CityTime User Course. Version 7.3

Transcription

1 CityTime User Course Version 7.3

2 Objectives After completing this course, you will be able to: Sign in to CityTime and navigate the Home Page. Complete and submit Timesheets, Leave, and Overtime Requests. Change your CityTime password. Search for, Edit, or Withdraw submitted Timesheets and Leave and Overtime. Enter Time that Crosses Midnight and/or spans Timesheets. Use the Hand Geometry DCD. 2

3 Contents Topic List Page # Topic List (continued) Page # How CityTime Works 4 Looking Up Timesheets 25 Signing In to CityTime 5 Editing Submitted Timesheets 26 CityTime Home Page Entering Time and Meals Labor Allocation Previewing and Submitting Your Timesheets Top 7 Things to Check Before Submitting a Timesheet Requesting Leave Requesting Overtime Viewing Requests and Holidays on a Timesheet Changing Your Password Status of Transactions Reviewing Approver Comments Editing or Cancelling a Returned Item Searching Leave and Overtime Requests Editing Leave and Overtime Requests Withdrawing Leave and Overtime Requests Entering Leave and Overtime Requests on a Timesheet Adding and Removing Time In/Out Rows Entering Time that Crosses Midnight Entering Time that Spans Timesheets Using the DCD

4 How CityTime Works 2 1 Administrator/Configuration Maintains Schedules Maintains Workflow for Timesheet Approval Sets up new Users Employee Electronic sign in/out Enter Timesheets Allocate Labor Request Leave & Overtime Review Leave Balances CityTime Maintains Schedules Process Time and Leave in accordance with City policy Submit Time and Leave records to PMS Pay Events 5 PMS pay calculation 3 4 Manager/Approver Approve Timesheets Approve Leave Approve Overtime Timekeeper Review Timesheets Approve Requests Process Adjustments 4

5 Signing In to CityTime 1. Enter your User Name. 2. Enter your CityTime Password. 3. Click Sign In. NOTE: The Password entry is case-sensitive. 5

6 CityTime Home Page The CityTime Home page is divided into five sections: 1. Header 2. Workspace 3. Navigation Bar 4. System Messages 5. Footer 6

7 CityTime Home Page - continued Header Mouse-over for User info.. Links to Home page, getting Help, and exiting the system. Navigation Bar - Used to access CityTime screens. Four sections: a. My Timesheet b. New Request c. Search d. My Info Go to your Current, Previous, or Next Timesheet. System Messages Panel Display various messages 1. Information Messages 2. Confirmation Messages 3. Warning Messages 4. Error Messages Footer gives CityTime version, User messages, and status of last transaction. 7

8 Entering Time and Meals 1. Click Add Meal (if needed) to add Meal Start and Meal End rows to the Timesheet. 2. Enter your Time In and Time Out for the appropriate day (see Time Entry Tips, below) 3. Enter your Meal Start and Meal End times. Time Entry Tips 7 7:00 = 4p 16:00 = :30 = 515p 17:15 = Entering Time Correctly There are several ways you can enter your time to ensure that it is correct. AM/PM and military time entries are both valid. For AM/PM entries, AM is assumed; PM entries must be followed by a p (see examples on left). CityTime will automatically convert your entry to the correct format. 4. Click Save. 8

9 Setting Up Your Projects and Tasks (for Employees that use Labor Allocation) Labor Allocation As a new User of CityTime, you should set up the Labor Allocation tab (if applicable) of your Timesheet with the various Projects and Tasks that you work on. NOTE: Setting up your Projects and Tasks is a one-time event, because your Projects and Tasks will automatically be carried forward from your previous Timesheet. 9

10 Adding Projects 1. Click the Labor Allocation tab. 2. Click Add Project ( ). 3. Enter all/part of the Project Name or Description if known (or leave blank for all Projects and go to Step 4). 4. Click Search. 5. Click the checkbox of the Project to be added. 6. Click Add. 10

11 Adding Tasks After choosing a Project, you must choose at least one Task. NOTE: To add more Tasks to a Project, click Add Row ( ). Click here to remove the Project. 1. Click the Task search button ( ). Click here to remove the Task. 11

12 Adding Tasks (continued) 2. Enter all (or part) of the Task name (optional). 3. Click Search. 4. Select the Task. 5. Click Ok. 6. Click Save. 12

13 Entering Labor Allocation Information To allocate labor on a Timesheet: 1.Click the Labor Allocation tab. 2. Enter the duration of time (# of hours) you spent on the specific day/task. 3. Click Save. Time Entry Tip 7 7:00 = :15 = :30 = Entering Time Correctly There are several ways you can enter your time to ensure that it is correct. CityTime will automatically convert your entry to the correct format. 13

14 Previewing and Submitting Your Timesheets 1. Click Preview. You must preview the Timesheet before you submit it. NOTE: After previewing the Timesheet, you may see Error and/or Warning messages. Errors must be corrected before you will be able to submit the Timesheet. Warnings are usually informational. A Timesheet can be submitted with Warnings (for example, you will get a warning when you work extra time on a particular day). 3. Click Submit. 2. Certify that your time is accurate. 14

15 About Timesheet Preview Errors You cannot submit a Timesheet with Errors. Click Back To Timesheet to correct the error. In this example, the User has an error on Thursday. The Time Out is 05:00 (which is 5am). The Time Out should be 17:00 (which is 5pm). 15

16 Top 7 Things to Check Before Submitting Your Timesheet 1. Did you accurately record your Time In and Time Out for each day you worked? 2. Did you accurately record Meal Start and End times for days that meals were taken? 3. Check your time entries against your schedule, e.g., is your recorded Time In either on time or within flex? Did you record your Time Out accurately? 4. If your schedule has flex time, your recorded Time In must fall within the flex band. After the flex band ends, CityTime captures minute-by-minute lateness. 5. Verify that any overtime you worked is recorded on the Time In/Out rows of your timesheet. If you are eligible for overtime compensation, you must also for that period of time. 6. Did you remember to certify and submit your timesheet from the preview screen? 7. CityTime validates your time entries and Leave and OT requests against your schedule. Be sure all entries are valid and do not overlap. 16

17 Requesting Leave To submit a Leave Request: 1. Select New Request > Leave on the Navigation Bar. 2. Enter Leave times. 3. Enter Leave date(s). NOTE: The Leave Types and Leave Reasons are now sorted in alphabetical order. 4. Enter Leave Type. 5. Enter Reason. Enter comments. (optional) View Leave Balances. Upcoming Requests will display here. 6. Click Submit. (Click Preview to review before submitting, or Click Cancel to clear the form.) Note: For Documented Sick Leave, it s recommended you attach your doctor s note to a printout of the submitted Leave Request. 17

18 Requesting Overtime To submit an Overtime Request: 1. Select New Request > Overtime on the Navigation Bar. 2. Enter the Start Time and End Time of the Overtime worked. 3. Enter date(s) of OT. 4. Select Project and Task (if Agency practice). 5. Select if the Overtime is Voluntary or Involuntary. If your Agency uses ConRef #, enter it in the box (not shown). 6. Select the Comp Type (if an option). Enter comments (optional). View work schedule. 7. Click Submit. Click Preview to review before submitting, or If your Agency uses Recall, check the Recall box (not shown). Upcoming Requests will display here. NOTE: You must also record all Overtime Hours on your Timesheet for that week. Click Cancel to clear the form. 18

19 Viewing Requests and Holidays on a Timesheet Leave fields blank for days off or Holiday Leave Request from Nav Bar Holidays are automatically listed Overtime Requests from Nav Bar 19

20 Changing Your Password To change your CityTime Password: 1. Click Home (if necessary). 2. Click Change Password. NOTE: You can only change your password once a day. 20

21 Changing Your Password (continued) 3. Enter your Current Password. 4. Enter your New Password. NOTE: Be sure to follow the Password Rules. 5. Confirm your New Password. 6. Click Continue. NOTE: Remember your Password and keep it safe. 21

22 Status of Transactions Click Disapproved Items to view a list of Leave and Overtime Requests that have been returned within the last month. Identifies number of items in each category Click Returned Items to view a list of Timesheets, Leave and Overtime Requests that have been returned within the last month. Click Approved Items to view a list of Timesheets, Leave, and Overtime Requests that have been approved in the last two weeks. Click Pending Items to view a list of all Timesheets, Leave, and Overtime Requests that are pending approval. 22

23 Reviewing Approver Comments After viewing the details of the Returned or Disapproved item: 1. Click the Request History tab of the item. NOTE: For Timesheets, this tab is called Timesheet History instead of Request History. 2. Review the Approver s Comment on the top row of the History list. 23

24 Editing or Cancelling a Returned Item After viewing the details of the returned Leave or Overtime: 1. Click Edit to modify the Request. 2. Edit the Request as necessary. 3. Click Submit. After viewing the details of the returned Leave or Overtime Request: 1. Click Withdraw to cancel the Request. After viewing the details of the returned Timesheet: 1. Modify the Timesheet as necessary. 2. Preview, certify, and submit the Timesheet. NOTE: Disapproved items cannot be edited or resubmitted. 24

25 Looking Up Timesheets To look up a Timesheet, click Search > Timesheets. Then: 1. Click on the Dates pull down. 2. Select the Dates that meet your needs. 3. Click Search. 4. Click Details located on the far right of the Timesheet you want to view. 25

26 Editing Submitted Timesheets Editing a Timesheet in Submitted Status: 1. Go to the Timesheet 2. Click Preview. 3. Click Edit Edit automatically unsubmits the Timesheet and changes the status back to Draft. *Reminder: After the change is made, the Timesheet then needs to be re-submitted by Previewing & Certifying again. 26

27 Searching Leave and Overtime Requests To look up transactions: 1. Click Search > Leave Requests or Search > Overtime Requests on the Navigation Bar. 2. Enter the search criteria. Use the Dates drop-down to refine your search. 3. Click Search. The search will return a list of transactions that match your search criteria. 4. Click Details located on the far right of the Request you want to view. 27

28 Editing Leave and Overtime Requests To edit a Leave Request or Overtime Request: 1. View the details of the Leave Request or Overtime Request (using one of the previously-learned methods). 2. Click Edit. 3. Edit the Leave Request or Overtime Request as necessary. 4. Click Submit (on new screen). 28

29 Withdrawing Leave, Overtime, and Recall Requests To withdraw a Leave or Overtime Request: 1. View the details of the Leave or Overtime Request (using one of the previously-learned methods). 2. Click Withdraw. The form will be cleared of information. Note: Withdrawn items will automatically disappear from your Supervisor s list of items to approve. 29

30 Entering Leave and Overtime on a Timesheet To add Leave/Overtime to a Timesheet: 1. Click Add Leave or Add Overtime on the Timesheet. NOTE: If your agency requires multiple-approvals for Leave or Overtime, you may not be able to submit Requests from the Timesheet. 2. Fill out the form. Fields marked with red asterisks are mandatory entries. NOTE: Leave and Overtime, Requests entered from the Timesheet are processed as part of that Timesheet. (They are not routed for approval ahead of the Timesheet.) 3. Click OK. The Request is added to your Timesheet. 30

31 Adding and Removing Time In/Out Rows * An additional Time In/Out row is needed whenever a separate period of time worked needs to be recorded (for example, when you leave at 5PM and are called back to work at 7PM). To add Time In/Out rows to a Timesheet: 1. Click +Add Time. 2. Enter your time in the new rows. 3. Click Save. NOTE: Click Remove to delete the rows. 31

32 Entering Time that Crosses Midnight To enter time that crosses midnight: 1. Enter the Time In. 2. Enter the Time Out. NOTE: When entering time that crosses midnight, enter your Time In and Time Out on a diagonal. 3. Click Save. 32

33 Entering Time that Spans Timesheets To enter time that spans Timesheets: 1. Click or. 2. Enter your time. 3. Click Save. 33

34 Viewing Your DCD Information For DCD users, click Employee Profile on the Nav Bar. Then click the DCD Info tab. The DCD Info contains your DCD Badge # and the names and locations of the Device Groups you are assigned to. 34

35 Punching In/Out on a DCD 35

36 DCD Messages and Their Meanings 36

37 Timesheet Differences DCD vs. GUI Employee indicates that the User has an option of using the DCD to record time, or entering the time manually. DCD/Web clock Employee indicates that the User must use a Geometric DCD or Web clock to record time. DCD punches display on the Timesheet with a light-blue colored background. Punches may take 5-10 minutes to display on your Timesheet. If you place your mouse pointer over a DCD punch, you will be able to see the Work Location code where the DCD was used. Manual time entries display on the Timesheet with a white colored background. NOTE: You cannot modify DCD punches. Contact your Supervisor if you need to have a DCD punch changed. If your punch appears in the wrong field (e.g. a Time In appears as a Meal In) you may drag and drop the punch to the correct field on the same day. 37

38 Summary Now that you have completed this course, you can: Sign on to CityTime and navigate the Home Page. Complete and submit Timesheets, Leave, and Overtime Requests. Set up your Projects and Tasks. Enter Labor Allocation information. Change your CityTime password. Search for, Edit, or Withdraw submitted Timesheets, Leave, and Overtime Requests. Enter Time that Crosses Midnight and/or spans Timesheets. Use the Hand Geometry DCD. 38