Department Head Quick Start Guide

Transcription

1 Department Head Quick Start Guide Hours+ is an online application that allows production crew members to enter/submit timecards electronically. There are four types of roles: Employee, Department Head, HTG Approver and Final Approver. The Department Head can view and manage a list of assigned crew members and approve crew member timecards. Once assigned to this role you can: Actions Create and submit a personal timecard Invite new crew hires into Hours+ Add individuals to a department Review the status of department time entry Add account coding, episode field information (if applicable) Review and approve or reject crew timecards Create and submit a Group Timecard to their Department After signing in, you will see three additional tabs that are not available in the Employee role. CREW HIRE LIST Displays all of the individuals assigned to your department My Timecard Screen CREW TIMECARDS Displays the status of crew timecards by week ending date REVIEWS Displays completed timecards for review and approval STEP. To add new employees to the Crew Hire List, select the ADD CREW MEMBERS button

2 STEP. Add individuals by entering their Name, Address and Department STEP 3. Press the + icon when complete 3 STEP. To add multiple individuals from an Excel or CSV file use the file upload button* *Spreadsheet must include the Last Name, First Name, Address and Department for each employee. Once added, crew members will receive an invitation to join the project in Hours+. When the invitation has been accepted and the employee s start paperwork has been received by Cast & Crew, the user s Payroll Status will change from Pending to Accepted. Users with a Pending status will be unable to enter timecards. CREW TIMECARDS The Crew Timecards page will show the current status for all timecards by week ending date: Total Incomplete Ready for Review Submitted for Approval Submitted to Cast & Crew Processed CREATING A TIMECARD FOR A SINGLE EMPLOYEE It may be necessary for the HTG Approver to create a timecard for an employee who is not able to access the Hours+ application. Once his or her timecard is created, the employee will need to sign off on it before the timecard can be submitted for approval. STEP. To create a timecard for an employee, select the CREW TIMECARDS tab from the menu at the top right of your screen STEP. Select the employee s week ending date and department from the Crew Timecards list

3 STEP 3. Locate the employee and click the BLANK button to the right of his or her occupation STEP. Select CREATE TIMECARD from the pop-up window and enter the employee s hours worked 3 STEP 5. Enter any allowances/reimbursements to be paid and click SUBMIT TO EMPLOYEE(S) to send the timecard to the employee for approval. The employee will receive an prompt to sign the timecard. Once signed, the timecard will be routed through the approval flow. CREATING A TIMECARD FOR MULTIPLE EMPLOYEES It may be necessary for the HTG Approver to create timecards for a group of employees within a department. Once created, the employees will need to sign off on their timecards before they can be submitted for approval. STEP. To create a timecard for a group of employees, select the CREW TIMECARDS tab at the top right of your screen STEP. Select the week ending date and department for the group of employees STEP 3. Select the employees whose timecards you are creating by checking the box next to their names NOTE: Creating a Group Timecard enters the same information for all the employees you selected. STEP. The system indicates how many employees you have selected at the top left of the screen 3 5 STEP 5. Click the CREATE GROUP TIMECARD button

4 STEP 6. Review the employees you selected for the Group Timecard STEP 7. Remove an employee by clicking the X to the far right of his or her name STEP 8. When all employees are correct, select CREATE GROUP TIMECARD STEP 9. Enter employees hours worked 9 0 STEP 0. Enter any allowances/ reimbursements to be paid and click SUBMIT TO EMPLOYEE(S) to send the timecards to the employee(s) for approval. The employee(s) will receive an prompt to sign their timecards. Once signed, the timecards will be routed through the approval flow. The employee(s) will receive an to sign their timecard. Once signed, the timecard will be routed through the approval flow. REVIEWING AND APPROVING TIMECARDS The Reviews dashboard will sort all the timecards by department and weekending and will filter the timecards by: Ready for Review Pending History STEP. Select the filter READY FOR REVIEW. This will show all the timecards ready for review by batch and weekending. The Hours+ system will default to Ready for Review. STEP. Review the Employees Total Hours from the dashboard. To view the details of the timecard, click on the timecard icon under Actions.

5 3 STEP 3. Review the Employees entries. Select APPROVE to move the timecard to the next step in the workflow. STEP. If you REJECT a timecard, a reason must be provided in the rejection comments box before continuing. STEP 5. When using BULK APPROVE, select all timecards in the batch by checking the box in the header row next to Employee. The buttons APPROVE or REJECT will appear and you may proceed with your selection. 5 TECHNICAL SUPPORT plus.support@castandcrew.com