Employee Process: Entering, Adjusting & Viewing Timesheets

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1 Employee Process: Entering, Adjusting & Viewing Timesheets Accessing the Timesheet Module Employee logs into web portal using user name and password provided. Timesheets are accessed through the Timesheet Entry option from the menu. The timesheet entry screen is divided into two sections: an upper Date Selections box and a lower Payroll Selections box. Page 1 of 47

2 Viewing Timesheets The upper Date Selection box in this screen is for viewing previously entered timesheets. Click the calendar icon in this box and then select any date within the week you wish to view. Next, click enter time and your timesheet for that week will display. Page 2 of 47

3 Adjustments cannot be made while in the Timesheet Entry Viewer screen. Clicking the printer icon will print the current timesheet displayed. Click the Return button to return to the Payroll Selections screen. Entering Timesheets The lower Payroll Selections box on the timesheet entry screen is used to enter timesheets and make adjustments. Click the calendar icon next to the Choose Date field and select any date within the week you wish to enter. The date will automatically default to today s date. Next to choose payroll, select the appropriate payroll from the drop down list. This list will contain the Pay IDs of all the payrolls the selected employee is active on. Once the payroll is chosen, the location, authorization location (if applicable), and position will automatically load from the employee s current assignment as entered in atrievehr. Verify this information is correct and click Enter Time. Default values from last week s timesheet can be entered by selecting yes when asked if you would like to load default values from the previous week. Clicking OK will load all of the hours entered on the first row of the employee s timesheet from the week prior. Selecting no will start a timesheet from scratch. Enter the appropriate hours for the week. Total hours entered are displayed in the top right hand corner. (Note: you must move the curser out of the last entered field in order for total hours to be updated). Page 3 of 47

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5 Comments can be attached to entries by clicking the pencil and notepad icon beside each field. Comments can be viewed by both supervisors and employees. Click Submit to send the timesheet to the supervisor for approval. If an absence had been logged by the employee in the absence system, they will be asked to confirm that the absence had been entered on the timesheet. This is a warning only. Page 5 of 47

6 Amending Timesheets Employee selects a past week to enter timesheets. If the week is still open, adjustments can be made to existing entries and resubmitted. Timesheets will not be duplicated. If the week is closed, they are prompted with the message below. If Yes is selected, the user is taken to the edit page that allows them to adjust one day at a time only. The amended entries are flagged in the database as amended entries. Page 6 of 47

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8 Completed adjustment/amendment: Page 8 of 47

9 Supervisor Process: Authorizing Timesheets From the menu, select Timesheet Management. Timesheets should be authorized weekly. You have the option of reviewing authorized weeks, unauthorized weeks or both depending on which radio button you have chosen. All timesheets entered in that location are displayed to the supervisor. Timesheets can be sorted by employee number or alphabetically. (Please contact SRB if you wish to change the order that timesheets are displayed in. Page 9 of 47

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11 Timesheets can be authorized all at once or one at a time. If changes are necessary, clicking the Payroll button will generate an to payroll or clicking on the employee s name will generate an to the employee and reference the timesheet that needs to be changed. Page 11 of 47

12 If the employee has added a comment it will be displayed in RED. Clicking on the specific timesheet entry will open the comment. Page 12 of 47

13 Should changes be required the supervisor can over ride the comment. Both comments are displayed with a hyphen between the two. Page 13 of 47

14 Once timesheets have been authorized and processed, it will add an asterisk to the specific dates within the timesheet. Page 14 of 47

15 If an employee changes a previously authorized timesheet, it will automatically be switched to unauthorized and must be authorized again before it can be interfaced into the payroll system. Page 15 of 47

16 PAYROLL PROCESSES TIMESHEET PROCESS CHECKLIST Run 1,1,22,4 EMPLOYEE MASS PROCESS to a reminder notice to those employees who have not yet entered a web timesheet for the week. Run Timesheet Authorization Reminder via the web. Select the week ending date to view. Send the reminder to the appropriate locations. Optional: Run authorization reminder in payroll core 2,1,15,6 WEB TIMESHEET ENTRY REPORT to determine locations that have not authorized the weeks. Choose the appropriate option. SELECT AUTHORIZED, UNAUTHORIZED OR BOTH TIMESHEETS [A/U/B] <U> Run 2,1,15,6 to confirm employee timesheet data for this payroll for one or a range of pay periods. You can also define a date range within the pay period range for detailed selection of timesheets to be reported. This report allows you to omit reporting the timesheets already interface, giving you a listing of all outstanding timesheets yet to be interfaced. You can also choose to include comments to display on this report. Interface data using 2,1,15,9 WEB TIMESHEET ENTRY IMPORT process. Once data is interfaced, it will be marked as interfaced and can t accidentally be reinterfaced. TIMESHEET PROCESS Employee Mass Process Run 1,1,22,4 EMPLOYEE MASS PROCESS for employees who have not yet entered a Web timesheet for a given week. When the special code of &WEBTIMESHEET<YYYYMMDD> is included in the MESSAGE the message will only be sent to those applicable employees with no Web Timesheet. Only employees with the Web Time field set to Yes' on the employee s Pay Master screen will be included when this feature is used. The YYYYMMDD part of the special code being either an actual date or YYYYMMDD meaning the previous week Sunday to Saturday based on the current date. The code &WEBTIMESHEET<YYYYMMDD> is not printed on the notice, which section of the message is blanked out so it should appear at the end of the message. Before you submit the process, a message will display that verifies the Web timesheet date to be used and the Sunday to Saturday week being verified. You can also enter &WEBTIMESHEET<YYYYMMDD TO YYYYMMDD> where the YYYYMMDD must be ACTUAL DATES. This feature allows you to define any date range required. Employee s with no web timesheet for the date range defined will be ed a notice. An additional feature available with the '&WEBTIMESHEET' option is the code <SUNDAY to SATURDAY> that can be defined as part of the message to the employee. The SUNDAY and SATURDAY will be replaced with the applicable dates on the actual message. This feature allows you to create a default message for this purpose and have part of the message state, "This refers to the week <SUNDAY to SATURDAY>" and the applicable dates will be displayed on each run. Page 16 of 47

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18 Timesheet Authorization Reminder Prior to running the import process ensure all locations have been authorized. Running this report and selecting unauthorized will list locations that have not authorized their weekly timesheets Page 18 of 47

19 Select the week ending date or date range to view Select from options. Unauthorized locations will show in red and authorized locations show in green. Page 19 of 47

20 Clicking on the Not Authorized link will generate an to all of the supervisors who have unauthorized timesheets for the week (s) selected. Similarly, clicking on the Authorized link will generate an to all the supervisors who have authorized and clicking on the All link will generate an to all supervisors. Web Timesheet Entry Report The Web Timesheet Entry Report (2,1,15,6) allows you to report the Web Timesheets entries. This report allows you to omit reporting the timesheets already interfaced, giving you a listing of all outstanding timesheets yet to be interfaced. Choosing NOT to omit the comments will display any comments the employee or supervisor entered on the timesheet. Page 20 of 47

21 Running the report will display those records authorized and those not. Authorized Page 21 of 47

22 Not Authorized Web Timesheet Entry Import Process The Web Timesheet Entry Import Process (2,1,15,9) allows you to import or report on web entered timesheet entries. Only web timesheets not yet imported are available to be imported into payroll. The week(s) selected for importing must be closed to timesheet entry. You may report in preliminary mode on a week that has not yet closed but you cannot import that week until the week is closed. When this process is run in Final mode and reporting archiving is active, the Web Timesheet Interface Report is automatically archived to the payroll archive system under WEBTIM##.RPT with ## being an increment number from 01 to 99. Page 22 of 47

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24 Three reports will be created. It's IMPORTANT all three be reviewed before running the import process in final. The ######.LST Timesheet Entry report lists the following: The employee number The date of the entry The function line number The shift code used The pay code and description The hours generated The rate per hour The rate including all premiums The pay cod, shift and occupation premium amounts The GL account code used The #####R.LST Timesheet Entry Rejection report lists the following: The employee number and date The original record number The message describing the reason the record is invalid Total number of rejected records This #####E.LST reports non selected employee's and/or function lines this includes omitted timesheets based on the OMIT flag on the Category Maintenance. This report lists the following: Page 24 of 47

25 The employee number, name and applicable function line number Reason for employee and/or function line non selection Total records excluded Total records selected TIMESHEET ENTRY WEB SET UP INFORMATION (2,1,15) Web Timesheet Entry Access Profile Web Timesheet Entry Access Profile is set up per payroll in 2,1,15,1. You have the ability to access your web timesheet over a period of 8 days (Sunday Monday). This will allow your employees to log their time worked for the week you choose as seen in screen B. Schools can been told they are able to log their time from Sunday to Monday at noon. Giving the schools a couple extra days to make changes if necessary. If using authorizing location in the assignments it will be necessary to turn on the Authorizing Location selection in Profile Maintenance. Contact SRB for assistance if necessary. Page 25 of 47

26 As an example: For the WORK week of Monday, April 4 April 8th you are able to access your timesheet from Monday, April 4th to Monday, April 11 at Noon to log your time. (Schools however, will be trained to enter their time from Monday to Friday no later than Monday Noon) Web Time Entry Payroll Profile Web Time Entry Payroll Profile (2,1,15,2) it is tailored for the support payroll as indicated below. The option of displaying absences if turned on, will warn the user there is an absence on the day he is entering time Page 26 of 47

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28 Web Time Entry Category Maintenance Web Time Entry Category Maintenance (2,1,15,3) determines the look of the web time entry screen the employee sees when logging their time worked. See Appendix A for variations on timesheet composition. Screen A Screen B Page 28 of 47

29 Resulting Timesheet Employee Web Time Entry Field Changes Employee Web Time Entry Field Changes (2,1,15,4) will allow you to globally change, for this payroll (eg. Support), the pay screen on the employee's record, field 25= web time entry. Choosing the appropriate employees can be done using a variety of selection criteria. This can be run in either the Report or Process mode. Once field 25 is turned on in the pay screen it allows time to be entered through timesheet entry web. Page 29 of 47

30 REPORT WRITER Reporting is also available using HR Report Writer and the Data Table "Employee Timesheet". Contact SRB for default Timesheet Entry Web Reports Page 30 of 47

31 TSW PROFILE MAINTENANCE - SRB Example: Page 31 of 47

32 ** TSW Profile Fields are initially set by your SRB Trainer during installation phase as per discussions with client. If you feel adjustments to the above profile may be helpful at your district, please contact your SRB Trainer or SRB Support to discuss ** TSW PROFILE FIELD *Adjustment Limit (days): DESCRIPTION This is the number of days the user is able to go back in the timesheets to make amendments/adjustments Page 32 of 47

33 TSW PROFILE FIELD *Allow Timesheet Adjustments to be made on closed dates (Y/N) *Allow only authorizers to adjust timesheets (Y/N) Display only assigned locations and auth locations for these categories (Ex:SUPP/CASU/) Override Payroll Timesheet Types by Category (Ex:/SUPRBRD- D=DEF2/SUPP=DEF3/) Default payroll to use to get global profile values (Ex. SUPP) Display only employees that timesheet is turned on for (Y/N) List of management employees for which unauthorized links will not be calculated (Ex: /10010=0021;0022/0011/ List of Payroll Codes to Exclude from Payroll Dropdown (Ex. /SUPP/TEAC/) Ignore opening date comparison block for timesheet entry (Y/N) *Location Reminder Field to use for reminder s (Ex: /1/2/3/) Location Reminder Message Location Reminder Subject Sort timesheet authorization by last name (A) or number (N) Casual position codes for timesheet entry 1 (ex:payid=position1/position2/) Casual position codes for timesheet entry 2 (ex:payid=position1/position2/) Skip locations in the Authorization Location Reminder Suppress the Do you want to load default values from previous week? prompt and action (Y/N) DESCRIPTION YES allows the user to make adjustments after the timesheet week is closed YES gives the authorizers access to the adjustment screen in the timesheets. Authorizer is set in the position code database or security builder Only assigned locations and auth locations for the categories listed will display in the dropdowns during timesheet entry. Creating more than one default category in the web timesheet (2,1,15,3) Determines which payroll will be the default On the Location Timesheet Entry screen, only those employees with field 25 turned on in their pay screen will be displayed This will either cause them to be skipped entirely if no location numbers are entered, or only to search for the one or two location numbers that they need to see, which significantly speeds up the search. Codes not to appear on payroll drop down on the employee timesheet YES allows employees to enter future dated timesheets ie. vacation in the future fields 12, 13, and 14 in the location code database of atrievehr Payroll is able to change the default date of the reminder message: Review and authorize timesheets for {DATE_RANGE} Payroll is able to change the default date of the reminder Subject: Timesheet Authorization Reminder for {DATE_RANGE} On the authorization screen, sort by employee last name or number Indicate which payroll and position codes you want to view in the drop down in the timesheet. Do not split single pay ID list between these two prompts. Enter locations codes for those locations you do not want to receive a reminder YES will suppress the prompt and action Do you want to load default values from previous week? address to send timesheet issues Payroll Manager or clerk s address Check for authorizer when displaying authorizer options (Y/N) Load Authorizer Location Dropdown (Y/N) Check yes if the user wants the system refer to any authorizer profiles. Check YES if you want authorizer locations to appear in the dropdown Page 33 of 47

34 TSW PROFILE FIELD Use list of positions with same category as employee (Y/N) Populate Auth Locations selection when positions selection changes (Y/N) Use Function Line GL Position to obtain cycle code (Y/N) DESCRIPTION Checking YES will display only the assigned positions and a list of positions that have the same Category Code as the assigned position. Set to NO only the assigned positions display in the drop down during timesheet entry. When field is left BLANK then assigned positions plus all other possible positions display in the drop down. Check YES if you want the authorizer location to appear if displayed on the employee s assignment Check YES to trigger the software to look to the GL Position Code field on the function line to determine if the employee is in cycle. Used when districts have more than one pay cycle with different pay period start/end date ranges on the payroll calendar and employee has more than one function line. APPENDIX A TIMESHEET CATALOGUE Timesheets are very flexible and can be configured for many different uses. The following examples illustrate how some districts have set up their timesheets for different purposes. Example 1 One or two lines to report all hours. Useful for positions like Lunch Hour Supervisors who would be paid using only one or two pay codes and likely would not be entitled to paid leave or statutory holiday pay. Page 34 of 47

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36 Example 2 A few lines to encompass time worked, paid time away, unpaid time away and overtime. Useful for categories of employees who use the absence system to report time away. Page 36 of 47

37 Example 3 A few lines for employees to enter time worked over their weekly scheduled hours. Useful for exception-based payrolls where absences are being interfaced from atrievehr and employees are set up with salaried function lines. In this case, timesheets would not be required from employees every week and would only be completed when additional hours are worked. Page 37 of 47

38 Example 4 Many lines to encompass all of the entries that may be required for a payroll. Useful for payrolls that do not have absences interfaced fromt atrievehr. Page 38 of 47

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41 Adjusting your Timesheet If the week is still open: Log in as you normally would. This time, when you select Enter Time, the timesheet you have already entered will be shown. Make the necessary adjustments and click Submit. Your adjustments will overwrite the previously submitted timesheet. You will not submit multiple timesheets. If the week has closed: You will be asked if you would like to amend your timesheet. Selecting yes will bring you to an amendment screen to enter the changes. Page 41 of 47

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43 Entering Your Timesheet Enter your user name and password provided to you. Select the Timesheet Entry option from the menu. In the Payroll Selections box, click on the calendar icon to select the date. You can choose any date within the week you wish to enter. You will be able to enter future timesheets and you will be notified if the timesheet deadline has passed. Page 43 of 47

44 Choose the correct payroll from the drop-down list. The rest of your information will load for you. Page 44 of 47

45 Click Enter Time. You will be asked to load default values from the previous week. To copy last week s timesheet, click yes. To start from scratch, click no. Complete your timesheet with the appropriate number of hours. Page 45 of 47

46 Click Submit. If you were absent during the week, you will be asked to confirm that you have entered your absence on your timesheet. Page 46 of 47

47 Congratulations! You have submitted your timesheet for approval to you your supervisor. Page 47 of 47