TIME & ATTENDANCE: Setup and Configuration

Transcription

1 TIME & ATTENDANCE: Setup and Configuration TRAINING HANDOUT Instructions: Use this handout to apply the best practices that we shared in our training session. Review the key takeaways below and use the space in the application sections to enter in your thoughts or responses. For any of the activities in this handout, complete each by using your assigned Time & Attendance demo company. Remember, your demo company expires at 7pm CST on the day you attend Learning & Development s training. Contact ClientTraining@paylocity.com if you need access to a demo company.

2 New Employee As new employees start at your company, you can grant him or her access to your Time & Attendance solution and add them to an Employee Group so that their supervisor can view his or her information. New employees are granted time and labor access through Paylocity s Payroll solution. Given that the employee s profile has been created, search for him or her, and then select the Web Time tab. From the Web Time tab, you can customize various features and settings for your employees time and attendance usage. You can also create Employee Groups that are categorized by supervisors, which is done in your Time & Attendance solution. Users with direct reports must be assigned to an Employee Group and a Feature Access Template in order to view their employees information. 1. From the Time & Attendance demo company, navigate to the Configuration menu and click Employee Groups. 2. Search for or select an existing group to view or update its members; click Add Group to add a new group or select an existing group and click Delete to remove a group. 3. Enter a Group Name. 4. Select an Employee Group Filter as needed, and then click Add. 5. Select employees from the Available Employees list to add them to your new group. 6. Click one of the Save options as applicable. New Employee Activity # Prompt Answer 1 Has Cal Benjamin been granted time and labor access? Which time zone is he set to? 2 Can Matt Coal clock in and out? Which Payroll Policy is he assigned to? 3 Is John Duffy assigned to a Holiday List? Which Feature Access Template is John Duffy assigned to? 4 Create a new Employee Group named Charlie s Group and add Cal Benjamin, Matt Coal and John Duffy to it. 5 Navigate to your Administrator training document and guides, and search for and launch the Web Time for Administrators On Demand course. Notes _v Paylocity. All Rights Reserved. Page 2 of 9

3 New Supervisor Let s say a new supervisor is appointed at your company. This needs to be reflected in your Time & Attendance solution so that he or she can properly manage his or her employees time and attendance. There are two groups of steps that need to be completed from Paylocity s Payroll solution. 1) Web Time Tab (Employee Search > Select Employee > Web Time Tab) a. Set the supervisor s Feature Access Template to at least Partial Access to grant him or her the right time and attendance security levels. b. Assign him or her the correct Employee Groups from the Permission to Manager Groups drop down. c. Click Save. 2) User Accounts (Company > User Accounts) a. Set the supervisor s Security Group to Advanced Supervisor Access to grant him or her supervisor security levels in Paylocity s Payroll solution. b. Make sure the Web Time Access drop down is set to Allow. c. Set his or her Default Home Page to Web Time so that he or she can quickly jump into her Time & Attendance solution. d. Click one of the Save options as applicable. New Supervisor Activity Prompt Can you think of three scenarios where you would need to appoint a new supervisor? Would any of those scenarios require the creation of a new Employee Profile? What about a Feature Access Template? Where can you find additional resources to help you create a new Employee Profile? Answer Notes _v Paylocity. All Rights Reserved. Page 3 of 9

4 Cost Center Assignments and Manual Transfers Not only would you want to set up the right relationship between direct reports and supervisors, but you also want to set up the right Cost Center(s) that your employees clock hours in. You may also have to provide flexibility to other ways. An employee may lend a coworker a helping hand by taking their shift, but forget to transfer their time to the corresponding Cost Center. This is a case when their supervisor would need to make that correction. This is known as a Manual Transfer. Cost Center Assignments (Configuration > Cost Center Assignments): The Cost Centers created in Paylocity s Payroll solution are automatically transferred to your Time & Attendance solution; these are your Cost Center levels. It s important, however, to assign the Cost Centers to employees. If you have employees who work in more than one Cost Center, it s important to assign them access to the additional Cost Centers before employees will have the ability to transfer into them. 1. Search for or select the employee, and then click Next. 2. Select the appropriate Cost Center levels (e.g., Departments and Jobs) to assign. 3. Click Next again. 4. Review the assignments. 5. Slick Save. Manual Transfers (Time Card Header Shortcut > Select Employee): Let s say you have employees working multiple jobs in different departments, covering for their coworkers when they are out of the office. If they forget to transfer their time to the job they were working when they were covering for their coworkers, supervisors will need to go in and add a Manual Transfers for them. 1. Select the cell in the Transfer column next to the In punch. 2. Select the correct Cost Center levels. 3. Click Update to add the Cost Center levels to the employee s punch. Click Clear to remove the selected Cost Center levels or Cancel to return to the employee s time card without making any changes. Add Punch Transfer (Time Card Header Shortcut > Select Employee): 1. Click Add Punch. 2. Select the correct Punch Type. 3. Enter the correct Date and Time of the punch. 4. Select the correct Cost Center levels. 5. Edit the remaining fields for the punch as you normally would. 6. Click one of the Add options as applicable _v Paylocity. All Rights Reserved. Page 4 of 9

5 Calendar Restrictions and Holidays As your company grows, your Time & Attendance solution can accommodate new structures to scale for the future. With new employees and supervisors comes new events. As events occur over time, you can add Calendar Restrictions, which control whether or not employees can submit Time Off Requests. These are called Blackout Periods. You can even add/edit Holidays and create/edit Holiday Lists! These instances are controlled through your Time & Attendance solution. 1) Blackout Periods (Configuration > Blackout Periods) a. Click Add a Blackout Period. b. Set the Start Date and End Date. c. Select the Type, Soft or Hard d. Feel free to enter any Notes and apply this Blackout Period to specific Employees Groups. e. Click Update to add the Blackout Period to the calendar. Click Cancel to clear the Blackout Period without making any changes. f. Click Edit to make further changes to the Blackout Period. g. To delete the Blackout Period, select it, and then click Delete. 2) Holidays (Configuration > Holidays) a. Click Add New Holiday List and enter a Holiday List Name or click Edit for the Holiday List you want to make changes to. b. Click Add New Holiday. c. Enter a Holiday name. d. Set the Date. e. Check Include Weekends and Company Worked if applicable. f. Click Update to add the Holiday to the list. Click Cancel to clear the Holiday without making any changes. g. After clicking Update, you can click Delete to remove the Holiday. h. Click Save. If you forgot to add a Holiday and you need to add a past Holiday so that it s accounted for, you can do so. Simply follow the same steps as you just did, and then click Regenerate Holidays from Configuration > Holidays to populate each employees time card _v Paylocity. All Rights Reserved. Page 5 of 9

6 Calendar Restrictions and Holidays Activity Review your team s annual calendar. What time and days may you need full staffing on? How flexible can the staffing be must there be full coverage, in which case you may need to set a Hard Blackout Period, or can there be some coverage accommodations, in which case you can set a Soft Blackout Period? As a bonus, can you think any scenarios where you would need to add a new Holiday to a Holiday List or have multiple Holiday Lists? Dates Where You Need Full Coverage Hard Blackout Period Dates Where You Need Coverage But Can Be Flexible Soft Blackout Period _v Paylocity. All Rights Reserved. Page 6 of 9

7 Payroll Preparation As you have set up new employees, supervisors, events and structures, to alleviate the burden of having to manually transfer all of that data to your payroll solution, your Time & Attendance equipped to help you automate the payroll data transfer process. Your Time & Attendance solution saves you a lot of time, eliminating the need to enter each bit time and attendance data manually to process payroll. 1) Pending Changes (Payroll Solution > Tools > Pending Changes) a. Click Pending Changes from the Tools menu. b. Review any pending changes. c. Select any changes. d. Click one of the Approve or Decline options as applicable. 2) Payroll Lockout (Not a necessary step) a. Start in your Time & Attendance solution. b. Click Begin Payroll Lockout from the Payroll menu. 3) Close the Pay Period (Time & Attendance Solution > Payroll > Close Pay Periods) a. Select the Payroll Policies you want to close, which would be the most recent dates for each Payroll Policy (should be four). b. Click Next. c. In the Perform Final Check step, review the number of missed punches, unapproved employee time cards and unapproved supervisor time cards. d. Select Enable Payroll Lockout during closing to lockout your selected payroll policies. e. Click Finish. 4) Payroll Data Transfer (Time & Attendance Solution > Payroll > Payroll Data Transfer) a. Click Transfer. b. Review the details of the transfer. c. Click Transfer Payroll Data. 5) TimeImprt Batch (Payroll Solution > Payroll > Pay Entry) a. Verify the Check Date, Period Begin Date, and Period End Date. b. Select TimeImprt from the Batch Type drop down. c. Click Add Batch. d. Under the Time Import File, select the file from the drop down. e. Update the Auto Post Items and Check Type as needed. Click Import. f. You can use the Master Timecard Summary Report in your Time & Attendance solution to balance and modify the imported batch if needed. g. Follow your payroll processing procedures to finish processing this payroll _v Paylocity. All Rights Reserved. Page 7 of 9

8 Payroll Preparation Activity In the space below, document the payroll processing steps you follow, starting from the last step above. This way you ll have the whole process documented in one place that you can always refer back to: _v Paylocity. All Rights Reserved. Page 8 of 9

9 Additional Resources Visit to access additional training resources. Time & Attendance Guides Follow the above URL to access your resources. Search for Web Time to find all available resources on this topic. Select Comprehensive Manual and chose Web Time to access the Web Time Comprehensive Manual. Some useful Quick Guides for you to reference: Administrator Guide PDF Employee Guide PDF Supervisor Dashboard On Demand Training Follow the above URL, select On Demand Training and chose Time & Labor Management to access your On Demand Trainings, including: Web Time for Administrators Web Time for Supervisors Web Time for Timesheet Employees Web Time for Web Punch Employees _v Paylocity. All Rights Reserved. Page 9 of 9