Logging Into TimeSaver Manager Access

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1 Logging Into TimeSaver Manager Access To log into TimeSaver navigate to this URL using your web browser: Manager Username & Password Your TimeSaver Manager Username and Password are different than your Employee Username and Password. To access TimeSaver as a Manager and edit and approve your employees time, you must login using your Manager credentials. Your Manager Username is your First Initial followed by your Last Name, all lowercase, followed by 01. Example: Employee Joyce Manager = jmanager01 Your initial Manager Password is Password01. The password is case sensitive and must contain at least one number and one letter. Select User Type Manager Key in UserName Key in Password Click Submit Note: After successfully logging in for the first time, you will be prompted to change your password. Write down your new password to reference when logging in going forward. Time Saver Manager Quick Reference Guide p. 1

2 Accessing Employee Timecards Note: You are defaulted to the Portal Home Page after logging in, which has links to your employees timecards and reports To access your employees timecards, click the Time Card Editor Link. NOTE: Clicking the Home button on the top right of your screen will bring you back to the Portal Home Page from anywhere within the system The Timecard Editor Search screen is displayed. To access a specific employee s timecard you have the ability to search by many fields. To access ALL of the employees you have access to in the system, leave the search fields blank and click the Search button Time Saver Manager Quick Reference Guide p. 2

3 Accessing Employee Timecards (cont.) Check which employee(s) you would like to access and click Timecard Editor for employee(s) selected will appear Select Pay Period to be displayed NOTE: Edits using Actions icons are made the same way employees edit their own Timecards. Notations indicate employee notes or missed punches. Add a new row under this row Edit this row Delete this row Add a note related to the entry in this row Employee Note for this row Navigation arrows to go to next or previous employee Sign Off: Validate each employee s Timecard after the end of the pay period, then click to Sign Off. Note: Be sure employee approved their own time first. A blue bar under dates shows employee approved: Navigate to Employee Information In & Out Punches for row REG, OT & Total Hrs for the row Daily and Weekly Totals reflected on Totals Row Navigate to Employee Schedule Employee is missing a punch Shows Timecard daily detail for period, can be printed Shows Hours summary for period Shows Timecard Audits Time Saver Manager Quick Reference Guide p. 3

4 Editing Punches 1. Punches are only entered for Hourly Non Exempt Employees. When employee is missing a punch, the missing punch icon is shown in the Notations column on that row If only one punch exists for a row, it is shown as both the In and Out Punch. The record needs to be edited, and the missing Punch keyed into the In or Out column To Edit Punches, first click the Edit Row icon the row that you are adding or editing a punch. on In and Out punches for the date shown are on one row. To add or change one of the punches, edit the row. To delete the entire row, click the Delete Row icon 3. Always click the Save icon to first save the edit made to the row 2. Add or edit the punch by keying the correct time into the appropriate field in the In or Out columns. Punches can be entered as 7a for 7 AM, 330p as 3:30 PM. Employees with missing punches will be paid incorrectly, all punches should accurately reflect the start and stop time worked each shift 4. IMPORTANT: After saving the row, click the Save button at the bottom of the screen to save any edits made to the entire page NOTE: Punch has been saved to the row, next save the entire page NOTE: Punches are only entered for Hourly, Non Exempt Employees only Pay Code Edits are used for these reasons: o Adding Exception Time o Changing OT to Comp Time o o Changing REG time to Call Back OT Paying an employee who worked through lunch Time Saver Manager Quick Reference Guide p. 4

5 Adding or Editing Time (Pay Code Edits) ACTIONS (for editing Time Entry records) NOTE: Pay Code Edits are used for these reasons: Adding Exception Time Changing OT to Comp Time Changing REG time to Call Back OT Paying an employee who worked through lunch 2. Choose Pay Code on inserted row 1. Click to add a new row 4. Click to save this edit to this row 3. Key # of hours for the Pay Code on that row. DO NOT key In and Out Times 5. IMPORTANT: After Step 4, when edit to row is saved, the Save button will no longer be grayed out. Click to save the entire form. Note: After adding a pay code edit to a row, the Edit and Delete action icons will appear on that row. Click the appropriate icon to edit or delete the entry. Time Saver Manager Quick Reference Guide p. 5

6 Adding Notes Comping Overtime, Call Back OT and paying an employee who worked through their lunch break require additional action to be taken by the Manager 1. Click to add a new Note 2. To type your own comments, choose Note Type: Create Custom Note To pick from the defined list of notes, choose Note Type Select from Reason Codes 3. Type your comment or choose Reason Code from the list 4. Click to close Notes window 5. Click to save the entire form Defined Reason Codes for Notes Reason Code Usage Call Back 3 hr minimum Add note to OT row when Call Back is being paid at OT (at least 3 hours are paid at OT for Call Back) Comp time in lieu of OT Add note to negative OT row inserted to zero out OT that is being added to Comp Time Leave Balance On-Call -1hr for every 4 Add note to REG row inserted when adding REG hours to pay an employee who was On-Call (1 for every 4) Standby Add note to REG row inserted when adding REG hours to pay an employee for hours they were on Standby Worked Through Lunch Add note to REG row inserted when adding REG to pay an employee who worked through their lunch break Time Saver Manager Quick Reference Guide p. 6

7 Comping OT, Call Back OT & Paying Through Lunch Comping OT, Call Back OT and paying an employee who worked through their lunch break require additional action to be taken by the Manager using Pay Code edits (previous pages). In these cases, the Timecard will reflect hours paid as calculated by TimeSaver. Managers must then go in and override the Timecard so the time is adjusted and/or reflected in the proper pay code. Comping OT Comping OT 1. Hours for row should be first be reflected as OT (ex. employee wants to Comp 5.00 OT hours on 12/8) Comping OT 2. Insert row, add a NEGATIVE pay code edit for OT pay code (-5 hrs) to zero out OT. If this step is NOT done, hours will incorrectly be paid as OT, in addition to being added to Comp Time Leave balance Comping OT 3. Add a NOTE with reason code Comp Time in Lieu of OT, Save. Payroll dept will add hours to available Comp Time Leave Balance by finding records containing this note. If this step is NOT done, hours will not be added to Comp Time Leave balance Call Back Overtime Paying an Employee Through Lunch Break Call Back OT 1. Call Back OT may be first reflected as REG on the timecard if the employee has not yet reached 40 hours for the week. If so, edits are required to change the REG to OT 2. Insert row, add pay code edit for OT pay code 3. Insert row, add a NEGATIVE pay code edit for REG pay code to zero out REG 4. Add a NOTE with reason code Call Back 3 hr minimum, Save Paying Through Lunch Break 1. Lunch break is automatically deducted after an employee has worked at least 5.5 hours. If the employee actually worked through the break and should be paid, the Manager must add the time back into the Timecard that was deducted 2. Insert row, add pay code edit for REG pay code. Add the amount of hours deducted for lunch (+ 0.5 hrs for most) 3. Add a NOTE with reason code Worked through lunch break, Save Time Saver Manager Quick Reference Guide p. 7

8 Running Reports 1. To access a report, from the Portal Home Page select the link for the report category you want to view under the Reporting panel 2. Next click the link for the specific report you would like to run 3. Set any desired parameters to define your report output. Any field listed can be limited by that field, and reports can be generated in a variety of formats including Excel 4. Click the button to generate the report Time Saver Manager Quick Reference Guide p. 8

9 Running Reports (cont.) 5. To view the report run, from the Portal Home Page select Report Status 6. Click the icon that shows the Type of output you ran the report under (PDF in this example) 7. Choose Open to open the report on your screen, or Save to save a copy of the report to your computer Sample Report Output for Hours Worked Summary report run as PDF. Note there are not any pay rates in the system, so PAY will always be shown as zero Time Saver Manager Quick Reference Guide p. 9

10 ADP TimeSaver - Managers Time Keeping Responsibilities Managers are responsible for reviewing, editing, and signing off an employee s time. At the end of each pay period, all hours to be paid should be accurately reflected on your employees timecards. Employees will be paid hours reflected on the timecard. It is strongly recommended that managers review and edit hourly employee s time records on a daily basis during the pay period. Each day time for the previous day worked should be reviewed. (Example: On Tuesday, the manager shall review and edit (as needed) time records for those employees who worked on Monday). Employees with missing punches will be paid incorrectly, all punches should accurately reflect the start and stop time worked each shift. Managers are responsible for Signing Off (approving) on their employees timecards by the Friday following the last day of the pay period. All employees other than those using time clocks are instructed to Approve their own timecard at the end of the pay period. After an employee has Approved, the manager is required to review and Sign Off on the timecard. NOTE: Once you Sign Off on an employee s timecard, the timecard is locked down for that pay period. Punches for that pay period will no longer be accepted by the system, and the timecard does not allow further edits without first removing the Sign Off. Do not Sign Off on a timecard until 1) after the last punches on the last day of the pay period have been recorded; 2) the employee has Approved the timecard; 3) all other edits to the timecard have been completed; and 4) you are sure time reflected on the timecard is accurate. Managers are responsible for recording notes or comments on employees timecard that explain any edits made to the timecard by the manager. When entering notes, managers can either choose from a predefined list of reason codes or type a free form text comment. Time Saver Manager Quick Reference Guide p. 10

11 ADP TimeSaver - Managers Time Keeping Responsibilities (cont.) Employees request for leave shall continue to be submitted and processed through a written Application for Leave. Managers are responsible for reviewing and approving all leave requests and administering the leave process as established within their institution. Approved leave shall be documented in TimeSaver on an employee s time record using the following pay codes: Code Description Code Description BNSL Bonus Leave NACD Non-Academic Day of Responsibility CMPT Compensatory Time SICKB Sick - Bereavement COPO Curtailed Ops Othter 1.0 SICKD Sick - Dependent CRTO Curtailed Ops Essent 1.5 SICKE Sick - Employee FHOL Floating Holiday SICKP Sick - Personal Leave FMLA Family Medical Leave Act VAC Annual Leave FYBN Fiscal Year Bonus Leave WOPM Leave W/O Pay Military FYPD Fiscal Year Personal Day WOPP Leave W/O Pay Personal JURY Jury Duty WOPS Leave W/O Pay Sick MLTR Military Leave Time Saver Manager Quick Reference Guide p. 11