TimeKeeper Training. SIGNING INTO V6 PAYROLL MODULE Select Payroll and enter your User Name and Password and then click Sign In.

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1 SIGNING INTO V6 PAYROLL MODULE Select Payroll and enter your User Name and Password and then click Sign In. ALERTS SETUP Select Alerts Setup from the TimeKeeper dropdown menu. This is where you set up Alerts that will appear on the Employee Clock-In/Out screen on the TimeKeeper employee portal. 1

2 Select the Site this Alert pertains to. Only employees with jobs at the site selected will see this alert. If all employees should see this alert, select All in the Site dropdown. Enter a Date Range for display of this alert. You can change the date range at any time. The Font Color and Size can be adjusted as needed. Enter the Message you wish to display for the employees. The message will display on the Employee Clock In/Out screen every time the employee accesses the screen during the date range selected for this message. If entered, multiple messages will display for the employee. Click Save when you are finished. The message will show in the top grid. If you need to make changes, or delete a message, select it in the top grid and proceed with the changes, or deletion. MANAGE TIME SHEETS This is where you enter and approve TimeKeeper entries to employee time sheets. Time can be viewed, added, adjusted, approved, and deleted from this screen. 2

3 You can filter by any combination of Date Range, Site, Job, or Employee. You can choose to see Unapproved, Employee Approved Only, Admin Approved Only, or All. To view a single employee, type the employee name (last name first) in the Employee dropdown. Use caution with Filter selects. The broader your selection, the more time it will take to process. Try to narrow down as much as possible before clicking Refresh. If your selection is large, you will receive a warning (see below). This is just a warning. You can click OK to continue as selected, or click Cancel to change your filters to a smaller selection. Once you click Refresh, the employee time records matching your selection criteria will display in the grid. It is sorted by Employee, Job, and Date. There is a weekly total for each employee job. If the time record came through TimeKeeper, a Time In and Time Out (if applicable to that employee job) will be displayed. If the record was entered or corrected through Hours Worked, Time In and Out will be blank. Only Hours will be displayed. An asterisk (*) next to a time record indicates it was created by the Calendar. 3

4 ADDING A TIME RECORD To add a time record, highlight a row of employee time and click on the green plus button on the right. If you do not highlight a row of employee time before clicking the green plus, you can choose any employee here. If the employee has more than one site, select the Site for this record from the dropdown. All Jobs for the site selected will be listed in the dropdown. Select the correct one. Select the Date and enter the Time In and Time Out. If the record is for today, and the employee has not clocked out yet, click the Clear button next to Time Out. This will record the Time In for the day and the employee will be allowed to Clock Out to complete the record. Click Add for this record to be added to the employee s timesheet. From the Manage Timesheet screen, click Save once all records are added or modified. Modifying a Time Record All time records, including admin approved records, can be modified up until the pay group period has been finalized. To Modify a time record, double click on the Clock In or Clock Out field and adjust as needed. NOTE: If the Date, Site, or Job need to be changed you must delete the record and add a new one. Total daily hours can be modified through Input Hours Worked once the record is admin approved. To Delete a time record, select the record and click the red minus button to the right. 4

5 VIEW HISTORY Changes to a time record are tracked for audit trail purposes. You can view this audit trail by selecting the record and clicking the View History button at the bottom on the screen. The history record tells when the change Occurred, the Date and Time In/Out for the record selected, what was changed, and who changed it. The history records cannot be modified or deleted. TIME SHEET APPROVALS The date of approval will be shown in the Emp Approved column if the employee has approved this time record. Employees approve their time through the TimeKeeper Web module. Employee approval is not required by the system in order for the employee to be paid for these hours; however, your unit may have an internal policy in place that says employees are required to approve their time in order to be paid. Employee TimeKeeper records MUST be Admin Approved in order to be paid. Unapproved time will not be picked up by Calculate Payroll. A green check mark in the far right column indicates a record has been admin 5

6 approved. The date of approval also displays in the Admin Apprvd column. Once admin approved, the time is added to the Input Hours Worked screen and can be adjusted there if needed. To Approve a time record, click the box to the far right. Only records needing Admin approval will have a box available. You can select multiple records to approve at the same time. A check all option is available at the top of the column. Then click Save. The screen will refresh and the record will show as approved. NOTE: If a time record is incomplete when you approve multiple records, that row will be highlighted for you to modify before saving. A record is automatically admin approved when: The record is added or modified through Manage Time sheets The record is added or modified through Hours Worked Is a record added by the Calendar Is an absence record When a time record is approved it is added to Input Hours Worked in the Pay Group that Employee Job is associated with. The Pay Period the record is entered into is determined by the Cutoff Date. If the Pay Period this time record should be associated with has already been Finalized, you will be asked to associate the record with a new/open Pay Period. 6

7 ABSENCE RECORDS IN MANAGE TIME SHEETS Absence records are also included on this screen. The Description column will display the Absence Reason instead of the Job description on an absence record. To modify an absence record, select the record and click on the Absences button at the bottom of the screen. You will be taken to the Absence Input screen. Details for the selected record will be displayed. You can make adjustments and Save. To add an absence from Manage Time Sheets simply click on the Absences button and you will be taken directly to the Absence Input screen. If the employee that you want to add the absence for is highlighted, their information will already be displayed 7

8 Historical absences can be viewed by selecting Processed. These absences cannot be modified or deleted because they were included in the employee s pay check. At fiscal year end, remember to select the correct Fiscal Year or date range to view The Leave Balance grid at top right shows the current leave balances for the highlighted employee. They are updated instantly as absences are entered or deleted. All leave balances are shown in real time. Click the green plus button to begin adding an absence. 8

9 Lower Grid Pay Period: Select the Pay Period that this absence is to be recorded with. The drop-down lists all open Pay Periods. The absence dates do NOT have to be within the Pay Period dates. NOTE: This dropdown will default to the currently open pay period. Remember to check this field to ensure that you are entering the absence in the period in which you want it to be paid. Substitute: Check here if you want to add a Substitute to an absence. Please see below for details on Substitutes. Reason: Select an absence code. The drop-down will list all the absence codes associated with this job s leave types, along with any codes not associated with a leave type. Date: Select the absence date or date range. To select a range of dates, click on the first day and hold down the Shift key while you click on the end date. The absence date does not have to be within the selected pay period, but it must be within the Start/End dates for the Employee Job. Absences can be entered on any day (bolded or not). Bolded dates are: Current Keyed absences Weekends Dates with an event on the calendar for the employee s job 9

10 Total Hours: The default value displayed is based on the Hours Per Day in Job Setup and % employed for this job. Always enter the actual number of absence hours for the job, even if the percent employed is other than 100%. For multiple jobs, enter the number of hours absent at each job. If you are only entering one day s absence, you can change the number of hours. If multiple days are selected, the hours are calculated automatically and cannot be changed on this screen. They may be adjusted on the grid that displays all the absences for this employee. Click Apply. You will get a grid that displays all the absences for this employee: From this grid you may change the Absent Date, Absent Reason, add a Note, or adjust the Hours. You can also add or edit the Sub. You cannot change the Pay Period this absence is tied to. If the Pay Period needs to be changed, you will have to delete the Absence and enter it in the correct Pay Period. Click Save when the entry is completed. To delete an absence, select the record and click the red minus key to the right. Absences do create entries in Hours Worked. If you delete an absence record, make sure the associated hours record also gets deleted. Entering Substitutes on Absences Substitute: If you would like to add a substitute to an existing absence, click Add at the left of the absence record on the main Absence screen. Click Edit to change or delete the sub from the absence record. (Substitutes can also be entered under Other Pay if you do not need to attach it to an absence.) Substitutes must have a job set to a Daily rate of pay. The Substitute will be paid with the Absentee s pay group if they are attached to the absence. You will get a screen for entering a Substitute on the absence: 10

11 Select the Substitute from the list of employees. The list will only include employees with jobs based on daily pay rate. The Absentee s job account code is in the left side; the Substitute s account code is on the right side. The substitute s account is defaulted using the account template on the absence code selected applied to the absentee s account code (see Absence Setup). You can change the account code or add/remove additional codes if needed. The percentages do not have to match the absentee s. A sub can be split to multiple accounts even if the absentee isn t, and vice versa as long as the total % adds up to 100. The Sub hours will default to the absence hours. Adjust as needed. Example: If a Teacher is absence for 2 hours of their normal 8 hour day, but you are required to pay the sub for a ½ day, you will need to change the sub hours to 4.00 otherwise the sub will be paid for 2 hours of an 8 hour day (.25 of a day). The Daily Rate is defaulted from the Substitute s Job. You can override it as needed. Keep in mind this is the rate the sub will be paid if it s a full day s absence, not necessarily what the sub will be paid if they worked less than a full day. The portion of a day the sub is being paid for will be applied to this rate during Calculate Payroll. NOTE: usually this field will not need to be edited. Click Apply to return to the main Absence screen. 11

12 Click Save to save the absence. The absence now shows up with the other time. 12

13 An absence may be deleted through Manage Time Sheets by selecting it and clicking the red minus button to the right. TIMEKEEPER - MANAGE REQUESTS Select Manage Requests from the TimeKeeper dropdown menu. This is where you view and manage employee requests from TimeKeeper. Employees enter requests through the TimeKeeper employee portal. A TimeKeeper administrator (example: Central Office Payroll, School Treasurer) can Authorize or Decline the request. Data entry required will depend on the Requests Setup. 13

14 TIMEKEEPER EXCEPTION DASHBOARD Select Exception Dashboard from the TimeKeeper dropdown menu. The Exception Dashboard gives a quick snapshot of Time Sheet status for all employees using TimeKeeper. Select the Site that you would like to view. You can choose to show All Employees, Clocked-in Employees, and Employees that have clocked in and out on the date specified in the Date box. This screen will show No Record 14

15 (Missed Clock Ins), Missed Clock Outs and employees who have exceeded or not met their job s normal working hours. TIMEKEEPER REPORTS Attendance Report The attendance report can be filtered by date range, site and job to show attendance or missed clock ins. Time Sheet Report The Time Sheet Report provides a copy of employee time records by the week for a date range or pay period, depending on the set up. The report can be run by pay group by date or by pay period and for all or individual jobs, as determined by the setup. It can also provide weekly totals or detailed records, and can be set to page break on each employee. NOTE: Employee hours and absences are attached to pay periods. If you run the Time Sheet Report and do not see the hours in a pay period that you expect, run the Time Sheet Report for a date range with All Pay Groups in the filter. This will show you if there are hours or absences attached to another pay period for this employee. 15

16 Time Sheet History Report The Time Sheet History report prints the audit history of time records to show additions, changes or deletions. The set up is similar to the Time Sheet Report, and it may be filtered for additions or modifications alone. 16