your default values ready to save, click on the "Save as Default" button in the middle bar on the timesheet (it’s the second button to the left of the "Lookup"). That will save the timesheet on your screen as the default timesheet for that employee. Next pay period, it will contain the same information. The only time your default timesheet will be different is when Quicktime adds a "holiday" in.

    You can now edit the timesheet for the current pay period (add leave, etc.) and as long as you use the big blue "Save" button at the top of the screen it will not impact (change) your default timesheet. You can change or update your default timesheet any time you need to, by using the "Save as Default" button in the middle of the screen.

    If you are not sure what Program Code, Job Code and Org Code "string" to use, you can check with your finance contact person, or try the Quicktime Lookups.

  • How do I use the Quicktime Lookups?
    To use the LookUp table, place your cursor in the "Prog" (Program Code) field, and click on the word "LookUp". A new window will open. To look at only program codes which begin with 3, type a 3 in the search value box and click the refresh key – your window will refresh and all that you’ll see will be the program codes which start with the number 3. Select the appropriate program code and click "Ok". Likewise, to look at program codes that begin with 9, type a 9 in the search value box and click the refresh key. After you select a program code and click "Ok", you will be sent back to your timesheet.

    The lookup function works the same for the "HRS", "ABC", "Prog", and "OrgCde" fields. There is no Lookup function for the "Job" (Job Code) field, because that field is not required on every line. There is no edit and no lookup table - it is a "free form" field, completed only as needed when the occasion requires it. Do not put anything in the "Job" field unless your "type" of funding requires it.

  • How do I do an Amendment to a timesheet?
    Timekeepers are the only ones who can initiate an amendment. Amendments are processed through Quicktime for pay periods which have been done in Quicktime - for most of Education that starts with PP200704. If you have to do an amendment for a pay period prior to PP04, you'll do them with a paper correction, faxed to your regular payroll contact.

    After PP200704, payroll is going to want as many amendments processed on line as possible. The only exceptions will be if you have someone who just will not get a paycheck at all (someone who was missed when timesheets were validated and certified). In those "missed timesheet" situations, you'll probably still need to do a paper timesheet and fax it to payroll in order for your employee to receive a paycheck on time - contact your payroll liaison for advice and assistance. Payroll may still direct you to do an on-line amendment for that employee for audit purposes.

    All other situations (time that was coded in error, overtime or comp time that was not input, etc.) will need to be done on line.

      Here are the steps:
    • Log in as Timekeeper
    • Using the blue drop-down arrow at the top of the left (blue) menu bar, select the employee you need to create an amendment for
    • Once the employee name is in the white box at the top left of your screen, select "Create Amendments" from the left (blue) menu bar. "Create Amendments" will only be available for you to select if you are in the "Current" pay period (using the tabs at the top of the screen). If you select the "Previous" tab, the "Create Amendments" will not be available.
    • At the next screen, select the Year and Pay Period you need to amend and click "OK"
    • At the next screen, you will see the original timesheet as submitted, make your changes and save them (using the big blue "Save" button).
    • Before you can validate the amendment, you'll need to leave a "Payroll Comment" with a brief description of the change. Select "Payroll Comment" from the left side (blue) menu (you must use "Payroll Comment" not "Payroll Remarks"). Leave your comment - it can be as simple as "employee earned OT on [date]" or "changed regular hrs to sick leave on [date]", and save your comment. When you save your comment, the screen will go back to your amended timesheet.

    You'll see at the top of the amended timesheet the pay period you are amending, and the pay period the amendment will be processed in.

    To view amendments you have created and saved or validated, you'd select "Group Val-Amend" from the left side (blue) menu bar.

    If your amendment adds overtime, comp time or credit time for an employee, the proper indicator in the employee profile must be set to "Y" for the pay period they earned the overtime, comp time or credit time. For example, Mr. Smith earned overtime in PP05 and it was not input for PP05. The timekeeper creates an amendment in PP06 to credit Mr. Smith his overtime and when validating the amendment, the timekeeper gets the error "employee profile indicates employee not eligible for overtime". This means the overtime indicator in the employee profile for the originally submitted PP05 timesheet was set to "N". The timekeeper will need to go into the current pay period timesheet (PP06), go to the employee profile, change the overtime indicator to "Y" and change the effective date to the first workday of PP05 (2/5/2007), and save the employee profile. The timekeeper then goes back to the amended timesheet, goes into that employee profile, changes the overtime indicator to "Y" and sets the effective date to 2/4/2007 (the first day of PP05), and saves the profile. The amendment should then validate.

    Remember that once you change the overtime, comp time and/or credit time indicators to "Y" they will not change back. That's important. For example, if Mr. Smith's overtime indicator had been set to "Y" during the regular submission of the PP05 timesheet (even though he didn't have any overtime coded to that original timesheet), when the error was discovered, the timekeeper could have just created an amendment, made the corrections and validated the timesheet. The "lesson learned" here is that if you have employees who are eligible for overtime, comp time and/or credit time, go into their employee profiles now and update the appropriate indicators to "Y", then save the profile. The easiest way would be to have your timekeepers update the profiles while they are doing the regular timesheet input. From the timesheet, select the employee profile tab, change the indicators as appropriate and then save the profile. Even if the employee isn't earning overtime, comp time or credit time in this pay period, the profile will be updated and they won't receive the errors later when trying to encode timesheets or amendments.

    Amendments need to be validated and certified prior to close of business on the last Thursday of the pay period, in order to be processed for that pay period. For example - an amendment created on February 22 (during PP06) must be validated and certified prior to Thursday, March 1 in order to be processed with PP06. An amendment created on March 6 (during PP07) must be validated and certified prior to Thursday, March 15 in order to be processed with PP07, and so forth. Amendments that are not certified prior to the end of the pay period will "roll" over to the next pay period. Your certifier will still find the amendment under the "Current" tab.

    Timekeepers should have the certifier certify the amendment as soon as it's completed and validated by the timekeeper - do not wait until the end of the pay period. This means your certifier may have to go into Quicktime more than once a pay period, but there is no way to avoid it. Amendments are locked and released periodically throughout the pay period, so it will likely be locked and released within a day or so after it's certified. Timekeepers who have amendments that have not been released within a couple of days can call Edie or Jacque to check on them.

  • Can Education personnel access Quicktime using the BIA Intranet (InsideBIA.gov)?
    Yes! The Quicktime Production database may be reached using either the Internet or by using the BIA Intranet (for those who use Lotus Notes) at inside.bia.gov. They have given Education a link from the inside.bia.gov site.

    If you have users who need to access the QT Production database using the intranet:
    they open inside.bia.gov
    from the menu on the left of the screen, select "Information Systems"
    then scroll down to "Quicktime"
    then select "BIE Production"

    This is exactly the same database Internet users see - the same data, the same UserID and password - exactly the same. Timekeepers can input time to the Production database through the Internet and Certifiers can certify through the Intranet, or the other way around. Local Administrators can reset Production database passwords through the Internet, and users can log in through the Intranet, or the other way around - there's no difference in the data.

  • I am getting errors when I try to use pay codes 130 and 131
    If you have employees who are entitled to night differential (pay code 130) and QT is giving you fatal errors, you might check to see if part of the time being charged to 130 should be charged to 131. Pay Code 130 is for Night Differential, and Pay Code 131 is for Night Differential - Not Worked. For employees entitled to night differential, pay code 131 is used to record all hours not worked on which night differential will be paid. Payment of night differential continues for regularly scheduled night hours when an employee is absent due to a holiday, administrative leave, military leave, jury duty, religious compensation time, time off award, COP, or official travel status. It also continues during short periods of all other paid leave (i.e., periods of less than 8 hours paid leave in a pay period).

    If you need more information on night differential codes, you can check the T&A Pay Codes Manual, which is available for download from the NBC Website.

    Go to www.nbc.gov
    from the "For NBC Customers" drop-down menu, select "Payroll" and select continue on the next page
    that will take you to the "Payroll News & Information" Page
    Scroll down to find the current T&A Pay Codes Manual.

  • What if the Quicktime leave balances don’t agree with the FPPS leave balances?
    If an error occurs when validating a timesheet that indicates a leave balance problem, the timekeeper should check the LVVW screen in FPPS to verify the correct leave balances (make sure you are looking at the correct pay period in FPPS). If there is a discrepancy (e.g., LVVW says a leave balance greater than Quicktime), the timekeeper can bring the updated leave balance forward in the "Leave" tab of the employee’s Quicktime timesheet. The timekeeper may encounter leave discrepancies especially when dealing with compensatory earned vs. compensatory used, or if the employee has a very low leave balance and is using leave in the same pay period it is earned. When Quicktime leave balances are different from FPPS leave balances, always use the FPPS balance.
  • Why do I get a red message when I update the contract dates in the employee profile?
    After the timekeeper goes in and updates the employee profile with the contract dates, and they go back to the timesheet, they are getting this error:

    Due to the contract dates on the employee profile some dates may not be accessible for data entry.

    While it is a RED error, which would in normal circumstances would be a fatal error, this one in fact is more advisory.

    This error is "reminding" the timekeeper and certifier that, due to the contract begin and end dates and the pay period begin and end dates, some days during this pay period will not be able to have time entered. For instance, if you have an employee with a contract begin date of January 25, 2007, and the pay period started on January 21, you would not be able to enter time for dates January 21 - January 24. Time input for dates on or after January 25 should take. This message should go away on the next pay period.

    Likewise, if you have an employee who leaves in the middle of a pay period, the timekeeper must go into the employee profile (from the timesheet), and put the effective "end date" in the proper field, then save the employee profile. That will allow the timesheet to pass edits, and be validated and certified without the "correct" number of hours in the pay period.

    These are functions that must be done while in the timekeeper role. If the local administrator wants or needs to make these changes, they must log in as an alternate to the primary timekeeper, to get to the timesheets and employee profiles for that timekeeper. If you log in as administrator, you will only be able to view the employee profile, not make changes.

  • How can I get a printed report of an employee timesheet?
    The only way to get a print out of the actual "timesheet" is by doing a screen print. However – there is a report which provides all information for an employee, for a pay period on one (or two depending on how many lines there are) page. This report is available to people logged in to the employee, timekeeper, certifier and administrator roles. The only difference is who you have access to, in other words, someone logged in as an "employee" will only be able to see their own, whereas someone logged in as a timekeeper, certifier or administrator will be able to see those people who they have access to.

    Someone logged in as "employee" will simply select "Reports" from the left side menu. If you are logged in as timekeeper, certifier or administrator, you'll need to select the employee you want to view using the blue drop-down arrow at the top left side of your screen. Once you have an employee name in that top-left box, then select "Reports".

    On the next screen, you'll select the Report Type and the Pay Period you want the report for. The PDF Report will open a new window with the report in Adobe Acrobat, the Text Version will display the report in the same Quicktime window. The pay periods you will have to select from will be pay periods that have been worked on or completed.

    The report will summarize the hours in week 1 and week 2, what the time was charged to (ABC Code), leave taken, the status of the timesheet. It will also tell you who verified, validated and certified the timesheet, and the date the timesheet was verified, validated and certified.

    If your goal is a printed copy of the timesheet as submitted and certified for a paper file, this may be a viable option for you. You also can save the PDF version just like any other acrobat file.



Are there other issues or questions you would like to have addressed in FAQs? Email Edie at (ebenson@bia.edu).