Supervisor Functions TM02 Time and Attendance

Transcription

1 2015 Supervisor Functions TM02 Time and Attendance Get to know EmpCenter from the supervisor s perspective to learn functions and workflow related to managing employees. by WorkForce Software for City of Regina July 13, 2015 EmpCenter

2 LEGAL NOTICES Copyright 2015 WorkForce Software, LLC All Rights Reserved. WorkForce Software Seven Mile Road Suite 300 Livonia, MI WFORCE Copyright and trade secret laws protect the information in this manual. Access to this material is provided only under license or as part of an evaluation of the WorkForce Software solution specifically authorized by WorkForce Software. In no other case are you permitted access to this information. Nor are you permitted to disclose this information to any third party. If you have been provided this manual under any other circumstances, you must contact WorkForce Software at WFORCE ( ) to arrange to have this material returned immediately. This document was last updated on July 14, 2015.

3 Table of Contents About This Guide... 1 Objectives... 1 Conventions... 1 Background... 2 Implications... 2 Lesson 1: The Supervisor Dashboard... 3 Supervisor Functions... 3 Time Entry... 4 Reports... 4 Schedules... 4 Settings... 4 Other Dashboard Features... 5 Employee Exceptions... 5 Time Off Requests... 5 Time Sheet Status... 5 Customizing the Dashboard... 5 Rearranging Function Links... 6 Creating Dashboard Favorites... 6 Removing a Function from Favorites... 6 Lesson 2: Timesheet Components... 7 Timesheet Window Buttons... 7 Setting Date and Save Options... 8 Finding Timesheets... 8 Sorting Timesheets... 8 Navigating Timesheets... 9 Lesson 3: Working with Employee Timesheets Editing Employee Time Using Pay Codes Adjustments for Premium Pay and Superior Duty Time Record Favourites Reusing Timesheet Data Entering Timesheet Details Exception Handling Deleting a Time Entry Group Time Entry i

4 Adding and Editing Group Entries Using Other Group Time Entry Tools Approving Timesheets Rejecting Timesheets (OOS only) Amending Timesheets Lesson 4: Approving Time Off Requests Cancelling an Approved Time Off Request Time off Request Generation Lesson 5: Working with Schedules Assigning a Standard Schedule Assigning Permanent Schedule Templates Assigning Temporary Schedule Templates (for a bi weekly pay period) Assigning Schedules to Dates Outside of Current Pay Period Editing an Assigned Schedule Assigning a Schedule Cycle Group Schedule Entry Lesson 6: Delegation Cancelling or Revoking a Delegated Role Lesson 7: Generating Reports General Reports View Reports Premiums ii

5 About This Guide This guide will help you learn the most commonly used functions in the EmpCenter Time and Attendance application. Objectives In this course you will learn how to: Log into and navigate through EmpCenter Edit employee timesheet information Premium pay Superior duty Review bank balances and pay calculations Approve and amend employee timesheets Approve/reject time off requests Submit timesheets to Payroll Delegate privileges to others Generate reports Conventions This guide uses the following notational conventions: Bold text depicts tab labels, menu names, policy labels (Pay Code policy), function buttons (Submit Timesheet button), and computer keyboard keys (press Enter). Bold text and the right arrow symbol ( ) depict hierarchical choices in menus. Bold italics represents field labels (Status_Code_1 field). Shaded sans serif text represents program code or data. Bordered text depicts notes, cautions, or warnings. EXAMPLE: Shaded text represents examples. TIP: The image at left is depicts helpful tips. 1

6 Background The City of Regina and Workforce have worked together to configure EmpCenter Time & Attendance. This configuration includes a number of policy profiles, which are based on the City s jurisdictions: Local 7 Local 21 CMM Local 181 Local 588 Pay rules noted in each of the the collective bargaining agreements have been built into EmpCenter Time & Attendance. Once logged into EmpCenter, an employee will see only the options that are available to them, based on their policy profile. Supervisor indicates a person who has direct reports in the current structure (could be a coordinator, crew lead, supervisor, manager, director, etc.). EmpCenter Time & Attendance will create an audit trail for any adjustments made to a record. Implications EmpCenter Time & Attendance is part of a larger, integrated Human Resources information system, which will feed information back and forth between systems (Core HR, Payroll, Advanced Benefits and EmpCenter). This feed includes a daily import file which will automatically update employee information in EmpCenter, and automatically add new employees so they can enter and view their time and attendance information. Because of this, there is an increased need to notify Human Resources in advance of employee transfers or new hires. Employee ID cards will be a mechanism to enter time and attendance information. Advance notice to Corporate Facilities Security will ensure new employees receive their ID card in a timely manner. 2

7 Lesson 1: The Supervisor Dashboard The functions available on the EmpCenter dashboard depend on the type of role of the user. The supervisor s dashboard offers functions not available to non supervisor employees to assist supervisors in handling the time and attendance data of their employees. Supervisors can use these options to perform such functions as editing and approving employee timesheets, assigning schedules, or reviewing employee time off requests. Supervisor Functions Supervisors have the same functions as employees have on their dashboard plus the following. Time Entry Edit Employee Timesheet Edit Time for Groups Approve Timesheets Schedules Employee Calendars Group Calendars 3

8 Review Time Off Requests Assign Schedules Manage Group Schedules Reports View Reports Settings Manage Delegations The Exceptions information box (right side of screen) The Employees Time Off Requests information box (right side of screen) The Timesheet Status information box (right side of screen) Supervisor s Personal Information (bottom of screen, under supervisory functions) The functions available on the dashboard are arranged in groups of related tasks. See below for a description of each of the links on your dashboard. Time Entry My Timesheet: View, enter or update your timesheet. Edit Employee Time: View and edit employee timesheets. Edit Time for Groups: Add and edit time entries for a group of assignments at once. Approve Timesheets: Approve timesheets for groups of employee assignments. Reports View Reports: Generate general reports to view timesheet information for a certain period, delegated roles, or comments on timesheets. City of Regina HR Policies: Link to the City of Regina internal human resources policies. Schedules Employee Calendars: View the calendar of an individual employee. Group Calendars: View a calendar showing all employees entries. My Time Off: Submit time off requests, tracks the status of your requests, and views the history of past requests. Review Time off Requests: Approve or reject employee time off requests. Assign Schedules: Assign schedules or schedule cycles to employees. Manage Group Schedules: Enables the adding and editing of schedules for an entire group of assignments at once. Supervisors should use this window for one time schedule modifications. Settings Manage Delegations: The roles for an assignment group can be delegated to another user. When delegating assignment group roles, the owner can delegate only those roles that are Supervisors will have the ability to delegate their EmpCenter group to another supervisor to provide coverage for approvals when they are absent. This will allow the supervisor and the 4

9 recipient to edit and approve employee timesheets. In order for someone to receive access to an EmpCenter group, they must have direct reports identified in the current structure. Lateral EmpCenter delegation is recommended. Delegating down could result in the recipient not being able to edit and/or approve their own timesheet.once an owner has delegated a role, that owner can also cancel the delegation. Other Dashboard Features Employee Exceptions Employee exceptions, if any, appear on the right side of the dashboard. Click an exception to view its details in the respective employee s timesheet in the Messages tab. Exceptions are described later in this guide. Time Off Requests Time off requests, if any, also appear on the right side of the dashboard. Clicking a Time off request opens the Time Off Approval window for the respective employee. Time Off Requests are described later in this guide. Time Sheet Status The Time Sheet Status displays any unapproved time sheets. Clicking an employee name opens the respective employee s time sheet for your review and editing. Customizing the Dashboard EmpCenter supports the following dashboard customization features: 5

10 Rearranging Function Links To rearrange the order in which functions appear within a category, click and drag the function link. Creating Dashboard Favorites Hover the mouse pointer over the function s star icon and click it to move the function to the Favorites section of the dashboard. Removing a Function from Favorites Hover the pointer over the respective function link and click the star icon. The function returns to its original category. 6

11 Lesson 2: Timesheet Components When viewing and editing individual employee timesheets or schedules, the work area of the supervisor s window resembles the work area of an employee s window, and includes buttons that perform the same functions. Timesheet Window Buttons Button Button Function The Minimize button lets you hide the assignment tree. When hidden, the button toggles to a Maximize button. The Prev and Next buttons move you to the previous or next record available, respectively, based on your selection criteria. The Find button locates records based on a common set of search criteria. To sort your search results, click the top of any column in the Find Employees window. The Sort button arranges employee records in a specific order. The Pay Period button, in Table and List view, displays the timesheet s period. In Day View, this button indicates the date displayed in the timesheet. This button opens a pop up calendar from which you can select a pay period. 1. Click an assignment in the assignment tree on the left side of the window to reveal the group s employees. 2. Click a name to open the employee s timesheet. 7

12 Setting Date and Save Options You can specify date and save options that help you locate and process employee timesheets or schedules more efficiently. The options you select remain valid for the current session only. 1. To set the date and save options, click the Pay Period button to access a pop up calendar. 2. Select the period from the calendar by doing one of the following: Click the desired date. The period containing that date appears. Click the Default Period button to specify the current period. Click the Today button to specify the period containing today s date. The selected period appears in yellow. 3. Click the arrow in the Save button to access its drop down menu, and choose what the system will do whenever you save an employee s timesheet. By default, the system saves just the employee s timesheet and performs no further action. Select Save and Next to direct the system to save the employee s timesheet, then close it, and display the timesheet of the next employee in the group. Select Save and Find to direct the system to save the employee s timesheet, then close it and open the Find Employees pop up window. Finding Timesheets Use the Find button to quickly locate the timesheet for an employee or a set of employees based on specific search criteria. 1. Click the Find button to display the Find Employees pop up window. 2. Enter your search criteria. For example, you may enter a Last Name, Employee Number, or Policy Profile. You can also use a character string and or the wildcard character (*) to retrieve a list of employees matching the characters you enter. 3. Click Search to find the records, or click Cancel to exit the pop up without searching. When the search completes, the results expand within the Find Employees pop up window and appear in a table. You are able to sort your search results by clicking the top of any column in the Find Employees pop up window. 4. Click a row in the table to display the record for that employee. To refine your search, click the plus button to expand Search Criteria, make any changes, and click Search. Sorting Timesheets Use Sort to specify the order in which to arrange records. To sort records, click the Sort button to display the Sort drop down list. Select the option by which you want the records sorted. 8

13 Navigating Timesheets 1. To select a pay period for viewing or editing, click the Work Period button to access the pop up calendar, and select a pay period. 2. Use the Minimize and Maximize buttons to collapse or expand the left panel. 3. Use Tab or Shift + Tab to move between fields on the timesheet. 4. Click the Schedule tab to display the employee s work schedule. 5. Click the Messages tab on the bottom panel to display system generated messages related to the timesheet. 6. Click the Time Off Balance tab to view the employee s bank balances. 7. Click the Results tab to view a pay summary of the timesheet. 8. Select and click the Print item from the More button to print the timesheet. 9. Click the Save icon to save any changes you make. Select and click the Save and Find option from the Save button to save the timesheet and automatically open the Find Employees window. Select the Save and Next option to save the timesheet and automatically open the timesheet of the next employee in the group. 9

14 Lesson 3: Working with Employee Timesheets Editing Employee Time The Time Entry window enables you to: Edit employee timesheets View an employee s time off balances and pay preview Adjustments made to an employee record will be tracked in EmpCenter, and are subject to audit. 1. Select Time Entry Edit Employee Time in the dashboard. The Time Entry window appears. 2. Select an assignment group if you have been delegated more than one group of employees. 3. Select an employee from that assignment group. The employee s timesheet appears. Editing the timesheet for an assignment in the Time Entry window is the same as working in the Personal Time Entry window (OOS exception reporting). Using Pay Codes A pay code is an entry type identifier required for every transaction recorded on a timesheet or schedule. Each pay code has an entry type such as amount, elapsed time, or in/out time. Supervisors will have access to certain pay codes which are unavailable to employees and can modify employee timesheets by selecting from a number of additional pay codes. Pay codes such as vacation or sick will increase or decrease time off banks. 1. Open an employee s timesheet. 2. Select the needed pay code. 10

15 Adjustments for Premium Pay and Superior Duty Premium Pay Many calculations will be automated in EmpCenter, but there will be some other codes that are not. EmpCenter will narrow down which codes are available to the employee, based on their policy profile (jurisdiction). Examples of these codes include: Premium Dirty Pay the supervisor will enter the pay code and the amount of hours the employee should receive Dirty Pay for and then EmpCenter will calculate the amount based on the rate in the LD table Premium Dirty Pay Flat enter $100 Charter Doubletime for L588 Overtime/Doubletime for L181 Premium Standby (10, 15 and Flat) for L181, based on a Standby Schedule. Supervisors will need to enter this schedule on the employee record. Superior Duty Employees may be entitled to superior duty pay, depending on their work for the day or if they have been assigned to a superior duty type role to cover a vacation or leave, etc. Supervisors will have the ability to adjust the employee s timesheet to reflect the superior duty role. By selecting a combination of Organization, Union and Job, the supervisor will be provided with a list of superior duty assignments the employee could be assigned to. 11

16 Time Record Favorites Time Record Favorites allow you to insert a pre defined time record into your timesheet in order to save time. Instead of entering each part of a time record every time you need to enter the information on a timesheet, you can create a Favorite, which enters a combination of information all at once. 3. To create a Favorite on a timesheet, fill in the fields of a time record which will become a favourite. The Time field cannot be pre defined in a Favorite. If changes to the time are required, you must directly enter hours on the timesheet after applying a Favorite. 4. Click the Insert button drop down menu on the time record from which you want to create a favourite. 5. Select Create New Favorite From Row. The Create Favorite window appears, listing the values of the various fields on the time record. 6. Fill in the Create Favorite window: 7. In the Favorite Label field, enter a name for the favorite. 8. If you do not want the favourite to include a pre defined value for a particular field, unselect that field by clicking the corresponding checkbox. These fields remain blank on the time record when you apply the Favorite, requiring the user to enter a value each time. Select the check boxes of the parameters you need to appear each time you use the favourite. A pay code must always be part of a Favorite, since this field is mandatory for any time record. 12

17 9. Click Create Favorite to create a favourite for the time record. The Favorite you created appears in the Pay Code field and is available for you to use in all timesheets for the group/assignments you selected in the Use this favourite when viewing timesheets for field. The Favorite displays with the given label at the top of the Pay Code drop down menu. A star icon appears beside the name of the favourite. Favorites are not propagated to other users. Only you have access to the favourites you create. Each member of a target group/assignment has access only to Favorites they have created themselves. Reusing Timesheet Data Copying Data Note this will copy the Time column as well, which will override any time entered into the copied section. Use caution when using this function so that the clock in/out time is not overridden (Favorites may be a better option). This function is likely most useful for OOS employees. 1. Click the drop down arrow next to the green plus sign that represents the Insert icon. 2. Select Copy, and one of the following: 13

18 Copy Row Copy Entire Day Copy Entire Week Navigate to where you want to paste the copied information. From the drop down arrow next to the Insert icon, select Paste 1 Entry. The Paste event is acknowledged. Cutting and Pasting Data 1. Click the drop down arrow next to the Insert icon. 2. Select Cut, and one of the following: Cut Row Cut Entire Day Cut Entire Week 14

19 3. Navigate to where you want to paste the cut information. From the drop down arrow next to the Insert icon, select Paste 1 Entry. The Paste event is acknowledged. Entering Timesheet Details The Comments field can be used to enter details about an infrequently used pay code to a timesheet entry or to enter any additional information related to a particular time entry. If a timesheet entry contains any details, a Comment Indicator appears in the field associated with the comment. Supervisors are encouraged to use Comments when adjusting an employee s timesheet. Comments will remain with the timesheet record. 1. Click the Comment tab to expand and collapse the Comments field. An alternative method is to press the Shift and Enter keys at the same time. By default, when the Comments field contains data, the comment indicator and comment toggle are green. If the Comments field contains any invalid data, such as an invalid date format or too many characters, the comment indicator is red. 15

20 2. To hide the Comments field, click the Comment tab. Exception Handling An exception is a conflict noted between time and attendance information and the rules under which the timesheet is processed. Exceptions generate messages which appear in the Messages tab on the Time Entry window. Some messages are informational and require no action; others require a satisfactory resolution before the timesheet can be successfully submitted. Error level exceptions must be corrected before the respective time is paid. The Messages tab presents exceptions. Each exception shows the: Date of the exception Exception message describing the problem Severity of the exception (Informational, Error, or Warning) Any action which may be required If a time entry has a related exception, a color coded exception pin appears which, when clicked, displays the Messages tab. The exception messages are also color coded to identify the level of severity, and sometimes the system is configured to automatically send e mail notification of the exception to you or another appropriate party. To view exceptions for a specific day, select the Filter exception by day checkbox. White: No exceptions or only informational messages present Yellow: Warnings present Red: Errors present By default, exception messages are displayed in decreasing order of severity. The rank of severity codes, from lowest to highest, is as follows: Severity Level Field Options Least Severe l Most Severe No Exceptions Informational message no action required Informational message action may be required Warning (e.g., an exception may need to be acknowledged) Warning paid differently than entered (e.g., Entered leave time exceeds available bank balance) Error record not paid (e.g.; Missing in or out punch) Error entire timesheet not paid/held (e.g., System Error) 16

21 1. Select any column header (Date, Exception Message, or Action Required) to reorder the list. 2. Click the arrow which appears next to the column name to select a different sort order. 3. Time entries associated with exceptions appear on the timesheet marked with a colored pin. 4. Click the pin to display the exception message. Deleting a Time Entry You can delete a row of time, a time transaction commonly called a slice, in Table View. This may be used if an error is made while editing a timesheet (while updating superior duty, for example). 1. Switch to Table view if necessary. 2. To delete a time slice, select the time slice to delete. 3. Right click and select Delete Entry. Note All record adjustments will create an audit trail. Group Time Entry The Group Time Entry window enables supervisors to perform bulk time entry tasks for groups of employees. You can edit an entire or partial group of employees. For example, you can add a week of training to a group of employees in a branch. 17

22 1. To display the Group Time Entry window, select Edit Time for Groups from the Time Entry area of the dashboard. The Group Time Entry Window appears: The Group Time Entry window enables you to select and edit entries for multiple timesheets. 2. To select group entries, select the appropriate assignment group from the Assignment Group drop down menu. Once the relevant information loads, a grid displays employee names, days, and dates. For large groups, only the first 50 members display. Use the filter button to refine your results. Time entries associated with warning and error exceptions appear with a shaded background. Yellow indicates exception warnings, while red indicates error exceptions. 18

23 In most cases, the grid s default view displays the current pay period. To choose a different pay period, select a date that falls within that pay period by doing one of the following: Enter a date in the Date field. Use one of the following formats: MM/DD/YY, MM/DD/YYYY, YY/MM/DD, or MM DD YY, including the slashes or dashes. Alternatively, click the Calendar button (if available) and select a date. After selecting a new date, the grid automatically updates to that date. 1. Select entries to modify by clicking the appropriate cells in the grid. To select all dates in the time period, click the cell containing the employee name. To select a specific date for all members in the group (i.e., a column), click the cell containing the date (the column header). To select specific dates for specific members, click the cells you would like to edit. To select a range of cells, click the first cell in the range, and then press SHIFT while clicking the last cell in the range. To select multiple concurrent cells, click a cell and drag the mouse across additional cells while holding down the mouse button. Click the Clear Selection button to start over. 2. Select the Daily Entry Add/Edit option to apply different changes to individual employees. 3. Edit the timesheet as you would in the Time Entry window. 4. You can use the drop down menu to switch between the Daily Entry and the Group Entry. 5. Select the Group Entry Add/Edit option to apply a single change to all employees. 19

24 6. After you ve made the desired edits, select Save and Return to save the changes and return to the main Group Time Entry Window. Select Save to save changes and remain on the same page. Select Back to return to the main window without saving the changes. 7. To edit the assignments of employees in a different group, select a different group from the Assignment Group drop down menu. Adding and Editing Group Entries You can add and edit entries for just a few records or a large number of records. 1. To add or edit group entries, select the cells for which entries are to be added or modified. 2. Choose the task and method to be performed. In the Group Entry area, click Add or Edit to add or edit large groups of entries. This is a good choice when you have selected dates for entire groups of assignments. In the Daily Entry area, click Add or Edit to add or edit daily entries. This is a good choice when you have selected just a few assignments or an individual assignment. The Group Time Entry window opens in either Group Entry view or Day view for adding and editing group entries. 20

25 When you select one or more assignments for editing, the window displays the pay code for the in and out times, and groups consecutive in and out times with the same pay code. In and out times are grouped even if there are gaps between them, provided the times are not separated by another in and out time with a different pay code. 3. Make the necessary changes or additions. Click the Insert button to add time or schedule entries. Click the Delete button to delete time or schedule entries. Use Tab or Shift + Tab to move between fields. 4. Save your work. Click the Save button to save your changes. Click the Save and Return button to save your changes and go back to the entry grid. Click the Back button to exit the window without saving your changes. Using Other Group Time Entry Tools Button Description Retrieve a list of records matching a specific set of criteria. The filter searches all assignments to which you have access. Arranges your records in a specific order. 21

26 Lets you take action on exceptions. Filter Employees 1. To filter employees, enter your search criteria. For example, you may enter a Last Name, Employee Number, or Hire Date. 2. You can also use a character string and/or the wildcard character (*) to retrieve a list of assignments matching the characters you enter. 3. If you include a wildcard, use the Max Results field to limit the number of records displayed. 4. Click Search to find the matching records, or click Cancel to exit the pop up without searching. Sort Employees 1. In the list of sort options, arrange the options in the order by which the records will sort. For example, you can sort first by hire date, then by last name, etc. 2. Click Sort to use the sort hierarchy you have specified, or click Close Window to exit the pop up without searching. Edit Exceptions 1. Select exceptions to modify by clicking the appropriate cells in the grid. To select all dates in the time period, click the cell containing the employee (assignment) name. To select a specific date for all members in the group (i.e., a column), click the cell containing the date (the column header). To select specific dates for specific members, click the cells you would like to edit. Select a range of cells, click the first cell in the range, and then press the Shift key while clicking the last cell in the range. To select multiple concurrent cells, click a cell and drag the mouse across additional cells while holding down the mouse button. 2. Click the Edit Exceptions button. A new window opens for addressing and resolving exceptions. Depending on your configuration, the appearance of this window can vary. 3. To select certain exception types, do the following: a. Click the Exception Filter button. The Exception Filter dialog box opens to let you select specific exceptions and to filter exceptions by severity level. 22

27 b. From the Minimum Exception Severity Level drop down list, select the lowest level exception you want to view or edit. c. In Exception Codes, select the specific exceptions you want to view or edit. By default, the system selects all exception codes. d. Do one of the following: i. To save your changes, click Save. The Exception Filter dialog closes and the Group Time Entry window displays the filtered results. ii. To display all exceptions, click Reset to Default. The Exception Filter dialog closes and the Group Time Entry Window displays unfiltered results. iii. To cancel any filter changes, click Close Window. The Exception Filter dialog closes and the Group Time Entry Window display does not change. 4. Make the necessary changes or additions. a. Click the Insert button to add time or schedule entries. b. Click the Delete button to delete time or schedule entries. c. Select the Acknowledged checkbox to acknowledge the exception. 5. Save your work. a. Click the Save button to save your changes. b. Click the Save and Return button to save your changes and go back to the entry grid. c. Click the Back button to exit the window without saving your changes. Approving Timesheets Timesheet approvals are required once every 2 weeks. Most commonly, the cut off will be Monday, prior to the Friday payday. notifications will be sent to supervisors to remind them of approving timesheets (to those who have not yet approved them). 23

28 Time will be limited for approvals on the pay cutoff day. Don t wait until cutoff day to review timesheets! It s much easier to review each day and ensure things are accurate that way you don t need to remember what happened 2 weeks ago. This also helps to split up the work so it won t take so long to review timesheets on the cutoff day. You can approve hours for individual employees or for an entire group. When you review employee hours, the system allows you to see whether an employee s timesheet contains any exception messages. Timesheets with errors need attention before approval. You can choose to open and view timesheets to review any condition causing an exception, or reject timesheets and direct employees to correct them (OOS employees). Approving timesheets despite exceptions could result in inaccurate pay. If there is a mixture of error free timesheets and timesheets with exceptions, you have the option of approving the error free timesheets immediately. The primary focus of approving or rejecting hours is to correct timesheets to eliminate exceptions. 1. To approve or reject employee time, select Time Entry Approve Timesheets. The Approve Timesheets window appears. 2. From the assignment tree, select the group for which you want to approve or reject hours. 3. The Approve Current Timesheets window appears. The names of the employees in the group populate the main window. 4. You can view an employee s timesheet by clicking on the row of the respective employee. If you would like to view timesheets ending on a different date than the default (the current date), do the following: 24

29 a. Select the checkbox in the Employees Active On field. A pop up calendar appears. b. Select a different date. The window updates with timesheet information for the period containing the date you selected. c. If you would like to return to the current date, deselect the checkbox in the Employees Active On field. 5. To approve employee timesheets, do the following: a. Approve the employee hours. To approve an individual employee s hours, select the Approve checkbox in the Approve/Reject field. The Approve button for an accepted timesheet includes a green check mark. This is a toggle; you can click it again to undo the approval. b. If the timesheet data indicates that all timesheets have been submitted without any errors or exceptions that will prevent you from approving them, you can approve them at once using the Approve All button. c. If the timesheet data indicates a mixture of error free timesheets and timesheets with exceptions, you can approve the error free timesheets immediately by checking the box for Timekeeper s Approval. Of course, you may choose to correct all timesheet errors first, and then approve all employees at once. 6. Click Save Approvals. The hours for the applicable employees are saved for the specified work period. When employees access their timesheet for that work period, a note appears informing them that 25

30 the hours have been approved. They will not be able to enter changes to their timesheet for that work period. Click on Exceptions, and it will sort the timesheets so that those with exceptions are at the top of the list. Click it again, and the timesheets without exceptions will move to the top of the list. Rejecting Timesheets (OOS employees) To reject an OOS employee timesheet, do the following: 1. Click the Reject timesheet button in the Time Approval field. 2. The Reject Timesheet window appears. 3. If the employee has an address on file you can send an notification to the employee about their rejected timesheet. Complete the fields in the Reject Timesheet dialog, using the following table as a guideline. If rejecting a timesheet, ensure the employee has enough time to update before the Payroll cutoff. 26

31 Table 1: Reject Timesheet Dialog Fields Field Description Notify subject message Comments 4. Do one of the following: The employee to be notified about the rejected timesheet. The subject title of the to be sent to the employee. (The subject can be changed.) A message to convey to the employee about the rejected timesheet. Additional information about the rejected timesheet. Click Reject to reject the timesheet and send the e mail message. Click Close Window to quit the Reject Timesheet window without rejecting the timesheet. Click Undo to rescind the previous rejection of a timesheet. This option is enabled only if you previously rejected the timesheet. Clicking Undo moves the timesheet to a neutral status. You can also undo a rejected timesheet by selecting the checkbox on the Approve button and clicking Save Approval. This method will save the timesheet as approved. 5. If you have rejected the timesheet, the Approve button is grayed out. Click Save Approvals. Once saved, the Approve button for a rejected timesheet is no longer grayed out. 6. Click the History button to view the approval or rejection history for an employee timesheet. 7. The Approval History for Employee window appears. The Approval History window displays the action taken, who took action, the date and time of the action, any e mail messages sent, and comments made. 8. Review and click Close Window. 27

32 Amending Timesheets Supervisors can amend timesheets for past pay periods for employees in assignment groups delegated to them. How far back in the past amendments are permitted is determined by your organizational rules and can differ by role. The limits in your organization are as follows: Table 1: Limits, by role, for amending timesheets. Role OOS Employee* Supervisor Payroll Administrator Limitation 42 days 42 days 365 days OOS employees will be able to edit timesheets for past pay periods. Supervisors will need to update on behalf of in scope employees. Data from amended timesheets are not included in reports unless the amended timesheet has been approved and locked. Amended timesheets must be approved by a supervisor, or a higher role, to be included in end of period processing and paid. Any changes made to a timesheet that has already been paid will cascade through all timesheets up through the current pay period. The difference will be applied to the current pay and bank balances. If you amend a past timesheet to account for a vacation day that that was entered as a work day, then that change because it affects the vacation bank is used to recalculate the bank balances for each successive timesheet up through the current pay period. 1. To amend a timesheet, click the Amend button for the timesheet in the pay period that needs to be modified. 28

33 Figure : Amend button. 2. The timesheet opens for edits. Edit and Save the timesheet. The Other Versions button appears. Figure : Other Versions button. 3. Click the Other Versions button. The Timesheet Versions window appears. Figure : Timesheet versions window. 4. Click View This Version to display the original version of the timesheet. 5. Click Compare To Open Version to list the differences between the two versions. A pop up window displays the results of the comparison. 29

34 Figure : Timesheet Comparison report. 6. After viewing the comparison, you can print the results, or close the window to return to the timesheet. 7. To be paid the timesheet must be approved. This can be done right away, or along with the regular bi weekly approval process. To complete the approval right away, return to the dashboard, click Approve Timesheets, search for the adjusted timesheet by employee name, etc. and approve. 30

35 Lesson 4: Approving Time Off Requests When an employee submits a time off request, the request is forwarded to the employee s supervisor for review. The supervisor can then approve or reject the request. 1. To view a listing of the time off requests that have been submitted by employees, select Schedules Review Time Off Requests on the dashboard. The Time Off Review Summary window appears, listing pending requests, if any, and a history of past requests. 2. Select an employee. The request for that employee appears, including the hours requested, remaining bank balances, and history of the request. Notice that the Request Summary window includes a link to the Group Schedule window (View Group Schedule), which enables you to ensure that staffing needs will be met during the time period affected by the request. The Group Schedule window also displays any other time off requests already approved. 3. Use the Comments field to forward comments about the request to the employee. Any comments made will remain on the record. 31

36 4. Select Approve this Time Off Request. The Request Summary window appears again. The previous request now appears on the Time Off Request History tab. Cancelling an Approved Time Off Request 1. To cancel an approved time off request, select a request from the Time Off Request History tab. The Request Summary window appears. 2. Click Cancel Request. The Reason for Cancellation window appears. 3. Enter a reason for cancellation, if necessary. The cancellation is in effect after you select Cancel Request. A confirmation message displays. 32

37 4. The status of the request on the Time Off Request History tab is changed from Approved to Cancelled. 5. Click the cancelled request to see a detailed history of the request. Time off Request Generation Time off Request events will generate various messages. The following table shows, for each type of message, the event triggering the , the recipients, and the content of the message. Message type Time Off Request Pending Time Off Request Approved Time Off Request Rejected Time Off Request Cancelled Event triggering the message Submission of time off request Approval of time off request Rejection of time off request Submission of time off request Recipient(s) Supervisor and Delegates Employee Employee Supervisor and Delegates Message <Employee> has requested time off. Please review. Your time off request has been approved. Your time off request has been rejected. <Employee> has cancelled his or her request for time off. 33

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39 Lesson 5: Working with Schedules There are a variety of ways to assign or edit schedules in EmpCenter. This chapter describes each of the methods available to you. Areas will continue to work with Client Services & LR in Human Resources for any changes that would involve LOUs, or if a schedule change will result in changes to an employees standard daily hours. These standard daily hours are used to determine things like overtime thresholds. If Human Resources is not provided with advance notice (minimum 7 days), there could be implications on the automatically generated premiums, such as overtime. Standard daily hours can be found in the header of an employee s timesheet. If this is not accurate, contact Human Resoures immediately to avoid inaccurate pay. Assigning a Standard Schedule EmpCenter has scheduling functionality useful for those organizations who do not have very complex scheduling needs. Once schedule template and schedule cycles (optional, for rotating schedule needs) have been created, supervisors can easily assign them to individuals or to groups of employees. Template a two week schedule. It captures an employee s repeating weekly or bi weekly schedule 1. To assign either a permanent or temporary schedule template, begin by selecting Assign Schedules from the Schedules area of the dashboard. The Schedule Maintenance window appears. 35

40 2. Choose Assign Schedule Templates from the Permanent Changes section or Assign Schedule Templates from the Temporary Changes section. At Go Live on August 9, 2015 employees will have assigned schedules, which have been provided by Managers of each Department. Supervisors will be asked to check the schedules for their employees to ensure accuracy. Template key: U Sunday M Monday T Tuesday W Wednesday R Thursday F Friday S Saturday L lunch duration. Example, L55 means the schedule includes a lunch break of 55 minutes. H Hours LOU Letter of Understanding Sample template descriptions: MTWRF, ,L55 This is a Monday to Friday work week with a start time of 8:00am, an end time of 4:45pm, with an unpaid lunch break of 55 minutes MTWRF, ,L40 This is a Monday to Friday work week with a start time of 7:30am, an end time of 4:00pm, with an unpaid lunch break of 40 minutes LOU,8.13H,Fleet_Ops,5/4, ,L52 The schedule is based on a letter of understanding for Fleet Operations that allows CMM employees to work 8.13 hours. Five days are worked in week one of the schedule, and four days in week two. The shift begins at 7:00am and finishes at 4:00pm, with a lunch break of 52 minutes. Assigning Templates 36

41 When templates are assigned to an employees, they will align with the bi weekly pay period that they come into effect. This means that the first week of the schedule will always align with the first week of the pay period. The second week of the schedule will always align with the second week of the pay period. Employees with a Weekly Schedule Assign the correct template to the first day in the pay period the schedule is to come into effect. Employees with a 5/4 Biweekly Work Schedule Two templates have been created to assign to employees who work a 5/4 work week. One template describes a schedule of 5 works days in week 1 and 4 work days in week 2. Another templates describes a schedule of 4 works days in week 1 and 5 work days in week 2. When selecting the correct template, consider which week in the pay period the employee s schedule is to begin, and how many days are being worked that week. For example, if a new employees begins in your branch on the first week of the pay period and works 5 days, you would select the first template example given (five work days in week 1 of the schedule). If the employee starts on week two of the period, use the second template example which captures 5 work days in the second week of the schedule (even though it is the employee s first week of work in the branch). Employees with EDOs Every Third Week The template that describe the employee s standard week is to be assigned to him/her. The EDO has not been built into the schedule as these are flexible days. Employees can request their EDO via a Time Off Request. Assigning Permanent Schedule Templates An administrator may develop schedule templates for employees with work activities that follow a regular pattern from pay period to pay period. Supervisors can then assign the schedule template once and have it applied on a permanent basis to successive pay periods. 1. In the Permanent Changes area of the Schedule Maintenance window, click Assign Schedule Templates. 2. Select an assignment group from the assignment tree on the left. A window appears that lists the employees in the selected group. 37

42 3. Select the checkbox next to the name of the employee. Optional Step: To apply the same values to more than one employee in the group, select the checkbox beside the name of each desired employee or select the checkbox at the top of the Name field to select all assignments. Make all changes in the Mass Edit section at the bottom of the window. 4. Select the Manager Override checkbox to make the Schedule Template field active. 5. From the Schedule Template drop down list, select the correct schedule template. 6. Enter the date on which to begin the schedule in the Effective Date field. The date must fall within the period defined in the Valid Date Range field. The recommended best practice is to select the first date in the pay period whenever possible. A second recommended best practice is to select the first date in the work week. 7. After completing your permanent schedule template assignments, choose how to proceed. Click the Save icon to save your changes. Click the Reset icon to clear your changes and start again. Click the Back icon to return to the Schedule Maintenance window without saving your changes. 38

43 Assigning Temporary Schedule Templates (for a bi weekly pay period) An administrator can develop schedule templates for employees to follow on a temporary basis; i.e., within a specific pay period or for a limited length of time. The employee returns to their normal schedule after the temporary change. Supervisors can assign the schedule template on an as needed basis. 1. In the Temporary Changes area of the Schedule Maintenance window, click Assign Schedule Templates. 2. Select an assignment group from the assignment tree on the left. A window appears listing the employees in the selected group. 3. Select the checkbox next to the name of the employee. Optional Step: To apply the same values to more than one employee in the group, select the checkbox beside the name of each desired employee or select the checkbox at the top of the Name field to select all assignments. Make all changes in the Mass Edit section at the bottom of the window. 4. Select the Manager Override checkbox to make the Schedule Template field active. 5. From the Schedule Template drop down list, select the correct schedule template. 6. Enter the date on which to begin the schedule in the Effective Date field. The date must fall within the period defined in the Valid Date Range field. The recommended best practice is to select the first date in the pay period whenever possible. A second recommended best practice is to select the first date in the work week. 39

44 7. After completing your temporary schedule template assignments, choose how you want to proceed. Click the Save icon to save your changes. Click the Reset icon to clear your changes and start again. Click the Back icon to return to the Schedule Maintenance window without saving your changes. Schedule assignments using this method will remain in effect for exactly one pay period. After that, the employee will revert back to their normally assigned schedule. Use the Standard Schedule Method for longer term changes. The standard schedule assignment is effective from the effective date forever unless a temporary change is made, after which the regular assignment goes back into effect. Assigning Schedules to Dates Outside of Current Pay Period Supervisors can schedule employees for assignments to dates outside of the current pay period. Examples are employees with schedules different from other assignments, or for employees who will be temporarily working on a project or schedule that is outside of their normal duties. 1. To assign either a permanent or temporary schedule template, begin by selecting Assign Schedules from the Schedules area of the dashboard. The Schedule Maintenance window appears. 2. In the Schedule Maintenance window, select the schedule designation you want to futuredate. 3. Click the checkbox below Employees Active On and select the week you want to assign from the calendar. The range in the Valid Date Range column at the right of the screen will change to a pay period that includes the week you ve just selected. 40

45 4. Select an assignment group from the assignment tree on the left. A window appears listing the employees in the selected group. 5. Select the checkbox next to the name of the dersired employee. Optional Step: To apply the same values to more than one employee in the group, select the checkbox beside the name of each desired employee or select the checkbox at the top of the Name field to select all assignments. Make all changes in the Mass Edit section at the bottom of the window. 6. Select the Manager Override checkbox to make the Schedule Template or Schedule Cycle/Schedule Phase field active. 7. From a schedule cycle/cycle phase drop down list, select the correct schedule template. 8. Enter the date on which to begin the schedule in the Effective Date field. The date must fall within the period defined in the Valid Date Range field. The recommended best practice is to select the first date in the pay period whenever possible. A second recommended best practice is to select the first date in the work week. 9. After completing your permanent schedule template assignments, choose how you want to proceed. Click the Save icon to save your changes. Click the Reset icon to clear your changes and start again. Click the Back icon to return to the Schedule Maintenance window without saving your changes. 41

46 Editing an Assigned Schedule Employees are occasionally asked to deviate from their normal schedule for a very short amount of time, perhaps a single day or one week. When that happens, it can be easier to change the schedule from the Time Entry window. This method works well for assignments with schedules which differ from most other assignments or for employees who temporarily work on a project or schedule outside of their normal duties. 1. Select Time Entry Edit Employee Time. 2. Select an assignment group. 3. Select an employee. 4. Select the Schedule tab from the Time Entry window. 5. Develop or edit the schedule for the employee. Schedule changes using this method will remain in effect only for the dates affected. After that, the employee will revert back to his or her normally assigned schedule. Use this option to schedule any standby premiums that an employee may be eligible for. If standby continues overnight and into the next day, press + when indicating the end time. This will automatically indicate that standby ended the following day. Assigning a Schedule Cycle Cycle a combination of templates that captures an employee s schedule rotation which is greater than two weeks. If an employee s schedule repeats on a weekly or bi weekly basis, a schedule template should be assigned to them. However, if the schedule repeats over a period greater than two weeks, a schedule cycle, which captures this multi week schedule, needs to be assigned to the employee. 42

47 Employees with Work Schedules that Repeat Over a Period of 4 Weeks or More Schedules of four weeks or greater are built by combining templates. Combined templates are called cycles. When you assign a cycle to an employee, you will also need to tell EmpCenter which at what point (which template) in the cycle to begin the schedule for the employee. This is called selecting the phase. If you use cycles for your scheduling, information will be provided directly to you to assist in choosing the correct phase. 1. Select Assign Schedules from the Schedules area of the dashboard. The Schedule Maintenance window appears. 2. In the Permanent Changes area, click Assign Schedule Cycles. 3. Select an assignment group from the assignment tree on the left. A window appears that lists the employees in the selected group. 4. Select the checkbox next to the name of the employee you want to assign a cycle. Optional Step: To apply the same values to more than one employee in the group, select the checkbox beside the name of each desired employee or select the checkbox at the top of the Name field to select all assignments. Make all changes in the Mass Edit section at the bottom of the window. 43

48 5. Select the Manager Override checkbox to make the Schedule Template filed active. 6. From the Schedule Cycle drop down list, select the correct schedule cycle. 7. From the Cycle Phase drop down list, select the correct phase. 8. In the Effective Date field, assign the date that the cycle is to begin. The date must fall within the period defined in the Valid Date Range field. The recommended best practice is to select the first date in the pay period whenever possible. A second recommended best practice is to select the first date in the work week. 9. Choose how to proceed: Click the Save icon to save your changes. Click the Reset icon to clear your changes and start again. Click the Back icon to return to the Schedule Maintenance window without saving your changes. 44

49 Group Schedule Entry Group Schedule entry enables you to add and edit schedules for an entire group of assignments at once. Use this window for one time schedule modifications, not for recurring or temporary changes. 1. From the dashboard, select Schedules Manage Group Schedules. The Group Schedule Window appears. 2. To select or edit schedule entries for multiple employees, select an assignment group from the Assignment Group drop down menu. A grid displays employee names, days, and dates. The maximum number of assignments displayed in the grid depends on the maximum number defined by your system administrator. If an assignment group exceeds the maximum number allowed for display, a message appears above the grid. 45

50 3. In most cases, the default view displays the current pay period. To choose a different pay period, select a date that falls within that pay period by doing one of the following: a. Enter a date in the Date field. Use one of the following formats: MM/DD/YY, MM/DD/YYYY, YY/MM/DD, or MM DD YY, including the slashes or dashes. b. Alternatively, click the Calendar button and select a date. After selecting a new date, the grid automatically updates to that date. 4. Select entries to modify by clicking the appropriate cells in the grid. To select all dates in the time period, click the cell containing the Employee name. To select a specific date for all members in the group (i.e., a column), click the cell containing the date (the column header). To select specific dates for specific members, click the cells you need to edit. To select a range of cells, click the first cell in the range, and then press the Shift key while clicking the last cell in the range. To select multiple concurrent cells, click a cell and drag the mouse across additional cells while holding down the mouse button. The Clear Selection button clears the grid if you made a mistake or need to start over. 5. To edit the assignments of employees in a different group, select a different group from the Assignment Group drop down menu. 6. In the Group Entry area, click Edit. The Group Schedule Window appears. 7. Make the necessary changes. Click the Insert button to add time or schedule entries. Click the Delete button to delete time or schedule entries. Use Tab or Shift + Tab to move between fields. 8. Save your changes: Click the Save button to save your changes and continue. Click the Save and Return button to save your changes and go back to the entry grid. Click the Back button to exit the window without saving your changes. 46

51 Lesson 6: Delegation Delegation is the act of granting another member of the organization authority over a group of employees (an assignment group) when the typically assigned person is not available. For example, a supervisor going on vacation for a week can delegate authority over his or her assignment group to another supervisor to ensure timesheets are reviewed and approved in his or her absence. A user can delegate an assignment group and grant the delegation recipient his or her role or, in some cases, a similar role to define the delegation recipient s access to the group. When delegating, the owner can delegate only those roles that are similar to the owner s role for the group; i.e., someone with supervisor role for a group cannot delegate the Administrator role to others. Your system has several roles defined. Roles that may be delegated and the roles which each can delegate are defined as follows: Role Roles which can be delegated Roles to which they can delegate Dispatcher Dispatcher These roles can delegate to each other, but Supervisor Supervisor cannot delegate a role which they do not have Manager Manager (Administrator role, for example) 1. To delegate roles, select Settings Manage Delegations from the dashboard. The Manage Delegations window appears. 2. Click Delegate Authority. The Enter Search Criteria window appears which lets you search for one or more assignment groups. 3. Enter your search criteria. You can enter a character string and/or the wildcard character (*) to retrieve a list of groups matching the characters you enter. 47

52 4. Click Search. A window lists the assignment groups matching your search, along with the roles you are granted for each group. 5. For each assignment group being delegated, choose your delegation options. In the Assignment Group column, select the checkbox next to the assignment group name. In the Your Role column, use the drop down menu to select the roles to be delegated for the assignment group. In the Effective Date and End Effective Date columns, enter the dates during which the assignment group roles will be delegated. Effective Date defaults to today. End Effective Date defaults to one week from today. To make a delegation permanent, enter an End Effective Date of 12/31/3000. If you are delegating many groups and entering many dates, you can omit the slashes. The system will insert them for you as you exit the date fields. In the Allow Re delegation column, place a checkmark in the checkbox to allow the delegation recipient to delegate the assignment group to another user. IMPORTANT! Allowing re delegation lets the recipient share authority over the assignment group with another user. If that happens, the system will not automatically notify you and employee information could be inadvertently shared with another recipient. Best practice is to never check the Allow Re delegation checkbox. 6. Click Next to display a search window for selecting the user who will be delegated that assignment group. 48

53 7. In the search window, enter your search criteria. You can also use a character string, the wildcard character (*), or a combination to retrieve a list of users matching the characters you enter. If you are including a wildcard, use the Max Results field to limit the number of displayed records. 8. Click Search. A window appears with the results of the search. 9. Select a delegate. 10. Click Select. A confirmation message appears that indicates a successful delegation. If any delegations fail, a status message appears listing the unsuccessful delegations and why they failed. For example, a delegation could fail because the assignment group is already delegated to the selected delegate. 11. Click Continue to return to the Manage Delegations window. 49

54 Cancelling or Revoking a Delegated Role Once an owner has delegated a role, that owner can also cancel the delegation. 1. Select Settings Manage Delegations in the in the Dashboard. 2. In the Manage Delegations dialog box, click View/Revoke Delegations. The Enter Search Criteria window appears. 3. Enter your search criteria. A window appears that lists the roles currently delegated within your assignment groups, along with your role for each group. 4. If an assignment group contains more than one delegated role, click the Expand Group button displayed next to the Assignment Group name to see all of the delegated roles. 50

55 5. In the Actions column, select the delegation to be cancelled. Selecting Revoke cancels only the delegation appearing in a single row. Selecting Revoke All (if shown) cancels all delegations for that assignment group. A new window appears listing the delegated right to be cancelled. 6. Choose the date on which the revocation is to be in effect or select the Revoke Immediate checkbox. 7. Click Confirm to proceed with the cancellation. A message appears verifying the cancelled delegation. 8. Click Continue to return to the Delegations window. 51

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57 Lesson 7: Generating Reports General Reports General reports provide information about your personal timesheet data. You can view timesheet information for a specified period, time spent on projects, absences, bank balances, and more. See TM01 Time and Attendance Employee Functions for more information. View Reports Reports provide specific information about select groups of employees. 1. To view a group report, click View Reports from the Reports area on the dashboard. 2. A list of report categories appears. 3. Do one of the following: Scroll to the name of the report you want to generate. View reports in a report category. i. Select the category; for example, Manager Reports. The right field populates with the various reports or subcategories in that category. ii. iii. Select a subcategory if necessary. In the right most field, select the name of the report to generate. 53

58 Search for the report. i. Enter the name or part of the name of the report in the Search field. ii. Press the Enter key. 4. Reports with the search criteria in their name appear in a Search Results pane. Click the name of the report you want to generate. 5. A second pane appears, allowing you to specify report criteria. Complete the various fields. Click Run Report. 6. Select your preferred output format: Excel to view/print the output in an Excel spreadsheet. HTML to view the report in the browser window as a web page. PDF to view/print the output in Adobe PDF format. 7. Click Run Now to process the report. EmpCenter displays the report in a separate window. 54