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Time & Attendance Employee Guide

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1. Date Zeng Time 15 36 Employee Favorites Add Calendar _ Sareea Tes Special Code 3 Special Code 4 eren Report Favorites do not exist d Forgot to answer lunch question did get a full lunch Special Code 5 DELETE A CLOCKING 1 Select the clocking you want to delete by selecting the check box next to the transaction in the Transactions List 2 Under Transaction List Actions on the left pane select Delete Selected cr ce CER UC Jab Class Mon D n 2 2013 1034 Mon D n 2 2013 1034 Tue 08 3 2013 1034 Delete Entire Selected Tue 08A 3 2013 1034 Delete Selected Dery Entire Selected Gent aadA Wed D I 412013 1034 Pending Review Selected b Thu 08 5 2013 1034 Set Requested Selected Thu Ort 2013 1034 Wed gri 472013 i 1034 ka E E E E 3 Select Yes when the confirmation dialog box appears 43 Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 15 Add Calendar is used to request non productive time or time when employee will not be at work Examples include PTO On Call and Available Pay 1 Inthe left Employee Favorites pane select Add Calendar 2 Enter the appropriate information The red asterisk indicates a required field e Date e Pay Code with mouse in Pay Code field a list of Pay Codes will appear on right e Time typical start time e Hours Units number of PTO On Cal
2. Wed 12 17 2014 Mon 12 22 2014 EE bedeeeggg Tue 12 23 2014 Employee Favorites lt i lt i lt i lt i lt i lt i Employee Actions Add Pay Period Note Employee Sections __Livenses Phones Time Card Report The Transactions List will display each calendar clocking and adjustment for the employee during the pay period currently being displayed Each transaction will appear on its own line Transactions List Transactions Date Time Hours Code Department Job Class Mon 08 12 2013 0 ee ee ee ve E O o Mon 08 12 2013 00 arcana oO Tue 08 13 2013 EE o Tue 08 13 2013 OO ann O o RB Wed 08 14 2013 OO muma Wed 08 14 2013 OO muwa Thu 08 15 2013 OO 2 we mn Du this U WI Cs ns vs vs ow The Transactions column indicates the type of transaction o IN or OUT indicates that the transaction is a clocking o A calendar icon indicates that the transaction is a calendar 34 Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 15 o A transaction requested by the employee displays a blue R next to the transaction type icon BE Transsctions List Mon ari 22013 Tue OB WOT Ss vid 0S1 4201 3 Thu OBA S200 3 Thu DR 2017 In the example above the b that appears to the left of the Date indicates that the source of the transaction was a badge reader Other common sources may be an symbol which indicates Quick Badge or a brack
3. s ms g gt CD s CD c s ducation Voluntar z y y E m m GU 5 c lo o e OI IO 53 jQ N J7 Lo el e p p D O 3 3 D O h h I O O D 5 N c N C gt D O ep O 3 gt mg et CD 81 Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 15 APPENDIX G JEROME SPECIAL CODES Definitions for each Description can be found in Section V PAY PRACTICE INFORMATION or CTRL Click in digital version Special Pay Code In Out Code Process Access amp Use 1 S S i 16 Differential Charge 23 Differential Preceptor i i x 31 ncentive Immediate Staffing 32 n a ncentive Critical Staffin 5 i Description O gJ D O Si J CD D N t OJ JO gJ gJ Io o o sl L m Sie O y gt S e Call back In Charge Call Back Phone Work Committee Meeting g h CD s CD c a w CH gt CD ech 2 ducation Voluntar m m x ct D 5 CO D Q Lo y L O L O ncentive Core Staffin ncentive Temp Site Change Jerome L amp D Da s p h CD s CD gt E 22 Jerome EE Differential Jerome L amp D Night 34 Dept Orientation On The Job Training 35 Paid Time Off Low Census Phone Work not on call 37 emp Site Change Travel Time 82 Return to Table of
4. 8 19 15 PRECEPTOR DIFFERENTIAL MAGIC VALLEY JEROME ONLY Eligibility Any Magic Valley Jerome employee designated as preceptor for new employees to the department or as a resource nurse for a unit Physician office employees are not eligible for Preceptor Differential unless practice determines need for implementing this pay type Entry Entered as a special code by employee Not for use by employees that are part of the Education Learning Services Training department All productive time is eligible for Preceptor Differential while all non productive entries are not eligible SUPERVISOR DIFFERENTIAL MAGIC VALLEY JEROME ONLY Eligibility Magic Valley Jerome employees who are appointed as a shift supervisor by their supervisor or Department Manager Physician office employees are not eligible for supervisor Differential unless practice determines need for implementing this pay type Entry Entered as a special code by employee All productive time is eligible for supervisor Differential while all non productive entries are not eligible MEAL PERIODS POLICY HRO15 SLHS Breaks and meal periods may must be provided depending upon whether the employee works in the State of Idaho or Oregon Idaho regulations do not require a mandatory break rest period whereas Oregon regulations provide for a mandatory break period The meal period is defined as a break of at least 30 minutes The employee must be relieved of their duties fo
5. ABSENT TIME PAID Eligibility Exempt and non exempt employees with approval from department leadership Entry Calendar entry by department leadership Use separate codes in manual for Bereavement Jury Duty and Workers Compensation Hours recorded are not considered hours worked for overtime calculation combine w applicable shift premiums AVAILABLE PAY POLICY HR100 SLHS Eligibility Non exempt employees with approval from department leadership or designee Entry Entered as calendar entry by staffing office employee or department leadership When an employee is scheduled to work but is either not immediately needed or there is uncertainty about need for employee to work employee may be put on available pay until called in or called off The maximum time an employee should remain on available status is the length of regular shift If called into work available pay stops and straight time is paid for hours worked If employee reports for a regularly scheduled shift but is not needed a minimum of 1 hour worked time should be recorded Available status may not be declined by employee Recorded in addition to PTO or Hours Only Not combined w other premium pays shift differentials do not apply BEREAVEMENT TV WR MCCALL HANDBOOK MV J POLICY MV4146 Eligibility Exempt and Non Exempt Employees as of date of hire with approval from department leadership Entry Calendar entry by department leadership Hours recorded
6. YES or F3 NO to lunch query At the Enter Spec Code prompt enter the first code for this example Call Back CBREG 11 Press the ENT key to record the number At the Enter Spec Code 2 prompt enter the second code for this example Regular In Charge Hours 17 McCall Press the ENT to complete Special Code entry if needed Wait for Transaction Accepted or press ENT until Transaction Accepted appears 20 Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 15 WORKING A QUICK CODE ALTERNATE POSITION Quick Code reserved for employees who have an Alternate Position set up within the HR Payroll system Quick Code Use Beginning of Shift End of Shift Present badge to record clocking Press F3 NO to Final OUT Punch query Press the ENT to advance to Quick Code Enter the Quick Code alternate position likely a 2 or 3 Press the ENT key to record the number Wait for Transaction Accepted or press ENT until Transaction Accepted appears Present badge to record clocking Press F2 YES to Final OUT Punch query Press F2 YES or F3 NO to lunch query Wait for Transaction Accepted or press ENT until Transaction Accepted appears Note When using a Quick Code you do not need to re enter the Quick Code to leave for the day the PC Portal will assume an Out clocking Floating Back to Home Position from Quick Code Position Present ba
7. _ SUPERVISORS This card displays the names of any employees who have a supervisory role over the employee whose time card is currently being displayed It also indicates in the left hand column an icon that identifies the type of supervisor Blank means Approving a pencil indicates Editing Timekeeping and eyeglasses indicate a Read Only supervisor _ LABoR DISTRIBUTIONS This card displays all of the Home and Alternate Labor Distributions that exist for an employee including the employee s facility and department job class position approved hours status etc AUTO LABOR DISTRIBUTIONS This card displays employee hours allocated to specified labor distributions e g departments job classes projects etc by percentage 37 Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 15 EMIPLOYEE TCS LEFT PANE The left pane is the main section you will be working in when modifying employee time ee and handling exceptions Therefore it is important to become familiar with the general Name Robert Carpenter navigation and functions in this area 08 1 1 2013 08 24 2013 SEET EMPLOYEE NAVIGATOR My Time Card The Employee Navigator is located under the left pane of the Employee section This will display the current employee and their information Employee Status Code The L symbol displayed next to the Employee Number identifies the status of the employee within the pay
8. information on the selected employee Quick Codes e Labor Distributions La i hi AAEN Time Card Report Opens a screen to view the employee s phone number Quick CODES Opens a screen displaying the codes used by this employee to enter alternate labor distribution information LABOR DISTRIBUTIONS Opens a screen to view the employee organization unit job class and or position assignments TIME CARD REPORT Opens a screen to view the time card information for the open employee This report can be used by supervisors to determine whether the employee time card is ready to be approved This report can be printed out and or emailed to another supervisor el 70 Print Time card Use Time Card Report 39 Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 15 EXCEPTIONS AND MESSAGES When data is entered into the Time and Attendance system exceptions can occur and may have different priority levels associated with them Messages generated by the system during the calculations process indicating that an employee used a transaction that does not conform to the normal rule calculations _ CLOCK POSTING EXCEPTIONS Messages generated by the system during the posting process indicating a problem occurred when the system tried to move data that was entered by an employee at an input device onto their time card LEVEL OF EXCEPTION MESSAGES OD CRITICAL MESSAGES Employ
9. APPENDIX B REFERENCE AND JOB AIDS COMMON EXCEPTION ERRORS ENTERING AND CORRECTING PTO HOLIDAYS St Luke s observes six holidays per year New Year s Day Memorial Day Independence Day Labor Day Thanksgiving and Christmas The Time amp Schedule Solution TASS is programmed to recognize these holidays HOURLY EMPLOYEES WHO WORK THE HOLIDAY Clock in and out normally TASS will automatically apply all applicable differentials This can be verified on the Pay Distribution screen in the lower right corner of the Time Card Screen Employees will see HLTME Holiday Time Time amp in the Pay Distribution screen indicating the application of the holiday differential HOURLY EMPLOYEES WHO DO NOT WORK THE HOLIDAY Hourly employees who are not scheduled to work ona designated holiday will need to create an Add Calendar entry for the day Y Employee Navigator Employee D Name 0 E 1 Go to Employee Section gt Employee Favorites Pay Period 05 17 2015 05 30 2015 2 Select Add Calendar l Back to Search Results Transaction List Items Transaction List Actions Employee Favorites Save Date CN Quick Code d 05 25 2015 3 Complete the Calendar Entry screen using gan process Leva PTOHL Paid Time Off Holiday for the Pay oon Department Code Hours Units Device Number 8 00 bo 4 Select Save Requested Reason SS 70 Return to Table of Contents Time amp Attendance Res
10. not to be used for New Employee Orientation Hours recorded are considered hours worked for the purpose of the overtime calculation 62 Return to Table of Contents Time amp At tendance Resource Manual for Employees 8 19 15 OVERTIME POLICY HR103 SLHS Eligibility Non exempt employees with approval from department leadership or designee Prior approval of immediate supervisor is required Unauthorized overtime is subject to disciplinary action Department leadership may ask employees to work overtime based on business need Employees will be paid overtime for hours worked beyond their 40 regular hours scheduled in each workweek Beginning 7 a m Sunday and ending 6 59 a m the following Sunday Overtime is paid on worked hours only and calculated as it is incurred not on PTO or ESL Call back hours not used in calculating hours toward the 40 hour workweek Combines with applicable incentive pays but does not pyramid with pays that are equivalent or better PAID TIME OFF POLICY HRO37 SLHS Entry Entered as a calendar entry by employee Used for vacation holiday and short term illness or injury PTO based on employee s regular work schedule and at his her base hourly rate Shift differentials are not paid in conjunction with PTO hours PTO hours may not cause a single workweek to exceed 40 hours except as below and are not used in overtime accruals PTO may contribute to a work week exceeding 40 hours if It w
11. 12 hour shifts for at least seven weeks out of a pre determined eight week block schedule Entry Entered as a special code by employee Qualifying time frame applies to shifts on consecutive days starting 7 a m Friday and ending 7 a m Tuesday Employees are paid for actual hours worked during the weekend shift time frame to be paid differential for those hours A Special Weekend Only Program Agreement must be completed approved for this program to take effect An Employee Change form is required to place an employee on the program as well as remove them from the program Special weekend differential is applied in addition to shift differentials as outlined in this policy Special weekend differentials apply only to worked hours not PTO ESL or Absent Time Paid Additional hours worked outside the Weekend Only Program time frame are not eligible for the premium rate TEMPORARY SITE CHANGE PROGRAM POLICY HR217 SLHS Eligibility Non exempt employees with approval from department leadership at both current and temporary sites Entry Entered as a special code by employee Depending on department needs and staffing department leadership may request staffing support from other sites via this program Intended for extenuating circumstances after exhausting other staffing options Not intended for second positions or routine floating coverage Unless an exception is agreed to by both leaders employee expected to work their normal schedule
12. 63 PTO Employee Helping EMployee cccccsssccccssseccenesecceseccseneeccaasseeseuseessesceseaeeceseaesessauseeseaeeeseuecesseusessauesessaages 64 Eet 64 Eege 64 Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 15 PTOS In LE PILBU Fay in Lieu EE TMe OTT eege Phone Work Policy HRIOA SUAS E 65 Reg lar Hours Policy R10 1 SUAS EN 65 Shift Differential Policy HRO35S SLHS E 66 SAIR Diferential NENES Mi E Dilterential Weekend ET EE TT EE 66 Special Weekend Only Program Policy HRO41 SLHS ccccccccsssecccceesecceeeeesecceseeesecceeeeeeceeseeeeecesseueeeeeseueeeeessegeeeeees 67 Temporary Site Change Program Policy HR217 SH 67 Travel Pay Guidelines Policy HR216 SLHS c ccssscccscssseccceeensecesseesecssseeeecssseeeesssseeueecseseeueesssseueeesesteuneesesseunassesss 68 Workers Compensation 68 APPENDIX A MILITARY TIME CONVERSION ECRHARTLeugegeusgeusgesesuesguegeue dk ENK ZENNER EN EES ENKER nsaan 69 APPENDIX B hREE ERENNERT 70 Enterine and Correcting PTO Holiday Sce ssorian ionnann EE TEE 70 Hourly Employees who Work the Holday Hourly Employees who Do Not Work the Holiday c ssccccsssscccessscccensccccenscccaasseesaaecesseseeseueseesauecesseseessaesessaaees Exempt Employees who Do Not work the Holiday Exempt Employees who Work the Holiday ccccccssscccceseecccensccceeneccseecccseeccssaeseeseaecesseueeeseu
13. 8 19 15 If no information is entered into the fields on the Quick Badge page the employee s default information will be used Therefore employees working in their home labor distribution department etc just need to select Save and their clocking will be entered When an employee needs to alter their labor distribution department enter a special code or quick code they will enter that information before clicking Save Once the clocking information is entered an informational message will appear stating the clocking was submitted Once Save is selected the time displayed on top of the screen will be the clocking time H The Clocking entered will be displayed on the time card screen 33 Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 15 EMPLOYEE SECTION Employee Use the Employee section to view time card screens calendars clockings requests and other employee related information EMPLOYEE TIME CARD SCREEN TCS The Employee Time Card Screen TCS provides a wealth of information to employees Employees can view their time and clockings make requests identify needed corrections check their hours and more Employee Navigator Employee 3 of 11 e i Job Class Employee 113847 L D Mon 12 15 2014 Name THEA CAMPBELL Mon 12 15 2014 i eege Tue 12 16 2014 12 14 2014 12 27 2014 Tue 12 16 2014 Wed 12 17 2014 My Time Card Wed 12 17 2014 Wed 12 17 2014
14. Attendance Display Window Valid Invalid LED Lights Keypad Yes Key No Key Proximity Sensor Clear Key Enter Key _ DISPLAY WINDOW The Display Window displays the current date and time and messages identifying the success or failure a badge registration Prompts for data entry also display in the window VALID INVALID LEDs The valid and invalid LED indicators light to signify valid and invalid entries An invalid entry will display a red LED a valid one displays green _ KEYPAD The keypad is used to enter additional information at the device such as moving to a different _ department during a shift NUMBER PAD Used to record values at the displayed prompts CLR KEY The Clear Key is used to remove information currently displayed on the device ENT Key The Enter Key is used to save the entered data or to move to the next prompt YES KEY The F3 key will serve as a NO in response to Meal Attestation prompts _ PROXIMITY SENSOR The proximity sensor which reads the chip on each badge is located beneath the 8 and 9 keys 12 Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 15 BADGE READER PROMPT TABLE Reader Display Meaning Reader is ready for next user Prompt each time Reader is used even at start of shift Press F2 for Yes Press F3 for No Press F2 for Yes Press F3 for No No will add 30 minutes to hours recorded for
15. E St Luke s TT Time amp Attendance Employee Guide Time amp Schedule Solution St Luke s Center for Learning and Development TABLE OF CONTENTS GENERAL GUIDELINES AND INFORMATION eege ees ee ee coc sce caaiece E e oasiseslage EC ese sed sen sbeisee tun E ees O leide ee O DE 6 RI gle te 7 Standarda Work TEE 7 BF SO nE RE A E E E I A EAE TAAA EA A AA AA A AR 7 cend A ENN EE 7 OCKE eraa E E E E E E E E 7 ROG SS aer E E E E AEE E A E E E E E EE 7 P ele TE 7 01 2 f ee EE 7 Meal Period EE 8 Workweek Clocking Rules and Parameters ccccccsseccccssecccesecccescccseececeusececeuececseececauseceseuecessueceseusecesenecesseecetsuneeeseness 8 Non exempt hourly employees cccccccccesssseececceeceeessececceeceueseeececeeseeeseeceeeessueeseeeceeeesseussececeeeesagaeseeeeeeeeaaggeeeeeeeeas 8 ROUMAINE ecco acer E A E E E E E E cousanaess 8 Hourly Employee Ne E ln 9 Exempt salary Employee Timekeeping ssccauivenccvssasaansncclbocassvansncdatoadessavadacedeeuersanedenncadisbvanas ieoaensssatncameteaensauedanonsdenvacne 10 7AWTE lle a9 eege 10 E UE 10 Meal tee Reen EE 10 Time Record Approval amp Accountability Policy IM105 SH 11 Employee Ee Dee 11 SUDEIVISOr Time Record SIGN OTP ge 11 BA DIGE RIE AiD EIR scarce ee 12 Badge Reader Prompt Table isc sccoansccwaiScesancanmateswneadewavawscuteane tious ctusuind towsiresueardeusdecumelauwentnsed aus sbdasedenmdeeuaitewesueeusdboausauencusreamanced 13 SEIN E
16. Le e a cone oetecemien suaeecteyecessanteeeectuerceatavsncsesaetaneusantvacnsceteqentaesussaroueaensaetcaserartocentaaeracins 49 Ziele Vu EE 50 PAY PRACTICE RULES AND INFORMATION Iona sea a Ee E a E E Ea ETE a SS 51 Absent Hin ne ME 51 Available Pay Policy HR100 SS 51 Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 15 Bereavement TV WR McCall Handbook MV J Policy MV4146 wo cccccssssseseceeeceeccsceseeeeseeeeeeeeseeeeeeeeesseeeeeeeees 51 Call Back Ponc ARIO SLRS E 52 Call Back Phone Policy HR102 SLHS cccccssseccccccssseccsseeseecesseessecesseusesesseueessesseueesesseuueesesseeeesesteeneesesseunesessennesss 52 Charge In Charge Pay TV WR Policy HRO22 BMW MV Jerome NO police 53 COMI ESC ana MECIE aenn A A A ces age even ce AA ec es eigenen rw ate TEE 53 Education Mandatory Policies HR 201 SH 54 Education Voluntary Policy HR201 SLHS EE 54 Ei Se Gy NVC AS tC ean devs tasters E E Rou esanesonmtantatentmaieentonts 54 Bl ie weie ege e NEE 54 Baue Ee Er EE 54 Excess Hours Premium Pay Policy HRO34 BMW 55 Extended Sick Leave cia eevee ete Renn Una ee nro ee en ne ee ee ee ee eee eee eae ee eon ene 55 Treasure Valley Wood River McCall PTO Waiting Periods see Handbook cccccceceeeeeeeeeeeeeeeeeeceeeeeeeeeeeeeeeeeeeeeeees 55 Magic Valley Jerome PTO Waiting Periods Policy MV4130 cccccccccccccccccececeeeeeeeeeecececeeeeeeeee
17. Memorial Day as required by Project Manager Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 15 COMMON EXCEPTION ERRORS When data is entered into the Time and Attendance system exceptions errors can occur and may have different priority levels associated with them Messages generated by the system during the calculations process indicating that an employee used a transaction that does not conform to the normal rule calculations CLOCK POSTING EXCEPTIONS Messages generated by the system during the posting process indicating a problem occurred when the system tried to move data entered by an employee at an input device onto their time card Critical Exception Employees are not paid for the pay period if a critical message is not corrected a critical cannot be handled Example an odd clocking occurs if an employee enters their time at the beginning of the day but does not enter an end time The system will generate a critical message because there is no designated block of time to apply the pay policy EXCEPTION ACTION NEEDED MESSAGE An Odd Clocking Clockings are paired within 23 hours Error must be corrected Did employee was detected This error means that there is an forget to clock in or out The employee uneven number of clockings will need to Add a Clocking for the missed IN or OUT punch Supervisor must approve Clocking Request from employee then Calc Me Now Emp
18. Non exempt Wood River employees with leadership approval that work within specific job codes and departments during night shift hours receive incentive pay in lieu of Night PTO Please note Pay practice is in sunset phase WR employees are now eligible to earn night PTO JEROME LABOR amp DELIVERY DAY amp NIGHT e Eligibility Only Jerome RNs working in process level TFO6 and department 2511 Jerome Labor amp Delivery are eligible e Entry Entered as a special code by employee e All productive time Is eligible for Jerome L amp D differential while all non productive entries are not eligible JURY DUTY BOISE WR MCCALL HANDBOOK MV J HR4151 e Entry Entered as a calendar entry by employee or department leadership e Jury Duty leave is not considered time worked for the purposes of calculating overtime e TV WR McCall Jury Duty If the employee is classified as Full Time Part Time Level III or Il and is required to serve on a jury he she will receive regular pay for the regularly scheduled workdays for time required The employee will keep any money earned while serving on jury duty e MV J Jury Duty Any eligible employee summoned to serve as a juror shall be granted time off with pay to fulfill obligation Employees will receive regular straight time pay for hours actually served or for hours employee was scheduled whichever is less 60 Return to Table of Contents Time amp Attendance Resource Manual for Employees
19. and the number of overtime hours dollars and units Description Total Hours Total Dollars Total Units Overtime Hours Overtime Dollars Overtime Units Total Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 15 EMPLOYEE TCS LOWER MIDDLE PANE Exceptions A Exceptions do not existfor this pay period Benefit Balances Supervisors lt j lt j lt lt lt Labor Distributions Auto Labor Distributions _ EXCEPTIONS This card displays a summary of all of the exceptions currently generated in the pay period being displayed This includes any handled exceptions _ BENEFIT BALANCES Benefit balances for each available benefit plan are displayed in this card The employee and or supervisor can see the beginning balance and also the ending balance which takes into consideration any transactions that have taken place in the pay period being displayed _ REQUESTS This card summarizes all clocking and calendar requests made by the employee in the pay period being displayed Clockings and calendars are listed in separate cards In addition when a request is either approved or denied it is moved from the requested card into a separate card which contains approvals or denials This card summarizes all transaction notes pay period notes and requested reasons that have been entered for the employee during the currently displayed pay period
20. clocking Press F2 Yes to Final OUT Punch query Press F2 YES or F3 NO to lunch query At the Special Code prompt enter 27 Mandatory Education Press the ENT to complete Special Code entry Wait for Transaction Accepted or press ENT until Transaction Accepted appears 18 SPECIAL CODE ENTRY LOW CENSUS TIME OFF If an employee s shift is canceled due to a low census employees may choose to fill in missing hours with PTO LC Low Census or use the Hours Only Special Code to fill our their FTE Full Time Equivalent Employees must have PTO available to use PTO d Jf an employee is placed on Available Pay due to a low census employee will simply badge out to leave since the employee may be asked to return Employees will use the Time amp Schedule PC Portal to log an Add Calendar entry for Available Pay at that time employees may choose to fill in lost hours with PTO Special Code Low Census Time Off Shift Canceled Present badge to record clocking Press F2 YES to Final OUT Punch query Press F2 YES or F3 NO to lunch query At the Special Code prompt enter 29 Hours Only Press the ENT key to advance to the Hours Prompt At the Hours prompt if your shift length is not 8 hours the system default enter the shift length followed by 2 zeroes 1000 for 10 hours 1200 for 12 hours 600 for 6 hours etc Press the ENT to complete Hours entry if needed Wait fo
21. employees and or supervisors Quick BADGE The Quick Badge section opens a screen for authorized users to quickly badge clock IN or OUT into the system through the PC Portal EMPLOYEE The Employee section contains all the system information on an employee including the Time Card Screen TCS demographics scheduling information and payroll information CONFIGURATION The Configuration section is used to create tables of values used by the system e g assignment codes activity codes etc These configuration screens allow client flexibility in naming and assigning attributes to these values 26 Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 15 REPORTS The Reports section opens a listing of the reports available within the application These reports are sorted by Report Groups Employees have access to a small subset of the reports viewable to supervisors ACTIONS The Actions section opens functions the user has access to including approval of requests depending upon the user s authorization roles PREFERENCES The Preferences section is used to customize the defaults and display options for other screens The SYSTEM PREFERENCE card contains default viewing options for the system If authorized a user can set up override preferences in the MY PREFERENCES card The Help section opens the online help documentation If a screen is open the help documentation displayed
22. from another unit scheduled shifts on a unit other than a home unit and being called in to any home unit e Floating differential will not be paid during orientation e This incentive pay will continue until alignment of system pay practices At that time the internal or external float incentive pay will be discontinued See policy for additional information INTERNAL FLOAT An Internal Float is a staff person who is cross trained to be competent on another unit within the grouping Floating within the grouping is an expectation EXTERNAL FLOAT An External Float is a staff person who is cross trained to be competent on another unit outside the grouping 56 Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 15 HOLIDAY PAY POLICY HRO24 SLHS e Eligibility Non exempt employees with approval from department leadership See policy HRO24 SLHS item 1 D for exempt employee provision See Appendix B for PC Portal instructions relating to recording holiday pay e Entry Automatically determined by the system unless a holiday worked at straight time see below e Time frame eligible Midnight to midnight of actual holiday on New Year s Day Memorial Day Independence Day Labor Day Thanksgiving Day and Christmas Day e Employees who are required to work on a holiday will receive holiday pay for any actual hours worked within the actual holiday time frame e Combines with applicable in
23. in their own job s in addition to temp site work For sites equal to or greater than 75 miles one way from the employee s home work location Worked hours will accrue toward overtime incurring site pays Program does not combine with other pay programs such as incentives on call or call back PTO hours stand alone and may not be used for work time at another site Temp Site Change Travel Time special code should be used to track time spent by an employee traveling in connection with the Temporary Site Change program Time is considered worked time is compensable at straight time and does not accumulate to overtime 67 Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 15 TRAVEL PAY GUIDELINES POLICY HR216 SLHS e Eligibility Non exempt employees with approval from department leadership Exempt employees do not count hours and claim no additional time for travel as it is already covered in their salary e Refer to policy for details and examples WORKERS COMPENSATION e Eligibility Employees with approval and guidance from the Workers Compensation Department e Entry Entered as a calendar entry by department leadership Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 15 68 APPENDIX A MILITARY TIME CONVERSION CHART 5 00 PM 69 Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 15
24. pertains to the open screen If a screen is not open the help pertains to the open section The online help can also be accessed by clicking on the More button when viewing the field help in the right pane Loe OUT Click on the Log Out icon to log out of the system Y If using the Scheduling function logging out of the PC Portal through the Log Out icon will not close the Scheduling screen Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 15 HOME SECTION The Home section is the default page you will see once you login The white bars across the screens are referred to as cards The cards displayed in the Home section are My Announcements My Unread Message My Transaction Requests My Calendar Month View and My Bookmarks The red arrows on the far right of each card are detail buttons Clicking on the red arrow will display the details of that specific card _ ANNOUNCEMENTS Announcements display System wide messages _ My UnreaD MESSAGES This card displays messages sent to you and also can include messages to which you have been automatically subscribed such as a notification when a request for a clocking or calendar has _ been approved or denied _ MY TRANSACTION REQUESTS This card displays any clocking or calendar requests you have submitted as well as the current _ status Once the request has been approved it will indicate that its status is OK If de
25. shift Special codes indicate a special condition needs to be applied to the shift when it is processed by payroll Examples Charge Differential Mandatory Education Orientation etc Up to 5 different special codes may be entered at the Reader Use when working in an assigned alternate secondary position Use to indicate the facility or location to which employee is floating NOTE Only needed if floating away from home facility Use to indicate the specific department to which employee is floating Use if floating to a different position than home position Used most frequently by Unit Support personnel Use ONLY in combination with a special code for PTO Low Census or Hours Only to enter scheduled shift hours e g 12 hour shift 1200 8 hours is default dE Input received and sent to the Time amp Schedule PC Portal Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 15 BADGE READER PRESENTATION To present badge hold the badge steadily over the 8 and 9 keys on the keypad up to one inch away Successful presentation noted by the following e The Valid LED light displays green e The Valid audible tone sounds e The message in the Display Window changes to the first prompt Is this your Final OUT Punch o If YES press F2 Reader will display Have you taken your full uninterrupted lunch today If YES press F2 Reader will displ
26. to work but PTO waiting periods may be waived if hospitalized or out patient surgery has occurred e ESLis paid at employee s base hourly rate Night shift differential is paid in addition to ESL hours weekend shift differentials are not TREASURE VALLEY WOOD RIVER MCCALL PTO WAITING PERIODS SEE HANDBOOK o 480 520 hours 16 hours of PTO used prior to ESL o 241 479 hours 24 hours of PTO used prior to ESL o 0 240 hours 32 hours of PTO used prior to ESL MAGIC VALLEY JEROME PTO WAITING PERIODS POLICY MV4130 o 500 hours O hours of PTO used prior to ESL o 400 499 8 hours of PTO used prior to ESL o 300 399 16 hours of PTO used prior to ESL o 0 299 24 hours of PTO used prior to ESL 55 Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 15 FLOAT MAGIC VALLEY POLICY MV4149 e Eligibility Magic Valley employees scheduled in a home unit and floated to another unit will be eligible for internal or external float differential for all hours floated based on the groupings set forth in the policy See policy for detailed information on eligibility competency expectations and deployment e Entry Entered as a special code by employee e Float is considered a reassignment from staff person s scheduled unit it is expected that a float situation would be greater than 1 hour in duration and or intended to be a patient care assignment e Exclusions include trading shifts with a person
27. will be clocking in through the PC Portal and needs to provide a Special Code or to record a department float That can be done via the Quick Badge screen 1 Login to the PC Portal Make sure to deselect the Quick Badge Only check box 2 Select the Quick Badge section on the menu bar wi k ei CH Z is iA zsa 28 3 The following screen will be displayed Informational Messages e Date 08 25 2014 Time 14 21 41 MDT e Notice The above Date and Time are used when creating your Quick Badge entry Please select an option below Is this your final out punch If so press Yes otherwise press No Special Code 1 Quick Code Special Code 2 Facility Process level Special Code 3 Department Special Code4 Job Class Special Code 5 Hours Save 4 Select appropriate response to Is this your Final OUT Punch query No will be saved after other options are selected Yes will produce the following screen Informational Messages e Date 08 25 2014 Time 14 25 04 MDT e Notice The above Date and Time are used when creating your Quick Badge entry Please select an option below Is this your final out punch If so press Yes otherwise press No Yes No Have you taken your full uninterrupted lunch today If so press Yes otherwise press No Quick Code Process Level Process Level Department 32 Return to Table of Contents Time amp Attendance Resource Manual for Employees
28. work in Air St Luke s in approved positions Entry Employees working in approved position department will automatically receive All productive time is eligible for differential while all non productive entries are not eligible EXTENDED SHIFT Non exempt employees working for EMS that work a shift longer than 15 hours will use a special code to allow the API PC Portal to pair the clockings 54 Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 15 EXCESS HOURS PREMIUM PAY POLICY HRO34 BMW e Eligibility Non exempt employees in designated clinical procedural areas with approval of department leadership e Employee must participate in regular fair share of on call and must work in excess of 32 premium hours sum of overtime and call back hours in an eight week four pay periods block of time The premium is paid on eligible hours that exceed the 32 hour threshold e Only available in specific clinical procedural areas approved in advance by administrator vice president e Combines with applicable premium pays EXTENDED SICK LEAVE ESL e Entry SCKTM Sick Time entered as a calendar entry by employee or department leadership PC Portal will calculate PTO Sick or ESL based on disability banks e Used for disability caused by an employee s own illness or injury according to how many hours an employee has in his her disability bank e ESL days are days an employee was scheduled
29. 5 The HELP function within the PC Portal is a great place to start when you have issues with the tool 25 TIME AND SCHEDULE PC PORTAL GUIDE The Time and Schedule Solution PC Portal will be used for multiple purposes Employees will use the PC Portal to make PTO requests via Add Calendar correct Badge Reader errors via Add Clocking clock IN or OUT via Quick Badge and to approve their weekend time card screen for payroll purposes Supervisors will use the PC Portal to manage their own timekeeping activities as employees and to manage their staff s timekeeping requests It is recommended that supervisors plan to access the PC Portal for at least 15 minutes each day to keep all requests up to date TIME AND SCHEDULE SOLUTION PC PORTAL TOOLBAR PC PORTAL TOOLBAR se Once you are logged on to the Time and Schedule Solution PC Portal the first section to explore is the toolbar located on the top of the screen which includes the following The yellow halo around the section icon identifies which section you are currently in For example the Home section shown above is highlighted in yellow The following options may display in the tool bar which remains at the top of the screen for each section visited The Home section displays information specific to the logged in user including messages schedules etc If the user is a supervisor or a controller additional summary information is available regarding the applicable
30. Contents Time amp Attendance Resource Manual for Employees 8 19 15 APPENDIX H TREASURE VALLEY SPECIAL CODES Definitions for each Description can be found in Section V PAY PRACTICE INFORMATION or CNTL Click in electronic version Special Pay Code In Out Code Process Access amp Use Description Both CBREG Special Code SLHS EE Call Back Regular Both CBEXE Special Code SLHS EE Call Back Exempt Both CBCHG Special Code SLHS EE Call Back In Charge Both CBPHW Special Code SLHS EE Il Back Phone Work egular 11 12 13 14 15 Dept Orientation On The Job Training Ou Paid Time Off Low Census Both hone Work not on call Both emp Site Change Travel Time Out SLHS EE Lunch 60 minute 17 24 27 28 LA Ou Ou Both Both Both Both t t t LA amp LA 83 Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 15 APPENDIX I MCCALL SPECIAL CODES Definitions for each Description can be found in Section V PAY PRACTICE INFORMATION or CNTL Click in electronic version Special Pay Code In Out Code Process Access amp Use Description 7 Differential Special Weekend Only SLHS EE Extended Shift ncentive Immediate Staffing ncentive Critical Staffing ept Orientation On The Job Trainin Out SLHS EE Lunch 60 minute 84 Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 15
31. Employees 8 19 15 DEFINITIONS WORK SHIFT The period of time an employee is scheduled to work in a workday A work shift may extend _ from one workday into the next workday _ STANDARD Work Day A 24 hour period beginning at 0700 hours and ending at 0659 hours the next day _ STANDARD WORK WEEK A standard workweek begins at 0700 hours on Sunday and ends at 0659 hours on the following Sunday Par PERIOD _ The pay period begins at 0700 on the designated Sunday and ends at 0659 hours on Sunday two weeks or 14 days later _ CALENDAR ENTRY Scheduled activity where the employee is NOT clocked in and working also known as non productive time Some examples include PTO ESL Available Pay or jury duty _CLOCKINGS Time punch entered into the system via a badge reader or online portal when an employee _ starts and ends their shift also known as productive time CLOCKING PAIR Two consecutive punches that the system identifies a 23 hour period in order to apply pay policies Pairings consist of an IN and OUT punch The system automatically assigns the first punch of shift as an IN punch and then looks for the next punch within 23 hours to be _ considered the OUT punch Pay CODES When used in adding calendars pay codes indicate the type of pay an employee will receive such as ESL On Call and or Paid Time Off Vacation etc When productive clockings are entered the pay code is generated auto
32. GE READER Use ENT to advance through prompts Use CLR once to clear last entry twice to clear whole transaction Present Badge appears If you make a mistake present your badge again within one minute to correct error U AA WN e Badging OUT of home department is unnecessary when floating to a new department Simply badge to new department The PC Portal will automatically generate an OUT clocking of the department you re leaving 6 When you are transferring from an alternate department back to your home just present your badge This tells the PC Portal you are leaving another department and entering your own department RH Next to each Badge Reader there will be a poster with site specific Special Codes and Department numbers available to help with clockings Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 15 Note which Special Codes require IN OUT entry in Special Codes table on Badge Reader poster 15 CLOCKING EXAMPLES The following tables represent typical Badge Reader clocking scenarios employees might experience ROUTINE CLOCKING Working a normal shift no Special Code entry no floating to another department or job class Normal shift Beginning of Shift Present badge to record clocking Final OUT Punch F2 Yes F3 No Press F3 NO Wait for Transaction Accepted or press ENT until Transaction Accepted appears End of Shift Present badge t
33. Kee e EE 26 OVI CE OU BE 28 PAVE del NC ONS E 29 OUIEK BADGES SECTION BEE 30 Login Screen with Quick Badge Only Checkhbon 30 Quick Badge Icon from the Menu Bar 32 Beleeg EE 34 Employee Time Card Screen TCS E 34 Employee TCS Lower Right Pane 35 Employee TCS Lower Middle Pane essssssiseressiresrrssrrerecssrrosinssrisssstsiindtrt str isrtri ENESE n riS PE REENEN ENESE ERENER EE Esi asaras 37 Employee TCS Left A CN 38 EMIO EE ln EE 39 Spee ege a E E E E E E E E E ere 39 Exceptions and Messages 40 Level of ee NOTE 40 Adding Correcting and Deleting Clockings and Calendars ccccccssscccssseecceseccceecccaeueceseaeceesescesaeeeeesauseeesaeeessanseesags 41 PR CHI eg ges A EE N AER ER E ENE A E EA 41 Oo gg ag Ke Te in o a A E E E R 42 Correcta Missed Lunch QUESTO Iie siescssceverenssvewdsepaiwatawsiiaiaessidicdowasenensmuuuenlentaeuvaveucdeciaeasseasaueaeetwaxdndaveiadwaleasvencavoewiartes 42 Derete a OE E 43 rite e Ee Ee EE 44 Beie SE e EE 45 RTR Ee E 45 POG SWANS Lee ia NO E e ate psa E EE os ceed eee E E O E 46 BT IOC KEE 47 Submit a Calendar for NON CONSECUTIVE Days sssesssseressssserrsssrrrrsssreresssreressereressrrressserresssreressereressereessseeressseereesse 47 Submit a Calendar tee nee CARE 47 Bue E E E 48 Vaya ee OUE lag e C E 48 BO de e EE 48 ENUM e ECH ee EE 49 TERA dn UE 49 AN de e eapcesparei ceases sere EAEE EA EA EAE EEE E E kacen muse deaumaneeantaanedecaesatrsancans 49 PROTOS NCES 56
34. W CENSUS e Entry Entered by employee as a special code will need adjustment for a non eight hour shift e Employees have the option to use PTO for the down staffed hours For the missed shift hours employees should record time as PTO Low Census OR Hours Only not both e See Hours Only for detail on using hours only versus PTO Low Census PTO NIGHT e Employees who claim night shift differential hours receive additional PTO Night PTO based on 03846 accrued hours per eligible hours worked up to a maximum accrual of 80 hours in a year e Night PTO balances will be transferred into the employee s PTO bank twice a year Transfers will occur during pay periods 8 and 21 Night PTO is not available for use until it is transferred into the PTO bank e Atthe time of each transfer Flex and PILB status employees will be paid the value of their applicable balance of Night PTO at their individual rate of pay in effect at the time of the payout In the event of employee separation prior to the transfer dates all accrued Night PTO is paid out WI PAY IN LIEU OF BENEFITS TIME OFF e Entry Entered as a calendar entry by employee e Applies only to employee who have selected Pay In Lieu of Benefits PILBU e Provides time off data for audit purposes as employees who opt for PILB must track vacation and holiday days e Time off will be taken by the PILB participant without pay In addition the electing employee may not take more t
35. ar shift and a Special Code shift in this example Mandatory Education Special Code 27 Meeting or Education before Shift start Beginning of Meeting Beginning of Normal Shift after Meeting Educati on Present badge to record clocking Press F3 NO to Final OUT Punch query At the Special Code prompt enter 27 Mandatory Education Press the ENT to complete Special Code entry Wait for Transaction Accepted or press ENT until Transaction Accepted appears Present badge to record clocking Press F3 NO to Final OUT Punch query Wait for Transaction Accepted or press ENT until Transaction Accepted appears NOTE The Badge Reader will clock you Out of Education and In to your Home Position automatically Meeting Education at the end of regular shift Beginning of Shift Clock in normally End of Shift Start of Meeting Educati on End of Meeting Educati on leaving for day Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 15 Present badge to record clocking Press F3 NO to Final OUT Punch query Wait for Transaction Accepted or press ENT until Transaction Accepted appears Present badge to record clocking Press F3 NO to Final OUT Punch query At the Special Code prompt enter 27 Mandatory Education Press the ENT to complete Special Code entry Wait for Transaction Accepted or press ENT until Transaction Accepted appears Present badge to record
36. as incurred occasioned used early in a week and the employee is required to work more hours later It was used in a down staffing situation and the employee is required to work more hours PTO VACATION Used for regular time off that does not fall into one of the itemized categories Used for any vacation days or missed work due to sick child appointments or personal reasons PTO Holiday Used for paid time off on one of St Luke s six recognized holidays Exempt employees will use HLEXE calendar entry to override the auto generated Holiday PTO PTO SICK Entry SCKTM Sick Time entered as a calendar entry by employee or department leadership PC Portal will calculate PTO Sick or ESL based on disability banks Used for employee s own illness The PTO waiting period applies before one can access ESL Extended Sick Leave 63 Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 15 PTO EMPLOYEE HELPING EMPLOYEE e Entry Entered by department leadership with approval from the Payroll Human Resources Department e Questions regarding the details of this pay practice should be directed to the benefits coordinator in the Human Resources Department PTO FMLA Very specific use and the guidance direction to use this are coordinated via the Employee Health and Benefits Services departments Anyone who is calling in for their FMLA condition should use this code PTO LO
37. at any time Must take in middle of four hour block Meal Period May provide 30 minute unpaid Must provide 30 minute unpaid meal period for ON CAL DEPART meal period for each work period each work period of six or more hours of six or more hours The above is as business need The above applies to St Luke s employees based allows in Oregon Idaho based employees fall under Idaho guidelines L POLICY HR102 SLHS Eligibility Non exempt positions pre scheduled for existing on call shifts with approval from department leadership or designee Entry Entered as a calendar entry by employee or department leadership if employee is unavailable On call status will apply when an employee is subject to being called back to the facility when he she is not actually scheduled to work Employees who are on call receive On Call Pay Employees who are on call must be accessible and able to report to the facility within the time period established by their department This is not intended to extend a shift Failure to meet the commitment of an on call shift is considered an absence occurrence and PTO may not be used in this situation On call pay continues when called back in to work along with call back pay MENT ORIENTATION ON THE JOB TRAINING POLICY HR201 SLHS Eligibility Non exempt employees with approval by department leadership Entry Entered as a special code by employee for Department Orientation On the Job Training
38. away will be taken from PTO Employee did not meet Employee has not filled in time Employee should if PTO available fill their FTE for this pay to meet FTE through Hours in time to meet FTE with PTO period and will note be Only or PTO Example paid missing hours Employee FTE 80 but unless action is taken employee has only work 72 hours for pay period Ideally they will fill in 8 hours of PTO to meet FTE Core Staffing Informs supervisor that a Confirm Special Code was used Immediate Staffing restricted Special Code was correctly and handle the exception Special Code was used used by employee supervisor should verify that this was used correctly 74 Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 15 Informational Exception Informational Exceptions will NOT hold up Payroll They are provided to give the a supervisor employee information or insight Please review to determine if action is needed Make corrections as needed When complete check box next to message in Exceptions field and select Handle Selected to confirm message has been reviewed No Lunch Special Code is Informs employee and supervisor when Review for accuracy and handle the applied the employee worked their shift without exception a 30 minute interrupted meal period Duplicate clocking detected Informs employee and supervisor that the No action needed the employee should previous clocking replaced Ba
39. ay Special Code prompt f NO press F3 Time amp Schedule Application will add 30 minutes to shift for day Reader will display Special Code prompt o If NO press F3 o Reader will display Special Code prompt e Wait 10 seconds for the Display to indicate Transaction Accepted Unsuccessful registration noted by the following e The Invalid LED displays red e The Invalid audible tone sounds e The message in the Display Window displays the error e No response from the device If an unsuccessful result is noted please see the HR office There may be an issue with badge DH Please Note e f employee takes more than the 30 minute meal period they will clock OUT for that time or have the option of using 60LCH special code to indicate they took a 60 minute meal period instead of 30 minutes e Employees leaving the site must clock OUT while off St Luke s property e If the employee clocks IN OUT for lunch for duration of 30 35 minutes the system will round the clocking back to 30 minutes e f the employee is clocked OUT for more than 35 minutes actual time will not be taken the system will round to the nearest quarter hour e If an employee clocks OUT during the day for less than 30 minutes that time will be filled back in and 30 minute auto deduction will not be applied 14 Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 15 TIPS FOR NAVIGATING BAD
40. cashier will help you walk through the process 75 Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 15 BASICS OF OPERATION Dedu tons Present Badge 07 04 2014 12 00 OAPI Proximity Sensor Present your SLHS ID badge at point of purchase by placing badge over the 8 and 9 keys on the keypad The following prompts will display 1 Enter PIN Use keypad to enter default PIN is MMDD of employee birthday To edit PIN use SLHS Time amp Schedule PC Portal See instructions below 2 Enter Amount of Purchase The cashier will guide you at this point In some cases the cashier enters the purchase amount and you visually confirm the amount In other locations you will input the amount and the Cashier will verify 3 of Pay Periods Leave Blank Purchase will typically be deducted during the next pay period However some exceptions may apply in relation to gift shop purchases VIEWING DEDUCTIT TRANSACTIONS SLHS employees can view their DeductIT reader transactions through the PC Portal Location Access At work on a SLHS network computer Click the icon labeled Time amp Schedule At work on a SLHS network computer http www stlukesonline org tass At home not on SLHS network http www stlukesonline org tass 76 Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 15 Username Password SLHS Networ
41. centive pays e Holiday Worked at Straight Time Non exempt and exempt employees who choose to work but are not required to work on a designated holiday will not receive holiday premium pay if allowed to work shift differentials will apply An override code will need to be used to assure employees are being paid at straight time e Holiday Worked at Time and One Half Eligible employees who are scheduled and work their regular shift on a recognized holiday will receive holiday pay e Holiday Worked at Premium Employee not scheduled and is asked by department leadership to work from 12 a m on evening before Thanksgiving to 12 a m Thanksgiving night will receive holiday premium pay Status Holiday Pay Scheduled to work Excludes Manager Time time for holiday pay Director and above Not scheduled to work on a holiday but Time time for holiday pay asked to come in In on call status and called back to work Call back pay additional time holiday pay also continue to receive on call pay during callback In overtime status already and scheduled to Time overtime time holiday pay work Not required to work but requests to work Regular pay unless eligible for overtime but no holiday pay 57 Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 15 HOURS ONLY POLICY HR100 SLHS Eligibility Non exempt employees with approval by department leadership or designee Entry Ent
42. ck to Present badge to record clocking H Se Press F3 NO to Final OUT Punch query Department Press ENT to advance to Department prompt Enter Home department number Press the ENT key to record the number Wait for Transaction Accepted or press ENT until Transaction Accepted appears End of Shift Present badge to record clocking Press F2 YES to Final OUT Punch query Press F2 YES or F3 NO to lunch query Press the ENT to advance to the Department prompt Enter the Department Number to which you have floated to close out the shift Press ENT to complete Department entry Wait for Transaction Accepted or press ENT until Transaction Accepted appears 22 Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 15 FLOATING TO OTHER DEPARTMENTS IN ALTERNATE POSITION Quick Code is used when floating to a bona fide alternate position typically a different department and different job class Employees who float to multiple departments in different job classes will need to enter both the different department and the different job class Using Job Class when Floating to Other Departments Beginning of Present badge to record clocking Se Press F3 NO to Final OUT Punch query alternate position Job Press the ENT to advance to the Enter Department prompt REH Enter the Department number to which you are floating alternate Department Press ENT to advance to the Job Class prompt P
43. d will need to override with Call Back No Minimum code Call back pay begins when the employee reaches clocks in at their workstation Travel time to and from the facility does not apply toward call back hours Call back hours should not be included in the recorded number of regular and overtime hours in that work week Hours are outside the employee s regular schedule and as such do not count towards meeting the FTE level Once a call back s two hour minimum block of time starts all time worked within the two hours applies until the entire two hours is either worked or expires The two hour minimum as well as all hours worked on call back will be paid at the time and one half of the employee s base hourly rate It combines with shift differentials but does not pyramid with overtime or holiday pay Call back pay ends at the completion of call back or when the employee s regularly scheduled shift begins Call back hours are not used in calculating hours toward the 40 hour workweek due to the fact that call back pay is already paid at time plus one half it is not paid again as overtime Separate special code for Call Back In Charge would need to be used for employees being called back in charge Separate special code for Call Back Exempt would need to be used for exempt employees working a second non exempt position CALL BACK PHONE POLICY HR102 SLHS Eligibility Non exempt employees with approval from department leader
44. default data 41 Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 15 CORRECT A CLOCKING 1 Double click the date field or click on the details arrow Y in the far right column of the Transactions List to edit the necessary clocking 2 Make any modifications or edits to the clocking and then select Save Sch i esa D Pagi Ser Transactions Date Pay Period b Mon 08 11 2014 08 10 2014 08 23 2014 Date Prompt Hours Se Time Za zx Quick Code Facility 1 Department 1080 Device Number Oo User Shift Answer Yes Employee Favorites Special Code 1 Spal Cate Z General Mont Paez Zeen Employee Actions Special Code 4 Employee Sections Special Code 5 Report Favorites Bes KEES ke Z Report Favorites do not exist Requested Reason Arrived at 6 30 to help with Mrs Beasley s procedure Punched in at Badge Reader at 7 00 CORRECT A MISSED LUNCH QUESTION 1 Double click the date field or click on the details arrow Y in the far right column of the Transactions List to edit the necessary clocking Click the drop down box under User Shift Answer Choose either Yes or No 42 Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 15 Employee Navigator Employee 1097005 L det Garcia Wed 04 01 2015 Pay Period 03 22 2015 04 04 2015 fi Wed 04 01 2015
45. dge Reader saw two clockings ina row be complimented for correcting an and took the last one erasing the incorrect badge process Handle the previous one This must happen within exception one minute Clocking auto generated due Indicates that the employee entered a Review for accuracy and handle the to Special Code change Special Code mid shift Mandatory exception Education is a good example The PC Portal will automatically clock him her out of their previous assignment Clocking auto generated due Indicates that the employee entered a Review for accuracy and handle the to Labor Distribution Change department change The PC Portal will exception automatically clock him her out of their previous assignment APPENDIX C DEDUCTIT PROGRAM OVERVIEW OF SLHS DEDUCTIT PROGRAM St Luke s provides employees with a DeductIT Reader Program This program a part of the Time amp Schedule Solution allows employees to use their SLHS identification badges to make purchases in cafeterias and gift shops Cafeteria purchases are limited to 100 per pay period and are deducted in full from the employee s paycheck Gift Shop purchase rules and parameters vary from site to site When an employee enters his or her PIN at the DeductIT Reader they are confirming that SLHS has permission to deduct the purchase from their wage USING THE READER DeductIT readers will be available in SLHS cafeterias and gift shops In each area the
46. dge to record clocking Press F3 NO to Final OUT Punch query Press ENT to advance to Quick Code enter 1 representing Home position Home department Press the ENT key to record the number Wait for Transaction Accepted or press ENT until Transaction Accepted appears Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 15 21 FLOATING TO OTHER DEPARTMENTS ENTER DEPARTMENT NUMBER When floating to another department you do not have to clock OUT of your current department simply clock to the new department and the PC Portal will automatically record an OUT clocking for you Always inform the Badge Reader where you are going Department numbers will be listed on poster next to Badge Reader Floating to Other Departments Beginning of Present badge to record clocking St Press F3 NO to Final OUT Punch query Press the ENT to advance to the Enter Department prompt Enter the Department number to which you are floating Press ENT to complete Department entry Wait for Transaction Accepted or press ENT until Transaction Accepted appears Floating to Present badge to record clocking Utah Press F3 NO to Final OUT Punch query Department Press the ENT to advance to the Department prompt Enter the new Department Number to which you are floating Press ENT to complete Department entry Wait for Transaction Accepted or press ENT until Transaction Accepted appears Floating ba
47. ee data and achieve a better work life balance with AP Healthcare s Time and Attendance and Staffing and Scheduling Solution Review Domain your time cards track hours worked view your schedule request open shifts and more when it s convenient for you Pr M Quick Badge Only 2014 API Healthcare Corporation signin SL1 Account Username Default Password LHS Network ID example smithm SLHS Network Password W Users will automatically be logged out of the system after 15 minutes of inactivity 24 Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 15 St Luke s lL SUPPORT STRUCTURE Please follow this path in seeking help to resolve issues with the Time and Schedule PC Portal Escalation Process Employee Action Supervisor Talk with Supervisor TASS Team See WWW StLukesOnLine org TASS Help Desk 208 381 4357 or www inside sIrmc org helpdesk Select Helpdesk Online Form 4 Compliance Line 1 800 729 0966 Compliance Line is a toll free 24 hour 7 day a week telephone resource that allows you to report workplace concerns such as suspected illegal or unethical behavior non compliance with laws regulations and policies and patient privacy information security or safety issues Employees may remain anonymous if they so choose Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 1
48. eeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 55 Fiat Viale Valley Policy E E 56 Jegen EE 56 e ET e E 56 Holiday Pay Policy HRO24 SEAS EE 57 Hours Only Poley HRIOO CHE E WE 58 Charge In Charge Pay TV WR Policy HRO22 BMW 58 Jate Zug Pay Pl OSL AINIS EEN 59 Incentive Pay Program Core Staffing Policy HR105 SH 59 Incentive Pay Program Immediate Staffing Policy HR106 SH 59 Incentive Pay Program Critical Staffing Policy HR107 SLHS 0 0 0 ccessescccceccceesseecceeeeeeeeeeeecceesseeesseeeeeeseaseasseess 59 Incentive Pay Program Wood River Night Incentive Pay 60 Jerome Labor amp delivery Day amp EE 60 Jury Duty Boise WR McCall Handbook MV J HR4151 cccesssscccececccccssseeeeseeeeeeeeseceeeeceessseseseeseuueeeeeseeeeeeeeeseueeeeeeaas 60 Preceptor Differential Magic valley Jerome only cccccccccecccceseeeeeceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeceeeeeeeeeeeeeeeeeeeeeeeeeees 61 supervisor Differential Magic valley Jerome only ccessesssssssssssssssssssssssssssssssssssssssssssssssssssssseseesseseeaaaeessasaessseaaees 61 Meal Periods Policy HROIS SLHS EE 61 BIV all APO PRIO EAS NEE 62 Department Orientation On the Job Training Policy HR201 SH 62 Overtime Policy HRIO3 SLHS E 63 Paid Time Off Policy HRO37 SLHS cccccccsssecccceensececccensecesseesecesseeesecesseeeeecesseeueecesseueeesesseueeesesseeeeseseeensesesteenesesseees 63 PV aC e RE 63 PTO Cie ege
49. ees are not paid for the pay period if a critical message is not corrected a critical cannot be handled For example An odd clocking occurs if an employee enters their time at the beginning of the day but does not enter an end time The system will generate a critical message because there is no designated block of time to apply the pay policy to 23 Hour Rule The Time and Attendance system will detect a punch in the following 23 hours of the initial punch to find another punch to pair with the first However if there is not another punch to associate with the punch there is an odd clocking and therefore a critical message E WARNING MESSAGES The employees will be paid but it may not be how they expected therefore this message needs evaluation For example If an employee s vacation balance is 32 hours but they submit 40 hours of vacation the system will generate an Insufficient Benefit Balance message This alerts the user that the employee submitted more time than they have available or accumulated i INFORMATIONAL MESSAGES Employees will be paid Informational messages can be generated for a variety of reasons but one common example is an answer of No to the Lunch Attestation question 40 Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 15 ot Lukes lL ADDING CORRECTING AND DELETING CLOCKINGS AND CALENDARS ADD A CLOCKING 1 Inthe left Emplo
50. elect the Quick Badge Only box 3 Click Login a The following screen will appear similar to the first message at the Badge Reader we r API Healthcare KE Please select an option below Is this your final out punch If so press Yes otherwise press No Yes O No 30 Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 15 4 Select appropriate response No will produce a message indicating an IN punch has been recorded Yes will produce the following screen we r O API Healthcare Please select an option below Is this your final out punch If so press Yes otherwise press No Yes O No Have you taken your full uninterrupted lunch today If so press Yes otherwise press No Yes O No 5 Selecting Yes for Have you taken your full uninterrupted lunch today will produce an OUT punch and will auto deduct a 30 minute lunch period from shift 6 Selecting No will produce an OUT punch and will remove the auto deducted 30 minutes from your shift 7 The following screen illustrates the message provided to document a clocking IN or OUT punch was recorded API Healthcare Clocking Saved i Thank you Jose Garcia a clocking was recorded for you on 08 15 2014 at 14 57 MDT 31 Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 15 QUICK BADGE ICON FROM THE MENU BAR When an employee
51. entive Core Staffing ncentive Immediate Staffing ncentive Critical Staffing ncentive Temp Site Change ept Orientation On The Job Trainin aT emp Site Change Travel Time Out SLHS EE 60 mi CO ICH DI LU DI O 25 5 Se O CD O gt ms JJ CD DI gt l L O C O Lo e Glen D O D ae 3 D O P O O o 5 Loi c WN 11 12 13 14 15 17 24 27 28 38 29 30 31 32 33 34 35 36 39 37 1 gt O gt y On O 3 gt c ctr CD A 8 Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 15 APPENDIX F MAGIC VALLEY SPECIAL CODES Definitions for each Description can be found in Section V PAY PRACTICE INFORMATION or CTRL Click in electronic version Special Pay Code In Out Code Process Access amp Use 11 CBREG Special Code SLHS EE 12 CBEXE Special Code SLHS EE Description Call Back Regular Call Back Exempt Call Back In Charge S a 16 Differential Charge 19 Differential External Float 20 Differential Internal Float 23 Differential Preceptor 24 Differential Soecial Weekend Only 5 z 30 ncentive Core Staffing 31 ncentive Immediate Staffing 32 n a SLHS Mgmt ncentive Critical Staffing 33 ncentive Temp Site Change 34 ept Orientation On The Job Trainin SLHS EE emp Site Change Travel Time SE CO IM sl LU Q O 25 Sy O 3 CD O
52. ered by employee as a special code on the out clocking or if called off for the entire shift can add a calendar entry for the entire shift of Hours Only will need adjusted for a non eight hour shift The Hours Only Code does not generate any hourly pay Shift differentials do not apply to PTO or Hours Only time The Hours Only Code is a means of capturing PTO ESL accruals for employees who are called off all or part of a shift by their department leadership in response to decreased volumes business needs The use of either PTO or Hours Only is specific to a particular shift and being down staffed called off during that given shift Employees have the option to use PTO for the down staffed hours For the missed shift hours employees should record time as PTO Low Census OR Hours Only not both If an employee is placed on available pay and chooses to not use their PTO they should use both code Available and Hours Only entering available pay as a calendar entry for the same hours When employees record time under Hours Only this assists the organization in tracking down staffed time In situations of down staffing low census call off employees may Initially record their un worked down staffed time as Hours Only Within the same pay period later modify the Hours Only to PTO low census as needed CHARGE IN CHARGE PAY TV WR POLICY HRO22 BMW If an employee is assigned the responsibility of the supervisor for an extended period of t
53. et which indicates that the transaction has been manually changed such as when updated by a supervisor or administrator Simply hover your cursor over the character in this column to display a box which will identify the source of the transaction EMPLOYEE TCS LOWER RIGHT PANE PAY DISTRIBUTIONS As soon as a shift has been completed there is both an IN and an OUT punch the system can calculate the pay that will be generated and it will then appear in the Pay Distributions cards This card displays the number of hours an employee worked per day and per week during the pay period 35 Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 15 This card displays the total number of hours worked in the pay period is shown for each type of pay pay code Pay Distributions Actual Hours AH 72 00 Total 74 00 Description Regular Time Differential Preceptor Differential Shift Differential Weekend Sick Time Reduce PTO _ Pay DISTRIBUTIONS TRANSACTIONS This card displays both the IN and the OUT punch for each shift on one line Start Time O7 03 2014 06 45 07 04 2014 06 42 0702014 06 42 07 06 2014 06 44 Of 092014 14 43 OFAO 2014 14 42 OFA 12014 06 44 End Time DIOU 220 14 19 17 Or O4 2014 19 18 070x2014 19 22 r020 19 17 0r0g2014 2321 072014 23 16 07A 1 2014 15 01 This card displays a breakdown of the number of total hours dollars and units
54. for adding a calendar will follow App CLOCKING Allows employees to add clockings productive time into the system Clockings are usually created by swiping a badge at the badge reader registering through Quick Badge screen in the portal A clocking can also be manually added to the system using the Add Clocking screen Details steps for adding a clocking will follow _ GENERAL Displays the employee s general information 38 Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 15 _MOontHLy VIEW EE a calendar of the employee s activities This screen can be used to view current information and to submit new transaction requests Default screen when opening an employee record EMPLOYEE ACTIONS Employee Actions j The buttons in this section are essential for employee functions in the system Add Pay Period Mote Carbon Copy TCR App PAY PERIOD NOTE Courtesy Lock Allows users to add a general note to the employee s current Time Card Report TCR The employee will see this comment on a sticky note icon in their TCS CARBON Copy TCR Opens a screen to send a copy of the employee s time card report to another supervisor or employee UNAPPROVE TIME CARD Allows the supervisor to change the status of a previously approved time card back to unapproved EMPLOYEE SECTIONS The Employee Sections contains buttons that open various screens of Livenses Prones
55. he PIN use the PC Portal 1 Go to Actions screen gt Employee section gt Change PIN Change Password Report Favorites Report Favorites do not exist The following screen will pop up Report Favorites e PIN Report Favorites do not exist New HIN Confirm New PIN 2 Use a four digit number you will remember 3 Click Save Once you ve saved the PIN you re ready to use your identification badge for purchases 78 Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 15 APPENDIX D ST LUKE S ALL SITES CALENDAR ENTRY CODES Definitions for each Description can be found in Section V PAY PRACTICE INFORMATION or CNTL Click in electronic version Pay Code Process Access amp Use Description SLHS Mgmt Workers Comp PTOEH Calendar Entry SLHS Mgmt Paid Time Off Employee Helping Employee 79 Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 15 APPENDIX E WOOD RIVER SPECIAL CODES Definitions for each Description can be found in Section V PAY PRACTICE INFORMATION or CNTL Click in electronic version Special Pay Code In Out Code Process Access amp Use CBREG Special Code SLHS EE CBEXE Special Code SLHS EE Description r O lt A SS D O a J M F DI Call Back Exempt Call Back In Charge Differential Soecial Weekend Only SLHS EE Extended Shift nc
56. ime and required to fulfill all related duties he she may be eligible to receive in charge pay Eligibility Non exempt and exempt employees with approval from department leadership Entry Entered as a special code by employee An employee that is assigned supervisory management responsibilities for weekends for an off shift vacations etc will be eligible to receive in charge pay The employee must supervise others and be accountable for all normal activities of the shift It may be authorized in one hour increments To receive the pay an employee must be assigned the responsibility to supervisor others and be accountable for all normal activities of the established supervisory management position This situation could be created by illness vacation or other circumstances resulting in the absence of the supervisor The employee will be paid at a premium or differential above his her hourly base rate when formally placed in charge Shift differentials and applicable premium pays apply This pay type does not apply to the designated charge nurses as a differential is already built into their base pay rate 58 Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 15 e Situations resulting in in charge responsibility not being for the entire shift may occur and this pay may be recorded in one hour increments This pay mechanism is not for situations in which the employee is the only one ona shift with access
57. ime off than he or she would have been eligible to take if he or she had not elected the PILB Plan That is approval of time off work is subject to the needs of the medical center and must be scheduled in advance if possible 64 Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 15 PHONE WORK POLICY HR104 SLHS e Used by employees who are contacted while off duty for work related consultative trouble shooting service via phone e Entry Entered as a special code by employee e Paid at straight time unless overtime is triggered e Employees must document the event and the actual amount of time spent daily The time spent will be calculated weekly and the total time rounded as below If called the minimum pay for the week will be 15 minutes Total Time Worked Per Week Time Recorded 1 15 minutes 25 hours 16 30 minutes 50 hours 31 45 minutes 75 hours 46 60 minutes 1 0 hours REGULAR HOURS POLICY HR101 SLHS e Scheduled hours worked by an employee up to 40 regular hours per workweek e May be recorded in either home department or in other departments where hours are worked e Change time if required for specialty areas to change into hospital provided attire i e sterile scrubs and are required to change prior to the start of their scheduled shift is considered regular work time and is clocked as such Change time parameters will be set by department leadership See p
58. ions The left pane of the Actions section contains a listing of the cards for quick reference available in this section PREFERENCES SECTION The Preferences section has very few options for editing The goal is to keep each screen throughout the tool consistent across all users in order to simplify the support process 49 Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 15 I t Sl F ac q gt Lukes BOOKMARK Bookmarks are shortcuts to frequently used screens in the Time and Attendance system You can modify your bookmarks to meet the needs of your most commonly visited screens Bookmarks are easily located in the left pane of the main pages in the system Follow these steps to add or change a Bookmark 1 Select Bookmark from My Preferences Bookmarks y a Default p Event A Notification Re Employee Search EN ae Method es GE Employee LaborView i Report Favorites Report Favorites do not exist Bookmarks Employee Search Employee LaborView Report Favorites Report Favorites do not exist 3 Click Save Your bookmarked items will show in the left panel A Home Quick Badge Employee Bookmarks Employee Search eal eiieia i aporyley ransaction Requests Report Favorites Report Favorites do not exist 50 Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 15 PAY PRACTICE RULES AND INFORMATION
59. is icon to view and select listed values or to open a search area on the bottom of the screen Siten HELP Rest the cursor on this icon for an explanation of the field Click the icon to open the Help page for additional information Use this icon when the right pane Help is not available 29 Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 15 eme QUICK BADGE SECTION Quick Badge The Quick Badge section allows employees to quickly enter clocking information via the Time amp Schedule Solution PC Portal It is used if the employee is clocking IN or OUT of the Home department in the Home position LOGIN SCREEN WITH QUICK BADGE ONLY CHECKBOX Use Quick Badge Only if you are logging into your Home or official alternate position If you are floating to another department or facility do not use the Quick Badge Only option CAP Welcome Please sign in to your account User Name Time and Attendance Staffing and Scheduling 2014 3 smithm Password eeooeeee Take control of your employee data and achieve a better work life balance with API Healthcare s Time and Attendance and Staffing and Scheduling Solution Review Domain your time cards track hours worked view your schedule request open shifts and more when it s convenient for you PI OAPI 2014 API Healthcare Corporation ES SL1 Account ta Quick Badge Only 1 Enter your username and password 2 S
60. k ID example smithm SLHS Network Password 1 Login to the Time amp Schedule Solution PC Portal using SLHS Network ID and password 2 Goto Employee Screen gt Employee Sections gt DeductiT Entries Sch 2 Employee Navigator Interval Source e Mon 12 15 2014 08 31 Cafeteria Employee Favorites Mon 12 15 2014 13 05 i Cafeteria Employee Actions e Tue 12 16 2014 08 38 Cafeteria Employee Sections Tue 12 16 2014 13 48 Cafeteria Licenses Locations Tue 12 16 2014 14 36 E Cafeteria Phones Wed 12 17 2014 09 01 i Cafeteria Time Card Report Wed 12 17 2014 12 56 Cafeteria wens Thu 12 18 2014 07 48 i Cafeteria Rotating Schedules Thu 12 18 2014 07 52 l Cafeteria Schedule Preferences Thu 12 18 2014 11 51 Cafeteria Chm F p C bt CRG Che e DeductiT Data available o Date Displays both Date of Purchase and Time of Purchase o Amount Amount of Purchase o Code Location of Badge Reader o Interval Denotes the number of pay periods over which a purchase will be deducted if when applicable o Source Badge Reader or PC Portal Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 15 Cat SS Z ml n 5 pi een eem wh LH CH m n a WEN ba a Et Lat eee gel CHANGING DEDUCTIT PIN Employees can also change the PIN for their DeductIT transactions The default PIN will be a four digit number from the employee s birthday MMDD To change t
61. l Available hours being requested e Requested reason Employee Navigator Employee 1080005 LI The pay code assignment of this calendar Name Jose Garcia Pay Code ili entry More Pay Period d PTOVA mua 08282014 A d 07 00 Employee Favorites Hours Units Device Number 8 00 Requested Reason d Personal Day Employee Actions Employee Sections Report Favorites Report Favorites do not exist 3 When information is entered and ready to be submitted select Save 44 Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 15 CORRECT A CALENDAR 1 Click on the details arrow necessary calendar Transaction List items Calendars Clockings kel Adjustments F Retro Calculator Adiustmenis Pay Period Orly kel Show Requests Transaction List Actions Approve Entire Selected Approve Selected in the far right column of the Transactions List to edit the Fri D n 62013 15 33 0 00 Sat 081 7201 3 CRU 4 00 LVETICe Loge Quick Code Facili Ewe Department 1034 Writ Delete Entire Selected 2 Make any modifications or edits to the calendar and then select Save DELETE A CALENDAR 1 Select the calendar you want to delete by selecting the check box next to the transaction in the Transactions List 2 Under Transaction List Actions on the left pane select Delete Selected Approve Entire Selec
62. loyee did not The employee did not provide a Yes or Employee must correct error by answer lunch No answer lunch to the attestation opening the OUT punch line either with question question red arrow or by double clicking the date field then selecting either Yes or No from drop down box in the User Shift Answer field 73 Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 15 rt Warning Exception The employee will be paid but it may not be how they expected therefore this message needs evaluation Example If an employee s PTO balance is 32 hours but they submit 40 hours of vacation the system will generate an Insufficient Benefit Balance message This alerts the user that the employee submitted more time than they have available or accumulated SLHS Pay Practice will only pay on accrued PTO EXCEPTION MESSAGE MEANING ACTION NEEDED Hours reported in The employee is receiving Review for accuracy and handle the excess of Approved overtime pay exception Hours in the Pay Period Overlapping PTO or On Call time can only be Review for accuracy and handle the Regular Time reduced combined with Call Back time exception On Call Any other type of work or time off will negate On Call time Sick Spell Requirement Employee correctly logged sick Review for accuracy and handle the has not been met leave as SCKTM but did not exception meet the ESL requirement so the time
63. matically by the system based on the time when the work was is being done _ SPECIAL CODES Special Codes may be attached only to productive clockings to indicate special processing circumstances When Special Codes are used they indicate that something other than the normal Pay Code calculation should occur Examples of special codes are Call Back In Charge Call Back Regular etc Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 15 _ MEAL PERIOD The meal period is defined as a break of at least thirty 30 minutes The employee must be relieved of their duties for the meal period Rest breaks and meal periods are separate and are not to be combined In the event the employee is interrupted or expected to work during the bona fide meal period then the period is compensable at the employee s individual rate of pay _in effect at the time WORKWEEK CLOCKING RULES AND PARAMETERS NON EXEMPT HOURLY EMPLOYEES 1 Non exempt hourly employees will clock IN OUT 2 Employees are expected to clock IN as close to the start of scheduled shift as possible not prior to 7 minutes before shift start and clock OUT at shift end prior to 7 minutes after shift end 3 Time is counted and documented in 15 minute increments i e 15 minutes 25 30 minutes 50 and 45 minutes 75 ROUNDING For rounding purposes please refer to the following charts Time Worked Ti
64. me Recorded 1 7 minutes 0 hours 8 15 minutes 25 hours 16 22 minutes 25 hours 23 30 minutes 50 hours 31 37 minutes 50 hours 38 45 minutes 75 hours 53 60 minutes 1 0 hours Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 15 Rounding Example for 8am 4 30pm shift Badge Time Time Recorded 7 52 am 7 45 am 7 53 am 8 00 am 8 00 am 8 00am 8 07am 8 00am 8 08 am 8 15 am 4 22 pm 4 15 pm 4 37 pm 4 30 pm HOURLY EMPLOYEE TIMEKEEPING e When changing departments or going to education during a shift always clock to where you are going At the end of the day always clock OUT of the department you are working in e Submit a calendar request for non productive hours e g Available PTO Funeral etc for approval from department leadership e Report to manager as soon as possible any badge not working or lost and obtain a new badge Report any time clock that is not working to the IT Help Desk e Notify manager of any missed clocking by entering a clocking request Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 15 EXEMPT SALARY EMPLOYEE TIMEKEEPING Exempt employees will not clock IN OUT and will calendar for exceptions only such as PTO unless working in a non exempt hourly second position Exempt employees are not eligible for overtime Employees with an exempt first primary p
65. mpt employees with approval from department leadership Entry Entered as a special code by employee Used for New Employee Orientation as well as required education time either on or off campus Not intended to be utilized for education covered by tuition reimbursement or if applicable any additional hours spent pursuing advancement in or maintenance of a level in the professional ladder Prior authorization is required from supervisor when completing online class requirements from home or at any time which is not scheduled work time Hours recorded are considered hours worked for the purpose of the overtime calculation Combines w applicable premium pays EDUCATION VOLUNTARY POLICY HR 201 SLHS Eligibility Non Exempt employees with approval by department leadership Entry Entered as a special code by employee Used for authorized voluntary attendance at programs not formally required by an employee s job and during which the employee does not perform any productive work If the absence from work is not authorized and paid as voluntary education then PTO use is required if the absent time is part of the employee s scheduled FTE Not intended to be utilized for education covered by tuition reimbursement Voluntary Education hours are not eligible for overtime Combines with shift premiums as applicable EMERGENCY MEDICAL SERVICES FLIGHT TRANSPORT DIFFERENTIAL Eligibility Treasure Valley and Magic Valley employees that
66. n ECH de E 14 Tips for Navigating badge reader cccccsssscccccceseecceceessecceceeseceesauseeeeeeaeeseceeeeeeseeeesseeseceeeseaeseeeeseauseeessuanseeessuaaeseessagaeeeeees 15 Eee a e EE 16 ROUDE Ol 0 tel 16 Special Code Entry Call Back ssscccsssssssecsssssssecscsssssccnccssssccucesesseesccsesseetcasessestecssscestessessessessessessessessessesssssensess 17 Special code and regular Shift combined ccscccccsssssccccceesececcsesseccecceeecceeaeeeeceesauaeeceesueeseeessseuseceesaeasecessueneeeessages 18 Special Code Entry Low Census Time Off ccccccccssssscccccesececcceeseceeseeaseceeesesseecesaeaseceeseeaeeeesauaeceesaeauecessaaaeeessages 19 Multiple Special Code ENT EE 20 Working a Quick Code Alternate position sisisansicncocnevsanssencsoaasoasinntaawrdaaviandieanebeabasniuwatinnareseinrecedbsageseaiseridesduessanstenboead 21 Floating to Other Departments Enter Department Number 22 Floating to Other Departments in Alternate Position 23 ACCESS AND SUPPORT 24 EE 24 LOEn MON E LO EE 24 SUID DOPE SUR CUR ET 25 2 Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 15 TIME AND SCHEDULE SOLUTION PC PORTAL GUIDE KREE RRER RE REE REENEN RER REE RE REE REENEN e REE REENEN 26 Time and Schedule solution PC Portal Toolbar ni sssssissrsrrsrsssecssrsisressssesesssressrsssrsrsrsssisreerssaresresssesesssnrssasdsirtresdtesasesesiressets 26 fg Oa ele CR
67. n Yes F2 is selected a second prompt will appear Full lunch If yes F2 if no F3 The following data applies to meal periods e 30 minutes is registered on time card between the 5 5 6 hour for shifts that are greater than 6 hours in length o 30 minutes is registered on time card for last 30 minutes of shift if the shift is 5 5 6 hours in length o Employees who don t want negative impact to their differentials can use actual clocking if they would like so that the meal period is applied during a more favorable time They would do this by clocking OUT for lunch e If employee clocks IN OUT for lunch for duration of 30 35 minutes the system will round the clocking back to 30 minutes e If an employee clocks OUT during the day for less than 30 minutes that time will be filled back in and 30 minute auto deduct will not be applied 10 Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 15 e Employees must answer the lunch question at final out punch or a Critical Exception will be generated TIME RECORD APPROVAL amp ACCOUNTABILITY POLICY IM105 SLHS EMPLOYEE SIGN OFF PROCESS Employees are required to sign off on their time record before their supervisor can approve their time record To facilitate supervisor approval before 12 00 on payroll Monday we suggest employees approve their time record after their Final OUT Punch on their last shift in the pay period See step by
68. nied a denial icon a red circle with a slash will appear as the status If entered the Requested Reason entered by you and or the Reviewer Comments entered by your supervisor will also appear in this card _ My CALENDAR MoNnTHVIEW With this view you can see all of your transactions clockings calendars adjustments Activity Codes etc for the current month This view is similar to the Monthly View that is available _when you display your own time card BOOKMARKS These are shortcuts that can be used to execute commonly used features Bookmarks will also _ appear in the lower portion of the left pane on all other screens in Time and Schedule Solution PC Portal Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 15 28 NAVIGATION ICONS The following icons or images are used for navigation Collapses the display view to hide information _ gt EXPAND Arrow Expands the display view to show additional information T PUSH PIN Reduces the size of the selected pane and expands the middle pane view area Y Drop Down MENU ARROW Opens a short list of standard options for a field such as Yes No Before After Home Non _Home Both etc Ge READ ONLY ACCESS Appears in text fields that are not editable rev ASTERISK Appears next to fields to indicate that a value must be entered required into the field before _the record can be saved se LIST SELECTOR Click th
69. normal activities of the established supervisory management position This situation could be created by illness vacation or other circumstances resulting in the absence of the supervisor The employee will be paid at a premium or differential above his her hourly base rate when formally placed in charge Shift differentials and applicable premium pays apply This pay type does not apply to the designated charge nurses as a differential is already built into their base pay rate Situations resulting in in charge responsibility not being for the entire shift may occur and this pay may be recorded in one hour increments This pay mechanism is not for situations in which the employee is the only one on a shift with access to management guidance Situations in which there is a need for a lead individual but no formal supervisory management position has been established should be discussed with Compensation to see whether this pay should be utilized COMMITTEE AND MEETING Eligibility Non exempt employees Entry Entered as a special code by employee Used for authorized participation on in house committees and meetings Not to be used for in house training or education See Education Mandatory Voluntary Paid at straight time with applicable premium pays overtime etc 53 Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 15 EDUCATION MANDATORY POLICIES HR 201 SLHS Eligibility Non Exe
70. o record clocking Final OUT Punch F2 Yes F3 No Press F2 YES Full lunch F2 Yes F3 No If YES press F2 Wait for Transaction Accepted or press ENT until Transaction Accepted appears If NO press F3 Wait for Transaction Accepted or press ENT until Transaction Accepted appears Return to Table of Contents 16 Time amp Attendance Resource Manual for Employees 8 19 15 N U m e gt i O O w m m Z JJ lt O gt E LU gt O IN Instructions for Adding Calendar entries start on Aere Special Code Entry Beginning of Shift Present badge to record clocking Press F3 NO to Final OUT Punch query At the Special Code prompt enter 11 the Call Back code Press the ENT key to record the number Wait for Transaction Accepted or press ENT until Transaction Accepted appears End of Shift Present badge to record clocking SEH E Press F2 YES to Final OUT Punch query Press F2 YES or F3 NO to lunch query At the Special Code prompt enter 11 the Call Back code Press ENT to complete Special Code entry Wait for Transaction Accepted or press ENT until Transaction Accepted appears 17 Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 15 SPECIAL CODE AND REGULAR SHIFT COMBINED This example illustrates steps for moving between a regul
71. olicy HR101 for further information 65 Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 15 SHIFT DIFFERENTIAL POLICY HRO35 SLHS e Shift differentials provide additional compensation for working hours other than regular day shift hours e Eligibility Non exempt and exempt as part of their regular shift with approval from department leadership Managers directors and above are not eligible for shift differentials in their exempt roles e Exempt employees can only record shift differential for hours worked as part of their regular FTE not for extra hours worked in addition to regular FTE hours This applies to exempt staff regularly scheduled on off shifts e There may be instances when an employee requests to work during a shift time frame for their own convenience such as a college schedule but they are not needed at that time by the department The leader would need to approve the work schedule modification and the duration Recognizing this modification is not based on business need there is a provision in this policy that allows work without shift differential supervisor override required SHIFT DIFFERENTIAL NIGHT SHIFT e Qualifying time frame is 6 p m to 7 30 a m every day of the workweek e Employees are paid for actual hours worked during shift time frame There is a minimum one hour requirement to receive any night shift differential which may be combined to achieve one h
72. osition and non exempt second position may work up to a maximum of 20 of their hours per pay period in the second non exempt position This includes all worked hours Regular Call Back etc in the pay period Employees are not eligible for overtime in the second position Refer to policy HR103 SLHS for additional information AVAILABLE PAY Available pay is NOT a Special Code option so it cannot be entered at the Badge Reader Available Pay must be entered via the Time amp Schedule Solution PC Portal as an Add Calendar Request SICK TIME If employee calls in sick for their personal illness a calendar entry should be added via the Time amp Schedule Solution PC Portal as an Add Calendar request with the Pay Code of SCKTM The calculation will be handled behind the scenes to distribute via PTO SICK or ESL If determined by supervisor that employee is eligible to access ESL immediately calendar entry should be added as ESL Extended Sick Leave by the supervisor employees do not have access to this pay code MEAL PERIOD PARAMETERS Each time an employee uses the Badge Reader or performs a Quick Badge via the PC Portal a required prompt will appear Final OUT Punch If yes F2 if no F3 On the employee s last punch of the day they will answer Yes to the Final OUT Punch question For all other times this prompt appears such as while floating or if clocking OUT for lunch the employee will press F3 or answer No Whe
73. our minimum e Night shift differential hours do not apply to hours paid under Absent Time Paid or PTO hours Night Shift differential may be claimed on Extended Sick Leave ESL but not on Paid Time Off PTO Combines with applicable premium pays DIFFERENTIAL WEEKEND SHIFT e Qualifying time frame is midnight Friday to midnight Sunday e Employees are paid for actual hours worked during shift time frame e Weekend differential is applied in addition to shift differentials as outlined in this policy Shift differential hours do not apply to hours paid under Absent Time Paid or PTO ESL hours Combines with applicable incentive pays SITTER TIME e Eligibility Employees working as sitters with approval from department leadership e Entry If have a second position as a sitter would enter as a quick code If not a second position entered as a special code by employee 66 Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 15 SPECIAL WEEKEND ONLY PROGRAM POLICY HRO41 SLHS The Weekend Only Program is designed to provide an additional incentive to clinical employees who work eight 10 or 12 hour shifts every weekend Eligibility Only specific positions are eligible see policy for eligible positions with approval by director and site HR director There is an exception provision for extenuating business need see policy for approval levels Must be full time 9 1 0 and work 8 10 or
74. ource Manual for Employees 8 19 15 EXEMPT EMPLOYEES WHO DO NOT WORK THE HOLIDAY Exempt employees who take the holiday do not need to enter any data TASS will quto generate a PTOHL calendar entry for Exempt employees EXEMPT EMPLOYEES WHO WORK THE HOLIDAY Exempt employees may choose to work the holiday if so they will need to disqualify the auto generated calendar entry 1 Goto Employee Section gt Employee Favorites Employee 9 D 2 Select Add Calendar Name mmm mm Pay Period 05 17 2015 05 30 2015 Back to Search Results Transaction List Items Transaction List Actions Employee Favorites Datel a Quick Code d 05 25 2015 Process Level _ 3 Complete an Add Calendar Entry using DQHOL a Disqualify Auto Generated PTOHL as a Pay Code Hours Units Device Number and 8 00 4 Select Save Requested Reason Worked Memorial Day to catch up on 71 Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 15 EXEMPT EMPLOYEES WHO ARE REQUIRED TO WORK THE HOLIDAY Exempt employees who are required to work the holiday will complete two Add Calendar Entries 1 Disqualify the Auto generated holiday using mel Ta Quick Code the DQHOL code see above Process Level d HLEXE 2 Add an entry using HLEXE Holiday Exempt 08 00 to indicate the need to receive a holiday io Losse differential due to the required work Requested Reason d Worked
75. paid at the employee s base hourly rate and are not considered hours worked for overtime calculation combine w applicable shift premiums Bereavement leave may be used for the following death of a spouse child parent sibling grandchildren grandparents parents in law step siblings step parents Employees are eligible for the following leave o FT 72 80 hours 3 consecutive shifts o PT Level 3 56 71 hours 2 consecutive shifts o PT Level 2 32 55 hours 1 shift In the case of a death of a spouse child or parent an employee is eligible to use up to one work week of their Extended Sick Leave ESL based on their official FTE level in addition to the bereavement leave 51 Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 15 CALL BACK POLICY HR102 SLHS Eligibility Non exempt employees with approval from department leadership or designee Entry Entered as a special code by employee Call back pay will be paid while an employee is actually working in call back status On Call pay will continue when an employee is called back Employees must be pre scheduled on call If an employee is recalled to work after his her regular work shift or he she is on call and returns to the facility to work the employee will receive a minimum of two hours of pay If an employee has not left the building campus they will receive call back pay but are not eligible for the two hour minimum an
76. period The ok system TE indicates the employee has been approved TRANSACTION List GRID ITEMS EE Eege This is the next section displayed in the left pane of the Employee section if F Calendars Pl clockings the Transaction List has been selected for displaying the time card Mladiustments F Retro transactions You can select by selecting the check boxes what you would Calculator like to see displayed on the employee s Transaction List Adjustments Pay Period Only Lal Pay Period Only E Show Requests When checked which is the default you only see transactions for the pay period specified in the pay period displayed in the Employee Navigator area at the top left of the TCS When unchecked all transactions are displayed starting with the day prior to the beginning of the pay period displayed in the Employee Navigator area This allows you to see any requests that may have been submitted or approved for the employee in any future pay periods Transaction List Actions i Cancel Entire Selected _ TRANSACTION List ACTIONS EE Cancel Selected The Transaction List Actions work directly with the Transaction List Delete Selected depending on the entries selected on the Time Card Screen i EMPLOYEE FAVORITES This card includes the most often used buttons from the left pane EE General Monthly View Allows employees to add calendars non productive time into the system as aes requests Detailed steps
77. r Transaction Accepted or press ENT until Transaction Accepted appears In situations of down staffing low census call off employees may e Initially record their non worked down staffed time as Hours Only e Within the same pay period later modify the Hours Only to PTO low census as needed to complete their FTE requirements 19 Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 15 MULTIPLE SPECIAL CODE ENTRY Up to five different special codes may be entered at the Badge Reader At first Enter Spec Code prompt enter one code then select ENT Enter Spec Code 2 will appear Only one special code can be entered at each prompt The Enter Spec Code prompt repeats for additional entry Using Multiple Special Codes Beginning of Shift with two Present badge to record clocking badge to record clocking Special Codes Press F3 NO to Final OUT Punch query At the Special Code 1 prompt enter the first code for this example Call Back CBREG 11 Press the ENT key to record the number At the Special Code 2 prompt enter the second code for this example Regular In Charge Hours 17 Press the ENT to complete Special Code entry if needed Wait for Transaction Accepted or press ENT until Transaction Accepted appears End of Shift with two Present badge to record clocking badge to record clocking Special Codes Press F2 YES to Final OUT Punch query Press F2
78. r the meal period Rest breaks and meal periods are separate and are not to be combined In the event the employee is interrupted or expected to work during the bona fide meal period then the period is compensable at the employee s individual rate of pay in effect at the time Employees will be asked at each clocking if it is their final punch of the day If the answer to that question is yes the employee will be asked if they received a full 30 minute uninterrupted meal period If the answer is yes a 30 minute meal period is automatically deducted If the answer is no the meal period is not deducted and an informational message will be generated for the supervisor It is requires that the employee answer this question If employee is leaving work for more than the 30 minute meal period they will clock out for that time or have the option of using the 60LCH to indicate they took a 60 minute meal period instead of 30 minutes If the employee is clocked out for more than 30 minutes the meal period will not be auto deducted but will be based on time they were clocked out Non Exempt employees are not to do any productive work during their meal periods 61 Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 15 Breaks PEA OORS ATEL O Oregon Labor Law May provide 15 minute paid rest Must provide 10 minute paid rest break per four break per four hour work period hour work period Can take break
79. ress ENT until Transaction Accepted appears Floating back Present badge to record clocking ce Press F3 NO to Final OUT Punch query Department Home Position Press ENT to advance to Quick Code Enter 1 representing Home department Press the ENT key to record the number Wait for Transaction Accepted or press ENT until Transaction Accepted appears End of Shift Present badge to record clocking leaving work from Alternate Department Press F2 YES or F3 NO to lunch query Alternate Job Class Press F2 YES to Final OUT Punch query Press the ENT to advance to the Department prompt Enter the Department Number to which you have floated to close out the shift Press ENT to advance to Job Class prompt Enter the four digit job class Wait for Transaction Accepted or press ENT until Transaction Accepted appears 23 Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 15 ACCESS AND SUPPORT ACCESS At work without a computer Badge Reader At work on a SLHS network computer Click the icon labeled Time and Schedule At work on a SLHS network computer http www stlukesonline org employees tass At home not on SLHS network http www stlukesonline org tass LOGIN INFORMATION This login screen will appear for all users QAPI Welcome Please sign in to your account Time and Attendance gemeng Staffing and Scheduling 2014 3 Take control of your employ
80. s time and attendance information Agree do NOT agree Cancel W Q you are signing off from home you may need to make sure your Pop up blocker doesnt interfere 5 Ifyou make any adjustments to your timecard after you sign off the sign off will be canceled Please sign off AFTER your last OUT punch for the pay period HAr REPORTS SECTION EB 48 Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 15 The Reports section displays the reports available to you within the Time and Schedule PC Portal system ELEMENTS OF A REPORT There are some common tips for running reports to keep in mind e To run a report click the open folder symbol z next to the one you want e Enter criteria to meet your report needs specifically selecting only the necessary departments The Change Parameters button is located on the left pane after the results It allows you to change the criteria of the report Initially most reports will display a snapshot of the entire report in the right pane and a number of options that can be done such as Exporting to PDF or Excel format in the left pane TCR ARCHIVE Reports gt Audit gt TCR Archive This report displays employee time card information for a specific pay range allowing supervisors to view and export information from a previous pay period ACTIONS SECTION The Actions section displays icons to open various functions and processing opt
81. sessaeeesseusessaaesessaaess Exempt employees who are Required to Work the Holiday ccccsssseccccsssecccceeeeccceeeseccceeeasecesseeaeeeesseeaeecessaaaeees COMMON Exception Errors sessssssessessessresrrssessresrrsreoeseoseesresresseoseesreereoseoseesresreesesseesresreeseoseesresreesesseesresreoseoseoseesreereeseeseeee 73 APPENDIX C SLHS DEEG EENEG Regen eE ea RE E EEEE ORS ee EEE eNA EE ERE E E 75 EE Geier Mee 75 Une EEN 75 SE Ee eg ODE E E S VSW Drouc Ut Ia aC ONE orraa E E A A EEA E OA AE Elle Deau gi e BE APPENDIX D ST LUKE S ALL SITES CALENDAR ENTRY EE Ee 79 APPENDIX E WOOD RIVER SPECIAL CODES in air Seere Seara reese oeae eaae enanar aeaaeae Seane 80 APPENDIX F MAGIC VALLEY SPECIAL CODES iosi eege EEN 81 APPENDIX G JEROME SPECIAL C O DES a t 82 APPENDIX H TREASURE VALLEY ELMORE SPECIAL CODES ccccccssssssssssssssssccceceecccccccsscssssssssssceeeeeessceseeseaaes 83 APPENDIX MCCALL SPECIAL CODES Ee 84 Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 15 GENERAL GUIDELINES AND INFORMATION INTRODUCTION This guide provides an overview of the St Luke s Health System SLHS timekeeping solution The Time and Schedule Solution will create a standard System wide electronic time and attendance solution which will facilitate organizational alignment accuracy of pay practice and ultimately provide a greater patient experience through a grea
82. ship or designee Entry Entered as a special code by employee Hours recorded when employees are on call and contacted for work related consultative questions that do not require them to return to the facility Paid at call back pay for actual phone time spent resolving the inquiry Employees must document the event through comments section Phone Work on call is paid the same as Call Back but the 2 hour minimum does not apply See policy for details about how to record round this type of phone work 52 Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 15 CHARGE IN CHARGE PAY TV WR POLICY HRO22 BMW MV JEROME NO POLICY If an employee is assigned the responsibility of the supervisor for an extended period of time and required to fulfill all related duties he she may be eligible to receive in charge pay Eligibility Non exempt and exempt employees with approval from department leadership Entry Entered as a special code by employee Different codes used for TV WR and MV Jerome McCall An employee that is assigned supervisory management responsibilities for weekends for an off shift vacations etc will be eligible to receive in charge pay The employee must supervise others and be accountable for all normal activities of the shift It may be authorized in one hour increments To receive the pay an employee must be assigned the responsibility to supervise others and be accountable for all
83. step instruction for employee time card sign off here SUPERVISOR TIME RECORD SIGN OFF PROCESS Each supervisor must log in to review the accuracy of their direct reports time records and approve the accuracy of each employee s time record no later than 12 00pm on payroll Monday Per policy IM105 SLHS Leaders are responsible to maintain accountability of the time record with employees Each time record is expected to be reviewed and approved for general completeness and general accuracy All approvals certify that the time recorded is a true and accurate record of hours worked on each of the days shown Departmental and organizational management are responsible for accurately and consistently implementing the pay policies and practices of the St Luke s compensation system Non management staff delegated the responsibility of processing reviewing employee time records or making pay decisions utilizing these pay guidelines must have actions reviewed and approved by a management level individual before forwarding to payroll for processing Payroll will begin close process at 12 00pm supervisors will be locked out of the system at this time to avoid disruption to the system wide payroll close 11 Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 15 BADGE READER Badge Readers will be available throughout St Luke s facilities typically placed in areas with high employee traffic Time and
84. te Pay Codes and required fields Select Save SUBMIT A CALENDAR FOR CONSECUTIVE DAYS 1 2 3 4 5 Under the Employee Sections select Monthly View Press SHIFT and select the start and end dates for which you want to submit a calendar entry In the left pane under Employee Actions select Add Calendar Enter the appropriate Pay Code and required field Select Save 47 Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 15 EMPLOYEE SIGN OFF It is required that all employees approve their times cards at the end of each pay period This is NOT optional APPROVING YOUR TIME CARD At the end of the pay period 1 2 Log in to the Time amp Schedule PC Portal a Time and Schedule Go to Employee section If you are an hourly employee o Review Transactions List and Pay Distribution and correct any errors o When you are satisfied that your time card is accurate record your OUT clocking using the Badge Reader or Quick Badge If you are an exempt employee go to step 3 Choose Employee Sign Off in Employee Favorites kd Employee 1030005 LJ Name Jose Garcia Pay Period 03232014 04052014 E _ Employee San General Monthy View attest that have accurately recorded and reported all hours worked and that have received the meal periods for which am entitled or properly reported exceptions Further have not falsified or misrepresented thi
85. ted Approve Selected i INE Quic 3adgef Employee Deny Selected 3 Select Yes when the confirmation dialog box appears 45 Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 15 ADD A TRANSACTION NOTE 1 Click on the details arrow Y in the far right column of the Transactions List 2 Select the Notes tab Transaction List Actions __ Approve Entire Selected ss Approve Selected Delete Entire Selected Dem Entire Selected __DenySelected Pending Review Selected Subject _ Set Requested Selected Employee Favorites Text 3 Enter free text in the Predefined Note Code field or click on the list selector ee to choose from pre defined values 4 Enter the subject and text if not automatically populated 5 When information is entered and ready to be submitted select Save d Notes will be visible specifically on the transaction in the Time Card Screen They will be located to the left side of the transaction They are maintained indefinitely 46 Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 15 USING MONTHLY VIEW SUBMIT A CALENDAR FOR NON CONSECUTIVE DAYS 1 2 3 4 5 Under the Employee Sections select Monthly View Press CTRL and select the days you for which you want to enter calendars In the left pane under Employee Actions select Add Calendar Enter the appropria
86. tended to cover unanticipated absences or urgent needs identified after the department work schedule is final and has been posted Used typically within 24 hours of the start of the shift Regular or overtime hours must be recorded in addition to the Immediate staffing hours e Eligibility Non exempt employees with appropriate approval as specified by site in policy HR106 e Entry Entered as a special code by employee e Shift differentials apply and hours are included in overtime accruals INCENTIVE PAY PROGRAM CRITICAL STAFFING POLICY HR107 SLHS This pay is for use after schedule is final and posted Immediate dire need with extenuating circumstances that may lead to patient diversion or other patient care service concern Triggering event situation may be within 24 hours but duration of incentive is approved for a defined period of time Regular or overtime hours must be recorded in addition to the Critical Staffing hours 59 Return to Table of Contents Time amp Attendance Resource Manual for Employees 8 19 15 e Eligibility Non exempt employees with appropriate approval as specified by site in policy HR107 e Entry Entered as a calendar entry by department leadership e Shift differentials apply and hours count for overtime e Please note Critical Incentive is not active available for Treasure Valley at this time INCENTIVE PAY PROGRAM WOOD RIVER NIGHT INCENTIVE PAY Only available in Wood River Eligibility
87. ter employee experience This guide is not intended to supplant actual organizational policies regarding compensation Please refer to the HR policies referenced in this document for further detailed information In this guide you ll find information on using the Badge Reader system the Time amp Schedule Solution PC Portal and the SLHS Pay Practice Rules and information that provide the guiding principles for how the timekeeping system was set up St Luke s Health System is implementing the Time and Schedule Solution in order to e Design a system wide time and attendance process and implement a solution based on best practices within the healthcare industry e Follow time attendance standards and policies to ensure consistent application among departments and sites e Provide a single source of data to help improve integrity and availability of data required to manage human resources system wide e Reduce waste and processing time relative to payroll processes e Empower users and increase accountability by allowing employees to Obtain real time information When a user makes a modification in the system supervisors have the ability to see the results within a matter of seconds Access to view users own archived time cards Submit requests electronically for missed or changed clockings or to request time off e Eliminate the use of paper time cards Return to Table of Contents Time amp Attendance Resource Manual for
88. to management guidance Situations in which there is a need for a lead individual but no formal supervisory management position has been established should be discussed with Compensation to see whether this pay should be utilized INCENTIVE PAY PROGRAMS These pay programs are used as an incentive and are not intended to be used on an ongoing basis but rather used prudently as needed for extenuating circumstances Incentives are used at the discretion of department leadership are not automatic and are not negotiated by employees Non direct patient care hours are excluded from incentive pay Required eligibility and thresholds must be met INCENTIVE PAY PROGRAM CORE STAFFING POLICY HR105 SLHS This pay is for shifts posted with Core Staffing Incentive designation Posted during development of department work schedule and may remain open until 24 hours prior to start of shift or closed at management discretion Intended to fill a vacant slot bring to core staffing levels but does not have to be used open shifts may be posted without incentive Regular or overtime hours must be recorded in addition to the Core Staffing Hours e Eligibility Non exempt employees with appropriate approval as specified by site in policy HR105 e Entry Entered as a special code by employee e Shift differentials apply and hours are included in overtime accruals INCENTIVE PAY PROGRAM IMMEDIATE STAFFING POLICY HR106 SLHS This pay is for shift in
89. yee Favorites pane select Add Clocking 2 Enter the appropriate information e Date Required e Time Required e Special code only if needed e Requested Reason F S User Shift Answer serves as the Lunch Attestation Field If the clocking being recorded is the Out punch for the shift and the employee received a full uninterrupted meal period select YES in the dropdown field This field is not a required field and is easy to miss Please fill it in 3 Select Save Quic t Bac gef Empio Employee 1080005 b d p8 12 2014 The calendar date of this clocking More Name Jie Gytis Time Quick Code 08 10 2014 08 23 2014 i Special Code 1 Facility August 2014 Employee Favorites Today sheets peas apes Sun Mon Tue Wed Thu Fri Sat at 28 23 30 31 01 02 Special Code 3 Device Number ployee Sig 03 04 05 06 OF 08 09 C e Speci Code 4 Special Code 5 gt Report Favorites do not exist d Forgot to punch out on Tuesday 34 om mm wm 06 2 When viewing the calendar in the right pane the current pay period appears in a brighter yellow shade This is a quick way to acknowledge what the current pay period is Always enter four digits for the time By default blank fields use the employee s home labor distribution information When an employee Ze floating to a different department the facility and department information must be entered of the shift will be recorded with

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