NOVAtime 5000 User Guide

Transcription

1 NOVAtime 5000 User Guide

2 Table of Contents Logging In... 4 Terminology... 4 Dashboard The Dashboard Gadgets...5 Changing Timesheet Status... 7 Changing Pay Periods... 8 Timesheet Icons Definitions... 8 Paycode Requirements... 9 Adding Time to the Timesheet Adding Calculated Time on the Timesheet Adding Non-Calculated Time on the Timesheet Adjusting Time End of Day Missed Punch Middle of the Day Missing Punch - Using Insert/Repost Notes on the Timesheet Approving Timesheets Schedules Page History Page Creating / Managing Schedules Template Schedule Parts of the Scheduler Box Free Form Schedule Page Recap Page Removing 1 of 2 Schedules Adding New Employees Copying an Employee Terminating Employees/Marking Employees Inactive Page 2 of 33

3 Resetting Employee Passwords Changing Employee ID Running Reports Published Reports Public Repots Building a Report Deleting a Report Running Payroll Process Data Reports Exports Contact Us Page 3 of 33

4 Logging In Access the link provided to you, or contact If this is the first time you are accessing NOVAtime the system prompts you to create a password. 1. Enter User ID 2. Enter 123 in the password area 3. Click on Login 4. The system prompts you to enter a password. This password MUST be 8-12 characters long and include at least one number (0-9) and one letter (A-Z). Figure 1 Click Confirm Once you have typed in your password, use your mouse or touch pad to click on CONFIRM (Figure 1) or press the Enter button on your keyboard. Terminology Category: A category is a dark blue option at the top of the page. An examples of a category is the Attendance category. Page: A page is a subsection to a category. An example of a page is the Timesheets page. Tab: A tab is a subsection to a page. An example of a tab is the History tab on the Accruals page. Figure 2 Terminology Example of a directions: Go to the Attendance category Accruals page History tab. Page 4 of 33

5 Dashboard The Dashboard category provides an overview of what is happening with your employees in regards to punch exceptions, overtime, and timesheet status. You can access the different dashboard gadgets by clicking on the Edit Settings button on the left hand side of the page. 3.1 The Dashboard Gadgets Exception Summary The Exception Summary gadget displays selected exceptions from the timesheet. Click on the exception name and the system moves to the Attendance category Timesheet page with a list of employees who currently have that exception on their timesheet. Figure 3 If you do not see any exceptions or are missing exceptions you think you should see, go to the Preference category Preference page. Option 6 is Exceptions. Move the items you would like to see to the right hand side under Selected Items. Remove items by moving them to the left side under Available Items. If you do not see an exception contact your NOVAtime administrator. Page 5 of 33

6 Figure Approaching Overtime Figure 5 The Approaching Overtime gadget displays only the employees over the threshold number of hours, which is customized by using the Edit button in the gadget User Reports The User Reports gadget displays all the published reports. Published reports are reports that have been customized and saved. Clicking on the name of the report opens the report in the Repots Generator category Generator page Preview tab. Figure 6 Page 6 of 33

7 3.1.4 In/Out Board The In/Out Board gadget displays who is currently punched in and who is currently punched out. Sort this list by clicking on the header you want to sort by: First Name, Last Name, In Status, Out Status, etc. Figure 7 Changing Timesheet Status If the timesheet is submitted or approved too early, an administrator or supervisor has the option to change the timesheet status back to Open. Figure 8 shows an approved timesheet. Figure 8 1. To open the timesheets, go to the Attendance category Summary page. Page 7 of 33

8 2. Check the pay period dates. Change pay periods if necessary. 3. Find the employee whose timesheet status you need to change. 4. Click on the drop down box in the Timesheet Status column 5. Change the status to the appropriate level 6. Save the page You won t have access to make changes to timesheets past your approval level. Changing Pay Periods Find the area of the page that shows the pay period dates. This area can be different depending on what page you are on. Some pages do not show the arrows next to the pay period dates, you then need to use the calendar option to switch pay periods. To switch to a previous pay period, click on the arrows pointing to the left. To go to a future pay period click on the arrows pointing to the right. Figure Use the drop down to pick which time frame you want to look at. Options include: Current Pay Period, Previous Pay Period, and Next Pay Period. 2 & 3 - You can use the arrows to move one pay period at a time forward or backwards. 4 Use the calendar option to select a day. The system brings you to the pay period that day falls in Timesheet Icons Definitions Timesheet Icons are found on the Attendance category Timesheet page. Click Save to save all changes to the timesheet. Checkmark all the rows that need to be deleted, and then select the Delete button. Prior to saving, use this button to undo changes on the timesheets. Click the Columns button to customize your timesheet columns. You can print individual time cards by clicking on the Timecard Report button. If a policy has been changed in the software and it needs to be reflected on the timesheets use the recalculate button. Example, adding rounding rules after a pay period has started. Recalculating will adjust that timesheet to follow the new policy. Insert a missing punch among punches. Page 8 of 33

9 Paycode Requirements Different types of paycodes require different information when adding time to the timesheet. A calculated paycode is a paycode that calculates the number of hours in the In column and the Out column to assign the hours to the Regular Hours column (REG) and any Overtime columns. A common calculated paycode is the Work Hours paycode. A non-calculated paycode is a paycode that does not require data in the In or Out column and only requires time to be entered in the Reg. column or Overtime column. Common noncalculated paycodes are PTO and Holiday. Adding Time to the Timesheet Go to the Attendance category Timesheet page to add records to the timesheet. 8.1 Adding Calculated Time on the Timesheet To add calculated time to the timesheet, such as normal working hours, start from the left hand side of the screen and work your way to the right. Figure Go to the next blank row on the timesheet. Data is shown chronologically when saved. 2. Select the Date. 3. Select the correct paycode. 4. Enter the In time. a. Enter the time in military time or include the a or p to indicate the correct time. 5. Enter the Out time. a. Enter the time in military time or include the a or p to indicate the correct time. 6. Click Save. Figure 11 Page 9 of 33

10 8.2 Adding Non-Calculated Time on the Timesheet To add non-calculated time to the timesheet, such as personal time or unpaid, start from the left hand side of the screen and work your way to the right. Figure Go to the next blank row on the timesheet. Data is shown chronologically when saved. 2. Select the Date. 3. Select the correct paycode. 4. Enter in the number of hours used for this record. 5. Click Save Figure 13 Adjusting Time 1. Find the time in the timesheet and click on it so that it is highlighted. 2. Click delete on your KEYBOARD. 3. Enter in the new time. 4. Save the page. Check the regular and overtime hours for the week. If the hours look wrong, check the timesheet and update as necessary. End of Day Missed Punch To add an end of day missed punch 1. Click in the square where the punch should be. This square is highlighted in Figure 14 in yellow. 2. Enter in the time. Make sure to indicated AM or PM or enter in Military time. 3. Save the timesheet. Once the time is added, the highlighted square is filled in with the adjusted time and the daily totals should appear. Page 10 of 33

11 Incomplete Figure 14 Incomplete Timesheet Record Complete Figure 15 Complete Timesheet Record 10.2 Middle of the Day Missing Punch - Using Insert/Repost The Insert/Repost button is used when an employee forgets to punch and the system assigns the punch in the incorrect spot. The Insert/Repost button can also be used to insert meal times on the timesheet when punches already exist on the timesheet for that day. In Figure 16 the employee forgot to punch in for the day but remembered to punch out. The system puts the first punch for the day in the IN spot. 1. Click on the Insert/Repost button Figure Select the date and input the time. If adding more than one record, select the date and enter the time for each record on their own row. Page 11 of 33

12 3. Click OK on the message box that appears 4. The system inputs the time in the correct spot and moves all other punches over. Notes on the Timesheet 1. Find the Notes column. 2. Click on the notes bubble. 1. Enter in your note. 2. Click OK. 3. Save the timesheet. Figure 17 For your convenience, the system time and dates stamps when the note was made. Figure 18 Page 12 of 33

13 Figure 19 Approving Timesheets There are 2 ways to approve an employee s timesheet. A. By individual employee on the Attendance category Timesheet page 1. Select the employee from the employee listing on the left side of the page. 2. View the timesheet and make all the necessary corrections and save the page. 3. Click the Approve button at the top of the timesheet. B. Many employees at once on the Attendance category Timesheet Summary page 1. After viewing all timesheets and making corrections select the Approve this page button. 2. Save the timesheet Schedules Page The Attendance category Schedules page shows the employee s schedule for the selected period of time, either by pay period or month. Page 13 of 33

14 History Page The Attendance category History page shows an employee s work history. Each paycode is indicated by a different color. There is a key on the left hand side of the page that shows what each color means. This page is a great way to have a quick overview of what each employee s work history. Viewing the Monthly Calendar shows a more detailed view of the work history by the month. Figure 20 The Calendar Summary tab shows the exceptions and the count by day of the week. This page also totals the numbers. Figure 21 Page 14 of 33

15 Creating / Managing Schedules 15.1 Template Schedule The Scheduler category Template Scheduler page allows a supervisor or administrator to create multiple start and stop times and assign them to an employee on different days Adding a Template While in the Scheduler category, click on the Template Schedules page. 1. Click on Add/Maintain Templates 2. Fill out the My Schedule Template box, use Figure 22 on the next page as reference. Step 1: Click New Skip to Paycode unless modifying a template Step 2: Select the Paycode Step 3: Select the group (in the example, it says Job ), or select default if this template is not for a specific group Step 4: Enter the Start time Step 5: Enter the End Time Optional: Enter in how many minutes the employee should take a meal for. If the employee is assigned to a shift that has an automatic meal deduction, this box represents how many minutes the system will auto deduct. Step 6: Click Save Step 7: Click New or exit out of the box Page 15 of 33

16 Figure 22 My Schedule Template My Schedule Box Options A. If you have a template you need to modify, find it in this area. Once you click on the template the page updates to include that configured template. B. This area allows you to preview what the template will look like as you are building it. C. Select how the hours are going to be coded when this employee punches. *Paycodes such as Work Hours require a start and end time. *Paycodes such as Holiday, Vacation, Sick, or PTO only require the Hours. D. Select the group level the employee should be scheduled for. This will show up on the timesheets when the employee punches. If you do not want the system to automatically assign a group level, but instead pick from the employees configured group level, use the Default option. E. Enter in the time this schedule starts F. Enter in the time this schedule ends G. Enter in the meal information. If nothing is entered in this area the system looks at the configured shift setup for items such as automatic meal deductions. H. If the paycode you selected was non-calculated, such as holiday, PTO, sick then the system will require the number of hours you need to add to the schedule when using this template. 3. After creating the template, the template needs to be added to the available options on the page. To do this, click on Insert Templates. Page 16 of 33

17 4. Click on the button. 5. Follow the options with your computer mouse. a. If you have a difficult time staying in the required area, enlarge your page by holding down Crtl and hitting the + (plus sign next to the back space on your keyboard) to reach your required enlargement. b. To minimize the page after you are done, click on Crtl and - (negative sign to the left of the plus sign) until the page is back to normal, or you can go back to 100% by selecting Crtl and the number Click on the option. 7. Continue with other spaces until you are done. Once all templates are added to this area you MUST click on Save Templates Using the Template Schedule to Schedule Employees 1. Click on the employee you want to schedule for on the left employee list. 2. In the Week Of area use the calendar option to move to the week you are scheduling for. 3. Click on the template you need to use. a. If the employee works a split shift, checkmark the Multiple option next to the Save Template button and click on the two templates. The work hours cannot overlap. 4. Click on the day(s) you need to schedule using this template. 5. Repeat steps 3 and 4 until the schedule for this employee for this week is complete. 6. Click Save at the top of the page (NOT the Save Templates button). Page 17 of 33

18 Figure 23 A: Select a template and then use button A in Figure 23 to copy that template to the entire week. B: Use button B in Figure 23 to remove the entire week s schedule Parts of the Scheduler Box Page 18 of 33

19 15.3 Free Form Schedule Page The Scheduler category Free Form Schedule page allows you to create or change an employee s schedule by manually selecting shift information. This page is great for adjusting a schedule temporarily without having to change a template or adjust a complete shift. A: Select the paycode B: Select the Job, or select Default Job for the system to put the employee s configured job in upon saving. C: Enter the start and end time. D: If the paycode is non-calculated, like vacation or holiday, enter in the hours here. E: Enter in how many minutes the employee should take a meal for. If you are unsure what to put here, leave it blank. F: Enter in the meal times. If unsure, leave it blank. Figure 24 You might have the option to create two different schedules per day. Figure 24 allows you to create a split shift, if needed. If you need to schedule more than one start and stop time per day, but do not see that option, reach out to a support technician at or support@integratedtime.com. Page 19 of 33

20 15.4 Recap Page The Scheduler category Recap page allows you to view multiple schedules at once, and print them out, if needed. Figure 25 Clicking on a day will bring up a box similar to what you see on the Template page. Click on the diamond to add a custom schedule for this one day for this one employee. Page 20 of 33

21 A. Select the paycode you wish to use for scheduling. B. Select the job, or use the Default Job option for the system to fill in the schedule with the employee s configured job. C. Enter the start time. D. Enter the end time. E. Enter the number of hours if you are entering a schedule for an non-calculated paycode, such vacation or sick. F. Enter in the number of minutes the employee should take a meal for. If you are unsure what to put in this area, leave it blank. G. Enter any notes you want to show on this schedule for this employee. Click Add and then save the page. You can copy a schedule from one day to another employee. Click and hold on the calendar image within that schedule box and drag it to the day for the employee you need to copy that work time for. Both employees need to be showing on the current page. Figure 26 Click and Drag Page 21 of 33

22 Figure 27 After Click and Drag 15.5 Removing 1 of 2 Schedules It is easy to remove just one schedule from the Free Form page if the employee has a split shift since each cell has its own clear schedule button. However, since both schedules show in the same cell there is no clearly identified way to remove just one schedule. This also works on the Template Schedules page. Figure 28 In Figure 28 Scot works from 8:00a 12:00p and then again from 4:00p 8:00p on the fourth day of the schedule. Scot no longer needs to work the morning schedule from 8:00a 12:00p. To remove this schedule, right click on the schedule so it highlights. Figure 29 Page 22 of 33

23 Then select the clear schedule button in the cell. Figure 30 Adding New Employees The Employees category General page is where a new employee is added or an existing employee is modified in the NOVAtime system. You can either add a new employee from scratch by selecting the new button. Or you can copy another employee and fill in / make changes to the parts you need to Copying an Employee 1. Select an employee from the left list display. This loads that employee s information. 2. Click the Copy Employee button on the top of the page. 3. Follow sections , , and to update the required information. Figure 31 Page 23 of 33

24 Employee Identification Required Items: First Name The employee s first name. Last Name The employee s last name. Status The employee s status with the company. Hire Date The date the employee was hired. Employee ID The employees number for payroll. Badge Number (if using a time clock) The number the employee uses at the time clock. This can be the same as the Employee ID or can be different, but can only be numeric Optional Items: Assign To This field is one way of assigning employees to a supervisor. If using this feature, the supervisor MUST be a supervisor (user access) and an employee (employee access) in NOVAtime. Send Schedule/Approval to This field sends the requests for time off, cancelations of requests and timesheet submittal information to the user(s) selected. As User (Automatic Delegation Type) This field enables the Single Sign On between web services in NOVAtime. Page 24 of 33

25 EWS Access Check this box if your company allows employees to have access to their timesheet through the Employee Web Services log in page. Badge Number This is the number of the badge the employee uses at the time clock (NT450 and NT7000 clocks). S.S.N. Employee s Social Security Number. It is suggested to not keep Social Security Number s in NOVAtime. Job Title The employee s job title. Access Group The Access Group is used for time off request temples, allowance to use the mobile app, access to paycodes, and access to NOVAtime category and pages Work Groups An item must be selected in each group. This information is used for reports and for employee filtering Pay Rules An item must be selected in each group. Pay Policy The Pay Policy dictates such things as Overtime rules and Rounding. Shift This is what shift the employee is assigned to. The shift dictates work start and end times, meal deductions, and pay premiums and differential. Pay Type Exempt, Non-Exempt, FLSA Eligible (for reporting purposes). Pay Category This grouping is used with the Accrual module and Points module. Page 25 of 33

26 Holiday Rule Connects to the different Holiday Rules configured. Pay Method Hourly or Salaried (for reporting purposes) Terminating Employees/Marking Employees Inactive 1. Go the Employee Category General page. 2. Find the employee on the left hand side of the page and click on their name. 3. Find the area that says Status and change from Active to Inactive or Leave Without Pay. Figure 32 Employee Identification 4. Enter in a Leave/Term date. a. This area only allows an entry after the status has been changed to either Inactive or Leave Without Pay. 5. Choose a Term Reason, if applicable, then save the page. If you need to see this employee s data again, or make them an active employee again, go to the employee list on the left hand side of the page and uncheck the Active box. Figure 33 Active Employee Box Resetting Employee Passwords 1. Hover over the Employees category. 2. Click on the General page. 3. Click on the employee s name on the left hand side of the page in the Employee List so that their profile loads. Page 26 of 33

27 4. Click on the Reset Password button. The next time the employee goes to login they should enter any number or letter in the password field and then click login. This brings up a password configuration box. Changing Employee ID Go to Company Setup category Change Emp ID page. 1. Find the employee that needs to be updated by searching for the employee ID, Last name or First name. 2. Enter in the new ID. 3. Click Process If changing multiple employees at once: 1. Create an Excel document (.xls) with the current ID in Column A and the new ID in Column B 2. Upload it to NOVAtime. 3. Click Process. Running Reports You can run your own reports or run shared public reports by going to the Reports category Reports Generator page Published Reports On the top left hand side of the page are the Published Reports. Published reports are basic reports that have been altered by a user. Public Reports are published reports that have been shared by two or more users. Page 27 of 33

28 Private Reports are published reports that have been created only for the currently logged in user Public Repots Public reports are reports that are shared between users. Public reports cannot be altered on their public state. In order to change something about a public report you must save it to your private reports. 1. Click on a public report so that the system brings you to the properties of that report. 2. Click on the red plus sign in the Publish To section. Once the report is copied you can use the double blue arrows to expand a properties section to further modify the report. To change the name of this report for your own use expand the Definition area after you copied the report. Update the words and then close the area. There is no save. You may need to refresh the page in order to see the name change on the left side of the page. Page 28 of 33

29 19.3 Building a Report The Reports Category Properties page is used to configure the report to appear and contain the data that you need. 1. Expand the areas on the left side of the page to find a report you want. 2. Click on the report name to move to the Properties tab for that report. 3. Modify the report setup. 4. Scroll up and click on the Preview tab. a. This will open the report in the format you choose. b. You can always click back to the Properties tab to adjust your report before publishing. 5. Once ready to publish (save) the report, click on the Publish To section, shown below in Figure 34, to publish the report. 6. Create the Report Name. 7. Enter a description of the report. 8. Select who you want to publish this report template to. 9. Click the Publish button. Page 29 of 33

30 Figure 34 Publish To 19.4 Deleting a Report You can only delete reports that you create. If you delete a public report no other user can see that report template after you delete it. 1. Go to the Reports category Report Generator page. 2. Click on the header where the report is under. a. An example is highlighted and outlined in Figure Click on the Overview tab. a. Your private reports will show under you login name s reports. 4. Click Delete on the right side of the page. Figure 35 Deleting a Report Running Payroll The Payroll category is used to run payroll in the NOVAtime system. Running payroll has three steps: 1) Processing the data. 2) Reviewing the reports. 3) Exporting the file. Page 30 of 33

31 20.1 Process Data The Payroll category Process Data page is used to pull the data from the system for the purpose of payroll. 1. Review the Timesheet Status dashboard gadget to see if all employees have been approved. If not, reach out to the supervisors. 2. Click on Refresh Period or change the dates to the correct pay period dates. 3. In the Special Options area, expand by clicking on the white plus sign. If applicable, click on the appropriate options. a. Items that should be checked: Include processed punches and Skip Accrual Processing. 4. Filter the employees, as necessary, by using the different filtering options. 5. Hit the Process button on the top left hand side of the page. 6. Review the popup box for accuracy. a. If all information looks correct, click OK. b. If the information does not look correct, click cancel and adjust the page. *Payroll Steps Continue Below Figure 36* Figure 36 Page 31 of 33

32 7. Wait seconds and then select the Process Data page to refresh the page. Review Figure 37 for reference. Figure 37 a. Wait for the notification area update. The notification area shows directly below the Save, Process, Undo buttons. b. If the notification area does not show a message that says Completed with the current date and time, then follow steps 7 until it does. 8. Wait until the page says The Payroll Process was completed at the <current date> <current time>. 9. Once the page shows the correct information, go to the Payroll category Reports page to run, view, and/or print any reports for payroll. a. I suggest running the Summary Report.PR to view the hours that were gathered during the payroll process Reports The Reports page is used to view reports with the payroll data before converting the file into the export file for payroll. For more information on the different reports in this section please see the section on the Reports Category. Page 32 of 33

33 Figure 38 Some Payroll Processors require you to run and save the SUMMARY REPORT.PR and send this report with the Export file (created in the next step) Exports The Export page is used to take the data from NOVAtime and convert it to an appropriate file that can be used with your payroll processor. 1. Check the Payroll Date Range. 2. Check the status completion date and time. The date and time should be todays date and time. 3. Download the file, this file is viewable and can be viewed for accuracy before being sent to your payroll processor. 4. Payroll is not completed until YOU have sent the payroll file to your payroll processor. Send the Export File and the Summary Report.PR to your payroll representative or upload it into your payroll system. Figure 39 Contact Us For support on your NOVAtime system, or call Page 33 of 33