Perform Time Upgrade Guide

Transcription

1 Perform Time Upgrade Guide While Paycor is excited to introduce you to Perform Time we realize that change can be hard! We re committed to making this transition smooth and seamless for administrators, supervisors and employees. You can use this guide as a one stop shop for everything that will happen as part of the upgrade process. Perform Time is much easier to use a lot less steps and much more user friendly. Michelle J., Venue Magazine There are a few important things you should know before you upgrade. Reviewing this guide will help you and your organization prepare for the upgrade.

2 Upgrade Checklist 60 Days Prior to Upgrade Make Paycor a Safe Sender: To ensure you receive all of our messages, add paycorpayroll@paycor.com to your address book. Prepare Your Organization: Ensure your supervisors and employees are prepared for the upgrade to Perform Time. This guide provides best practices and example messaging you can send to prepare your key stakeholders. Upgrade Your Clock (For Free): Prepare for the arrival of your new physical clock. Register Users: Allow your users access to view their time cards by creating a user at Paycor.com. *Note: About days prior to your scheduled migration week, your Perform Time account will be configured. At this time you will begin to see a new pop-up window when you select Begin Payroll. You will continue to see that pop-up window until you begin punching in Perform Time. 30 Days Prior to Upgrade Setup Clocks at Kiosks: Enable your clocks to be used for employee punches. Training and Additional Resources: It s very important that you and supervisors who approve time cards attend a live training session or view a recorded overview of Perform Time within 30 days of your upgrade date. 7 Days Prior to Upgrade Save Your Time Card Report: As part of your upgrade to Perform Time, we strongly recommend you download and save your Time Card Report in ReadyClock before your upgrade date. Grant Access to Users: Provide your employees with the information needed to create punches within Perform Time. Begin Punching with New Clock: Share these resources with all employees as they start punching in Perform Time. Questions? Read this guide, view the upgrade site, view the instructional resources, and/or contact your specialist.

3 Preparing Your Organization You will want to ensure that all members of your organization are prepared for the changes to your time keeping system. We ve prepared a few sample messages for you to distribute. These should be tailored to the specific needs of your company and employees. We recommend that you communicate this about 60 days in advance of your upgrade. Message for Supervisors {Insert Supervisor s Name}, Our current payroll and timekeeping provider, Paycor, has made updates to their time system to improve the user and supervisor experience. Starting on {insert upgrade date} we will be utilizing a more user friendly, flexible system to track our employees hours. Over the next few months, Paycor will be working with us to ensure we have everything we need to convert to their improved platform. As a supervisor, you will need to attend Perform Time training to learn about correcting punches and reviewing and approving time cards. Soon I will be providing additional information on your training schedule and next steps for your employees. If you have questions, please let me know or find more information here. Message for your employees {Insert Employee s Name}, Our current payroll and timekeeping provider, Paycor, has made updates to their time system to improve the user and supervisor experience. Over the upcoming weeks we will provide information on changes to the way that you clock in and out. If you have any questions, please let me know or learn more about the new system here.

4 3 Resources and Training In order for your organization to be fully prepared for the upgrade to Perform Time, supervisors and administrators must complete a training session. We recommend that you attend a training session within 30 days of your upgrade date, and provide employees with information related to how their new punch procedures should be handled. Below you will find three groups with resources and training links tailored toward each group to ensure your upgrade runs smoothly. Administrators Watch the Perform Time Upgrade Webinar Follow this link to learn about Perform Time employer features and how to provide employees with information to clock in and out. Visit the Perform Time employer webpage to watch video tutorials and review job aids. Have a question? Check out our FAQs page for the answer or contact your specialist. Supervisors Attend Perform Time Manager/Supervisor Training Follow this link to learn about Perform Time employer features and how to provide employees with information to clock in and out. Visit the Perform Time employer webpage to watch video tutorials and review job aids. Learn about time cards from a supervisor s perspective by viewing this video. Have a question? Check out our FAQs page for the answer or contact your specialist. Employees Follow this link to learn about Perform Time employee features such as approving your time card View the following link to learn how to register for a username Click here to acquire information regarding punching in/out and adding details about your punch. Visit the Perform Time employee webpage to watch video tutorials and review job aids. Have a question? Check out our FAQs page for the answer or ask your supervisor/administrator.

5 4 Register Users By registering at Paycor.com your employees will have access to view their timecard within Perform Time. This can be completed by following one of the sets of steps below. If they choose to skip this step they will still have access to create punches utilizing their badge number. If the employee is already set up with Employee Access they do not need to create another username. 4a Check to see if your employees are registered by doing the following: 1. From the Payroll menu option, click on Manage Access. 2. Under the Users area, click on Registered. 3. If the employee is not listed under Registered, check Pending and Unregistered. If the employees is under Unregistered, then you can send them a registration 4. Find the employee(s) that need a registration sent. 5. Update any s by clicking the Update link. 6. Select the employee(s) to be sent an by selecting the checkbox next to their name. 7. Click Send Invites If the employee is under Pending, you may see where they are in the registration process or you can resend the registration 8. Click on the employee s name. If there is no , click Update to add the employee s address. 9. Click Send Reminder. Once your employees receive their registration instructions, they need to follow the step-by-step process which can be found within the Register for a Username document. 4b Clients using our Online Check Stub service should follow these instructions: 1. From under the Payroll menu option, click on Check Stubs Setup. (If you do not see this dropdown, please contact your Paycor representative). 2. Verify the necessary Client Number is selected. 3. Click the Registration Instructions download button. 4. Distribute the instructions to your employees.

6 5 Grant Access to Users Badge Number and PIN In order to create punches within Perform Time, users will need access to their Badge and PIN number. You can provide this to them by following the step-by-step process below: 1. In the Manage Employees module, click on an employee s name. 2. Using the left navigation, click Time & Attendance, then Employee security. 3. At the top of the page, you can find the Badge Number and PIN which need to be provided to the employee. Note: If you are unsure as to what Badge Number should be for an employee, Paycor recommends that you make it their employee number. All PINs, will default to 1234, and you will not be able to see this value. However, users with an edit employee access role will be able to change this for their employees. Also, Badge Numbers and PINs may be a maximum of 10 numeric characters.

7 6 Physical Clocks As part of the upgrade process you will be provided with a new clock for your employees to use to collect their time. Your clock will be shipped to you about 30 days in advance of your migration date. Please note that **YOUR CURRENT PHYSICAL CLOCK WILL EXPIRE ONCE THE REQUIRED UPGRADE TAKES PLACE**. Your current clock can be discarded and does not need to be returned to Paycor. 6a Clock Installation Once your clock arrives you can follow this guide to install your new clock in a convenient location for your employees to access going forward. We recommend that you install your clock(s) as soon as it arrives and test functionality. Please reach out to your Specialist as soon as possible if you have any concerns related to clock operation. Again, your existing clock can be discarded after your upgrade is complete. Learn an overview of your upgraded clocks, as well as how to install them, by reading the Perform Time Clock Overview and Installation document. Learn how to punch in/out of your new clocks by viewing the Employee Clock Guide document, which includes a step-by-step process of everything you need to know.

8 6b Preparing for Your New Clock: READYCLOCK MODEL Trans380 Analog Clock Z11 Ethernet Proximity clock Z24/34 Ethernet Biometric Clock PERFORM TIME MODEL PT100 Ethernet Connected Proximity Clock Can use Mango Proximity badges PT100 Ethernet Connected Proximity Clock Can use Mango Proximity badges PT100F Ethernet Connected Proximity Clock Can use Mango Proximity badges OR Biometric Fingerprint enrollment ACTION REQUIRED Ensure that there is a hard wired Ethernet connection available in all clock locations Assign and distribute new proximity badges to all employees Ensure that there is a hard wired Ethernet connection available in all clock locations Ensure that there is a hard wired Ethernet connection available in all clock locations Re-enroll all employees at one of the clocks prior to migration date PERFORM TIME MODEL (IMAGES) The image below shows the Biometric Scanner, but the overall look and menu structure is the same for all clocks. The image below shows a clock without the Biometric Scanner.

9 7 Historical Data The final step to prepare for your Perform Time upgrade is to gather and save historical time card data. In ReadyClock (SwipeClock), in its left navigation, you can go to Report and then click on the Time Cards report. Under Select a Pay Period there is an option to enter a date range. Here you can specify three years if you want. Click the Show Activity button. The left navigation will change and list each employee, but there will be an option to Print all employees just click on Alphabetically and it will open a new screen that you can then print that includes all employees and all of their time cards. *Note: If you are printing the Time Card report you can only pull one year at a time. For More Information: In order to receive s from Paycor, add paycorpayroll@paycor.com as a safe sender. Questions? If you have any questions on any information included in this guide, please contact your specialist.

10 8 Report Comparison The information below will show you the similarities between Perform Time s reports and ReadyClock s reports, along with additional reporting options for Perform Time. To access your reports, navigate to: 1. Reporting 2. Reports & Analytics PERFORM TIME READYCLOCK DESCRIPTION Punch Audit Report Time Card Report Time Card Audit Report Hours Summary Report Department Hours Summary Audit Log Report Daily Auto Report Detail Report Hours Used Summary Report Provides a list of edited punches for a selected time frame Provides a printable time card displaying daily punches and hours for a pay period Punch in and out times for each employee, in a printable report Provides a summary of each employee s hours by earnings code Provides a summary of hours by earnings codes per worked department Hours Detail Report Punch Detail Report Time Card Approval Time Card Detail Time Card Exceptions Detail Provides a listing of each employee s daily hours by earnings code Provides a listing of each employee s punches Provides the detail of all time approvals that happened within a specified date range Provides a daily view of the punches and hours of employee time cards for a select time period. Provides a listing of each employee s daily hours by earnings code. For More Information: In order to receive s from Paycor, add paycorpayroll@paycor.com as a safe sender. Questions? If you have any questions on any information included in this guide, please contact your specialist.