Time and Attendance System. Supervisor Quick Reference Guide V6.1.0

Transcription

1 Time and Attendance System Supervisor Quick Reference Guide V6.1.0

2 Supervisors are responsible for: -Their employees having time entered on time -Approving their employees time -Approving schedule requests -Meeting payroll deadlines Supervisors will need to look for 40 hours per week on time entry Employees will be responsible for their time entry Filters The Filter option lets you filter results by various criteria including: Approved/Unapproved records Day types Signed by Employee Absence codes Unsigned by Employee Bonus codes Pay types Other codes (accrual deposit Work codes codes) To filter results, perform the following steps: 1. Display the results in the Work area that you want to filter. For example, select View Payroll Summary in the What list. 2. Enter the date or date range in the From and To fields. Click the Go button. The data displays in the Work Area. Selection Area The Selection area lets you pick the criteria you want to use to perform a management task. Using a Who, What, and When approach; you indicate who you want to perform a task for, what task you want to perform and for what time period. The options in the Selection area may vary based on your system setup, which is defined by your organization. 3. Click the Filter button. The following data is displayed in the Dashboard: By default, the Unapproved and Approved options are selected. Who: Identify who will be affected by the actions taken. When logged in as an employee, the default selection is Me. Other options may be shown based on your system configuration and role assignment (employee, supervisor, etc.). Me: The person logged in. My Team: If you have employees assigned to you, this option allows you to perform an action on the entire team. Employee Group: An employee group is a collection of payroll numbers that are grouped together because they are related for time and attendance purposes. If you have an employee group assigned to you, this option will allow you to perform an action on the entire group. What: Select the task you want to perform, such as entering an absence request, or entering time. From and To: Specify the date range for information you want to retrieve or modify. Once all criteria have been defined, click the Go button to run your query. Note: Shortcuts, located at the bottom of the Selection area provide a quick way for you to launch a task that you perform on a regular basis, instead of selecting the task from the What list. Shortcuts may vary based on your system setup. 4. Select the criteria you wish to filter on by clicking in the box next to the option(s). For example, to filter by Unapproved records only, select the Unapproved box (and deselect the Approved box). Click the Apply Filter button. The information displays in the Work area based on the selection(s). 1 2

3 Viewing Employee Accruals You can check the number of hours your employees have remaining in their accrual account for various absence events. The current balance shown only reflects those absences that have actually been taken, and will not reflect scheduled absences that have not yet occurred. Knowing the amount of accrued hours your employees have available can help you make better decisions regarding absence requests. 3. Click the Subject of the message you want to view. The information will display in the Work Area as shown below: To view employee accrual balances perform the following steps in the Selection area: 1. Select My Team in the Who list. 2. Choose View Accruals from the What list. 3. Click the Go button. A report of your team s current accrual balances is displayed: The report provides the following information for each accrual: Opening Hours Balance: The balance at the start of the accrual period (the last time the balance was affected). Current Hours Balance: The current available balance (minus any future dated approved requests). Accrual Date: The start date of the accrual period. Viewing Messages To view your messages, perform the following steps: 1. Select Me in the Who list. 2. Select View Messages from the What list. Click the Go button. Your current message(s), if any, will display in the Dashboard. 4. Click the link within the body of the message to view the details. This example reflects details for an Absence Request. 5. Click the Approve or Reject button to address the request. If multiple requests were returned, you can approve or reject all of them by clicking on the Approve All or Reject All button. Note: Use the Approver Reason field to add additional notes supporting your decision for the approval/rejection. 6. Click the Save button to save your entries. A message confirming your saved entries appears and your Workflow Message Inbox removes the Absence Request Item. Note: The associated employee will be notified through his/her message inbox of the status of the request. Managing Time Managing time entry for your employees is a critical part of your job and the system simplifies this task. There are a few approaches to time management and scheduling. They are: Enter Time in Detail Enter Time Using Super Timesheet Viewing Clock Data Enter Time in Detail This feature enables you to view, create, edit, and submit time records for employees. In the Selection area, perform the following steps: 1. Select an employee name in the Who list. 2. Select Enter Time in Detail from the What list. 3 4

4 4. Click the Go button. A detailed timesheet displays for the date range(s) selected. Note: The information displayed on this screen may vary based on your Preferences setup. Note: Paging capabilities are available on this screen when you select My Team from the Who list. This means that as a Supervisor, you can define the number of employees to display on your screen when viewing records. To set the amount of employees to display on your screen, click the dropdown list next to the Employees per Page item and select the desired number and then click the Save button. The change will take effect immediately. Hyperlinks are also displayed on the bottom of this screen. If selected, the system will display the employees associated with that page number. Paging can be configured for the following screens: Enter Time in Detail View Payroll Summary Enter Time in Time Pairs View Employee Total Hours Enter Time in Duration Please see your System Administrator to enable/disable this feature. 5. Click the View Clock Data button to review the actual clock times associated with each record. The detail will display in the Dashboard. 6. Click the Show Payroll Details button to view additional details associated with the selected record. 7. If the time records are correct, click the Approve All button. Using Super Timesheet Use Super Timesheet is another method for entering and updating time. In the Selection Area, perform the following steps: 1. Select an employee in the Who list. 2. Select Use Super Timesheet from the What list. 4. Click the Go button. The Use Super Timesheet is displayed: Note: The information displayed on this screen may vary based on your Preferences setup. 5. To adjust the displayed hours, simply click in the cell you wish to adjust and key in the adjusted hours. 5 Viewing Clock Data The View Clock Data feature enables you to view the time information (clock data) for selected employee(s). Note: Clock data transactions are only available to employees using Web Clock or a Data Acquisition Device to enter their time. In the Selection area, perform the following steps: 1. Select an employee in the Who list. 2. Select View Clock Data from the What list. 3. Enter or select the desired date or date range in the From and To fields. 4. Click the Go button. The clock data for the selected employee(s) is displayed: Note: ON (ON) = start time and OF (OFF) = end time. Scheduling Absences This feature enables you to schedule an absence for your employees based on an actual time amount (example: 08:00AM 11:00AM) or a total number of hours (duration) of time. Schedule Request (D) is a request for a number of hours (duration) of time off from the normal work schedule. For example, you could request three hours off from a normal eight-hour schedule. Schedule Request (T) is a request for a specific time period (range) off from the normal work schedule. For example, you could request time off from 8:00 AM to 12:00 PM. Note: Before you schedule an absence, it is important to ensure that your employee(s) have sufficient hours available for the request. Checking your employees calendar allows you to make sure that previously scheduled events or temporary changes do not conflict with the request. To check your employees calendar you will click the View Calendar button on the Schedule Absence (D) or (T) screen. To request an Absence, perform the following steps: 1. Select the employee in the Who list. 2. Select Schedule Absence (D) from the What list. Click the Go button. The Schedule Request window displays in the Work area. 6

5 4. Use the Absence Type dropdown list to choose whether the absence will be Paid or Unpaid. 5. Select the Absence Code by clicking the dropdown list and choosing the code that pertains to the schedule request. 6. Click the Full Day Absence box if you are requesting a day off (complete schedule). If this box is checked, then the Duration field is automatically disabled (grayed-out). 7. Enter any additional information about the schedule request in the optional Reason field. 8. Click the Request Absence button to submit your request for approval. A confirmation message displays: If you do not have a sufficient accrual balance, a warning message will display. To schedule an Schedule Request (T) you will follow the same steps as previously noted, however, instead of entering hours in the duration field, you will enter an actual time range. Note: Prior to submitting the request, it is good practice to check the employee s absence accrual balance and your calendar to ensure sufficient hours/days are available and that the request will not conflict with any previously scheduled change(s). 6. Click the Save button to save your entries. A message confirming your saved entries appears and your Workflow Message Inbox removes the Schedule Request Item. Note: The associated employee will be notified through his/her message inbox of the status of the request. Entering Time in Time Pairs The Enter Time in Time Pairs application enables you to view, create, and edit time records. The records include a breakdown of the time worked, as well as any days off, absences, and holidays. In the Selection Area, perform the following steps: 1. Select Me in the Who list. 2. Choose Enter Time in Time Pairs from the What list. 4. Click the Go button. The Enter Time in Time Pairs window displays for the date range you selected. Workflow Approvals The Workflow Approval feature enables you to display and reconcile all workflow items that require your attention. To approve or reject workflow items, perform the following steps in the Selection Area: 1. Select the employee(s) in the Who list. 2. Choose Workflow Approvals from the What list. The From and To options are not used for this feature. 3. Click the Go button. The workflow queues form will display in the Dashboard. 5. If the time records are not correct (for example, if you arrived late, left early or worked a different schedule), edit the appropriate fields with the correct time entries and click the Apply Changes button. Note: Time entries must be typed in HH:MM format. The options displayed above may vary depending on your system setup. 4. Review the queues to see if any action is required. Click on the queue name to display the approval form: 5. Click the Approve or Reject button to address this request (approve or reject this employee s request to be out). If multiple requests were returned, you can approve or reject all of them by clicking on the Approve All or Reject All buttons. Note: Use the Approver Reason field to add additional notes supporting your decision for approval/rejection(optional). 7 8

6 Schedule Shift Changes This feature allows you to schedule or remove shift changes for individual or multiple employees, effective from a single date. In the Selection area, perform the following steps: 1. Select My Team or an employee in the Who list. 2. Select Schedule Shift Changes from the What list. 4. Click the Go button. The Schedule Shift Changes window displays: Note: The items displayed on the screen below may vary based on preference settings. Viewing the Payroll Summary The View Payroll Summary feature allows you to quickly review, edit, and approve time records for single or multiple employees. In the Selection area, perform the following steps: 1. Select My Team or an employee in the Who list. 2. Select View Payroll Summary from the What list. 4. Click the Go button. The View Payroll Summary is displayed. Note: The information displayed on this screen may vary and is dependent on the preferences that have been configured. 5. To schedule a shift change, click on the magnifying glass and select the new shift from the list and then click the Schedule Shift Changes button. A confirmation message will display: 6. To remove a shift change, select the radio button next to the shift to be removed and click the Remove Shift Changes button. A confirmation message will appear. 7. To add a new row of fields to schedule multiple shifts for an employee, select the record you wish to add a row to and click on the Add Row Below button. The following screen will display: 8. Click the magnifying glass and select the additional shift from the list and then click the Schedule Shift Changes button. 9. To display the shift detail, select the employee shift you want to view/edit details for and click on the View Shift Details button, the following will be displayed: Note: Paging capabilities are available on this screen. This means that as a Supervisor, you can define the number of employees to display on your screen when viewing records. To set the amount of employees to display on your screen, click the drop down list next to the Employees per Page item and select the desired number and then click the Save button. The change will take effect immediately. Hyperlinks are also displayed on the bottom of this screen. If selected, the system will display the employees associated with that page number. Paging can be configured for the following screens: Enter Time in Detail View Payroll Summary Enter Time in Time Pairs View Employee Total Hours Enter Time in Duration Please see your System Administrator to enable/disable this feature. Note: If the system detects that any records are different from the default settings resulting from an employee reporting an absence or other exception, the individual records will be highlighted in red and the Approval Status column will be unchecked. 5. If the time records are correct, click the Approve All button, and then click on the Save All button. 6. If any of the selected employees worked a different schedule than is indicated by the records, edit the appropriate fields. 7. Once you have completed all edits, click the Apply Changes button to save the time records. The system will automatically apply the correct pay rules to the time that you entered and adjust the totals accordingly. 9 10

7 8. Review the new time records that are displayed. If the records are correct, click the Approve All button. Note: If additional detail is required to determine whether or not the record should be approved, click on the employee s name in question and a detail screen will display: The single greatest influencer of company s business performance is its workforce. 600 Parsippany Road Parsippany, NJ CSHIFT CyberShift, Inc. The CyberShift logo is a registered trademark of CyberShift, Inc. All rights reserved. 11