Timekeeper Training Guide for Administrators & Approvers

Transcription

1 Timekeeper Training Guide for Administrators & Approvers Last updated: August 2015

2 Contents HOW DO I REQUEST ACCESS TO BECOME A TIMEKEEPER ADMINISTRATOR OR APPROVER?.. 3 ACRONYMS/GLOSSARY... 4 ABOUT THE PAY CYCLE... 5 LOGGING ONTO TIMEKEEPER... 6 How to log onto Timekeeper:... 6 How to log on with multiple Timekeeper User IDs:... 6 Password Resets... 7 How to log off:... 7 Session Timeout... 7 TIMEKEEPER GENIES What is a Timekeeper Genie?... 8 What Genies are currently available?... 8 Using the Pay Period Review Genie to select one employee or multiple employees... 9 Using the QuickFind Genie to select a specific employee Using the Accrual Balances Genie Using the Schedule Review Genie ENTERING TIME AND ATTENDANCE Rules for entering time and attendance entries Timecard features Entering Time and Attendance for overtime Eligible Employees Entering Time and Attendance for overtime Exempt Employees (i.e. Managers and Above) Saving the Timecard Entering Pay Codes Entering Multiple Pay Codes for the same day How to bill hours to another department (Timekeeper Admins/Approvers only) Changing Pay Periods Timekeeper Payrules TIMEKEEPER SIGN OFF Verifying Time and Attendance entries prior to Approver Sign Off Performing the Sign-Off process Performing Sign-Off for one employee using the Pay Period Review Genie

3 Performing Sign-Off on many employees using the Pay Period Review Genie Performing Sign-Off for one employee from the timecard How do I verify that my Sign-Off was successful? What if I forget to Sign Off? Removing the Sign-Off REPORTS Running a Report The Accrual Details Report HISTORICAL EDITS Add Historical Amount Move Historical Edit HYPERFIND QUERIES What is a Hyperfind Query? Creating a new Hyperfind Query Editing a Hyperfind Query REFERENCE MATERIAL Rogers myhr Support Centre Contact Information Reference Materials Job Aids Forms Timekeeper Training

4 How do I Request Access to Become a Timekeeper Administrator or Approver? In order to become a Timekeeper Administrator/Approver, the Timekeeper Security form must be submitted by the Employee s Manager or HR Manager to HRSystems.Administration@rci.rogers.com. The form can be found on myhr using the following path: myhr > myinfo Centre> Employee Information > Time & Attendance > Timekeeper Forms > Timekeeper Security form Handy Hints Forms must be received from the Approving Manager. If they do not have sufficient approval, they will not be processed. If you need assistant completing the form, contact the Rogers myhr Support Centre. 3

5 Acronyms/Glossary Acronyms/glossary TK OT Punches Description Timekeeper Overtime Used to refer to shift start and stop times or working durations entered into TK. e.g. shift start time is referred to as an in punch 4

6 About the Pay Cycle A Pay Period is comprised of two weeks (14 days). The diagram below will help you visualize the pay cycle. Hourly, Temporary & Contract employees paid via Rogers payroll are always one pay period behind. Using the calendar below, on Friday the 27 th (payday), these employees would be paid for their hours entered between Sunday the 1 st and Saturday the 14 th. Salaried employees only receive exceptions from the previous pay period (Sunday the 1 st to Sunday the 14 th ) since their regular hours are paid up-to-date. Exceptions are defined as any hours or earnings outside of regular hours such as Overtime, Vacation, Sick days, Shift Premiums, etc On the 27 th (payday), these employees would receive their Regular earnings from Sunday the 15 th to Saturday the 28 th and their Exception earnings from Sunday the 1 st to Sunday the 14 th. Timekeeper Administrators and Approvers review the timecards and make any necessary adjustments on the three days prior to the Wednesday, the 18 th sign-off deadline. S M T W T F S *Payday *Timekeeper Sign Off *Payday 28 For Approvers, Timekeeper sign-offs must be completed by end of day Wednesday, following the Friday payday. If the timecards are not signed off on time, the time and attendance entries will not be sent to payroll, which could result in employees not being paid. DO NOT sign off late under any circumstances. Late sign off can create a much more complex situation, requiring lengthy Historical Edits. Contact the Rogers myhr Support Centre if you have missed a sign off. 5

7 Logging into Timekeeper How to log onto Timekeeper: Log onto myhr From the homepage, click on the Quick Links drop-down menu on the right-hand side Select Timekeeper Click GO Select Timekeeper from the Quick Links drop-down menu. Click Go. How to log on with multiple Timekeeper User IDs: Log onto myhr From the homepage, click on the Quick Links drop-down menu on the right-hand side Select Timekeeper for Administrators Enter your User ID the User Name field Enter your password in the Password field Click the Log On button to log on 1. Select Timekeeper for Administrators from the myhr Quick Links. Click Go. 2. Enter your User Name and Password. Click Log On. 6

8 Handy Hints The Timekeeper for Administrators link can alternatively be accessed from myhr > myinfo Centre > Employee Information > Time & Attendance > Timekeeper Reference Materials > Timekeeper for Users with Multiple Login IDs Timekeeper user IDs and passwords are both case-sensitive. You have five logon attempts prior to being locked out of the system. If you are locked out or have forgotten your password, please contact the Rogers myhr Support Centre. Password Resets Only Timekeeper users with multiple IDs can request a password reset by contacting the Rogers myhr Support Centre. All other users should be logging in through myhr: myhr > Quick Links > Timekeeper. How to log off: Click the Log Off link located in the top-left hand corner of the screen. Always click the Log Off link to close Timekeeper before closing your browser. If you close your browser before logging off, your session may continue to remain active. Session Timeout For Timekeeper users logging in through the Timekeeper for Administrators link, you will be automatically logged out after 30 minutes of inactivity. The screen below will appear. At this point, you can simply enter your password and click the Log On button to get back into the application, or click the Log Off button to exit Timekeeper. 7

9 Timekeeper Genies What is a Timekeeper Genie? Once you log into Timekeeper, the first screen that appears is a Timekeeper Genie Window. A Genie is a page that presents a summarized view of employee time and attendance information based on your access. To access a Genie, simply click on one of the Genies in the menu on the left side. Genies Available Name of the current Genie Last time information was refreshed Determines which employees are displayed Click here to narrow your search. Updates and redisplays information Launch buttons used to access other components If you are responsible for a large group of employees, please allow adequate time for your employees to load. Handy Hints You can click the Genie column headings to sort the information that is being displayed. You can sort up to two column headings at a time. What Genies are currently available? Pay Period Review QuickFind Accruals Balances Schedule Review This Genie should be used as the Final Review by TK Admins and Approvers before sign off. Allows you to quickly search for a specific person or set of employees to display in a summary view. This Genie will display current Accrual Balances This Genie will display the TK schedule attached (if applicable) in a summary view. 8

10 Using the Pay Period Review Genie to select one employee or multiple employees The Pay Period Review genie defaults to show All Home Employees. As a result, you will be shown all the employees for which you have been granted access. For example, if you are a Timekeeper Administrator for your home department and a backup for a different department, employees in both departments will be displayed. If you wish to narrow down your search, click the button at the top and you will be taken to the Hyperfind page. From there, you can narrow down your search by employee ID, last name, department, etc. There are three different ways in which you can filter the All Home Employee list to either view a single employee or a select group of employees: OR OR 1. Viewing Timecard Details for one employee: From the All Home Employees list, click the employee to highlight them and then click the icon located in the top right-hand corner. Double-click the employee to pull up their timecard 2. Viewing Timecard Details for many employees Hold down the <ctrl> key on your keyboard and use the mouse to click on the employees you want to select. Once completed, click the icon. Click one employee to highlight them, and then hold down <ctrl>+<shift>+<a> to select all employees displayed in the genie. Once completed, click the icon. 3. Create a private Hyperfind Query. For details on creating a Hyperfind Query, please visit the Hyperfind Queries section of this guide. Handy Hints Make sure you click the button when you want the genie updated to re-display the latest information. Genies do not update dynamically. You can click the genie column headings to sort the information being displayed. You can sort up to 2 column headings at a time. 9

11 4. Once the timecards are open, you can cycle through them by clicking the button. Click here to cycle through multiple timecards. Using the QuickFind Genie to select a specific employee The QuickFind Genie allows you to select specific employees by Name, ID, and Time Period. The Name or ID field attempts to find an exact match based on the information entered. ID Enter the seven-digit employee ID number and click the button. Name Enter the employee name in this field and click the button. Handy Hints When searching for employees by Employee ID, you must enter the 6 digit employee ID + the 1 digit employee record number. When searching for employees by Name, you must use the format Lastname, Firstname. There is a space after the comma. You can use the asterisks (*) symbol to perform wildcard searches. 1. Enter search criteria here. 2. Select the Time Period 3. Click here to start search 10

12 Using the Accrual Balances Genie Accruals Balances is a summarized view of employees Banked OT, Vacation Taken, and Vacation Balances. The Accrual Balances genie defaults to show All Home Employees. As a result, you will be shown all the employees for which you have been granted access. For example, if you are a Timekeeper Administrator for your home department and a backup for a different department, you will receive the employees within both departments. Please reference the Using the Pay Period Review Genie section for details on narrowing down your search. Using the Schedule Review Genie If employees in your group are attached to schedules, this genie will provide a summarized view of the TK Schedule they are attached to. The TK Payrule is also displayed to help you determine their standard working hours per week, overtime eligibility, etc. Please see the Timekeeper Payrules section for more details To assign a schedule, please contact the Rogers myhr Support Centre. You are required to assign an employee to a schedule when: Salaried new hires join your home department Salaried employees transfer to your home department Employees change from hourly to salaried within your home department An employee s standard weekly hours change (i.e. 40 hrs/week to 37.5 hrs/week) The Schedule Review genie defaults to show All Home Employees. As a result, you will be shown all the employees for which you have been granted access. For example, if you are a Timekeeper Administrator for your home department and backup for a different department, you will receive the employees within both departments. Please reference the Using the Pay Period Review Genie section for details on narrowing down your search. Handy Hints Timekeeper schedules are timesaving tools that simply pre-populate salaried employees timecards with IN and OUT punches. Once an employee is on a schedule, they will only be required to enter time and attendance exceptions. E.g. Vacation, Overtime, etc. Only salaried employees can be attached to schedules. Hourly employees are unable to use this feature. For details on adding a schedule to an employee s profile in Timekeeper, please contact the Rogers myhr Support Centre 11

13 Entering Time and Attendance If salaried employees are attached to a prepopulated schedule, then the timecard only needs to be updated for exceptions outside of regular hours such as sick days, vacation, overtime, etc Hourly employees cannot have prepopulated timecards. Their hours must be entered on time in order for them to be paid. Rules for entering time and attendance entries Hours can be entered in two different formats: Decimal format: 7.5 is understood as 7 hours, 30 minutes, formatted as 7:30 o 7.3 (seven decimal three) is not equal to 7 hours 30 minutes Hh:mm format: 7:30 is understood as 7 hours, 30 minutes, formatted as 7:30 The system assumes the time entered is AM unless PM or P are actually added Hh:mm format: 7:45 is formatted as 7:45 AM Short format: 7p is formatted as 7:00 PM Timecard features The following is a quick summary of some features and functions that can be performed in a timecard. You can erase/delete an entire row of data by clicking the eraser icon. You can insert a row by clicking the arrow icon. You can enter pay code amounts/durations in HH:MM or decimal format. E.g. VACATION PD 7:30, or VACATION PD 7.5. Timekeeper will automatically convert the decimal duration into HH:MM format. If salaried employees are attached to a schedule, only exceptions need to be recorded as regular hours worked will be populated automatically. Employees that are not eligible for overtime will have a different timecard to simplify data entry. (i.e. Coaches, Managers and above, etc) Hourly employees require all hours to be recorded in the system. The next two sections will show timecards for Overtime Eligible and Overtime Exempt employees. 12

14 Entering Time and Attendance for overtime Eligible Employees The screen shot below depicts the various elements of the page. A Yellow bar at the top of the timecard means that there are unsaved changes. Allows you to cycle through multiple timecards. Click here to add a row. Click here to delete a row. The Red Flag means that there are changes that have not been totalized. If the employee is attached to a schedule, their schedule details will show here. Handy Hints You are only required to perform IN and OUT punches for an employee s shift. The TK Payrule that the employee is attached to will auto-calculate the appropriate pay codes. E.g. If the employee is overtime eligible, overtime will be generated automatically based on the IN and OUT punches. If employees are attached to a TK schedule, pre-populated IN and OUT punches may need to be removed if performing a paycode edit. E.g. If an employee is going to code the day as VACATION PD, they would need to remove the IN and OUT punches that were automatically generated to avoid being overpaid. If you see a red shaded box on a timecard, this means that an IN or OUT punch is missing. Until this is corrected, Timekeeper will prevent the electronic sign off on the timecard in question. 13

15 Entering Time and Attendance for overtime Exempt Employees (i.e. Managers and Above) Employees that are not eligible for overtime will have "Project View" timecards. This timecard simplifies data entry by only requiring worked durations (instead of IN and OUT punches). Only one row for each unique pay code is required. You only need to specify the hours allocated to each day of the week. Note: There is only one line per unique pay code. 14

16 Saving the Timecard Once you have completed making changes in the timecard, click on Save in the top left-hand corner and then Actions > Refresh. To determine if the changes were saved and refreshed, you can look at three things: 1. At top of the screen you will see Loaded followed by a timestamp. This is the last time you saved the timecard. 2. A yellow bar at the top of the timecard indicates that there are unsaved changes. 3. A red flag below the timecard indicates that there are totals which have not been refreshed/updated. If there are a high volume of users, it may take the system several minutes to finish totalizing. 1. Click Save to save the timecard 2. Click Actions > Refresh to ensure your changes are saved. 15

17 Entering Pay Codes To record a vacation day or another attendance item (i.e. Floater Day, Sick Day, OT Banked Out), you need to select the appropriate pay code to record the hours against it. In the Pay Code cell, you can select the pay code from the drop-down menu by clicking on it. If the pay code is too large to fit in the cell, you can increase the width of the Pay Code column. When using the Pay Code column, you must enter the hours in the Amount cell. You cannot enter IN and OUT punches. Click here to expand the width of the column. Click into the Pay Code cell to view the dropdown menu. Handy Hints The Timekeeper Pay Code list can be found on the myhr website: myhr > myinfo Centre > Employee Information > Time & Attendance > Timekeeper Pay Code List 16

18 Entering Multiple Pay Codes for the same day You can also enter multiple pay codes by clicking the icon to add additional rows to the timecard. For example, if an employee was at work in the morning, but was sick in the afternoon, you can enter the time they started work and the time they left in the IN and OUT punches. Next, add a new row by clicking the arrow. In the Pay Code cell, select the appropriate sick pay code and enter the number of hours in the Amount column. The hours worked, plus the hours absent must equal the employee s standard daily hours. Click the arrow to add rows to record additional pay codes. Select Daily to view the pay codes and hours entered per day. Handy Hints You can determine the employee s standard daily hours from their TK Payrule. Please visit the Timekeeper Payrules section of this document for more details. You can view an employee s pay codes and hours per day by selecting Daily under Totals and Schedules from the employee s timecard. 17

19 How to bill hours to another department (Timekeeper Admins/Approvers only) If an employee works some hours in another department, it is possible to bill those hours to the other department. In this case, you would have to use Transfer column. 1. On the day the employee worked in another department, click the Transfer box and select Search. 2. This will open the Select Transfer window. Click on the Oracle SCOA button to search for the department (SCOA) you would like to charge the hours to. 1. Click Oracle SCOA to search for the department. 2. Enter the SCOA number and click Search. Use * (without quotes) to perform a wildcard search. 18

20 3. Double-click on the SCOA number under Available Entries. This will populate the SCOA information found on the right-hand side of the window. By doubleclicking the SCOA, the right-hand side is populated 4. Once you choose the correct department, click on OK 5. Save the changes in the timecard by clicking Save and then Actions > Refresh to ensure your changes were saved. Note: In the Totals & Schedules section, you will see two lines for the hours, one line for each department. The transfer field is now populated. There two lines for the hours, one for each department Handy Hints You only transfer hours to another department within your Company s Business Unit. If a crosscompany transfer is required, you must arrange this with Finance. A transfer can only be done by the Timekeeper Admin/Approver. 19

21 Changing Pay Periods Timekeeper will select the pay period based on the current date. Expanding the menu at the top of the timecard will allow you to choose other pay periods or you can select a range of dates. Click here to select another pay period or a range of dates. Timekeeper Payrules Employees are paid based on their assigned payrule. Payrules in Timekeeper workgroups generally look like this example: RCI ON FT NX S 37.5 NF1 RCI The line of business ON The province in which the employee works FT Full-time (FT) or part-time (PT) NX Overtime exempt (EX) or non-exempt (NX) S Salaried (S) or Hourly (H) 37.5 the standard number of hours the employee works per week NF1 any special payrules pertaining to your group, such as unions Hovering over an employee s name in their timecard displays their payrule. 20

22 Timekeeper Sign Off Verifying Time and Attendance entries prior to Approver Sign Off There are 2 ways that TK admins and approvers can review time and attendance data prior to sign off: 1. TK admins and/or approvers can review the timecards in the Pay Period Review genie to ensure that time and attendance entries for their staff are accurate prior to sign off. Details on using the Pay Period Review genie can be found in the Using the Pay Period Review section of this guide. 2. TK admins and approvers can run Summary Reports (e.g. Employee Hours by Labour Account). Details on running reports can be found in the Reports section in the guide. Performing the Sign-Off process There are 2 ways that TK approvers can sign off their employees: 1. From the genie (ability to sign off one employee or many employees) 2. From the timecard (ability to sign off one employee) Handy Hints A Timekeeper Sign Off Schedule can be found on myhr using the following path: myhr > myinfo Centre > Employee Information > Time & Attendance > Timekeeper Reference Materials > Data Entry & Sign Off Schedule Performing Sign-Off for one employee using the Pay Period Review Genie Click the employee to highlight the row Click the Approvals option Click Sign Off 1. Click the Employee 2. Click Approvals 3. Click Sign-Off Performing Sign-Off on many employees using the Pay Period Review Genie Hold down the <ctrl> key on your keyboard and use your mouse to click the employees you want to select. Click the Approvals option, and then click Sign Off as per the screenshot above. 21

23 OR To perform sign-off on all employees, click one employee to highlight, and then use the <ctrl>+<a> key combination to select all employees displayed in your genie. Click the Approvals option, and then click Sign Off as per the screenshot above. Performing Sign-Off for one employee from the timecard Double-click the employee to pull up their timecard. Click the Approvals option, and then click Sign Off as per the above screenshot above. How do I verify that my Sign-Off was successful? Select the Pay Period Review genie. Click the button to update and re-display the latest information. Genies do not update dynamically. Employees not signed off will be displayed at the top and will have the Signed Off column un-checked. Sign off was unsuccessful Sign off was successful Handy Hints Genie results can be printed by clicking Actions > Print. The report Employee Sign Off can be run to verify that sign off was successful. See the Reports section of this guide for details on how to run a report Note: The Employee Sign Off report is time-sensitive. It can only be run for the pay period that is considered the Previous Pay Period. 22

24 Alternatively, you can verify Timekeeper Sign-Off by reviewing the Sign-Off and Approvals tab in the employee s timecard. Ensure the Time Period is set to a pay period that has already been closed by payroll. Click on Sign-Offs & Approvals to see who signed off the timecard for the pay period. The Date is the date the timecard was signed off. The User ID (Employee number) of the person who signed off the timecard. Handy Hints If the Sign-Off Date is after the Timekeeper Sign-Off deadline, then the hours were not transferred to payroll. Historical Edits may need to be completed to correct the timecard. If the User field says HRSupport, then the timecard was not signed off on time and was locked down by payroll. Historical Edits may need to be completed to correct the timecard. 23

25 What if I forget to Sign Off? If you forget to sign off by the sign-off deadline, salaried employees will only receive their pay for regular hours (no pay for exceptions), and hourly employees will not be paid at all. Handy Hints A Timekeeper Sign-Off Schedule can be found on myhr using the following path: myhr > myinfo Centre > Employee Information > Time & Attendance > Timekeeper Reference Materials > Data Entry & Sign Off Schedule DO NOT sign off late under any circumstances. Late sign off can create a much more complex situation, requiring lengthy Historical Edits to remedy. Contact the Rogers myhr Support Centre if you have missed a sign off. Removing the Sign-Off Only TK Approvers are able to remove sign-off. Removing Sign-Off for an employee Pull up the target employee(s) timecard. Click the Approvals option, and then click Remove Sign-Off as per the screenshot below. Repeat this step as required for any other timecard that needs the sign-off to be removed 1. Click Approvals 2. Click Remove Sign-Off You can only remove sign-off for ONE employee at a time. Unlike signing off multiple timecards at a time, this option is not available for the remove sign-off function. Handy Hints The myhr Support Centre runs a process that prevents TK approvers from removing sign-off during payroll processing. If you attempt to remove sign-off during this time you will receive an error. 24

26 Reports While Genies are an excellent means of displaying a quick overview of the time and attendance information for your department(s), there may be times where you will require reports. Running a Report 1. From the genie page, with your mouse, select the employee(s) you want to include in the report (hold the <Ctrl> key for multiple selections). Alternately you can: - Click Quick Find from the My Genies menu on the left-hand side - Enter a specific employee number in the Name or ID field - Click Find - Once the employee is retrieved in the Genie window, highlight the employee by clicking on the employee name with your mouse and proceed to Step 2.) 2. Click the button located in the top-right portion of the page. 3. The Reports page will be displayed. Select the report to be run, and ensure the appropriate Show and Time Period options are selected. Click Run Report. Ensure the correct employee(s) and pay period(s) are selected. 1. Select the report to highlight it. 2. Click Run Report 25

27 Handy Hints When selecting the Time Period, be sure to use the pre-defined pay periods where appropriate. i.e. Previous Pay Period, Current Pay Period, Next Pay Period. If you need to specify a custom date range, select the Range of Dates option from the drop down menu. When the dialogue box appears, use the calendar tool to select the dates. For accrual related reports (Accrual Detail, Accrual Summary), we suggest running the report from Jan-01 of the current year to the current date. This will allow you to see all earned and taken amounts year-to-date. To view a description of the report, click on the report in question and a description will be displayed on the right hand side of the page. If the report has additional options that can be set you will see them in the tab. Depending on the report, you can refine your results based on pay code or you can set the report to either include/exclude historical edits. 4. You will then be taken to a page showing the report creation status. You must periodically click the Refresh status button until the Status changes to Complete. 5. Click the View Report button to launch the report. Timekeeper produces reports in standard Adobe Acrobat files and will launch the report. You can print or save the report at this point

28 The Accrual Details Report The Accruals Details Report is useful for reviewing vacation and overtime balances over a range of dates. It is commonly run from the beginning of the year (Jan 1) to present date. For details on running the report, please visit the Running a Report section The screenshot below shows an Accrual Details report for an employee from Jan 1 st, 2012 to April 17 th, The first entry for December 31 st, 2011 is the Balance Forward. This is the vacation balance that was remaining at the end of the previous calendar year and was carried over into the current year On the 1 st of January, the vacation entitlement for the current year is added as Earned. These hours are based on the employee s years of service. The next entries show when the vacation was taken, the number of hours taken and updated the running balance. Description of action taken Running Balance Column Pay Code columns Amount (hrs) taken Time (hrs) remaining on the specified dates. Handy Hints Banked In Overtime may not be reflected in the Accrual Details report for up to two weeks, whereas Vacation and Banked Overtime taken will be reflected immediately. For Banked OT, the multiplication rate is applied and the calculated amount shows on the report once it has been processed by payroll. For example, if you bank 4 hours at 1.5X, the report will show an entry of 6 hours earned once payroll processing is complete. 27

29 Historical Edits This section will only cover a general overview of Historical Edits. For details on selecting the correct type of historical edit as well as step-by-step instructions on how to enter the historical edit into Timekeeper, please review the Job Aid Performing Historical Edits in Timekeeper, which can be found in myhr: myhr > myinfo Centre > Employee Information > Time & Attendance >Timekeeper Job Aids Historical edits are corrections to time and attendance codes after the pay period has been signed off. When a timecard is signed off, it is locked down and consequently, you cannot enter changes directly into the timecard for the day in question. A Historical Edit would need to be entered in the current pay period to correct the time and attendance codes in previous pay periods. There are two types of Historical Edits that can be accessed from the Amount menu; Add Historical and Move Historical Click Amount to access the Historical Edit options. Incorrect Historical Edits can result in an employee being overpaid or underpaid. Please ensure you are entering the correct Historical Edit by reviewing the Job Aid Performing Historical Edits in Timekeeper, found on myhr > myinfo Centre > Employee Information > Time & Attendance >Timekeeper Job Aids. Alternatively, you can contact the Rogers myhr Support Centre to verify your historical edits. 28

30 1. The Historical Date is the original date the error occurred. Add Historical Amount The screenshot below depicts the various fields of the Add Historical box. 2. Enter the pay code that is missing or that needs to be corrected. 3. The Amount is the number of hours. 4. Use the Transfer field to charge the hours to another department. 5. The Effective Date is system generated. Do not change this date. 7. By selecting this option, the historical edit will be sent to payroll for processing. Incorrectly selecting this option can cause an employee to be overpaid or underpaid. 6. By selecting this option, the historical edit will update the balances in Timekeeper. Incorrect Historical Edits can result in an employee being overpaid or underpaid. Please ensure you are entering the correct Historical Edit by reviewing the Job Aid Performing Historical Edits in Timekeeper, found on myhr > myinfo Centre > Employee Information > Time & Attendance >Timekeeper Job Aids. Alternatively, you can contact the Rogers myhr Support Centre to verify your historical edits. 29

31 Move Historical Edit The screenshot below depicts the various fields of the Move Historical box. 1. The From Pay Code is the pay code that was originally entered in the timecard. 2. The To Pay Code is the new pay code you would like to transfer the hours to. 3. The Amount is the number of hours. 4. The Effective Date is system generated. Do not change this date. 5. The Historical Date is the original date the error occurred. 6. Complete the Transfer field if it was originally completed in the timecard. 8. By selecting this option, the historical edit will update the balances in Timekeeper. 7. By selecting this option, the historical edit will be sent to payroll for processing. Incorrectly selecting this option can cause an employee to be overpaid or underpaid. Incorrect Historical Edits can result in an employee being overpaid or underpaid. Please ensure you are entering the correct Historical Edit by reviewing the Job Aid Performing Historical Edits in Timekeeper, found on myhr > myinfo Centre > Employee Information > Time & Attendance >Timekeeper Job Aids. Alternatively, you can contact the Rogers myhr Support Centre to verify your historical edits. 30

32 HyperFind Queries What is a Hyperfind Query? Hyperfind Queries provide a quick and easy way to display a specified group of employees. The Pay Period Review and Accrual Balances Genies both display All Home Employees by default, which is a Hyperfind Query that displays all the employees for which you have access to. You can create your own Hyperfind Query to display other groups of employees. There are three types of Hyperfind Queries: Public queries available to all Administrators and Approvers, like the All Home Employees query. This can only be created and modified by the Rogers myhr Support Centre. Private queries created and saved by Admin/Approvers. These are visible only to their creator. Ad Hoc temporary queries created by Admin/Approvers that are only visible to their creator. These are available only for the duration of the Timekeeper session and are released when the user logs off. To access the results of the Hyperfind Query, select the query from the drop-down menu from either the Pay Period Review or Accrual Balances genie. Click here to select a public or private Hyperfind Query. 31

33 Creating a new Hyperfind Query To create a new Hyperfind Query, you need to first access the Hyperfind Query main page. To do this, expand the Common Setup menu by clicking the plus sign. Next, click on Hyperfind Queries in the menu on the left-hand side. When the page loads, you will see a list of all Hyperfind Queries currently available to you. Click here to create a new query. Click here to edit or to create private Hyperfind Queries. 32

34 Click the button at the top of the page. The basic steps are these: 1. Apply conditions and filters to narrow the scope of your query 2. Name and save your query By default, you will see the Primary Account Filter first. Here, you can choose the department, company, etc., from which you would like to select employees. Click Test while creating your query to ensure it is retrieving the correct data. Default view when you click on from Common Setup > Hyperfind Queries 33

35 Most users typically search on Employee ID or Name. To do so, click on the Name or ID link. You then click on the drop-down menu besides Search by: to select the criteria you are using for your search. In the Search For field, enter the employee ID number of the name of the person you are adding to your Hyperfind Query 1. Click here to search for a person using either their Employee Id number or their name. 2. Click here to add the person or condition to your query. Handy Hints When searching for an employee by Employee ID number, remember to add * (no quotations) at the end of the employee ID number since Timekeeper records IDs as seven digits and not six digits. Click to select the information as a filter for your query. You should see the relevant information in the Conditions box at the bottom of the page. To view the conditions in a larger window, you can always review and edit them by clicking the tab at the top of page. 34

36 Under the Timekeeper heading in the Filter menu, you will find a number of other useful conditions. Clicking Employment Status allows you to search for Active, Inactive or Terminated employees as of a specific date. The default is Active as of the present date. You can select additional conditions from the Filters menu. Note: Always click the results you intended. button at the top of the page to ensure your query retrieves the 35

37 To save your query, click at the top of the page. You can choose from Ad Hoc (temporarily saved for the current Timekeeper session) or Private (only viewable by the creator of the query). Also, you can add a description to your query, which appears on the main Hyperfind Query page (under Common Setup). If you choose to omit a description, remember to name your queries descriptively. Handy Hints Naming a query with a + (no quotation marks) at the beginning makes your query appear at the top of the list. For example, a query called +Active_Jan1-Sept1 will appear before All Home Employees (and all other queries) in the Pay Period Review and Accrual Balances Genie drop-down menus as well as on the Hyperfind Query main page. 36

38 Editing a Hyperfind Query To edit a Hyperfind Query, first open the main page by clicking Common Setup > Hyperfind Queries from the menu on the left-hand side of Timekeeper. Click to ensure you are viewing the most recent up-to-date version of the Hyperfind Query. Select the query you wish to edit from the list, and double-click to open it. Click the tab at the top of the window to view the currently included conditions. Select the condition you wish to edit, and either delete it by clicking the button in the menu bar at the top of the page, or doubleclick to edit the parameters of the condition. Click here to edit the Hyperfind Query. Double click the condition to edit it. Note: Always click the results you intended. button at the top of the page to ensure your query retrieves the 37

39 Reference Material Rogers myhr Support Centre Contact Information The Rogers myhr Support Centre is opened Monday to Friday, 8:00 AM to 6:00 PM, Eastern Standard Time. Phone: Across Canada: Fax: , All reference materials can be found on myhr by using the following path: myhr > myinfo Centre > Employee Information > Time & Attendance Reference Materials Data Entry & Sign Off Schedule How to Install the Java Runtime Environment (JRE) for Timekeeper Timekeeper Support Model Timekeeper Pay Code List Understanding Leave Schedules in Timekeeper Your Role & Responsibilities Job Aids Job Aid Performing Historical Edits in Timekeeper Supplementary Quick Reference Guide for Network Operations Technicians Only Forms Time & Attendance Form Timekeeper Configuration Changes Form Timekeeper Security Form Timekeeper Training Timekeeper Training for Employees Timekeeper Training Guide for Administrators & Approvers 38