Web Time New Hire Packet

Transcription

1 Web Time New Hire Packet As a new Web Time user, quickly learn how to: Register your user account to access Web Time. Learn how to log into Web Time. See how to navigate the Employee Dashboard to perform tasks. Review how to enter and approve time via your Timesheet. Request time off from the applicable dashboard. For Web Kiosk users, learn how to utilize the Web Kiosk dashboard. Depending on company configuration and how your employee user account is set up, you may or may not have access to some of the highlighted features.

2 Web Time Registration 1. Access the login page. 2. Click Register User. To be able to register, an employee record must have been created for you on the assigned Company ID. The information being entered has to match what is on that record. Contact your company administrator or supervisor to confirm your record s details if you are having difficulty entering the correct information in the registration process. From a mobile device, tap on the Apple or Google Play icons to navigate to the respective app store to download the Paylocity Mobile Application (App). Paylocity Mobile is required to be enabled for the company you are assigned to for use of the app. 3. Enter the Paylocity assigned Company ID (not case-sensitive), then your Last Name. 4. Enter your nine-digit Social Security Number (SSN) in the SSN and Confirm SSN fields. 5. Enter your Home Zip Code. 6. Click into the box next to I m not a robot and click Continue. If prompted to further confirm you as a user after checking the box, complete the verification steps and click Verify. If the Paylocity assigned Company ID is not known, contact a company administrator or supervisor for more information. Paylocity is not authorized to speak with employees who are not authorized contacts.

3 7. Enter the Username (not case-sensitive), then the Password (case-sensitive) into the Password and Confirm Password fields. Click Continue. The Username is required to be between 3 and 20 characters. The Password is required to be between 7 and 20 characters, in addition to including 2 of the following 3 items: 1 or more numbers, 1 or more uppercase letters and 1 or more lowercase letters, 1 or more non-alphanumeric characters. 8. Select challenge questions from the Question (1,2,3) drop downs, provide the answers, and click Continue. Choose questions and answers that are not difficult to recall. Challenge questions can be asked when performing such tasks as resetting a password. 9. Review all the populated information and click Finish to create your new user account.

4 Important Notes Once logged in, if Web Time is not the default home page, hover over ($) Web Pay at the top left of the page and click Web Time.

5 Web Time Login 1. Access the login page. 2. Enter the Paylocity assigned Company ID (not case-sensitive). 3. Enter the Username (not case-sensitive). 4. Enter the Password (case-sensitive and 7 to 20 characters). 5. Click Login. If Web Time is not the default home page, hover over ($) Web Pay at the top left of the page and click Web Time. If logging in from a device that is not recognized, answer the established challenge question, click into the Trust this device box, and click Submit. Clicking into the Trust this device box bypasses this step in the future for the applicable device. Click Need Help? in the Company ID or Username fields to fill out the required information and receive a one-time passcode to have your Company ID and Username fields automatically populated. Click the information icon (i) next to Company ID or Help for additional login assistance. Click Forgot? in the Password field to initiate the password reset process. Complete the applicable fields, click Send One-Time Passcode, and retrieve the passcode via your registered address. Enter the received passcode, answer the challenge question (if applicable), click Continue, create your new password, and click Finish. After completing steps 2-4 above, click into the Remember My Username box to have the Company ID and Username fields pre-populated for future login sessions. From a mobile device, tap the Apple or Google Play icon to navigate to the respective app store to download the Paylocity Mobile Application (App). Paylocity Mobile is required to be enabled for the company you are assigned to for use of the app.

6 Important Notes Click Register User to register your user account if not completed previously. In order to maintain confidentiality, employees must contact their Company Administrator with questions. Paylocity is not authorized to speak directly with employees. If the Multi-Factor Authentication (MFA) step appears after clicking Login, select the contact method you would like to receive the one-time passcode and click Send Code. Enter the received One-Time Passcode, click into the Trust this computer box (if applicable), and click Login. Click Privacy Policy for information on Paylocity Click Supported Browsers to view the supported browsers via the drawer.

7 Employee Dashboard Clock in and out, review weekly hours worked via Timesheet, view your schedule, request time off, check the status of submitted time off requests, and review benefit balances.

8 Access the Dashboard Access the Employee Dashboard by clicking Home from the menu bar. Easily retrieve messages from a supervisor. Select My Timesheet to complete timesheets for work performed. Select My Pay Adjustments to view pay adjustments such as bonuses and expenses. Select Employee Time Off Calendar to view and make time off requests. Users may be able to view other employees time off requests in the calendar. Select Help and then Employee Training Documents to access user guides and videos. Review week-to-date hours worked for the given week. Click My Timesheet to generate and send an of the weekly hours to your address. Enter Comments and click Submit to send a message to a supervisor.

9 Use the Dashboard Web Punch Current Time will display in local time zone. Punch types display based on rules and current status. Recommended punch type is highlighted. Use Transfer to change cost centers. Use Manual punch when applicable punch is not displayed. Easily add Notes. Displays recent punch history. Header SUBHEAD Body Copy

10 Schedules and Time Off View schedules by Day, Week, or Month. Click Add to Calendar to add approved time off requests to an applicable calendar application (Outlook, Google Calendar, icloud, etc.). Request time off. View time off request status. View time off balances.

11 My Timesheet Employees may complete Timesheets for work performed. Depending on the payroll policy assignment, the timesheet submission view will vary between duration only, start time and duration, start time and end time, or start time and end time with lunch. Enter the Start and End Times if applicable. Timesheet submission view can vary by the payroll policy you are assigned to. Another view may be Duration only, where hours are entered as opposed to start and end times. Depending on the payroll policy assignment, users may be required to perform a timesheet acknowledgement when saving updated time. Save time by entering start and end times with an A for AM and/or a P for PM. For example, 11am can be entered as 11A or 2pm as 2P.

12 Access My Timesheet Select My Timesheet from the menu bar. Easily retrieve messages from a supervisor. Select Home to access the employee dashboard, schedules, and time off information. Select My Pay Adjustments to view pay adjustments such as bonuses and expenses. Select Employee Time Off Calendar to view and make time off requests if it is available per your payroll policy assignment. Users may be able to view other employees time off requests in the calendar. Filter the Display Select Help and then Employee Training Documents to access user guides and videos. Select Date Range, then select the start and end dates via the calendars. Click the arrow icon adjacent to the calendar to display the selected date range. Users may also click Last Week, This Week, or Next Week to display the applicable week view. Next Week will show the current week and can only be clicked when on the Last Week view. Select Pay Period, then select the start and end dates via the calendars. Click the arrow icon adjacent to the calendar to display the pay period containing the selected date. Users may also click Prev, Current, or Next to display the applicable pay period view. Next will show the current pay period and can only be clicked when on the Prev view.

13 Use My Timesheet Click Copy Pay Period for the ability to copy pay period entries. *Can only be used with open pay periods. Click Paste Pay Period, which appears after the Copy Pay Period button is selected, to paste the copied pay period to the applicable pay period. Click Comment to send comments about the pay period to the supervisor. Enter the Duration if applicable. Timesheet submission view can vary by the payroll policy you are assigned to. Another view may be Start and End Time. Click the Notes icon to add notes to the time entry. Click the magnifying glass to select or change the Cost Center. May or may not be configurable based on payroll policy assignment.

14 Approve My Timesheet Click Add Row to add a row to the timesheet for a selected day. Click Approve All and click Save to approve all time entered in the timesheet. Click into the Approve box adjacent to each correct time entry and click Save to approve only selected time entries. Select a row and click Copy to copy the time to another row. Click Update Cost Centers to update cost center assignments for multiple days at one time. Click Fill From Schedule to add times from the schedule. Click Save to save time entries and approvals. Click Print to print the timesheet.

15 Request Time Off 1. Log into Web Time. *Reference the Web Time Login guide if necessary Click Home from the menu bar if on another page to access the Employee Dashboard. 3. Locate the Time Off section at the bottom right of the dashboard. 4. The Time Off section may be required to be expanded to view the categories. Click the icon to expand Before submitting the request, click Balances to ensure you have an available balance for the time off type

16 6. Click Request. 7. Select the time off type via the Type drop down. 8. Select Single Day or Multiple Days as applicable. 9. Check the Include Weekends box if necessary. 10. For multiple days, enter the start date and end date by typing into the fields or selecting the dates from the calendars. The end date for single day requests defaults to the day being requested and cannot be changed. 11. Enter the start time and end time as applicable by typing into the fields or selecting the times from the clock drop downs. 12. Input the hours into the Hours Per Day field if necessary. 13. Using the Notes text field, enter any notes if applicable. 14. Click Reset to clear any entered data and start over. 15. Once all the entries are confirmed, click Submit Request Click Status to review the status of the recently submitted request, in addition to other time off types in the selected date range. 16

17 How to Use Web Kiosk Login Log into Web Kiosk using one of the login setup options which has been configured for your company. Badge Number may be the only field, however, a PIN can be required to be entered as well. Badge Numbers and PIN s can be entered via a keyboard or touchscreen depending on company configuration. Badge Number and PIN No Touchscreen 6. Click English or Español. 7. Click into the Badge Number field and enter the badge number via a keyboard. 8. Click into the PIN field and enter the PIN via a keyboard. 9. Click Login Badge Number and PIN Touchscreen enabled 1. Tap English or Español with your finger. If a mouse is available and preferred, click English or Español. 2. Tap into the Badge Number field, then the number pad, with your finger. If a mouse is available and preferred, click into the Badge Number field and number pad. 3. Tap into the PIN field, then the number pad, with your finger. If a mouse is available and preferred, click into the PIN field and number pad. 4. Tap Login with your finger. If a mouse is available and preferred, click Login

18 Web Kiosk Employee Dashboard 1. Select the number icon to view any unread messages from a supervisor. A bell icon will appear here when there are no unread messages. 2. Select Logout to end the session. 3. Select Clock In to enter time at the start of a day or after returning from lunch. Click or tap Clock Out at the end of the day or when departing for lunch if applicable. 4. Selecting Clock In + Transfer offers the chance to click in for a different cost center than the assigned cost center, along with a Notes field to explain the reasoning behind the entry. 5. Select Manual to create a manual punch using an applicable punch type and a different cost center if necessary. 6. Use the Notes field to enter information after selecting Clock In or Clock Out. *Depending on company configuration, this may or may not be displayed. 7. Quickly view the last punch recorded. 8. Select History for a quick look at recent punch history. *Depending on company configuration, this may or may not be displayed. 9. Review your schedule by day, week, or month. *Depending on company configuration, this may be hidden, minimized, or maximized upon logging in. 10. Request time off, view the status of time off requests, or check time off balances. *Depending on company configuration, time off requests may only be available at certain times of the day or not at all

19 11. Select Timesheet to view hours worked for the week. Click My Timesheet to have a weekly summary sent to you via . *Depending on company configuration, this may or may not be displayed Select Comments to add notes for the pay period. *Depending on company configuration, this may or may not be displayed. 13. Select Submit to send the comments to the appropriate supervisor. 14. Select Clear to discard the previously entered comments

20 Tip Entry Allows Web Kiosk users to enter cash tips at the end of their shifts when clocking out for the day. Depending on company configuration, this may or may not be enabled. Add Cash Tips 1. After logging into Web Kiosk to punch at the end of a day, select Clock Out. 2. Use the number pad to input the cash tips received for the day. 3. Select Save to apply the entry and complete the clock out action. 4. Select Skip to dismiss tip entry and complete the clock out action

21 Edit Previously Entered Tip Entries There is a maximum time limit of 24 hours to make an edit to a previous tip entry. The steps below can be completed if the recent punches section, which includes the History tab, is available on your Web Kiosk employee dashboard per company configuration. 1. After logging into Web Kiosk, select the History tab. 2. Click or tap into the tip entry field you wish to edit in the Tips column and add the new dollar amount. 3. Click or tap anywhere outside of the field in the Tips column to save the entry A notification will appear to indicate that the update has been applied.