Step-by-Step Instructions: Using Manual Time Entry

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1 Basic process to submit payroll Follow steps 1 3 to check and prepare to submit payroll in step 4. Confirm payroll was submitted in step 5. Detailed instructions for step 1 are included in this document. Step 1: Check Time and Attendance Go to Edit > Time & Attendance > Manual Time Entry Check for time detail accuracy Step 2: Check the Payroll Summary and view Payroll Summary Report Go to Edit > Payroll > Payroll Summary Make sure all time detail has been populated from Time & Attendance Check, add, or edit additional pay Go to View > Reports > Payroll > Payroll Summary Step 3: Check the Time Summary Estimator Report and print the Time Card Approval Report Go to View > Reports > Time Detail > Time Summary Estimator Go to View > Reports > Time Detail > Time Card Approval Employees must sign the Time Card Approval report acknowledging that their actual punch times are correct. Step 4: Submit Payroll Go to Edit > Payroll > Payroll Submit Submit payroll for each pay group and class. If a class has no payroll to submit, click No Payroll button. Step 5: Confirm Payroll was Submitted Go to View > Reports > Payroll > Payroll Status Check for Confirmation # to confirm that all units, pay groups, and classes are submitted Updated July 20, 2009 Version 4.1 Page 1

2 Overview Use Manual Time Entry (MTE) to record employee work hours in units that do not use a Labor Management time clock. Scheduled shifts are automatically "loaded" into the Manual Time Entry screen on a daily basis. You can use the edit, add, and disable features to match the schedule shift data to the actual time worked. After you save changes in the Manual Time Entry screen, the information is available for the Time Card Approval report, Time Summary Estimator report, and the Pay Summary screen. Step 1: Checking time and attendance for time detail accuracy The Manual Time Entry screen is used in conjunction with Scheduling to compare planned work hours of each employee with the actual time the employee worked. Scheduled shifts are automatically "loaded" into the Manual Time Entry screen on a daily basis. After the planned work schedule displays, use the edit, add or disable (delete) features to match shift data to actual time worked. NOTE: Hours should be verified daily. To view manual time entry information: 1. Go to Edit > Time & Attendance > Manual Time Entry. 2. Enter the search criteria and click Search. 3. Select Active, LOA, or Separated at the top of the screen to view only those employees with that employment status. 4. Select an employee from the list. The employee s shifts for all preceding days in the pay week are displayed. 5. Select a shift from the Shift Summary list. Updated July 20, 2009 Version 4.1 Page 2

3 Editing a shift duration To edit a shift duration: 1. Click on the employee record you want to edit. 2. Change the information in the Start Time or End Time fields. Select a new date from the drop-down calendar and/or click the Individual Shift Details time field, then enter the new shift information. 3. Click Save. Adding a shift To add a shift: 4. At the bottom of the screen, click Add. A new shift, with default settings, is added. 5. To adjust the Start Time and End Time, select a new date from the drop-down calendar and adjust the time clicking in the time fields. 6. Enter the new shift information. 7. Click Save. Adding a meal or break To add a meal or break: 1. Click Add in the Meals/Breaks area. A new meal, with default settings, is added. 2. To change the meal to a break, in Type, select Break from the drop-down list. 3. Adjust the Out Time and In Time by clicking in the time fields. 4. Click Save. Updated July 20, 2009 Version 4.1 Page 3

4 Disabling a shift To disable a shift: 1. Select the shift to be disabled. 2. Click the Disable button at the bottom of the screen. 3. Click the drop-down menu to select the reason. 4. Click OK to close the screen. 5. Verify that the shift is cleared from the Shift Summary. Adding a lending assignment Add a lending assignment to the shift if an employee works at another Unit, Work Site or Subsection. Only the home unit can initiate lending. To add a lending assignment: 1. Click Add in the Tasks area. A duplicate task record is created. 2. If the employee performs a different task in the lending assignment, select a Task from the drop-down list. 3. Adjust the Start Time and End Time of the new task by clicking in the time fields. 4. Adjust the Start Time and End Time of existing tasks to make up for the new task. The total duration of all tasks must equal the shift duration. 5. Select a Unit you are lending to from the drop-down list. Updated July 20, 2009 Version 4.1 Page 4

5 NOTE: If the unit you are lending to is not in the drop down list: Click Add Unit. In Unit Number, enter the unit number you are lending to and click Search. Highlight the unit and click OK. The unit appears in the drop down list. Select the unit. 6. Select a Worksite, and/or Subsection you are lending to from the drop-down lists. 7. Click Save. Lending tips and tricks When lending a full shift with the same task and rate (clock unit to clock unit), badge permission is automatic at the borrowing unit. When lending a sub-shift with the same task and rate (clock unit to clock unit), you must include badge permission at the lending unit. When lending different tasks with different rates (clock unit to clock unit), you must include badge permission at the lending unit. When lending (clock unit to non-clock unit) you must include Manual Time Entry (MTE). The MTE borrowing unit will verify the schedule with a manual time sheet. Updated July 20, 2009 Version 4.1 Page 5

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Step-by-Step Instructions: Generating Time Summary Estimator and Time Card Approval Reports Step-by-Step Instructions: Generating Time Summary Estimator and Time Card Approval Reports Basic process to submit payroll Follow steps 1 3 to check and prepare to submit payroll in step 4. Confirm payroll

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