Home

Web Based Time & Labor Management System

Contents

1. 10 11 12 13 14 15 Extra Settings First Week Day Company Default initial Number Of New Rows Time 0 Y Extra Pay 1 Adjustment i Maximum Number Of Rows id Show Days As Drop Down Show Calculated Totals Show Time Sheet Information Box Show Employee Information Box Enable Keyboard Navigation O 0 0 AKA p Highlight Edited Time Cost Field Selectors Default Show Tabs On Top Left Bottom Right First Tab Employee ad First Tab Manager id On Timesheet Scroll Keep Previous Tab Status Look amp Feel Verdana Arial Helvetica sans serif io E Co 5 First Week Day allows the timesheet profile to have a different first day of the week from other profiles and the company Initial Number Of New Rows enter the number of rows you want users to start out with on their timesheet The defaults can be set for both extra pay and hours Maximum Number Of Rows enter the maximum number of rows users can add to their timesheet Show Days As Drop Down shows the days in an employee s timesheet as a dropdown selection Disabling this box would display the days as tabs rather than a drop down Show Calculated Totals displays calculated totals on each day of the timesheet Show Time Sheet Information Box displays a box that contains the date the timesheet was created its current state and the employee s default cost center Show Employee Information Box displays the employee s hire a
2. Accruals willbe calculated from Actual Date i 7 e Apply Changes x Cancel Tenure Changes if tenure changes in the middle of an accrual period you have the following options a Remains At The Beginning Of The Next Accrual Period will update the employee s accrue rate at the beginning of the next accrue period For example if the client accrued per pay period and the employee s anniversary happened in the middle of the pay period the employee s accrue rate would remain the same until the beginning of the next pay period b Break Point On Exact Date Note Breaks Accrual Period will pro rate the employee s accrual rate based on when their tenure changed For example if the client accrued per pay period and the employee s anniversary date happened in the middle of the pay period the system would accrue the first half of the pay period at the employee s old rate and the second half of the pay period at the employee s new rate c Next At The Beginning Of Current Accrual Period will update the employee s accrue rate at the beginning of the current accrue period For example if the client accrued per pay period and the employee s anniversary happened in the middle of the pay period the system would bump up to their next accrue rate at the beginning of that current pay period d At The Beginning Of Current Accrual Year will update the employee s accrue rate at the beginning of the curr
3. Do not adjust execution end date Simple SF Test 3 Click on the wt button 4 A Test Results window will display similar to the one shown below Test Results Employee Name Tony Bernard Range Covered 04 30 2012 06 09 2012 Start Date Value 04 30 2012 Time Off Vacation Hours Accrued 4 23 00 hh mm ss Time Off From To Anchor Date Type Authorized Vacation 04 30 2012 001 2012 04 29 2012 Automatic Accruals Execution 0 10 Vacation 001 2012 0022012 0429 2012 Automatic Accruals Execution 0 10 Vacation ON02 2012 002012 0429 2012 Automatic Accruals Execution 0 10 To view accruals as of a specific date 1 Select My Employees gt Accruals gt Balances As Of Date 2 When selecting a date to run you should enter a day up to but not including what you d like to see Meaning if you re running a report in February your date should be 3 1 09 up to but not including 3 1 3 The Balances As Of Date pro rates the employee s accruals to determine how much they would have on the date you enter For example Your balance is 10 hours Web Based Time amp Labor Management User Guide for System Administrators 167 You accrue 10 hours per month on the 1 day of the month We divide 10 hours by the number of days in the month to get 333 for a month with 30 days You run the balances as of date report on 3 2 Your balance would show 10 333 hours because the system prorates the accrual to determine how much the employee should get f
4. Edit Settings Employee Viewable allows the employee to view the cost center Employee Editable allows the employee to edit the cost center they are allocating time to Required requires that an employee choose a cost center working in conjunction with the Incomplete Timesheet Rule Display As shows display for name of cost center for an employee to choose from Visible Size amount of characters shown for name in display Extra Pay Collected Data The screen above determines how dollars are collected on an employee s timesheet You can also determine what is enabled edit the settings and label what you would like to call the extra pay data s a Extra Pay Collected Data Enabled Settings Label Extra Pay A Extra Pay Cost Center 1 A Cost Center 1 Shift E Shift Fay Category A Pay Category Date Range NWA Date Range Extra Pay Notes E WA Notes Extra Pay enables the ability to track dollars on the employee s timesheet Cost Center 1 allows you to allocate dollars to a specific cost center In the example above only one tree has been enabled for this company called Department however if multiple trees are enabled you would have the option to allocate dollars towards those cost centers Shift allows you to manually allocate dollars to a specific shift Pay Category allows you to manually allocate dollars to a specific Pay Category Date Range allows you to enter a date range for the dol
5. You can define your own company lists and they can be tied to custom fields reason codes etc These lists will become drop down choices for these fields in the employee file Account Extra Fields in cost center definitions Cost Center Extra Fields or in the timesheet Time Entry Extra Fields icd Add New Lookup List To create a new lookup list click on the button Enter the list name and description for this list and click the button To add an item to the list click on the button in the Lookup List Items window Type in an E aaa Item Value name and click on the Baks button in the Add New Item window p x a x Add New Item tem Value tem Code a Add Cancel Repeat this procedure until all list items are added Web Based Time amp Labor Management User Guide for System Administrators 36 i Company Settings Global Setup Global List Definitions Lookup Lists Definitions Edit Lookup List Lookup List Items Name Department Description Code List Item Execute Offices Marketing Co Op Support Services Software Development j Previous Screen 7 To add multiple items at a time click on the button You are able to cut and paste lists from E acd external sources Once you have completed your list select the button in the Add Multiple Items window 8 To Insert Edit or Delete the list items on this list use the appropriate buttons in the Look Up List Items window F
6. g Move Time Off Entries to Eliminate Gaps and Overlaps will eliminate a time entry gap or overlapping time entry if the time entry is within the defined amount of time between the last first time entry h Piecework is Missing Pay Category checks to confirm piecework is tied to a pay category Send Email Notification When Extra Pay is Approved when an extra pay entry is approved on an employee s timesheet a notification will be triggered j Time Entries or Time Off Requests After Employee Termination Date can be configured to produce a warning or error when a manager attempts to approve an employee s timesheet that contains time entries and or time off requests populated past their termination date k Time Entry Begins or Ends Outside of Timesheet if an employee has a time entry including a punch either before or after the timesheet s start or end will generate a warning or an error Web Based Time amp Labor Management User Guide for System Administrators 100 Time Off Exceeded will display an error or warning message when a manager is approving an employee s timesheet if the time off entered will result in a negative accrual balance You can also specify that an employee s accrual balance can go negative only up to a certain limit So for example if this is set to 8 hours if the employee has a time entry on their timesheet that brings their balance below 8 hours either an error or warning will generate The me
7. Employee Summary shows employee access to cost centers and managers assigned to them Seniority Report shows all employee dates hired started etc 3 Time amp Labor gt Time Allocation Detailed Hours shows individual time records Detailed Hours Overview calendar view of hours per person Summary Hours summary of hours based on columns chosen Summary Hours by Employee These are pre defined settings Summary Hours by Cost Center grouped by specific cost fields or Summary Hours by Day date range Summary Hours by Week Time Off Calendar Monthly provides a monthly view of approved time off requests with the ability to drill down weekly by clicking on the magnifying glass Time Off Calendar Weekly provides a weekly view of approved time off requests Time Off Calendar provides a yearly view of approved time off requests with the ability to drill down daily by clicking on the hyperlink Dot Board shows who s in red pin and who s out blue pin as of now Also shows who s been in during the last 24 hours time since last in out columns Late Early Absent Report based on a schedule shows whose early late absent All Notes Exceptions shows a more detailed view of the Exceptions Exceptions Summary by Week will display per employee any Exceptions flagged within a specific date range color coded based on the Exception configuration Then by clicking on an Exception you w
8. Report Color determines the color of the Abbreviation when displayed within Exception reports 3 Then under Company Settings gt Profiles Policies gt Timesheets you can enable which Exceptions should be displayed on the employee s timesheet Enabling Exceptions will create a separate tab on the timesheet to track Exceptions You also have the ability to allow employees to see and even edit some or all of the Exceptions Exceptions Show Exceptions To The Employee Editable By Employee Early In El E Late In LI F No Lunch NL Company Exceptions 4 Then within the employee s timesheet you ll now see an Exceptions tab On the Exceptions tab you will see a column for the employee s scheduled hours as well as one column per Exception enabled Here you re able to manually set Exceptions on the timesheet which will display within Exception reports Manage Time Manage Timesheets b All Timesheet Edit Employee pt Tony Bernard 41 e Time Sheet May 06 2072 May 12 2072 Days Exceptions Calc Detail summary By Day Early In Late In No Lunch Sun 05 06 2012 1 Not Scheduled AOO O ATT Mon 05 07 2012 1 9AM 5PM E1 fe fe Tue 05082012 1 9AM SPM ut gt NL Wedosg2012 1 gam 5PM ES a E Thuosi02012 1 SAM 5PM Eo E Fiosan 1 9AM SPM lt Do o Eoo Sat 05422012 1 NotSchedued F gt Web Based Time amp Labor Management User Guide for System Administrators 41 5 Next under My Repo
9. Thomas W Allen New Opt out document 2 05 16 2013 05 15 2013 qr o hd pi g pm g hd 4 John K Brown New Opt out document 2 05 16 2013 05 15 2013 Additionally an Expired Opt Out Notification can be configured under Company Settings gt Global Setup gt Notifications to alert users of an impending expiration of the Opt Out Agreement Web Based Time amp Labor Management User Guide for System Administrators 176 In conjunction with the Opt Out Agreement there is now an option within the Work Schedule Policies under Company Settings gt Global Setup gt Company Setup gt Global Policies Tab to set a Country Work Limit which will allow a company to set a per week work limit i e 40 hours Enabled Schedule Types Free Flow W Fixed Floating F Max Shifts Per Day 2 Minimum Seconds Between Shifts 7200 Allow Work Day Breakdown Allow On The Fly Entries Enable Lunch W Enable Lunch Minimum Time F Enable Lunch Maximum Time F Enable Lunch Paid Time F Enable Lunch Start F Standard Total Hours F Default Shit F Work On Holiday F A Timesheet Profile Rule Check If country Work Limit Is Exceeded can then be used to generate a warning or error when an employee exceeds the set Country Work Limit under Company Settings gt Profiles Policies gt Timesheets Check If Country Work Limit ls Exceeded FN Please Make Sure That The Use C
10. Web Based Time amp Labor Management User Guide for System Administrators 155 7 Choose a new Daily Schedule by clicking on the p button to the left of the schedule name To change a weekly schedule 1 Select Manage Time gt Scheduling gt Weekly Schedule A l Manage Time t Scheduling r Weekly Schedule b Weekly Schedule Employee Filter All Employees amp Date Range Calendar Range This Week vy 5 7 2012 5 13 2012 View Defaut v A Rows On Page fio X 2 Rows 9 A Tools wv Employee ld First Name Last Name Employee Schedule Schedule Schedule Schedule Schedule Schedule Schedule All Status May on ue u ri un M T Wed Th Fri Sat S 7 8 9 10 11 12 13 Page ee i E Ea mE G M a M eee a amp Se 1 Tony Bernard Active e a 7 00a m 4 00p m i n 2 3 00p m 12 00a m 3 00p m 12 00a m 3 00p m 12 00a m Time Off 8 00 F d Eva Amontis Active amp a 3 00p m 12 00a m Total 9 00 18 00 13 00 9 00 9 00 2 By default you will view all employees you currently have access to To display only certain employees use the button 3 Click on the date highlighted in blue to take you to that particular date s Daily Schedule To mass edit several schedule entries at one time 1 Select Manage Time gt Scheduling gt Weekly Schedule The Weekly Schedule screen for the current week will display You can change the Date Range by settin
11. allows you to specify the maximum length of time that may occur between two punches Day Starts At Midnight Prev Day Same Day allows you to define specifically when midnight should take place Example setting is applicable to a client whose day starts at 7 00AM If Time Entry Spans Two Days allows you to specify what should happen when a time entry crosses midnight You have the option to allocate all to day time entry started allocate all to day time entry ended split between two days or split between two days based on the time entry s start Split on Day Line when Pay Period Changes if a pay period crosses a timesheet the system will add a line to designate the different pay periods Split on Line Day Before allows you to add a line split for a specific day of the week Enable Break Lunch Time enables a column on the timesheet where an employee can enter in a bulk time entry for their break or lunch Example the employee can enter in 5 in this column for the 30 minute lunch they took The Label allows you to provide a header for this column Allow Time Entries To Overlap the system will allow an employee to have time overlapping on their timesheet Web Based Time amp Labor Management User Guide for System Administrators 108 10 11 12 13 14 15 16 17 18 19 20 21 Web Based Time amp Labor Management User Guide for System Administrators Funch Collection Settings Time Collected
12. button To edit accrual balances select the iy button To view an employee s history select the button Hours Earned YTO To move an employee s balance select the EEEIEE button Information Hours Taken YTO 6 00 Hours Scheduled 11 00 6 00 Please select where you want balances to be moved Vacation gt Personal Comment a Select the Al button to choose the correct the Time Off b You have the ability to write a note in the comment box c Select the button after completing all the information button The Execute Accruals Rules Results are displayed on a new screen F Tools Hours Remaining 26 00 Roll Back To roll back the accruals select the button In the following screen you can specify which date youd like to roll back to This is similar to zeroing out however it will keep all of the prevoius history whereas zeroing out deletes it Web Based Time amp Labor Management User Guide for System Administrators 164 gt Rollback Accruals Rules Up To Date 41st Of This Month 1st Of Next Month Calendar Date te E Change To change the update to date select the button In the following screen you can specify which date should be considered the updated to date Actual Date As Of This Year As Of Last Year As Of Next Year Actual Date Change To change a remaining balance select the Hakiu button In the following
13. le X istenit Yes 7 00am 4 00p m le S 2nd shit Yes 3 00p m 12 00a m 2 E amp asni Yes 11 00p m 8 00a m 3 A 4 Weekend Shitt Yes Fri 12 00a m Sun 11 59p m 4 gt Add New Shift 2 To create a new shift definition click on the button Part Of The Following Lists Name ist Shift F 00a m 4 00p m Description List Name r E Counts Towards OT Code 1 E For Time Off Enabled 3 Next type ina Name Description and Code if applicable for this shift If you want this shift definition to be enabled in the system select the Enabled check box 4 Inthe Part Of The Following Lists box you now have the ability to view which lists this shift is a part of 5 Click on the button to save this shift definition Previous 6 Click on the button The new shift definition has now been added to Company Shifts screen Web Based Time amp Labor Management User Guide for System Administrators 38 To set up a Pay Category 1 Goto Company Settings gt Time amp Labor Set up gt TLM List Definitions gt Pay Categories Pay categories allow you to classify records in terms of how worked time is paid Example Overtime hours are paid differently than a Bonus flat dollar amount Company Settings Time amp Labor Setup TUM List Definitions Pay Categories Company Pay Categories View Default Va Rows On Page 20 7 3 Rows r F Tools F Name Description Code Order Index Used As Extra Pay Category Used As
14. Calculated Time Summary By Week Client Company Configuration Company Employees Daily Schedules Dashboard Dashboard Premium Detailed Hours Overview Dot Board Employee Roster Employee Current Timesheet Employee Historical Timesheets Employee My Schedule Employee Request Time Off My Saved Reports EEEE Time Off Calendar The Dashboard option will display within the First Screen Lookup however the Dashboard Premium option will need to be enabled through your Partner Admin Account under Maintenance gt Companies gt All System Companies and within the Edit icon for any Mid Market Edition Company click on the Premium Features link to Add Premium Feature Here you can select Dashboard Premium Once a dashboard type is assigned as the employee s first screen the employee can then configure their Dashboard to their liking by clicking on the icon The image below depicts the default screen that will display Web Based Time amp Labor Management User Guide for System Administrators 139 My Dashboard 4 days until A Company Picnic Friday 5 18 05 14 2012 12 S7p By Billy Young Just a reminder that our annual company picinic is THIS Friday Please be sure to set your auto response and voicemails as the office will be closing promptly at 12pm EST ba MAIN FUN SY Reset Windows J i My Saved Reports My Schedule DGA Sticky Note GA Show F Others Settings z This We
15. Example an employee is entitled to a shift premium if they work anytime between 12 00AM and 7 00AM Shift Based on Type of Schedule applies a shift premium to hours prior to or past an employee s scheduled hours Shift Override tells the system to recognize any shift overrides on the employee s timesheet instead of applying the shift rules from within the pay calculations profile By default the system will always go based on the pay calculations rules regardless if the shift is changed on the timesheet This tells the system to make the timesheet edits the priority Split Shift after Set Number of Hours in Day will split an employee s shift at a certain point once the shift has exceeded a certain number of worked hours specified by day of the week Example if an employee has worked longer than 14 hours after the 8 hour mark the system will split the shift into two assigning the first 8 hours to 1 shift and the latter hours to 2 shift Time Off a b C Daily Time Off Hours Premium splits time off proportionally among pay categories For example if the employee had 45 hours of vacation the hours could be split as 40 Regular Vacation 5 Overtime Vacation Distribute Time Off Cost Centers will distribute time off entered on the timesheet proportionally across cost centers based on where the hours have been worked throughout the pay period Reduce Time Off Hours by Hours Worked That Day wi
16. Ja IR Permissions 1 Manager Information allows you to determine the approval workflow within your company There are up to 5 levels of approval available Fields created and enabled here will appear in each employee record where you can then assign the appropriate approver to that employee 2 Used checkboxes to enable disable any user defined fields configured in this area for sorting and running reports 3 Label field to enter the common name given to an approver s within your company Web Based Time amp Labor Management User Guide for System Administrators 15 Edit Manager Permissions Account Information Edit Employee Time i View Edit Approve Approve Level Override Edit Access By Entry Type All Time Entry Field Edit Access All Approve Time Off Requests Approve Time Entries Approve Extra Pay Entries Employee Schedule View Edit EFTA EY cancer 4 Permission field to determine the functionality the approver will have access to buy clicking on the iz button 5 Default Manager allows you to define default managers at each level to be assigned to an employee once they are created in the system I E Manager or Time Off Requests Handler Click on the Login Config tab Modify the settings as desired and click the provides definitions for each field setting button The following outline Mobile Application Web Based Time amp Labor Management offers a Mobile App that includes company
17. Request Time Off screen e My Schedule a quick view of the employee s schedule for that week Also available under My Account gt My Schedule f Turtles when enabled displays a window of turtles in their tank with the flexibility to adjust the amount of water and turtles that inhabit your dashboard In order to be a responsible turtle parent turtle owners must click the tank to provide food and nourishment In return your turtles will provide countless hours of friendship and loyalty The Dashboard Premium option allows for additional more robust reporting for both Managers and Administrators including graphs missing punch overview pending time off requests upcoming birthdays and the Dot Board If you navigate away from the Dashboard you must simply click your company s logo in the upper left corner of your screen to return to the Dashboard Tips on Managing User Accounts When you are ready to modify or delete user accounts use the following guidelines 1 To modify an individual user account go to My Employees gt Employee Information Click the button that corresponds to the user account you want to modify Alternatively you can also select the checkbox that F Views eee button If you select corresponds to the user account you want to modify and click the multiple checkboxes use the ZS buttons to scroll through the selected user accounts and make your changes Make your changes as desired and
18. Sat No 3C Ate sl No Sat s 7 K B T 102 Mn H T eS i if Mos i i After i i is No x i Sun i I Sa H After i H 7 No Sun g E Bi a E 7 a x o T Soe No gt E a fee Name type in the name of the work schedule Description type in a brief description of the work schedule In the example above the description of the 1 Shift is 7 00a m 4 00 p m Days in Cycle allows you to specify how many days are in the schedule cycle In the example above the schedule reoccurs every 7 days Initial Cycle Start Date allows you to specify the date to be considered as day 1 of the cycle In the example above day 1 of the schedule starts on 1 2 05 Sunday NOTE changing the days in cycle or cycle start date will take affect from this date forward Change Effective From specifies the date the change is effective as of Click on the be button at the end of the day that you need to change The image below will show Web Based Time amp Labor Management User Guide for System Administrators 86 Daily Schedules Lookup Rows On Page 30 2 Rows e A Tools Name Description Type starts wih like Ps F T 00a m 4 00p m 1st Shift No Premium Fixed Ei 3 00p m 12 00a m 2nd Shift Premium Fred Choose a new schedule by clicking on the Pe button to the left of the schedule name 3 Continue this process until all changes in the cy
19. Stated 05 08 2012 10 Review st Birthday OQ Seniority el Re Hired OQ Benefits el Deceased Ug Retired el Employment Length Hired date of hire used for seniority based reporting This field is required Started start date used for seniority based reporting This field is required Birthday date of birth This must be entered if used as an anchor date for benefit accruals Re Hired date of rehire if an employee has been previously terminated Web Based Time amp Labor Management User Guide for System Administrators 136 Deceased date of death Terminated date of termination will be blank on an active user Review date of the user s most recent review This field is for reporting purposes only Seniority seniority date This must be entered if used as an anchor date for benefit accruals Benefits allows you to track an employee s benefit date Such as when they became eligible Retired date of retirement Groups all groups this employee belongs to will be displayed here Sa Groups Group Type Group Name Group Description lp 23 Defautt Cost Center 1 NONE Auto Group On Default View Available Groups Extra Fields if any extra user definable account fields were created within Company Configuration these fields appear here Information can be entered into these fields for grouping within reports and other system functions such as mass editing Extra Fields Regio
20. To assign temporary Group permissions 4 5 1 Select Company Settings gt Global Setup gt Groups gt Edit es 2 Click the Group Permissions button next to the Group you want to work with 3 Inthe Group Managers section click the Assign Alternative Employee g button for the user who needs a substitute manager You will then be prompted with the following screen Assign Alternative Manager Alternative Manager 2 Active From 05 08 2012 14 ae ActiveTo 06 08 2012 19 Add Alternative x cancer In the Alternative Manager field click the button and select the user account that should have temporary Group permissions The Alternative Manager will have the same permissions as the regular manager In the Active From and Active To fields specify the date range this user should have temporary permissions to the Group Add 6 Click Altennativel NOTE If the user is no longer needed before the date range has expired you can easily remove their temporary permissions by clicking the Remove Alternative Employee J button Otherwise once the Active To date has expired the temporary group permission will remain to show as history If you do not want this to remain to show you can remove it by clicking the Remove Alternative Employee a button To manage Group membership 1 The following reports are available to manage Group membership Company Settings gt Global Set up gt
21. add rows as needed and then click on the Save button The example below is setup for an employee who works 30 hours per week Web Based Time amp Labor Management User Guide for System Administrators 56 Accrual Schedule Name Full Time 30 hour Description Applies only to FT 30 hour EEs Schedule Entitled To Initially 30 Hours 3e After 2 Years 50 Hours Se After 5 Years Y 90 Hours E Add Rows d You can then assign the schedule to employees by going to My Employees gt Employee Information e Click on the a Employee Information button for the employee you would like to change f Next go to the Accrual Schedules box and select the schedule you would like to use S yr Accrual Schedules Wacation Full Time 30 hour Entitled To Time Is Value Per Year or Accrue Period Example An employee accrues monthly but receives 12 days total at the end of the accrual year Choose Year to enter in 12 days or choose Accrue Period to enter in 1 day By choosing Year the system will calculate the rate for you The Schedule can then be filled in accordingly On the Initially line you will specify what the employee should accrue after the Waiting Period accruals have taken place You can then specify what should happen each year following Click the oe disaki Dutton to add additional years to the schedule Then click Web Based Time amp Labor Management User Guide for System Admi
22. allows a user to enter their own start and end times of their workday This profile is an honor system concept giving the employee the freedom to edit their timesheet ti My Account My Timesheet b My Current Timesheet Timesheet Edit Bulk Hours May Of 2042 May 20 2072 This ls Your Current Timesheet Calc Detail Summary By Day Needs Saving Cost Center Time Off ae New Jersey Marketing el m al pe New Jersey Sales a Add Rows fiai Submit E Fs 3 e J Previous o Next For Approwal ee ee a Timesheet _ Timesheet Bulk Hours allows a user to enter time in bulk hours without specifying exact start and end times This profile is typically enabled for exempt or salaried employees and can be set to auto populate Piecework can also be enabled Web Based Time amp Labor Management User Guide for System Administrators 99 Creating Timesheet Rules 7 Goto Company Settings gt Profiles Policies gt Timesheets You will then see the following Timesheet Profiles by default Company Settings Profiles Policies Timesheets Company Timesheet Profiles View Defaut F Rows On Page All i 5 Rows 2 F Tools r Name Editable Accounts Description Active Created 7 7 r 7 All All il FA 4 ia i Bulk Hours Y 0 Y 11 11 2011 08 53a E x O H Graph Y 0 Y 11 11 2011 08 53a E x O E Start End All Days Y 0 Y 11 11 2011 08 53a E x O E Start Stop Y 0 Y 11 11 2011 08 53a iz B
23. button next the Holiday Profile you want to modify To modify a Holiday Profile click the button next to the Holiday Profile you want to modify Make your changes as desired and click the Save button To delete a Holiday Profile click the z button next to the Holiday Profile you want to delete The system prompts you to confirm the deletion Click OK Note that you cannot delete any profile that has a user account associated to it Pay Period Profiles The Pay Period Profile applied to a user account determines the user s pay frequency You can create any number of Pay Period Profiles to reflect the different pay frequencies used within your organization Example if your full time and part time users were paid on different pay frequencies you would create two different Pay Period Profiles one for the full time users and one for the part time users and apply them to the user accounts accordingly To create a Pay Period Profile 1 Goto Company Settings gt Profiles Policies gt Pay Periods The Company Pay Period Profiles screen will display Web Based Time amp Labor Management User Guide for System Administrators 67 2 Click on the i button and enter the appropriate information as described below Pay Period Profile Name Bi Weekly Description Active r Pay Period Type gt Quarterly Monthly From the ist day ofthe month Monthly From the ist Sunday Semiltonthhy Starting on ist andon 16th o
24. can be cleared when specific time offs are entered onto the employee s timesheet either through a time off request approval or manually entering on the timesheet Future Timesheet or Time Entry will display an error or warning message if an employee attempts to enter time in the future Incomplete Timesheet if an employee has incomplete time entries on their timesheet then the system will display an error or warning message when saving their timesheet Incomplete Timesheet Based on Advanced Filter if an employee has incomplete time entries on their timesheet in any of the fields in the advanced filter the system will display an error or warning message upon saving of the timesheet Limit Extra Pay Amounts ability to specify a minimum and maximum dollar amount that can be entered on the Extra Pay tab of the timesheet Web Based Time amp Labor Management User Guide for System Administrators 101 h Limit Time Supervisor Has to Edit Time Entries allows the customization of a time frame in which supervisors can edit employee s time Maximum Hours Worked Per Day Exceeded allows you to define the maximum number of hours an employee can work within a day j Maximum Time Entered by Pay Category allows you to define the maximum number of hours an employee can work within a week month pay period or year within a certain pay category or pay categories k Maximum Time Off by Type can be configured to limit a specific num
25. gt Global Setup gt Company Setup gt Global Policies Tab Once enabled under My Employees gt Employee HR Maintenance gt Employee Contracts you will be able to view and add all active Employee Contracts for the selected date range Web Based Time amp Labor Management User Guide for System Administrators 180 Wy Emeioyees Empoyer HA Uaitenance Emoieyes Goniada Empc oem Employed Fitter a Empinyees 2 lent Cates Caleac Hege a 7 Wewn Deit e p Rows OnPege zo ihe Fo Took v k r 3 z rsh T me rs B aii ro maris ow Heis Maris kil ka 7 ied amp ll sra Cg E ERE 9 Be nw Lynn Lynn Acted DUDERHIS GUMMIMS a20 E Xx amp o Lyne Lynr achive quiets aN wa ex amp im Freganceses Fintatere Aie ppu 1203 ate E R amp amp uz 111 aaas Arie DDH Pe By clicking on the blue pad and pencil to edit an existing contract or the Add New button to create a new contract for an employee you will then be able to enter the Start Date Daily amount of hours Standard Work Week Hours Hourly Cost and any Supporting Documents ly Empieyiea Empipret HR Harieninog Emeioyed Centrachi Bepran Sorbact iat i ee p t br Employee Comingact daly Empres Contracts Gaile c wy i rz Contaci Daiga Caimi Eangi A View cain ile 9 Rowen Pepa feo Iara SD WE Toom r EE i TEST ane ae TER i aa ail xi Hoarty Dost ii ee eons Mami EE 1364 E u l P
26. 09 03 2012 Q 09 02 2013 10 09 01 2014 1 a gt Thanksgiving Day Holiday AR F 8 00 4 11 25 2010 10 11 24 2011 1 11 22 2012 i 11 28 2013 1q 11 27 2014 1 a wt A E z l dianid dida hem ame Christmas Day Holiday Ax E 8 00 JN 12 24 2010 O 12 26 2011 Q 12 25 2012 Q 12 25 2013 Q 12 25 2014 1 thy ay ath Name name for the Holiday Table Profile Description brief description about the Holiday Table Profile Holiday Name the name of the Holiday Time Off the Time off category assigned to this holiday Is Day Off allows you to designate whether a holiday is a workday For example on New Year s Eve you are scheduled to work for 4 hours and are paid an additional 4 hours of holiday pay on that day This setting would allow your schedule to populate on the holiday Hours to Use the amount of hours to be paid for the holiday Populate Settings view a read only window of a particular holiday Date calendar date of the holiday in a particular year Add Holiday 4 Then click the button 5 Click the i button Tips on Managing Holiday Table Profiles At some point you may need to modify or delete a Holiday Profile Go to Our Company gt Profiles Policies gt Holiday Tables and use the following guidelines Before you modify a Holiday Profile you might want to view the user accounts associated with it To do this simply click the amp
27. Day 8 00 HH 00 Employee Type Exempt Pay Type Salaried ki Default Shift E Standard Work Day standard workday for an employee represented in hour and minutes Employee Type drop down list in this area to indicate whether the user is an Exempt Non Exempt or a Consultant If you have defined other company user types they will be included in the drop down list as well Pay Type drop down list in this area to indicate whether the user is paid hourly or by salary If you have defined other company pay types they will be included in the drop down list as well Default Shift drop down list in this area to indicate the user s default shift This shift will apply to all hours worked and time off Web Based Time amp Labor Management User Guide for System Administrators 135 Base Compensation Base Compensation Current Compensation Amount Hours Pay Period Hourly PP In Effective Amount Per Hours Per Year Annuals From 20 00 Hour 2080 00 Year a2 41 600 00 12 31 1900 Rate Tables Rate 1 Rate Table 1 Rates El Rate 2 Rate Table 2 El Current Compensation user s current salary This field is for display purposes only Amount editable field that will adjust the employee s current compensation For display purposes only Rate Table a Base Rate user s base rate b Diff Rate user s differential rate ss 3 z Hired 05 08 2012 1 Terminated M
28. Demographics Account Contacts Pay Information Base Compensation Schedule Work Time Preferences Dates Groups Extra Fields Hardware Settings G 3 4 Once enabled you will see the following window in Alex s employee file You can simply Add cost centers by clicking on the Add button This will give Alex access to any employee s time worked the below departments by adding a Parent Cost Center all of the Children sub cost centers will be included a Managed Cost Centers V Enable Approve Time Off Requests Allow Save Of Other Cost Centers View Defaut Rows On Page 50 2Rows D Fe Tools v v T Tree Name Cost Full Name v starts with a gt 4 Cost Center 1 Marketing F costCenter1 Sales Remove Selected Add Cost Center 1 Employee Dashboard this screen allows you to define a quick snapshot of various reports and tools all in one convenient screen There are two different dashboard types available Dashboard and Dashboard Premium Under My Employees gt Employee Information or My Employees gt Employee Maintenance gt Mass Edit you can now assign Dashboard or Dashboard Premium as a first screen Web Based Time amp Labor Management User Guide for System Administrators 138 First Screen Lookup Name Blank Security Profile Default Calculated Time By Calendar Day Calculated Time Summary
29. Employee kd First Name Last Name Employee Type Start End Status Time Time starts starts stats Y l Terminated A aE E g Tony Bernard Active 7 00a m 4 00p m 07 00a 04 00p E amp Eva Amontis Active 3 00p m 12 00a m 03 00p 12 00a 2 To edit one entry one employee s entry click the We button and make the necessary changes Change To edit multiple employee entries select those employees and click the eel DUTON 4 You will then be prompted with the Change Schedule Entries screen which allows you to assign a New Daily Schedule Question You are changing 2 entries Please select values for new schedule Type WE Web Based Time amp Labor Management User Guide for System Administrators 159 Question You are changing 2 entries Please select values for new schedule Type 3 00p m 12 00a m WE stat Date From M ro Has Lunch Standard Total Hours Detautshit A Breakdown gt gt e Schedued Off Current Daily Rule Configuration start Time 03 00p End Time 12 00a Next Day Web Based Time amp Labor Management User Guide for System Administrators 160 To make a permanent change to an employee s schedule cycle 1 Select Manage Time gt Scheduling gt Employee Schedule Cycles Manage Time Scheduling Employee Schedule Cycles Employee Schedule Cycles Employee Filter All Employees amp View Default Fd Rows On Page 25 2 Rows pe F Too
30. F Social Security Is Unique E Standard Work Day Is Required F Time Zone ls Required F Username Masked On Login masks the username on login Mask Security Question Answer masks the Security Questions Answer Auto Increment Employee ID allows you to automatically generate employee IDs within the system Required Fields Each check box enables the corresponding field in employee s file to be a required field when adding a new account Therefore information must be entered in this field and you will not be able to save the employee s file without filling out that field Web Based Time amp Labor Management User Guide for System Administrators 30 Accruals gt 4 Accruals Policies _ k Display Values In Hours Days Display Hours wih 2 Decimal Places and Days with 2 Decimal Places Subtract all Scheduled Hours From Remainin g Balance Taken is Calculated From Beginning of Accrual Year and Up To Current Day Changes To Accrual Balances Require Comment Upon Rehire Do Not Delete Remaining Accrual Balances lf Updated To Date is Empty Accruals Will Be 265 Da Calculated If Hire Start Date is Less than aia ae Show Extra Balance Information To Employees F Disclaimer To Show On Balances Use Calculated Time F Visible Columns Accrued To Carry Over E Current Accrued Carry Over Used By Balance F Current Balance Carry Over Used By Date F Taken Projected Accrual Scheduled Projected Balance Pendi
31. Groups gt Employee Group Membership displays all users and the groups that they are members of Company Settings gt Global Set up gt Groups gt Manager Group Access displays all managers and their permissions over groups Company Settings gt Global Set up gt Groups gt Manager Employees Access displays all managers and their permissions over employees To add remove users to from a Group Goto Company Settings gt Global Set up gt Groups gt Edit Click the button that corresponds to the Group you want to modify Use the button and 2 buttons to add and remove users to and from the Group Click the To remove a user s permissions to a Group Goto Company Settings gt Global Set up gt Groups gt Edit Web Based Time amp Labor Management User Guide for System Administrators 127 Click the button next to the Group you want to work with Inthe Group Managers screen click the 3E button next to each user account you want removed from having permissions to this Group 4 To delete a Group Goto Company Settings gt Global Set up gt Groups gt Edit Click the button that corresponds to the Group you want to delete You will then be prompted to confirm the deletion of this group Rate Tables Rate Tables in Web Based Time amp Labor Management can be used for forecasting labor dollars calculating gross dollars per payroll period and for billing a third party or client Yo
32. In the example below the system would only add an extra 10 minutes of time if the employee had the Early In exception set to Yes on their timesheet Web Based Time amp Labor Management User Guide for System Administrators 42 Extra Time Settings Tiers Add Extra Hours if Day Total and Day Total Ea 0 17 per day 5 00 Add Tier lf Employee Did NOT Take Lunch Or If Lunch Time ls Less Than 0 00 Do Not Exceed Total Scheduled Hours Only On Weekdays Mon W Tue W Wed Thu W Fri W Sat Sun 1m Time To Count Towards Daily Total Only In Out Entries Time Off No Time Off al Cost Center 1 In M ornoTin Pay Category In Bl orNoTin Check Exceptions 1 Early In El Only Apply If EI 2 Late In LI E h 3 No Lunch NL C ea F r ih 5 Car E Save armcel Web Based Time amp Labor Management User Guide for System Administrators 43 System Events System Events are error messages and or warnings that are generated based on certain actions or events that occurred within the system Example a badge ID was not recognized at a clock To check the System Events log go to Company Settings gt System gt Events The related page button U will take you to a screen where you should be able to correct the issue Once the issue has been addressed you can delete the entry from the log by clicking on the delete button Company Settings System Events System Events Event Date Calendar Range This
33. Information Edit screen Jak n Rehire 4 Enter the Rehire As Of date using the calendar button and click on the navigation bar 5 The rehire process was successful when the following message appears at the top of the Employee Information Edit screen pr yf Tony Bernard is rehired Please make sure all settings for this employee reflect their new status Phe To delete a user account 1 Goto My Employees gt Employee Information and click on the 5 Lo and click Select Columns 2 Add Button Delete Employee by clicking on the P to move it over and click Select Columns 3 Click on the 2 to delete the desired employee You ll be prompted to enter your password Please Note Deleting a user account in the system will remove all historical data Processing Payroll To define your payroll export format 1 Select Company Settings gt Time amp Labor Set up gt Export gt Payroll Export Formats IC 2 To create a new export profile select the button Evolution 3 Select the export format that you will be using Example selecting the button This will take you to the Payroll Export Format Profile Web Based Time amp Labor Management User Guide for System Administrators 143 Payroll Export Format Name ah Description File Name Pattern payroll_ company shortname _ payperiodprofile _ payperiod start da Pay Period Profiles Associated bal m With This Payroll Export Format E Allow Remote
34. My Current Timesheet b Timesheet Edit Time Sheet May 06 2012 May 12 2012 This ls Your Current Timesheet Calc Detail summary By Day Standard Work Day HH 00 Thu Fri Sat 10 11 12 Sun Mon Tue Cost Center 1 Time Off 6 T Vacation A a Raw Total __ Add Rows 100 ta 5 pale f l P i fr Submit te vere A a iis Next For Approwal ee a os Timesheet Bulk Hours Percent allows an employee to enter in the percentage of time they are working at or on specific cost centers The employee s standard workday is defined on the top of this timesheet and the employee will enter the percentage of their workday spent on each cost center on the appropriate dates Based on the percentage entered and the employee s standard workday the system will calculate the total hours the employee worked on a particular day for reporting and payroll export purposes Web Based Time amp Labor Management User Guide for System Administrators 94 fi My Account b My Timesheet gt My Current Timesheet Timesheet Edit Time Sheet May 06 2012 May 12 2012 This ls Your Current Timesheet Timesheet Calc Detail summary By Day Raw Date Cost Center 1 Time Off In Date From To Total Prev T5 No Data Sun 6 No Data Mon 7 No Data Tues E tues fa ssp fiz 08a 9 22 Day Total weds O 3i bis Wed9 3 12p Day Total 0 00 Tm 9 A A mu Day Total 0 00 Fri 414 3 V
35. Populate 0 1 2 or 3 Pay Periods Forward gives you the ability to populate up to three pay periods forward b Populate Not Scheduled Work Days select to have holiday dates automatically populate on a not scheduled workday A not scheduled workday is any non working day as defined in the schedule profile If no schedule profile is defined then a not scheduled workday is Saturday and Sunday c Populate With Hours From the hours for the holiday can pull from the Holiday Table the employee s Work Schedule or the Employee s Standard Hours d Only Populate When Timesheet Is Below determines when the holiday should populate onto the employee s timesheet i e if the timesheet has been submitted prior to the holiday populating based on the setting in the screenshot above it would not populate e Holiday Probation Period Days enter the number of days of the probation period if there is a company defined policy before holidays are given The start date is the anchor date for this probation period setting f Waiting Period allows you to specify a waiting period for when an employee is eligible to receive birthday hours Web Based Time amp Labor Management User Guide for System Administrators 120 Employee Birthday Settings To Populate Birthday Hours Use Employee s Scheduled Hours F Use Employee s Standard Hours E Use Entered Hours 0 00 HH 00 Time Off Category Hx Move Weekend Birthdays to Friday Monday E Only Populat
36. Remember Timesheet State will remember how the columns within the timesheet are sorted for each timesheet moving forward Bulk Hours only 17 Copy Timesheet State will copy over timesheet settings such as selected Cost Centers Shifts etc Calculated Tabs Calculated Tabs show Pay Calculations Summary Tabs To The Employee E Calc Detail E Calc Summary Summary By Day Show Time Off As Time Off Roll Up Paid Lunches And Breaks F Show Calc Breaks F Show Week Totals For Bi Weekly Pay Periods F 1 Calculated Detailed allows you to enable the calculated detailed tab for display on the timesheet This feature displays a breakdown of the hours for the user s pay period Show Schedule allows the user to view their schedule on the Calculated Detailed tab Show Raw To From allows you to determine whether or not to display raw from and to times Show Calc To From allows you to determine whether or not to display calculated from and to times Show Raw Total Hrs allows you to determine whether or not to display raw hours Show Daily Notes allows for the display of employee s daily notes Show TE Notes allows for the display of timesheet notes Show Days allows for the display of days on the timesheet within the timesheet range or beyond Display Cost Centers allows you to always display the time entry cost centers or only when it isn t the employee s default Display Cost
37. Save F Add Multiple Items HA Sort Items airy Sort Items You can also change the order of the list using the lm button 9 Click on the button to save the list To set up a Pay Type 1 Goto Company Settings gt Global Setup gt Global List Definitions gt Pay Types The Pay Types screen display shows the system defined pay types hourly and salaried the number of employees assigned to this type and the date the pay type was created any Settings gt Global Setup Global List Definitions Pay Types Company Pay Types View Defaut vA Rows On Page Jano 2 Rows F Tools r Pay Type External Id Employees Created r e a will i dior 20 07 07 2008 08 28a A aes 27 07 07 2003 08 28a IR Add New T 2 To create a new pay type click on the button Web Based Time amp Labor Management User Guide for System Administrators 37 3 Enter the Name for the new type The External ID field allows you to attach a number or code associated with this status 4 Click onthe button To set up a Shift Definition 1 Goto Company Settings gt Global Setup gt Global List Definitions gt Shifts The Company Shifts screen displays Within this screen you are able to define shifts to categorize time entries Company Settings Global Setup Global List Definitions Shifts Company Shifts View Default vA Rows On Page Jaco 4 Rows r F Tools w Name Enabled Description Code m E x 5 7 All
38. Time Category starts wih starts wih All All ai A EA Regular 004 1 le 2 overtime 005 y 7 A E Bonus 001 3 y Y Add New Pay Category 2 To create a new pay category click on the button 3 The Edit Pay Category screen is shown below Name Regular Description Code oo4 Type Sort Order Index 1 Time Entry Rate Multiplier Rate 1 Rate Table 1 Rate 2 Rate Table 2 Used As Time Category Example Regular Double Time Extra Pay Category Example Bonus W Name enter the name of the Pay Category Description enter a brief description about your selected Pay Category Code enter in a code for this selected Pay Category it can be letters or numbers Type enter in the selected Pay Category Type Sort Order Index allows you to specify the order in which categories will appear on reports Time Entry Rate Multiplier allows you to apply a multiplier to the rate per pay category In the example above we are defining a rate multiplier against two different rate tables Rate 1 Base Rate and Rate 2 Diff Rate This step is REQUIRED if you are interested in exporting rate information to payroll or running reports on rates Used As Time Category specifies that this category will be tracked against hours Web Based Time amp Labor Management User Guide for System Administrators 39 Used As Extra Pay Category specifies that this category will be tracked against d
39. Week and press the Space tag at the bottom of the screen Select 3 Letters next to Month Name and press the Space tag Select 1 Digit next to Day in Month and press the Space tag Finally select 4 Digits that is across from Year The example below displays your results Dog Web Based Time amp Labor Management User Guide for System Administrators 35 Company Settings Global Setup Global List Definitions Formats Editor Edit Date Format Company Settings Global Setup Global List Definitions Formats Editor Preview Description 7 Wed May 9 2042 Formatter EEE MMM d yyyYY Available Formats Date Part Type Sample Type Sample Year 2 Digits 96 4 Digits 1996 Month Numeric 1 Digit 9 2 Digits og Month Name 3 Letters Aug Full Name August Day in Month 1 Digit 5 2 Digits Os Day in Week 3 Letters Fri Full Name Friday Hour 12 1Digit 2 2 Digits o2 Hour 24 1 Digit 3 2 Digits 03 Minute 1 Digt 3 2 Digits 03 Second 1 Digit 5 2 Digits 05 AM PM AMPM PM Space Click on the button to add the new date format list The date formats list is accessible in the Company Configuration window under Company gt Company Configuration in the box labeled Formats There is a field called Date amp Time where you can select the format you have created To set up a Lookup List i 2 6 Go to Company Settings gt Global Setup gt Global List Definitions gt Lookup Lists Definitions The Lookup Lists screen is shown below
40. Wia Punches Assume Missed Punch After Assume Maximum Break Time Assume Duplicate Punch if Less Than 14 00 HH 00 4 00 HH 00 Default 4 00 3 00 MM 00 Process Out Of Sequence On IN Punch Copy Previous Cost Centers For DUPLICATE Punch Apply Cost Center Correction Use Punch Code List To Match Cost Centers For New IN Punch If Missing previous OUT Punch For New OUT Punch If Missing previous IN Punch Populate Full Work Date on First Punch With Auto Populate First Dai Valid Time Entry With None Ignore bi Ignore Y Scheduled Hours F Or With 0 00 HH 00 Add Hours As Bulk 0 00 HH 00 Break Time Collected Via Punches the employee s time is collected through punches via the web or the hardware device Assumed Missed Punch After the system will assume that the employee has missed a punch after a certain amount of time Assume Maximum Break Time the system will assume that any hours worked with greater than X hours of break time in between are two separate shifts Assume Duplicate Punch if Less Than the system will assume that a punch is a duplicate punch if punches occur within a certain amount of time Process Out Of Sequence used specifically for modem base hardware devices where an employee will punch in on One device and out on another The system will reprocess the punches so they appear in chronological order On IN Punch Copy Previous Cost Centers this allows
41. Working Time Regulations Opt Out Agreement The Content of the Working Time Regulations Opt Out Agreement By selecting the Agree button you certify that you have read understand and agree to the terms and conditions for signing opt out agreement Signature Employee Full Name our Full Wame Password Please type password you Emp1 used for login to confirm Date 05 06 2013 Managers will have the ability to create a Company Opt Out Agreement under Company Settings gt Time amp Labor Setup gt Company Opt Out Agreement E Company Opt Out Agreement Name Opt Out Agreement Opt out agreement Working Time Regulations Opt Out Agreement S Title The Content of the Working Time Regu lations Opt Out Agreement gt Content Expire After 20 Day l 4 Once created the Manager can view and or download Employee Opt Out Agreements under My Employees gt Employee Maintenance gt Employee Opt Out Agreements fi My Employees Employee Maintenance Employee Opt Out Agreements Employee Opt Out Agreements View Defaut v FA Rows On Page 20 X 13 Rows 9 Employee Name Name Opt Out Agreement Signed vv oF 7 John K Brown New Opt out document 05 16 2013 05 15 2013 Thomas W Allen New Opt out document 05 16 2013 05 15 2013 Thomas W Allen New Opt out document 05 16 2013 05 15 2013 Thomas W Allen New Opt out document 2 05 16 2013 05 15 2013
42. Year w AN f2012 12 5 1 2012 View Defaut RowsOnPage 10 Showing 1 10 of 578 Fe Tools v a F Source Severity Description Created r r r ili E Tep 26 Notification Warning Employee Billy Young account does not have Email Address set ei E dai 6 Notification Warning Employee Kathy Watts account does not have Email Address set 01 wy 26 Delete Selected Events Changing the Interface Look and Feel Web Based Time amp Labor Management allows you to control the look of the system The following system components are configurable System Header the top section of the screen that contains your company s logo and background image Menu the pull down bars Example Company Functions My Settings etc Floating Bar the navigation bar at the bottom of your screen Body allows you to configure the text font type font size and colors of windows and reports To upload graphics 1 Select Company Settings gt Global Set up gt Look amp Feel gt Upload Images Image File 1 Image File 2 Image File 3 Rows On Page lis 2 Rows e A Tools Y a Image Name Date Uploaded a a Importedimage 97 04 gif 12 08 2011 2 Cl mportedimage56074 gif 04 14 2011 Web Based Time amp Labor Management User Guide for System Administrators 44 2 Click the button locate the file you want to upload and click The image you uploaded appears in the table Files can be uploaded as
43. Years 7 0 0846 Hours Based on Pay Period E After 5 Years Y 0 1029 Hours Based on Pay Period F Add Rows NOTE Accruals based on hours worked do not execute automatically and must be manually run as part of processing payroll This is because calculation of hours worked cannot be done until all hours are entered for the pay period and it has been approved Tips on Working with Benefit Accrual Profiles At some point you may need to modify or delete a Benefit Accrual Profile Go to Our Company gt Profiles Policies gt Benefit Accruals When making changes to a Benefit Accrual Profile please use the following guidelines Before you modify a Benefit Accrual Profile you might want to view the user accounts associated with it Simply click the fA button next the Benefit Accrual Profile you want to modify To modify a Benefit Accrual Profile click the A button next to the Benefit Accrual Profile you want to modify To modify a rule click its corresponding F button Remember to save your changes To delete a Benefit Accrual Profile or rule click the z button next to the Benefit Accrual Profile or rule you want to delete The system prompts you to confirm the deletion Click OK Note that you cannot delete any profile that has a user account associated to it Web Based Time amp Labor Management User Guide for System Administrators 61 Days Profile The Days Profile allows you to specify a block of days The block of days can
44. and out punches that are outside of scheduled time to the scheduled time Adjust Start or End Time with Multi Options Allows you to enter in specific from and to times to be rounded Example 6 03am should round to 6 15am Allocate Late In Early Out To Time Off penalizes an employee for arriving late or leaving early by taking away hours from a specific time off bucket Round All In Out Time Including Breaks and Lunches Rounds all punches the same way regardless of in or out Round In Out Time adjusts time in and out and provides you with the ability to round in punches differently than out punches Web Based Time amp Labor Management User Guide for System Administrators 71 f Round To Schedule Total adjusts total time to assigned schedule total Example if an employee is assigned an 8 hour schedule and works 7 hours and 56 minutes the system would round their total to 8 hours g Round Total Time Per Entry adjusts out punch or in punch for each shift to round total time Example If an employee punches in at 8 01AM and out at 12 02PM the out punch would be rounded to 12 01PM so the total for the entry is a round number 4 hours h Round Total Time Per Week adjusts an employee s time to ensure the timesheet s total is rounded i Round Total Time Per Day adjusts out punch or in punch for day to round total time with the ability to not round the first X minutes within the hour Example if an employee
45. correct cost center vil Include Sub Tree chooses if you would like the cost centers listed below the one selected to also export as this code vill Shift there are five options 1 Is click the button to select the correct shift 2 Is Default select if you would like this code to apply only when an employee s default shift is chosen on the timesheet 3 Is Not Default select if you would like this code to apply only when an employee s default shift is not chosen on the timesheet 4 Is Set allows you to define that any shift would export as this specific code 5 Is Not Set allows you to define that time off is not set meaning no shift is assigned to this time entry Web Based Time amp Labor Management User Guide for System Administrators 146 f Employee lists the criteria that are tied to an employee s file For example when assigning a code the system will look to an employee s file to verify that it meets the criteria defined below i Employee Type select the employee type from the drop down which should receive this code li Pay Type select the employees pay type For example Hourly or Salaried pay which should receive this code cal iii Cost Center 1 select the button and choose the employee s default cost center which should receive this code ial iv Default Shift select the button and choose the employee s default shift which should receive this code g Once the new cod
46. date Ensure that there is no time entered on the timesheet after the terminated date Ensure that if this user is a manager that they have no time off requests waiting their approval Ensure that if this user is a manager and has access to groups that they are removed from the group or the group is reassigned to a new manager and looks at the security profile and specific tasks are reassigned Web Based Time amp Labor Management User Guide for System Administrators 142 Ensure that accrual up to date equals the terminated date if the date has past it must be edited and put back to the terminated date My Employees Employee Maintenance Terminate Terminate Employee Tony Bernard as of 05 09 2012 ih Employee has access to 7 other group s Resolution Remove Other Group Access Ignore ih Accruals for Vacation are Accrued past terminated date Resolution Rollback Ignore 6 To handle each issue listed above click on the blue underlined link and it will take you to the appropriate screen to handle this concern Once all issues have been addressed then the user will successfully be terminated and the terminated date will be added to the employee file To re instate a user account 1 Select My Employees gt Employee Information Locate the terminated user from the Employee Lists screen and click on the a button 3 Click on the Rehire button under the Personal Information or Dates area of the Employee
47. employee s previously selected cost centers to automatically copy over to their new timesheet For DUPLICATE Punch Apply Cost Center Correction the system can override an error made by an employee when changing cost centers Example an employee punches into Cost Center A and switches into Cost Center B by mistake To fix this she then changes cost center again to Cost Center C The system will then correct the cost center from a duplicate punch Therefore the system will see the ane change cost center come through within the assume duplicate punch timeframe and correct the punches automatically Use Punch Code List to Match Cost Centers applies a Punch Code Table to any employee s punches as they come in from a hardware device For New IN Punch If Missing previous OUT Punch Ignore Show Warning Show Error the system can show a warning an error if an employee clicks the clock in button while already punched in For New OUT Punch If Missing previous IN Punch Ignore Show Warning Show Error the system can show a warning an error if an employee clicks the clock out button while already punched out Populate Full Work Date on First Punch With allows an employee to punch in on a clock only once and populate timesheet with their scheduled hours with X number of hours or a set bulk amount of hours Auto Populate First Daily Valid Time Entry With HH MM Break populates the employee s first time entry with a s
48. external system If you are using a hardware device and job costing a numeric code must be entered in this field Payroll Code specify a payroll code that will be used in the payroll export file ettings checkbox to allow time to towards this Cost Center button The following table provides definitions for Web Based Time amp Labor Management User Guide for System Administrators 22 Extra Fields if cost center extra fields for recording additional Cost Center information have been created and enabled in Company Configuration they will display here Example a company that has geographic locations associated with each Cost Center might create a field called Location l E Addn 7 To add a new Cost Center at the top most level parent click the il button 8 To adda sub Cost Center _ below an existing Cost Center select the existing Cost Center you want to work _ omnis with Then click the K Ji button 9 Click the button to save the Cost Center 10 If you have Auto Groups based on Cost Centers enabled within Company Configuration you will also be able to add edit remove manager permissions from within your cost center tree as can within the Groups screen Cost Center 1 Properties Level Z Marketing Co Op Name Communications Abbreviation Comm Description External ld Payroll Code Visible Settings Allow Time Allocation Towards This Level 2 Managers Of Auto Groups For Default Department Lev
49. gt Schedules gt Work Schedules New Work Schedule Profile 1 Goto Com 2 Select the button This will take you to the Edit Work Schedule Profile screen Work Schedule Profile bead Name ist Shift Description Active W Days In Cyce 7 v initial Cycle Start Date 11 07 2011 A Change Effective From 05 07 2012 Esl Lunch Lunch Lunch Standard Work Start Total Has Min Max Paid Lunch Total On Type Date From To HH 00 Lunch Time Time Time Start Hours Default Shift Holiday 7 00a m 4 00p m B Mon o 4005 M fe Po After gt J LO ILA a Mon x A n E E After No ka 7 00a m 4 00p m X T Tue 07 00a 04 00p P No 7 i After 7 p E fal No Tue a S s R s a EEE m n r r _ A m No 1 SS Bee i i Be 7 00a m 4 00p m E Wea gt o 4005 No gt j After il 0 Ne gt Wed ae 2 a B E x E ma No After J No x 7 00a m 4 00p m al Thu gt 07 00a 04 00p N p No X After X fal No Thu P n e p n m r _ 7 A os No After gt E No 7 00a m 4 00p m O Fi o o M fhe gt SS ae A Fri x A a No gt After i Mo x A i
50. infinite amount of time 4 Minimum Password Length least number of characters needed for a valid password 5 Password Complexity Level allows you to determine how complex a password can be There are 4 different characters that can be present in a password upper case letters lower case letters numbers and symbols Each level requires 1 or more differing characters Ex Level 1 welcome Level 2 Welcome Level 3 Welcome Level 4 Welcome 1 If the complexity is set to Level 1 the user can always make their password more complex but it is not required However if the complexity level is set above Level 1 they must use the required number of varied characters 6 Validate Login with Image this setting allows you to force the user to verify their login by typing in letters visible in an image as shown in the image below Web Based Time amp Labor Management User Guide for System Administrators 18 Username oo O Password Type Text Displayed Above Problems Logging In 7 Display Remember Username will display a check box on the login screen allowing the system to remember the username entered for the next login 8 Lock Account After X Invalid Attempts number of invalid attempts before the system locks the user account and prevents any more login attempts 9 Lock Account allows you to define how long you would like the user s account for if they have reached a certain number of invalid logi
51. information and user interface fundamentals System Admin Tasks describes each system administration function within Web Based Time amp Labor Management to help you set up and maintain your Web Based Time amp Labor Management system FAQs provides answers to questions frequently asked by Web Based Time amp Labor Management system administrators Separate guides have been created for manager and basic user users The Web Based Time amp Labor Management User Guide for Managers provides instructions on typical tasks performed by managers in Web Based Time amp Labor Management while the Web Based Time amp Labor Management User Guide for Employees describes typical tasks performed by employees in Web Based Time amp Labor Management Web Based Time amp Labor Management User Guide for System Administrators 3 Getting Started This chapter provides information to help you get started with Web Based Time amp Labor Management It contains the following sections Logging In Changing Your Password Common Icons and Screen Functions Web Based Time amp Labor Management User Guide for System Administrators 4 Logging In To log into Web Based Time amp Labor Management simply point your web browser to https secure entertimeonline com ta CompanyShortName login Replace the word CompanyShortName in the URL with your company s short name For instance if your company s name is XYZ Business and it s short n
52. is personal to the employee or can be shared Rate Table a default rate table assigned to an employee once they are created in the system Web Based Time amp Labor Management User Guide for System Administrators 13 Cost Center Trees Cost Center Trees Field Used Label Cost Center i Tree Cost Center 1 Cost Center 2 Cost Center 3 Cost Center 4 Cost Center 5 Cost Center 6 Cost Center 7 Cost Center amp MOOOOUOUOO giE moo SS D om Ww ha Cost Center 9 1 Web Based Time amp Labor Management provides you with the ability to utilize up to 5 Cost Center Trees Cost Centers are categories of different labor breakdowns used within your organization to allocate and track time Example you might have Cost Centers for different job types office locations and departments In Web Based Time amp Labor Management you can create any number of Cost Centers parent and sub divisions children and organize them according to your company s policies 2 Custom Fields extra user definable fields for recording additional Cost Center information Example a company that has geographic locations associated with each Cost Center might create a field called Location Used checkboxes to enable disable any user defined fields configured in this area for sorting and running reports Label user defined label for the cost center tree maximum of 30 characters Tree links to the specific cost centers wit
53. manager and employee level functions The Mobile App can be downloaded from the App Marketplace on your iPhone or Droid Company Level Ability to customize preferences such as remembering an employee s login information and also enabling or disabling the use of the application for each company The login screen can also be customized to fit each company s needs GPS coordinates can also be captured with punches and visible within the All Punches Report in the Location column Manger Level Can view Employee Lists which will display employee s Timesheets Schedules and more and can also Approve Time Off Requests Employee Level Ability to view personal Timesheet Time Off Balances Request Time Off view personal Time Off Calendar as well as the Dot Board Report Mobile Preferences are configurable under Company Settings gt Global Setup gt Company Setup Click on the Login Config Tab to see the Mobile widget if the widget is not listed in your company click on the icon to drag the window into your view Web Based Time amp Labor Management User Guide for System Administrators 16 IRH Mobile Preferences V Enabled Allow Mobile Login Allow Mobile Clock F Store Token Full Token for Days Allow Change W User V Company Offline Punches Check Distance 1 Enable enables mobile functionality for this company 2 Allow Mobile Login when disabled the mobile app will act just like a hardwa
54. of the file and display any warnings or errors You can then make any necessary changes and Import Running Accruals To run accruals 1 Select My Employees gt Accruals gt Run Accruals The Execute Accrual Rules screen will display From this screen you can run accruals for all or select users To run accruals for an Individual User click the button that corresponds to that user fF Execute Accruals To run accruals for Multiple Users select the checkbox for each user and click the button To run accruals for All Users click the All checkbox under the r button and click the button To run accruals for the users just shown on this screen click the Page checkbox under the D button and re Execute Accruals click the button Web Based Time amp Labor Management User Guide for System Administrators 163 2 Indicate the Up To Date from which you want the accruals run re Execute Accruals 3 Click the To View Balances 1 Select My Employees gt Accruals gt Balances Accruals Balances My Employees Accrual Balances Employee Filter All Employees amp View Defaut Fa Rows On Page io 7 2 Rows F Time Off First Name LastName Updated To Date All E Page Y starts Y stars Y 7 h E amp amp E A vacation Tony Bernard 05 09 2012 An amp amp E vacation Eva Amontis 01 01 2013 To edit an employees information select the a button s To execute accrual rules select
55. or editable There are multiple Pay Calculations rules that can be configured as well to automatically generate Exceptions onto the employee s timesheet see page 58 for more information on those different rules Show Exceptions To The Employee Editable By Employee Early In El rl Late In LI F No Lunch NL Company Exceptions 1 Show Exceptions To The Employee provides the option to have exceptions viewable to the employees or only seen by their managers 2 Editable By Employee gives the employees the ability to edit their own exceptions whether automatically generated in the system or manually assigned if they are able to see the Exceptions Tab Print Settings Within the Print Settings window you now have the ability to enable signature lines and write a disclaimer that will display on the timesheet when printed Print Settings Display Manager Signature Line Supervisor Signature Display Employee Signature Line Display Disclaimer I certify under penalty of perjury that The time records I have submitted for the pay period ending on the gt date of this document are true and correct Timesheet Auto Population The Timesheet Auto Population Policy applied to a user account determines the user s auto population type You can have the user s timesheet automatically populated with dates from the holiday table populated with hours from their schedule cycle or both You can conf
56. prevents this user from logging into the system Web Based Time amp Labor Management User Guide for System Administrators 132 Security Question a Question security question to access the system in case the user forgets his her password b Answer answer to the security question Profiles Profiles Access Central 7 Accruals Standard Benefits Holiday Holiday Table Pay Calculations Hourly hd Pay Period weekly Pay Prep Default Points Security Employee peni pemi pemi pml pem pemi pe pei peal pemi pesi 2A HH x x Timesheet Time Stamp TS Auto Population Holidays 2 xX 2 Work Schedule B8 Hour Mon Fri Lists all profiles assigned to a user account Select the Al to change the profile assigned Then click Settings Ya Managers Manager 1 amp 2 Cost Centers Root Cost Center 1 Hx Default Cost Center 1 Tl 3 Supervisor Manager Time Off Request Handler if groups are setup by manager you would then see these fields allowing you to choose an employee to manage this user Labels will vary depending on your setup Moving the pointer over the label will display the permissions of each level you have enabled Root Cost Center 1 limits available cost centers from appearing as a selection within the timesheet This user will be granted access to the cost center parent specified and to any cost centers underneath children
57. request in detail and approve or reject it For more information see the Web Based Time amp Labor Management User Guide for Managers What is the best report to use to view the employee s rate multiplied by the hours worked Go to My Reports gt Time amp Labor gt Calculated Time gt Calculated Time Summary Within this report you can pull in columns to view base rate hourly rate and total amount You can also view piece rates and amounts Web Based Time amp Labor Management User Guide for System Administrators 184 When there is a Daylight Savings Time DST change what happens to the time entered by employees crossing midnight Will they get paid overtime or lose an hour Here is a general overview of how time is collected and what you can expect based on the different types of punches that may occur All time is saved in Universal time format UTC Coordinated Universal Time GMT Greenwich Mean Time Local time zones are recorded separately for example Nov 1 11pm EDT Nov 2 3am GMT Nov 2 11am EST Nov 2 4pm GMT 13 hrs total March 3 11pm EST March 4 4am GMT March 4 11am EDT March 4 3pm GMT 11 hrs total Method to Collecting Punches 1 Hardware clock specific Time on Clock comes from computer where middleware is installed Some do not record TZ time zone o Verifone time is recorded in universal time so proper time is set by default whether its standard or daylight time 2 Timest
58. schedule so if the client is not using schedules you ll need to enable the Enable Exceptions setting in the Find Appropriate Schedule rule in the Pay Calculation Profile 2 rule from the top b Exception Based on Advanced Filter allows you to create an exception based on match criteria Such as cost center time off etc c Exception Based on End Time allows you to automatically flag an exception if an employee left late or early d Exception Based on Holiday allows you to automatically flag if an employee if they ve worked within a specific time frame in regards to the Holiday either by percentage or first in punch e Exception Based on Hours Worked Per Shift allows you to define an exception if an employee works more than or less than a certain number of hours f Exception Based on Lunch allows you to have the system automatically flag an employee s lunch time if they ve taken more or less than the designated lunch period or no lunch at all g Exception Based on Scheduled Shift Missed allows you to automatically flag an employee that was scheduled to work and did not h Exception Based on Start Time allows you to automatically flag an employee that either came in late or early i Exception Based on Worked Time allows you to automatically flag an employee that has worked either more or less than their scheduled hours j Exception Based on Time Between Two Shifts allows you to automatically
59. the default Accruals to be applied to all new accounts enrolled in the system Work Schedule the default Work Schedule to be applied to all new accounts enrolled in the system Pay Prep the default Pay Prep to be applied to all new accounts enrolled in the system Pay Calculations the default Pay Calculations to be applied to all new accounts enrolled in the system Timesheet Auto Population Policy the default Timesheet type that will be auto populated First Screen the default screen that will be displayed when a user first enters the system Creating E mail Notifications In Web Based Time amp Labor Management you can set up notifications to alert selected users when a specific criterion has been met Example you might notify users when their timesheet is due or you might notify managers to review submitted timesheets and Time Off requests Web Based Time amp Labor Management offers several notification rules you can work with To set up a System Notification 1 Goto Company Settings gt Global Setup gt Notifications Web Based Time amp Labor Management User Guide for System Administrators 32 2 The Company Notifications screen displays Click on the button to display the screen that contains the scenarios for which you can create notifications 3 Within the Available Notification screen you will see the notification type title and description Click the m icon next to the scenario you want to work with I
60. the report output click the X that appears in the top right corner of the column heading To save report settings Select the F Tools button and choose Save Settings 2 Provide a name for the settings If you want this setting to be your default report setting click the Default check box and then click the Save bution For any report where you have to click Run to execute you have the option of overriding this setting my checking off Run Immediately s 3 You can easily run the report with the saved settings by clicking the x Lee button and choose Load Save Settings 4 Click on the pu button next to the setting you want to run and the screen will update To export report output 1 Click the F oa button and choose Export OR click the button Most pages with filters offer an Export option that you can use to export the data to CSV XLS PDF HTML and XML 2 You can also specify if you would like your report to have an Information Header that lists how the report is sorted grouped and who generated it Export Report Available Export Formats io COV Comma Delimited csv a Excel Microsoft Excel xls ae POF Acrobat Reader pdf 2 HTML HTML Table Atm HTML Paged HTML Paged htm ain XML AML xml EEN Text Fixed Width bet Display Information Header Footer lt Note lf you have problem opening file by clicking on the format above do the following e Right click desired format and cho
61. then navigate to My Account gt My Open Absences to create and or close an Open Absence When creating an Open Absence the user will be prompted to enter the Open Date type of Time Off and add any comments They also have the ability to set the Timesheet to populate with the Open Absence Time Off 2 Create Open Absence Select employee s to create Open Absence for sara Tire oft sick Mx Open Reason Comment Surgery Populate Open Absence on timesheet entries from open date through today The employee can also Close an Open Absence Reason Codes can be created and attached to the closing of Open Absences seen with the Close Reason field Employee Open Date Close Date Let Close Reason Comment C Clear Open Absence from timesheet entries from close date through today Web Based Time amp Labor Management User Guide for System Administrators 178 Additionally the employee can Create and Close an Absence meaning there is known start and end date which combines the two Create and Close prompts into one 2 Create And Close Open Absence Select employee s to create and close Open Absence in the past for Employee DeSean Jackson Open Date iG Close Date 10 Ls Open Reason Comment a Close Reason Comment Managers will then have the ability to view create close and create and close Open Absences under Manage Time gt Open Absence
62. who belong to it Default Cost Center 1 enters the new user into a default cost center Depending on Cost Center setup you may also see additional fields for each tree enabled Web Based Time amp Labor Management User Guide for System Administrators 133 Accruals Accruals Edit Accrual Balances Accrued Current Current Pending Projected Projected Time Off To Accrued Taken Balance Sch Approval Accrual Balance AE vacation 001 2013 Hrs 20 00 0 00 7200 38 00 0 00 Ua Vacation 01 01 2013 Days 10 0 9 3 o OS 08 2012 0082013 Edit Accrual Balances manually edit Accrued To date and Hours Remaining for each accrued time off definition Time Off Balances area describes how much benefit time the user is entitled to how much they have taken and whether they have any time off requests pending approval Personal Information h Personal Information Employee Id Social Security 123 45 6789 Account Status Add To New Hire Export Primary Email charlie entertimeonline com secondary msi O OOS S Work Phone 800 555 5555 Primary C celPhone Prim Home Phone Prime O Address Country United States ciy State _ Use Separate Mailing Address o Employee ID unique ID for this user account consisting of any combination of letters and or numbers between 1 20 characters in length This is a required field in the employee file Badge ID unique ID for thi
63. will also see a variety of other symbols that allow you to search more specifically for an item The following table defines and provides an example for each symbol starts with not starts with Entry is exactly this Entry is not this Entry starts with Entry does not start with The entry equals 03 30 06 The entry does not equal 03 30 06 Entry starts with abc Entry does not start with abc Like Entry is like Entry contains abc not like Entry is not like Entry does not contain abc lt Entries are less than The entry is before 03 30 06 gt Entries are greater than The entry is after 03 30 06 lt Entries are not less than The entry is before or on 03 30 06 gt Entries are not greater than The entry is on or after 03 30 06 is null Entries that are blank The entry is blank is not null Entries that are not blank The entry has been filled in In Entries that include The entry includes 03 30 06 not in Entries that do not include The entry does not include 03 30 06 The employee filter amp icon will allow you to filter reports by choosing specific employees or groups of employees Once you click on the icon a screen appears as shown below with six tabs at the top of the screen Employees Filter O O amp amp Add Use Filter NOT SELECTED SELECTED 0 SAVED LISTS COMPANY GROUPS COMPANY PROFILES ADVANCED FILTERS View Defaut v S Rows On Fage 10 amp Showing 1 10 of 58 a LA Tools a Employ
64. 0 00 og 2 Find the Group you want to work with from the list and click its corresponding Group Permissions button The Edit Group Permissions screen will display 3 The Group Managers section allows you to view edit and add managers that should have permissions to this Group If there are already group permissions set up then the Group Managers section would list any users that currently have permissions to this Group their permission and approval level Group Managers Rows On Page all z 2 F Tools Employee Id Name Permissions View Edit Account Information View Edt Approve Level 1 A ae a 1 Tony Bernard w Override Timesheets Approve Time Off Requests View Edit Schedule 4 The Employees In Group section lists the user accounts that belong to this Group Web Based Time amp Labor Management User Guide for System Administrators 125 Rows On Page 50 4 Rows pa F Tools r Employee Id First Name Last Name starts w starts starts i il 0009 Tom Ballister 0005 Tony Bernard 0006 Andrew Fizer 0007 Noah Young l 5 Then click the button to view the Add Manager window 6 Inthe Add Manager window in the Manager field select the user that should have access to this Group by button and selecting the p button next to the user account clicking the view list of employees Edit Manager Permissions Manager Tony Bernard en en Active 12 31 1900 Q 12 31 9
65. 28 2013 05 04 2013 04 22 2013 Sharon Abrams New rel Z 14129 Sharon Abrams Sharon Abrams Bulk Hours 1 00 04 22 2013 04 22 2013 04 22 2013 Sharon Abrams New Approve Checked Do Reject Checked Requests Requests Notifications can also be configured under Company Settings gt Global Setup gt Notifications to trigger based on an Approved Created Modified or Rejected Overtime Request The following reports are available Average Weely Hours By Pay Period Report will be available under My Reports gt Time amp Labor gt Calculated Time gt Average Weekly Hours by Pay Period This report will allow for analyzing the average weekly hours within a defined date range Employee Overtime Overview will be available under My Reports gt Time amp Labor gt Overtime gt Employee Overtime Overview This report will display Overtime hours requested and not in addition to other worked hours Employee Overtime Request Report will be available under My Reports gt Time amp Labor gt Overtime gt Employee Overtime Request Summary This report will display all employee s Overtime requests for the selected date range Employee Contracts If the EU Markets Functionality is enabled within a Security Profile under Company Settings gt Profiles Policies gt Security within the T amp A Tab there is a checkbox for Employee Contracts Additionally this field can be made required for all newly added employees within Company Settings
66. 412 Sat Weekly 2 Employees Sun V6 12Mon S7 200e 5B W2Wed 5 9 12 Thu 10 12 Fri 511 12Sat 51212 3 The image above displays the graphical view for each pay period profile 4 Within the parameters box you have the ability to search for a particular date range and display the graph either vertically or horizontally You can also specify to display the graph descending begins graph at date specified in the To box or ascending begins graph at date specified in the From box Web Based Time amp Labor Management User Guide for System Administrators 151 5 The options Trim Fit Compress and Include No Employees modify the display of the graph 6 The Legend box displays a color coded explanation of the shaded graph Finally within the graph you are able to click the m button to unlock a pay period or click the lac button add pay periods To View Pay Periods by Employees 1 Select Manage Payroll gt Manage Payrolls gt View All Pay Periods By Employees Manage Payroll Manage Payrolls View All Pay Periods By Employee Company Pay Periods By Employee Pay Period Dates Calendar Range This Month 812012 5 31 2012 Employee Filter All Employees amp View Default go Rows On Page i5 5 A Tools aie r E Employee ld First Name Last Name Employee Pay Period Start Date End Date Current Status Profile stats stats Y stats i kaj All t P F amp 1 Tony Bernard Active Weekly O06 2012 01232012 Y
67. 9 Global Setup The Company Set up Screen The Company Information screen contains your company s address and contact information If you need to modify these settings use the information in this section as a guideline The Company Configuration screen contains system wide settings associated with your Web Based Time amp Labor Management system If you need to modify these settings use the information in this section as a guideline 1 Goto Company Settings gt Global Setup gt Company Set up You will be able to tab through the settings modify as desired and click the button The list below provides definitions for each field setting Company Settings Global Setup Company Setup Company Setup COMPANY INFO COMPANY CONFIG LOGIN CONFIG GLOBAL POLICIES DEFAULTS PAYROLL HR a Reset Windows i z S Company Configuration Company Contacts Fiscal Date mnvdd Primary Ba First Weekday Technical Help Support By Start Date 01 01 2005 1A Maximum Years Forward 2 Business Sales Marketing amp 4 Time Zone Eastern K Admin Billing Accounting amp x First Screen SA Client Company Configuration El HR 1 Locale Language amp Formats Countries Payroll x Locale English US M C Belgium Language English _ Canada Date MM dd yyyy gt Date amp Time MM dd yyyy hh mma L United Kingdom Time Of Day AM PM _ Mexico Decimal Format 1 000 00 United States Currency
68. 92 EX CE DION S naaa i alee Dei edie a 118 Timesheet Auto Population cccccccssseeecceseeecceeseeeseeueeecsaneeessegseesseaes 118 MANAGING GROUPS sscccee crear onto ial ie eee ate tae ee 121 RATE TABLES coreia tak eae ud ae ee ee ce eo een eee aa 127 USERACCOUNT Seca rie oc elas enti led esa ee GOs eae dade 131 PROCESSING PAYROLL vaginitis cots enn oan wae nea 142 SCHEDULING FUNCTIONS weedeat eara Al 152 IMPORTING errian er ein accaees eset entaeane sos setae cance ease neta eeee 162 RUNNINGHAC C RUA ICS airasiniu er israe an oa a seven wees oie 162 RUNNING REFOR DS 2ieiccieette ca tiicernsd wees tegends a uaa 167 TROUBLESHOOTING CONNECTIVITY sucis neer ine ine 173 PUF UNCIOMANLY osrin r r a Lee 175 FAO Gaira neu acoder asso raa ected cia ea inndoca tuasb anodes amescea saat 183 Web Based Time amp Labor Management User Guide for System Administrators Introduction This chapter provides introductory information about Web Based Time amp Labor Management and this guide It contains the following sections About Web Based Time amp Labor Management About this Guide Web Based Time amp Labor Management User Guide for System Administrators 2 About Web Based Time amp Labor Management Web Based Time amp Labor Management is a web based time and attendance system used for a variety of labor tracking needs such as attendance management project tracking benefit entitlements payroll preparation and more Requiring
69. 999 1q Account Information E Edit L m Employee Time View Edit Approve Approve Level 1 Override Edit Access By Entry Type All Time Entry Field Edit Access All Approve Time Off Reguests Employee Schedule View F Edit 7 Inthe Add Manager window select the level of permissions you want to give to this user account Account Information a Edit provides the ability to edit user account information Example Badge ID Employee Time View ability to view employee timesheets View Edit ability to view and edit employee timesheets View Edit Approve ability to view and edit employee timesheets as well as approve timesheets Override ability to override another manager s approval that has a lower approval level than yours Edit Time Entry Type All provides the ability to edit time entry fields such as Time and Time Off Time Entry Field Edit Access All provides the ability to limit which fields a manager has access to edit on a timesheet g Approve Time Off Requests provides the ability to approve time off requests Approve Time Entries provides the ability to approve individual employee time entries Employee Schedule D2Q200p Web Based Time amp Labor Management User Guide for System Administrators 126 8 Click the button and then click the i a View Edit ability to view and edit employee schedules button
70. Centers As allows you to determine how cost center information should be displayed i e Name Abbreviation etc 2 Calculated Summary allows the user to view the calculated summary of hours 3 Summary By Day allows you to enable the Summary By Day for display on the timesheet This feature displays a total for the categories listed E of Incomplete Records Calculated Totals etc Show Time Off allows you to determine how time off should be displayed either just the time off the pay category associated with it or both Roll Up Paid Lunches and Breaks when enabled combines the totals for Paid Lunch into the appropriate column i e Regular etc Show Cal Breaks when enabled will display calculated breaks typically visible on the Calculated Detailed Tab Show Week Totals For Bi Weekly Pay Periods will display weekly totals on the timesheet even if the pay period is bi weekly NOTE f Time Entry Approval is enabled you have the ability to enable a checkbox within the Calculated Tabs window that will allow a manager to approve individual time entries via the Calc Detailed tab of the employee s timesheet Web Based Time amp Labor Management User Guide for System Administrators 118 Exceptions Once an Exception is created see page 33 on how to create an Exception you can enable those that are applicable for each Timesheet Profile to display Those exceptions can then be made employee viewable and
71. Days Profile that should apply to this timesheet profile Employee Can Request Blocked Days allows employees to request blocked out days Request Require Comments can be made mandatory to enter a comment when requesting time off Past Dates Can Be Requested allows employees to request time off retroactively 5 Excess Settings can display a warning or error if an employee makes a time off request that will exceed their current accrued amount This can then be tied to the Approval Settings below 6 Waiting Period allows you to define the amount of time an employee must wait before having the ability to request time off 7 Collect Cost Centers allows you to collect cost centers tied to the time off requests employees make 8 Screen Settings Show Approvers allows you to specify whether or not the Approvers box should appear in the employee s Request Time Off screen 9 Screen Disclaimer places a disclaimer within the Request Time Off screen Example Please ensure to cover your shift on all time off requests You may determine the location of the request using the drop down with the following options Title Before Pending Request On Submit Request Web Based Time amp Labor Management User Guide for System Administrators 115 Approval Settings E Use Calculated Time For Validation Checks Employee Default Cost Centers Not Configured Requested Day Is Company Holiday Request Will Result In Negative Accrual Balance Accr
72. Do Not Check Pieces Do Not Check Time Off Is Est Include Subtree FF Pay Category al a Day Of The Week Description allows you to enter in a description about this rate Rate Schedule a Rate Hour or Piece allows you to select whether this rate is a dollar amount per hour or per piece b allows you to enter the rate c Effective Date allows you to define the dates for which this rate is in effect d Split allows you to change an employees rate while keeping effective date information in rate history Usage allows you to specify if the defined rate should apply to Time Entries i e directly on the employee s Timesheet and or Pay Records i e based on rules defined in the Pay Prep Profile Global Match Criteria allows you to define the criteria which must be met based on the employee in order for this rate to apply In the example above an employee assigned to this rate table would be paid 28 34 per hour if they worked in the Cost Center of Accounting Time Record Match Criteria allows you to define the criteria which must be met on the employee s timesheet in order for this rate to apply EA Click on the Meili button Web Based Time amp Labor Management User Guide for System Administrators 129 To extend a personal rate table 1 This allows you to pull rates from different rate tables and apply those rates over what is in the personal table and vice versa The top opti
73. Download Profile Name type in the profile name of your payroll export format Description type in a brief description of the payroll export format File Name Pattern the pattern in which your payroll file name is formatted Pay Period Profiles Associated With This Payroll Export Format allows you to tie one specific pay period to the format instead of configuring it to apply to all pay periods Pay Prep Result Records Columns Adjustments Name Size Data Field Value Required Format Description Extra Pay Total m 1 Empl 10Employee Field ne e Vv 7 Time Total b l m 2 Name Employee Field v Field Full Name v Case sensitive Calculated Time Entry Records CalculatedTimeEntryRecords 3 Override Dept Cost Center 1 Field Y Field Payroll Code Level Last v Raw Time Entry Records Include Alvays v SRawTimeEntryRecords _ 4 Job Not Used v 5 Shift Not Used v 6 DE 1 Constant v Valkie E 7 Earn Code Pay Code v List Pay Codes A Code Code1 v 8 Rate 9 NotUsed v 9 Hours 8 Pay Record v Field TotalHours v H 00 i 10 Year 2 Pay Period Field v Field EndDate v od 11 Month 2 Pay Period Field v Field EndDate v a 12Day 2 Pay Period Field Field EndDate v i 13Hour 2Not Used 14Minute 2Not Used 15Amount 9 NotUsed 16Seq Number 1 NotUsed v 17 Override Division Not Used X 180verride Branch Not Used v 190verride State 2 NotUsed 5 20 Override Local Not Used Records the list that appears here wil
74. GIF JPEG or PNG To format the logo area and background screens 1 Select Company Settings gt Global Set up gt Look amp Feel gt System Look amp Feel 2 The System Look amp Feel screen will appear with three tabs Login System and Mobile 3 The Login Tab has the following options Company Settings Global Setup Look amp Feel System Look amp Feel System Look amp Feel LOGIN SYSTEM MOBILE Sy Reset Windows Logo Impertedimage i026 oi TEL wecome tessese Weleomet OOOO E Top Bottom Border Trim Color O B 7 U 2 E amp B B Fontfamiy 2 10pt X Ga i im i i e e be fum A e Welcome to Payroll Login Message Simply login to view your employees or your information If you need more information or are unable to login please create a ticket Internet Explorer version 8 or higher or Firefox version 7 or higher is recommended for best results Show Clock Size Show Bookmark Link Title Look amp Feel Export F aN Skins S spna mare re Save a z Skins Vv g L RFeel E digg As Inthe Logo field specify the image you want to appear in the background area of the Web Based Time amp a Labor Management login screen Click the button to select from images that were uploaded The Welcome Message will display within the Login box and the TopBottom Border Trim Color will display on the top and bottom of the webpage The Login Message can be configured to display whatever
75. Guide for System Administrators 68 Effective Dates the date that the pay period is effective from You will only need to fill in the To if your pay period is changing Otherwise this field should be left blank meaning this pay period will remain active indefinitely Include Only Entries Associated With This Profile allows entries associated with this pay period to be exported This setting is utilized only when a user s pay period changes Pay Periods In A Year Override allows you to enter in the number of pay periods in the year based on your cycle In the example above we are creating a Bi Weekly Pay Period which will have 24 pay periods yearly This field is required Tips on Managing Pay Period Profiles At some point you may need to modify or delete a Pay Period Profile Before you modify a Pay Period Profile please contact a www entertimeonline com representative so they can assist you in this process Do not attempt to make this change on your own as the new pay period may not align with the existing pay period and thus cause duplicate timesheets to be created Pay Calculations Profile The Pay Calculations Profile applied to a user account determines how the timesheet hours are calculated You can create any number of Pay Calculations Profiles to reflect the different pay policies used within your organization Example if timesheet data belonging to full time and part time users were processed differently you would
76. In Modify Punch Out Modify Shift Web Based Time amp Labor Management User Guide for System Administrators 112 Po SWN Add Punch Out allows employees to request an Out punch to be added to their timesheet Add Time Entry allows employees to request a time entry be added to their timesheet Cancel Time Off allows employees to request an already approved time off to be edited or deleted by their manager The employee and manager s Security Profiles will need to be updated in order to allow for the request and approval of the changes Modify Cost Center allows employees to request a change to a time entry s already designated cost center Modify Pay Category allows employees to request a change to a time entry s already designated pay category Modify Punch In allows employees to request a change to an existing in punch Modify Punch Out allows employees to request a change to an existing out punch Modify Shift allows employees to request a change to a time entry s already designated shift Time Off Settings 1 By clicking on hyperlink within the Timesheet profile for the Time Off you can edit time off settings relating to both entering and requesting time off Time Off Settings Time Off Label Time Off Employee Access Requests Time Off Separate Time Off and Cost Centers Time Off Request Profile Time Stamp By clicking on the blue pad and pencil the following screen will displa
77. L Pending Time Off Requests i There are NO pending time off request s Hon Sw Reapply Pay Calculations z 0 J Process Records g Lp i There are 0 errors please review final results CF Create Payroll Interface File 2 Lock Pay Period A Pay period is unlocked Please lock to prevent further modification Pending Time Off Requests all pending Time Off Requests for the pay period must be resolved to ensure accurate payroll calculations a lfamessage appears in the first row of the Notes column click Pending Time Off Requests to view a report containing all pending Time Off requests for this pay period b From the All Open Time Off Requests for Pay Period screen you can approve or reject the pending Time Off requests o c Once all pending Time Off requests have been addressed you can click the L check box to complete the step The green check icon v will display indicating that you ve completed this step NOTE Clicking the check box to complete the step and getting the green check icon V is not required to complete the Time Prep Process Web Based Time amp Labor Management User Guide for System Administrators 148 Review Timesheet Status all pending timesheets for the pay period must be resolved to ensure accurate payroll calculations a Ifamessage appears in the second row of the Notes column click the Review Timesheet Status button to view a report containing all pending timeshe
78. Margin Top Right Bottom Left Font Size 7 Note Applies To PDF HTML Paged Onby Also you have the ability to include exclude the Report Header and define a page break when the report is being exported Troubleshooting Connectivity In the event that you are experiencing slowness or connectivity issues with the web application the following steps can be completed in order to better diagnose the issue First confirm the following Is the issue isolated to one individual One computer Is there a particular time of the day when you experience the issue What actions are you performing when you receive this slowness down time issue i e running reports Is the system just slow or are you receiving a Page Cannot Be Displayed error Do you have an issue accessing other websites Then complete these steps STEP ONE Please go to http saashr com ta jspSystemTools OpenTestRoundTrip jsp This will allow us to test the speed of the connection to us In the data size fields enter 1000 and then click the new round trip test button Take a screenshot of the result STEP TWO In addition to the speed test below also run a tracert the next time you experience some slowness Here s what you need to do On a computer that is experiencing this issue go to your Start Menu gt then Run Type in cmd In the Command window type in tracert saashr com or saas com entertimeonline com depending on the doma
79. Missing Time allows you to estimate time worked for an employee based on a typical work week used in conjunction with the time prep process steps for estimating time and taking snapshots This is useful for companies that pay current Once estimates are configured additional steps must be added within the Time Prep Process in order to have the system calculate the estimates actual and also determine a difference The Calculate Hours With Estimates and Take Snap Shot Business Process Steps will need to be enabled within the Company Information screen When the payroll is ready to be processed before the actual pay period end date the user will go to Manage Payroll gt Manage Payrolls gt Process and Export and select the current pay period The process will be the same until the Process Records step L TER ka m p Process Records a 2 employees need to be processed i Current time prep is ESTIMATED Switch To ACTUAL By default the Process Records will be set to ESTIMATED This will allow you to run the Process Records step taking any completed time entries currently on the timesheet and completing the rest of the pay period based on the configuration of the Estimate Missing Time record E Take Snapshot gi No snapshots taken Take Snapshot After Processing Records you ll need to Take Snapshot in order to save the employee s worked and estimated time BEG Take Snapshot 2 Snapshot creat
80. Pa SeT E ET G Supporting brume mia Rewa aJ L5 7 g pennor OWT lars E He amp EEEE BUTA i Sec g enone oacneo fame Presque poeni kA Sal o Upkad Deere The changes made to an Employee s contract are tracked and can be viewed under My Reports gt System gt Audit Trail gt TA gt Employee Contracts The Employee Contracts can also be viewed within an Employee s Information Profile My Employees gt Employee Information and selecting the Active or All hyperlinks lity Employees Employee Information Employes induration Edk Lyon Lynn 11100 MAIN PAYROLL HR SCHEDULES se Reset Windows sl Employee Contracts ol Active All Daily Weekly Hours Per Hours Per Hours Per Pay Standard Work Hourly Start Date End Date Hours Hours Month Year Period Week Cost a Ed 01 01 2013 123 3172013 9 00 40 00 160 00 43 00 2 05 Cl SS ooro 12 31 2014 3 30 z z 3 2 41 00 z Add New An Import Template is available so Employee Contracts can be imported into the system Web Based Time amp Labor Management User Guide for System Administrators 181 Additionally Employee Contracts can be exported using the Employee Contracts Data Export under Company Settings gt System Data Export gt Data Exports Web Based Time amp Labor Management User Guide for System Administrators 182 This chapter provides answers to questions frequently asked by Web Based Time amp Labor Management system administrators I added a us
81. Profiles View Defaut a Rows On Page 25 2 Rows 2 F Tools 7 Name Accounts Days Work Days Created tst Shift 1 T 3 11 11 2011 08 53a k amp i Ch a 2nd shit 1 7 5 11 14 2011 08 53a p New Work Schedule Profile Global Work Schedules Config Click on the button to open the Edit Work Schedule Profile screen Click the button when finished To have the system generate employee schedules 1 Select Manage Time gt Scheduling gt Set Up Schedules gt Generate Schedules Manage Time Scheduling Setup Schedules Generate Schedules Generate Schedules 7 s Select Dates From 4 30 2012 IQ To 5 18 2012 10 Schedule Profile ist Shift el if NOT Selected Will Use Schedule Assigned To Employee Override Existing E Delete Existing Schedule Entry Select Dates Select the date the system will be assigning the generating the schedule for by filling From and To fields ial Select Profile Select the profile to be used by clicking the button Override Existing select this to override existing schedules for employees From the list below select the employees that the system generated schedule pertains to Click the button to have the system generate the new schedules To allow an early punch 1 Select Manage Time gt Manage Timesheets gt Early Late Punch Override Employee i Allow Punch 2 Click onthe xy button The Employee Lookup screen will display 3 Choose the correct
82. Shift Based on Day of the Week and Time of Day with Grace Time applies shift premium and or pay category to certain time periods on certain days with a grace period of when an employee could punch and receive premium Example an employee is entitled to a shift premium if they work anytime between 12 00AM and 7 00AM on Friday and if they arrive 30 minutes prior to shift time e Shift Based On Day Of The Week And Time Of Day With Required Minimum Time allows you to specify a premium based on day of week time of day with required minimum hours worked in that shift to be eligible for the premium Web Based Time amp Labor Management User Guide for System Administrators 73 ie Shift Based on Day Of Week Time of Day and Next Shift Premium applies a shift premium based on days of the week and time worked with certain criteria when shift starts when shift starts after worked past scheduled time etc Shift Based on Schedule applies shift and or time off based on schedule hours worked Shift Based on Type of Schedule applies shift based on type of schedule free flow fixed etc Shift Based on Start or End Time applies shift if the employee s start or end time is within a defined range Example an employee is entitled to a shift premium if their in punch is between 8 00PM and 10 00PM Shift Based on Start or End Time and Day of the Week shift Based on Time of Day applies shift premium to a specific time of day everyday
83. United States Dollar v Standard Work Day HH MM Web Based Time amp Labor Management User Guide for System Administrators 10 2 Company Configuration Fiscal Date mm dd fiscal date used by your company First Week Day day of the week used by your company as the start of the business week Start Date start date from which your Web Based Time amp Labor Management account functionality begins Time Zone time zone to be used when a new user is added and no time zone is specified in their user file First Screen the defaulted first screen when logging in as the System Administrator Locale Language amp Formats controls the format in which the Date Date amp Time Time of Day and Total Time are displayed within the system Additionally the text can be set to display in English or Spanish Country the defaulted country for the company Currency controls the default currency for the company and the way money displays within the system tandard Work Day HH 00 number of hours that is typically worked on a given day 3 Contacts Optional Primary primary contact person for your company Technical Help Support your company s technical support person Business Sales Marketing the person responsible for your company s Sales and Marketing Admin Billing Accounting person responsible for your company s Billing and Accounting 4 Company Address Company Name name of yo
84. Web Based Time amp Labor Management System Administration Guide Web Based Time amp Labor Management User Guide for System Administrators Web Based Time amp Labor Management System Administration Guide Document No 05 003 2001 2013 All rights reserved Under copyright laws this document may not be copied photocopied reproduced or translated without prior consent of www entertimeonline com Web Based Time amp Labor Management User Guide for System Administrators Table of Contents INTRODUCTION ricam Ganni a eae edsee eer 1 ABOUT Web Based Time amp Labor Management ccesceeeeeeeeeeeeeeeaeeeeeeeeees 2 ABOUT THIS Gules a a duaehettnidctot shan couiseneeneeteneeabes 2 Geto Sane aeae a A 3 LOGGING IN se a a a 5 CHANGING YOUR PASSWORD ice sesisc sires dearecceetadawess deciehotupidauwtedianautananetsdeusetes 5 COMMON ICONS AND SCREEN FUNCTIONS 0 cceeeceeeeeeeeeeeeeseeeeeeeeeeeaeeeeees 5 INAVIC ATONE ANS renei 6 FOS EE E E A AE A A AA E A AA 6 System AGMIN Task S cenre a setae OARE 9 GOB Ale SE TUP uecnroerc e A A nee ecoes 10 The Company Set Up Sereen cccccccccccssseeceeeceeeeeeeeesaeeeeeseseeeeeeeessaaeeeees 10 The Company Configuration SCr n ccccccccsseeeeeeeeaeeseeeeeseeeeeeeeeaaaeeeees 12 MODIS APDIICAUOI arrouser iE e E RENE AEN 16 LOCIE aeea Aare e REE EE T 21 Creating Cost GENI S arrei eener E E A S 21 Utilizing Managed Cost Centers ccceccceeceseeeeeeeeseeeee
85. acation Fri 11 4 00 Day Total Sat12 Ox Hm E sa12 00op 1z 00a 5 00 Day Total Time Sheet Total Next TS oe H Sun13 12 00a 3 00a 3 00 Day Total cr Submit ee utiities amp gt ines For Approval ee ee an Timesheet tart End All Days With Auto Splits allows the same back end functionality as the Graphical View timesheet but with the simplified view of the Start End All Days timesheet The system will perform an automatic split between time entries crossing multiple days displayed on the Calculated Detailed Tab Web Based Time amp Labor Management User Guide for System Administrators 95 fe My Account My Timesheet b My Current Timesheet Time Sheet May 06 2012 May 12 2012 This ls Your Current Timesheet Timesheet Date Sun 05 06 Mon 05 07 Tue 05 06 Wed 05 09 Thu 05 40 Fri 05 41 Sat 05 12 Timesheet Total Calc Detail Schedule ry Submit summary By Day From To eOQ255p e Wed 16a 0312p Hy Utilities Timesheet Edit Regular Vacation 922 Edit Edit 4 00 Edit 9 22 Regular 4 00 Regular Vacation Next For Approval Time sheet Small Business this profile has a similar layout of the timesheet within the Small Business Edition allowing for an even smoother upgrade from SBE to Enterprise as employees will be able to continue using the same timesheet layout they are used to Web Bas
86. accounts that belong to the Group When the Sales Manager logs in he she would see only those accounts timesheets and time off requests belonging to the users in the Sales Group As the example above indicates managing Groups involves two processes Creating Groups manually imported or system generated and adding users that belong to them Assigning permission levels to those that should have access Groups Web Based Time amp Labor Management User Guide for System Administrators 122 You can also provide temporary Group access to a user account if for example a manager is on vacation and another user account is substituting for that manager while they are away To create an automatic Group 1 Under Company Settings gt Global Set up gt Company Setup gt Company Config Tab you can enable different groups that you would like to be automatically created in the system based on what an employee is assigned For example as employees are assigned to different Default Departments the employees will automatically be placed in groups labeled as such Managers can then be added to those groups accordingly See below for instructions on adding managers to Groups a Gr Auto Groups Employee Field Enabled Employee Status Employee Type Pay Type Root Cost Center 1 Default Cost Center 1 Leve 1 Fl 2 0 3 R 4 E s E Region O 0 K 00 0 0 Division To create a manual Group 1 Select Company Settings gt Global Set up gt G
87. ager 1 els x m Rate Timesheet Mx i Clear TS Auto Population X Tx PT il x gap Rate Table 1 gt BA x Work Schedule pa E soD T e Cost Centers Rate Table 2 isik Clear Misc Fields Root Cost Center 1 Tl x F Tl g HEE Extra Fields Default Cost Center 1 Lock Account Unlock Account Clear Reset Password Region v Clear Middle Initials T Division T Clear SSN Clear Base Compensation Clear Badge Numbers M 3 Inthe employee list select the checkbox for each user account this mass edit applies to Under the Run button check marking All would apply this change to everyone in this report even if they are not showing on the screen check marking Page would apply this change to just the users showing on this screen ee Apply Change 4 Click the button To change an employee s password 5 Goto My Employees gt Employee Maintenance gt Change Password 6 Select the amp button to find the employee whose password you would like to change 7 Enter in the new password and specify whether you would like to unlock the employee and if they should change their password the next time they clock in New Password Confirm New Password Unlock E User Must Change Password At Next Logon E Web Based Time amp Labor Management User Guide for System Administrators 141 S Change 8 Click the bbuiitsbisbeeael to change the employ
88. ame for the new status and check the box for In Payroll if this status is considered payable The External ID field allows you to attach a number or code associated with this status Click on the button To set up an Employee Type 1 4 Go to Company Settings gt Global Setup gt Global List Definitions gt Employee Types The Employee Types screen displays Exempt Non Exempt and Consultant the number of employees assigned to this type and the date the employee type was created e Add New Type To create a new employee type click on the button The Edit Employee Types screen displays Name External ld Enabled E FLSA Status Y Sort Order Enter the Name for the new type The External ID field allows you to attach a number or code associated with this status Click on the button To set up a Company Date Formatter 1 P Go to Company Settings gt Global Setup gt Global List Definitions gt Formats Editor The Company Date Formatters screen displays the system defined date format values descriptions and the created date Add Hew Fonmatter a button To create a new date format click on the The New Date Formatter screen will appear Enter in a description for this new date format and build the date code by selecting the blue hyperlink words in the Type column In order to create a setting which reads Tue July 24 2007 take the following steps Select 3 Letters next to Day in
89. ame is XYZ you would substitute CompanyShortName with XYZ The URL would then read as follows https secure entertimeonline com ta XYZ login Then enter your username and password and click Login NOTE If SS is used as the username all but the last 4 digits are masked When logging in as an administrator you will have more menu options than basic level employees and managers Menu options are determined by your security level and the software modules that are enabled on your Web Based Time amp Labor Management system Example if your company is not using Web Based Time amp Labor Management to track benefit accruals the Accruals menu will not appear within your menus An administrator s menu bar typically contains the following options My Account Use this menu to work on your own timesheets and Time Off requests My Employees used to manage users in the company can also include Accruals which would be used to run accrual rules against timesheet data depending on enabled functionality Manage Time Use this menu to manage all timesheets and Time Off requests May also vary depending on your system access as well as what modules have been enabled You may see a Schedules used to create modify and assign schedules to employees on a recurring basis or for one instance Manage Payroll Will allow you to process and export payroll a Time Prep used to apply pay rules against timesheet data and export the data to you
90. amp Button Image Active Display Order 1 Punch Settings Set Cost Center 1 To Employee Default Set Time Off To Personal Disable Populate Full Work Date F Disable Not Scheduled Requires Manager Override F Set Pay Category To 1 Define Custom Buttons to appear on employee s timesheet click on View Button on the navigation bar to create custom buttons similar to Clock In Clock Out and Change Cost Center 2 Once enabled the setting can then be edited within the Punch Settings Web Based Time amp Labor Management User Guide for System Administrators 107 Punch Settings ae Punch Settings startvEnd Time Entry Settings Allow Time Entry To Start On Previous Day E Allow Time Entry To End On Next Day Maximum Time Span From Start To End 23 59 Day Stats At Midnight lf Time Entry Spans Two Days Allocate All To Day Time Entry Started Split On Day Line When Pay Period Changes F Split On Day Line Before Mon C Tue F Wed F Thu E Fri E Sat F Sun Enable Break Lunch Time Label Break Allow Time Entries To Overlap E Allow Time Entry to Start on Previous Day enables the display of the In Date column on the timesheet allowing you to edit the day when the employee s punch is allocated to Allow Time Entry To End On Next Day enables the display of the In Date column on the timesheet allowing you to edit the day when the employee s punch is allocated to Maximum Time Span From Start To End
91. amp system calculates automatically 3 Start Stop On day before Daylight Savings Time if you enter 1 30am you will need to be specific Tam 1 15 1 30 1 59 1 00 1 15 1 30 1 45 2 00 EDT EST Nov 1 11pm gt 11pm 4 offset Nov 2 3 out punches Local 2am Verifone 3am 4 offset Sy Local 4am gt 4am 5 offset 4 When DST happens If you are running Windows 2000 which was installed more than 2 years ago it may not have latest updates You can download a patch from http support microsoft com gp cp dst o You cannot change the clock within the system to mimic because Windows saves in GMT Greenwich Mean Time as well Web Based Time amp Labor Management User Guide for System Administrators 185
92. an employee has on the Request Time Off screen Available Request Full Day allows the employee to choose a full calendar day off Available Request Partial Day Start Stop allows the employee to choose a partial day and enter a start stop time for their request Example 3PM 5PM Available Request Partial Day Bulk allows the employee to choose a partial day and enter in bulk hours for their request Example 2 hours Available Request Multiple Days allows the employee to request multiple consecutive days off Example 2 weeks a Hours Per Day Entered by Employee allows employee to enter the number of hours they need off for each day requested 3 Populate Full Day From allows you to define what a Full Day request would mean to an employee assigned to this timesheet profile Time Off Definitions the full day value will pull from the Default Hours in a Day field within the Time Off Definitions Scheduled the full day value will pull from an employee s schedule on that date Employee Standard Workday the full day value will pull from the Standard Work Day field within an employee s file Custom allows you to define a custom number of hours 4 Default Settings Request Increment allows you to specify a minimum increment at which an employee can request time off For example selecting 30 minutes would allow an employee to request time off in 30 minute increments Days Block Profile allows you to select the
93. ant to clone and answer Yes to the warning message Next click the A button next to the copied Schedule Profile Rename it and make your changes as desired and click the Save button Security Level Profiles Four default Security Level Profiles are provided in Web Based Time amp Labor Management Company Administrator Payroll Administrator Department Manager and Employee The Security Level Profile applied to a user account determines the user s access privileges to system functions what the user can see in the system You can configure the settings associated with these default Security Level Profiles as well as create additional Security Level Profiles NOTE The Security Level Profile determines a user s access privileges to system functions while Groups and Group Permissions determines a user s access privileges to other user accounts who they can see in the system To create a new Security Level Profile 1 Select Company Settings gt Profiles Policies gt Security The Company Security Profiles screen shows you four predefined Web Based Time amp Labor Management Security Level Profiles and the number accounts associated with each l To create a new Security Level Profile click on the button The Security Profile Edit screen displays Enter the properties of the Security Profile The table below provides definitions for each field setting Security Profile Name Description Active First Sc
94. ay AMPM Military Total Time HH MM HH 00 Name the display name for the locale being created Language either English US or Spanish Date Format format in which Date fields should appear in Web Based Time amp Labor Management Example entering mm dd yyyy indicates that you want all Date fields to appear in this format throughout the user interface Time of Day format in which Time of Day fields should appear in Web Based Time amp Labor Management Example choosing Military 24 hour clock indicates that you want all Time of Day fields to appear in this format throughout the user interface Total Time format in which Total Time fields should appear in Web Based Time amp Labor Management Example choosing HH 00 hours decimal indicates that you want all Total Time fields to appear in this format throughout the user interface NOTE The Locale can be set at the Company and Employee level So a company s defaulted locale may be English US but Spanish speaking employees can have their view in Spanish Keep in mind the view set for the Company will apply when logging in as the System Administrator Creating Cost Centers To create a Cost Center 1 Select Company Settings gt Global Setup gt Company Set up In the Cost Center Trees window you will see this image Cost Center Trees Field Used Label 1 Cost Centeri Tree Cost Center 1 Settings gt E a2 4 F Cost C
95. b Based Time amp Labor Management User Guide for System Administrators 145 Add New Item Description Regular Pay Line E Export Code Code 1 3 REG Pay Record Name Time Total Pay Category Regular bal a Time Off Is NOT Set Cost Center1 Is fal 2 include Sub Tree F Shift Is A Employee Type Pay Type Cost Center 1 Esi W Include Sub Tree F Default Shitt al Region Division Code type in the payroll export code Description type in a brief description of the payroll export code Line type in the line number of the payroll code Pay Records lists the criteria that are tied to the time entries For example when assigning a code the system will look to a time entry to verify that it meets the criteria defined below i Name the list that appears here will consist of the different records that you create within the Pay Prep Profile Example if you were summing up the extra pay total in Pay Prep you would also see this record listed here ii Pay Category select the correct pay category for the new payroll export code vaoo iii Time Off Is click the button to select the correct time off category iv Time Off Is Set allows you to define that any time off category would export as this specific code v Time Off Is Not Set allows you to define that time off is not set meaning no time off category is assigned to this time on vi Cost Center click the button to select the
96. below you must clear out the employee s accrual balances on that date under My Employees gt Accruals gt Use by Balances a No Limit all balances can be used within an unlimited time frame b By Date specifies the date in which the balance must be used by c In Days specifies the number of days in which the balance must be used by Negative Balance Options specifies what to do with negative accrual balances You can choose to them to be carried over zeroed out or moved to another Time Off Category Extra Settings Extra Settings allow you to define miscellaneous rules relating to tenure changes maximum balances and rounding Click the i button to edit Extra Settings Web Based Time amp Labor Management User Guide for System Administrators 53 Edit Extra Settings Rounding RoundTo None Increment Round fExcl Tenure Changes Break Point on Exact Date Note Breaks Accrual Period z m Maximum Accrued Amount Per Accrual Year FF Not Enabled Extended Includes Imported Carry Over Manual Changes etc E Maximum Running Balance p Not Enabled Subtract Scheduled Hours Over Maximum Zero Out Move To T y mW m Balance Move ai Move 0 00 HH 00 After Balance Reaches 0 00 HH 00 Move To Time Off E Entitled To time willbe accrued on the FIRST day ofthe new Accrue Period el balance should be used first when time off request is approved
97. ber of hours entered within a certain time off per week month pay period or year Merge Time Entries allows you to merge time entries that are consecutive bulk entries with the same characteristics shifts cost centers etc m Move Time Off Entries to Eliminate Gaps and Overlaps will eliminate a time entry gap or overlapping time entry if the time entry is within the defined amount of time between the last first time entry n Piecework is Missing Pay Category checks to confirm piecework is tied to a pay category o Send Email Notification When Exception is Created when an exception is created on the employee s timesheet a notification will be triggered p Send Email Notification When Extra Pay is Added when an extra pay entry is added on an employee s timesheet a notification will be triggered q Set Cost Centers by Pay Category when configured can assign a specific Cost Center when certain Pay Categories are on the employee s timesheet r Time Between Punches s Time Entry Begins or Ends Outside of Timesheet if an employee has a time entry including a punch either before or after the timesheet s start or end will generate a warning or an error t Time Off Allocated to Default Cost Center automatically allocates time off to an employee s default cost center u Time Off Allocated to Specific Cost Center automatically allocates time off to a specified cost center v Time Off Exceeded w
98. ble the Add Zero Records checkbox within the Calculated Time Entries record which will allow accruals to update even in the event the employee has not worked 5 Base Hours allows you to define what your accrual is based off of In the example below our base hours are every 1 hour worked Web Based Time amp Labor Management User Guide for System Administrators 58 Pay Prep Profile Name Accruals Active Initial Records Calculated Time Entries A Sum Up By Pay Period All Work Time Entries All Time Off Categories All Pay Categories Cost Center 1 All Cost Centers All Shift Differentials Group by Pay Category Time Off Category Shift Outputs Hours Worked Exp Simple Hours j e Hours are 1 00 per Pay Period Outputs Simple Base Hours Exp Add Initial Record No processing rules have been specified Insert Rule 6 The records outputted from the Pay Prep profile will then be used for calculation in the Benefit Accruals Profile 7 Goto Company Settings gt Profiles Policies gt Benefit Accruals 8 After you create a new profile you ll be asked the following question Select Hours Worked Question What is Time Off Accrued based on 9 All settings will remain the same within this profile with the exception of the following Hours Worked Settings A Not Configured 10 In the Hours Worked Settings window click the A button Web Based Time amp Labor Management User Guide for Sy
99. ce It can be zeroed out or moved to a different Time Off Category Balance Move allows you to move any excess accrued amounts to a specific bucket Entitled To time will be accrued on a First Last day of the new Accrue Period allows you to specify when accrual should take place at the beginning or end of the accrual period For example if you accrue monthly should you accrue on the first day of the month or the last day of the month Blank balance should be used first when time off request is approved Example Within my Sick policy a user can specify that when Sick is requested PTO should be used first if there is a balance in that category Accruals will be calculated up to Termination Date Accrual Year End for terminated employees allows _you to specify what should happen to a terminated employee s accruals Enabling Termination Date would mean that the employee stopped accruing as of that date or enabling Accrual Year End would mean that accruals would continue to end of accrual year upon termination Accruals will be calculated from Actual Date Current Accrue Period Start Next Accrue Period Start allows you to specify what should happen to an employee hired in the middle of an accrual period for their first accrual For example an employee is hired 11 15 07 and accrues monthly should their first accrual count from 11 15 07 11 1 07 or 11 30 07 Web Based Time amp Labor Management User Guide fo
100. cking System Display Settings Lookup Type Lookup With Type In Y Lookup Default View Tree Display As ExternalId Type In Validation Uses External Id Name F Path Custom Fields Used Label Lookup List To Use Languages 9 NONI Levels Contact Contact Label Address 1 2 Defaults Manning Skills A A A A A A 1 Level 1 H E E BoB 0 gq 2 Level 2 HF 8 AF 8 A A 3 Level 3 E E E E 0 eq 4 HF 8 A A 6 A 5 E E E BoB 0 E Levels allows you to specify a maximum number of levels per cost center tree Contact 1 and Contact 2 Label allows you to define a label for contacts that are associated with this cost center for example that Cost Center s manager At this time this information is just for reporting purposes System Display Settings determines how the Cost Centers will display throughout the system a Lookup Type allows the option for look up type in or a combination b Lookup Default View specifies how the lookup screen should display either tree or list view on the employee s timesheet c Display As determines what format the Cost Centers should display in abbreviated external ID name etc Web Based Time amp Labor Management User Guide for System Administrators 25 d Type in Validation Uses if utilizing the type in option this specifies what the system will use to match those fields Custom Fields allow you to enable custom fields which are t
101. cle are updated 4 If On The Fly Scheduling has been enabled within Global Settings select the Fixed schedule type and then enter in the from and to times TA 5 You may also allocate the specific schedules to cost centers which can be done by clicking on the E button 6 Breakdown will allow you to allocate specific cost centers to time within the schedule You can create a Workday Breakdown Template by clicking on Breakdown or by going to Our Company gt Profiles Policies gt Schedules gt Workday Breakdown Templates IC 7 Click on the button to create a new Workday Breakdown Template Web Based Time amp Labor Management User Guide for System Administrators 87 Template Name ist Shift inti Active Allocation Type Time E Daily Schedule Preview 7 00a m 4 00p m Allocation Allocation Off Cost Center 1 2E First 5 00 HH 00 Marketing JE Next 4 50 HH 00 F Sales Total HH 00 Add Rows Name Type the name of the Template Description Enter in identifying information for the template i e 7am to 4 30pm schedule Allocation Type You may choose Time or Percentage from the drop down menu which will allow you to allocate your time within the schedule accordingly Allocation You may enter in the bulk hours or percentage of time within the schedule that should be allocated to a specific cost center which you may select by clicking on the Ist button To add addi
102. click the Save button Web Based Time amp Labor Management User Guide for System Administrators 140 2 To delete a user account go to My Employees gt Employee Maintenance Click the amp button that corresponds to the user account you want to delete The system prompts you to confirm the deletion Click OK 3 When you need to make changes to multiple user accounts the most efficient method to use is the Mass Edit tool described below To mass edit user accounts 1 Select My Employees gt Employee Maintenance gt Mass Edit 2 The Profiles Settings HR Info and Misc Fields windows allow you to select the settings you want to apply to the user accounts listed below To do this simply click the lookup louttons next to each field and select the desired setting by clicking its corresponding select a button My Employees Employee Maintenance Mass Edit Mass Edit Employees Settings MAIN HARDWARE S Reset Windows Profiles lt Account Information Pay Information Clear Clear Clear Access pk First Screen E E Standard Work Day HH 00 E Accruals x Tx F Time Zone 3 x Employee Type M Holiday Tx User Must Change Password At Next Logon 3 Pay Type Pay Calculations 7 Tx Default Shift x isi F Pay Period 7 Tx Pay Prep M Tx F 67 Managers Points 7 Tx E Base Compensation e a T Clear Security A a Man
103. create two different Pay Calculations Profiles one for full time users and one for part time users and apply them to the user accounts accordingly To create a Pay Calculations Profile a Select Company Settings gt Profiles Policies gt Pay Calculations The Company Pay Calculations Profiles screen will display This screen lists any Pay Calculations Profiles that have been created _ New Pay Calculations Profil b Click the button The Edit Pay Calculations Profile screen will display This screen is used to create the steps associated with the Pay Calculations Profile you are adding c Enter a Name and Description for this Pay Calculations Profile you are adding Example you might be adding the Pay Calculations Profile for your full time users so you would call the profile Full Time d There are 2 rules automatically created within a Pay Calculations Profile Those 2 rules are 1 Default Time Entry Pay Category specifies the default Pay Category at which all hours are paid Additional rules for overtime and shifts can be specified below 2 Schedules are Not Enabled allows for the consideration of schedules when time is calculated e Click on the A edit step button pertaining to each of these 2 rules and specify their properties Rules are executed in the order in which they appear within the Edit Pay Calculations Profile screen Example rounding rules will appear before overtime rules because rounding should occur before sum
104. d h W oer 4 Tony Bernard Active Hourly Weekly EN 2 Select the date to recalculate from 3 Select the checkbox next to the employees you will be reapplying a pay calculation to 4 Select the button Scheduling Functions As a Manager it s likely you ve been designated to manage some or all of your employee schedules This section describes how to change a daily schedule and or weekly schedule for specific days how to mass edit schedules for several employees how to change an employee s schedule cycle permanent change and how to allow an early punch in To view the employees scheduled for a particular day 1 Select Manage Time gt Scheduling gt Overview Manage Time Scheduling Overview Schedule Overview Employee List amp a Month From 04 01 2012 fa APRIL MAY JUNE 2012 2012 2012 Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat q 8 2 q 4 4 il Refresh View Monthly 6 View Monthly 2 2 By default you will view all employees you have access to To view specific employees use the button 3 Select the particular month you would like to start viewing from using the Web Based Time amp Labor Management User Guide for System Administrators 153 4 Then select the day by clicking on the blue numbers in the date Graph window as shown below You will then be directed to the Daily Schedule Manage Time Scheduling Daily Schedule Daily Schedule Graph Tuesda
105. d let the user through to our system Web Based Time amp Labor Management User Guide for System Administrators 19 Web Clock kE Web Clock Enabled Web Clock Allow To Login Username Password Clear Interval 15 Clock Size 12 Allow Simple Punch F Label Allow Punch IN F Label coor Q Allow Punch OUT WJ Label Color A Allow Change Cost Centers Label Allow Type In Cost Center Name F Label Allow Collect Extra Pay gt Label Add Extra Pay Time Off E Punch Messages Info Messages Font Style Normal Clear Interval 6 Seconds Warning Messages Font Style Normal Clear Interval 6 Seconds Error Messages Font Style Normal Clear Interval 6 Seconds URL https secure saashr conmta Dema clock Enable Web Clock allow clocking in out from provided URL Allow To Login gives the employees the ability to log in to the system Username Password Clear Interval Clock Size Allow Simple Punch Uses one button for clocking in out and changing cost centers Allow Punch IN Shows a clock in button allowing employees to clock in directly from the log in page Allow Punch OUT Shows a clock out button allowing employees to clock out directly from the log in page Allow Change Cost Centers Shows a change cost center button allowing employees to change cost centers directly from the log in page 9 Allow Type In Cost Center Name Allows employees to type in their cost center instead of selecting it 10 Allow Collect Ex
106. dex allows you to enter a sort number as a way of filtering through the pay categories quicker 3 Time Entry Rate Multiplier allows you to fill in the appropriate Base Rate 1 and Differential Rate Rate 2 4 Used As allows you to choose if the pay category will be used as a time category or as an extra pay category Web Based Time amp Labor Management User Guide for System Administrators 131 User Accounts Web Based Time amp Labor Management allows you to create as many user accounts as needed Please note that access privileges to software functionality is determined by one s Security Level Profile what you can see and access privileges to user accounts is determined by Groups and Group Permissions who you can see After adding the user accounts you will need to add the users to the appropriate Group s and specify which users should have permissions over the Group s For more information see Managing Groups on page 60 To create a user account 1 Select My Employees gt Employee Maintenance gt Hire Alternatively you can select My Employees gt Employee Information and click the kiia button 2 Within the Employee Information Edit Screen you will see the following windows Account Information Account Information Usermame JohnnyD New Password Salutation Nickname First Name John Middle Last Name Doe Suffix First Screen Security Profile Default a LET Locale Languag
107. document are true and correct F Save Disclaimer when employee submits timesheet Employee Needs To Submit Timesheet enables the submit timesheet button for the employee Timesheet is automatically submitted enables the system to automatically submit an employee s timesheet after a defined amount of time from the end of the pay period All Employee Changes Require Notes Reason Codes enables the system to prompt the employee to enter a reason when editing their timesheet Show Pay Calculations Summary Tabs To The Employee enables the pay calculations tabs to be shown to the employee allowing them to see how time is calculated rounding overtime lunch deductions Show Disclaimer when employee submits timesheet allows you to display a disclaimer when an employee is submitting their timesheet Save Disclaimer when employee submits timesheet allows you to save a disclaimer for an employee submitting their timesheet Web Based Time amp Labor Management User Guide for System Administrators 111 Manager Policies Manager Policies Timesheet is automatically moved to approved PayPrep Ready Y 5 days after last day of timesheet at 02 00a F All Manager Changes Require Notes Reason Codes NONE rl Timesheet with changes made by a manager will be returned back to employee for resubmission F Display Disclaimer when Approving Employee Timesheets 4000 characters max F Save Disclaimer when Approving Employee Timeshe
108. ds Field Used Label Lookup List To Use 1 E Uniform Size none 98 O Account reda E none O account Field 2 NOne 9 O Account Fieis None O account Field none 9 2 3 4 5 1 Extra user definable fields for recording additional user information Example a company that requires users to wear uniforms might create a field called Uniform Size Fields created and enabled here will appear in each user account where you can record the information 2 Used checkboxes to enable disable any user defined fields configured in this area for sorting and running reports 3 Label field to enter the name of the field you need added to the user account maximum of 30 characters Lookup List To Use drop down arrow to choose a lookup list a list of acceptable choices for this field The Lookup List has to be created under Our Company gt Global Setup gt Global List Definitions gt Lookup List Definitions first If no Lookup List is chosen then this field is a free form entry and there is no control over what a person types in this field Web Based Time amp Labor Management User Guide for System Administrators 12 Account Rate Tables Account Rate Tables Fied Used Rate 1 Settings Simple Tie To Base Compensation Labels Base Hourly Rate Hourly Rate Hourly Amount Total Amount Piece Rate Piece Rate Piece Amount Piece Total Amount Account Default Defaul
109. e amp Formats Company Default hi Time Zone Eastern i User must change password at next logon W Locked F Security Question Question Answer Username the name in which a user will enter when logging into the system This is typically an abbreviation of the user s full name and is 6 to 20 characters long This is a required field in the employee file New Password assigns a new password to this user This is a string between 5 and 10 characters long If this is not populated it will default to the company defined default value Salutation Mr Mrs Ms First Name user s first name MI middle initial Last Name user s last name Suffix Jr or Ill First Screen the first screen the employee will see when they login Locale Language amp Formats allows you to select the appropriate Locale for the employee Time Zone the employee s default Time Zone If the employee s time zone changes in their employee file an additional column will appear on the employee s timesheet to reflect the time zone within the employee s file at the time of the first punch since the change Employee s punches recorded at any clock in any time zone will always be converted to the appropriate time zone based on the employee s default time zone User Must Change Password at Next Logon if selected this user will be prompted to change his her password at the next login Locked when selected
110. e Based on Formulas allows you to create custom rate calculations based on a list of available expressions that can be applied to the different rate tables within the system Rounding Round Time allows you to round the total time that results from the time prep process and all of the previous processing rules Split Time Split Hours Based On Cost Center Breakdown allows the breakdown of an employee s calculated time based on the percentage breakdown of cost centers the employee worked in a given period The percentages will apply to the employee s base hours and can be set to round Punch Code Lookup Tables The Punch Code Lookup Table Profile allows you to specify that punches coming in from a specific hardware device should be allocated to a cost center or multiple cost centers In the example below any punches coming from the Synel 715 will be allocated to the Help Desk Cost Center and any punches from the RSI HandPunch will be allocated to the Data Synchronization Cost Center To create a punch code table 1 2 Select Company Settings gt Profiles Policies gt Punch Code Lookup Tables ne Add New Punch Code Table Click on the button to bring up the Edit Punch Code List screen Give the table a name and click Save Click the aad button to add a new item to the Punch Code List As shown in the image below you are able to select the Terminal and enter in Codes 1 5 For any hardware device that curr
111. e Off Entries on Punch In will delete the selected time off time off entries when an employee punches in Move Auto Split Punches To Match Schedule will automatically process an employee s punches and split them accordingly without needing to save the timesheet first Remove Autopopulated Time Entries On Punch In will delete the pre populated time entries when an employee punches in Time Between Punches allows you to designate a required amount of time an employee must have between their last out and next in punch i e 30 minutes The system can generate a warning or error Use Punch Code List To Match Cost Centers will look to the Punch Code List to ensure punches match the appropriate cost center Verify Time Entries Are Not Overlapping confirms employee s time entries are not overlapping on the timesheet On Save when an employee saves their timesheet the following warnings or errors can be enabled a b Automatic Cost Center Allocation by Workday Breakdown will allocate a workday breakdown template to the employee s timesheet if configured in schedules Change Schedule on Save of Time Off Category allows you to determine that an employee s schedule should change upon save of a time off entry Clear Cost Centers on Save of Time Off Category will take any cost centers or time entry extra fields enabled within the company that an employee may allocate their time towards by default or through selection
112. e Time Off category associated with the rule you are creating by clicking on the col button i e if you are creating a rule for how a user accrues vacation time you would select Vacation here Anchor Date the date in which your accrual schedule is based and when your new accrual year starts Use allows you to specify which date should be used for accrual purposes if the date you specify in the Anchor Date is not present Adjust To provides the option to further adjust the Anchor Date Date To Use As A Start Date the date in which the system should use an employee s start date for accrual calculation Use allows you to specify a different field to pull from if the employee is missing the designated date to use as start date Waiting Period Waiting Period Use Date Started 9 for Calculating Waiting Period Time Before Employee Can Use Time Off Day 5s Use Schedule Based Definition No Yes Include Time Earned During Waiting Period F Adjust End Of Waiting Period To No iar is ing Of Accrue Period Use Blank for Calculating Waiting Period date to be used to start the waiting period Time Before Employee Can Use Time Off amount of time an employee must wait before they will begin accruing Use Schedule Based Definition if yes is selected allows you to define a schedule of how an employee will accrue during their first year to two years of employment In the example b
113. e When Timesheet State ls Below Submitted By Employee Waiting Period Use Hired Date for Calculating Waiting Period Waiting Period 0 Day 5s l te mM Save Caine Birthdays a Use Employee s Scheduled Hours allows you to specify if the hours should pull from the Employee s scheduled hours b Use Employee s Standard Hours allows you to specify if the hours should pull from the Employee s standard hours Use Entered Hours allows you to specify if the hours should pull from the hours entered in the rule Time Off Category allows you to assign the Birthday hours to a specific Time Off e Move Weekend Birthdays to Friday Monday will move Birthday hours that fall on Saturdays or Sundays to either Friday or Monday of the previous or next week f Only Populate When Timesheet Is Below determines when the holiday should populate onto the employee s timesheet i e if the timesheet has been submitted prior to the holiday populating based on the setting in the screenshot above it would not populate g Waiting Period allows you to specify a waiting period for when an employee is eligible to receive birthday hours a0 Scheduled Hour Settings If Time l Already Entered For The Day Add Difference bulk only Populate Punch Timesheet With Bulk Hours F Only Populate When Timesheet State ls Below Submitted By Employee Y i i mm Save arncel Web Based Time amp Lab
114. e information has been completely filled out select the EL the new code to the list Select the button To view Pay Periods i Ds button This will add 1 Select Manage Payroll gt Manage Payrolls gt Process amp Export Here you can view all open pay periods Manage Payroll Manage Payrolls Process amp Export Pay Period Dates Calendar Range Last Month To Date View Defaut A Rows On Page is p r r Employees Pay Period Profile Start Date End Date Y Y 0 ry aN 2 0 Weekly 05 06 2012 0512 2012 Process amp Export 42012 82012 A Tools ls Current Locked All T All Open Yes 2 Pay Period Dates select which pay period dates you would like to view 3 To begin the Pay Prep process select Manage Payrolls gt Process amp Export Click the S icon next to the pay period you want to work with The Pay Prep Process screen will display The Pay Prep module allows you to apply your pay rules to timesheet data in order to prepare the data for payroll processing Once you run Pay Prep you can export the file to your payroll provider 4 The Time Prep Process screen guides you through the six simple steps to completing the payroll preparation process Web Based Time amp Labor Management User Guide for System Administrators 147 an 1 er Time Prep Weekly Pay Period Manage Payroll Manage Payroll Process amp Export 516 2012 5 12 2012 i S
115. e must work at least 40 hours in each of the two week period and then within each of those weeks any hours over 42 5 will be Overtime b Crossing Midnight Overtime allocates time before or after a certain time i e 12 00am over a specified amount to be considered overtime c Daily Overtime allocates that over X hours in a day are counted towards overtime and double time Daily Overtime After Weekly Overtime applies weekly overtime before allocating daily overtime Daily Overtime with Weekly Dependencies applies daily overtime and double time if certain criteria are met within the week And can allocate paid breaks lunches and or time off Web Based Time amp Labor Management User Guide for System Administrators 72 f Daily Overtime with Rest Period applies daily overtime that includes a pre determined rest period and resets once the predetermined amount of time has been reached Example an employee typically works 8 hours a day and if they work over that amount they receive Overtime Additionally there is typically a 10 hour rest period between their 8 hour shifts With the rule configured if an employee were to work 8 hours then return within 10 hours the second set of worked hours would be calculated as Overtime g Daily Schedule Based Overtime applies daily overtime and double time if over scheduled hours h Daily Split Overtime has the system look from midnight to midnight each day to determine if an
116. e top left corner of Web Based Time amp Labor Management i S 8 Click the button to save settings between Tabs and the entire Look amp Feel when done NOTE You can also upload a new image from this screen by clicking on the button Export F Look J i button and Additionally a set Look amp Feel can be exported from one company by clicking on the Import A LookkFeel saving the file and imported into another by clicking on the button in the new company Setting up Profiles Profiles are settings which are applied to user accounts that determine key aspects for the user such as the type of timesheet the security level pay frequency holiday schedule work schedule etc Profiles provide a convenient way to apply many settings to user accounts You can create Profiles for the following areas of the system Access specifies a single or range of IP addresses which a user is allowed to login or clock in from Benefit Accruals determines the rate at which the user accumulates vacation time personal days etc Days allows you to specify a block of days that can then be used to prevent employees from requesting off on those designated days Holiday Tables determines the user s holiday time off schedule Pay Periods determines the user s compensation schedule i e weekly bi weekly monthly etc Pay Calculations determines the rules that are applied to raw hours which are then used
117. ec Dec Dec Dec Dec Dec Dec Dec Dec Dec Dec Nest Timesheet w Timesheet Submit te eer co Ur Lin 1 D Unda Far epr OTA e Utilities W Info Graph users are able see their hours in a more visual format which facilitates review edit and approval of punches This format is helpful for employees who work shifts that cross midnight Ai My Account My Timesheet My Current Timesheet Timesheet Edit Time Sheet December 26 2011 January 06 2012 This ls Your Current Timesheet summary Calc Detail Calc Summary Thursday December 29 2011 Raw Notes In Date From To Total Projects iL Hay Liilities Unde i Undo For Aporowal Punch Clock works similar to a physical time clock used to punch in out This profile is restrictive in that the employee is prohibited from editing their time Formerly known as Time Stamp Web Based Time amp Labor Management User Guide for System Administrators 98 ft My Account My Timesheet My Current Timesheet gt Timesheet Edit Time Sheet November 14 2011 November 20 2011 Extra Pay Summary Calc Detail Calc Summary Wednesday November 16 2011 Raw Cost Center Notes In Date From To Total ie 7 00a 11 00a 4 00 a A 1 00p s5 00p 4 00 Day Total Time Sheet Total Add Rows Notes cy Submit die Change at Previous O d TE Ungo z i a Undo Info Timesheet s Timesheet For Ap prow Re m sts Start End
118. ecord and exclude it from exporting Clear Time Rate when pay prep is processed this setting allows you to clear out any rates associated with time that s been summed up in this record Clear Piece Rate when pay prep is processed this setting allows you to clear out any rates associated with piecework that s been summed up in this record 3 Click ee button and select the process you want to use from the pop up window When the pop up window closes the process you selected will appear in the Initial Records area 4 Records are broken up into specific categories Accruals Import Accrual Balances allows you to export hours taken earned remaining or accrued year to date Adjustment Pay Adjustment Pay Entries sums up and allows you to export adjustment pay entries from the employee s timesheet Base Hours Simple Base Hours allows you to define a set number of base hours per day week or pay period to export This can be used to override hours on the timesheet be added in addition to clocked hours or is used for hours worked accruals please see the accruals section for more details Base Pay Pro Rated Base Pay allows you to prorate an employee s base pay amount Web Based Time amp Labor Management User Guide for System Administrators 78 Simple Base Pay similar to Simple Base Hours except using a dollar amount instead of a number of hours Estimate Estimate
119. ed Time amp Labor Management User Guide for System Administrators 96 fi My Account b My Timesheet My Current Timesheet Timesheet Edit Time Sheet May 06 2012 May 12 2012 This ls Your Current Timesheet PS Clock in Calc Detail summary By Day Raw Date Cost Center 1 Time Off In Date From To Total Calc Total L Sun6 No Data T Mon 7 No Data pes Ox 7 E tues f2 55p fi2 08a 9 22 Day Total 9 22 wea x fal i E wes 3 12p Day Total Thu 10 x a A mor T T Day Total mn ox M vacation A Fin 4 00 Day Total M2 Ox A 7 A saiz2 f oo Day Total Time Sheet Total 13 22 13 22 i Submit ee utinities EO b gt nc For Approval a a Timesheet Start End All Days this profile can take on the properties of a Punch Clock or Start End timesheet but differs in that the user is able to view all days within a pay period on one screen Web Based Time amp Labor Management User Guide for System Administrators 97 fi My Account My Timesheet My Current Timesheet Timesheet Edit Time Sheet December 16 2011 December 31 2011 This ls Your Current Timesheet ee ee ee en ne NN LN OLN NW CO OO ONC WOOO Dr Raw rere ETETECEETETI Fri Pee eter C ost Center Total A mE Thue Support Online Hel E a v 4 li gt R T 16 17 19 19 20 4 27 fy 4 275 76 277 26 79 0 31 Total Time aa Dec Dec Dec Dec Dec D
120. ed on 05 15 2012 04 36p by System Administrator Estimated Take Snapshot Once the snapshot is taken a timestamp will appear you have the ability to take multiple snapshots or delete them if needed Snapshot To Export Specific snapshot i Current Estimated From Snapshot created on 05 15 2012 04 58p by System Administrator Estimated snapshots Delta To Current Estimated Web Based Time amp Labor Management User Guide for System Administrators 79 To export the estimated time within the Create Payroll Interface File you ll want to select the Specific Snapshot you ve created Once the pay period has ended you ll need to go back into what is now the previous Pay Period and go through the Time Prep Process again ih i Warning Switching to ACTUAL you will lose current time prep data Take a snapshot to sawe it Swich to ACTUAL Cancel The process will be the same until the Process Records step Here you ll need to click on the hyperlink to switch from ESTIMATED to ACTUAL The system will then process the employee s records based solely on what is entered on their Timesheet Snapshot To Export Specific Snapshot Current Estimated T From Snapshot created on 05 15 2012 04 58p by System Administrator Estimated Snapshots Delta i To Current Estimated The final step Create Payroll Interface File will allow you to export the difference between your original snapshot and the
121. ed on configurable settings g Deduct Lunch Time Specific From To Time automatically deducts lunches based on configurable time settings h Round Total Time For Lunch Or Break adjusts out punch or in punch for lunch to round total time Example if employee punches from 12 01PM to 1 02PM in punch would round to 12 02 i Adjust Lunch In Out Based on Schedule rounds lunch based on scheduled time j Deduct Scheduled Lunch Time Specific From To Time automatically deducts a scheduled lunch from and to time based on configurable settings k Round Lunch to Scheduled Time allows you to round an employee s out punch to lunch or punch in from lunch ensure the scheduled total time for lunch as long as the punches are within ____ minutes Paid Break specifies settings that determine how breaks are paid Breaks and Lunch v 2 a Deduct Lunch automatically deducts lunch based on configurable settings This rule currently works in conjunction with our Exceptions module allowing you to disable this rule applying if a certain Exception is set on the employee s timesheet For further details please review the section regarding Exceptions b Paid Lunch specifies settings that determine how lunches are paid Exceptions when using Exception rules please ensure you have first setup Exceptions under Company Settings gt Time amp Labor Setup gt TLM List Definitions gt Exceptions Also Exceptions apply based ona
122. ee s password To reset an employee s password 1 Select My Employees gt Employee Maintenance gt Reset Password 2 Filter to find the employee with the rial button 3 You can choose the unlock check box if the employee has been locked out of the system After 3 failed login attempts an employee is automatically locked out of the system for security purposes Employee amp a Unlock E B Reset 4 Click on the button The password will be reset based on password settings configured in Company Configuration To unlock an employee s account 1 Go to My Employees gt Employee Maintenance gt Unlock 9 2 Filter to find the employee with the button Employee i G Unlock r 3 Click on the button To terminate a user account 1 Select My Employees gt Employee Maintenance gt Terminate Termination Info Employes 2 Termination Date IC M l 2 Select the employee using the ty button ne 3 Select the Last Employment Date using the button erm k button at the bottom of the screen to terminate the employee Tip Alternatively you can terminate a user by going to My Employees gt Employee Information select the user 4 Select the using the edit employee button and selecting the _7 _ button from the Dates window of the Employee Information Edit screen 5 A series of checks will take place to Ensure there are no pending time off requests after the terminated
123. ee Id Badge Username First Name Last Name Employee Status In Payroll Locked starts v v a v starts Y starts ts B a S a ee a H H f amp oe 0002 ameyers Alexandra Meyers Active Wes No allison Allison Boonton Active Yes No wv i include in the report Click elected shows selected employees aved Lists indicates previously saved lists You can create new lists by clicking on the Save List As button Web Based Time amp Labor Management User Guide for System Administrators 7 Company Groups allows you to filter report by company groups Company Profiles allows you to filter report by company profiles Advanced Filters allows you to create a custom filter based on the settings that you choose Web Based Time amp Labor Management User Guide for System Administrators system Admin Tasks This chapter provides comprehensive training on Web Based Time amp Labor Management functions specific to the system administrator role It contains the following sections The Company Information Screen The Company Configuration Screen Creating Time Off Definitions Company Global Policies Setting Up System Notifications Creating List Definitions System Events Changing the Interface Look and Feel Setting Up Profiles Rates User Accounts Schedules Accruals Reports Web Based Time amp Labor Management User Guide for System Administrators
124. eeesaeeeeeeeesaeeeeeeeeas 26 Creating Time Off Definitions cccccccccssseeceeeceeseeeeeeeeeeseeeeeeeeaeeeeessaaees 27 Company Global Settings ccccccsseeccecceseeeeeeeaeeeeeeessaeeeseeeeeeeeeeeessaeees 30 Setting up E Mail Notifications cc cccecccsseeeceeeeaeseeeeessaeeeeeeeesaeaeeeeeeaaeees 32 Creating List Definitions cccccccccceeeecceeeseeeeeeeesaeeeeeessaeaeeeeeesaeaeeeeesaaaees 34 SYOTEM EVENTS orien eaaa a a ere aS 44 CHANGING THE INTERFACE LOOK AND FEEL cccccceeeeeeeeeeeeeeeeeeeaeeeeees 44 SETTING UP PROFILES vicnccccscccccccccceescedeececcnccseenseneceaccedsssencesenieccosteeencdnensaccesess 45 PICCCSS F LOMICS Sines oveanalisiaeneinenmute a cain oaccstmunane Mcmancueudnceminmecesteues 46 Benefit Accrual Profiles vies ncinhictt cvncdioncasausnca veda iets ele Uuaabacat angie ainmennsecis 47 Days Froese aa a a a a N 61 FIOliIday Table Prolls cxscsaieccs8 aioe edeccdecnd a Rake Wathen coeds deavesebenenteads 64 Pay Penod PFO erreren Avedatenes cetacean cane ee vere baeneeees 66 Pay Galeulations Prone sene a cou aie acaba EA vearebenneees 68 Pay Prep Prone ataits ions heels cit tracud eine ei at Auten ella teens 73 Punch Code Lookup Tables ccccccsesseceecceeseeeeesseeeeceeesaeeeeeeeeseaseeeesenas 81 SCNEOUIE PIONS sccust8 tate ceeds ols cde Aelita ie aol a 83 SECU ea 0 t 25s amen ene ee eee a ne ee eee eee eee 88 Tinesneet Froles iaitancte cnc Aired Neate eau a rachel hel
125. egan Jones Active Yes PA amp w Alexandra Meyers Active Ye F amp ou Kathy Watts Active 400 Yes fe amp oe Andrew Fizer Active 3 The blue schedule bar indicates the employee s schedule for that day and the red schedule bar indicates any scheduled time off on that day 4 To Override the Schedule for that Day double click the blue or red schedule bar to view the following window Web Based Time amp Labor Management User Guide for System Administrators 154 Alexandra Meyers 0007 May 8 2012 Tuesday Shift 1 Schedule Settings In Effect Hx Type 7 00a 4 30p Start Date From To 04 30p Has Lunch Lunch Min Time Lunch Max Time Lunch Paid Time Lunch Start Standard Total Hours Current Daily Rule Configuration Start Time OF 00a End Time 04 30p Standard Hours 9 30 Has Lunch Total Time 1 00 Lunch Starts At mm Save Close 5 You then have the option to delete the existing schedule for that day or change it to a different schedule 6 When you click Change you will then be prompted with the Day Schedule window where you can select the schedule you would like to assign Daily Schedules Lookup Rows On Page 20 ia 3 Rows 5 Ee Tools Name Description Type starts wih like n Eu T 00a m 4 00p m 1st Shift No Premium Fred E 3 00p m 12 00a m 2nd Shift Premium Fred Ee 11 00p m 8 00a m 3rd Shift Premium Fred
126. ek Next Week Last Week Payroll due Friday i Rows 15 9 Be Tools v v Week Day Report Category Report Name Saved As Name l la 2a 3a 4a 5a 6a 7a 8a 9a 10a1iai2p ip 2p 3p 4p Sp 6p 7p Sp 9p 10p iip N a v F Monday gt Employee Lists Employee Roster Employee List 05 14 2012 F Time Allocation Detailed Hours Daily Overview Tuesday fz 05 15 2012 Ug Time Allocation Time Off Calendar Time Offs x Wednesday ma ome F 05 16 2012 C Quick Links GA Thursday y Account a Balances Accruals 05 17 2012 tear hmi Request 05 18 2012 My Timesheet Accrued Current Current Pending f M fear tcaat Time Off To Accrued Taken Balance Sch Approval Saturday md z 05 19 2012 W e Timesheet O Hrs 40 00 7 00 33 00 0 00 0 00 Ay Reports ne an m 088 412 40 0 Sunday My Saved Reports 05 20 2012 ES Company Settings 41 00 hours will be lost due to carry over settings Feedhack Within the Dashboard Tabs Configuration you have several widgets available a My Saved Reports shows a similar version of the My Saved Reports screen which is also under My Reports gt My Saved Reports b Sticky Note an electronic notepad c Quick Links user configurable links to the most commonly accessed areas of the system My Timesheet Request Time Off etc d Balances Accruals displays that employee s current accrual balances which is also available within the employee s timesheet under Utilities gt Time Off Counts or within the
127. el 2 Rows On Page Jal 5 F Tools Employee Id Permissions View Edit Account Information View Performance Reviews View EdtApprove Level 1 George Allerton w Override Timesheets Approve Time Entries Approve Extra Pay Entries Approve Time Off Requests View Edit Schedule Tips on Managing Cost Centers When you need to modify or delete a Cost Center follow these next steps Go to Company Settings gt Global Setup gt Cost Centers and use the following guidelines Web Based Time amp Labor Management User Guide for System Administrators 23 To modify a Cost Center select the button next to the Cost Center in which you want to modify Make your changes and select the button To delete a Cost Center select the x button next to the Cost Center you want to delete If this Cost Center has not been assigned on any timesheets it will delete and you will receive an error message alerting you to this fact You will not be able to delete a cost center if it is the root cost center To search for a Cost Center use the filters at the top of the page and then click on the Run button Web Based Time amp Labor Management User Guide for System Administrators 24 By clicking on the Settings button you will be taken to the following Cost Center Tree screen Cost Center Tree Name Department Edit Tree Leves 5 Contact 1 Label ist Approver Contact 2 Label 2nd Approver Display On Applicant Tra
128. elds specified in match criteria should be before any rule that is more generic has fewer fields specified in match criteria A rule that does not specify any criteria will match any record A rule like this could be used as a default rule i e if nothing matches use this rule but it has to be the LAST rule in the list as in the example below Rates Current Rate Type Current Rate Eff From Current Rate Eff To Eff From Eff To Description Cost Center 1 et a jor szavam ama amo mwa O 2 T 15 00 Hour 12 31 1900 12 31 9999 12 31 1900 12 31 9999 Hourky Web Based Time amp Labor Management User Guide for System Administrators 128 To set up a shared rate table 1 Select My Employees gt Employee Maintenance gt Rates gt Rate Tables The Company Rate Tables screen will display Click on the button The Edit Rate Table window will display Define a Name and Description for this rate table The rate table must have a name before any rules can be added Click on the button Now the Rate Table List can be defined Click on the button The Add New Item window will display Edit Item Description Hourly Rate Schedule Usage Rate Time Entry Rate Hour From To araa Faan Sern a Fal Pay Record F 26 34 12 31 1900 10 12 31 9999 Spit Global Match Criteria Cost Center 1 Accounting Al 2 Include Subtee E Jobs HR jal 3 Include Subtree F Shift eal Time Entry Match Criteria For Timesheet Only Time
129. elow a user hired in January will receive 40 hours in the April following their hire date and a user hired in September will receive 4 hours in the December following their hire date Include Time Earned During Waiting Period allows employees to accrue during their waiting period but are not eligible to use it until outside that period Adjust End of Waiting Period To specifies when the waiting period should end Web Based Time amp Labor Management User Guide for System Administrators 50 reer ee e_en Waiting Period Schedule Schedule Type Calendar Year ic Table Values Are ln Hours Adjust To First Day Of The Month lf Employee Started In Jan Feb Mar Apr May Jun Jul Aug Sep Oct Now Dec s Apr 40 May 32 m Jun 28 Jul 24 Aug 20 To TO ot D Sep 16 12 E Ta PPIY Changes x Cancel Adjust To First Day of A Month forces the accrual within the waiting period schedule to apply on the first day of the month For example if I m hired on January 15 would accrue on April 1 rather than April 15 Adjust End Date To The End Of Year forces the accrual within the waiting period schedule to adjust to the end of the year for that waiting period Include Time Earned During Waiting Period enables the employee to earn accruals while they are in the waiting period Carry Over Settings Carry Over Settings Carry Over Would Be Applied On Start Of New Accrual Year Em
130. employee by clicking on the P button Web Based Time amp Labor Management User Guide for System Administrators 162 4 Click on the button The employee now has 15 minutes to punch in early NOTE When assigning Daily Rules to a Work Schedule or directly to an employee the system will only allow for two to be assigned and they must be at least two hours apart So for example an 8a to 12p and a 2p to 4p schedule would save however an 8a to 12p and 1p to 4p schedule would not If Employees need to be assigned multiple schedules within one day Workday Breakdown would accomplish this Importing To import at the company level 1 Select Company Settings gt Imports gt Overview to download the needed import file 2 Once downloaded and completed the file can be imported back under the appropriate menu path starting under Company Settings gt Imports Import Employees Input Type Excel File To Upload Note fis recommended to zip files zip larger than 100 KB to improve upload time File Pre Processor Name Force Upload F Input Type the type of file being imported Excel CSV or Excel CSV File To Upload the actual file to be uploaded Force Upload if checked will import the entire file regardless if it has similar information from a previous upload or not Import selecting this will import the file and display any warnings or errors Test selecting this will allow you to test the import
131. employee has worked over the designated amount of hours making them eligible for overtime regardless of any split settings within the Timesheet Profile i Days Profile Overtime allows you to pull in a Days Profile rule which can count towards overtime Example employees will receive overtime for over 10 hours worked on the last two Saturdays of each quarter J Every Nth Day Overtime allows you to specify that an employee should receive overtime on certain days of acycle after meeting specific criteria k Floating 24 Hours Overtime allows you to allocate overtime based on hours worked within a 24 hour period Hours Prior to and Passed Scheduled Time applies overtime and double time to hours worked outside of schedule m Non Rolling Period N Days Overtime applies overtime to hours worked within a specific number of days as of a certain date that is not rolling n Nth Day In a Week applies overtime and double time if you work over a certain number of hours on a specific day of the work cycle Example overtime is applied to hours worked on the 6th of 7 days o Nth Day Overtime applies overtime and double time to hours worked on the Nth consecutive day worked Example overtime is applied to hours worked on the 8 consecutive work day p Pay Period Overtime applies overtime and double time when hours exceed the limit for the pay period Example over 80 hours per pay period are considered for overtime q Rolling Pe
132. employee s final time after the pay period has ended So in the event you exported 80 hours for an Employee but they only worked 72 the system would export 8 Extra Pay Extra Pay Entries sums up and allows you to export extra pay entries from the employee s timesheet Time Entry Average Calculated Time determines the average hours worked per weekly bi weekly monthly quarterly or pay period time frame based on criteria defined within the record Calculated Time Entries sums up and exports hours from the employee s timesheet based on the grouping and inclusions exclusions defined within the record Calculated Time Entries By Timesheet Pay Date sums up and exports hours from the employee s timesheet based on the grouping and inclusions exclusions defined within the record based on the timesheet s pay date Calculated Time Entries v 2 similar to Calculated Time Entries however this rule allows you to set specific pay categories cost centers etc for the grouped information to export as Work Day Summary allows you to export a punch summary for each worked day based on the first in and last out punch Time Entries allows you to export a punch summary for each worked day including in and out punches Work Schedule Work Schedule Summary allows you to export a summary of the employee s work schedule 5 Click the Insert Rule button and select the processing rule you d like t
133. ending on the notification you selected Make sure you select the appropriate recipients for the notification and include an appropriate message You can also apply conditions and filters to this notification Notification Description allows you to enter in the name and description of this notification The Enable check box allows this notification to be active Recipients allows you to specify the recipients of this notification Message contains the following fields a From must follow standard e mail convention email domain com b Subject what the recipients of the notification will see in the subject line of this notification c Message the body of your notification Web Based Time amp Labor Management User Guide for System Administrators 33 d When allows you to select the time and date that you want to send the message out as well as alert you to the last time the notification was scheduled to run If the notification already ran for that day any changes you make would be available on the next run Only available on certain notifications e Recipients Filters Optional allows you to filter the recipients you have selected within the Recipient window Available Tags auto text can be used in the message area of a notification to automate your message To add a tag first place your mouse within the message body click to set and then click the tag you want to include Tip You can personalize the mes
134. ent accrual year For example if the anchor date of the accrual policy was 1 1 and the employee s anniversary date was 6 1 11 the employee s accrue rate would be bumped up on 1 1 11 e At The Beginning Of The Next Accrual Year will update the employee s accrue rate at the beginning of the next_accrual year For example if the anchor date of the accrual policy was 1 1 and the employee s anniversary date was 6 1 11 the employee s accrue rate would be bumped up on 1 1 12 Rounding Allows you to round the employee s Accrual Balances to the specified amount Maximum Accrued Amount Per Accrual Year Allows you to define the maximum hours that can be accrued based on tenure with the ability to include Imported Carry Over Manual Changes etc to that amount Web Based Time amp Labor Management User Guide for System Administrators 54 Edit Maximum Accrued Amount Schedule Max Accrued Amount In itialhy a0 Hours 4 After 5 Years 80 Hours Maximum Running Balance allows you to define the maximum balance that an employee can have at any given time Edit Maximum Running Balance Schedule Max Running Balance Initially 40 Days After 5 Years B0 Days P Add Rows a Subtract Scheduled Hours allows you to specify whether or not scheduled time off should be subtracted from an employee s balance b Over Maximum allows you to define what should happen to the amount over the maximum running balan
135. enter 4 5 E 7 Cost Center 7 T 90 Web Based Time amp Labor Management User Guide for System Administrators 21 2 Select the Used check box to enable a Cost Center Tree and click 3 Then select the blue hyperlink next to Tree to edit the Cost Center Tree On the right side of your screen you will see the cost centers already created in a tree structure as shown below 4 Click the to pull down the list of cost centers beneath their parent For example under Executive Offices there are 4 children Acco nting A Executive Offices Accounts Rec Pay Ad ministrative General Corporate Filings Trademarks Patents Finance E Marketing Co Op H Software Development Su pport Services TRAINING 5 By clicking on one of these cost centers you have the option to view the properties assigned as shown below Cost Center 1 Properties 2 Marketing Co Op LETTE p aNs Main Hame Communications Abbreviation Description External ld Payroll Code Visible Settings Allow Time Allocation Towards This Cost Center m 6 Enter the properties of the Cost Center and click the each field in the Cost Centers Properties screen Name name for the Cost Center Abbreviation an abbreviation for the Cost Center which allows for up to 12 characters This is for display purposes Description a brief description about the Cost Center External ID this field is a unique link to an
136. ently supports job costing the codes allow you to allocate your punches to multiple cost centers as shown in the Set Cost Center s box In the example below if an employee punched in to Code 100 at the Synel 760 terminal their punches would be allocated to the Marketing Department and the Distribution Project two levels of job costing Web Based Time amp Labor Management User Guide for System Administrators 82 Add New Item Line 3 a Description Marketing Match Criteria Terminal Synel 760 Device Id Serial IP UserDevice Code1 100 Code 2 mW Code 3 Code 4 Code 5 Set Cost Centeris Cost Center 1 Marketing cick Lo 5 Inthe example below any punches coming from the Synel 715 will be allocated to the Help Desk Cost Center and any punches from the RSI Handpunch will be allocated to the Data Synchronization Cost Center Punch Code List Description Punch Terminal Cost 2 nseri 14 Synel 715 Synel 715 Clone 2 RSIHandpunch HP4000 6 Once you create a Punch Code List you must then assign the list to the appropriate Timesheet Profile within the Punch Settings window Then all users assigned to this profile will have this Punch Code List apply to their punches Web Based Time amp Labor Management User Guide for System Administrators 83 Schedule Profile The Schedule Profile applied to a user account determines the user s work schedule You can create any number of Sched
137. er account but when I go to My Employees gt View Edit don t see the account Why While your security level controls the system functions you have access to Groups control the users you have access to Go to Company Settings gt Global Setup gt Groups gt View Edit and click the amp button next to the Group that contains the user you want to access Make sure you have permissions to access this Group This guide mentions Payroll Rule Profiles and Benefit Accrual Profiles but don t have those options in my Web Based Time amp Labor Management system Why The Benefit Accrual and Payroll Rule modules are optional If your company is not using Web Based Time amp Labor Management to track benefit time or process timesheet data for payroll these modules will not appear under the Profiles menu If you are interested in adding these modules to your Web Based Time amp Labor Management account contact your Web Based Time amp Labor Management representative How do change a user s password Go to My Employees gt Employee Maintenance gt Change Password Employee Information Enter a new password for the user in the New Password field and click Save Can force a user to change his her password on their next login to Web Based Time amp Labor Management Yes Go to My Employees gt Employee Information Click the amp button next to the user you want to work with Select the User must change password at next logon checkbox a
138. es To Run Pay Prep select the checkbox next to the employees you would like to process then click the re Run me Ae button To View Pay Prep Results select the employee s you would like to review then click the Gaib Aai button Lock To Lock Employees select the employee s you would like to lock then click the immulikalklidiaaiell button ii Unlock ii Dutton To Unlock an Employee select the employee s and click the To View By Employee 1 Select Manage Payroll gt Manage Payrolls gt View By Employee Here you can view all employees and process their payroll individually im To view employee s pay periods select the button To view an employee s pay period results select the button To Reapply Pay Calculations 1 Select Manage Time gt Manage Timesheets gt Reapply Pay Calculations This feature allows for modifications to be made to the pay calculations profile and then to recalculate timesheets on the fly Web Based Time amp Labor Management User Guide for System Administrators 152 s Select Date To Recalculate From 5 7 2012 Lek Actual Date Used May Vary Based Rules And Settings Please select employees whose time you want to recalculate View Default ra Rows On Page 30 5 F Tools F Employee Id First Name Last Name Employee Status Pay Cale Profile Pay Period Profile All E Page starts i Y starts Y starts si Y l starts Y starts Y t Terminate
139. ese settings are also available within the Security Profile so different functions can be enabled or disabled based on the user s role Web Based Time amp Labor Management User Guide for System Administrators 17 Password Preferences F Password Preferences 1 Use Last 3 Digits Of Social Security New Account Default Password a 2 123456 Password History Maximum Password Age Days Minimum Password Length Password Complexity Level Validate Login With Image Limit Login To One Computer oa lt Display Remember Username Lock Account After Invalid Attempts In Hours Lock Account for 15 minutes Forgotten Password Settings Users Can Reset Forgotten Passwords lf Account Security Question Is Not Set Use On Successful Validation Send Email with New Password Note Password Reset Notification needs to be configured Manager Password Reset Use Social Security w 1 New Account Default Password the temporary default password for new user employee accounts This value should be between 5 and 10 characters in length 2 Password History the number of most recently used passwords the system will remember and not allow you to reuse 3 Maximum Password Age Days the number of days this password will be active before the system prompts the user to enter a new password If 0 is entered then the password will be active for an
140. et Profiles as well as create additional Timesheet Profiles based on these default timesheet types A description for each default Timesheet Profile is provided below Manage Time Manage Timesheets b All Timesheet Edit Employee ot Aaron Butler 43 Time Sheet January 07 2013 January 13 2013 Calc Detail summary By Day Schedule Needs Saving Wednesday January 9 2013 Cost Center 1 Time Off In Date From To Total Support Guides El gt fl was am aa a T E weas O a Day Total it i S Time Sheet Total Frozen Punches similar to the Punch Clock Profile described below this profile allows an employee to clock in and out utilizing the clock in out buttons without the ability to edit the first or last punch of the day The employee can however split the time entry to add additional punches between their first in and last out punch of the day F My Account My Timesheet My Current Timesheet Timesheet Edit Time Sheet May 06 2012 May 12 2012 This ls Your Current Timesheet Timesheet Calc Detail Summary By Day Sun Mon Tue Thu Fri Sat Raw Time Off 6 7 9 10 411 12 Total Pms bis Next Timesheet Undo P Utilities i Info Time Off Only allows only tracking of time off Employees with this timesheet profile would not be able to request enter time or use schedules Web Based Time amp Labor Management User Guide for System Administrators 93 fi My Account b My Timesheet b
141. ets F Display Disclaimer when Rejecting Employee Timesheets 4000 characters max F Save Disclaimer when Rejecting Employee Timesheets 1 Timesheet is automatically moved to approved moves a timesheet to a new level of approval after a selected amount of time has passed 2 All Manager Changes Require Notes Reason Codes any changes made by a manager will require a reason code be entered 3 Timesheet with changes made by a manager will be returned back to employee for resubmission if a manager edits an employee s timesheet it will be sent back to the employee for resubmission 4 Display Disclaimer when Approving Employee Timesheets allows you to display a disclaimer when a manager either approves an employee s time sheet 5 Save Disclaimer when Approving Employee Timesheets allows you to save a disclaimer for an employee when approving their timesheet 6 Display Disclaimer when Rejecting Employee Timesheets allows you to display a disclaimer when a manager rejects an employee s time sheet 7 Save Disclaimer when Rejecting Employee Timesheets allows you to save a disclaimer for an employee when rejecting their timesheet Change Requests Employee Can Perform Change Requests Employee Can Perform E E E 1 Add Punch In allows employees to request an In punch to be added to their timesheet Add Punch In Add Punch Out Add Time Entry Cancel Time Off Modify Cost Center Modify Pay Category Modify Punch
142. ets for this pay period b From the Unapproved Report screen you can approve or reject the pending timesheets c Once all pending timesheets have been addressed you can click the L check box to complete the step The green check icon Y will display indicating that you ve completed this step Reapply Pay Calculations allows you to reapply pay calculations to all pending timesheets for the pay period to reflect any changes in payroll for the employees Process Records allows you to process the pay period records for all pending timesheets and used in Calculating Payroll Hours a If amessage appears in the first row of the Notes column click Process Records button to view a report containing all pending timesheets for this pay period b A prompt will pop up warning you that you are running Pay Prep for X employee pay periods as follows Warning Run Time Prep for 2 employee pay periods 7 c Once all hours have been calculated you will receive the following results letting you Know many records were processed Task Resul Finished Processed 2 out of Review Results if any errors occurred during the record processing a hyper link would appear as shown below D C Review Results a There are 1 errors in calculated results a Click on the blue hyperlink to view and correct all the errors in the calculated results If any time entries were modified you must reprocess records Now you can click on the hyper
143. ey word search for the column they are looking for Search parameters are flexible and a user can enter in one or several key words to find a column To move the order of the selected columns you can select the large up arrow to skip a option to the top To move a category to the bottom of the list select the large arrow down Select Report Columns Available Columns emp def cos qu Selected Columns gt Emp Def Cost Center 1 d Button Open Timesheet gt Emp Def Cost Center 1 Level 4 d Button View Edit Employee Emp Def Cost Center 1 Level 2 d Employee Employee Id b Emp Def Cost Center 1 Level 3 d Employee First Name b Emp Def Cost Center 1 Level 4 d Employee Last Name gt Emp Def Cost Center 1 Level 5 Time Entry Date gt Emp Def Cost Center 1 Full Path d Time Entry Start gt Emp Def Cost Center 1 Abbrev Path d Time Entry End fp Emp Def Cost Center 1 Abbrev d Time Entry Hours gt Emp Def Cost Center 1 External Id DI Select Columns Web Based Time amp Labor Management User Guide for System Administrators 168 6 To format and reorganize the report output there are several features you can use Example to filter specific data from the report output you can use the filter fields at the top of the report 7 To group information click the G that appears in the top right corner of the column heading for the data type you want grouped To remove columns from
144. feach month gt Weekly Starting on Sunday _ 7 Every 2 Weeks Starting from 1 1 2012 Lss mi Every Days Starting from bie gt User Defined L Effectiwe Dates mmmn From Ci To in amp _ Options Pay Periods In A year Override E Pay Prep Process Include Only Entries Associated With This Profile E Name name for the Pay Period Profile Description brief description about the Pay Period Profile Pay Period Type these settings specify the pay frequency of this Pay Period Profile Select the appropriate radio button and enter any additional information if required a Monthly From The blank day of the Month starting date b Monthly From The blank day of week starting weekday of the month c Semi Monthly starting on blank and on blank of each month enter start dates for each block of time Example the 1 and 15 of each month d Weekly Starting on blank specify first day of the week e Every blank Weeks Starting From blank used for bi weekly pay periods as shown in the example above The date entered should be the first day of your pay period not your check date f Every blank Days Starting From blank pay period is created based on the number of days you define Example the pay period occurs every 20 days g User Defined allows you to create a custom pay period with user defined date ranges Web Based Time amp Labor Management User
145. flag an employee that has more or less than a designated amount of time between worked shifts Extra Flat Pay a Add Extra Flat Pay Per Day adds extra dollar amount to employee s pay Add Extra Flat Pay Per Pay Period adds extra dollar amount to employee s pay per pay period Add Extra Flat Pay Per Shift adds extra dollar amount to employee s pay per shift Add Extra Flat Pay Per Week adds extra dollar amount to employee s pay per week Guaranteed Minimum Hourly Pay Per Day will look to the employee s hours piecework and extra pay to ensure that the employee is paid at least a minimum hourly rate defined in the rule on a daily basis If Dapp Web Based Time amp Labor Management User Guide for System Administrators 70 the employee s hours piecework and extra pay do not equal at least the minimum hourly rate specified within the rule the system will then add a flat extra pay entry to ensure the minimum is reached Guaranteed Minimum Hourly Pay Per Week will look to the employee s hours piecework and extra pay to ensure that the employee is paid at least a minimum hourly rate defined in the rule on a weekly basis If the employee s hours piecework and extra pay do not equal at least the minimum hourly rate specified within the rule the system will then add a flat extra pay entry to ensure the minimum is reached Extra Time or Guaranteed Minimum Time a b Add Extra Hours Per Week v 2 adds extra h
146. for payroll Pay Prep determines final summation of hours either by employee pay category shift etc Punch Code Lookup Tables allows you to specify that punches coming in from a specific hardware device should be allocated to a cost center or multiple cost centers Schedules determines a user s daily or recurring schedule i e Monday 8 4 Tuesday 9 5 Wednesday 8 30 4 30 etc Security determines the user s access privileges to system functions i e running reports Timesheet Auto Population determines how holidays and or schedules are auto populated into timesheets Timesheets determines the manner in which a user will collect data i e clocking in and out entering tips etc Web Based Time amp Labor Management User Guide for System Administrators 46 Access Profiles The Access Profile specifies a single or range of IP addresses which a user is allowed to login or clock in from This profile can be assigned globally preventing all company employees from logging in or to a timesheet profile that allows login privileges but prevents punching This profile can also be assigned on a user to user basis To create an Access Profile 1 Select Company Settings gt Profiles Policies gt Access The Company Access Policies screen will display w 2 Click on the KE S button to create a new policy 3 Inthe Edit Access Policy screen enter the Name and a Description for the access policy a
147. g the date in the Date Field TY Warage Tree denei Westy Seteciule Weekly dehedule Employee Fher al brpiyees D Date ange Colesder Range This Waak 7 BTID View Demm of Rows n Page uc ai Mo To T F mpleyes E Firal Miiri Last Hamo Empire Se heck Sacha Se heehee Se heake fe heedube pehur Se ieduke Mon Toe Wied Thu fri imi Sun F a a t iz 13 i amp F 3 Eva Armenia Atei me om Total biam 1 itd Peta 00 iai Web Based Time amp Labor Management User Guide for System Administrators 156 4 Click on the check box to select the employees whose schedule you would like to change Add 5 Then click on the Biil ssis to add a Schedule 6 Within the Add Schedules screen click the bel button to select the schedule that you want to add Add Schedules Please select new schedules to be added Note 2 employees will be affected Type 11 00p m 8 00a m pog Stat Date From T eS Has Lunch Standard Total Hours Defautshit A Breakdown O e Scheduled off Current Daily Rule Configuration start Time 11 00p End Time 03 00a Next Day Days To Add To E Monday May 07 2012 E Tuesday May 08 2012 E Wednesday May 09 2012 E Thursday May 10 2012 E Friday May 11 2012 E Saturday May 12 2012 E Sunday May 13 2012 7 To replace a schedule select the bissisaamail button 8 Within the Replace Schedules screen click the button to select the
148. give a brief description of the group Name Support Services Data Conversion Description Auto Add New Accounts E 6 Next click the button 7 Ina Filter Based group you can add employees by clicking the Add button You will then be prompted with the following window Filters Rows On Page Jz00 bi 10 Rows pe F Toos r Name Description starts wih like sd Default Cost Ce il PU Defaut Cost Center 1 PU Defaut Cost Center 2 PU Defaut Cost Center 3 8 Within the window above you can select which filter you would like to apply to your group by clicking the p button The employees that fall in the criteria defined by the filters will be added to the new group 9 Click the button Tip Alternatively you can select the checkbox that corresponds to each user account you want to add to the Group Add To Group and click the button Then click the Web Based Time amp Labor Management User Guide for System Administrators 124 To assign permissions to a Group 1 Select Company Settings gt Global Set up gt Groups gt Edit The Company Groups screen displays and lists all Groups that have been added Company Settings Global Setup Groups Edit Account Groups View Default ra Rows On Page 15 3 Rows F Tools Group Type Members Managers Group Created i ew keg System 1 141 1172011 08 52a ley fo Default Cost Center 1 1 os0ar2012 10 00a A o5 Manager 1 1 1 05082012 1
149. has Unpaid Time Off entered on their timesheet you may want to prevent these hours from passing to payroll Time Records allows you to include or exclude time records based on how they were entered on the timesheet Piecework Records allows you to include or exclude piecework entries based on how they were entered on the timesheet Timesheet Approval State allows you to include or exclude timesheets based on the timesheet s approval state By default the system will continue to assume that all timesheets whether or not they are approved should export Through this setting the timesheet states which should be included in the export file can be designated E Add Zero Record E Negate Total Time E Clear Total Time E Clear Piecework Clear Time Rate 1 Rate Table 1 Clear Piece Rate 1 Rate Table 1 Clear Time Rate 2 Rate Table 2 Clear Piece Rate 2 Rate Table 2 MW f Save Cancel Select the checkbox for Add Zero Record if you would like an employee with zero hours to export to payroll This setting should also be enabled for accruals based on hours worked as accruals should be updated even when the employee has not worked Negate Total Time when pay prep is processed this setting allows you to make time entered and summed up by this record a negative value Clear Total Time when pay prep is processed this setting allows you to clear out any time summed up by this r
150. he reason for the modification being made Edit Accrual Balances Hours Time Off Accrued To Remaining Comment ma Vacation 05 09 2012 10 28 00 E5 4 Click on button To modify employee hours 1 Select My Employees gt Accruals gt Modify Employee Hours The Modify Employees Accrual Information screen with display Web Based Time amp Labor Management User Guide for System Administrators 166 Y Modify Balances 2 Click onthe button for the user whose accrual hours you want to modify Balances Time Hours Off Accrued To Remaining Comment 7 A n a Vacation 05 09 2012 10 28 00 3 Inthe Balances box correct the Accrued To date and the Hours Remaining You also have the option of entering a comment to reference the reason for the modification being made i j 4 Click on Ei button To test benefit accrual calculations 1 Select My Employees gt Accruals gt Test Benefit Accruals Calculations The Test Benefit Accruals Calculations screen will display 2 Define the following test criteria Accrual Profile Rule Employee and the Run From Run To dates If you would like to test benefit accrual calculations based on the exact date range click on the Do not adjust execution end date checkbox If you would like the system to calculate benefit accruals based on the rules assigned to the individual s profile leave it unchecked ei Standard Benefits Rul Vacation Employee Ka aaa ie en Le
151. hin the cost center tree Settings allows you to define settings per cost center i e limit the number of levels per cost center Time Entry Extra Fields E Time Entry Extra Fields Field Used Label Lookup List To Use iE Parner En Module none x D account Field 3 non O account Feld none _ 3 Account Field 5 nome cn fi i 1 Time Entry Extra Fields are user definable fields for recording additional user time entry information Example a company that requires users to track their daily work by Projects might also need to know what type of work was done on said Project follow up with client revised user manual etc Fields created and enabled here will appear in each user timesheet where you can record the information 2 Used checkboxes to enable disable any user defined fields configured in this area for sorting and running reports 3 Label field to enter the name of the field you need added to the user account maximum of 30 characters 4 Lookup List To Use drop down arrow to choose a lookup list a list of acceptable choices for this field Web Based Time amp Labor Management User Guide for System Administrators 14 Manager Information eq Manager Information Field Used Label Permissions Permissions Defaut Manager Kathy Watts i ii z E Permissions Defaut Manager kim Weaver SS 3 E I Permssions Ta IR Permissions J IB Permissions
152. ia A Ch bt Time Stamp Y 1 Y 11 11 2011 08 53a 8 By clicking on the E icon you can add rules to this profile 9 There are 4 categories of rules On Approval On Populate On Punch On Save and On Submit as seen below The rules are designed to work when there is an action in the system for example warning an employee if there are missing punches when they submit their timesheet Click on the to add a rule to this Timesheet Profile On Approval when a manager approves an employee s timesheet the following warnings or errors can be enabled a Current or Future Timesheet will display an error or warning message if an employee submits a current or future timesheet b Incomplete Timesheet will display a warning or error when approving an employee s timesheet if there are any missed punches c Incomplete Timesheet Based on Advanced Filter if an employee has incomplete time entries on their timesheet in any of the fields in the advanced filter the system will display an error or warning message upon approval of the timesheet d Limit Extra Pay Amounts ability to specify a minimum and maximum dollar amount that can be entered on the Extra Pay tab of the timesheet e Maximum Hours Worked Per Day Exceeded allows you to define the maximum number of hours an employee can work within a day f Minimum Hours Worked Per Day Not Reached allows you to define the minimum number of hours an employee must work within a day
153. ic days that should be blocked out Ex 11 23 07 E N Days Before After Holiday allows you to set up a block of days surrounding a company Holiday Go to Company Settings gt Profiles Policies gt Holiday Tables The Company Holiday Profiles screen will display You will see a few Holidays already entered for you To add additional Holidays click on the button Table Profile The table below provides definitions for each field setting Web Based Time amp Labor Management User Guide for System Administrators Enter the Name and Description in the appropriate fields Then click the to bring up the Holiday 65 New Holiday Holiday Name Black Friday Time Off Holiday T 9 Hours To Use 6 00 Auto Populate Holiday Not Used Automatically Populate Holiday On 1 Of January E If Date Is Saturday Move To Following Monday Y E IfDate ls Sunday Move To Following Monday Y A Automatically Populate Holiday On ist Sunday Of January 2 Use Thanksgiving Day Y 1 Day s Add x Cancel Holiday Name name of the holiday you are adding to this Holiday Table Profile Time Off select the type of Time Off Click the button for your list of Time Offs Hours to Use type in the amount of time allocated to the holiday Not Used select if you do not want this holiday to be automatically populated Automatically Populate Holiday On select if this holiday falls on the same date each year Examp
154. ied to cost centers and reportable upon Levels rather than calling the levels Level 1 and Level 2 within reports you can now customize this label a b Checkboxes allow you to enable additional windows and settings within the Edit Cost Center window including Address allows you to enter in address information for that cost center For example if your cost center tree consists of Locations you now would have fields available to enter in Address information for that location Contact 1 and Contact 2 allows you to enable disable Contacts 1 and 2 at multiple levels Defaults allows you to specify default Profiles that can be assigned to an employee if they are assigned to this cost center as a default Manning with future enhancements to the system you would be able to specify the number of employees needed to work in a specific cost center Then you would be able to report on this field to see how many employees were manned for this cost center versus how many employees worked Skills with future enhancements to the system you would be able to specify skills associated with the cost center Utilizing Managed Cost Centers Managed Cost Centers can be used when managers should have access to employees based on the cost center s that an employee works in So Mr Manager may see John Smith s time when he works in Department A because Mr Manager oversees Department A even though John Smith s default department is real
155. ies Are Not Overlapping confirms employee s time entries are not overlapping on the timesheet s Maximum Time Entered by Pay Category can be configured to limit a specific number of hours entered within a certain pay category per week month pay period or year t Maximum Time Off by Type can be configured to limit a specific number of hours entered within a certain time off per week month pay period or year 10 Navigate between the Timesheet Profile and Timesheet Profile Rules by clicking on the View Edit Profile button when you are in the Rules screen or View Edit Rules button when you are in the Profile screen on the right of your navigation bar i i Add Rule oe mE Screen A View Edit Profile To create a new Timesheet Profile When creating a new Timesheet Profile you must select the default Timesheet type on which it is based 1 Select Company Settings gt Profiles Policies gt Timesheets The Company Timesheet Profiles screen will uch New Timesheet Profile display Click the button 2 From the Available Time Sheet Types screen click the m button that corresponds to the timesheet type on which you want to base the new Timesheet Profile 3 Enter the properties of the Timesheet Profile and then click the button Web Based Time amp Labor Management User Guide for System Administrators 103 To edit a Timesheet Profile The following section describes each setting as displayed w
156. ies with multiple rates of pay and to then have the Overtime rate of 1 5 be applied accordingly The Pay Prep Profile will need to have the employee s regular hours as well as other hours grouped separately within the Initial Records and Rate Tables will need to be enabled and tied to the employees accordingly Apply Variable Overtime Rate allows for the employee s overtime rate to be calculated per week by taking the employee s weekly salary dividing by the number of hours worked within the week taking the total and multiplying that by the overtime pay category multiplier This amount is then paid on top of the employee s salary for the week Calculate Rate Information in conjunction with piecework will calculate an hourly rate to pay an employee based on the rate they receive per piece Web Based Time amp Labor Management User Guide for System Administrators 81 7 Continue adding processing rules aS appropriate in the order they should be processed and click when finished Calculate Average Rate allows you to calculate the employee s average rate Calculate Rate Based on Employee Compensation allows you to calculate the employee s hourly rate based on their pay period salary and the number of hours they ve worked within the pay period Copy Rate allows you to copy or add rates from one rate field to another i e the base rate actual rate or the difference between the two Calculated Rat
157. igure the settings associated with these Timesheet Auto Population Policies as well as create additional Timesheet Auto Population Policies To create a timesheet auto populate policy 1 Select Company Settings gt Profiles Policies gt Timesheet Auto Population The Company Timesheet Auto Population Policies screen will display _ t Auto Population Poli 2 Click on the iii iii ein button The Timesheet Auto Population Policy Edit screen button The will display Enter the properties of the timesheet auto population policy and then click the list below provides definitions for each setting Web Based Time amp Labor Management User Guide for System Administrators 119 Timesheet Auto Population Policy Name Description Active Populated On Pay Period Start Name enter a name for the Timesheet Auto Population Policy Description enter a brief description about the Timesheet Auto Population Policy Populated On you can specify whether to populate the hours at the beginning of the pay period the end of the pay period or daily y Regular Holiday Settings Populate O Pay Periods Forward Populate Not Scheduled Work Days Populate With Hours From Holiday Table Only Populate When Timesheet State ls Below Submitted By Employee m Waiting Period Use Hired Date for Calculating Waiting Period Waiting Period 0 Day fs Holidays a
158. ill be taken to the employee s timesheet and to the day where the Exception is flagged 4 Time amp Labor gt Calculated Time Calculated Time Summary summary hours by Pay Time off total time Calculated Time by Work Day detailed calculated time by day Detailed Calculated Time employee workday view separated by pay categories Calculated Time By Entry shows time work by employee vs scheduled time on a daily basis Calculated Time By Calendar Day shows employee summary hours by day Calculated Time By Employee shows time worked by employee vs scheduled time on a weekly basis Lunch and Breaks shows a summary of hours per day spent on Lunch and Breaks both paid and unpaid 5 Time amp Labor gt Extra Pay Detailed Extra Pay shows how and when an employee earned extra pay and for which pay category Extra Pay Summary shows all extra pay for a pay period 6 Time amp Labor gt Adjustment Pay Detailed Adjustment Pay shows a detailed report of adjustments made to employees pay Adjustment Pay Summery shows a summary report of all pay adjustments 7 System gt System Utilities Global Access who logged in when and from where IP address Remote Device Access shows who opened what doors Swipe Summary shows employee punches and Access Unprocessed Punches shows a list of unprocessed punches Group Membership shows number of supervisors and employees per group 8 System gt Audit T
159. ill display an error or warning message if an employee enters time off that will result in a negative accrual balance when an employee saves their timesheet You can also specify that an employee s accrual balance can go negative only up to a certain limit So for example if this is set to 8 hours if the employee has a time entry on their timesheet that brings their balance below 8 hours either an error or warning will generate The message will appear upon saving of the timesheet when the request is submitted or when the manager tries to approve the request w Time Off is Not Equal to Employees Schedule or Standard Work Day if amount of time off hours entered on timesheet for any given day does not match the employee s scheduled or standard work hours x Verify Piecework is Separate From Hours confirms hours and piecework are separate within the employee s timesheet y Verify Time Entries Are Not Overlapping confirms employee s time entries are not overlapping on the timesheet z Verify Time Off Entered in Increments confirms employee s time entries are not entered in increments defined within the rule On Submit when an employee submits their timesheet the following warnings or errors can be enabled a Automatic Cost Center Allocation by Workday Breakdown will allocate a workday breakdown template to the employee s timesheet if configured in schedules b Current or Future Timesheet will display an error or warn
160. in you use and press ENTER You should see similar results as the example below Result Tracing route to saashr com 216 12 130 234 over a maximum of 30 hops 1 lt 1 ms lt 1 ms lt 1 ms 10 132 1 1 21ms1ms1 ms 64 144 91 177 client dsl net 64 144 91 177 310ms15ms 15 ms 172 16 4 42 414ms 10 ms 15 ms cr01 nyc02 g0 2 0 200 dslI net 216 184 170 198 Web Based Time amp Labor Management User Guide for System Administrators 174 511 ms 15 ms 15 ms unknown level3 net 209 246 123 185 6 11 ms 15 ms 15 ms ae 12 53 car2 newyork1 level3 net 4 68 97 85 7 20 ms 25 ms 20 ms te 7 4 wch010 nycmny2 level3 net 4 68 110 22 8 30 ms 19 ms 20 ms 64 200 249 149 9 16 ms 20 ms 25 ms hrndva1wcx2 wcg net 64 200 210 1 78 10 18 ms 20 ms 24 ms hrndvaiwcx1 pos6 0 0c48 wcg net 64 200 89 129 11 Request timed out 12 Request timed out Once you see Request times out please take a screen shot of the window Please complete 3 separate tracert s and take a screen shot of each All screen shots can be forwarded to support saashr com Your results will allow us to test your speed connectivity and confirm where exactly the breakdown is if any NOTE You can also access the Internet Health Report http internethealthreport com to view connectivity on the internet in general Any blocks highlighted in red or yellow indicate a potential issue Please note this is NOT specific to our system but rather specific to the path the u
161. information the company would like to display to its users prior to logging in with up to 1024 characters Acclock with the current time based on the Company s Time Zone can be selected to display as well as a hyperlink with the option to Bookmark the URL 4 Select the button 5 The System Tab has the following options System Header Menu Floating Bar System Body Reports and Report Extra Settings An example of the selections and what they control within the System Header can be seen below Web Based Time amp Labor Management User Guide for System Administrators 45 System Header k Logo Display Logo Border Color C Controls the border around the logo itself Loge Image Logo_136_39 jpg a Message Text K Day Client Test Company Appears to the right of the logo Font Size 12 Y Color FFFFFF a Background color ME N C Controls color of the background behind the logo clock etc Quick Links Display Clock Text Color FFFFFF a Separator Color EDEDE1 a Mouseover Text Color FFFFFF a Background Color 6E1B1A E Background behind My Employees Manage Time etc Appears when hovering the mouse over text 6 The Mobile Tab allows you to configure the look amp feel a user will experience when accessing the system via a mobile device A separate image background color and text color can be configured 7 Inthe System Header window in the Logo box specify the logo image you want to appear in th
162. ing Imported Records Name Time Total Group By Pay Period Y Fay Category Time Off Level Last E Roll Paid Breaks and Lunch Into Work Time Ignore Time Off Cost Center 1 Level Last Y Shift E Time Rate Piece Rate Rate Table 1 Rate 1 Time Rate Piece Rate Rate Table 2 Rate 2 mW Resulting Imported Records Name allows you to name the record you are creating The Export checkbox allows you to specify whether or not you would like this record to be exported to payroll Group By allows you to group your calculated time entries by any of the items listed For example if you need to export time allocated to specific jobs you would want to select the Cost Center 1 checkbox as shown above Include Exclude Work Entries i Al None Time Off Categories All i Specific Exclude El x Pay Categories All i Specific Exclude Hx shift Differentials Alg Specific Exclude WE Always Import If Shift NOT set E Do NOT Import If Shift NOT set Cost Center 1 Ale Specific Exclude al Include Regardless Of Employee s Default pal amp mi Days Of The Week Al Specific Time Records Always Include Piecework Records Always Include hi Timesheet Approval State AJl or above E Web Based Time amp Labor Management User Guide for System Administrators 77 Include Exclude allows you to define whether or not certain categories should be exported For example if an employee
163. ing message if an employee submits a current or future timesheet c Incomplete Timesheet if an employee has incomplete time entries on their timesheet then the system will display an error or warning message upon submission of their timesheet d Incomplete Timesheet Based on Advanced Filter if an employee has incomplete time entries on their timesheet in any of the fields in the advanced filter the system will display an error or warning message upon submission of the timesheet e Limit Extra Pay Amounts ability to specify a minimum and maximum dollar amount that can be entered on the Extra Pay tab of the timesheet f Maximum Hours Worked Per Day Exceeded allows you to define the maximum number of hours an employee can work within a day Web Based Time amp Labor Management User Guide for System Administrators 102 g Merge Time Entries allows you to merge time entries that are consecutive bulk entries with the same characteristics shifts cost centers etc h Minimum Hours Worked Per Day Not Reached allows you to define the minimum number of hours an employee must work within a day i Move Time Off Entries to Eliminate Gaps and Overlaps will eliminate a time entry gap or overlapping time entry if the time entry is within the defined amount of time between the last first time entry j Piecework is Missing Pay Category checks to confirm piecework is tied to a pay category k Send Email Notification When Ex
164. inistrators 29 Global Settings In Web Based Time amp Labor Management you can set company policies that apply to all users no matter what profiles they have been Example if an employee s username is their SSN then you could have the username masked at login To review these policies go to Company Settings gt Global Setup gt Company Set up gt Global Policies Tab Account Policies get ee Account Policies Username Masked On Login F Mask Security Question Answer F Generate Username Format i Auto Increment Employee ld E From Format e g AAHH Employee ld Format Alpha Numeric Auto Format Social Security Number With Dashes E Round Base Compensation Hourly Rate To 2 Decimal Places Base Compensation Defaut Amount Per Year Sort Employee Lists By First Name Employee Signature Uses Password Address ls Required Required Profiles Badge Id ls Required F Access Profile Base Compensation le Required F Holiday Profile Birthday Date Is Required F Pay Calculation Profile Warn If Age ls Below 14 Pay Period Profile Employee Type ls Required E Pay Prep Profile Work Phone Is Required E Timesheet Profile Home Phone ls Required F Work Schedule Profile Cell Phone Is Required F Reguired Cost Centers Prefered Phone Number Required F E Cost Center Ethnicity Is Required F Gender Is Required F Pay Type ls Required M Seniority Date Is Required Social Security Is Required
165. inning of Last Accrue Period carry over is applied at the beginning of the previous accrue period d Every Accrue Period carry over is applied after every accrue period Maximum Carry Over Amount the amount being carried over a No Limit all balances will be carried over b Blank Hours Days allows you to specify the number of hours being carried over c Blank Of Annual Total allows you to specify a percentage of a user s accrued balance should be carried over Web Based Time amp Labor Management User Guide for System Administrators 52 d Schedule Based allows you to specify carry over based on tenure In the example below a user can initially carry over 40 hours but after 5 years of employment they can carry over 80 hours yE Edit Carry Over Schedule Max Carry Over 4 After 5 Years 60 Hours Apply Changes x Cancel e of Remaining Balance allows you to carry over a specific percentage of the employee s remaining balance Move Carry Over Amount To Different Time Off allows you to move carried over amount to a different Time Off Category Amount Over Maximum specifies what to do with a balance that exceeds maximum carry over It can be zeroed out or moved to a different Time Off Category Use Options if benefit time carried over within this Time Off you can specify that the balance must be used within a certain time frame Please note if you are using any of the options
166. it time this module will not appear under the Profiles Policies menu If you are interested in adding this module to your Web Based Time amp Labor Management account contact your Web Based Time amp Labor Management representative To create a Benefit Accrual Profile 1 Select Company Settings gt Profiles Policies gt Benefit Accruals View Default Fd Rows On Page 25 hi F Tools w r Hame Editable Accounts Description al All h le h S Standard Benefits Y 1 Accrual Profile for All Employees i New Benefit Accruals Profile 2 Click on the button 3 Enter a profile name and brief description for the Benefit Accrual Profile you are creating Description Name Salaried Employees The Accrual Policy for Salaried Employees Description Active Previous Screen 4 Click the m Add Hew Rule 5 Click the Eii button to add a new rule to the Benefit Accrual Profile You will have to add a rule for each type of accrued time off i e vacation personal sick under this Benefit Accrual Profile button The new profile must be saved before rules can be added to tt Web Based Time amp Labor Management User Guide for System Administrators 48 2 Question Where will the values for this rule come from Define where the values for this rule will come from System Maintained i e the system will automatically calculate the accruals User Maintained i e
167. ithin a timesheet profile Timesheet Settings Timesheet Settings Name Time Stamp Description Active View Type PEMERAN SMT WT 5 Employee Can Edit Personal Time Start Stop Bulk Web Punch Access Profile id Hx Name name for the Timesheet Profile Description brief description about the Timesheet Profile View Type period of time that the profile displays Employee Can Edit Time checking this box allows an employee to edit their start stop or bulk hours on their timesheet Un checking this box prevents an employee from editing their timesheet ee N 5 Web Punch Access Profile use the S icon to select an access profile that would restrict an employee from clocking in outside of the specific range of IP addresses Labels Formats LabelsiFormats Edit Screen Label Time Sheet show Period Start Period Start Format MMMM dd YYYY el Show Period End F Period End Format MMMM dd yyyy el Date Label Ed el Day Time Format AMPM Military _ k Edit Screen Label heading label that will appear at the top of the Timesheet screen 2 Show Period Start Period Start Format click the check box to display the start date of the pay period in the Header area of the timesheet Then specify the format that should be used to display the start date in the Period Start Format field Click the AD button to select from different date formats 3 Show Period End Period End Format click the check box displa
168. l consist of the different records that you create within the Pay Prep Profile Example if you were summing up the extra pay total in Pay Prep you would also see this record listed here Columns define the data field payroll is looking for and the value Web Based Time amp Labor Management will provide For example on line 1 payroll needs the employee s number in the drop down above Web Based Time amp Labor Management can provide Employee ID Social Security Badge ID or Username 4 After all the information has been filled in select the button m Payroll Export Codes 5 To view the Payroll Export Codes select the Labor Set up gt Export gt Payroll Export Codes 6 Click on the button or go to Our Company gt Time and F Add New Code List button to add a new list Web Based Time amp Labor Management User Guide for System Administrators 144 NOTE Code List has to be saved before rate items can be added Name type in the name of the payroll edit code list Description type in a brief description of the payroll code list Once all the information has been completed select the button Company Settings Time amp Labor Setup Export Payroll Export Codes Edit Payroll Code List Payroll Code List Name Pay Codes Description Rec Code Rec Pay Time 1 Category Off Sali 1 REG Regular Edit 2 OT Overtime 3 HOL Holiday a To add a new payroll code select the _ ad button We
169. lar amounts entered that do not necessarily have to correspond to the pay period dates that the dollars are entered on Extra Pay Notes enables notes for extra pay entries Notes are reportable upon and can be viewed by both the employee and managers Adjustment Records Web Based Time amp Labor Management User Guide for System Administrators 106 Adjustment Records Enabled Settings Label Adjustment Pay We Adjustments Cost Center 1 A Cost Center i Shift F Shift Fay Category i Pay Category Time Off ly Time off Adjustment Notes F NWA Notes 1 Adjustment Pay allows the employee to ether view or edit adjustments to their time sheet if enabled 2 Cost Center 1 allows you to allocate adjustments to a specific cost center In the example above only one tree has been enabled for this company however if multiple trees are enabled you would have the option to allocate dollars towards those cost centers 3 Shift allows you to manually allocate adjustments to a specific shift 4 Pay Category allows you to manually allocate adjustments to a specific Pay Category 5 Time Off allows you to manually allocate time towards specific Time Off categories 6 Adjustment Notes enables notes for adjustments Notes are reportable upon and can be viewed by both the employee and managers Adding Additional Timesheet Buttons Timesheet Button Name Leave Work LabeF Leave Work Description Type Change Cc ia
170. le New Year s Day always falls on January 1 If Date is Saturday if the holiday falls on a Saturday you can choose to move the day off to Friday or Monday or to not have it populate If Date is Sunday if the holiday falls on a Sunday you can choose to move the day off to Friday or Monday or to not have it populate Automatically Populate Holiday on select if a holiday always falls on a certain weekday within a month Use select if a holiday does not follow a typical cycle Example Black Friday is always the day after Thanksgiving so utilizing the Thanksgiving Holiday already created in the Holiday Table we can specify that Black Friday falls 1 day after the Thanksgiving Holiday Web Based Time amp Labor Management User Guide for System Administrators 66 Holiday Profile Name Holiday Table Default Holiday Table Description Active I Holidays Is Day Hours Populate Holiday Name Time Off Off To Use Settings 2010 2011 2012 2013 2014 Rial ETO E gr pr po So New Year s Day Holiday A 7 8 00 S 01 01 2010 Q 12 31 2010 i 01 02 2012 i 01 01 2013 i 01 01 2014 1 a Ss Memorial Day Holiday mse E 8 00 ON 05 31 2010 O 05 30 2011 O 05 28 2012 Q 05 27 2013 Q 05 26 2014 1 ah aty sath x Independence Day Holiday FEN et v 8 00 07 05 2010 10 07 04 2011 10 07 04 2012 Q 07 04 2013 10 07 04 2014 10 A a S ty Labor Day Holiday A 7 8 00 N 09 06 2010 10 09 05 2011 1O
171. link and its URL Default Screen Layouts Can User AddEdit Reset Screen Default Layout Modify Available Layout Dashboard m GPF Reset Dashboard AF OE Premium CFF Reset Information So Employee E In formation ct Reset ESS Default Screen Layouts allows you to create and set defaulted Dashboards for users assigned to different Security Profiles a Screen the screens that can be configured with defaults Dashboard Premium Dashboard Employee Information Profile and or Employee Information Employee view Default Layout the defaulted view that will apply to all users assigned to the Security Profile c User Can Modify if enabled the user will have the ability to edit their defaulted screen and customize it based on the defaulted options made available via the Security Profile d Add Edit Available allows you to create a default screen and select it within the Default Layout box Reset Layout will re set the Default Layout Web Based Time amp Labor Management User Guide for System Administrators 90 Security tems Full Access F Global T amp A Payroll Modules Profiles Reports ESS Employee Permission Add Delete Employee Information Edit Screen Account Personal Information Views Edit Custom Compensation ad Cost Centers View 7 Custom Fields View o Dates View 7 Demographics Wee ow Employee Contacts ae Employee Managed Cost Centers a tt t
172. link shown below in Process Records to review the Modified Time Entries and click the link to Invalid Employee Pay Prep Result s Due to Modified Time Entry s a Vp Process Records ray 1 employees need to be reprocessed due to modified timesheets Web Based Time amp Labor Management User Guide for System Administrators 149 Modified Time Entries View Defaut ra Rows On Page jis 2 F Tools w GX GX Gx GX cx GX Gx Gx r r F F r Employee ld First Name Last Hame Result Eff Date Result Time Entry Time Entry Date Change Range Calculated Modified Type starts 1 starts stats Y h Tony Bernard D02012 A202 S020122 01 04p ON0R2012Z 01 05p OSOS2012 Modified re Run Pay Prep For Modified Entries Refresh ee Screen b Youcan click the check box to complete the step The green check icon VI will display indicating that you ve completed this step c To review calculated hours click Review Results The screen contains the payroll calculation results for each employee d Onthe Time Prep screen click the L check box to complete the step The green check icon M will display indicating that you ve completed this step Take Snapshot will save the results you have just processed This result set can then be used to compare to the employee s actual hours at a later date Please Note in order to take advantage of this new functionality you need to enable Calculate Hours With Estimates a
173. ll reduce the employee s already entered Time Off hours based on any hours they ve worked that day I Click on the m button pertaining to the step you want to work with When the pop up window closes the step you had selected will appear in the list of rules and will need to be configured accordingly j Continue adding rules and click button when finished Pay Prep Profile The Pay Prep Profile applied to a user account determines final summation of hours You can determine if the sum is grouped by day week and pay period etc You also have the option of having separate totals for each cost center or other time entry extra field To create a Pay Prep Profile 1 Select Company Settings gt Profiles Policies gt Pay Prep The Company Pay Prep Profiles screen will display This screen lists any Pay Prep Profiles that have been created Web Based Time amp Labor Management User Guide for System Administrators 74 Pay Prep Company Pay Prep Profiles View Defaut FA Rows On Page Jz00 5 F Tools r Name Editable Accounts Description Active Created a a Y Y r E Ob amp betut Y 1 Y 11 11 2011 08 53a we New Pay Prep Profile 2 Click the button The Edit Pay Prep Profile screen will display This screen is used to create the rules associated with the Pay Prep Profile you are adding Enter a name and description for this Pay Prep Profile Web Based Time amp Labor Manageme
174. ls Employee Id First Name Last Name Days starts i Y starts i Y starts y h Nee ey E amp ur Noah Young 7 le amp nws Kacey Jones 7 2 Click onthe Poutton for the employee schedule cycle you need to change The Edit Work Schedule Profile screen will display 3 Make changes as needed and click on the button to save the permanent changes to this employee s schedule cycle To set up daily schedules 1 Select Manage Time gt Scheduling gt Set Up Schedules gt Daily Schedules F Company Settings Profiles Policies Schedules Daily Rules Company Daily Work Schedules View Default ob Rows On Page 25 3 Rows 2 E Tools w r Name Schedule Description Created Type Profiles r r gt F ill ee se Eh 11 00p m amp 00a m rd Shit Premium O5 08 201201 45p Fixed i LF 3 00p m 12 00a m 1 2nd Shift Premium 11 11 2011 08 53a Fixed W L 7 00a m 4 00p m en 11 11 2011 08 53a Fixed Premium New Daily Work Schedule I 2 Click on the New Daily Work Schedule button to bring up the Edit Daily Work Schedule window 3 Click the button when finished Web Based Time amp Labor Management User Guide for System Administrators 161 To set up employee schedule cycles 1 Select Manage Time gt Scheduling gt Set Up Schedules gt Work Schedule Company Settings b Profiles Policies Schedules Work Schedules Company Work Schedule
175. ly Department C So aside from the time John Smith works in Department A Mr Manager isn t responsible for his time entries or timesheet Managed Cost Centers Enable E Approve Time Off Requests F Allow Save Of Other Cost Centers View Default Fd Rows On Page 50 i 2 Rows e H Tools Y r F Tree Name Cost Full Name starts with Pr pum F 3e Cost Center 1 Marketing E CostCenter 1 Sales fa Gost Gener To enable and utilize Managed Cost Centers 1 2 Within an employee s Information Profile click on the S button and within the Available Windows column drag the Managed Cost Centers option to where you d like it to display on the profile and save You can then go into the manager s Information Profiles and click on the checkbox to enable Managed Cost Centers for them and click on the 44 Cost Center 1 button to add the appropriate Cost Center s that the manager should have access to Web Based Time amp Labor Management User Guide for System Administrators 26 3 You ll also be able to determine if the managers should have access to also approve time off requests and allow the saving of other cost centers when the manager is in the employee s timesheet Add Manager Manager Eva Amontis 2x Active 12 31 1900 iol 12 31 9999 BE Account Information E Edit Employee Time View E Edit F Approve Edit Access By Entry Type All Time Entry Field Edit Access All E Appr
176. ly E August E September October F November F December C m Save ancel Web Based Time amp Labor Management User Guide for System Administrators 63 Month in a Year allows you to name specific months that should be blocked out Ex December 3 Pe Next N Days Settings Next 14 Days T i c m Save ance Next N Days allows you to restrict from today a certain number of days in the future For example an employee cannot request time off within the next 14 days Specific Days Settings New Line Delimited Days e g 01 01 2009 rt i j T E Save arcel Web Based Time amp Labor Management User Guide for System Administrators 64 Holiday Table Profiles The Holiday Table Profile applied to a user account determines the user s holiday schedule You can create any number of Holiday Table Profiles to reflect the different holiday schedules used within your organization Example if your full time and part time users were not eligible for the same holidays you would create two different Holiday Table Profiles one for the full time users and one for the part time users and apply them to the user accounts accordingly N Days Before After Holidays Settings Days In Holiday Profile Holiday Table And 10 Days Before Holiday And 10 Days Y After Holiday Cance TE Save x amcel To create a Holiday Table Profile Specific Days allows you to name specif
177. me amp Labor Management User Guide for System Administrators 28 a Allow Time Allocation Towards This Time Off allows a user to allocate time on their timesheet to this definition b Time Off Can Be Requested By Employee allows this Time Off Definition to be requested by the employee through the Time Off Request tool c Default Hours In a Day default amount of hours to be paid when this definition is selected when requesting a full day off d Populate Scheduled Days Off check box if the system should automatically populate timesheets with approved Time Off requests charged to this category Tips on Managing Time Off Definitions At some point you may need to modify or delete a Time Off Definition Go to Company Settings gt Global Setup gt Time Offs and use the following guidelines To modify a Time Off Definition select the item you want to modify and make your changes under Time Off Properties and click the button Cel To delete a Time Off Definition select the item you want to delete click the BE Delete button If this Time Off Definition has been assigned on any timesheets you will receive an error message alerting you that this Time Off cannot be deleted T Find Time Off Definition To search for a Time Off Definition click the Definition screen to specify search criteria and then click the Run button button Use the Find Time Off Web Based Time amp Labor Management User Guide for System Adm
178. ming up your hours for overtime f Click when finished EEES g To add additional steps rules to this Pay Calculations Profile you must first click on the nos sep button The Pay Calculations Steps Lookup screen will appear h Rules are broken up into specific categories Breaks and Lunch please sure the Identify Lunch and Breaks rule is enabled to allow the system to appropriately identify the various breaks in the day as either a break or lunch a Identify Lunch and Breaks specifies category assigned to gaps of time By default the system assumes that all gaps are breaks and this rule determines which of those gaps should be allocated towards lunch Ignore Punched Out Breaks adjusts in or out time of break to pay employee for that time c Find Punched Out Breaks allocates punched out breaks to a specific pay category shift or time off category Web Based Time amp Labor Management User Guide for System Administrators 69 d Credit Back Paid Break For Unpaid Lunch Time automatically credits back unpaid time that should be paid Example An employee is entitled to 30 minutes of unpaid lunch and 15 minutes of paid break If the employee chooses to take that time at once clock out for 45 minutes this rule will credit back 15 minutes to be paid e Credit Extra Time for NOT Taking Lunch automatically credits extra time when an employee does not take lunch f Deduct Breaks automatically deducts breaks bas
179. minimal configuration and maintenance Web Based Time amp Labor Management is a flexible solution that lets users log into their account from any location via the Internet as shown in the illustration below Manager Company ABC System Administrator Company ABC Employee Company ABC i Payroll Administrator Company ABC WebApps Host Server Network Diagram Web Based Time amp Labor Management offers extensive access privilege configuration capabilities for total control over what users can see and do within the system After minimal setup and configuration users can use Web Based Time amp Labor Management to record time entry information submit timesheets and request time off while Managers can access user information and respond quickly to requests without the hassle of paperwork About this Guide This guide describes tasks that are typically only performed by system administrators in Web Based Time amp Labor Management This guide contains the following chapters Introduction provides a brief system overview on Web Based Time amp Labor Management and describes this guide Getting Started helps you get started with Web Based Time amp Labor Management with log in
180. n Central Division Professional Services Hardware Settings the following window will only be displayed if your company is using a RSI HP Series hardware device or ZK Software Finger Print Reader This window displays a user s hand template and their authority on the clock a Hardware Settings Hand Punch Hand Template 77 85S 74 71 86 77 84 54 69 Authority NONE Reject Threshold o Restriction Time Zone OF K Finger Print Authority NONE Password RFID Card My Tabs within the Tabs configuration you have the ability to specify what information should be displayed on the employee s Information Profile Web Based Time amp Labor Management User Guide for System Administrators 137 MAIN SCHEDULES Reset Windows Available Windows by clicking the S button you can drag and drop the tabs you d like included on the Information Profile a Managed Cost Centers allows you to specify which cost centers within a company a Manager should have access to So for example Alex should see any employee working in her department to approve that time but not any time outside her respective department My Tabs Tab Name Main x Top bai Column 1 Available Windows Show All Forms Minimized F Column 3 Managed Cost Centers Column 2 Account Information On Entry Show Last Visited Tab v Profiles Managers Cost Centers Accruals Personal Information Account
181. n attempts Permanently will lock the user s account until a manager or administrator unlocks them Temporarily allows you to define the number of minutes the user s account should be locked for 10 Forgotten Password Settings User Can Reset Forgotten Passwords if checked users can reset their own passwords If Account Security Question Is Not Set Use system will prompt the user for their Social Security number to validate who they are On Successful Validation allows you to send the employee an email on successful validation e mail notification must be configured under Our Company gt Global Setup gt Notifications 11 Manager Password Reset Use allows the manager to use their SS number last four digits of their SS number or a user defined password to have the system generate them a new password Login Logout Preferences Login Logout Preferences Remote Login o 1 URL To Show On Logout This setting determines the web page address to be displayed when a user logs out This is not a required field It can be left blank in which case the generic user login screen would be displayed If you would like your company specific login screen to be displayed at logout type the URL in this field Example your company s web address 2 Remote Login Session Validation URL When using Single Sign On this is the URL that would allow our system to connect back to a 3 party system to validate the session an
182. n the example below we are working with the Account Birthday notification Notification Description Message System From Ti meClock entertimeonline com Event Subject Employee Birthday ACCOUNT_FULL_NAME Name Happy Birthday BsU ase 2 Description X Ea 7 iy i iZ Active Hi RECIPIENT_FIRST_NAME Font family Font size D um A Y ii nI yi Today CURRENT_DATE is employee JACCOUNT_FULL_NAME s birthday Please send the appropriate acknowledgement to them Recipients Message Thank you Employee F User E amp F Group DE E Emai Available Tags On Birthday At 01 00a Te _ E z as E if date is Saturday move to Following Monday ACCOUNT_BENEFITS_DATE E F If date is Sunday moveto Following Monday ACCOUNT BIRTH DAY ACCOUNT_BIRTH_MONTH Conditions Optional ACCOUNT_CUSTOM_1 fACCOUNT_CUSTOM_2 E Employee in all Accounts a 1 E Employee Age Greater Than Or Equals 0 And Less Than 0 LO ES est ACCOUNT _CUSTOM_4 Recipients Filters Optional Skip Terminated Accounts Skip Locked Accounts E Skip Accounts With Status Mx Recipient Part Of List Recipient Is NOT Part Of List l m amp save SE ii ETE E 5 7 2012 Screen 4 Use the fields provided on the Notification Information screen to configure the rules associated with the notification you selected The fields may vary dep
183. nd Take Snapshot steps within your Admin Account under the Business Process Steps Create Payroll Interface File a To generate the payroll export file click Create Payroll Interface File Click the export file name listed in the Export Type column Save the payroll export file b You can also export any previous snapshots you have taken or the difference between one snapshot vs another using the Snapshot to Export options Available Export Formats ry Export Type File Name Type Edit F a Evolution EE payroll wademodhg Weekhy_20120513_1337015847630 TXT TXT i Employee Fitter All Employees 2 x Worked Cost Center 1 Fiter Not Used Gl x E Include Onty Currenth Active In Payroll Employees fy Export Selected Files As One Zip Hote If you have problem opening file by clicking on the format above do the following Right click desired format and choose Save Target As Save file to disk Open saved file Web Based Time amp Labor Management User Guide for System Administrators 150 p c On the Time Prep screen click the check box to complete the step The green check icon will display indicating that you ve completed this step Lock Pay Period a To lock the pay period simply click Lock Pay Period b Click the check box to complete the step The green check icon v will display indicating that you ve completed this step c Click the Saas button to return to the Company O
184. nd click Save Can I prevent a Web Based Time amp Labor Management user from logging in and using the system Yes Go to My Employees gt Employee Information Click the amp button next to the user you want to work with Select the Locked checkbox and click Save Can specify the first screen that is displayed when a user logs in Yes Go to My Employees gt Employee Information Click the amp button next to the user you want to work with Select the screen you want displayed in the First Screen field and click Save Can specify a default Cost Center for a user Yes Go to My Employees gt Employee Information Click the amp button next to the user you want to work with Select the user s default Cost Center from the Default Cost Center field and click Save Can format the Web Based Time amp Labor Management interface Yes Web Based Time amp Labor Management lets you control the look and format of the following components date formats the logo area and background screens of the application and the login screen background How do I control the system functions a user can access Security Level Profiles determine the system functions a user can access Web Based Time amp Labor Management User Guide for System Administrators 183 To apply a Security Level Profile to a user account simply go to My Employees gt Employee Information Click the lt button next to the user you want to work with Select the user
185. nd start dates for the manager Enable Keyboard Navigation allows you to use Excel navigation throughout the employee s timesheet using your arrow keys Highlight Edited Time allows you to display an e next to edited punches on the front of the employee s timesheet Cost Field Selectors allows you to enable or disable the recently used cost center drop down field on the employee s timesheet Show Tabs On Top Left Bottom Right allows you to choose where the timesheet tabs will display First Tab Employee specify default tab to be displayed for an employee First Tab Manager specify default tab to be displayed for a manager On Timesheet Scroll Keep Previous Tab when selecting and scrolling through multiple timesheets this setting will force the system remember the last tab you were on when scrolling For example if you click on the Calc Detailed Tab and then scroll to the next timesheet the system will remember you were looking at the Calc Detailed Tab Status Look amp Feel Font Style Font Size Font Color Bold allows you to choose the look and feel of the Needs Saving by selecting the font style font size font color and if it is displayed as bold This message appears when changes were made to the timesheet but not yet saved Web Based Time amp Labor Management User Guide for System Administrators 117 NOTE Bulk Hours amp Start Stop Timesheets also have the following options 16
186. nd then click on the button You can also enter a Restricted Login Message that displays when logging or punching from restricted IP addresses Access Profile Name Central Central Region a Description Active Restricted Login Message Access denied from this location You are currently in from IF address 0 0 0 0 4 Click on the Bii button The Add New Access Option window will open Specify a single IP address or a range of IP addresses and then click on the Add button Repeat this process until all allowed IP addresses have been entered into the system 5 Then the Access Profile can be assigned to a user a timesheet profile or a security profile Benefit Accrual Profiles The Benefit Accrual Profile applied to a user account determines the rate in which the user accrues benefit time You can create any number of Benefit Accrual Profiles to reflect the different benefit accrual policies used within your organization Example if your full time and part time users accrue benefit time at different rates you would create Web Based Time amp Labor Management User Guide for System Administrators 47 two different Benefit Accrual Profiles one for the full time users and one for the part time users and apply them to the user accounts accordingly NOTE The Benefit Accrual module is optional component of Web Based Time amp Labor Management If your company is not using Web Based Time amp Labor Management to track benef
187. ng Approval External Authorized F Current Accrue Rate F External Taken F External Carry Over F Display Values In Hour Days choose to display values in Hours Days or both in an employee s file Display Days with Decimal Places specifies number of decimal places for days balance in an employee s file Subtract Current Year All Scheduled Hours From Remaining Balances allows you to specify if scheduled time off will be deducted from an employee s accrual balance Taken is Calculated From Beginning of Accrual Year and Up Current Day Up To Date allows you to specify that taken time off should be considered from the beginning of the accrual year based on the Anchor Date in the Accrual Profile through the today s date or an updated to date as shown within the employee s file in the Accruals window Changes To Accrual Balances Require Comment forces a manager to add a comment if they modify an employee s accrual balance If Updated To Date is Empty Accruals Will Be Calculated If Hire Start Date is Less than Days allows you to execute accruals for anyone whose hire date is within 365 days from today and prevents you from executing accruals if you have not set the employee s updated to date Disclaimer To Show On Balances provides company with the ability to display a message to an employee in their accrual balance window Use Calculated Time allows for accruals to execute based on the Employee s calculated
188. ng or Fall Daylight Savings whether time should be added or subtracted from the employee s timesheet Add Extra Time Per Time Entry will allow you to add a tiered amount of hours per time entry when the employee s total time is between two amounts Example when an employee has atime entry that is between 01 and 2 0 hours they will receive 2 extra hours for that time entry Add Extra Time With Multiplier adds extra hours to an employee s timesheet based on certain criteria with a multiplier and rounding attached to the hours Guaranteed Minimum Hours Per Day v 2 guarantees an employee a certain number of hours if they meet the criteria Example An employee who works on Saturday is guaranteed 4 hours of additional pay regardless of hours worked Guaranteed Minimum Hours Per Shift guarantees an employee a certain number of hours if they meet the criteria Example An employee who works on Saturday from 8pm to 4am is guaranteed 2 hours of additional pay regardless of hours worked Guaranteed Minimum Hours Per Time Entry guarantees an employee a certain number of hours if they have met a certain criteria for each time entry within a day Guaranteed Minimum Hours Per Week guarantees an employee a certain number of hours if they have met a certain criteria For example an employee is guaranteed 40 hours a week if they work 36 hours that week Grace And Rounding a b Adjust In Out Time Based on Schedule adjusts in
189. nistrators 57 Once you have completed adding a rule to your Benefit Accrual Profile you will see the following overview of the rule you have created To make this rule allow employees to view their balances click the Visible to Employee checkbox To allow accruals to run automatically click the Auto Run checkbox NOTE enabling Auto Run should only be done after balances have been uploaded and Updated To Dates have been set Description Name Standard Benefits Accrual Profile for All Employees Description Active Visible To Employee ially 40 Hours 0 109589 Hours Daily Auto Run E fter 2Years 80 Hours 0 219178 Hours Daily A Display Projected After SYears 120 Days 0 328767 Days Daily Time Off Type System Tenure Accrued Daily To setup accruals based on hours worked 1 To setup accruals based on hours worked the Benefit Accrual and Pay Prep Profiles will work together NOTE Please consult your Application Specialist when implementing such rules as policies differ across companies 2 First go to Company Settings gt Profiles Policies gt Pay Prep You will create a profile that sums up Calculated Time Entries and defines Base Hours for more details on the Pay Prep Profile please see page 47 3 Inthe example below time off hours and overtime doubletime and UTO unpaid time off are not considered for the calculation of hours worked We have named this record Hours Worked 4 You will also need to ena
190. nt User Guide for System Administrators 75 Pay Prep Profile Name Default Description Active Initial Recorda Calculated Time Entries sum Up By Pay Period All Work Time Entries All Time Off Categories All Pay Categories Cost Center 1 All Cost Centers All Shift Differentials Group by Pay Category Time Off Category Shift Center 1 Outputs Time Total Exp Extra Pay Total sum Up By Pay Period All Pay Categories Group by e Pay Category e Cost Center 1 Outputs Extra Pay Total Exp Adjustment Pay Entries A Sum Up By Pay Period All Pay Categories Group by Pay Category Outputs Adjustments Exp Add Initial Record No processing rules have been specified Insert Rule Initial Records allows this profile to review all data collected on timesheets and group it into specific records In the example above we are exporting the following c Time Total a summation of all time entries d Extra Pay Total a summation of all extra pay entries e Adjustments a summation of all adjustment entries Add Initial Record 3 You must click the button to add additional records to this profile Web Based Time amp Labor Management User Guide for System Administrators 76 4 Click the Edit Rule z button next to the initial record to edit the settings currently configured The following window will display for Calculated Time Entries Import Calculated Time Entries Export a Result
191. o use from the pop up window When the pop up window closes the process rules you ve selected will appear in the Processing Rules section Web Based Time amp Labor Management User Guide for System Administrators 80 6 Rules are broken into specific categories Checks Conditional Check And remove Entry Records allows you to remove time entries from an Initial Record if those records are empty Conditional Check If Total Hours Under Minimum allows you to remove or zero out the total hours by pay period day or week if they are below a certain threshold within any of the initial records Check Time Entry Fields Are Populated allows you to generate a warning or error if the fields are not set Docked Time Docked Time From Schedule allows you to dock an employee s time from their schedule if they haven t worked at least their scheduled hours or a specified amount within the rule Docked Time From Base Time allows you to dock an employee s time from the initial record s base hours if they haven t worked at least that amount Math Add Time Records allows you to add more than one initial record together Multiply Time allows you to multiple an initial record by a set amount i e multiply by 2 to double Subtract Time Records allows you to subtract one initial record from another Overtime Daily Overtime similar to the pay calculation profile rule this allows you to apply dail
192. ollars NOTE if needed both time and extra pay check boxes can be enabled Click on the button to save this pay category Click on the inka button The new pay category has now been added to the Company Pay Categories screen To set up Exceptions 1 Under Company Settings gt Time amp Labor Setup gt TLM List Definitions gt Exceptions you can create Exceptions This option allows you to define certain exceptions that can be flagged on the timesheet i e late early no lunch Company Settings Time amp Labor Setup TLM List Definitions Exceptions Company Exceptions View Default ra Rows On Page 200 50 Rows F Tools r Name Abbreviation Enabled All Y h 1 Early In El 2 Latein LI No Lunch NL ki NNN 2 By clicking on the k icon you have the ability to define an Exception Company Exception Name Mo Lunch Abbreviation ML Description Enabled Label When Exception IS Set Yes Label When Exception ls NOT Set No Report Color Glo n ccoo00 Background Preview m The Abbreviation field should list the code associated with this Exception and will display in Exception reports and on the employee s timesheets Web Based Time amp Labor Management User Guide for System Administrators 40 The Enabled checkbox allows you to enable disable this Exception For example if you decided to discontinue the use of an Exception you would uncheck this box
193. ompany Employees this would allow you to enable a report and bypass the Groups module giving a user access to view everyone in the company if they have access to that report The ESS Employee Self Service tab allows you to grant a user access to their personal employee file timesheet request time off and access other personal information button to save your changes Security Profiles can be downloaded to PDF by clicking on the Download Selected to PDF within the main profile screen or within each individual profile View Defaut go Rowe On Page All Rows F Toos F F F Hame Editable Accounts Description Active r a r All T All R E A Er oS Admin Y 4 Access to all functions Y at ors This is a default security E A p 4 Ly Applicant Y profile assigned to all ka applicants E Ch 98 employee Y 110 Limited system access E A Er k Manager Y amp General system access Y E ie Er o Reception Y 2 Limited system access New Security Download Profile 26 Selected To FOF Web Based Time amp Labor Management User Guide for System Administrators 92 Timesheet Profiles Five default Timesheet Profiles are provided in Web Based Time amp Labor Management Start Stop Bulk Hours Time Stamp Start End All Days and Graphical View The Timesheet Profile applied to a user account determines the user s timesheet type You can configure the settings associated with these default Timeshe
194. on Extend Rate Table is the same as using the Get Alternative Rate From option listed below The system will check the rate table assigned within Extend Rate Table first and if no match is found it will then look to each of the listed extended rate tables to find a match Extensions Extend Rate Table H x Ways To Expand Rate Table Get alternative max rate from will apply the higher of the two rates to the entry on the timesheet Add extra rate from will apply the sum of the two rates to the entry on the timesheet Get alternative rate from will always apply the rate in the personal rate table instead of the extended rate table unless there is no match in the personal rate table Get first alternative rate from will always apply the rate in the extended rate table instead of the personal rate table unless there is no match in the extended rate table Multiply by rate from will apply the product of the two rates to the entry on the timesheet To view employee rate table assignments 1 Select My Employees gt Employee Maintenance gt Rates gt View Employee Rate Tables The Rate Tables Assigned to Employees screen will display showing the employee ID first name last name and rate table name 2 Ifyou need to change the rate table for a user you can access the employee file by clicking on the edit employee button and changing the rate in the Pay Information area To reapply a
195. or Management User Guide for System Administrators 121 Scheduled Hours a Populate to have work schedule hours automatically populate on the timesheet select the Populate from Schedule checkbox b If Time Ils Already Entered For The Day to define what to do if time is already entered on the timesheet from the If Time Is Already Entered For The Day drop down list you have the following options i Add All populates normal work hours ignoring the hours already entered on the timesheet ii Add Nothing does not populate any hours to the timesheet iii Add Difference populates the difference in hours Example if an employee s schedule is for an 8 hour day and 3 hours are already entered on the timesheet then 5 hours will automatically populate To Auto Populate with Bulk Hours For a timesheet to auto populate with Bulk Hours the employee needs to be assigned to the following profiles 1 A Work Schedule configured for M F 8 hours per day Please refer back to the Schedule Profiles for complete instructions 2 The Bulk Hours Timesheet Profile needs to be assigned to the employee Please refer back to Timesheet Profiles for complete instructions 3 The Timesheet Auto Population Policy has to have Populate Schedules enabled Please refer back to the Timesheet Auto Population for complete instructions Once you assign the employee to these profiles the auto population will kick in on the next pay period To force auto
196. or that one day in March 4 Because of this calculation what you see under Accrual Balances will differ from what you see in Balances As Of Date Running Reports Web Based Time amp Labor Management offers extensive reporting options and capabilities for you to gather and present labor related data in a variety of ways Since all Web Based Time amp Labor Management reports follow similar creation procedures general guidelines that apply to all reports are provided below Running Reports To run a report 1 Select the report you want to run from the My Reports menu 2 This will launch a page for the report you selected where you can choose the data to be included in the report 3 Specify the date range you want to report on You have 3 options Calendar Range ex This Year This Month Last Week a Date Range choose one calendar day to another by clicking the button Pay Period choose a specific pay period previous current next 4 Use the g Loe button choose Select Columns to select the data you want included in the report The data you select will be the columns in the report output You can set the order in which the data Is presented in the columns by using the up and down arrows Click Select Columns to add new columns to the report 5 Now within any report where you can add remove columns you have the ability to search Available Columns easily There is a entry field that allows a user to enter a k
197. ose Save Target As Save file to disk e Open saved file To push out saved settings to others 11 Go to the a i A button and click on the P You will then be prompted with the Lookup Saved Report Settings window which provides you with four options This is my personal setting allows you to designate this setting as only viewable by you This is my personal setting and is visible to others allows others to see your saved settings This is acompany setting available to others automatically displays as available to others within the Load Saved Settings screen Web Based Time amp Labor Management User Guide for System Administrators 169 This is acompany global default setting makes this setting the default setting for all employees who have access to that report Lookup Saved Report Settings Name Grouped by Region Type Description This is my personal setting This is my personal setting and is visible to others 6 This is a company setting available to others E This is a company global default setting E Deletion of this setting is not allowed C M Save ance 12 Select the option that applies to you and click the button To view other s report settings 1 Under My Reports gt My Saved Reports you will see all Other s Settings listed You can filter out the Report Owner column to view a specific owner My Reports My Saved Reports My Saved Reports Show V Others Set
198. ountry Work Limit Box is CHECKED On The Work Schedules Policies in Company Setup if Fs Not Checked t WE Override The Rule and Work Limi Will Be 48 Hours Display Error im if Country Work Limit Is Exceeded Applies saming adn Level J None Vi W2 W3 Wla WIS W Payrol Admin Open Absence Management Companies with EU Markets Functionality enabled have the ability to utilize the Open Absence feature which allows for an employee to request or manager to create an extended period of time off that will be populated on the employee s timesheet Within Company Settings gt Profiles Policies gt Security gt ESS Tab under the Time Tracking section employees can be granted the ability to Create Open Absences and or Close Open Absences Additionally under the T amp A Tab there is an Open Absence Management section to determine what Managers and Administrators should have access to Web Based Time amp Labor Management User Guide for System Administrators 177 Time Tracking Open Absence Management Access Personal Timesheets L_ Create Open Absences _ Approve Personal Timesheets C Close Open Absences Close Open Al pete View Open Absence Report C Edt Close Reasons Create Open Absences Request Overtime Request Time Off Request Timesheet Changes View Accruals History View Open Absences C View Personal Schedule View Personal Time Off Calendar C View Personal Timesheet Audit Employees can
199. ours to employee s timesheet if criteria are met Add Extra Time Based On Continuous Hours Worked adds extra hours when an employee works a continuous amount of hours Meaning if an employee works multiple times within one day and meets the criteria for total hours within that day they will receive additional hours Add Extra Time During Daylight Savings Time adds a defined amount of hours during Daylight Savings Time if an employee works through the hour lost Add Extra Time Per Day v 2 adds extra hours to days on an employee s timesheet if criteria are met including lunch break penalty options Example An employee is entitled to an extra 10 minutes to be added to their work day if they do not take a lunch or break during their work day The rule can also be configured to take into account already taken or scheduled breaks and lunches and add extra time based on scheduled lunch time and actual lunch time taken This rule currently works in conjunction with our Exceptions module allowing you to disable this rule applying if a certain Exception is set on the employee s timesheet For further details please review the section regarding Exceptions Add Extra Time Per Day Based on Spread of Hours will add extra time to an employee s timesheet if they work then leave and then come back to work again within a designated number of hours from their last punch Add Extra Time Per Shift v 2 allows you to designate for either Spri
200. ove Time Off Requests Approve Time Entries E Approve Extra Pay Entries Employee Schedule E View F Edit Add GS Cancel 4 Then within the Company Information screen in your Admin Account under snail you ll need to make sure Approve Individual Time Entries is checked off 5 Finally under Company Settings gt Global Setup gt Groups gt Edit you ll need to add the managers to the All Company Employees group with the permission to View Timesheets and to Approve Individual Time Entries 6 Managers will then be able to go to Manage Time gt Manage Timesheets gt Approve Time Entries to view and approve time entries that have been worked within their Cost Center s Creating Time Off Definitions Time Off Definitions are the categories used within your organization to track Time Off Typical categories that fall under Time Off in any organization include Sick Vacation Jury Duty Bereavement Holiday and Personal In Web Based Time amp Labor Management you can create any number of Time Off Definitions and organize them according to your company s policies To create a Time Off Definition 1 Select Company Settings gt Global Setup gt Time Offs The Time Off Definitions screen will display containing two parts The left side lists any Time Off Definitions that are configured 2 There are two options when creating Time Off Definitions similar to cost centers Time Off Definitions allow you to have a paren
201. pecified break time This setting can now be accomplished through Pay Calculations 109 22 23 24 25 26 ad 28 29 30 31 Timesheet Punch Settings Show Simple Punch Label Clock Auto infer if punch is IN or OUT Show Punch IN Show Punch OUT Label Clock In Label Clock Out AA Collect Extra Pay With an OUT Punch show Change NE ET Cost Centers Punch Label Change Cost Center Prompt For Cost Center 1 W Default Action No Change hd Show Collect Extra Pay Label Add Extra Pay Pay Category Show Simple Punch this enables the clock in out and change cost center buttons to be one on the employee s timesheet Show Punch IN this enables the clock in button on the employee s timesheet Show Punch OUT this enables the clock out button on the employee s timesheet Show Change Cost Center Punch Button the system will display the change cost center button on the employee s timesheet Allows the employee to change departments job location etc without losing any minutes Prompt For allows you to specify which cost center s should be prompted when the employee clocks in and also what should happen if no selection is made Show Collected Extra Pay this enables the extra pay button the employee s timesheet for easy dollar amount entry Not Scheduled Punches Require Manager Override Not Scheduled If 0 08 HH 00 Earlier Than Scheduled Start Not Sched
202. pen Pay Periods screen 5 To View Employees Associated with this Pay Period select _ button Torun time prep select the checkbox next to the employees you would like to process then click the eid button o View Pay Prep To View Pay Prep Results select the employee s you would like to review then click the Bimba button Ci Lock To Lock Employees select the employee s you would like to lock then click the Mmmilikmiiim lesiel button ie Unlock idee die DUTON To Unlock an Employee select the employee s and click the Export To Export Pay Prep select the employee s and click the button deed DUTON Dp Add SU button To Remove Employees select the employee s and the To Add Employees select the employee s and the To View All Pay Periods 1 Select Manage Payroll gt Manage Payrolls gt View All Pay Periods This report will show you a view of all pay periods within a specified time frame 2 Click the kms button to view the Pay Period s Graph as shown below Manage Payroll Manage Payrolls View By Employee Pay Periods Graph Parameters Legend PERS Trim Open Pay Period From 05 01 2012 g To 12 31 2012 Los A Current Pay Period Orientation Vertical Horizontal Closed Pay Period Compress Z Today E Sot Desc Asc Include No Employees F Sun S6 2Mon WV 200e SS T2Wed 5 9 12Thu 5 10 12Fri W11 12Sat V12 12 05 0612 Sun WeekhyOa12
203. ployee Would Carry Over Maximum of 0 0 Hour s le Amount Over Maximum Would Be Zeroed Out Carried Over Amount Can Be Used Whole Year Negatve Balance Would Be Zeroed Out Carry Over Would Be Applied On specifies the date in which carry over will occur Employee Would Carry Over the number of hours an employee would carry over Amount Over Maximum Would Be specifies what should happen with the amount over the maximum carry over Web Based Time amp Labor Management User Guide for System Administrators 51 Carried Over Amount Can Be Used specifies the time frame in which an employee can use their carried over balance Negative Balance Would Be specifies what should happen to a negative accrual balance i X Edit Carry Over Settings p Enabled Yes No Date To Apply On Start Of New Accrual Year Maximum Carry Over Amount A No Limit ia Hours 100 of Annual Total m Move Carry Over Amount To Different Time Off Time Off Amount Over Maximum Zeroed Out Use Options No Limit By Date mmda EEE In Days Negative Balance Options Carried Over Zeroed Out A Move To j a Apply Changes Cancel Enabled enables carryover Date to Apply On specify when carry over should occur a Calendar Day specific calendar day b Start of New Accrual Year carry over will then go by the Anchor Date specified above c Beg
204. population do the following 1 Within your Admin Account go to Maintenance gt Timesheet gt Timesheet Auto Populate Find the company and the employee you want to auto populate 2 Select the date range you want to auto populate enter dates for current pay period not any further in the future Auto population will kick in on the next pay period 3 Click Auto Populate Timesheet Managing Groups Web Based Time amp Labor Management allows you to sort users into Groups so that you can assign managers to only those users they should have access to Group Permissions allows you to determine the permission level a manager has over a group By default Web Based Time amp Labor Management creates and maintains a group called All Company Employees All newly added users are automatically added to this Group If after adding user accounts you notice you do not see those accounts when you access My Employees gt Employee Information it is because you do not have permissions to the All Company Employees Group Typically only Company Administrators should have permissions to the All Company Employees Group You can create any number of Groups to help organize personnel and management responsibilities Example you might create a Group called Sales that includes all users that belong to the Sales department You would then provide the Manager of that department access to the Group with view edit and approve permissions over the user
205. punches in at 8 01AM and out at 5 02PM the out punch would be rounded to 5 01PM so the total for the day is a round number 9 hours You can also choose a decimal place for Up After for example 3 min 0 05 Hr Holiday Pay a Calculate Holiday Pay As Average Hours Worked Prior will allow you to define how auto populated holiday hours should be paid based on average hours worked in a specific period Please note this rule allows you to define a specific look back period to determine average hours worked If any hours are changed within the look back period that are NOT part of the employee s current timesheet the current timesheet will need to be recalculated in order to calculate the holiday appropriately b Holiday Eligibility specifies the different criteria an employee has to meet to be paid for a holiday Example an employee would need to be scheduled the day before the holiday the day of and the day after to be paid for the holiday If the employee is eligible to receive holiday pay you can override the pay category accordingly regular overtime etc If the employee is not eligible you can override the pay category to one that is non paid Then exclude the pay category from being exported in Time Prep Please see the Pay Prep Section for further clarification c Holiday Eligibility Based On Days Hours Worked Prior determines whether or not an employee is eligible for holiday pay based on working a certain number of day
206. r System Administrators 55 Schedule The Schedule allows you to specify schedule by which an employee would accrue after Waiting Period settings have taken place Schedule Accrue Rate Yearly Daily Allow Personal Schedule Entitled To Time ls Value Per Year Accrue Period Entitled To Rate Initially 40 Hours 40 Hours Yearly se After 2 Years 7 s80 Days Days Yearly Se After 5 Years 7 120 Days 120 Days Yearly Add Rows Accrue Rate how often the employee will accrue In the example above the employee would accrue yearly Daily if enabled the system will calculate number of days per month and accrual will be based on accrue periods For example an employee accrues 12 days per year total on a monthly basis However since some months have fewer days than others the rate at which the employee accrues will be different but still total 12 days at the end of the accrual year Allow Personal Schedule allows you to have one Benefit Accrual Profile configured but multiple Personal Schedules eliminating the need to configure multiple Benefit Accrual profiles a First click on the check box to enable this feature b Next under the Benefit Accruals Profiles Company Settings gt Profiles Policies gt Benefit Accruals i View Accrual Schedules click on the button to View Accrual Schedules c Then click on the Add New Schedule button fill out the information requested
207. r payroll provider for processing My Reports Use this menu to run reports Our Company allows for the uploading and referencing of Company Documents Company Settings Use this menu to change your employee s settings in Web Based Time amp Labor Management Changing Your Password To change your password select My Account gt My Settings gt a Password Use the fields on the Change Save Password screen to enter your old and new password and then click Common Icons and Screen Functions This section describes common icons and screen functions that can be found throughout the Web Based Time amp Labor Management interface Provides calendar pop up for you to select a date Delete current selection View Edit current selection Enter note oN sl P Clock In PL Clock Out Punch in and punch out Web Based Time amp Labor Management User Guide for System Administrators 5 Print timesheet View Group Permissions View Approval History Lookup options for current selection lal oe A View more detail 2 Lookup history Lookup Employee View time off counts Select add or approve Bl amp Reject Be Tools v Add change functions of a report Navigation Bars Each page in Web Based Time amp Labor Management contains a navigation bar that provides buttons for performing actions specific to that area of the software see example below Always use the navigation bar bu
208. rail Timesheets audit of time entries by timesheet who changed what Time Entries audit of time entries Extra Pay Entries shows who added extra pay to employee s time sheet Time Off Requests shows who has approved time off Account Information all changes to account information employee information no logic 9 HR gt Accruals Balances per employee per time off category being accrued Shows number of day earned taken scheduled and remaining Web Based Time amp Labor Management User Guide for System Administrators 171 Report Custom Settings Custom Settings Detailed Hours Report COLUMNS COLUMN SETTINGS CUSTOM COLUMNS EXTRA SETTINGS Column Format Width Alignment Padding Export Custom Label Employee Id CT First Name E Last Name CT SES eS amp amp TEELE E EE a S E a a a a a a JEL Timesheet Start Timesheet End is Time Off SSS Cost Center 1FullPath oo fT Name Se Q Use Settings This allows you to make modifications to the format of different columns within a report using the Formatters tab In the image below you can see that Width Alignment Padding and a Custom Label can be modified added to the any column within a report Format is available within select columns those containing dates hours dollar amounts etc You can also select which columns you d like to include when exporting the Report Web Based Time amp Labor Management User Guide for System Administrator
209. rate to a previous date 1 Select My Employees gt Employee Maintenance gt Rates gt Reapply Rates The Reapply Rates screen will display 2 Select the From and To dates that this rate will need to be reapplied to then select the users this applies to 3 Click on the button The rates will be applied to the time entries for the selected dates To review a rate report for employees 1 Goto My Employees gt Employee Maintenance gt Rates gt Detailed Rate Report This report allows you to review and edit rates for all employees you have access to 2 Click on the vz button to edit an employee s rate table Assigning a Rate Multiplier to Pay Categories 2 Goto Company Settings gt Time and Labor Set up gt TML List Definitions gt Pay Categories Click on the pay category in which you would like to attach a rate multiplier to Web Based Time amp Labor Management User Guide for System Administrators 130 Name Regular Description Code 004 Type Sort Order Index 1 Time Entry Rate Multiplier Rate 1 Rate Table 1 1 Rate 2 Rate Table 2 1 Used As Time Category Example Regular Double Time Fl Extra Pay Category Example Bonus E Name allows you to enter a name to use for this pay category Description allows you to enter in a description about this pay category Code allows you to enter a code for the pay category Type allows you to enter in the type of pay category Sort Order In
210. re device allowing just punch in out and job cost functionality When enabled a user has access to run reports request time off etc All is dependent on the user s access within Groups and Security Profile 3 Allow Mobile Clock restricts a user from being able to punch on the mobile device 4 Store Token Do Not Store username and password must be entered each time mobile app is accessed Full Token username and password are stored and do NOT need to be entered each time mobile app is accessed Username Only username is stored but password must be entered each time mobile app is accessed Days appears when Full Token or Username Only are selected When is left blank system assumes to store indefinitely 5 Allow Change User would allow multiple users to punch in using the same mobile device 6 Allow Change Company would allow users to log in out of multiple companies from mobile device 7 Offline Punches allows punches to be stored if there is no Wi Fi connection on the phone Punches will be stored and uploaded once connectivity is restored 8 Check Distance allows you to limit a user s ability to login and punch from outside a specific location s coordinates By default coordinates are always captured and stored on each punch as long as the smart phone has GPS capabilities enabled If GPS capability is disabled on the smart phone a user will not be able to login or punch NOTE Th
211. reen bel 3 Access Policy ii pE Timeout Settings Max Inactive Time sec 1800 Display Timeout Warning Name name of the Security Profile Description brief description about the Security Profile First Screen first screen displayed to users assigned to this Security Profile upon successfully logging in May also be selected within user account if this default is not used Access Policy access policy applied to users assigned to this Security Profile that restricts the IP addresses where a user can login Timeout Settings a Max Inactive Time sec length of time in seconds the system should wait to log the user out when no activity occurs Web Based Time amp Labor Management User Guide for System Administrators 89 b Display Timeout Warning select this checkbox if you want Web Based Time amp Labor Management to display a warning before the system logs the user out when the Max Inactive Time is reached Extra Menu Items Menu Name Links Width 150 lems Name URL 1 XYZ Payroll http vwaww xcyzpayroll com Add item Extra Menu Items allows you to create an additional menu on your menu bar with external links a Menu Name the name of the menu you would like to create b Width allows you to specify the width of the menu to include more text c Click the button to add items to your list i Items allows you to enter the Name of the
212. riod N Days Overtime applies overtime to hours worked within a specific number of days on acontinual rolling basis r Weekly Overtime From To Specific Hour allows you to calculate overtime or doubletime on a weekly basis with a start and end time for the week s Weekly Overtime v 3 applies overtime and double time when hours exceed the limit for the week as defined in this rule Example over 40 hours per week are considered for overtime Also allows the specification for the overtime to apply if the employee works over their scheduled hours or over a certain number of hours per week Rates a Add Extra Flat Pay Rate Weekly allows you to add a dollar amount to the employee s rate based on certain conditions Example if the employee works over 10 hours in a particular day add 1 00 to the employee s rate b Apply Timesheet Rate Table will apply the rate directly to the employee s timesheet Shift Premium a Shift Based on Advanced Filter applies shift based on criteria defined in user file Example a shift is assigned to hours worked in a specific cost center b Shift Based on Day of the Week and Majority Hours of Day applies hours to shift with majority of time worked in that shift c Shift Based on Day of the Week and Time of Day applies shift premium to certain time periods on certain days Example an employee is entitled to a shift premium if they work anytime between 12 00AM and 7 00AM on Friday d
213. riod or 31 day date range request and will need to fill out the applicable fields and submit Once submitted the Employee can view their requests under My Account My Overtime Requests gt Awaiting Acceptance as well as My Account gt My Overtime Requests gt All Web Based Time amp Labor Management User Guide for System Administrators 179 Request Type Specific Hours 2 Date 04 23 2013 10 From To Total Bulk Hours mmz Time On Date lie Date o4 23 2013 N10 Comments Comment To Add Managers can also make Overtime Requests on an Employee s behalf under Manage Time gt Overtime Requests gt Request To Approve or Reject a Request the Manager would go to Manage Time gt Overtime Requests gt Pending Approval and treat it the same as a Time Off Request MY ACCOUNT MYEMPLOYEES RECRUITMENT MANAGE TIME MANAGE PAYROLL MY REPORTS OURCOMPANY COMPANY SETTINGS Manage Time Overtime Requests Pending Approval Overtime Requests Awaiting My Approval Date Created Calendar Range All ima View Default J Rows On Page 20 2 Rows 9 5 Tools w E Employee Id Username First Name Last Name Request Type Requested Time Requested Period Start Requested Period End From To Created Created By Request State Com starts e iw starts w starts we I x z 7 le lv a Ww 14129 Sharon Abrams Sharon Abrams Bulk Hours 1 00 04
214. roups gt Edit to display the following screen The A button allows you to edit the employees within this group The amp button allows you to edit the manager permissions of this group Company Settings Global Setup Groups Edit Account Groups View Default ra Rows On Page lis hi 3 Rows 2 A Tools Group Type Members Managers Group Created kai ry E amp System 1 11 11 2011 08 52a E amp Default Cost Center 1 1 05 08 2012 10 00a E S Manager 1 1 1 05 08 2012 10 00a IC 2 Select to add a new group NOTE when creating groups in this way they are not automatically generated by the system and therefore they have to be maintained and updated manually 3 You will be prompted with the following window where you can determine whether your group is Regular or Filter Based A Regular group allows you to add employees individually while the Filter Based group allows you to add employees based on specific attributes such as Default Cost Center Account Status etc Web Based Time amp Labor Management User Guide for System Administrators 123 a Question What type of group do you want to create Note Fiter based groups will add and remove accounts based on selected filters P Add ToG 4 In a Regular group you can add employees to this group by clicking the button that corresponds to each user account you want to add to the Group 5 Ina Filter Based group you will first enter the name and
215. rts gt Time amp Labor gt Time Allocation there are two reports labeled Exceptions and Exception Summary By Week The Exception Summary By Week report will display per employee any Exceptions flagged within a specific date range color coded based on the Exception configuration Then by clicking on an Exception you will be taken to the employee s timesheet and to the day where the Exception is flagged The Exceptions report will show you a more detailed view of the Exceptions My Reports Time amp Labor Time Allocation Exceptions Summary By Week Exceptions Summary Employee Filter All Employees mien Date Range Calendar Range This Week o 012 51 2012 Exceptions All Exceptions Show all records T E Show Negatiwe Override View Defaut VA Rows On Page Jia ki 5 F Tools _ Employee Id First Name Last Name May May May May May May May Mon Tue Wed Thu Fri Sat Sun T amp g 10 17 1 13 starts i Y starts i Y starts i Y m ih amp 1 Tony Bernard El LI NL NL P Export ww View Legend 6 You can also click on the View Legend button shown above to see a quick view of each Exception with both color and abbreviation Legend Abbreviation Name Description El Early In u Late In NL No Lunch 7 Within the Pay Calculations Profile you can specify that certain rules should not apply based on an Exception being flagged in the employee s timesheet Deduct Lunch and Add Extra Time rules currently support this functionality
216. s Manage Time Open Absences Open Absences Employee Filter All Employees amp Date Created Calendar Range V View Defaut W Rows On Page D Be Tools v C Employee id Username First Name Last Name Date Date Closed Time Off Opening Close Reason Closing Opened Category Comment Comment C v e E S vi S S O E_E _ P L EP PE PE C amp Qe gt 4 510 djack DeSean Jackson 07 29 2013 Sick Surgery I Create Open Create And Close Close Open Edit Close Absence Open Absence Absence Reasons Standard Work Week Within Company Settings gt Global Setup gt Company Setup the Company Configuration section has the option to enter the Standard Work Week in addition to the Company s Standard Work Day Requesting Overtime Functionality is available for users to make requests for working Overtime which will need to be enabled within the ESS Tab of the Employee s Security Profile Managers will also need to have access to view approve and or reject those requests within the T amp A Tab of the Security Profile Company Settings gt Profiles Policies gt Security as well as permission within Groups Company Settings gt Global Setup gt Groups Employees will then be able to make Overtime Requests under My Account gt My Overtime Requests gt Request Similar to a Time Off Request they will have the option of a Specific Hours or Bulk Hours specific day week pay pe
217. s 172 Custom Settings Detailed Hours Report COLUMNS COLUMN SETTINGS CUSTOM COLUMNS EXTRA SETTINGS Valid Functions Comparison and Logic Functions Example C T Enable Custom Column 1 E Enable Custom Column 2 Eq text1 text2 Eq 1 1 true Bagel if test_value value_if_true value_if_false If Eq 1 1 10 20 10 In val_to_find in_vallin_val2 in_walN ing ad 5 10 20 true C Enable Custom Column 3 Max umt num2 Max 50000 60000 60000 Min nunm num Min 50000 60000 50000 E Enable Custom Column 4 Not value_to_negate Not Eq 1 1 false a Or logicali logical2 Or Eq 1 1 Eq 1 0 true Date Functions Example A dANaverdate ni Addlnave AAP SA VA Pd E F Enable Custom Column 6 Vaid Constants C Enable Custom Column 7 E Enable Custom Column 10 a E Enable Custom Column 11 J Constant Valid Columns Variable EmplAccountld EmplFullName Enable Custom Column 12 icant S Also you have the ability to enable up to 20 custom columns using the valid functions and preexisting columns listed above Web Based Time amp Labor Management User Guide for System Administrators 173 Custom Settings Detailed Hours Report COLUMNS COLUMN SETTINGS CUSTOM COLUMNS EXTRA SETTINGS Export Settings Display Information Header Footer foo Display Column Names Wes Display Totals Yes Export Dash As Use Default Page Break No Page Break Layout Landscape Y
218. s in a specific period surrounding a holiday d Holiday Pay ensures that auto populated holiday pay is equal to the number of hours actually worked on the day of the holiday For example if work 5 5 hours on the holiday my auto populated hours would equal 5 5 hours Holiday Worked Hours a Hours Worked On Holiday Specific Hours specifies that specific hours worked on a holiday should be allocated to a pay category or shift You can also specify a waiting period for the employees b Hours Worked On Holiday Majority Hours allows you to specify the majority of hours worked on a holiday entire shift Holiday time only or Scheduled time only should be allocated to a pay category or shift You can also specify a waiting period for the employees Misc a Change Pay Category allows a specific pay category to be changed to another based on match criteria b Distribute by Workday Breakdown allows you to specify what should be considered as worked time to be used in conjunction with Workday Breakdown This rule will need to be used if Workday Breakdown is calculated on Worked Time instead of Scheduled Time c Zero Out Time for Certain Category zeroes out hours worked under a specific pay category cost center time off definition etc Overtime a Bi Weekly Overtime With Weekly Dependencies allows you to specify two sets of criteria required in order for an employee to receive overtime Example an employe
219. s security level in the Security Profile field and click Save How do I specify the type of timesheet a user will use Go to My Employees gt Employee Information Click the amp button next to the user you want to work with Select the user s timesheet type in the Timesheet Profile field and click Save How do I pre populate a user s timesheet with their work schedule Go to My Employees gt Employee Information Click the amp button next to the user you want to work with Select the user s schedule in the Work Schedule field Select the Pre Populate TS from Schedule checkbox and click Save Can find out from which IP address users are logging in to Web Based Time amp Labor Management Yes Use the Global Access report to view this information Go to My Reports gt System gt System Utilities gt Global Access Select the date range you want to report on and include all Available Columns in the report output and then click Run Report The report output will display all log ins for the date range you selected The IP column displays the IP address that was used for the login Can I find out when a user s timesheet was edited Yes Use the Timesheet Audit Trail report to view this information Go to My Reports gt System gt Audit Trail gt TA gt Timesheets Select the date range you want to report on and include all Available Columns in the report output and then click Run Report The report output will display all time
220. s user account consisting of any combination of letters and or numbers between 1 20 characters in length This field may be required depending on a company s use of a hardware device Social Security user s social security number This field is not required unless needed to pull over for payroll Web Based Time amp Labor Management User Guide for System Administrators 134 Account Status user s status in the system if Inactive this user will not be able to enter time records Primary Email best address to contact this user via email for system notifications Secondary Email if available used as an alternative address when the primary one is not accessible Work Phone work phone number Cell Phone cell phone number Home Phone home phone number Address user s address information Use Separate Mailing Address allows you to enter an additional address for mailing purposes Account Demographics fields are not required Click on the Lg diui employee button to upload an image of an x Ma Account Demographics lig Add Photo Gender U Height Weight Eye Color foe Ethnicity Account Contact an employee s regular and emergency contact s information can be entered within this window Account Contacts Emergency Primary Name Relationship Preferred Phone Number Contact Type we x Y Wizard Wife 800 555 9876 Emergency Pay Information Pay Information standard Work
221. sage in the notification by including names for example the recipients name Use the Available Tags area to select the data types you want included in the message Simply click the data type to insert it into your message 5 Click when finished Creating List Definitions In Web Based Time amp Labor Management you can set up company defined lists to configure the system to match your company definitions Example you can create a company defined list to identify a user s account status pay type or employee type To set up an Account Status Definition 1 Goto Company Settings gt Global Setup gt Global List Definitions gt Account Status Definitions The Account Status List screen displays Active and Terminated by default These definitions have pre configured meanings in the system and cannot be modified Company Settings Global Setup Global List Definitions Account Status Definitions Account Status List View Default ra Rows On Page 100 2 Rows z A Tools w r Status Name External Id Editable In Payroll All All ez Active 1 No Yes Add New Status 2 To create a new account status click on the button The New Account Status screen displays Terminated 0 No No Web Based Time amp Labor Management User Guide for System Administrators 34 3 4 Question Please choose a type for this new account status ls Terminated F In Payroll E Enter the N
222. schedule that you want to replace Web Based Time amp Labor Management User Guide for System Administrators 157 Please select new schedules to be added Note 2 employees will be affected Type 11 00p m 8 00a m StartDate From aS ro Has Lunch Standard Total Hours Defautshit E Breakdown amp ls Scheduled Off Current Daily Rule Configuration start Time 11 00p EndTime 08 00a Next Day Days To Add To E Monday May 07 2012 E Tuesday May 08 2012 E Wednesday May 09 2012 E Thursday Mlay 10 2012 E Friday May 11 2012 E Saturday May 12 2012 E Sunday May 13 2012 9 To delete a schedule click EELAM button 10 Within the Remove Schedules screen select the checkbox for which day you want to delete Remove Schedules Please select days from which you want to remove schedules Note 2 employees will be affected Monday May 07 2012 a E Tuesday May 08 2012 L Wednesday May 09 2012 E Thursday May 10 2012 I Eridan Bese AA A Web Based Time amp Labor Management User Guide for System Administrators 158 To view employee s schedule entries 1 Select Manage Time gt Scheduling gt List Schedule Entries Manage Time Scheduling List Schedule Entries b Schedule Entries Employee Filter All Employees amp Date Range Calendar Range Today 2012 View Default F Rows On Fage zo x 2 Rows e F Tools r F
223. screen you have the ability to Add Subtract and Set the employee s remaining balance 4 s A Information Please select change you want to make Add 5 00 HH 00 fromto the selected balances Comment Import adjustment Web Based Time amp Labor Management User Guide for System Administrators 165 C8 S10 Oud To zero out accrual balances select the button Zeroing balances out will rollback ALL modification done since initial setup of a company including manual changes This change cannot be undone Do you want to continue E Zero out to last Initial Import Adjustment only _ E Zero out to 14 M a a Zero Out To Last Initial Import Adjustment Only allows you to zero out all accrual modifications except time off taken up to and not including any imported values b Zero Out To Date allows you to zero out to a particular date c Select the button when you have completed filing out the needed information To modify accrual balances 1 Select My Employees gt Accruals gt Balances The Accrual Balances screen will display From this screen you can modify accrual balances for users 2 Click on the Edit Accrual Balances E button for the user you want to modify The Edit Accrual Balances screen will display 3 Define the Accrued To date and the Hours Remaining for each type of Time Off that you need to modify You also have the option of entering a comment to reference t
224. ser takes in order to connect to our server European Market Features The features described below are available to companies that have EU Markets enabled within the Available Functionality section of the Company Information screen under Maintenance gt Companies gt All System Companies Overtime Opt Out Management Within Company Settings gt Profiles Policies gt Security Profile Opt Out Management will need to be enabled within the T amp A as well as ESS Tabs to ensure the company and employees have the appropriate access to view edit add sign and or delete the Agreements Tools amp Documents a Opt Out Agreements Announcements View Edit Add _ Company Organization Chart View All Company Employees v Company Opt Out Agreement Download Documents Signed Opt Out Agreements Download Service Provider Documents _ Employee Directory Employees To Exclude al 3 Employees To Include al x Events _ My Incidents _ My Performance Reviews _ My To Do Sign Opt Out Agreement Wiki Pages View Employees will have the ability to view and sign an Opt Out Agreement under My Account gt My Opt Out Agreement The signed agreement can be downloaded renewed or cancelled from within this screen as well Web Based Time amp Labor Management User Guide for System Administrators 175 Opt Out Agreement
225. sheets that have been edited Click the button to view how each timesheet was edited in detail Can have company holidays automatically populate a user s timesheet Yes This is controlled by the Holiday Table Profile assigned to the user s account You must specify the hours to be used for each holiday in the Holiday Table Profile and Web Based Time amp Labor Management will populate the timesheets of the users assigned to this Holiday Table Profile How do users work with their timesheets and submit timesheets and time off requests Users can edit their current timesheet by selecting My Account gt My Current Timesheet When they are finished ry Submit For Approwal filling out their timesheet they can submit it by simply clicking the button Users can submit requests for time off by selecting My Account gt My Time Off gt Request They can fill out the time off request information and click the Submit Request button For more information see the Web Based Time amp Labor Management User Guide for Employees How do managers approve reject timesheets and time off requests Managers can approve reject timesheets by selecting Manage Time gt Manage Timesheets gt Pending Approval From this screen they can view the timesheet in detail and approve or reject it Managers can approve reject time off requests by selecting Manage Time gt Time Off Request gt Pending Approval From this screen they can view the time off
226. ssage will appear upon approval of the timesheet Time Off Is Not Equal To Employees Schedule or Standard Work Day if amount of time off hours entered on timesheet for any given day does not match the employee s scheduled or standard work hours Time Off Request Pending will display an error or warning message when approving an employee s timesheet if an employee has any unapproved time off requests Timesheet Change Requests Pending either displays a warning or an error if there is a timesheet change request pending approval Verify All Time Entries Are Approved this rule will prevent a manager from approving a timesheet if there are unapproved time entries within that timesheet Verify Piecework is Separate From Hours confirms hours and piecework are separate within the employee s timesheet Verify Time Entries Are Not Overlapping confirms employee s time entries are not overlapping on the timesheet On Populate when an employee s Timesheet is Populated the following can be enabled a Automatic Cost Center Allocation By Work Day Breakdown will allocate a workday breakdown template to the employee s timesheet if configured in schedules On Punch when an employee Punches in the following warnings or errors can be enabled a b Automatic Cost Center Allocation by Workday Breakdown will allocate a workday breakdown template to the employee s timesheet if configured in schedules Delete Tim
227. stem Administrators 59 11 12 13 14 19 Edit Hours Worked Settings Pay Prep Profile accruals A a i Worked Hours Hours Worked Base Hours Simple Base Hours Tiers J Mute After 10 00 Multiply Accrual Rate By 0 25 After 20 00 Multiply Accrual Rate By 0 50 After 30 00 Multiply Accrual Rate By 0 75 After 40 00 Multiply Accrual Rate By 1 00 After Multiply Accrual Rate By After Multiply Accrual Rate By After Multiply Accrual Rate By After Multiply Accrual Rate By After Multiply Accrual Rate By After Multiply Accrual Rate By After Multiply Accrual Rate By After Multiply Accrual Rate By After Multiply Accrual Rate By E mm pply Changes x Cancel Select the Pay Prep Profile you had created for accruals by clicking on the button For Worked Hours select the record you created which summed up your Calculated Time Entries You can also enable Tiers For example if the employee worked 40 or more hours they should receive 100 of their accrual rate But if the employee worked 30 39 hours they should accrue at 75 of their accrual rate Then click a ai Within the Schedule window you can then specify the amount an employee accrues each pay period Web Based Time amp Labor Management User Guide for System Administrators 60 16 Then click Accrue Rate Employee Pay Period Allow Personal Schedule F Entitled To Rate Initially 0 0655 Hours Based on Pay Period 3e After 3
228. t Hardware Settings ae Managers es Delete Notes Notes hi E Left By Others Profiles Schedule Preferences ae Skills ae Social Security ee Employee Related Functions Change Password Lock Employee Account Mass Edit Employee Information Rehire Employee Allow Rehire When Not Eligible Reset Password All Company Terminate Employee Unlock Employee Account All Company Employees Rates Permission Add Delete View Applied Rates ViewEditRateTables Web Based Time amp Labor Management User Guide for System Administrators 91 Security Items allows you to modify security items by clicking on specific tabs and highlighting the features you would like to make available By highlighting the Full Access check box all features will be made available in the Security Profile NOTE Any user with access to edit the Security Profile cannot enable functionality that they themselves do not have access to For example if as a manager I am able to edit the Security Profile but cannot Add Employees would not be able to enable the Add Employee functionality on another security profile Click the The Global tab allows you to grant a user access to the configuration of a company which allows them to manage the creation of codes cost centers pay types etc The Time Management tab allows you to grant a user access to time editing approving functionality Please note that the Securit
229. t Type Assign As Shared Rate Rate 3 Rate 4 Rate S 1 Extra user definable fields for recording Rate Table information Example a company that pays a different hourly rate based on what cost center the user works in might create a rate table called Payable Rate tables defined here will appear in each user account 2 Used checkboxes to enable disable any user defined fields configured in this area for sorting and running reports 3 Settings Simple will allow the rate to be entered right on the employee s information profile without using rate tables This functionality only allows for one base rate per employee Tie To Base Compensation allows the tying of the Base Compensation Amount information entered on the employee s information profile to populate within the employee s rate table 4 Labels field to enter the name of the rate table you need added to the user account maximum of 30 characters Base when enabled this field can be pulled into a report to show the employee s base rate without multipliers attached Hourly Rate when enabled this field can be pulling into a report to show the employee s base rate multiplied by the pay category multiplier Hourly Amount employee base rate multiplied by hours worked Piece Rate rate per piece Piece Amount employee piece rate multiplied by pieces 5 Account Default Default Type specify whether the Rate Table
230. t child structure Web Based Time amp Labor Management User Guide for System Administrators 27 3 To add a new Time Off Definition at the top most level parent select the item in the Time Off Definition list and click the Add New Same Level button 4 Toaddasub Time Off Definition child below an _ Time Off Definition select the existing Time Off l Definition you want to work with and click the E Siiski button 5 You can then edit the properties of the Time Off Definition and click the button The table below provides definitions for each field setting Time Off Properties Path Name Holiday Abbreviation HOL Description External ld Payroll Code Default Pay Category REG Visible ia amp Create Pay Category Settings Allow Time Allocation Towards This Time Off Time Off Can Be Requested By Employee E Default Hours In a Day 8 00 Populate Scheduled Days Off F Name name for the Time Off Definition Abbreviation abbreviation for the Time Off Definition Description brief description about the Time Off Definition Payroll Code payroll code that can be used when exporting data to payroll Default Pay Category specifies the category at which the time off is paid Admin Settings a Visible allows you to hide the definition from being used in the future This definition cannot be deleted if there is historical data tied to it Settings Web Based Ti
231. te time to a specific Pay Category Automatic calculation of overtime and double time can also be done through Pay Calculations If you choose to make this field editable by an employee you will then be able to limit which category the employee and manager at different levels are able to edit on the timesheet Piecework allow you to track pieces on the timesheet Example 200 miles or 10 pages Enabling this functionality would allow rates to be applied per piece Rate Table if rates are enabled allows you to override the assigned hourly rate directly on the employee s timesheet Daily Notes enables notes for each day on a timesheet Notes are reportable upon and can be viewed by both the employee and managers Time Entry Notes enables notes for time entry on a timesheet Notes are reportable upon and can be viewed by both the employee and managers In Reason Code prompts the employee for a reason why they are punching in Out Reason Code prompts the employee for a reason why they are punching out Checking the Enabled checkbox allows you to collect data based on the category that is enabled Once enabled click the A Settings button to edit the settings of that field Web Based Time amp Labor Management User Guide for System Administrators 105 Edit Cost Center 1 Settings Employee Viewable Employee Editable Required Display As Abbr Path Visible Size 25 Note This option applies only if cost fields allow type in
232. the accrual balances will be manually updated by the System Administrator or Imported i e the accrual balances will be calculated externally and imported into the system on a regular basis If you chose User Maintained or Imported you will need to specify the time off category and the anchor date You can also force an employee to use a specific time off category first when requesting time off Time Off Vacation E systema 159146 Anchor Date Day 5s From Date Hired Use Date Started Y If Employee Missing Above Date Adjusted To Do Not Adjust Extra Settings Allow Balances To Be Edited Online gt Personal E 9 Balance Should Be Used First When Time Off Request Is Approved If you chose System Maintained next define what the time off accrual is based on Tenure employment length or Hours Worked i Question What is Time Off Accrued based on 7 The Benefit Accruals Rules Edit screen will now display This screen is used to specify the settings for the rule you are adding to this profile When finished defining the rule click the Save button Tenure Table Web Based Time amp Labor Management User Guide for System Administrators 49 Time Off Vacation Bl x Anchor Date 30 Day s From Date Re Hired Use Date Started If Employee Missing Above Date Adjusted To Do Not Adjust T Date To Use As a Start Date Date Started Use Date Started ifEmployee Missing Above Date Time Off select th
233. then be used to prevent employees from requesting off on those designated days via Timesheet Profile or calculate overtime on those days via Pay Calculation Profile To create a Days Profile 1 Goto Company Settings gt Profiles Policies gt Days The Company Days Profiles screen will display New Days Profile 2 Click onthe button 3 Next name your profile accordingly for example this profile may only apply to certain locations departments types of employees and save Days Edit Days Profile tr Days Profile Name Retail Locations To be assigned to all retail locations Description Active Previous Screen Save E Add Rule 4 Within the profile click Add Rule to view the Days Rules Lookup The following rules are available 7 Day In A Month Settings 10 DayOf Any Month F 7 l i Save X Cancel Web Based Time amp Labor Management User Guide for System Administrators 62 Days in a Month allows you to specify which day of the month should be blocked out Ex The 10 of every month as shown below Day In A Week Settings Sunday F Monday P Tuesday Wednesday Thursday E Friday E Saturday z mm Save cancel Days in a Week allows you to name specific days in the week that should be blocked out Ex Saturday F Month In A Year Settings January F February E March E April E May E June E Ju
234. time entries including rounding rules etc instead of just their raw punches Visible Columns allows you to enable disable which columns should display when reviewing accrual balances Web Based Time amp Labor Management User Guide for System Administrators 31 Points e Points Policies Changes To Points Balances Require Comment 1 Changes to Points Balances Require Comment forces a manager changing point balances to leave a comment Default Values Default Profiles Profiles Accruals Employee CL Holiday Holiday Table H x Pay Calculations Hour o Gl x Pay Period Weekly ol ai Pay Prep Deat A DE Points gt fl w Security Employee fal x i x Timesheet Time Stamp Work Schedule E Hour Mon Fri Timesheet Auto Population Policy H Holidays First Screen Security Profile Default Employee Type Non Exempt Pay Type Salaried 1 Settings within this window determine the Profiles a user will be assigned upon creation of their account Security the default Security Profile for new accounts created in the system Holiday the default Holiday table to be applied to all new accounts in the system Pay Period the default pay period to be applied to all new accounts enrolled in the system Timesheet the default Timesheet to be applied to all new accounts enrolled in the system Accruals
235. tings View Default gb Rows On Page is l 2 Rows F Tools Report Category Report Hame Saved As Name Report Owner Created a al r r a al r h F Calculated Time Calculated Time Summary Per Pay Period Eva Amontis O082012 02 40p Cb ey 4 Time Allocation Detailed Hours Grouped by Region My 05 08 2012 02 36p 3 Click the button to view the report Report Definitions 1 My Saved Reports shows a list of all reports you have saved as your personal setting 2 HR gt Employee Lists Anniversary Calendar provides a calendar view of Anniversary dates for all employees you have access to Birthday Calendar shows all a calendar style page with employee birthdays highlighted Cost Centers Accessible To Employee provides a list of all employees and the Cost Centers they have access to Web Based Time amp Labor Management User Guide for System Administrators 170 Employee Contacts provides a list of all employees and their personal contacts Employee Information Labels provides a configurable list of employees and their information that can be exported and printed on labels Employee Information Printing provides a configurable list of employees and their information that can be exported and printed Employee Notes shows all employees and any notes they have associated with their accounts Employee Roster shows all basic information and main settings for each employee profiles
236. tional Add Rows breakdowns click on the button 8 Click on the 9 Click SEG tO return to the Work Schedule Cycle 10 If On The Fly Scheduling has been enabled within Global Settings select the Fixed schedule type and then enter in the from and to times Create New i cde DUTTON to create a new schedule button to save the permanent changes to this employee s breakdown 11 Select the 12 Select the button when finished Tips on Managing Schedule Profiles At some point you may need to modify or delete a Schedule Profile Go to Company Settings gt Profiles Policies gt Schedule Daily Rules or Work Schedule and use the following guidelines Before you modify a Work Schedule you might want to view the user accounts associated with it To do this simply click the button next the Work Schedule you want to modify Web Based Time amp Labor Management User Guide for System Administrators 88 To modify a Schedule Daily Rule or Work Schedule click the A button next to the Schedule Profile you want to modify Make your changes as desired and click the Save button To delete a Work Schedule click the 6 button next to the Work Schedule you want to delete The system prompts you to confirm the deletion Click OK Note that you cannot delete any profile that has a user account associated to it ch To clone a Schedule Daily Rule or Work Schedule click the button next to the Schedule Profile you w
237. tra Pay Allows employees to enter an extra pay amount when clocking in or out 11 Time Off Allows employees to designate time off when clocking in or out 12 Punch Messages Sets the message font style and length it displays when an employee s punch triggers either an information warning or error message 13 Automatic Cost Center Allocation based on URL logic can be added to the clock s URL screen to specify which cost center the employee Is punching in to without them needing to specify https secure entertimeonline com ta lt COMPANYSHORTNAME gt clock DefaultCost1 5 lt ExternallD gt lt COMPANYSHORTNAMESs replace with the shortname of the company DefaultCost1 5 lt ExternallD gt represents the Cost Center Tree 1 through 5 and External ID of the specific Cost Center on that tree Multiple levels of job costing can also be handled through this new method you will include amp _symbols between each tree For example clock DefaultCost1 123 amp DefaultCost2 456 amp DefaultCost3 789 etc Qe ee Web Based Time amp Labor Management User Guide for System Administrators 20 Locales Currently the system can display in either English US French French Canadian or Spanish To create the Locale Language amp Formats 1 Select Company Settings gt Global Setup gt Locales and wll E aoc new Company Locale Name Spanish Language Spanish Date Format MM dd yyyy El Time Of D
238. tra Pay is Submitted when an extra pay entry is submitted on an employee s timesheet a notification will be triggered Time Entry Begins or Ends Outside of Timesheet if an employee has a time entry including a punch either before or after the timesheet s start or end will generate a warning or an error m Time Off Exceeded will display an error or warning message if an employee enters time off that will result in a negative accrual balance You can also specify that an employee s accrual balance can go negative only up to a certain limit So for example if this is set to 8 hours if the employee has a time entry on their timesheet that brings their balance below 8 hours either an error or warning will generate The message will appear upon submission of their timesheet n Time Off is Not Equal to Employees Schedule or Standard Work Day if amount of time off hours entered on timesheet for any given day does not match the employee s scheduled or standard work hours o Time Off Request Pending either displays an error message or a warning message if an employee has unapproved time off requests The message will appear upon submission of their timesheet p Timesheet Change Request Pending either displays a warning or an error if there is a timesheet change request pending approval q Verify Piecework is Separate from Hours confirms hours and piecework are separate within the employee s timesheet r Verify Time Entr
239. ttons along with Web Based Time amp Labor Management menu options to navigate throughout the application rather than the Back button offered in your web browser p l wy Approve Filters Many pages in Web Based Time amp Labor Management offer filters for sorting data that appears on the page see example on next page These filters can be very helpful if you are looking for a specific record within a long list of data Example you might be trying to find an employee account to edit amongst a long list of employees You can find that employee account quickly by entering the first few letters of an employee s last name in the Last Name filter field selecting the starts with option and clicking Run The page will refresh and display all users who fit the criteria entered Ex If you enter in Smi both Sally Smith and Jane Smiley will display View Defaut ra Rows On Page Showing 1 10 of 34 2 F Tools Y Ed GA GA GA A a A a A Gx r r r x r r r C Employee ld FirstName Last Name Raw Hours Calc Hours Incomplete Default Cost Records Center 1 C o I e You will notice most column headings in the filter area contain G and X symbols The G symbol lets you group the data on the page by that data type The X symbol lets you remove that data column altogether from the results on the page Web Based Time amp Labor Management User Guide for System Administrators 6 In the drop down menu you
240. u can specify rate tables by different categories of time entries per user personal rate table or per shared rate table Web Based Time amp Labor Management allows you to create as many rate tables as needed per category Each rate table can be configured with the effective dating feature so as to retain a rate history based on a certain date range When a time entry is added into the system a look up is made for the rate and the rate is assigned to the time entry based on the table rules All time entry reports allow the amount and rate columns to be displayed if the rate tables have been enabled See the following explanation of how a rate assignment would work in the system Assigning a Rate to Time Entry A time entry has multiple properties assigned to it Cost Center Time Off Shift etc The rates are specified based on any of the time entry properties or combination of the time entry properties Example If Cost Center NJ Bridgewater then rate 6 00 If Cost Center NJ Fords then rate 7 00 If Cost Center PA including sub tree then rate 8 00 f Cost Center NJ Fords amp Shift 2 then rate 8 00 If Shift 3 then rate 10 00 If Shift 3 amp Custom Field ABC then rate 20 00 A rule is set to match a rate table list record if all of the fields specified in the rule match the time entry record Order is very important in the rate table Any rule that is more specific has more fi
241. ual Profile Has Use First Balance Configured Request Exceeds Employee Regular Day Hours Hours Any Already On Timesheet Hours Time Off Already On Timesheet Requested Day Is For The Next Accrual Year Reguested Day le For The Previous Accrual Year Requested Day Is One Year s From Now Requested Day Is Blocked Out 10 The Approval Settings box that allows you to configure what warnings should be generated when a manager approves a time off request Prior to this release these warnings were in place on the back end with no options to enable and disable Now you can enable disable those options as you need Settings Per Time Off Time Off 1 Personal als Add Time Off Settings Request Increment Profile Defau It Days Block Profile WE Employee Can Request Blocked Days Profile Default Requests Require Comment Profile Default Past Dates Can Be Requested Profile Default Do Not Run Approval Checks Excess Settings When requesting employee willreceve Warning if entered time off exceeds current balance by a Check estimated balances on date of request Web Based Time amp Labor Management User Guide for System Administrators 116 11 The Settings per Time Off box allowing you to configure a request increment tie a days profile and warn or error when an employee makes a request putting them into a negative Extra Settings
242. ule Daily Rules and permanent Work Schedules to reflect the different schedules used within your organization You can also have Web Based Time amp Labor Management auto populate the user s timesheet with their work schedule this is specified in the Employee Information Edit screen of the user s account To create daily schedule rules 1 Select Company Settings gt Profiles Policies gt Schedules gt Daily Rules View Default g Rows On Page 25 r 2 Rows A Tools w h Name Schedule Description Active Created Profiles i al he al kai E All il jez CF 7 00a m 4 00p m 1 1st Shift No Premium Y 11 11 2011 08 53a iF Er 3 00p m 12 008 m 1 2nd Shift Premium Y 11711 2011 02 538 2 Click on the button to bring up the Edit Daily Work Schedule window Web Based Time amp Labor Management User Guide for System Administrators 84 Schedule Daily Rule Name 7 00a m 4 00p m ist Shift No Premium a Description Active For Existing Schedules Apply Change Starting From 05 07 2012 ig Schedule Type Free Flow Fixed Start Time 07 00a Previous Day F End Time 04 00p Lunch Settings Have Lunch Yes Minimum Time Required Maximum Time Allowed 1 00 Paid Time 0 50 en oy ads HH 00 From Start Lunch Start After 4 00 Of Work Day Settings Standard Total Hours 0 00 Default Shitt fal Work On Holiday F Name Description Enter the Name and Description of schedule Schedule T
243. uled If 3 00 HH 00 Later Than Scheduled End Requires Manager Override forces a manager to override a punch by an employee prior to scheduled time This setting is applicable to web based time collection and on some hardware devices Please contact your Application Specialist for options regarding schedules on hardware devices Not Scheduled If HH 00 Earlier Than Scheduled Start allows you to restrict an employee from punching IN prior to their scheduled time Not Scheduled If HH 00 Later Than Scheduled End allows you to restrict an employee from punching OUT after their scheduled time Exception Punches lf cannot match punch to schedule or time entry find time entries withnin 0 00 of punch If Cannot Match Punch to Schedule or Time Entry Find Time Entry Within of punch if a punch is too far from the employee s scheduled time the system can look within a specified time frame to associate that punch with the closest punch Web Based Time amp Labor Management User Guide for System Administrators 110 s Employee Policies Employee Policies Employee Needs To Submit Timesheet Timesheet is automaticaly submitted 1 day after last day of timesheet at 03 00a F All Employee Changes Require Notes Reason Codes NONE Show Disclaimer when employee submits timesheet 4000 characters max I certify under penalty of penury that The time records I have submitted for teh pay re period ending on the date of this
244. ultiple Days 7 Hours Per Day Entered By Employee Multiple Days Populate Full Day From Time Off Definitions Scheduled Employee Standard Work Day Custom 8 00 HH 00 Note If more than one option above is selected first non zero value would be used Default Settings None o o Request Increment PE Days Block Profile Employee Can Request Blocked Days Requests Require Comment Past Dates Can Be Requested Excess Settings When requesting employee will recerve Ignore 7 if entered time off exceeds current balance by O Hours Y Check estimated balances on date of reguest Waiting Period Employee cannot request time off for following their Started Date Collect Cost Centers Cost Center 1 Sereen Settings Show Approvers Screen Disclaimer Location Tithe Web Based Time amp Labor Management User Guide for System Administrators 114 1 Available Time Off the following selection will limit what an employee is able to choose when requesting time off All all time off categories All Marked as Can Be Requested by Employee allows you to limit time off requests to only those marked within the Time Off Definitions as Requestable Accrued By Employee allows you to limit time off requests to only those categories for which an employee accrues Custom List allows you to define a custom list of categories an employee can request off 2 Available Request Options allow you to limit the options
245. ur company as you want it to appear within the Web Based Time amp Labor Management application Company ID an abbreviation for your company name typically consisting of 2 3 letters used to identify your company at the initial login screen This field cannot be modified Tax ID your company s tax ID This information is used for payment tracking Example if an adjustment is required to your account your tax ID is required for us to issue payment Street City State and Zip your company s address Web Based Time amp Labor Management User Guide for System Administrators 11 The Company Configuration Screen The Company Configuration screen contains system wide settings associated with your Web Based Time amp Labor Management system If you need to modify these settings use the information in this section as a guideline Click on the Company Config tab Modify the settings as desired and click the outline provides definitions for each field setting button The following Auto Groups See Auto Groups Employee Field Enabled Employee Status F Employee Type Pay Type d Root Department F Root Projects C Default Department Leva 1 20 30 4 E 5 E 1 When enabled check marked groups are automatically created based on these fields The user is automatically moved in and out of said groups as the values of these fields are changed in their user file Account Extra Fields ro Account Extra Fiel
246. y Edit Time Off Request Screen Settings Time Off Label Time Off Separate Time Off and Cost Centers Employee Access Requests Time Off Enters Time Off Limit Managers Time Off No Limit Time Off Request Profile Time Stamp fia 2E I re APPly Changes x Cancel Time Off Label allows you to change the label of time off when displayed on the timesheet Separate Time Off and Cost Centers when clicking on the look up for cost centers and time offs you can have them all grouped together or displayed as separate look up icons Employee Access provides the option to allow employees to enter time onto their timesheets in addition to requesting time off if they have the ability to edit their personal timesheets Limit Managers Time Off can limit the types of time off that a manager has the ability to see and allocate time towards on an employee s timesheet Time Off Request Profile attaches the defined Time Off Request Profile below to a specific Timesheet Profile Web Based Time amp Labor Management User Guide for System Administrators 113 Time Off Request Profile Name Time Stamp Description Active Available Time Off All All Marked as Can be Requested by Employee E Accrued by Employee CustomList O O HE Available Request Options Full Day Full Day Partial Day Start Stop Partial Day Start Stop Partial Day Bulk Partial Day Bulk M
247. y May 06 2012 Employee Filter All Employees amp mmni Time Range Date 05 08 2012 Los From 05 00a To 06 00p Increment 15min View Default Fd Rows On Page 20 7 Po Showing 1 20 of 58 e F Tools Y kai Employee ld First Name Last Name Employee Time Off Scheduled TPT PTET TT TTT TT TTT TTT Tp Tyr 7 Status fa 7a Sa 9a i ailailp ip 2p 3p 4p 5p p 7p starts stats Y stats l Y All T Terminated h 000186 Regan Jones Active Yes 0002 Alexandra Meyers Active Yes dae Kathy Watts Active Yes amp ow Andrew Fizer Active Create Hew 5 To create a new daily schedule select the E button This will take you directly to the Edit Schedule Daily Rule Here you can create a new daily schedule To view or change a daily schedule 1 Select Manage Time gt Scheduling gt Daily Schedule ak Wa 2 The Daily Schedule Graph screen for the current date will display Use the button view a different date Manage Time Scheduling Daily Schedule Daily Schedule Graph Tuesday May 06 2012 Employee Filter All Employees By _ Time Range Date 05 08 2012 Wh From 05 00a To 08 00p Increment 15min View Defaut go Rows On Page 20 Po Showing 1 20 of 58 s5 F Tools F Employee ld First Name Last Hame Employee Time Off Scheduled TTT TTT TTT TITT TTET ETTET TTT Status Ga 7a Sa 9a 10aiiai2p ip 2p 3p 4p 5p p 7p starts Y starts s Y starts i Y l kal All Y Terminated h mr A amp onse R
248. y Profile works in conjunction with the Groups module The Security Profile gives the user access to the specific screens they will need to see in order to edit approve timesheets However they must also be assigned to the appropriate employees within the Groups module in order to see employees in those screens The Payroll Management tab allows you to grant a user access to run through the Time Prep Process and configure the Payroll Export Format The HR Management tab allows you to grant a user access to view edit information within the employee s file as well as terminate rehire and change employee s passwords Enabling settings on this tab works in conjunction with our Groups module same as with Time Management The Modules tab allows you to grant a user access to Points Schedules and Accrual Balances from a functional perspective For example you would not be able to change the configuration of the Profiles associated to these modules however you can change an employee s schedule run accruals and view point balances The Profiles tab allows you to grant a user access to view edit add and delete profiles within the system including Benefit Accruals Holiday tables Security Profile Timesheets etc The Reports tab allows you to grant a user access to view various reports within the system A user s access to specific employees within reports is determined by our Groups module Several reports also have the option for All C
249. y overtime during the time prep process instead of having it calculate directly onto the employee s timesheet Simple Pay Period Overtime similar to the pay calculation profile rule this allows you to apply pay period overtime during the time prep process instead of having it calculate directly onto the employee s timesheet Simple Weekly Overtime similar to the pay calculation profile rule this allows you to apply weekly overtime during the pay prep process instead of having it calculate directly onto the employee s timesheet Rates Apply Weighted Average Overtime Rate allows you to pull the employee s rate s and divide it by their worked hours including any extra pay and additional records only applying the premium to that amount For example if Overtime has a multiplier of 1 5 this rule will take the employee s rate and multiply it by 5 and add that as an additional rate for the Overtime hours Apply Blended Overtime Rate allows you to pull the employee s rate s and divide it by their worked hours including any extra pay and additional records and overrides the initial rate with the new calculated amount for the Overtime hours Apply Rate Table allows you to apply the employee s rate table or a specific rate table to the employee s processed time Apply Split Overtime Rate allows you to calculate an employee s rate based on their total worked time potentially across multiple pay categor
250. y the end date of the pay period in the Header area of the timesheet Then specify the format that should be used to display the end date in the Period End Format field Click the button to select from different date formats 4 Date Label specify the date format for date entries on the timesheet Web Based Time amp Labor Management User Guide for System Administrators 104 5 Day Time Format AM PM Military this setting controls how time should appear on the timesheet Select the button for the Day Time Format you want to apply the options are AM PM 5 00 PM or Military 17 00 Time Entry Collected Data Time Entry Collected Data Enabled Settings Label Cost Center 1 A Cost Center 1 Shift F Shift Pay Category F Pay Category Piecework F Piecework Rate 1 Rate Table 1 E Rate 2 Rate Table 2 F Daily Notes WA Notes Time Entry Notes E WA Notes In Reason Code E Out Reason Code F The screen above determines how hours are collected on an employee s timesheet 1 8 9 Cost Center 1 10 allows you to allocate time to a specific cost center In the example above only one tree has been enabled for this company however if multiple trees are enabled you would have the option to allocate time towards those cost centers Shift allows you to manually allocate time to a specific shift Automatic shift calculations can also be done through Pay Calculations Pay Category allows you to manually alloca
251. ype by default there are 3 options a Free Flow allows you to enter a bulk amount of hours for a day Example 8 hours b Fixed allows you to enter a start and stop time for the schedule Example 9AM 5PM as in the example above c Floating allows you to enter in a range of start times and total hours Example the employee can arrive between 8AM 10AM but they must work a total of 8 hours Start Time when fixed is selected enter in the start time of the schedule Previous Day check if the start time occurs on the previous day than the end time End Time enter in the end time of the schedule Have Lunch select yes or no if this schedule has a lunch If yes please fill in the following options a Minimum Time Required the minimum time an employee is allotted for lunch b Maximum Time Allowed the maximum time an employee is allotted for lunch c Paid Time indicates the amount of time that will be paid for lunch d Lunch Start indicates when lunch starts Example after 4 hours of work or at 12 o clock tandard Total Hours type in the standard hours for this daily rule Default Shift select the BA tion and choose the shift you would like to use Work on Holiday select this box if this rule applies to holidays 3 Click the button when finished Web Based Time amp Labor Management User Guide for System Administrators 85 To apply daily rules to work days pany Settings gt Profiles Policies

Download Pdf Manuals

Related Search

Related Contents

Kapitel 6 DIP Schalter Einstellungen  Installation (1.10) - Guntermann und Drunck  5604-0121 パタークラブベンディングマシーン 取扱説明書  3G-FARM ソフトウェアマニュアル    Benutzerhandbuch  

Copyright © All rights reserved. Failed to retrieve file