New Client Training. Paychex Time and Labor Online Paychex, Inc. All rights reserved. TLO

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1 New Client Training Paychex Time and Labor Online 2013 Paychex, Inc. All rights reserved. TLO

2 Table of Contents WELCOME TO TIME AND LABOR ONLINE SUMMARY NEW CLIENT TRAINING Do You Have Questions? NAVIGATE TIME AND LABOR ONLINE NAVIGATE TIME AND LABOR ONLINE Setting Up Payroll Policies Assigning Employees to Payroll Policies Setting up Holidays Adding Holidays Editing Holidays Assigning Holidays Employee Functionality IP Access IP Template Assignment Assign Multiple Employees IP ACCESS ACCESS TO YOUR APPLICATION Setting Employee Access Setting Supervisor Access Creating Employee Groups MANAGING TIME SHEETS Terminating Employees Adding Time Sheets Detail Editing Punches Handling Exceptions Reports NEXT STEPS Preparing for Payroll Paychex, Inc. All rights reserved. TLO-CA-4016_

3 Welcome! Thank you for choosing Paychex Time and Labor Online. Time and Labor Online is an Internet-based time and labor management system that provides an easy and cost-effective way to automate your time and attendance process. Hosted by Paychex and accessible from any computer with Internet access and Microsoft Windows. Time and Labor Online allows you to increase your payroll accuracy, control costs, and stay in compliance with federal time-recording requirements. To help you use Time and Labor Online, we provide training resources directly in the application itself as well as these external resources: Getting Started Training Session a recorded online training session that reviews the benefits of using Time and Labor Online, general application navigation, and top-level administrator and supervisor workflows Time and Labor Online Implementation Coordinator your Time and Labor Online Implementation Coordinator is your dedicated single point of contact for all your Time and Labor Online implementation needs Our goal is to help you increase your productivity and offer a higher level of service to your employees through Time and Labor Online. We will provide you with easy-to-use powerful time and attendance tools, 24/7 access to Time and Labor Online, a dedicated training page, and the support of a world-class service organization dedicated to helping you achieve success! DO YOU HAVE QUESTIONS? If you have questions, contact us at the phone number listed on the Time and Labor Online Training page Paychex, Inc. All rights reserved. TLO-CA-4016_

4 Access Time and Labor Online To access the Time and Labor Online application open an Internet browser and navigate to CLIENT ID Your Client ID (often referred to as your branch-client number or client number ) is unique to your company and is issued by your local Paychex payroll location. It consists of your branch (local Paychex office) number and client ID number. (1) EMPLOYEE LOGIN IDS AND PASSWORDS When we build your application, we assign employees a default login ID and password. The default Login ID is typically the first name initial + full last name. The default password will be the Login ID in lower case. The login ID and password are the employees first and last name. The password is in lowercase letters. Upon first login a user is prompted to change his password. The password field is case-sensitive; at least eight characters in length and must contain upper and lower case letters and at least one number or special character Paychex, Inc. All rights reserved. TLO-CA-4016_

5 Navigate Time and Labor Online After logging into the application, you are on the Admin tab Home page. There are three main tabs in Time and Labor Online. The first tab is the Employee tab. (1) The second tab is the Admin tab (2), where you and your supervisors perform most of the daily activities. The last tab is the Status Board tab. (3) The Status Board displays the current status of your employees who use the application or a time clock to punch. This tab also shows you the date and time of each employee s last transaction or punch. (4) 2013 Paychex, Inc. All rights reserved. TLO-CA-4016_

6 Configure Your Application Using the information from your New Client Questionnaire, we customize your application so it operates and displays for you, your supervisors, and your employees the way you want it to. Your Time and Labor Online Implementation Coordinator completes most configuration tasks on the Configuration page, (1) but you can make several configuration changes yourself. This section of this training aid describes how to make configuration changes to your application Paychex, Inc. All rights reserved. TLO-CA-4016_

7 Set Up Payroll Policies The Time and Labor Online application uses payroll policies to govern how employee time, meals, breaks, overtime, and holiday transactions are calculated. Initially, we configure your payroll policies in accordance with your responses to the New Client Questionnaire. This section of the training aid explains how to assign employees to existing payroll policies. If any other payroll policy configuration changes are needed please call the Paychex Time and Attendance Service Center at the number listed on the Time and Labor Online Training page. To access your payroll policies: 1. Select the Admin tab. (1) 2. Click Configuration. (2) 3. Select Payroll Policies. (3) 2013 Paychex, Inc. All rights reserved. TLO-CA-4016_

8 Setting Up Payroll Policies - continued The Payroll Policies screen is organized into several sections. The Selected Payroll Policy section indicates the policy you have selected. (1) The List of Policies section displays all policies available in your application. The Group Assignments section enables you to assign employees to the currently selected policy. (2) The available sections display all rules available in the selected payroll policy. (3) 2013 Paychex, Inc. All rights reserved. TLO-CA-4016_

9 Assigning Employees to Payroll Policies To assign employees to a Payroll Policy: 1. Under Group Assignments, click Assign Multiple Employees. (1) 2. Select employees from the Non Members list (those not assigned to this policy) and click the blue arrow (2) to add them to the Members list (employees assigned to this policy). If you need to change the policy configuration or need further assistance in this area, please contact us at the phone number listed on the Time and Labor Online Training page Paychex, Inc. All rights reserved. TLO-CA-4016_

10 Setting Up Holidays Within your New Client Questionnaire you define how your company handles holiday time. Holidays automatically populate onto your employees time sheets based on your Payroll Policy configuration. Payroll policies help you determine: pay types employee holiday eligibility, and the amount of time for worked and un-worked holidays. Be sure to update Holiday Lists each calendar year. Holiday Lists determine which holidays the company observes. Holiday Lists need to be updated each calendar year to avoid inaccurate posting of holiday information to time sheets and improper employee payment. To update Holiday Lists, use the Add Holidays functionality rather than editing existing holidays. Create, modify, and add employees to holiday lists using the Time and Labor Online holiday template(s). To access your holiday template(s) in the Time and Labor Online application: 1. Select the Admin tab. 2. Click Configuration. (1) 3. Click Holidays. (2) 2013 Paychex, Inc. All rights reserved. TLO-CA-4016_

11 Setting Up Holidays - continued The Holiday page is organized into several sections. The Selected Holiday List section indicates the holiday list you selected. (1) The Holiday Lists section displays all holiday lists available in your application. The Holiday Template Assignment scetion enables you to assign employees to the currently selected template. (2) The Holidays section displays all holidays available in the selected holiday list. (3) 2013 Paychex, Inc. All rights reserved. TLO-CA-4016_

12 Adding Holidays To add the holidays setup in payroll: 1. In the Holidays section, click Copy from Payroll. (1) 2. The Holidays Copy from Payroll screen displays. Place a check mark in the box for the holidays you would like added to Time and Labor Online. 3. Click Add (2) to add the selected Holidays Paychex, Inc. All rights reserved. TLO-CA-4016_

13 Editing Holidays Once you have copied your holidays from payroll, you may need to add specific Time and Labor Online settings. To add these settings you will need to edit the holidays in the list. To edit a holiday: 1. In the Holidays section click the name of the holiday you wish to edit. (1) 2. The Edit Holiday screen displays. Indicate how long (number of days) the holiday will last for. 3. If this holiday includes weekend days, select Include Weekends for additional days. (2) 4. Select Company worked Holiday, as required. 5. Select Prevent PTO request on this day, as required. 6. Click Add. (3) If you need further assistance with holidays, please contact us at the phone number listed on the Time and Labor Online Training page Paychex, Inc. All rights reserved. TLO-CA-4016_

14 Assigning Holidays To assign an employee to a holiday list: 1. In the Holiday Template Assignment section, click Assign Multiple Employees. (1) 2. Select employees from the Non Members list (those not assigned to this holiday list) and click the blue arrow (2) to add them to the Members list (employees assigned to this holiday list) Paychex, Inc. All rights reserved. TLO-CA-4016_

15 IP Access By default, Time and Labor Online grants employees unlimited access to the application. Assigning an employee to an IP Access Policy limits the employee to access from the policy-specified addresses only. These restrictions are most commonly used to prevent employees from punching from unauthorized locations (e.g., their home). We encourage you to enlist the help of your information technology department in obtaining the correct IP address data for your employees. The Current IP Access Policy section indicates the currently selected IP Access Policy (1). Select an IP Access Policy by clicking the name link in the List of Policies section. The IP Access Masks (2) indicates the IP address or addresses by which access and/or punch transactions are controlled. You can configure these using ranges of global or public IP addresses. Click Add to add a new IP Access Policy or Delete to delete the selected IP Access Policy. Time and Labor Online does not allow you to delete an IP Access Policy if employees are assigned to it Paychex, Inc. All rights reserved. TLO-CA-4016_

16 IP TEMPLATE ASSIGNMENT The IP Template Assignment section enables you to transfer employees from one IP Access Policy to another. ASSIGN MULTIPLE EMPLOYEES The Assign Multiple Employees link enables you to select and assign employees to the current IP Access Policy. To assign employees to an IP Access Policy: 1. In the Current IP Access Policy section, verify that the IP Access Policy you want to transfer the employees to displays. 2. Click Assign Multiple Employees to select the employees you want to assign. 3. Select employees from the Employees Not Assigned to (1) (those not assigned to this IP Access Policy) and click the blue arrow (2) to add them to the Employees Assigned to (employees assigned to this IP Access Policy). Employees can only be assigned to one IP policy. If you need further assistance with setting up or maintaining IP Access, please contact us at the phone number listed on the Time and Labor Online Training page Paychex, Inc. All rights reserved. TLO-CA-4016_

17 Access to Your Application Setting Employee Access Within your New Client Questionnaire you define whether to allow employees to change their personal settings in Time and Labor Online. These personal settings determine how the application displays for your employees, and ensure employees do not view sections of the application they will not use (thereby improving and simplifying the navigation experience). You determine whether or not these settings will be changed at the employee or administrator level. Employees follow these steps to change their settings: 1. Click the Personal Settings icon. (1) 2. Under Employee Home Page, select Maximized, Minimized, or Hidden from each drop-down menu as required. 3. Click Apply Changes. As an administrator, you can control what an employee will see on their employee page: 1. Select the Admin tab. 2. Click Configuration. 3. Select Payroll Policies. 4. Select Employee Setting. 5. Under options, select Allow only administrator to edit employee personal preferences. 6. Click Set employee preferences. 7. Under Employee Home Page, select Maximized, Minimized, or Hidden from each drop-down menu as required. 8. Click Apply Changes. 9. Back in the Employee Settings section, click Apply Changes. If you have multiple payroll policies, you must configure each one separately Paychex, Inc. All rights reserved. TLO-CA-4016_

18 Setting Supervisor Access Time and Labor Online Feature Access Templates are used to create security profiles for users who access your application. They determine the information that administrators and supervisors can view and modify. By default, administrators have full access to all features in the application. (1) You can easily restrict your supervisors ability to view, edit, and delete application data. To access Feature Access Templates: 1. Select the Admin tab. 2. Click Configuration. 3. Under Security, select Feature Access Templates. (2) 2013 Paychex, Inc. All rights reserved. TLO-CA-4016_

19 Setting Supervisor Access - continued To add or change supervisor access: 1. Click Add. (1) 2. Under Add Feature Access Template, name your supervisor feature access template. Keep dropdown selected as Partial Access, (2) click Apply. 3. From the Feature settings section, select the feature setting to work with. 4. Click Yes or No (3) for each setting, as required. Once a template is created with Partial Access, the application displays with all features set to No. Click No to toggle the setting to Yes or open the four levels of access options Paychex, Inc. All rights reserved. TLO-CA-4016_

20 Setting Supervisor Access - continued To assign supervisors to a Feature Access Template: 1. Under Feature Access Template, click the appropriate template. 2. Under Feature Access Templates Assignment, select Assign Multiple Employees. (1) 3. Select employees from the Non Members list (those not assigned to this Feature Access Template) and click the blue arrow (2) to add them to the Members list (employees assigned to this Feature Access Template). If you require further assistance with Feature Access Templates, please contact us at the phone number listed on the Time and Labor Online Training page Paychex, Inc. All rights reserved. TLO-CA-4016_

21 Creating Employee Groups Employee Groups allow you to group employees who share similar jobs, managers, departments, etc. The Current Group section displays the name of the current group selected. (1) The Employee Groups section displays available employee groups. (2) Managed groups allow you to designate the group s manager Paychex, Inc. All rights reserved. TLO-CA-4016_

22 Creating Employee Groups - continued To create an Employee Group, add employees and assign a manager: 1. Select the Admin tab. 2. Click Configuration. 3. Select Employee Group Members. 4. Under Current Group, click Add. (1) 5. Type the Employee Group Name. 6. Select Managed Group to grant a specific supervisor access to this group. (2) 7. Click Create Group. (3) 8. Under Employee Groups, select the name of the group. 9. Select employees from the Unselected Members list (those not assigned to this group) and click the blue arrow to add them to the Selected Employees list (employees assigned to this group). The blue arrow pointing left allows you to move employees back to Unselected Paychex, Inc. All rights reserved. TLO-CA-4016_

23 Creating Employee Groups - continued 10. Click Add Manager to add a manager to this group. (1) 11. Select the Manager s name from the drop-down menu. 12. Click Create Manager. (2) This manager is now assigned to this group. Only one manager can be assigned to any group on this screen. Assigning a supervisor to a group will limit him to see only this group, unless the ability to see multiple groups is configured from the supervisor s individual employee record on the Admin Home page Paychex, Inc. All rights reserved. TLO-CA-4016_

24 Managing Time Sheets We encourage you to handle some Time and Labor Online processes daily, including managing time sheets and handling exceptions. Time and Labor Online calculates data based on employee clock punches or Web-based entries. As employee time sheet data is received, Time and Labor Online interprets it based on the Payroll Policy assigned to the employee. This is recorded in the Admin Home Time Sheet section. Recorded punch data includes: date and time of the punch type of punch exceptions associated with the punch action and edit icons daily totals, and period totals. Accurate time sheets are essential to creating accurate paychecks. Sometimes it may be necessary for you or your supervisors to edit time sheets to ensure that they accurately reflect worked and non-worked time Paychex, Inc. All rights reserved. TLO-CA-4016_

25 Managing Time Sheets - continued The Time and Labor Online Time Sheet section allows you to make the changes necessary to ensure accurate time sheets. It conveniently displays the current employee s hours for a specified date range. To edit an employee s time sheet, click any of the icons or links found at the bottom of the Time Sheet section. EDITING TIME SHEETS Some common reasons for editing time sheets include: entering missed punches, and/or adding non-work hours, such as vacation and sick time Paychex, Inc. All rights reserved. TLO-CA-4016_

26 ADDING TIME SHEETS DETAIL To add punch detail in the employee s time sheet: 1. In Employee Search, enter search criteria to locate the desired employee record. In Search Results, select the employee s name. 2. In the Time Sheet section, select the appropriate action link (Add a Work Shift, Add a Partial Shift (1), Add Non-Work Shift, or Mass Transaction Editor). The Add Work Shift link adds In and Out times for a full shift, lunches, or breaks. The Add Partial Shift adds a single punch transaction only. The Add Non-Work Shift link adds a non-work shift, such as sick time or PTO. The Mass Transaction Editor adds or deletes information, such as work shifts, partial shifts, non-work shifts, or pay adjustments for multiple employees at once. (2) 3. Fill in the detail of the missing information, including the action, date, time, and supervisor note. 4. Enter the correct recurrence timeframe, as required. Enter other data as required. 5. Click Save All Paychex, Inc. All rights reserved. TLO-CA-4016_

27 EDITING PUNCHES To edit a punch in the employee s time sheet: 1. In the Time Sheet section, click the Expanded View icon (1) on the row that needs to be edited. 2. Make necessary modifications. 3. Type a supervisor note as required. 4. Click Apply. DELETING PUNCHES To delete a punch from the employee s time sheet: 1. In the Time Sheet section, click the Delete record icon (2) on the row that contains the incorrect punch data. 2. Confirm the information to be deleted, and click OK to process the deletion Paychex, Inc. All rights reserved. TLO-CA-4016_

28 Handling Exceptions A Missing Clock Out (1) or Missing Clock In (2) displays as an exception in the Time and Labor Online application. Best practice is to handle exceptions on a regular basis before processing payroll. For detailed instructions on how to handle exceptions, refer to the Preparing for Payroll Printable Training Aid found in the Supervisor Training Primary Training and Documentation section of the Training page. Reports Please refer to the Managing Reporting in Time and Labor Online document found in the Administrator Training Supplemental Training and Documentation section of the Training library Paychex, Inc. All rights reserved. TLO-CA-4016_

29 Next Steps Preparing for Payroll Once your training is complete, you will process your first payroll. Your Time and Labor Online Implementation Coordinator will guide you through your first payroll. For more information on how to prepare for this appointment, please review the Preparing for Payroll document in the Training library Paychex, Inc. All rights reserved. TLO-CA-4016_

30 Summary You should now be able to use the key administrative features in Paychex Time and Labor Online to enter and maintain your employee data. By this time, you should have reviewed the Getting Started Tour recorded training session on the Time and Labor Online Training page and attended our live New Client Training session. We strongly encourage you and your fellow administrator and supervisorlevel users to refer to the Time and Labor Online Training page often for useful training content about common tasks. The Training page is also a good resource for new administrator- and supervisor-level users Paychex, Inc. All rights reserved. TLO-CA-4016_