Enhanced Time & Attendance

Transcription

1 Enhanced Time & Attendance Part 1 Handout Manual V ET8] Copyright ADP, LLC

2 ADP Trademarks The ADP logo and ADP are registered trademarks of ADP, LLC. Enterprise etime and Pay expert are registered trademarks of ADP, LLC. ADP A more human resource. SM is a service mark of ADP, LLC. Third-Party Trademarks Adobe and Reader are registered trademarks of Adobe Systems Incorporated in the United States and/or other countries. Firefox and Mozilla are registered trademarks of the Mozilla Foundation. Microsoft, Excel, Internet Explorer, Outlook, PowerPoint, SharePoint, and Windows are registered trademarks of Microsoft Corporation in the United States and/or other countries. Sun and Java are trademarks or registered trademarks of Sun Microsystems, Inc. in the United States and other countries. WebEx is a registered trademark or trademark of Cisco Systems, Inc. and/or its affiliates in the U.S. and certain other countries. All other trademarks and service marks are the property of their respective owners. Copyright ADP, LLC. ADP Proprietary and Confidential All Rights Reserved. These materials may not be reproduced in any format without the express written permission of ADP, LLC. Any repurposing, reposting, or other use of this content (including but not limited to YouTube or any other social media) is expressly prohibited. ADP provides the publication as is without warranty of any kind, either express or implied, including, but not limited to, the implied warranties of merchantability or fitness for a particular purpose. ADP is not responsible for any technical inaccuracies or typographical errors which may be contained in this publication. Changes are periodically made to the information herein, and such changes will be incorporated in new editions of this publication. ADP may make improvements and/or changes in the product and/or the programs described in this publication at any time without notice. Published by ADP Enterprise Learning December 2017

3 PREFACE Contents Enhanced Time & Attendance Course Introduction... 1 Navigating WebEx... 1 Course Purpose... 2 Course Agenda... 2 Implementation Questions... 3 Part 1: Managing Timecards Part 1 Introduction Introducing Enhanced Time & Attendance The Time and Attendance Workflow Explore: Using Workspaces Explore: Navigating Your Workspaces What Are QuickNavs? What Is the Manage My Employees Workspace? Filtering and Locating Employee Records The Filtering and Locating Employee Records Process Applying Basic Timecard Edits Editing Punches Job Aid Activity: Editing Punches What Are Timecard Exceptions and Errors? Activity: Resolving Alerts Types of Editing Functions Activity: Adding Pay Codes Activity: Canceling Meal Deductions Activity: Editing Labor Account Transfers and Work Rules Activity: Adding Pay from Schedule Completing a Group Edit Job Aid Practice: Managing Timecards Practice Results: Managing Timecards Part 1 Closing Part 2 Preview Copyright ADP, LLC iii V ET8

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5 Part 1 Introduction In this part: Introducing Enhanced Time & Attendance Filtering and Locating Employee Records Applying Basic Timecard Edits Copyright ADP, LLC 1-1 V _3ET8

6 Introducing Enhanced Time & Attendance Enhanced Time & Attendance is a comprehensive, time-and-labor-management solution. It consolidates all time and labor information into a single, centralized database. Features and Benefits The following table lists the features and benefits of Enhanced Time & Attendance. Feature Multi-user capabilities Employee self-service Customizable views Alerts and notifications Manage time-off requests (if applicable) Manager delegation QuickNavs Integration with payroll data Benefit accruals Attendance information Timecard history Reports Benefits Authorized employees can view their own records. Managers can access information that helps them to effectively manage their staff. Practitioners can focus on completing the payroll. Authorized employees and managers can access and update their own time and labor information, view accruals, and create reports. Configurable navigators display information in easy-to-understand views called workspaces. These views can help you to quickly and accurately identify many workforce-related issues and find resolutions. Alerts notify managers when specific events occur, such as timecard exceptions or errors, or when employees request time off. Employees can submit time-off requests with multiple date ranges and durations. Managers are alerted to the requests and can then compare the requests to the department schedule, and accept or deny those requests. Managers can delegate their tasks and responsibilities to another manager while they are away from work. Managers can immediately access frequently needed information and generate inquiries on the spot. You can integrate payroll data with other business solutions. Employees and managers can check the remaining sick or vacation time that is available. Managers can be notified if the amount of time that is allocated for these purposes exceeds the amount of time that is allowed. Managers can access annual attendance exceptions for analysis, evaluations, and performance appraisals. Historical timecard information is stored in an easy-to-access format that complies with federal wage and hour requirements. You can run various reports to provide management with up-to-theminute pay-period information for detailed analysis of labor costs. Copyright ADP, LLC 1-2 V _3ET8

7 The Time & Attendance Workflow Enhanced Time & Attendance simplifies the job of collecting your employees time and attendance information and moving it quickly and accurately through the payroll workflow. The following illustration shows each stage of this workflow. Stages and Descriptions The following table describes the stages of the punch-in to paycheck workflow. Stage Description 1 After the new payroll cycle starts, employees enter their time data in Enhanced Time & Attendance, and the timecard punches are collected. The application applies rounding rules, totals hours, calculates overtime, and highlights missed punches and other exceptions. 2 The supervisor or manager reviews and edits time information and generates reports. Managers can also approve time online, if your company is set up for this feature. 3 The administrator or practitioner signs off on timecards so no further entries can be made. The practitioner adjusts the payroll as necessary, closes the pay period, and creates and exports the paydata and punch detail files. 4 The administrator or practitioner imports these files into the ADP payroll solution and submits the payroll to ADP. 5 ADP processes the payroll. 6 The administrator or practitioner receives and verifies paychecks from ADP and starts a new payroll cycle. You can now move to a new pay period in Time & Attendance. Copyright ADP, LLC 1-3 V _3ET8

8 Explore: Using Workspaces The Navigator workspaces provide access to your Enhanced Time & Attendance data by helping you quickly and efficiently navigate to your most frequent tasks. Workspaces and Descriptions The following table describes commonly used workspaces. You may or may not have access to all of the workspaces. Security and Display profile assignments determine access to the workspaces, fields, and functions that you can view. Workspace Close Pay Period My Information Go to Widgets Timecards General Maintenance Manage My Employees Description Provides a wizard for completing all end-of-period tasks, including signing off on the payroll, reporting, and exporting your payroll data. Provides employees with access to their timecard information using the appropriate time-entry method; also provides them with the ability to view accrual information. Provides quick access to timecards in the selected time period. Provides access to setup and system configuration features. Consult your implementation consultant before you make any changes. Provides a quick view and easy access to the tasks that a manager needs to perform to manage the workforce on a daily basis. This is a default workspace in the training environment. Copyright ADP, LLC 1-4 V _3ET8

9 Explore: Navigating Your Workspaces The following illustration displays the top portion of the Manage My Employees workspace. Elements and Descriptions Element Alerts toolbar Description Provides a quick view of the type and number of tasks that you need to address, such as timecard exceptions or errors or time-off requests. It includes the following alerts: Exceptions: Notifies you of all missed timecard punches and schedule exceptions for the current period Requests from Others: Notifies you of any employee requests for time off or any requests from managers to delegate their time and attendance responsibilities while they are away from work Notifications (if applicable): Notifies you when your manager has responded to your time-off request Workspaces carousel QuickNavs (search) Enlarge button Related Items panel Displays all workspaces that are available to you Provides a list of quick navigation options to view and group frequently needed employee information for actions such as timecard edits, schedules, and approvals Provides the ability to search across data and to return a list of employees based upon that data Maximizes or minimizes the widget workspace Includes additional widgets and QuickNavs Copyright ADP, LLC 1-5 V _3ET8

10 What Are QuickNavs? The QuickNavs list enables immediate access to frequently needed information and managers can use it to generate inquiries on the spot. During system implementation, your company identified the QuickNavs most useful for your time and attendance tasks. Some QuickNavs may be customized to meet your business needs. Example You want to determine which employees are on the premises and work in a specific department. From the QuickNav list, select On-Premise Check, and then from the Show field, select the appropriate hyperfind query for your department. A list of all employees who are scheduled to begin a shift is displayed. QuickNavs and Descriptions The following table describes some of the predefined QuickNavs. QuickNav Name Employee Find Reconcile Timecards On-Premise Check Check Overtime Approve Timecards Hours Summary Accrual Balances Payroll Close Summary Description Displays all employees for whom a manager has viewing access rights. Displays exceptions appearing on individual timecards so you can address them. Displays on-premise employees and any unscheduled absences; helpful at the beginning of a shift. Displays employees who have started earning overtime. Displays employee and manager approvals and exceptions that need to be reviewed. Displays a summary of pay code types and totals by employee. Displays available balances of non-worked time such as vacation or sick time. Displays the total number of employee timecards that are pending sign-off and approval. Timecards are listed in order of labor account. Copyright ADP, LLC 1-6 V _3ET8

11 What Is the Manage My Employees Workspace? The following illustration displays the bottom portion of the Manage My Employees workspace. Elements and Descriptions Element Widgets Show field Time Period field Refresh button Icon bar Related Items panel Active widget Description Complete specific tasks with these self-contained views into your labor force. Select the records to display in your QuickNav. These predetermined groups, also called hyperfind queries, act as a filter on the widget or page. Select to refine the time period that you are viewing. Time periods include a variety of dates such as the current pay period, the previous pay period, a specific date, or a range of dates from the past or future. Use to refresh your data after making changes or to cancel unsaved changes. A Refresh button is also available at the top of each page's tabs and to the left of the Alert icons. Access tasks such as selecting all employees, approving or removing an approval, sending an message, or exporting a file in Excel or CSV format. Access additional widgets and QuickNavs. The widget in the center workspace is the active one. Additional Resources For more information about navigation, see the following: Enhanced Time & Attendance Navigator web-based training that was downloaded from ADP Navigator Quick Reference card that came with your installation The appendix in this handout manual Copyright ADP, LLC 1-7 V _3ET8

12 Filtering and Locating Employee Records You can filter and locate records as your business requires using the Show field and the Time Period field within a QuickNav. The Filtering and Locating Employee Records Process The following table describes the stages to filter and to locate employee records. Stage Description 1. Select a QuickNav. Select the QuickNav that provides you with the view of your labor force that you need at a glance. 2. Select what to show (hyperfind queries). Filter employee records so only those records that you want are displayed. The Show text that is displayed provides information about the query. 3. Select a time period. Select the time period that you want to include in your view. Copyright ADP, LLC 1-8 V _3ET8

13 Applying Basic Timecard Edits You apply basic timecard edits on the Timecard page. You can apply several types of edits to employee timecards, including adding a punch, changing a punch time or time zone, overriding a punch, or canceling automatic deductions. Managers can also delete punches. While managers use the Timecard page to view and edit transactions, practitioners use it to assist managers or to make timecard edits that managers may not have rights to perform. Editing Punches Job Aid Scenario Kenneth Johnson was scheduled to work on Thursday and Friday. His timecard was flagged as having exceptions on these days, because he did not clock in. You have learned that he was off site, and he could not clock in on those days. You will enter the correct punches for him as 9 a.m. in and 6 p.m. out. Instructions Starting Point: Manage My Employees > Reconcile Timecards Step Action 1 Highlight the row with the employee that you wish to select. 2 Double-click the employee's name. Result: The employee's timecard is displayed. Note: Make sure that the correct pay period is selected. 3 Click the field that requires the edit. 4 If You Want To Add or change a punch Delete a punch 5 Click Save. Then Enter the correct information Highlight the punch and press Delete Copyright ADP, LLC 1-9 V _3ET8

14 Activity: Editing Punches Scenario Samuel Barbato worked 8 a.m. to 5 p.m. on Monday. He normally works 9 a.m. to 6 p.m. On Tuesday, he had approval to come in at 11 a.m. due to an activity at his child s school. He did not provide an out time. You need to add comments, and adjust his timecard accordingly. Instructions Starting Point: Manage My Employees > Reconcile Timecards Step Action 1 Highlight the row for Samuel Barbato and double-click. 2 In the Time Period field, select Previous Pay Period. 3 In the first row for Monday, in the In field, enter 8. 4 In the Out field, enter 5p. 5 In the first row for Tuesday, in the In field, enter Right-click the In cell for Tuesday and, in the Punch Actions window, click Comments. 7 In the Comments list, select Approved. 8 In the Note section, enter School Event and click Add. 9 Click OK. 10 In the first row for Tuesday, leave the Out field blank. 11 Click Save. Important Information When you add a comment to a system-generated punch, the punch is displayed as a user-generated punch (black text), indicating that an edit has been made. Employees who can log on will see any comments that you enter. You must have an entry to add a comment or a note. Copyright ADP, LLC 1-10 V _3ET8

15 What Are Timecard Exceptions and Errors? Timecard exceptions are unexpected or unusual transactions, such as when employees work outside of their scheduled time periods or days. Some exceptions are triggered by application rules set up during implementation. Exceptions may be associated with dates, punches, or durations. Not all exceptions require action. An error is generally a missed in or out punch and is indicated by a solid red field and must be corrected before you complete end-of-period tasks. After employees enter their time data, you may need to edit their timecards to make corrections. Enhanced Time & Attendance displays visual cues on the timecard when you are performing edits. Specific information about exceptions, such as Missed Out-Punch, Late, or Excused, is displayed when you point to an exception. Indicators and Descriptions Indicator Description A red icon in a date field indicates an unexcused absence for the day. Pointing to the field provides more information. A blue icon in a date field indicates an excused absence for the day. A solid red field indicates an error caused by a missed in or out punch. You must enter the missing punch to ensure that the employee is paid for that period. Pointing to the field provides more information. A blue bubble inside of a field indicates a comment associated with the field contents. A red icon inside of an In or Out field indicates an exception to the time stamp. Pointing to the field provides more information. A red icon in a time field indicates an exception associated with the time stamp. A blue bubble inside of a field indicates a comment associated with the field contents. A green icon indicates that the practitioner or manager has reviewed the exception. A purple punch indicates that the transaction was system-generated. A gray field indicates that you cannot edit the transaction. An (x) before a labor account indicates that the account is not the primary account indicated in the transfer. Important Information A gray triangle in the top right of any cell indicates the entry was edited by another user. Copyright ADP, LLC 1-11 V _3ET8

16 Activity: Resolving Alerts You can configure navigators to notify you when specific events occur. The notifications are called alerts. When you point to an alert, it describes the type of alert that your company is using. For example, the exceptions alert indicates all timecard errors and exceptions. Clicking the Exceptions Alert icon will show you which employees have timecard exceptions in the current pay period. Scenario Your alert notification shows that you have exceptions to resolve. You have learned that Chris Pringle has a missing punch when he forgot to punch out at 6 p.m. You need to resolve the error for Chris. Instructions Starting Point: Manage My Employees Step Action 1 At the top of the Manage My Employees page, click the Exceptions alert. 2 In the Exceptions window, under Missed Punch, select Chris Pringle. 3 Double-click in the Out field for Monday, and enter 6p and press Tab. 4 Click Save. Remember to refresh the alerts to see the change in exceptions. 5 To return to Reconcile Timecards, on the Manager List widget, click and select Pop-Out. Copyright ADP, LLC 1-12 V _3ET8

17 Types of Editing Functions Depending on access privileges, managers can perform certain edits to employee timecards. Reasons to Edit a Timecard Correct missing timecard punches, hours, or pay code amounts. Fix timecard errors and exceptions before proceeding to the next pay period. Cancel meal deductions. Transfer time to a different labor account. Add or delete comments. Sign off on or approve a timecard. Copyright ADP, LLC 1-13 V _3ET8

18 Activity: Adding Pay Codes Enhanced Time & Attendance uses pay codes to organize time and money or to account for various types of time exceptions. Your company policy determines how to set up and apply pay codes. For all types of time exceptions, you add pay codes to the timecard in the same manner. Scenario 1 Samuel Barbato was scheduled to work on Thursday, but called in sick. You need to enter a Sick Day on Thursday. Instructions: Adding Pay Codes to a Daily Hours Timecard Starting Point: Manage My Employees > Reconcile Timecards Step Action 1 In the Time Period field, select Previous Pay Period. 2 Highlight the row for Samuel Barbato, click Go To, and select Timecards. 3 In the first row for Thursday, in the Pay Code field, click the down arrow and select Sick. 4 In the Amount field, select Full Schedule Day and press Tab. 5 Click Save. Scenario 2 Gary Walters, who enters total worked hours, took a personal day on Monday. Instructions: Adding Pay Codes to a Project View Timecard Starting Point: Manage My Employees > Reconcile Timecards Step Action 1 In the Time Period field, select Previous Pay Period. 2 Highlight the row for Gary Walters, and then click Go To and select Timecard. 3 In the Hours Worked Pay Code row, select the first Monday, highlight 8, and press Delete. 4 In the blank Pay Code field, click the down arrow and select Vacation. 5 In the Monday column, enter 8 and press Tab. 6 Click Save. Copyright ADP, LLC 1-14 V _3ET8

19 Activity: Canceling Meal Deductions You can configure the system to deduct a meal break automatically from an employee's time worked. The pay rule that was assigned to the employee determines the amount of time deducted. You must add a break back to the total hours worked when an employee works through a meal break or does not take one. You add the break by editing the in or out punch of the shift and canceling the meal deduction. Depending on your company's features, you may have a list of possible cancelation options. The Cancel Deduction option applies only to the current shift. If employees work multiple shifts in a day, you must select this option each time it applies to other shifts worked. Scenario While Kenneth Johnson has eight hours total for Thursday, he worked through his meal break. You need to add the break back to the total hours worked by canceling his meal deduction. Instructions Starting Point: Manage My Employees > Reconcile Timecards Step Action 1 In the Time Period field, select Previous Pay Period. 2 Highlight the row for Kenneth Johnson, then click Go To and select Timecard, or double-click his name. 3 In the row for Thursday, right-click the in or out punch for the day. Result: The Punch Actions window opens. 4 Select Edit. 5 In the Cancel Deduction field, select 1 Hour Meal Deduction and click OK. 6 Click Save. Tip To reverse a canceled meal deduction, select None in the Cancel Deduction field. Copyright ADP, LLC 1-15 V _3ET8

20 Activity: Editing Labor Account Transfers and Work Rules Employees can transfer to another department or job. A labor account represents the department or job in which the employee worked. Managers complete labor account transfers for employees who did not enter the transfer or did not enter it correctly. If applicable, managers can also complete work rule transfers. A work rule transfer associates the appropriate payroll rules with the worked time. Scenario On the first Saturday of the month, Kenneth Johnson was called in and started work at 9 a.m. in his primary account as a registered nurse (RN) in the operating room. At 11 a.m., he transferred to the Pediatrics unit as an RN. He then worked in the Pediatrics unit until the end of his shift. Because Kenneth worked on-call, he must receive the work rule of on-call. Instructions Starting Point: Manage My Employees > Reconcile Timecards Step Action 1 In the Time Period field, select Previous Pay Period. 2 Highlight the row for Kenneth JohnsonXX and double-click. 3 On the first Saturday, in the In field, enter 9 and leave the Out field blank. 4 Click the plus icon to add a row. 5 In the In field, enter In the same row, in the Transfer field, click Search. Result: The Transfer window opens. 7 Select Labor Account. 8 In the Department field, click the down arrow and select Department 315, Pediatrics. 9 Select Work Rule. 10 Click the down arrow, select On-Call, and click Apply. 11 In the Out field, enter 6p. 12 Click Save. Result: Enhanced Time & Attendance generates a second punch. System-generated punches are displayed in purple. The labor account code is displayed in the Transfer field and the Out field is automatically populated with 11:00 a.m. Important Information Always enter the transfer in the In field. After you save the entry, the system supplies the Out field punch for that transfer event. Anytime you enter a labor account transfer, you must add a row under the one that you are currently editing to continue your entries. Copyright ADP, LLC 1-16 V _3ET8

21 Activity: Adding Pay from Schedule Scenario Samuel Barbato and Chris Pringle both have schedules, but they are not automatically set up to be paid from them. They are to be paid from their schedules for the next pay period. Instructions: Adding Pay from Schedule Starting Point: Manage My Employees > Schedule Group Multi-Line Step Action 1 Click Samuel Barbato. 2 Press Ctrl and click Chris PringleXX. 3 On the icon bar, select Schedule > Add Pay from Schedule. Result: The Add Pay from Schedule window opens. 4 In the Effective Start Date field, enter the first day of the next pay period as the date to begin paying from the schedule. 5 In the Effective End Date field, enter the same day next month to stop paying from the schedule. 6 Click Add Comment. 7 Select Approved and click Add. 8 Click Apply. Instructions: Reviewing Pay from Schedule Starting Point: Manage My Employees > Schedule Group Multi-Line Step Action 1 In the Time Period field, select Next Pay Period. 2 Select Chris and Samuel following the instructions you used above, and then click Go To and select Timecards. Result: The scheduled hours in purple are applied to all of the timecards that you have paid from schedule. 3 To view Chris Pringle s record, next to 1 of 2, click the right arrow. Important Information You can set up employees to be paid from schedule automatically. Best Practice To verify that the edits for all of the employees in the group were successful, select Group Edit Results from the Related Items panel. If a failure occurs, the Details link is displayed. Click Refresh to see the most current group edit status. Copyright ADP, LLC 1-17 V _3ET8

22 Completing a Group Edit Job Aid Group edits are changes you make for multiple employees at the same time. For example, you can add a punch for three employees who forgot to punch out for lunch. When you perform a group edit, your changes are submitted at once. These changes run as a background process so you can continue to use Enhanced Time & Attendance. Types of Group Edits Add or delete a punch. Add or delete a pay code amount. Add or delete a historical amount. Reset or pay out accruals. Approve or sign off timecards. Scenario You need to pay a bonus to two employees. You can enter the bonus once with a group edit. Instructions Starting Point: Manage My Employees> Schedule Group Multi-Line Step Action 1 Locate the employees you wish to edit. 2 Select the first employee. 3 Press Ctrl and select the other employees whose records you wish to edit. Note: The selected employees rows are displayed in blue. 4 On the icon bar, click Timekeeping. 5 On the Timekeeping menu, select an action such as Add Punch, Add Pay Code, Add Pay from Schedule, and so on. 6 Complete the edits. 7 On the Related Items panel, select Group Edit Results. Copyright ADP, LLC 1-18 V _3ET8

23 Practice: Managing Timecards Scenario 1 Make the following updates to Kevin French s timecard in the current pay period: On Monday, Kevin punched in at 8 a.m., but he did not punch out. Save this entry. On Tuesday, Kevin called in sick. Add a comment to approve the 8-hour sick day. Save your comments. On Wednesday, Kevin split his time as follows: From 9 a.m. to 11 a.m., he worked in his home labor account. At 11 a.m., he transferred to department 304, Engineering, cost center 401, where he worked as a 505 programmer until 6 p.m. Make the transfer and save the entries. On Thursday, update Kevin's timecard to show he worked from 9 a.m. to 3 p.m. He did not take a meal break so you need to make the adjustment. Save this entry. On Friday, Kevin worked from 9 a.m. to 6 p.m. Save this entry. Scenario 2 Using the Alert icons at the top of the workspace, find Kevin French s missed punch and resolve it by adding an out time of 5 p.m. You may need to refresh the Alerts. Instructions Log on to Enhanced Time & Attendance using cpowersxx and make time and attendance entries to manage timecards. When you are finished, compare your results with the results provided on the next page. Practice Login Information Record your login information here: Copyright ADP, LLC 1-19 V _3ET8

24 Practice Results: Managing Timecards Scenario 1 Results Scenario 2 Results Copyright ADP, LLC 1-20 V _3ET8

25 Part 1 Closing Part 2 Preview The next part of the course includes the following topics: Building and assigning schedules Maintaining schedules Managing requests Copyright ADP, LLC 1-21 V _3ET8