Using Enterprise etime

Transcription

1 Using Enterprise etime Handout Manual Appendix Automatic Data Processing, Inc. Roseland V ET ADP, Inc.

2 Appendix Using Hyperfind Queries with QuickNavs When your ADP representative sets up Enterprise etime, each manager is assigned an employee group. An employee group consists of those people for whom the manager has permission to view information. In addition, each manager is assigned a group of Enterprise etime QuickNavs. Each detail and roll-up QuickNav is associated with a default hyperfind query. Types and Descriptions The following table describes each type of hyperfind query: Type Description Public Personal Ad Hoc Created by the system administrator; available to any user who has access to QuickNavs or reports; displayed in bold in the Show list Created by any user who has rights to create queries; available only to the user who created the query; displayed in regular font in the Show list Created by any user with rights during the current session; available only to the person who created the query; can be saved as a personal query for future use Important Information The currently selected QuickNav determines what type of information displays. For example, the manufacturing division hyperfind query selects the employees or labor accounts associated with the manufacturing division. You can select any available hyperfind query associated with a specific QuickNav. You can create customized queries that select the records you need and then select a QuickNav or report to display the information you need to see ADP, Inc. 1 V ET61

3 Creating a Hyperfind Query Creating a hyperfind query consists of these tasks: 1. Defining the conditions for the hyperfind query 2. Testing the hyperfind query 3. Modifying the hyperfind query 4. Saving the hyperfind query The Hyperfind Query Editor The first task in creating a hyperfind query is defining the conditions for the query. The conditions for a query are based on data filters. Each condition is defined in the Enterprise etime application using the hyperfind query editor. Important Information Before beginning the task of creating a hyperfind query, ADP recommends that you identify the various filters your hyperfind query will contain ADP, Inc. 2 V ET61

4 Query Filters When you create a hyperfind query in Enterprise etime, you set up a request for information to be extracted from the database based on the query filter conditions you define. Types and Descriptions Type General Information Timekeeper Time Management Scheduler Accruals User Information Role Timekeeper Process Manager Description Filters information related to people: Employee name(s), employee ID number(s) Home account information Home account information within a specified time frame Person s dates (for example, dates for eligibility for vacation accrual or benefits) Filters information related to an employee s employment and timekeeping: Hire date Employment status including status as of a specific date Pay rules associated with a person s record Device groups, device IDs, and badge numbers Filters information related to an employee s worked time: Labor accounts for which an employee has worked the allocated time Pay codes, including combined pay codes to which employees have allocated time Pay rules associated with a person s record Timecard comments and timecard exceptions Filters information based on employee schedules: Schedule groups Schedule accounts Filters accrual information that is defined and stored in the Enterprise etime database: Accrual profile information Accrual earnings information (for example, total earnings and earnings taken) Filters user account information: User name User account status Function access profiles Filters an employee s timekeeping information: Employees who have the Enterprise etime Manager license Employees who belong to an employee group Employees who belong to a specified labor level transfer set Employees with a particular work rule profile Employees assigned specific pay codes Managers with specific report profiles that allow them to view or run reports Filters on employee s assignments to: Specific managers Specific process templates 2009 ADP, Inc. 3 V ET61

5 Job Aid: Creating a Hyperfind Query A condition determines whether a set of data is included in the query results. Instructions 1 Click Setup. Result: The Hyperfind Queries workspace displays. 2 Select Common Setup > Hyperfind Queries. 3 Click New. Result: The Hyperfind query editor displays. 4 In the Filters list, select a filter and then click a link to select the filter criteria. For example, if you click name or ID, criteria related to a user's name or ID/badge number display. 5 Select Include or Exclude People Who Meet This Condition and then type or select the applicable entries for each field, as needed. 6 Click Add Condition ADP, Inc. 4 V ET61

6 Job Aid: Testing a Hyperfind Query Once you complete the modifications to the query conditions, you can test the query to view the results. By default, the test for a hyperfind query uses the current pay period and displays only the Name and ID columns in the test window. Instructions 1 On the Hyperfind page, click Test in the upper-right corner. Result: The test window displays the results of the hyperfind query. Best Practice Test the query each time you add a filter. Doing so will make it easier to troubleshoot queries that do not produce the expected results ADP, Inc. 5 V ET61

7 Job Aid: Modifying a Hyperfind Query You can modify a query at any time by editing the conditions for it. Instructions 1 Select the Edit Conditions tab. 2 Highlight the condition that requires editing. 3 IF you need to: Delete a condition Change a condition's filter criteria THEN: Click Delete Condition Result: The condition is deleted. Click Edit Condition or double-click the condition Result: The Edit Primary Account Condition window opens. 4 Make the applicable changes to the conditions and then click Update. Result: The conditions are modified. Best Practice Test the modified query to verify the results ADP, Inc. 6 V ET61

8 Job Aid: Saving the Hyperfind Query Once the hyperfind query is defined correctly and the desired results are returned, you can save the query. Instructions 1 Click Save. Result: The Save Query As window opens. 2 In the New Name field, enter a name. 3 In the Description field, enter a description of the query. 4 In the Visibility section, select a query type. 5 Click OK. Result: The saved query's name, description, and type displays in the hyperfind query editor header. Important Information When saving a query, remember that all queries must have unique names ADP, Inc. 7 V ET61

9 What Is Query Manager? The Query Manager allows users with appropriate access to manage other users personal queries. With Query Manager, you can set up queries for yourself and assign them to other users without making them public. Example Use Query Manager to: Duplicate queries Edit duplicated queries Assign queries Print or view queries Delete queries To access Query Manager, click Setup and then select Common Setup > Query Manager ADP, Inc. 8 V ET61

10 Job Aid: Duplicating a Personal Query You can duplicate a personal query when you want to reassign a personal query to another user and make edits to the query. When you duplicate a query, Enterprise etime saves the duplicated query as your personal query. After duplication, you can then edit as needed and assign the modified query to another user. Instructions 1 On the navigation panel, click Setup. 2 Select Common Setup > Query Manager. 3 In the Name field, enter the name of the user whose query you want to duplicate or use a wildcard search and then click Find. 4 Select the query you want to duplicate and click Duplicate. 5 Make any necessary edits to the query, rename the query, and click Save. 6 Assign the query ADP, Inc. 9 V ET61

11 Job Aid: Assigning a Personal Query You can assign or copy personal query for other users to access from the hyperfind query list. Instructions 1 On the navigation panel, click Setup. 2 Select Common Setup > Query Manager. 3 In the Name field, enter the name of the user whose query you want to assign. Note: As an alternative, you can use a wildcard search and then click Find. Result: A list of available entries displays. 4 Select the query you want to assign to another user and click Assign. 5 Select the user to whom you want to assign the query. 6 Click OK. Important Information If you want to modify a personal query and then give multiple users access to the modified version, you should first duplicate the query and then assign the duplicate ADP, Inc. 10 V ET61

12 Using Filters to Define Hyperfind Queries Enterprise etime includes filters that work with hyperfind queries to search for employee data. Before you create a hyperfind query, you must identify the filters and conditions necessary to define search criteria ADP, Inc. 11 V ET61

13 Filter Selection You can define hyperfind query filters by setting up conditions that control what information does or does not display on a page. You can use filters individually or in combination to define search results according to your company's needs. Use the following table to determine which filter to use when modifying or creating a new hyperfind query: IF you want to search for: Active, inactive, or terminated employees assigned to a specific department or job Active, inactive, or terminated employees as of a specific date Active employees by work rule, device group (clock), or badge/id number Employees who have worked more than zero overtime hours Employees with missing punches or other exceptions on their timecards Employees with comments on their timecards Labor accounts for which an employee has worked time allocated Pay codes, including combined pay codes, in which employees have time allocated Pay rules associated with a person s record Home employees who are scheduled for specified accounts Home employees who are scheduled to transfer out of specified accounts Employees who have accrued 40 hours of vacation time Employees who have a vacation balance of 24 hours or more Employees who have accepted or refused offered overtime Employees assigned to specific access and work rule profiles Employees assigned to specific pay code profiles, labor level sets, and functions access profiles Employees assigned to an Enterprise etime Manager license Employees who belong to an employee group or a specified labor level Managers with specific report profiles that allow them to view or run reports Employees who report to a specific manager Employees assigned to specific process templates THEN use this filter: General Information Timekeeper Time Management Scheduler Accruals User Information Role - Timekeeper Process Manager 2009 ADP, Inc. 12 V ET61

14 General Information Filter The General Information filter includes conditions centered on information relative to an employee s information. Use this filter to search for multiple employees, for example, those whose names begin with the same letter or whose ID numbers fall within a certain range. The search criteria you can define at this level include the following: Individuals or groups of employees, listed by name or organization ID Employees who work in a specific labor account or job Employee ID or badge numbers that begin or end in specified numerals Employees whose information is based on miscellaneous employment data set up for your company by the implementation specialist Examples of Conditions Employees whose primary labor account today is 101/201 or 203/302/404/*/0605/* today Employees who worked in organization/hospital jobs beginning today Employees whose names do not begin with D Employees whose ID begins with the number 2 Employees specified on the basis of dates in their employee records Employees who belong to the savings plan 2009 ADP, Inc. 13 V ET61

15 Job Aid: Configuring the General Information Filter Instructions 1 Click Setup. 2 Select Common Setup > Hyperfind Queries. 3 Click New or double-click the name of an existing query. 4 Click Name or ID. Indicate whether to include or exclude people who meet the condition you are defining. In the Choose Specific People section, in the Select By list, select a search option. In the Choose Specific People section, in the Search For field, enter the person's name and then click Search. Note: Use the wildcard search feature to select multiple names. 5 Click Add Condition. 6 Click Primary Account. Indicate whether to include or exclude people who meet the condition you are defining. Select a labor level. Search for or select a name and description to define the labor level and then click Add>. 7 Click Add Condition. 8 Click Additional Information. Indicate whether to include or exclude people who meet the condition you are defining. In the Additional Information field, select the applicable condition from the list. 9 Click Add Condition. 10 Click Person's Dates. Indicate whether to include or exclude people who meet the condition you are defining. In the Person's Dates field, select the applicable condition from the list. Choose a condition and a date. 11 Click Add Condition. 12 Click Save. Result: The Save Query As window opens. 13 In the New Name field, enter a name for the query. 14 In the Description field, enter a description of the query. 15 Select a visibility option. 16 Click OK. 17 Click Test to view the results. Modify conditions if necessary ADP, Inc. 14 V ET61

16 Timekeeper Filter The Timekeeper filter includes conditions centered on information relative to an employee's employment and timekeeping configuration, such as the following: An employee's hire date Employment status, including status as of a specific date Pay rules associated with a person s record Device groups and device IDs Badge numbers Examples of Conditions Employees who are active as of January 1, 1995 Employees hired on or before June 5, 2001 Active employees by work rule, device group (clock), or badge number 2009 ADP, Inc. 15 V ET61

17 Job Aid: Configuring the Timekeeper Filter Instructions 1 Click Setup. 2 Select Common Setup > Hyperfind Queries. 3 Click New or double-click the name of an existing query. 4 In the Filters panel, click Timekeeper. 5 Click Hire Date. Indicate whether to include or exclude people who meet the condition you are defining. Indicate the effective date of hire. 6 Click Add Condition. 7 Click Employment Status. Indicate whether to include or exclude people who meet the condition you are defining. Select a status of Active, Inactive, or Termed. Select an effective date. 8 Click Add Condition. 9 Click Pay Rules. Indicate whether to include or exclude people who meet the condition you are defining. In the Pay Rules field, select an applicable pay rule. 10 Click Add Condition. 11 Click Device Groups. Indicate whether to include or exclude people who meet the condition you are defining. 12 Click Add Condition. 13 Click Badge Numbers. Indicate whether to include or exclude people who meet the condition you are defining. Select the badge numbers from the list. Select the effective date. 14 Click Add Condition. 15 Click Save. Result: The Save Query As window opens. 16 In the New Name field, enter a name for the query. 17 In the Description field, enter a description of the query. 18 Select a visibility option. 19 Click OK. 20 Click Test to view the results. Modify conditions if necessary ADP, Inc. 16 V ET61

18 Time Management Filter The Time Management filter includes conditions centered on information relative to an employee's worked time. The search criteria you can define at this level include the following: Labor accounts for which an employee has worked time allocated Pay codes, including combined pay codes in which employees have time allocated Pay rules associated with a person's record Timecard comments Timecard exceptions Examples of Conditions Employees who have worked more than 40 hours in the current pay period in department 101, Healthcare Employees who have missing punches or other exceptions on their timecards Employees with comments on their timecards. You can also search by a specific comment ADP, Inc. 17 V ET61

19 Job Aid: Configuring the Time Management Filter Instructions 1 Click Setup. 2 Select Common Setup > Hyperfind Queries. 3 Click New or double-click the name of an existing query. 4 In the Filters panel, click Time Management. 5 Click Worked Accounts. Indicate whether to include or exclude people who meet the condition you are defining. Select a labor level. Select a labor account to define the labor level and then click Add>. 6 Click Add Condition. 7 Click Worked Pay Codes. Indicate whether to include or exclude people who meet the condition you are defining. In the Worked field, select the applicable condition from the list. In the Amount field, indicate the applicable amount based on your query conditions. In the In field, select the applicable pay code. 8 Click Add Condition. 9 Click Exceptions. Indicate whether to include or exclude people who meet the condition you are defining. In the Exceptions field, select the applicable condition from the list. 10 Click Add Condition. 11 Click Comments. Indicate whether to include or exclude people who meet the condition you are defining. In the Commented Information field, select the applicable condition from the list. In the Comments field, select the comment type from the list. 12 Click Save. Result: The Save Query As window opens. 13 In the New Name field, enter a name for the query. 14 In the Description field, enter a description of the query. 15 Select a visibility option and click OK. 16 Click Test to view results. Modify conditions if necessary ADP, Inc. 18 V ET61

20 Scheduler Filter The Scheduler filter includes conditions centered on information relative to an employee's scheduled time. You can create a query based on: Schedule groups, which define the criteria that allow you to search for employees by their schedule groups Schedule accounts, which allow you to define the criteria to find employees who are scheduled based on one or more conditions Examples of Conditions All home employees assigned to a particular schedule group Home employees who are scheduled in department 101, Healthcare Home employees who are scheduled to transfer out of the specified accounts 2009 ADP, Inc. 19 V ET61

21 Job Aid: Configuring the Scheduler Filter Instructions 1 Click Setup. 2 Select Common Setup > Hyperfind Queries. 3 Click New or double-click the name of an existing query. 4 In the Filters panel, click Scheduler. 5 Click Schedule Groups. Indicate whether to include or exclude people who meet the condition you are defining. Indicate specific groups or use a single wildcard search for all groups. 6 Click Add Condition. 7 Click Scheduled Account. Indicate whether to include or exclude people who meet the condition you are defining. Select the account to include in the search condition. 8 Click Add Condition. 9 Click Save. Result: The Save Query As window opens. 10 In the New Name field, enter a name for the query. 11 In the Description field, enter a description of the query. 12 Select a visibility option and click OK. 13 Click Test to view results. Modify conditions if necessary ADP, Inc. 20 V ET61

22 Accruals Filter The Accruals filter includes conditions centered on information relative to the accrual information that is defined and stored in the Enterprise etime database. The search criteria you can define at this level include the following: Accrual profile information Accrual earnings information, including total earnings, earnings taken, and balance remaining Examples of Conditions Employees who have accrued 40 hours of vacation time Employees who have a vacation balance of 24 hours or more 2009 ADP, Inc. 21 V ET61

23 Job Aid: Configuring the Accruals Filter Instructions 1 Click Setup. 2 Select Common Setup > Hyperfind Queries. 3 Click New or double-click the name of an existing query. 4 In the Filters panel, click Accruals. 5 Click Accrual Profiles. Indicate whether to include or exclude people who meet the condition you are defining. In the field labeled Accrual Profile, select the applicable profile for the condition being defined. 6 Click Add Condition. 7 Click Accrual Item. Indicate whether to include or exclude people who meet the condition you are defining. Select the applicable option to indicate whether you are defining a criterion for accrual earnings, accrual taking, or balance. In the Are field, select the applicable option from the list. In the Amount field, indicate the applicable amount (dollars or hours) for the criteria you are defining. In the Accrual Code field, select the applicable accrual code from the list. 8 Click Add Condition. 9 Click Full-Time Equivalent. Indicate whether to include or exclude people who meet the condition you are defining. Enter the equivalency percentage. 10 Click Add Condition. 11 Click Save. Result: The Save Query As window opens. 12 In the New Name field, enter a name for the query. 13 In the Description field, enter a description of the query. 14 Select a visibility option and click OK. 15 Click Test to view results. Modify conditions if necessary ADP, Inc. 22 V ET61

24 User Information Filter The User Information filter is used for defining a hyperfind query focused on user account information. The search criteria you can define at this level include the following: Access profiles Work rule profiles Pay code profiles Labor level sets Function access profiles Examples of Conditions Employees by user name, account status, or function access profile Employees assigned to a specific labor level set 2009 ADP, Inc. 23 V ET61

25 Job Aid: Configuring the User Information Filter Instructions 1 Click Setup. 2 Select Common Setup > Hyperfind Queries. 3 Click New or double-click the name of an existing query. 4 In the Filters panel, click User Information. 5 Click User Name. Indicate whether to include or exclude people who meet the condition you are defining. In the Search For field, enter the user's name and then click Search. Note: Use the wildcard search feature to select multiple users. 6 Click Add Condition. 7 Click User Account Status. Indicate whether to include or exclude people who meet the condition you are defining. In the Status field, select an option. In the As Of field, select an option and enter the date, if required. 8 Click Add Condition. 9 Click Function Access Profiles. Indicate whether to include or exclude people who meet the condition you are defining. In the Functions Access Profiles field, select a condition from the list. 10 Click Add Condition. 11 Click Save. Result: The Save Query As window opens. 12 In the New Name field, enter a name for the query. 13 In the Description field, enter a description of the query. 14 Select a visibility option and click OK. 15 Click Test to view results. Modify conditions if necessary ADP, Inc. 24 V ET61

26 Role - Timekeeper Filter The Role Timekeeper filter is used for defining a hyperfind query focused on an employee's timekeeping information. The search criteria you can define at this level include the following: Employees who have the Enterprise etime Manager license Employees who belong to an employee group Employees who belong to a specified labor level transfer set Employees with a particular work rule profile Employees assigned specific pay codes Managers with specific report profiles that allow them to view or run reports Examples of Conditions Employees who have the Enterprise etime Manager license Employees who enter their time using a time stamp Employees who are assigned to the Supervisors group The pay code profile to which employees or managers have access The report group managers to which managers have access 2009 ADP, Inc. 25 V ET61

27 Job Aid: Configuring the Role - Timekeeper Filter Instructions 1 Click Setup. 2 Select Common Setup > Hyperfind Queries. 3 Click New or double-click the name of an existing query. 4 In the Filters panel, click Role - Timekeeper. 5 Click Enterprise etime Managers. Indicate whether to include or exclude people who meet the condition you are defining. 6 Click Add Condition. 7 Click Employee Groups. Indicate whether to include or exclude people who meet the condition you are defining. In the Employee Groups field, select a condition from the list. 8 Click Add Condition. 9 Click Labor Level Transfer Sets. Indicate whether to include or exclude people who meet the condition you are defining. Select Employee or Manager. In the Labor Level Transfer Sets field, select a condition from the list. 10 Click Add Condition. 11 Click Work Rule Profiles. Indicate whether to include or exclude people who meet the condition you are defining. Select Employee or Manager. In the Work Rule Profiles field, select a condition from the list. 12 Click Add Condition. 13 Click Pay Code Profiles. Indicate whether to include or exclude people who meet the condition you are defining. Select Employee or Manager. In the Pay Code Profiles field, select a condition from the list. 14 Click Add Condition. 15 Click Manager Report Profiles. Indicate whether to include or exclude people who meet the condition you are defining. In the Manager Reports Profiles field, select a condition from the list. 16 Click Add Condition. 17 Click Save. Result: The Save Query As window opens. 18 In the New Name field, enter a name for the query. 19 In the Description field, enter a description of the query. 20 Select a visibility option and click OK. 21 Click Test to view results. Modify conditions if necessary ADP, Inc. 26 V ET61

28 Process Manager Filter The Process Manager filter is used for defining a hyperfind query focused on an employee s assigned processes profiles and reporting structure. The search criteria you can define at this level include the following: People with process profiles assigned to them People who report to a specified person or persons Examples of Conditions to Create Employees who report to a specific manager Employees who are assigned to specific process templates 2009 ADP, Inc. 27 V ET61

29 Job Aid: Configuring the Process Manager Filter Instructions 1 Click Setup. 2 Select Common Setup > Hyperfind Queries. 3 Click New or double-click the name of an existing query. 4 In the Filters panel, click Process Manager. 5 Click Profiles. Indicate whether to include or exclude people who meet the condition you are defining. Select Employee or Manager. In the Profiles field, select a condition from the list. 6 Click Add Condition. 7 Click Reports To. Indicate whether to include or exclude people who meet the condition you are defining. Select Employee or Manager. In the Reports To field, select a condition from the list. 8 Click Add Condition. 9 Click Save. Result: The Save Query As window opens. 10 In the New Name field, enter a name for the query. 11 In the Description field, enter a description of the query. 12 Select a visibility option and click OK. 13 Click Test to view results. Modify conditions if necessary ADP, Inc. 28 V ET61

30 QuickNavs What Are Detail QuickNavs? Detail QuickNavs display a table containing a particular set of data, with the employee names listed on the left side of the workspace. Each table row corresponds to an individual person. Detail QuickNavs provide an employee-driven view of Enterprise etime information. Example Managers can use the detail QuickNavs to determine which employee data needs to be edited or reviewed. For example, a manager can use the Reconcile Timecard QuickNav to see which employees have unexcused absences, missing punches, or other timecard irregularities. Selection Methods and s IF you want to select: One employee Two or more employees Two or more employees within a range of adjacent rows All employees THEN: Click the employee s record Press and hold Ctrl and click multiple employee records Click the first employee s record, press and hold Shift, and click the last employee s record Select s > Select All Important Information Once you select the appropriate employees, you can use the menu bar or launch buttons to view and edit information while carrying over the selected people and time period displayed in the QuickNav ADP, Inc. 29 V ET61

31 What Are Roll-Up QuickNavs? The roll-up QuickNavs provide a labor account-driven view of Enterprise etime information. Each roll-up QuickNav displays a particular set of data, with the labor accounts listed on the left in the workspace. Example Managers can use the roll-up QuickNavs to see totals for any labor level, such as division, department, or job code. The summary roll-up of labor levels is based on your assigned home account. Enterprise etime supports up to seven labor levels. Selection Methods and s Once the information displays, you can select one or more labor accounts and review more detailed information. The following table lists methods to select labor accounts: IF you want to select: One labor account Two or more labor accounts Two or more labor accounts within a range of adjacent rows All labor accounts THEN: Click the labor account record Press and hold Ctrl and click multiple labor account records Click the first employee s record, press and hold Shift, and click the last labor account record Select s > Select All Important Information You can use the menu bar to view and edit information once you select the labor accounts ADP, Inc. 30 V ET61

32 Using Detail and Roll-Up QuickNavs IF you need to view information about: Employees with unexcused absences Approved or unapproved time by department Employees who are on the premises Overtime Total hours Missed punches An employee's assigned manager THEN: On the navigation panel, click Reconcile Timecard, and then click Unexcused Absences to sort the employees On the navigation panel, click Pay Period Close, and then click the appropriate column heading to sort the information On the navigation panel, click Shift Start, and then click the On Premises column heading to sort the information On the navigation panel, click Check Overtime, and then click the appropriate column heading to sort the information In the Time Period field, click the down arrow and select a time period from the list On the navigation panel, click Reconcile Timecard, and then click the Missed Punch column heading to sort the employees whose timecards have missing punches On the navigation panel, click IS Summary, and then click the appropriate column heading to sort the information 2009 ADP, Inc. 31 V ET61

33 Employee Time Entry Methods Hourly View Method Job Aid: Entering Start and Stop Times Employees who use the hourly view method to enter worked time use their own user names and passwords to access the application. Once logged on, employees see their timecards displayed. Scenario Bill Harris uses the hourly view entry method to enter his start and stop times for his daily hours. In the current period, he must enter his hours for the first Wednesday. He started work at 8:58 a.m. that day and finished at 6:03 p.m. Instructions 1 Log on the application. 2 In the In field for the appropriate day, enter the time at which the shift began, denoting a.m. or p.m.; for example, 9a. 3 In the Out field, enter the time at which the shift ended. 4 Click Save. Important Information You can enter time stamps in either a 12- or 24-hour format. For example, you can specify 1 p.m. or 1300 hours. Leading and trailing zeros are optional. For example, 8 may be shown as 8:00. Colons are optional, too. For example, 830 may be shown as 8:30. You specify a.m. or p.m. by entering "a" for a.m. or "p" for p.m. Enterprise etime assumes all hours are a.m. except the hours between 12:00 and 12:59 (lunch hour), when p.m. is assumed. With the hourly view method, employees can make edits to their timecards. After they make changes or edits, gold line displays at the top of the workspace, indicating a change was made but not saved. You must click Save on the menu bar after completing timecard edits or changes ADP, Inc. 32 V ET61

34 Hourly View Method Adding Meal Breaks If your company policy requires that employees punch out at the beginning of a meal break and then punch in at the end of a meal break, you may want to use the hourly view time entry method. This method provides time entry columns that display meal break information. Example An employee begins a scheduled shift at 7 a.m. The employee begins the day by entering an in punch for 7 a.m. The employee is scheduled to take a 30-minute meal break from 11 a.m. until 11:30 a.m. When the meal break begins at 11 a.m., the employee enters an out punch. When the meal break is over at 11:30 a.m., the employee enters a second in punch. At the end of the shift at 4 p.m., the employee enters an out punch ADP, Inc. 33 V ET61

35 Hourly View Method Job Aid: Performing Labor Account Transfers As with the time stamp entry method, employees using the hourly view entry method can also perform transfers to indicate time that should be allocated to an account other than their home account. Scenario Bill Harris usually works in the maternity department at the Jacksonville location as a registered nurse. On Tuesday of the current pay period, he worked eight hours in the pediatric department at the Miami location. Bill has to perform a labor account transfer for the eight hours he worked in the pediatric department. Instructions 1 Click in the Transfer field that corresponds to the date of the intended transfer. 2 Click the down arrow to select the information listed or select Search. Result: The Select Transfer window opens. 3 In the Labor Account Available Entries section, select the labor account to which you are transferring. Result: The labor account information displays next to each option. 4 Click OK when the correct account is selected and then click Save. Result: The timecard is updated with the selected labor account values for that date. Important Information A transfer back to the primary labor account requires an actual transfer back to the home department or to the home department and job. The Eraser icon deletes data in the additional row ADP, Inc. 34 V ET61

36 Hourly View Method Job Aid: Adding Pay Codes Enterprise etime uses pay codes to organize time and money. Time-based pay codes accrue worked and nonworked hours while money-based pay codes accrue dollars. For example, sick time and vacation days are assigned pay codes that accrue nonworked time, while a bonus is assigned a pay code that accrues or holds a monetary amount. Scenario Bill Harris took a vacation day of eight hours on Thursday and needs to change the pay code to reflect his day off. Instructions 1 Select the row to which you need to add the pay code, and click the Eraser icon to clear the punches. 2 In the Pay Code field, click the down arrow, and select the applicable pay code in the list. 3 In the Amount field, enter the number of hours or dollars associated with the pay code. 4 Click Save. Result: The pay code information is updated. Important Information The employee's pay code access profile restricts the number of pay codes that employees can access for viewing and entering on timecards. Your company policy determines these restrictions. Tip Type the first character of the pay code, for example, V for vacation, to display available choices ADP, Inc. 35 V ET61

37 Time Stamp/Hourly View Method Employees set up with the time stamp/hourly view method can record their time entries using the time stamp method or the hourly view method. The My Information category provides these two time entry methods. Employees with these options can choose either method to record time entries. Employees may also be set up with access rights to cancel meal deductions, complete labor account transfers, complete pay code entries, and approve their own worked time. Typically, employees cannot edit their time stamps, but they can enter their nonworked time. Accessing Both Views 2009 ADP, Inc. 36 V ET61

38 Project View Method Job Aid: Entering Worked Time Employees using the project view method for recording worked time do not punch in and punch out as they do when using the time stamp and hourly view methods. Instead, employees using the project view method record their total worked hours on a daily basis. This time entry method is intended primarily for employees working on multiple projects or for extended periods of time and for exempt employees who work a set number of hours each day. Like employees who use the hourly view method, employees who use the project view method must also save their timecard edits. The Enterprise etime application then applies the employees' assigned work and pay rules to the entered amounts to calculate and display the hours earned for each shift. Scenario Gerald Summers uses the project view entry method to enter his total hours worked every day. He worked 10 hours on Tuesday. Instructions 1 Click in the field that corresponds to the day for which the time will be recorded. 2 Enter the total number of hours worked. 3 Click Save. Result: The timecard is updated with the new amount. Important Information Your manual entries display in black type. When you override a phantom punch, a line is added ADP, Inc. 37 V ET61

39 Project View Method Job Aid: Completing Labor Account Transfers When you complete a labor account transfer using the project view method, the labor account you choose applies to worked time entries for the entire week, unless you add more rows. As with the hourly view method, you can add more rows for multiple labor account transfers. Scenario Gerald Summers usually works as a programmer in the engineering department, but on Thursday of the current pay period, he worked a full eight-hour day in the final testing department as a quality inspector. Gerald has to complete a labor account transfer for the eight hours worked in the final testing department. Instructions 1 In the row that you need to complete a labor account transfer, click the Insert Row icon. 2 In the new row, in the Transfer field, click the down arrow and select a labor account in the list or click Search. Result: The Select Transfer window opens. 3 In the Labor Account Available Entries section, select the labor account to which you are transferring. Result: The labor account information displays next to each option. 4 Add the worked hours associated with the transfer to the applicable field in the row that contains the transfer. 5 Select OK and then click Save. Result: The time is transferred as indicated by the (x) in the Totals & Schedule tab ADP, Inc. 38 V ET61

40 Project View Method Job Aid: Adding Pay Codes When you add a pay code entry using the project view method, the pay code you choose will apply to the hours worked for the day selected. Like the hourly view method, this method lets you add more rows for multiple pay code entries. Scenario Gerald Summers took a vacation day (eight hours) on Friday and now needs to add a pay code to reflect his day off. Instructions 1 In the row that you need to add a pay code, click the Add New Row icon. 2 In the new row, in the Pay Code field, click the down arrow and select the applicable pay code. 3 In the applicable field, enter the number of hours or dollars associated with the pay code or select Full or Half Schedule. 4 Click Save. Result: The pay code information is updated. Tip Type the first character of the pay code, for example V for Vacation, to display available choices ADP, Inc. 39 V ET61

41 Timecard Tabs The Totals & Schedule Tab The Totals & Schedule tab is divided into two areas. The area on the left displays total hours, and the area on the right displays the employee schedule. The employee schedule displays only if the employee is assigned to a schedule. Areas and Descriptions Totals Schedule Area Description The totals area allows you to display a breakdown of total hours by pay code, labor account, and location. You can view all totals, shift totals, daily totals, or cumulative totals. Depending on your system configuration, you may also see the wages associated with the total hours. If schedules are assigned to employees, this section displays them in a read-only view, which includes start and stop times. Important Information Totals and schedules display if schedules are used in your organization. Otherwise, only totals appear. A red flag symbol indicates that totals have not been saved and processed. If you hold the mouse pointer over any entry in the Account column, the full details of the entry display ADP, Inc. 40 V ET61

42 The Accruals Tab The Accruals tab provides information on actual and projected accrual balances, such as vacation allowances, personal time off, sick days, or monetary values. Columns and Descriptions Column Accrual Code Balance on Selected Date Units Balance Projected Through Projected Debits Projected Credits Projected Balance Balance without Projected Credits Description Categories that hold accrual balances; for example, vacation, sick, and personal. Accrual balance accounts for the number of days, hours, or money that accrues on the selected date Unit types associated with an accrual code; for example, days, hours, or money The furthest date in the future for which the employee has scheduled leave time or a scheduled bonus Leave time used between the last date in the timecard grid and the furthest projected taking date Leave time to be credited to the employee between the last date in the timecard grid and the furthest projected taking date Expected balance as of the furthest projected taking date, after all projected takings and credits Balance the employee will have as of the furthest projected taking date without any projected credits Important Information The system calculates accrual information from the last day in the selected time period. Accrual totals update only after the timecard is totaled. If hours have accrued and the employee is still in a probationary period, the hours or money values display as "P." Depending on what is highlighted, totals display differently at the bottom of the page ADP, Inc. 41 V ET61

43 The Audits Tab Columns and Descriptions Column Date Time Type Account Pay Code Amount Work Rule Override Comment Edit Date Edit Time User Data Source The date to which the edit applies The time to which the edit applies Description The type of edit performed, such as Add Punch, Edit Punch, or Add Comment The transferred labor account applied to the edit, if any The pay code associated with the edit, if any The amount of hours or money applied to the selected pay code The work rule applied to the punch or amount. If a work rule transfer is applied to a punch, the previous work rule name displays to the right in square brackets. The override type to which the punch or amount was converted. If the override type changed, the previous type displays to the right in square brackets. The comment associated with the edit The date on which the edit was made The time at which the edit was made The name of the person who made the edit The location in which the entry or edit was made, such as Timecard or Schedule Editor Audit View Options You can filter the audit list to show either all audits or only certain types of audits ADP, Inc. 42 V ET61

44 Other Informational Tabs Tabs and Descriptions Tab Description Sign-Offs & Approvals Tab Any sign-offs or approvals associated with the timecard display on the Sign-Offs & Approvals tab. This tab is visible only when a sign-off or approval has been made by an employee or a manager. Comments Tab The Comments tab displays the text associated with a punch or pay code amount. The Comments tab is visible only when comments are added to the timecard. Moved Amounts Tab The Moved Amounts tab displays the details associated with the pay code move, as well as any comments that may be attached to the move. The Moved Amounts tab is visible only when an amount is moved to another pay code ADP, Inc. 43 V ET61

45 Applying Historical Edits What Are Historical Edits? Historical edits refer to pay code edits performed in signed off or locked pay periods. Once a pay period is signed off or has a payroll lock placed on it, the data for that pay period cannot be edited by the manager or employee. However, timecard adjustments can be recorded using historical edits. Payroll administrators have rights to access individual employees and groups of employees' timecards to apply historical edits. Examples Employees eligible for a bonus did not receive bonus money in their last paycheck. The historical edits feature applies the missing amount to a previous pay period, and the employees receive the bonuses in the current pay period. Eight hours of sick time were indicated on an employee timecard, but the hours should have been recorded as vacation hours. The historical edits feature provides an option to move the pay code hours from sick to vacation. Impact Accruals Option When you select the Impact Accruals option, historical edits that affect the accrual balance for employees are made automatically. For example, if eight hours are incorrectly allocated to sick time instead of vacation time, this option automatically adjusts the accrual balance related to the pay code. Include in Totals for Effective Date Option When you select Include in Totals for Effective Date, employees see the correction in their next paycheck. If you clear this option, a manual paycheck may be required to provide the correct amounts paid to the employee. Important Information You can only apply historical edits to a pay period that is signed off and the data moved into history. Historical edits affect pay code edits only, not punches. You can add a comment to a historical edit ADP, Inc. 44 V ET61

46 Job Aid: Applying a Historical Edit When adjusting a historical amount, you must specify two dates to complete the transaction: a historical date and an effective date. The historical date is the date in the past on which hours or money should have been added, deleted, or moved. The historical date that you enter must be in a signed off or locked pay period. If you are making the adjustment in the Timecard Editor and choose a date that is not in a signed off or locked pay period, an error message displays. Instructions 1 Access the employee's timecard. 2 Select Amount > Add Historical. 3 Complete the fields in the window that apply to the edit being performed. 4 Click OK. 5 In the Time Period list, select Current Pay Period. Result: The edit displays on the Historical Amounts tab. Note: The tab displays the pay period where the edit was made, not in the period that it was applied. Tip You can also verify a historical edit using a hyperfind query if Retro was specified as the comment ADP, Inc. 45 V ET61

47 What Are Historical Edits with Retroactive Pay Calculations? Historical edits with retroactive pay calculations recalculate pay for hours that have been signed off or locked. With historical edits only, you have to recalculate pay differences manually. Historical edits with retroactive pay calculations include the following: Automatic recalculation of pay for a selected time period Difference paid out in the current pay period Automatic calculation of changes in wage rates, pay rules, and accruals Available as an option in group edits and individual timecard edits Ability to schedule the processing of large groups Important Information You can apply a time or money historical edit with retroactive pay calculations to an approved and signed off individual timecard. The difference is placed in a pay code that is selected when this edit is made ADP, Inc. 46 V ET61

48 Job Aid: Applying Historical Edits with Retroactive Pay Calculations to an Employee Instructions 1 Verify that the dates affected by the historical edits are signed off. 2 On the employee s timecard, select Amount > Add Historical Edit with Retroactive Pay Calculations. Result: The Add Historical Amount with Retroactive Pay Calculation window opens. 3 Complete edits to the timecard, if required. 4 Select a pay code, if required. 5 Select the effective date. This is the date on which the edits will apply. 6 Click Calculate Differences. Result: The edits appear in a window displaying the effective date, historical date, account data, pay code, and amount. 7 Select Impact Accruals, if required. 8 Select Include in Totals, if required. 9 Add a comment, if required. 10 Click Save. 11 In the Time Period list, select Current Pay Period and then click Refresh. Result: The edit displays on the Historical Amounts tab. Important Information Always select the range of dates that includes the entire overtime period affected to ensure accurate calculations. The start date should be the date on which the edit should take place or the first day of the pay period affected by overtime edits. The end date should be the last date of the signed off pay period. It should not include dates that are not signed off. Otherwise, the edits will fail ADP, Inc. 47 V ET61

49 Job Aid: Adding Historical Edits with Retroactive Pay Calculations to a Group of Employees You can apply a historical edit with retroactive pay calculations to a group of employees with approved, signed off, and locked pay periods. You can recalculate differences and apply them to the current or future pay period. Edits convert to historical amounts that are added to the Historical Amounts tab in the current pay period. It is best to make group edits from a QuickNav, such as Reconcile Timecard or Pay Period Close. Scenario The company's union renegotiated their contract. Instead of having one hour deducted for lunch automatically, the employees now have thirty minutes. This new lunch rule became effective at the beginning of the last pay period and you would like the application to calculate the time owed to your employees. Instructions 1 Select Amount > Add Historical Edit with Retroactive Pay Calculations. Result: The Add Historical Amount with Retroactive Pay Calculations window opens. 2 Select the start and end dates. 3 Leave the pay code field set to None. 4 Select Include in Totals for Effective Date and Impact Accruals, if required. 5 Click OK. 6 Review the selected employees' timecards. Important Information Verify that the time period affected by the historical edit is signed off or locked and the effective date is in the current (default) or future pay period. Edits to the historical period may recalculate pay both directly and indirectly. For example, if an additional five hours qualifies the employee for overtime pay on the last day of the week, the calculation is affected indirectly. If you credit an employee with ten hours worked instead of five on a Monday, the totals calculation is affected directly ADP, Inc. 48 V ET61

50 Managing Employees Adding a New Person Employees who are new to your company must record their time in Enterprise etime. Each new employee must be added as a new user and assigned the proper license(s). There are two types of licenses. License Type Description Product Interaction Gives you access to Enterprise etime and permits you to use specific Enterprise etime features (for example, Enterprise Scheduler and Attendance) Controls the information you can edit and view People Editor Workspaces and Descriptions The People Editor consists of the following workspaces: Note: The workspaces that display depend on the licenses you select. Person Tab Workspace Description Fields General Information Accruals & Leave User Information Holds basic employee information, such as the person s name, ID assignment, birth date, and hire date Used to set up parameters for work schedules and capturing accrual data Controls how the employee or manager logs on the system Required fields are Last Name, ID, and Hire Date. Note: The employment status defaults to active with the current date as the effective date when adding new people. ADP recommends that you confirm that this date is accurate. Accrual Profile: Defines the accrual rules that apply to an employee Note: When logging on the system, the default entry is None. When adding new people, the system defaults to the last accrual profile you assigned in the current session. Full-Time Equivalency: A number greater than 0 and less than or equal to 1 that the system uses in calculating accruals. You can express Full-Time Equivalency as a percentage or as a ratio. Note: The full-time equivalency information is only available for entry if your company purchased an Enterprise etime Accruals license. Required fields are User Name, Password, and Confirm Password. Note: The user account status defaults to active with the current date as the effective date when adding new people. ADP recommends you confirm this date is accurate. Logon Profile: Controls password requirements and account lockout options Authentication Type: Defines the passwords that will be used Note: ADP recommends you use the default setting of ADP. ADP authentication type means you define the user name and password in Enterprise etime ADP, Inc. 49 V ET61

51 People Editor Workspaces and Descriptions (Continued) Workspace Description Fields Contacts Additional Information Person s Dates Used to enter or modify a person s address, telephone, fax, and information Used to add, view, or modify any additional information, such as emergency contact or comments about the person Used to enter a date to override the default date that is specific to that person, such as a benefit enrollment date There are no required fields in this workspace. Note: If you want workflow notifications to be sent to your users, you need to enter the users address at the bottom of the page. There are no required fields in this workspace. Note: Up to ten fields can be configured and customized to your company s needs by your system administrator. The maximum number of characters you can enter here is 70. Date Name: The descriptive name for a specific date is preconfigured by the system administrator. Default Date Description: A description of the date name is preconfigured by the system administrator. Default Date: The start date of the date name entry is preconfigured by the system administrator. Override Date: Enter a date to replace the default date. Job Assignment Tab Workspace Description Fields Primary Account Timekeeper Used to specify primary labor account, time zone, who the employee reports to, and seniority date Used to assign the pay rule, wage profile, device group, and identifying badge number information to users whose time and accruals are tracked by the system Primary Labor Account: Specifies where the employee s time will be charged Time Zone: Specifies where the employee s time will be charged. Reports To: Specifies the name of the individual to whom the employee reports Seniority Date: The date when the individual became qualified to work the job or was assigned to the job Worker Type: Identifies the category or worker; for example, full-time, part-time, or other types that your company might define Standard Hours: The nonovertime hours that each individual might be expected to work. You define standard hours for each day, each week, and each pay period. Pay Rule: Contains general payroll rules such as type of pay period (for example, weekly). A complete pay rule controls such items as the pay period length, the day divide, when punches link to schedules, when data collection devices accept and reject punches, which holidays give holiday credits, and the order that hour types are processed ADP, Inc. 50 V ET61

52 People Editor Workspaces and Descriptions (Continued) Workspace Description Fields Personal Overtime Scheduler Access Profiles Used to set unique overtime rules for a specific employee. Setting this type of rule overrides the overtime rule associated with an employee s pay rule or work rule. Used to define scheduling components for an employee Used to specify the tasks, function areas, and data that the user can access Reset Interval: Shows the time frame for resetting the overtime rule defined in the Overtime Rule column Overtime Rule: Displays overtime configured in the employee s default work rule Overriding Personal Rule: Displays the personal limit if a personal limit is configured to override the default overtime rule Effective Date: Displays the date the personal overtime limit takes effect Group Assignment: Assign an employee to a schedule group by selecting a group here. Use the Delete (erase) icon to remove an employee from an existing group. Start Date/End Date: Use Start Date and End Date to set the effective date range of the group of assignment. For a single-day assignment, enter the same date for the start date and end date. If you don t want to specify an end date for the group assignment, you can select Forever on the End Date calendar. Function Access Profile: Determines what users can access and the types of functions that a user can perform. For example, function access profiles for a manager can include permission to edit schedules and timecards. Display Profile: Determines the information that displays for a user. Note: A manager will have additional access profiles. Delegate Profile: Specifies the delegates who would act in a manager s role during the manager s absence Generic Data Access Profile: Used to group configured pay rule and accruals data among different business units or locations within the organization. The first generic data access profile in the list is the default unless you select the default radio button next to another profile ADP, Inc. 51 V ET61

53 People Editor Workspaces and Descriptions (Continued) Workspace Description Fields Manager Role General Used to specify group, labor level set, pay codes, and work rule profiles and other information for managers Employee Group: When you select an employee group for an Enterprise etime Manager, that manager has access to the records of those individuals whose primary account is in the employee group. Note: To prevent access to employee groups, select Empty Profile. Labor Level Transfer Set: A group of labor level entries that a manager or employee can use to transfer time or money Pay Codes Edit Profile: Contains a group of pay codes that Enterprise etime Professionals or Enterprise etime Managers can use to record or edit time or money Pay Codes View Profile: Contains a group of pay codes that a manager can read but not edit Note: If you select All, the Enterprise etime Manager or Enterprise etime Professional has edit access to all current and future pay codes added to the database. To prevent the individual from editing any pay codes, select Empty Profile. To edit durations, a user must have access rights to Pay codes. Work Rule Profile: Defines the work rules that an individual can select Note: Select All to give the person access to all current and future work rules added to the database. Select Empty Profile to prevent the person from assigning work rules. Reports Profile: Defines which reports the Enterprise etime Manager can access Note: Select All to give the Enterprise etime Manager access to all current and future reports added to the database. Select Empty Profile to prevent access to any current and future reports ADP, Inc. 52 V ET61

54 People Editor Workspaces and Descriptions (Continued) Workspace Description Fields Manager Role - Scheduler Employee Role Used to specify scheduler information for managers Use to specify information for employees Schedule Group Profile: When a number of employees have similar working characteristics, you can group them into a named schedule group. You can select all the employees in the group and assign the same schedule. Note: When you need to make changes such as adding a shift, you can select all of the employees in the group or select some of the employees in the group and make changes in a single operation. Shift Template Profile: Allows you to specify the specific shift templates that a user will see Pattern Template Profile: Allows you to specify the specific set of pattern templates that a user will see Availability Template Profile: A series of availability templates that can be associated with the Enterprise etime Scheduler employee in the People Editor. An availability template is a series of availability settings for a recurring time period. School Calendar Profile: Allows you to limit the school calendars from which a scheduling manager can select to only those that he or she needs to use. School calendars are grouped into school calendar profiles and assigned to scheduling managers in the People Editor. Note: You must configure a school calendar for every school district from which you employ minors. Labor Level Transfer Set: A group of labor level entries that an employee can use to transfer time or money. Select the labor level sets the Enterprise etime Professional can use when defining labor accounts for transfers. Note: To prevent access to labor level transfer sets, select Empty Profile. Time Entry Method: Determines how an Enterprise etime Professional views time. Pay Codes Edit Profile: Contains a group of pay codes that employees can use to record or edit time or money Work Rule Profile: Defines the work rules that an individual can select Note: Select All to give the person access to all current and future work rules added to the database. Select Empty Profile to prevent the person from assigning work rules ADP, Inc. 53 V ET61

55 Managing Schedules Customize the Way You View Schedule Information On the Scheduler Editor page, to the right of the Schedule Group column, employees schedules display. You can customize the way the Schedule Editor displays information by selecting an option on the View menu. Options and Descriptions Option Description Daily Intervals 4-Hour Intervals 1-Hour Intervals 15-Minute Intervals Shift Times Shift Labels Totals Accrual Amounts Breaks Schedule Outline Accruals Audits Shows seven days of scheduled shifts with shift start and end times Shows scheduled shifts in four-hour segments Shows scheduled shifts in one-hour segments Shows scheduled shifts in 15-minute segments Shows shift start and stop times, for example, 9a - 5p Show the name of the shift, for example, Night Shift Displays the total scheduled hours for the selected time period Shows accrual types and amounts, along with the schedule information Displaying breaks enables you to flag situations where too many associates are on break at the same time, adversely affecting coverage. Displays a summary of the selected employee s schedule including group name, type, start date, end date, details, and time period Displays accruals balances within the Schedule Editor Displays an electronic trail of schedule edits within the Schedule Editor 2009 ADP, Inc. 54 V ET61

56 Schedule Group Views Enterprise etime Schedule Planner allows you to select multiple employees and then add a shift, add a pattern, append time, replace a shift start or stop time, insert a transfer, and add a pay code. Schedule Group Multi-Line This QuickNav allows a view of employees and their schedule groups. Schedule Group Rollup This QuickNav allows a manager to view the number of employees assigned to a group. Schedule Menu You can perform scheduling functions from any detail QuickNav by selecting an option on the Schedule menu ADP, Inc. 55 V ET61

57 Job Aid: Defining a Schedule Period Instructions 1 Click Setup. 2 Under Scheduler Setup, select Schedule Periods. 3 Click New. 4 In the Name field, enter a name for the schedule period. 5 In the Description field, enter a description for the schedule period. 6 In the Start Date field, indicate the first instance of the schedule period. Note: The date should start at least two increments in the past, for example, two weeks or two days from the actual start date. 7 In the Schedule Interval field, enter the units for the schedule period and select Weeks or Days. Note: The maximum number of units is 52 weeks or 365 days. 8 Click Save ADP, Inc. 56 V ET61

58 Job Aid: Creating an Ad Hoc Shift Managers may need to create a one-time, ad hoc shift for an individual person when business volumes unexpectedly increase or when additional work needs to be accomplished within a short period of time. When you create an ad hoc shift for an individual person, it replaces the individual's scheduled shift for the day(s) specified. Scenario Wayne Allen has requested a change in his regular schedule for Tuesday this week so he can drop off his child at daycare while his wife is away on business. You have approved this request, but you need to update Wayne's schedule so it doesn't generate an exception. Instructions 1 In the Schedule Editor, select the name of the individual for whom you are creating the ad hoc shift. 2 Click in the date field that you need to edit. 3 Select Shift > Edit. Result: The Edit Shift window opens. 4 Edit the shift to reflect the ad hoc shift. 5 Click OK. 6 Click Save. Important Information Use in-cell editing to change scheduling information such as start or end times that deviate from an employee's regularly scheduled times. Double-click the employee's name to open the Edit Shift window. Select an employee and right-click to view available menus ADP, Inc. 57 V ET61

59 Job Aid: Appending Time to a Shift Appending time to the start or end of a shift simplifies adding or subtracting an amount of time at either end of the shift. You can append a shift to individuals or groups. Scenario On Wednesday's shift, Wayne Allen is making up the time that he lost on Tuesday. You need to add two hours to the end of his Wednesday shift to reflect the additional time. Instructions 1 In the Schedule Editor, select the name of the individual or individuals for whom you are appending shifts. 2 Click in the date field that you need to edit. 3 Select Shift > Append Shift. Result: The Append to Shift window opens. 4 Enter the effective date of the shifts that you would like to append. 5 In the Append To field, select Start or End. 6 Enter the amount. 7 Click OK. 8 Click Save ADP, Inc. 58 V ET61

60 Job Aid: Replacing a Shift Replacing a shift allows you to replace all existing shifts with another shift. For example, a variety of employees are scheduled from 9 a.m. to 6 p.m. A scheduling manager can replace their 9 a.m. to 6 p.m. shift with a 7 a.m. to 4 p.m. shift. This change can be made for a group as well as an individual. A manager can use this as a replacement tool. Scenario Walter Hill is scheduled to work on Monday from 9 a.m. to 6 p.m., but he is not scheduled to work on Sunday. He has requested to work on Sunday instead of Monday. Complete the following instructions to replace his Monday shift with a Sunday shift from 7 a.m. to 4 p.m. Instructions 1 In the Schedule Editor, select the name of the individual or individuals for whom you are appending shifts. 2 Click in the date field that you need to edit. 3 Select Shift > Replace Shifts. Result: The Replace Shift window opens. 4 In the Find Existing Shifts section, enter the start date and start time of the shift to be replaced. Then enter the end date and end time. 5 In the Replace with New Shift section, enter the new start date, shift type, start time, and end date or insert a shift template. 6 Click OK. 7 Click Save ADP, Inc. 59 V ET61

61 Job Aid: Inserting a Transfer The Insert Transfer function makes it easy to enter a department or job transfer. You can select an individual or a group of employees and enter a transfer for a specific time and date. Scenario The OR is short-staffed on Friday. You need to transfer one of your RNs to the OR. Instructions 1 In the Schedule Editor, select the name of the individual or individuals for whom you are inserting a transfer. 2 Click in the date field that you need to edit. 3 Select Shift > Insert Transfer. Result: The Insert Transfer window opens. 4 In the Effective Date field, enter the effective date. 5 In the Transfer Start Time field, enter the time of the transfer. 6 In the Transfer field, click the down arrow and select the appropriate job or labor account transfer. Note: If the appropriate transfer account is not on the list, click Search to find it. 7 Click OK. Result: The new transfer displays. 8 Click Save ADP, Inc. 60 V ET61

62 Job Aid: Adding Nonworked Pay to a Schedule When necessary, managers can add a nonworked time pay code to an employee s schedule or to a group of employees to reflect nonworked time. When adding a pay code amount, consider whether the edit will override the entire shift or only part of the shift if an employee is already scheduled and when the edit will display for coverage. Scenario Jane Fernandez needs to take off next Monday afternoon for a doctor's appointment. You need to change her schedule to reflect her nonworked time. Instructions 1 In the Schedule Editor, select the name of the individual or individuals for whom you are adding the pay code. 2 Click in the date field that you need to edit. 3 Select Pay Code > Add. Result: The Pay Code Editor window opens. 4 Select a pay code from the list. 5 Enter the amount of hours associated with the pay code or select an amount from the list. 7 In the Display Start Time field, enter a start time. 8 In the Number of Days field, enter the number of days. 9 Enter a transfer account (optional). 10 Enter a comment (optional). 11 If the shift should override a scheduled shift, select Override Shift and then select Whole Shift or Partial Shift. 12 Click OK. 13 Click Save ADP, Inc. 61 V ET61

63 Job Aid: Viewing Schedule Audits Managers have the ability to view changes made to an employee s schedule. The schedule audits keep a record of transactions that affect the employee s schedule. The tracked schedule changes include: Creating an ad hoc shift Adding, editing, or deleting individual shifts Adding, editing, or deleting individual pay codes Instructions 1 Select My QuickNavs > Schedule Editor and then select an employee. 2 In the Time Period field, select the appropriate time period (such as the previous pay period). 3 Select View > Audits. Result: The Audits window opens. 4 In the Type of Edit list, select All. Results: Audit information displays. 5 Click OK when you have completed viewing the audit trail ADP, Inc. 62 V ET61