WebTime Clearing House Computer Arts, Inc. has created an online portal to enable employees to enter time and attendance as well as the ability for supervisors to approve, deny, and submit timesheets to the payroll clerk. This documentation is an overview of how to complete the initial setup and configuration. We appreciate the input from our users in helping to prioritize and aid in the development of all of our programs. If you have any questions, please feel free to contact the help desk. Computer Arts, Inc. Help Desk Support (208) 955-0151 local (800) 365-9335 caisupport@gocai.com Don t forget to check out our website for Payroll information at http://www.gocai.com Select Support / Local Government / then Payroll for available documentation. June 2013 WebTime Clearing House Page 1 of 10
WebTime Clearing House Summary... 4 Selecting a Payroll Run for Review... 5 Listing Timesheets by Status... 5 Displaying Individual Timesheets... 6 Approving Timesheets... 7 Rejecting Timesheets... 7 Displaying History on Approval Path of a Timesheet... 7 Checking the Status of Individual Timesheets... 8 Mass E-Mailing Employees with Unapproved Timesheets... 8 Displaying Employees Associated with a Fund/Dept... 9 Sending Timesheets to Payroll for Processing... 10 Reports... TBD June 2013 WebTime Clearing House 6.5 Page 2 of 10
WebTime Clearing House 1) Enter the Year, Run and Seqn number associated with the payroll run to be processed. 2) Review the timesheets by status: a. Approved Timesheets can be sent to payroll one at a time or all that are in the approved grid. Once the timesheet has been sent to payroll it is no longer available in the approved grid. b. Unapproved Timesheets that need approval can be approved by the Payroll Clerk it is. c. Timesheet adjustments can be made from within the Payroll T/A or the Payroll Clerk can reject them for corrections. d. Open Timesheets that have been initiated by the Employee and not submitted e. Submitted Timesheets that have been submitted by the Employee / Supervisor 3) Send Approved Timesheet to payroll. Once the process to create payroll has started (from Date Control), any Submitted, Unapproved, and Approved timesheet records, that haven t been sent to payroll, will be orphaned. Features Approve Timesheets Reject Timesheets Review history on an employee with a Timesheet Check the status of a timesheet E-mail all Employees with an unapproved Timesheet (bulk e-mail) Send an e-mail to an employee Send an e-mail to a supervisor Display history of timesheets by Fund/Department Reports June 2013 WebTime Clearing House 6.5 Page 3 of 10
WebTime Clearing House From the Payroll Main Menu select the Import WebTime Attendance icon from the toolbar. WebTime And Attendance Toolbar Refresh Print Report Reject Timesheet Check Open Time Sheet Status Search Approve Timesheet Run History Email All Unapproved The List WEB_ClearingHouse panel will display. There are four parts to the display Summary Section A: Payroll Run Information Section B: The count of records in the payroll run in Section A related to: Approved; Unapproved; Sent to Payroll; All Records. Section C: List of employees that relate to Section B when the following is selected: Approved; Unapproved; Sent to Payroll; All Records Section D: Statistical Data related to the current payroll that lists a drill down view when a line item is selected All timesheets that have been initiated from the employees on the Web Portal will load into the import program. Employees that do not have a supervisor associated in the set-up under the Payroll WEB Control will automatically show as Approved when the employee submits the timesheet from the Web Portal. Any adjustments made to a timesheet that was created from the Web Portal and imported into Payroll can be adjusted from the Payroll Main Time and Attendance and can be viewed by the employee in the Web Portal. Selecting a Payroll Run for Reviewing Timesheets June 2013 WebTime Clearing House 6.5 Page 4 of 10
Under the Payroll Run Information (Section A) double-click on the Year (A), a list of all available payroll runs will display for selection, to select a run, highlight the available run that is being processed (B) and choose the Select button OR; enter the Year, Run# and select the Load Grid button Listing Timesheets by Selection/Status The Timesheet information for the Payroll run selected will display with the list of Approved timesheets as a default listed in the grid. Example Approved: Section B has the green indicator by the Approved button, the grid in Section C lists the Approved timesheets. Example Unapproved: Section B has the green indicator by the Unapproved button, the grid in Section C lists the Unapproved timesheets. Open: Initiated by the employee, but not submitted. Submitted: Submitted by the Employee for approval. Example Sent to Payroll: June 2013 WebTime Clearing House 6.5 Page 5 of 10
Section B has the green indicator by the Sent to Payroll button, the grid in Section C lists the Timesheets sent to Payroll. Example All Records: Section B has the green indicator by the All Records button, the grid in Section C lists the all records, Open, Submitted, Approved, and Sent To Payroll. Displaying Individual Timesheets Select the Payroll Run and choose any of the Status buttons (Approved, Unapproved, Sent to Payroll, All Records), doubleclick on a timesheet record. The Employee Web Detail will display detailed time entries in the upper grid and a summary by code in the lower grid. Each item in the upper grid lists the detailed time entered by the employee on the Web Portal. To display the detailed entry, highlight the line item to view and select the Display button. The Display WEB_Clearinghouse panel will display the individual entry made by the employee on the WEB Portal which includes the Date, Code, Shift (if applicable), Retirement related, Amount and Comments related to the individual entry. Employees can also be emailed from the Employee Web Detail panel by selecting the Email button Approving Timesheets June 2013 WebTime Clearing House 6.5 Page 6 of 10
In the Unapproved section that lists the Submitted timesheets or from the All Record section, highlight the submitted Timesheet (s) and select the Approve Timesheets icon located on the toolbar. *Only submitted timesheets can be approved. Once the Submitted timesheets are approved, the records will display under the Approved section. Rejecting Timesheets Approved / Submitted timesheets can be rejected. Timesheets that are Open or Sent to Payroll cannot be rejected. Highlight the Approved or Submitted timesheet (s) and select the Reject TimeSheet icon located on the toolbar. *Only submitted/approved timesheets can be rejected. Enter the Reason for rejecting the timesheet and click the Add button. If an employee has a supervisor, an email notification will be sent to the supervisor. Displaying History Approval Path of Timesheet The history of any timesheet can be viewed by highlighting the employee time sheet and selecting the Run History icon June 2013 WebTime Clearing House 6.5 Page 7 of 10
The Year Run Seq History panel will display the date, and comments when it was Submitted /Rejected/ Approved, select the Display button to show a detailed record of the status entry. Checking the Status of Open Timesheets The status of an open timesheet can be viewed by highlighting the timesheet from the Unapproved or All Records selection and selecting the Check the open timesheet status icon. The Timesheet Status panel will display a list of supervisors associated with the employee timesheet in the upper grid, email history in the lower grid and the option to email the supervisor or the employee. To send an email to the employee, select the Email Employee button. To Send an email to the supervisor, select the Email Supervisor button. *Note: Updating email addresses updates it on the employees. Mass E-mailing Employees with Unapproved Timesheets From the List WEB_Clearninghouse panel, select the Email all Unapproved icon, the Process WEB_Bulk Email panel will display. Enter the Subject, Message and select the Send Email button. This will send a message to all employees listed in the grid. To update an Email Address, highlight the employee and select the Update Email Address button Displaying Employees Associated with a Fund/Dept June 2013 WebTime Clearing House 6.5 Page 8 of 10
Section D lists the status of all employees that are associated with each fund/department with percentages by status of completion. To view the employees listed within a certain fund/department, highlight the fund and select the View F/D button or double-click on the line item. The Process Employee Position panel will display. The grid lists all the employees associated with the fund selected. The status of each timesheet can be viewed by selecting the Check Status button The Timesheet Status panel will display with a list of supervisors associated with the employee timesheet in the upper grid, email history in the lower grid and the option to email the supervisor or the employee. To send an email to the employee, select the Email Employee button. To Send an email to the supervisor, select the Email Supervisor button. Sending Timesheets to Payroll for Processing June 2013 WebTime Clearing House 6.5 Page 9 of 10
Timesheets can be individually sent to payroll or sent in bulk. Only Approved timesheets can be sent to payroll for processing. *Note: Once a timesheet has been sent to Payroll for processing, it cannot be rejected. Under Section A there are two options to import into payroll for processing. Send to Payroll Selected: Gives the ability to send an individual approved timesheet to payroll for processing. Send to Payroll All Approved: Gives the ability to send all approved timesheets to payroll for processing. June 2013 WebTime Clearing House 6.5 Page 10 of 10