Epay Frequently Asked Questions

Transcription

1 Epay Frequently Asked Questions What is managed cost centers? Manage cost center is a set up in Epay that allows supervisors to manage all employees in the department assigned to them, or anyone that clocks in at that specific location (IP address). Non-manage cost center setup allows the supervisor to be assigned to an employee (1-1) without managing everyone in the department. Do I approve time sheets or time entries? If you are a manage cost center supervisor you will always approve time entries. Approving time sheets is only used for non-manage cost center supervisors. How do I approve time sheets? If you would like to approve time sheets before the pay period ends midnight Friday (12am Saturday) you can go to: Manage Time Mange Time Sheet Current Select all or only the time sheets you would like to approve by checking the box to the left of the employee (there is a box on top heading that will check off all time sheets) Click on Approve Flag at the bottom of the screen For approving timesheet after the pay period ends go to: Manage Time Manage Time Sheets By Pay Period Select Previous Pay Period Pay Period: Previous Profil e: Biw eekly 11/9/2011 (4/21/2012-5/4/2012) Select all or only the time sheets you would like to approve by checking the box to the left of the employee (there is a box on top heading that will check off all time sheet) Click on Approve Flag at the bottom of the screen After approving time sheets I noticed there was a mistake, what do I do? After approving time sheets you, you can no longer edit. Please be careful in approving time sheets. Once approved only payroll admin can reject so additional changes can be done. How do I approve time entries? If you would like to approve time entries before the pay period ends on midnight Friday (12am Saturday) you can go to: Manage Time Mange Time Sheets Approve time entries Select all or only the time sheets you would like to approve by checking the box to the left of the employee (there is a box on top heading that will check off all time sheets) Click on Green Approve Flag at the bottom of the screen

2 For approving timesheets after the pay period ends go to: Manage Time Mange Time Sheets Approve time entries Select Previous Pay Period on top Pay Period: Previous Profil e: Biw eekly 11/9/2011 (4/21/2012-5/4/2012) Select all or only the time sheets you would like to approve by checking the box to the right of the employee (there is a box on top heading that will check off all time sheet) Click on Green Approve Flag at the bottom of the screen Note: Do not approve time entries before the end of the pay period if your program has overnight staff. If I am going to be away or can t approve time, what should I do? If an approving supervisor isn t going to be able to approve timesheets (for whatever reason) they should let either their supervisor or payroll admin know about it asap. After approving time entries I noticed there was a mistake on the timesheet? After approving time entries you can still add another row to the timesheet (add time) and approve the time entry. But you will no longer be able to edit the time entries you have already approved. Please be careful in approving time entries. Once approved only payroll admin can reject so additional changes can be done. I can t see my staff under current timesheet, what is going on? If you are managed cost center, time sheets and time entries will only populate under current time sheets after the first punch. So if the employee doesn t come into work until the Monday after the start of a new payroll cycle it may look like they have disappeared. However, they will show up once they create a record in the system (punch). The employee punched in but the system isn t coding the hours to my program, what is going on? It is important that when the employee goes to punch in/out that the resident director logs out and lets the employee log into the computer. This will allow the system to pick up the IP address assigned to the department and code the timesheet properly. If the resident director doesn t log out the employee s punch will get coded to their home department and not the physical IP address where they are working. How is over time calculated? Overtime is calculated on any hours over 40/wk. They are assigned first to unscheduled hours then to scheduled hours. So, if employee works 40hrs at his home department and picks up a shift at another program the OT would be allocated to the non home department. Do I have to put in schedules for all staff? Yes, it is critical that staff schedules are entered and maintained. The system will look to the schedule to populate time off and in calculating over time.

3 How do I enter or edit master schedules? To enter your schedules please go to: Manage Time Scheduling Employee Schedule Cycles Select the employee Go to the pencil on left with blue notebook and enter/edit the time Do not enter a department number when entering schedules If the schedule has a breakdown select from the drop down (if the breakdown is not in the system let payroll admin know and they will add) Once you have entered all the schedule Save at the bottom Note: Please contact payroll admin if a schedule type or breakdown is not in the system. How do I edit one day/week without making changes to the master schedule? Manage Time Scheduling Weekly Schedule Click on the day you would like to add/change schedule and a screen will pop up for changes to be made Make the necessary edits Save at the bottom How do I view my schedules? To view your schedules please go to: Manage Time Scheduling Weekly Schedule Type in your department number under Default Dept Abbrev. Path Click to run the report Optional: on the top you can edit the date range (pay period/calendar range/ date range) selecting the specifics to the right Click on the Save settings Check off run immediately and default Name your schedule and Save So every time you come to weekly schedules only your employees will show up and this report will be saved on your dashboard How do I enter a shift when staff forgets to punch? Manage Time Manage Time Sheets Current Click on next to the employee you want to edit Click on the hyperlink for the appropriate day Enter the time they worked Save

4 How do I enter/edit when staff calls to use sick, personal, or unscheduled vacation time? Manage Time Manage Time Sheets Current Click on next to the employee you want to edit Enter the time they were scheduled to work Select sick, personal or vacation under Time Off tab Save Note: Employees should not to exceed 40hrs per week (ex: if employee has already worked 35hrs he/she is only entitled to 5hrs of accrued time) What do I do when there is no power or the system is otherwise down? Instruct staff to keep track of time worked, as you have done in the past, and when the system is up enter the time into Epay. What do I do if the employee is paid incorrectly? Please fill out a payroll discrepancy form (attached) and submit all necessary documentation to payroll admin. I see time for my staff in Epay but they didn t work in my program. Why is this showing here? When employees pick up shifts at other programs they punch in/out creating a record on their timesheet this also populates the program they are working at. The system looks to the IP address of the program to generate the proper coding on the time sheet. You can see the different programs under the calculated detail view of the timesheet. Note: Several cost centers will continue to have issues with this until 06/30/12 when 1:1 IP addresses are assigned. When employee is trying to punch into Epay it says they are punching out. Why is this happening? What can I do to fix it? This is a scheduling issue. For example, an employee is scheduled to work 11p-9a shift on a Wednesday but called out. The employee now comes into work the next day (Thursday) at 9am tries to punch in. The system is referencing the schedule and thinking they are punching out of their scheduled shift (11p-9a). In order to prevent this RD s would have to address changes on weekly schedules by deleting the scheduled shift so that it doesn t conflict with the actual non scheduled punch. Will holiday time auto populate on employees timesheet? All eligible holiday staff will have their holiday time auto populated on their timesheets at the beginning of the pay period in which a holiday exists. Please notify payroll admin otherwise. Additionally please notify admin of termed staff that are still active in Epay for which holiday time appears. A staff has transferred to another program but is still showing up on my payroll, why? The reason the employee is showing up for this supervisor even though he/she is no longer working there is because he/she had worked a shift at that department during the pay cycle. Under the calculated detail view of the timesheet you would be able to see in detail the different departments the employee worked at. Only the hours coded to the old department would be charged there even though the supervisor can see the entire time sheet he/she would only be able to edit/approve the time for their department.

5 I have a new hire that is still not showing up in Epay and is unable to login, what do I do? During the Myhra conversion the new hire process takes a while. Please keep track of the time worked and once the employee has successfully completed all new hire requirements they will show up in Epay. Please have the new hire attempt to punch every time they come into work and once the punch is successful the supervisor will know they have entered the system. The supervisor will then have to edit the timesheet with all the previously worked shifts. Please contact admin if the employee isn t in the system at the end of the pay cycle. Do I add orientation hours to employee s timesheet? No. Orientation hours are added by payroll admin. This information will come from attendance sheets provided by HR. Do I add training hours to employee s timesheet? Yes. Once you know the employee has attended training please edit their time sheet, select training for these hours under Asleep/Awake/OS tab. When staff tried to put in for time off they received a warning that stated they cannot until they have been at Seven Hills 6 months, but all of them have been here over a year or more. What does this warning mean? This warning was put in place for employees that are currently on their six month orientation period. Time off is granted only after six months of employment. How do I determine the amount accrued time staff has available? My employees Accruals Balances Type in employee s name Click to run the report Sick, vacation and personal accrual balance will populate How do I create a accrued time report on my dashboard? My employees Accruals Balances Under select column A screen will pop up On the top left type dep and select Emp. Def. Dept: Abbrev. Path Hit select columns on the bottom left Type in your department number under the Emp. Def. Dept: Abbrev. Path tab Click to run the report Sick, vacation and personal accrual balance will populate Click on the Save settings Check off run immediately and default Name your report and Save So every time you come to accrual balances only your employees will show up and this report will be saved on your dashboard

6 Will supervisors receive an with time off requested by the employee? As of right now this feature in not in place. Hopefully in the near future the system will generate s to supervisors with these requests. What happens once the time off requested is approved? After approving the time off requested the system will automatically generate a time entry for that timesheet period with the time off requested populated. How do supervisors know staff has requested time off? 1. Under Manage Time: Time off Requests Pending approval 2. Specify the date range you want: - Calendar Range Ex. This Year, This Month, Last Week. - Date Range Choose one calendar day to another by clicking the button. - Pay Period Choose a specific pay period (previous, current, next). 3. Use the button; choose Select Columns, to select the data you want included in the report. The data you select will be the columns in the report output. You can set the order in which the data is presented in the columns by using the up and down arrows. Click Select Columns to add new columns to the report. 5. Within any report where you can add/remove columns, you have the ability to search Available Columns easily. Using the Available Columns field a user can enter a key word to search for the column they are looking for. Search parameters are flexible, and a user can enter in one or several key words to find a column. 6. To format and reorganize the report output, there are several features you can use. For example, to filter specific data from the report output, you can use the filter fields at the top of the report, as described on page 5.

7 7. To group information, click the G that appears in the top right corner of the column heading for the data type you want grouped. To remove columns from the report output, click the X that appears in the top right corner of the column heading. How do I request time off? 1. Select My Account > My Time Off > Request. 2. In the Time Off field, select the type of time off you would like to take using the button to browse. 3. To request time off on a single workday; select the Full Day radio button. Enter the appropriate date in the Date field, or use the button to choose the date from the calendar. 4. To request a Partial Day, you have two options: - First, you can enter a Partial Day (Start/Stop), where you can request the specific From and To time you would like off (Ex. 1PM-3PM). - Or, you can choose a Partial Day (Bulk), which allows you to request a specific amount of hours (Ex. 2 hours). 5. To request several consecutive days off, select the Multiple Days radio button. Enter the date range in the From and To fields, or use the button to choose the dates from the calendar. 6. Enter any notes you may want to communicate to your approver(s) regarding your request in the Comments field. 7. Click the button.

8 How do I check the status of my time off request? To check the status of your time off requests, go to My Account > My Time Off > History. The Time Off Requests History page will display listing the status of your time off requests. From this page you can also view any comments your approver may have attached to your time off request, by clicking on the button for the corresponding request. For example, they might include a comment explaining why they approved or rejected your request. How do I check my accrual balance? There are two places where you will be able to check your available benefit time balance. 1. First, go to My Account > My Current Timesheet. 2. Within your timesheet, go to the button, then to 3. You can also go to My Account > My Time Off > Request. Your benefit time information will appear in the top right corner of the page. 4. The Balances window displays for each Time Off Authorized (current accrued), Remaining (current balance), Taken (time off taken previously), Scheduled (time off scheduled in the future), and Pending Approval (time off not yet approved). 5. If the Pending Approval information appears in green font, you currently have enough time accrued for your request. If the pending time off information appears in red font, you currently do not have enough time accrued for your request. I ran a standard report and it has too much or too little information. What can I do? Many pages in Web Based Time & Labor Management offer filters for sorting data that appears on the page. These filters can be very helpful if you are looking for a specific record within a long list of data. For example, you might be trying to find an employee account to edit amongst a long list of employees. You can find that employee account quickly by entering the first few letters of an employee s last name in the Last Name filter field, selecting the starts with option, and clicking Run. The page will refresh and display all users who fit the criteria entered.

9 You will notice most column headings in the filter area contain G and X symbols. The G symbol lets you group the data on the page by that data type. The X symbol lets you remove that data column altogether from the results on the page. In the drop down menu, you will also see a variety of other symbols that allow you to search more specifically for an item. Symbol Definition Example How do I save reports to my dashboard? To save report settings: 1. Click the button and choose Save Settings. 2. Provide a name for the settings. If you want this setting to be your default report setting, click the Default check box, and then click the Save button. For any report where you have to click Run to execute, you have the option of overriding this setting my checking off Run Immediately. 3. You can easily run the report with the saved settings by clicking the button and choose Load Save Settings. 4. Click on the button next to the setting you want to run, and the screen will update. How do I run Contracted Hours report? 1. My Reports: Time & Labor Calculated Time Calculated Time Summary 2. This will launch a page for the report you selected, where you can choose the data to be included in the report. 3. Specify the date range you want to report on. You have 3 options: - Calendar Range Ex. This Year, This Month, Last Week. - Date Range Choose one calendar day to another by clicking the button. - Pay Period Choose a specific pay period (previous, current, next). 4. Use the button; choose Select Columns, to select (Emp. Def. Dept: Abbrev. Path) or any data you want included in the report. The data you select will be the columns in the report output. You can set the order in which the data is presented in the columns by using the up and down arrows. Click Select Columns to add new columns to the report.

10 How do I save report settings? 1. Click the button and choose Save Settings. 2. Provide a name for the settings. If you want this setting to be your default report setting, click the Default check box, and then click the Save button. For any report where you have to click Run to execute, you have the option of overriding this setting my checking off Run Immediately. 3. You can easily run the report with the saved settings by clicking the button and choose Load Save Settings. 4. Click on the button next to the setting you want to run, and the screen will update. How do I export to excel or adobe? To export report: 1. Click the button and choose Export. OR, select the button. Most pages with filters offer an Export option that you can use to export the data to.csv,.xls, PDF, HTML, and XML. 2. You can also specify if you would like your report to have an Information Header that lists how the report is sorted, grouped, and who generated it. What exactly is the 7 minute grace period in epay? Employees are given 7 minutes following their regularly scheduled start time to clock into epay without being docked.

11 Does this mean that employees are not late for work as long as they clock in within that grace period? Remember the grace period is for epay time and pay calculation only. If an employee s start time is 8:00 a.m., the employee must be at work at 8:00 a.m. If he or she clocks in at 8:06 a.m., he/she is tardy. Must employees be paid for mandatory staff meetings? Yes. If an employee is required to attend staff meetings outside his/her regular work schedule, the employee must be paid for that time. Can I edit an employee s time to reduce hours worked if the employee did not get my approval to work overtime? No. You must pay the employee for all hours worked and inform the employee that he/she must obtain prior approval before working additional hours above and beyond his/her regular schedule. Failure to obtain approval prior to working the additional hours may result in disciplinary action. Does it matter that the employee never reported the time or asked for overtime? Probably not. It is the employer's obligation to control the work. If an employer does not wish work to be performed it must prohibit it. "Failure to ask" for overtime is usually not a defense for an employer.. When are we required to pay overtime? Overtime must be paid when a non-exempt employee works more than 40 hours in a work week. Only actual hours worked are counted. Does leave time count as work time? No. "Hours not worked" need not be counted as "hours worked" for purposes of FLSA wage computations. Does all time the employee works count as work time? With only a few exceptions, all time an employee is required to be at the premises of the employer is work time. All regular shift time is work time. This includes "breaks" (if there are breaks), and "nonproductive" time (for example, time spent by a receptionist reading a novel while waiting for the phone to ring). In addition, all time spent by an employee performing work-related activities that the employer benefits from or permits is work time, whether on premises or not and whether "required" or not. Work done "at home" or at a place other than the normal work site is work, and the time must be counted if approved by the employer and/or the employer is aware that the employee is doing this work. "Voluntary" work is work, and the time must be counted. "Unauthorized" or "unapproved" work is work and must be counted (provided that the employer knows or should know it is being done and permits the employee to do it). It is the privilege and responsibility of the employer to "control the work" of its employees. If an employer does not wish an employee to perform work, it must prohibit the employee from doing so if it does not wish to include that work time in the required FLSA pay computations. An employer may not accept the benefit(s) of work performed by its nonexempt employees without counting the time in computing pay due under the FLSA. Other questions? Questions regarding Epay should be directed to: Monica Moura at or mmoura@sevenhills.org Roxanne Robert at or rrobert@sevenhills.org Note: Please be very specific with your questions (stating issue, employee s name, department, etc).

12 Electronic Paystubs (e-stubs) When will electronic paystubs (e-stubs) go into effect for all employees? Effective February 1, 2012, Seven Hills employees (excluding SHPC staff) will no longer receive hard copy paycheck stubs for their direct deposit remittance. Employees will receive electronic paystubs (e-stubs). How will I receive my paycheck stub? Your paycheck stub (also called e-stub) will now be ed to your Seven Hills address in a secure PDF file. Who will send me the with my electronic paystub (e-stub)? You will receive an from support@epaybiz.com. Open the and you will see a link to your paycheck stub (e-stub). The subject of the will read: Your payroll information has arrived How do I access my paycheck stub (e-stub)? To access the paycheck stub (e-stub), you must double click on the PDF file and enter your password (last 4 digits of your social security number). You can then view and print it as needed. Where will my electronic be sent? Your electronic paystub (e-stub) will be sent to your Seven Hills address. When will I receive my paystubs (e-stubs)? Employees will receive electronic paystubs (e-stubs) via after payroll is processed Tuesday. s fluctuate in time so from late Tuesday to no later than Wednesday afternoon you should see your e-stub in your Seven Hills Account. I didn t get an paystub. Does that mean that my direct deposit hasn t gone through yet? If you have submitted a direct deposit form the process usually takes about one month. You will continue to receive paper checks mailed to your home address on file. This also means you won t receive an e-stub, only employees with active direct deposit accounts receive e-stubs. Do all Seven Hills employees have a Seven Hills account? Yes! If you do not know your username and password, please contact the IT Help Desk at or at ithelp@sevenhills.org. Can I have my e-stub sent to my home address? No. Unfortunately due to security concerns we will not be able to transmit your e-stubs to your personal . When will I receive my e-stub? For Massachusetts employees, you will receive your first e-stub 1-2 days prior to the February 2, 2012 pay date (February 10, 2012 for Rhode Island employees). Will my pay be in my account when I receive my e-stub? No. Please note that your pay will not be deposited into your account until the actual pay date.

13 Direct Deposit What if I do not currently have direct deposit? If you currently do not have direct deposit, you will continue to receive your paycheck in the usual and customary manner until April 1st. After April 1 st, you will need to sign up for direct deposit or register for the Money Manager VISA Card by contacting your Human Resources Office. Is direct deposit required? Yes. Effective April 1, 2012, we will require direct deposit for all employees. We encourage employees to sign up for direct deposit as soon as possible. If you are unable to open up a checking or savings account, we are offering our employees the opportunity to register for a Money Manager VISA Card free of charge. Please contact the Human Resources Office for additional information. How do I arrange for my pay to be direct deposited? To arrange direct deposit, complete a Direct Deposit Authorization form and submit it to the Payroll or Human Resources Office. To obtain the form, please see your program manager/supervisor or contact your Human Resources Office. What if I do not have a checking account? There are several banks who offer free checking/savings accounts to employees who elect direct deposit: TD Bank Currently offers Seven Hills employees free checking with a minimum balance. For more information please contact Tatyana Merkina at TD Bank, Just indicate that you are a Seven Hills Foundation employee and that you are calling about the Bank at Work program. She will explain the program and locate a convenient bank branch location for you. Rockland Trust Offering employees in the New Bedford area free checking with direct deposit. You can open an account online or at a branch. Please contact the Rockland Trust customer service for more information at or visit Milford Federal Savings & Loan (Rhode Island) currently offers Seven Hills employees free checking with no monthly fees or minimum balance. For more information please contact Karen at Milford Federal, X 14. Sovereign Bank (Rhode Island) currently offers Seven Hills employees free checking with no monthly fees or minimum balance. For more information please contact Vivian Fargnoli at Sovereign Bank, Bank RI (Rhode Island) will offer free checking with no monthly fees or minimum balance. For more information contact Liane Presley at Liane will explain their programs and locate a convenient branch for you. Note: These are just options. We also encourage you to check with your local banks. Are there any other options, if we don t want to open up a bank account? Yes, the Money Manager VISA Card. This is another option for employees who currently do not have direct deposit and it is offered free of charge. Your wages are deposited directly onto the card each pay period for immediate and easy access for use, to pay bills, get cash, transfer money, or shop. ATM withdrawals are also free at more than 37,000 Allpoint Network ATM s. For more information, visit epaybiz.moneymanagercard.com Contact your Human Resources Office to enroll.

14 Seven Hills I have never accessed my Seven Hills . What do I do? How do I access my Seven Hills ? Seven Hills will be accessed via your logon to Hope Avenue VPN. On the desktop you will find an icon to Microsoft Outlook. This icon will provide access to your . An alternate method to connect to your is via the website. Navigating the link will allow you to logon to your . Select outside if you re off Seven Hills property and inside if you re on Seven Hills property. Your is first initial and last name and your initial password will be Pa$$w0rd which should be changed immediately. What if I don t know or can t remember my username and password? If you cannot access your Seven Hills or have any questions regarding your address/password, please contact the IT Helpdesk at or ithelp@sevenhills.org. Can I access my Seven Hills from my home computer? Yes, via the website. Navigating the link will allow you to logon to your . Select outside and login with your ID and password. Other questions? Questions regarding e-stubs or direct deposit should be directed to: In Massachusetts, please contact Chrissy Markantonatos at or cmarkantonatos@sevenhills.org In Rhode Island, please contact Stacey Newman at or snewman@sevenhills.org