2015 Employee Functions TM01 Time and Attendance Experience the EmpCenter system from the employee perspective. Learn EmpCenter navigation fundamentals and functions related to reporting time, activities, and absences in the system. by WorkForce Software for City of Regina July 9, 2015 EmpCenter 15.1
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Table of Contents About This Guide... 1 Objectives... 1 Conventions... 1 Background... 2 Lesson 1: Dashboard Navigation... 3 Logging into the Dashboard... 3 Employee Functions... 4 Time Entry... 4 Schedules... 4 Reports... 5 Other Dashboard Information... 5 Customizing the Dashboard... 6 Online Help... 7 Lesson 2: The WebClock... 8 Lesson 3: The Time Entry Window... 11 Function Buttons... 13 Changing the Pay Period... 14 Timesheet Views... 15 List View... 15 Table View... 16 Show All Weeks... 16 Information Tabs... 16 Messages Tab... 16 Entitlement Balances Tab... 19 Schedule Tab... 21 Results Tab... 21 Punch Log Tab... 22 Timesheet Submit Tab... 22 Accrual Detail Tab... 23 Lesson 4: Basic Time Entry... 24 Printing the Timesheet... 25 Lesson 5: Submitting Timesheets... 27 Recalling a Submitted Timesheet (OOS, CMM)... 27 Amending Timesheets... 27 i
Lesson 6: My Calendar... 29 Using My Calendar... 30 Go to the Timesheet from My Calendar... 30 Lesson 7: Requesting Time-Off... 31 Requesting Time Off with My Calendar... 34 E-mail Notification... 36 Canceling a Time Off Request... 36 Lesson 8: Generating Reports... 39 Report Favourites... 41 Creating a Report Favourite... 41 Removing a Report Favourite... 41 Generating a Report from the Time Entry Window... 42 Lesson 9: Premium Calculations... 43 Appendix A: Function Hotkeys... 44 Editing Hotkeys... 46 Disabling Hotkeys... 47 Appendix B: OOS Time Entry... 48 Entering In/Out and Elapsed Time... 48 Pay Codes... 48 Comments... 49 Amending Timesheets... 49 Other Timesheet Tasks... 50 Time Record Favourites... 50 Reusing Timesheet Data... 51 Glossary... 54 ii
About This Guide This guide will help you learn the most commonly used functions in the EmpCenter Time and Attendance application. EmpCenter automates and standardizes the time collection and approval processes. EmpCenter delivers the functionality and flexibility to enforce your HR, payroll, and union policies across the organization. With EmpCenter, your organization can align its workforce to meet its business goals, control labour costs, and improve workforce productivity and satisfaction. Access to the system is browser-based. EmpCenter supports the Microsoft Internet Explorer, Mozilla Firefox, and Apple Safari web browsers. Objectives Identify functions represented on the dashboard Customize the dashboard Enter worked time and paid time off (if available) Create time record favourites Identify information tabs Submit timesheets Request time off Generate reports Conventions This guide uses the following notational conventions: Bold text depicts tab labels, menu names, policy labels (Pay Code policy), function buttons (Submit Timesheet button), and computer keyboard keys (press Enter). Bold text and the right arrow symbol ( ) depict hierarchical choices in menus. Bold italics represents field labels (Status_Code_1 field). Shaded sans serif text represents program code or data. Bordered text depicts notes, cautions, or warnings. EXAMPLE: Shaded text represents examples. TIP: The image at left is depicts helpful tips. 1
Background The City of Regina and Workforce have worked together to configure EmpCenter Time & Attendance. This configuration includes a number of policy profiles, which are based on the City s jurisdictions: Local 7 Local 21 CMM Local 181 Local 588 Pay rules noted in each of the the collective bargaining agreements have been built into EmpCenter Time & Attendance. Once logged into EmpCenter, an employee will see only the options that are available to them, based on their policy profile. An employee who has direct reports. This could be someone at any level of the organization (crew lead, supervisor, coordinator, manager, director, etc.) depending on the structure. 2
Lesson 1: Dashboard Navigation You will access EmpCenter through a web browser or clock interface to perform functions such as entering time (for some users), viewing time, entering and viewing time-off requests, work schedules, and time-off balances. The method you use to log in depends on your access to technology. You might access EmpCenter in one or more of the following ways: Web-based interface on a workstation. EmpCenter supports the Microsoft Internet Explorer, Mozilla Firefox, and Apple Safari web browsers On a personal computer or kiosk EmpCenter Mobile (as identified by Manager) Punching in on a hardware time clock EmpCenter Interactive Voice Recognition (IVR) in designated locations Logging into the Dashboard 1. Launch EmpCenter. If accessing through the network, double click the icon that appears on your dashboard. If you are logging in remotely, log into EmpCenter by entering your User ID and Password into the Login dialog. 3
The first time you log into EmpCenter, the following dialog appears. 2. Click OK. The employee dashboard appears. The dashboard is configured to suit your company s requirements. The following figure shows a sample employee dashboard. Employee Functions The employee dashboard typically provides links to the following time and attendance related functions. Time Entry My Timesheet: View, enter or update timesheet data through the timesheet. Go to WebClock: The WebClock records in and out work times. It functions like a traditional time clock. Schedules My Calendar: Shows your personal calendar which displays events such as time off, pending time off, and holidays. 4
My Time Off: Submit time off requests, track the status of your requests, and view past request history. Reports View Reports: EmpCenter includes reports for both employees and supervisors. Employees can access general reports to view timesheet information for a certain period, roles delegated to them, or comments on timesheets. City of Regina HR Policies: Link to the City of Regina internal human resources policies. Other Dashboard Information The My Time Off information box (right side of screen) shows Time Off status (Pending, Approved, Denied) and dates. The My Current Entitlement Banks (right side of screen), including: Earned Days Off Sick Time In Lieu-Amount Vacation Vacation Casual Bank 5
Customizing the Dashboard EmpCenter supports the following Time and Attendance dashboard customization features: Rearranging Function Links To rearrange the order in which functions appear within a category, click and drag the function link. Creating a Favourites category for frequently-used functions Hover the mouse pointer over the function s star icon and click it to move the function to the Favourites section of the dashboard. Removing a Function from Favourites Hover the pointer over the respective function link and click the star icon. The function returns to its original category. 6
Online Help Once logged into the dashboard, you have access to online documentation through the Help link. The Help link opens the online version of the EmpCenter End User Guide in a new browser window. You can search for a topic, or click the links on the left hand side to find more information about a topic. This information can be used in combination with other documentation, available on InSite and the G:Drive. Your business area may also have specific processes and procedures. 7
Lesson 2: The WebClock The WebClock tracks employee in and out times. It functions like a traditional time clock. The WebClock is linked to timesheets to provide more detailed job-related information. For some employees, the WebClock may be the sole mechanism for recording time and attendance. The WebClock will be available for the following employee profiles: Local 7 Local 21 CMM Local 181 Local 588 Web Clock users log in to the EmpCenter WebClock through the EmpCenter dashboard or through a dedicated web link. These employees use the Web Clock to clock in and out. 1. To access the WebClock, select Time Entry Go to Web Clock link. The WebClock interface appears. The WebClock interface supports the following buttons: In: Records the start of work time. A successfully recorded In punch is reported as follows: The pay code associated with the In button is Clock In/Out (regular pay). 8
Out: Records the end of the work day. The pay code associated with the Out button is Clock In/Out (regular pay). Call-in Start: Records the start time of a call in shift. The pay code associated with the Call-In Start button is Call-In Punch for both Casual and Permanent employees. (For Local 588, this pay code is only usable by the Dispatcher role). Call-in End: Records the end time of a call in shift. The pay code associated with the Call-In End button is Call-In Punch for both Casual and Permanent employees. Timesheet: Opens your timesheet. Dashboard: Returns you to the EmpCenter Dashboard. The WebClock inactivity timeout is 45 seconds. The following message appears with 20 seconds left until you are automatically logged out. 9
Lesson 3: The Time Entry Window The time entry window comprises various fields and tabs which allow easy view and entry of your time. After you login to the system, open your timesheet by selecting My Timesheet from the Time Entry area of the dashboard. The time entry window provides the options necessary for completing time entry. From this window, depending on your role, you can perform one or more of the following tasks: View time on your timesheet View your schedule View or acknowledge any exceptions (errors or warnings) about your timesheet View details of available time off See a preview summary of time entered on the timesheet The following is an example of an employee time entry window. The exact appearance of the timesheet varies according to your EmpCenter configuration. In most configurations, the top panel displays the Timesheet tab while the bottom panel includes the following informational tabs. 11
Notice the following user interface features: 1. Hover the pointer on the line separating the panels to activate the adjust height control. Click and drag the line up or down to adjust the relative height of the panels. 2. Click on the arrow to hide the bottom panel. Click it again to display it. 3. Use the scrollbar to access parts of the timesheet which are not currently visible. 4. When a timesheet cell shows a green triangle in the upper right corner, you can click the cell to activate the Details tab. 12
Function Buttons Several buttons at the top of your timesheet execute certain program functions. Table 1: Function Buttons Button Button Name Period Selector Submit Save Function Selects the pay period to view. Click the calendar icon to access a pop-up calendar from which to select a Pay Period. Sends your completed timesheet to your supervisor fo approval. Saves your timesheet data. This is typically done every time you enter new data or make changes. The More button reveals the Print, Print Preferences, Employee Information (reports), and Reload Data buttons. The Print Preferences function enables you select the componenets to be printed: More Reload Data refreshes the timesheet with the previously saved data. 13
Button Button Name View Function Select the List View or Table View of the timesheet. The view you select alters the presentation of the data on the Timesheet tab. Calendar Opens an interactive calendar from which you can navigate to a specific date or pay period. Additionally, this calendar may be configured to display days containing timesheet exceptions or planned time off. Click the question mark icon to access a legend that details the colours used in the calendar. Changing the Pay Period The pay period selector allows you to move forward or backward one period at a time, using the arrow icons, or to select a specific period to move to using the calendar icon. 1. Click the respective arrow on the Pay Period icon to retreat or advance a pay period. 2. Click the Pay Period icon to access a pop-up calendar, and then select a pay period or click the Default Period button. 14
3. Your pay period is biweekly. If you want to enter time for the entire period, select the Show All Weeks checkbox. 4. Click anywhere in the row in which you want to enter or modify time. 5. Record your time and attendance information (see Entering In/Out and Elapsed Time). 6. Click the Save icon after every timesheet change. 7. Click the Submit icon at the end of every pay period to send your time and attendance information to your supervisor for payroll processing. Timesheet Views EmpCenter provides views (or formats) for displaying timesheet information: List View and Table View. Each view displays timesheet information for an entire Pay Period. Select the respective view through the View button. List View The List View is the default view; it displays the days in the selected Pay Period as a list. Totals per time slice appear on the right side of the window, with the sum total for the Pay Period displayed in the bottom right corner. 15
Table View Totals per pay code appear on the right side of the window, and totals for each day at the bottom of the window. Show All Weeks If you want to enter or view time for the entire period, select the Show All Weeks checkbox. Information Tabs The time entry layout shows one or more information tabs, depending on your role. Messages Tab The Messages Tab displays exception messages. An exception is a conflict noted between your time and attendance information and the rules under which your timesheet is processed. Exceptions generate messages which appear in the Messages tab on the Time Entry window. A common exception message would include entering less than forty hours in a week or trying to overdraw vacation time. Some messages are informational and require no action; others require a satisfactory resolution before the timesheet can be successfully submitted. Error level exceptions must be corrected before the respective time is paid. OOS employees are able to update their timesheet to eliminate exceptions. Other groups will need to discuss with their supervisor to make the adjustment. Each exception message shows the: Date of the exception 16
Exception message describing the problem Severity of the exception (Informational, Error, or Warning) Any action that may be required Exception messages are colour-coded to identify the level of severity: White: No exceptions or only informational messages present Yellow: Warnings present Red: Errors present By default, exception messages are displayed in decreasing order of severity. The rank of severity codes, from lowest to highest, is as follows: Table 2: Exception Severity Levels Severity Level Field Options Most Severe Least Severe Error entire timesheet not paid/held (e.g.; a System Error) Error record not paid (e.g.; missing in or out punch) Warning paid differently than entered (e.g.; paid leave entered with insufficient balance) Warning (e.g.; bank balance exhausted) Informational message action may be required Informational message no action required No Exceptions Time entries associated with exceptions appear on the timesheet marked with a coloured pin. 1. Click on the pin to display the exception message. 17
Overriding Exceptions The system has been configured with the ability to submit a timesheet that contains exceptions. You may be required to indicate that you are aware of the exception but wish to submit the timesheet anyway. In the following example, an exception message warns that overtime will be paid unless the checkbox is checked. You can acknowledge the exception and if needed, submit the timesheet. 1. To submit the timesheet without resolving the exception, you can place a checkmark in the Acknowledged checkbox, and then click the Save icon. 2. Once the timesheet saves, the exception message redisplays. 3. At this point, you can submit the timesheet (required for OOS & CMM). 4. If submitting your timesheet, a pop-up window displays that lets you add information regarding any exception messages, After completing any requested information in the popup, click the Submit Timesheet button. 5. To view the information from this window at a later date, use the Pay Period icon to select the pay period and then view the information on the Submit Details tab. 18
Entitlement Balances Tab The Entitlement Balances tab shows the employee s bank balances and any activity for the period in each bank taking into account any hours used during the current period. It includes initial and ending balances for the period. For any given bank, notice the interface functions in the following example: 1. Click the Show Details link in the lower right corner of a bank to see more details about the period s bank transactions. 19
2. Click the Hide Details link to return to the summary view. 20
Schedule Tab The Schedule tab displays schedules. Employees have read-only rights for their schedules. Schedules are used to save time and reduce errors in your time entry. Your administrator may have developed a schedule template for your position. Your supervisor can use templates to assign schedules to you. A 15 minute grace period has been put in place for most employee schedules. This means that an employee could clock in up to 15 minutes before and after their scheduled start time, without penalty or an exception being generated. Discuss with your supervisor to see if there are other expectations for your work area. Exceptions to the grace period include Transit ATU Schedule A and Fire L181: o Transit Schedule A Opreators will have a 15 minute grace period before shift begins and 15 minutes after their end time o Fire no grace period Results Tab The Results tab reports the calculated results of the data input on the main timesheet, including overtime, shift premiums, etc. 21
You can sort the data according to any column. By default, the data is sorted by Pay Code. Click a column title to display the sorting arrow and sort in increasing order. Click it again to sort in decreasing order. All columns can be sorted. Click and drag the line separating two columns to modify the width of the left-hand column. Click and drag a column title to change the display order of the column. Click the arrow on top of the right-hand scroll-bar to display the menu that allows you to show/hide columns by checking or un-checking the appropriate check boxes. The following figure depicts a customized view of the Results tab: the results are sorted in Work Date order; unchecked items are hidden. Punch Log Tab The Punch Log tab reports clock punches. Timesheet Submit Tab For OOS and CMM employees who will submit their timesheets, the Timesheet Submit tab will show the submission certification message which should be checked before submitting the timesheet. 22
Accrual Detail Tab The Accrual Detail Tab shows the calculated results of the accrual calculations based on data input on the main timesheet. User-controlled grouping capabilities are provided on this tab. All columns will be available for grouping, by default the data will be grouped by Pay Code. The Accrual Detail Tab contains columns for Work Date, Pay Code, Hours, Daily Accrual Rate, and Calculated Accrual Total. 23
Lesson 4: Basic Time Entry General rules for employees include the following: The workday runs from 12:00 a.m. to 11:59 p.m. Shifts crossing 12:00 a.m. will be recorded as time worked on the day the shift starts For Local 595, shift end time is where the shift belongs (e.g., a shift which starts at 7 p.m. Monday and ends at 7 a.m. on Tuesday technically belongs on Tuesday). 1. From the dashboard, select the My Timesheet link from the Time Entry window to open your timesheet. 2. Display the body of your timesheet using the default view or the view of your choice. 3. To change the view, click the arrow on the View button to access its drop-down menu, then highlight and click a menu item to select a different view. 4. Ensure that the correct pay period displays. 5. To change the pay period: a. Click the respective arrow on the Pay Period icon to retreat or advance a pay period. b. Click the Pay Period icon to access a pop-up calendar, and then select a pay period or click the Current Period button. c. If your pay period is longer than a week and you want to enter time for the entire period, select the Show All Weeks checkbox. OOS & CMM: 6. Click anywhere in the row in which you want to enter or modify time (limited edits available for CMM) 7. Record your time and attendance information (See Appendix B: OOS Time Entry for more details). 8. Click the Save icon after every timesheet change. 9. Click the Submit icon at the end of every pay period to send your time and attendance information to your Supervisor for payroll processing (required for OOS & CMM). 24
Printing the Timesheet You can print the information from all of the tabs in your Time Entry window. 1. In the Time Entry window, click the More button and select Print. A Print Preview window and Print dialog box appear. If the Print dialog does not open, click the Print link in the upper right area of the Print Preview window. 2. Select your print options and click OK. 3. Click the Close link to close the Print Preview window. 25
Lesson 5: Submitting Timesheets Employees have an opportunity to view their timesheets anytime, and some may submit timesheets before payroll cutoff. This is required for OOS and CMM employees. Other groups may use this option to indicate to their supervisor that the timesheet is ready for review. 1. To submit your timesheet for approval, click the Submit button after ensuring all time is correct and saving the timesheet. The message Timesheet submitted appears if the submission was successful. A Recall button replaces the Submit button. If the timesheet has not yet been approved, you can recall the timesheet to make further modifications. Notice that after recall the Save button is reactivated and the Submit button reappears. Recalling a Submitted Timesheet (OOS, CMM) You can recall a submitted timesheet if it has not yet been approved by your supervisor. To recall a submitted timesheet 1. Select the pay period using the Pay Period icon. If the timesheet has not yet been approved, the Recall icon appears with the function icons. 2. Click the Recall button. A dialog window appears, prompting you to confirm your decision. 3. Click OK to display the timesheet. 4. Update the information recorded in the timesheet, then Save and resubmit the timesheet. Amending Timesheets In the event that an error or something is missed, timesheets can be adjusted by your supervisor. The number of pay periods in arrears you can view is 365 days, and supervisors and 27
OOS employees can amend up to 3 pay periods back (anything prior to then will need to be adjusted by Payroll). Any changes made to a timesheet for which you have already been paid will cascade through all timesheets up through the current pay period. The difference will be applied to your current pay and bank balances. The original timesheet is maintained for your reference. For example - If a past timesheet is amended to account for a vacation day that was entered as a workday, then that change because it affects your vacation bank is used to recalculate your bank balances for each successive timesheet up through the current pay period. 28
Lesson 6: My Calendar The My Calendar window displays events such as time off, pending time off, schedules, unavailability, and holidays. Calendar items which appear on the Calendar window are called calendar categories. To see the calendar categories and the respective colour coding, hover your mouse pointer over the Legend label. These items are viewable on the calendar to provide a more complete accounting of your time. If you are assigned to multiple slots (i.e.; split shifts, two or more time slices in one day) during a scheduled time period, the entire amount of time scheduled appears as a single entry on your calendar. Buttons reside at the top right corner of the calendar. The following table describes the My Calendar buttons: Table 3: Calendar Buttons and Their Functions Button Description Prints the calendar for the month you are viewing. The Previous and Next icons takes you to the previous or following month. Navigate to the current day. 29
Using My Calendar The actions you can perform on My Calendar are found on the Calendar Selection menu, which appears when you click a date on the calendar. The actions available on this menu depend on your company's configuration. Go to the Timesheet from My Calendar Actions available on the Calendar Selection menu will vary according to your configuration. The employee will have the same functionality on their timesheet and schedule that they would if the timesheet was accessed from the dashboard. 1. Select a date on the calendar. Your timesheet opens showing the pay period containing that date. 2. Click View your Time Sheet from the Calendar Selection drop-down menu. The Time Entry window appears. 30
Lesson 7: Requesting Time-Off You can submit time off requests, track the status of your requests, and view the history of past requests using the My Time Off function. When employees request time-off, an e-mail is sent to notify the supervisor that a request was made. 1. From the dashboard, select Schedules > My Time Off. The Request List window appears. 2. Select Create New Request. The Create Time Off Request window appears. 3. Choose the type of time off from the Pay Code drop-down list. 31
4. Enter the day on which you want to begin your time off in the Start Date field, or click the Calendar icon on the right of the date field to display a calendar from which you can choose the date. Ensure that the Start Date is today s date or later. 5. Enter the day on which you want to end your time off in the End Date field, or use the Calendar icon. 6. If necessary, enter a note to accompany your request in the Comments field. Note any comments will be stored as part of this record. 7. Select Next to display the details of your time off request. The Request Details window appears. The hours request defaults to the scheduled hours for that day. You can modify the hours requested and also select another pay code from the Pay Code column. 8. Click the Insert icon in the Action field of a row to add another row for that day, select the Pay code and enter the hours for that type. Remember to adjust the other hours for that day accordingly, if necessary. 9. If exceptions prevent you from submitting the request, do one of the following: Click the Back button to return to the previous window and make a different selection, or Reduce the hours selected by the clicking the Delete icon in the Action field of a row to remove the hours from that row, and then click the Update button. 10. If no exceptions prevent you from submitting the request, click the Submit button to submit your request. You are notified of a successful submission. 32
11. Click OK. You are returned to the Request List window. Your new request appears in the Request List window as Pending. A request email is sent to your supervisor. When your supervisor approves the Time-Off Request, the requested time posts to your timesheet as time off. You receive an email message when your supervisor approves or rejects your request. Additional Pay Code information (including leave request descriptions) is available on InSite. Leave codes are things like Leave Sick or Leave Vacation, and also include: EDO EDOs will be managed in an EDO Bank in EmpCenter Time & Attendance. Departments usually schedule EDOs based on their operational needs. EDOs will not be automatically scheduled through EmpCenter Time & Attendance. Rather, an employee can enter them using the "Time Off Request" function. Once approved by their supervisor, the employee's timesheet will automatically be adjusted to EDO on the day requested. o EDOs are intended to be used every 3 weeks. An employee s EDO Bank should remain around zero (or within a few days) if they are taking their EDOs regularly. EDO Banks will be managed by the supervisor to ensure employees are taking their EDOs on a regular basis. Supervisors will receive notification when an employee has not taken an EDO within 30 days, and an exception message when an employee has 3 days in their EDO Bank. o This function is intended for those employees who work a 7.83 or 8.5 hour day. Those employees who have a 5/4 schedule will not need to use this function. Time In Lieu When an employee works overtime they will be provided with an option, through EmpCenter, to bank time or pay it out (will be shown under the Exceptions tab). This option is available with approval from your supervisor. If no option is selected, it will automatically be paid. Employees will be able to request a time in lieu payout ($), which will be approved by the supervisor. 33
Make-Up Time Make up time is a flexible option that will enable employees to request a few hours off, with the ability to make up the time in the same week. Both the "Make- Up Time" and "Time To Make-Up" codes are used to create this request. These codes will indicate when the time will be taken off (Time to Make-Up), and when it will be made up (Make-Up Time). This will ensure EmpCenter does not generate overtime on the day an employee is making up their time. This option is available with approval from your supervisor. If using Make-Up Time, keep in mind: o The time requested and made up must be equal o Cannot be requested more than 4 weeks in advance o This option is not available to L181 (Fire) employees. Requesting Time Off with My Calendar You can request time off through Request Time Off, or through My Calendar. You may find it convenient to request time off from My Calendar because you are able to view all your calendar items for the month. Approved time off and pending time off requests can be displayed on the calendar. Pending time off requests will display in one colour with a description of Pending Time Off and approved time off will display in a different colour with a description of Time Off. Pending time off requests can not be cancelled from My Calendar. You can cancel time off requests from the Time Off Request window. For more information on canceling a time off request, see Canceling a Time Off Request. To request time off from My Calendar 1. Select My Calendar from the Schedules area of the Dashboard. 2. Click a date on the calendar. To select a single day, click any one date. To select multiple days click on the initial date, drag your mouse across multiple dates. 34
3. Click Request Time Off from the Calendar Selection drop-down menu. A window appears where you can specify the type and dates of your request. 4. Complete the following fields: Pay Code: Select the type of time off from the drop-down list. Dates: Enter the beginning and end dates for your time off, or click the calendar to display a calendar from which you can choose the dates. Comments: Enter any details to your supervisor about the request. 5. Click Next. A window appears that displays details about your request, including the date and hours requested. If the request uses a time-off bank, the window displays remaining bank balances and, if necessary, any potential exceptions associated with the request. 6. Enter the elapsed hours. You can include times (1 4:45 p.m., for example) in the comments. 7. Review and, if necessary, make any of the following edits: Click the green plus in the Action column to select hours from more than one time bank for the same day. Select the bank s pay code and enter the hours. Click the red X to remove a row. If there is more than one row for that day, the row itself will be removed. If the row is a beginning or ending row, the hours will be removed, and a subsequent click will remove the row. 8. Click Update. The window lists the hours you requested and your adjusted bank balances. 9. Click Submit to send your request to your supervisor. A confirmation message appears. 10. Click OK. Your pending time off request immediately appears on the My Calendar window. 35
E-mail Notification E-mail messages will be sent to the following recipients when time off requests are submitted. The following table shows when the event triggering the e-mail, the recipients, and the content of the message. Table 4: Time Off Requests Email Notifications, Triggering Events and Recipients Event Triggering Email Subject Message Recipients Submission of time off request Time Off Request Pending. <Employee Name> has requested time off. Please review. Supervisor and Delegates Approval of time off request Time Off Request Approved. Your time off request has been approved. Employee Rejection of time off request Time Off Request Rejected Your time off request has been rejected. Employee If you do not have a City of Regina email, your supervisor can notify you verbally (whatever your usual process is), or you can check your dashboard to see if the request is approved. Canceling a Time Off Request You can cancel a time off request before it has been approved by your supervisor. Once approved by your supervisor, you can still cancel the request yourself so long as the time off request falls completely in the current pay period or in future pay periods. Your supervisor can also cancel/reject the request on your behalf. 1. Go to Schedules > My Time Off. 2. Select the Current tab. 3. Select the respective time off request. The View/Cancel Time Off Request window appears listing the details and history of the request. 4. Click Cancel Request button to withdraw your request. The Reason for Cancellation window appears. Enter your reason for cancellation, if necessary. 5. Select Cancel Request. The My Time Off window appears again, showing the status of the request as cancelled. 36
An email message is sent when a time off request is cancelled. The following table shows when the e-mail is sent, who will receive it, and the content of the message. Table 5: Cancelled Time Off Request Emails, Triggering Events and Recipients Event triggering email Day and time to send email Recipient(s) Message Time Off Request Pending Time Off Request Approved Time Off Request Rejected Time Off Request Cancelled Submission of time off request Supervisor and Delegates Employee Name has requested time off. Please review. Approval of time off request Employee Your time off request has been approved. Rejection of time off request Employee Your time off request has been rejected. Submission of time off request Supervisor and Delegates Employee Name has cancelled his or her request for time off. 37
Lesson 8: Generating Reports EmpCenter supports report generation for employees and supervisors. Employees can access general reports to view timesheet information for a certain period, roles delegated to them, time spent by project, or comments on timesheets. 1. To generate a report: from the dashboard, click Reports View General Reports. A list of report categories appears. 2. Do one of the following: Select a report category to display the respective reports or Search for the report. Enter the name or part of the name of the report in the Search field. Reports with the search criteria in their name appear in the Search Results pane as you type. 3. Click the name of the report you want to generate. 39
A second pane appears in which you specify report criteria. 4. Complete the respective fields. 5. Select your preferred output format: Excel to view/print the report as a Microsoft Excel spreadsheet. HTML (the default) to view the report in the browser window as a web page. PDF to view/print the report in Adobe Acrobat PDF format. Adobe Acrobat Reader is required to view this format. The Reader is available at: http://get.adobe.com/reader/. 6. Click Run Now to generate the report. The following figure shows a sample report in PDF format. 40
Note: Data from an amended timesheet will not be included in reports unless the amended timesheet has been approved or approved and locked. Report Favourites Report favourites give you quick access to frequently run reports by letting you store those reports in a top-level folder. You have the ability to specify and store your own report favourites. Creating a Report Favourite 1. From the dashboard, select View Reports. 2. The Report window appears. 3. Navigate to and select the report you want to designate as a favourite. 4. Click the Favourites icon (the star). The star colour changes to yellow. The report is now listed in the Favorites folder. Removing a Report Favourite 1. To remove a report favourite, highlight the report name to be removed. 2. Click on the Favourites icon. 3. The report is removed from the Favorites folder and the star icon turns gray. 41
Generating a Report from the Time Entry Window Depending on your configuration, you may be able to run reports directly from the Time Entry window. 1. To run a timesheet rep2ort, click the More button and select Employee Information. 2. From the Employee Information menu, select the report to generate. The following message appears while the report is generated. The report appears in a new window. 3. If you need a different date range, select Change Dates. The Change Report Dates dialog box appears. 4. Select different Start and/or End Date(s) as necessary. 5. Click the Change button to generate the report with the different date range. 42
Lesson 9: Premium Calculations A premium is extra pay received when certain conditions are met. The most commonly known premium is Overtime and the most commonly known condition for earning overtime is working more than forty hours in a week. Our organizational premiums have been set up in EmpCenter based on the conditions stated in the established project business and collective bargaining agreement pay rules. EmpCenter automatically calculates most premiums with no special action required on your part. Check the Results tab on the employee timesheet to verify that the system calculated the expected premium. 43
Appendix A: Function Hotkeys Many of the functions and commands used in EmpCenter can be performed or executed using a hotkey -- a combination of key strokes. The hotkeys available for a particular screen can vary depending upon the nature of the tasks being performed, and hotkeys for specific functions can also vary on different screens. A configuration option controls the hotkeys for copying and pasting entries on timesheets for a row, day, or week as well as duplicating a row. Although the default descriptions of the hotkeys always appear in the Hotkeys dialog, attempting to execute actions with disabled hotkeys has no effect on the timesheet. To display hotkeys for a time entry window, press Ctrl+Shift+H. The following hotkeys are available from within each screen: Table 6: Standard Tasks and Hotkeys from Time Entry window Tasks Hotkey Save timesheet Ctrl + Shift + S Submit timesheet Recalculate and reload the Time Entry Window Insert a row after the currently selected row Cut a row and place the row on the clipboard Copy a row to the clipboard Paste a row from the clipboard Delete a row Insert a copy of the currently selected row immediately below that row Ctrl + Shift + B Ctrl + Shift + R Ctrl + Shift + I Ctrl+ Shift + X Ctrl + Shift + C Ctrl + Shift + V Ctrl + Shift + D Ctrl + Shift + U Use high-contrast colors for alternating rows on timesheet and schedule Ctrl + Shift + ~ (Table view only) Opens and closes the details section for a time slice Shift + Enter Enter time for the previous day. This hotkey works only when cursor is in an - or _ In/Out field Enter time for the next day. This works only when the cursor is in an In/Out field + or = 44
Table 7: Standard Time Entry window Functions and Hotkeys Function Hotkey Switch to Day View Ctrl + Shift + Y Switch to List View Switch to Table View Display each tab s number Ctrl + Shift + L Ctrl + Shift + T Ctrl + Shift for one second Display a tab based on the tab s number Ctrl + Shift+ n, (where n = 1 9) Move the cursor to the first detail field for the selected row. If in a detail field, return the cursor to the selected row Move the cursor one cell forward (right) in a row, wrapping to the beginning of the next row when the end is reached Move the cursor one cell left in a row Move the cursor one cell down in a column, wrapping to the top of the next column when the end is reached Move the cursor one cell up in a column, wrapping to the bottom of the previous column when the end is reached Ctrl + Shift+ Enter or Shift + Enter Ctrl + Shift + right arrow key Ctrl + Shift + left arrow key Ctrl + Shift + down arrow key Ctrl + Shift + up arrow key 45
Editing Hotkeys Most hotkey shortcuts can be edited or disabled. 1. In a time entry window, press Ctrl+Shift+H. A list of hotkeys appears. 2. Select the Shortcut field of the hotkey to edit. Hotkeys with a dark gray background cannot be edited. 3. Press the new key combination. 4. Press the Enter key. If you press a key combination already in use, an error message appears. To correct that, do one of the following: Press Delete and enter a new hotkey combination. Press Esc to discard your changes and use the original hotkey combination. 5. If you press a key combination which does not include both the Ctrl and Shift keys, a warning message appears. Key combinations that do not include Ctrl and Shift may override existing hotkeys for your Web browser. You can either choose to save the key combination, delete it, or discard your changes. 46
Disabling Hotkeys 1. In a time entry window, press Ctrl+Shift+H. A list of hotkeys appears. The Show Hotkeys hotkey cannot be disabled. 2. Select the Shortcut field of the hotkey to disable from the list and press the Delete key. Hotkeys with a dark gray background cannot be disabled. 3. When (not set) appears in the cell, press the Enter key. 47
Appendix B: OOS Time Entry Entering In/Out and Elapsed Time 1. Click on a row in the Pay Code column to display the drop-down list of pay codes available to you. Select a pay code. 2. Enter the time in the Hours column. For pay codes associated with elapsed time (if applicable), simply enter the number of hours. For pay codes associated with In/Out times, enter the In time on the first row of the Hours/Amount column and the Out time on the second row. In/Out times can be entered in a variety of ways: Pay Codes A pay code is the category to which your hours are assigned. Different categories of employees have access to different pay codes. Click in a pay code cell to see the drop-down list of pay codes you can access. If a pay code cannot be modified, it will appear with a shaded grey background and the cursor will change into a Stop symbol when placed over that row: 48
Comments Use the Comments field to enter additional information related to a particular time entry. Amending Timesheets In the event that an error or something is missed, timesheets can be adjusted. To do this, EmpCenter will create a copy of your original timesheet, and update the copy. As an OOS employee, you can amend, or change, your own timesheets after they have been approved by a supervisor, up to 3 pay periods back. Amended timesheets must be approved by a supervisor (or Payroll) in order for them to be included in end of period processing. The number of pay periods in arrears you can view is 365 days, and you can amend up to 3 pay periods back (anything prior to then will need to be adjusted by Payroll). Any changes you make must be approved by your supervisor to be considered for recalculation. Any changes made to a timesheet for which you have already been paid will cascade through all timesheets up through the current pay period. The difference will be applied to your current pay and entitlement bank balances. If you amend a past timesheet to account for a vacation day that you entered as a workday, then that change because it affects your vacation bank is used to recalculate your bank balances for each successive timesheet up through the current pay period. 1. To amend a closed timesheet, use the Pay Period icon to select a prior pay period. If the timesheet can be amended, an Amend button appears in the functions toolbar. 2. Select Amend to access your prior timesheet for editing. 3. Make your changes. 4. Save and Submit your amended timesheet. 49
Other Timesheet Tasks Time Record Favourites Time Record Favourites allow you to insert a pre-defined time record into your timesheet in order to save time. Instead of entering each part of a time record every time you need to enter the information on a timesheet, you can create a favourite, which enters a combination of information all at once. 1. To create a favourite on a timesheet, fill in the fields of a time record which will become a favourite. The Time field cannot be pre-defined in a favourite. You must directly enter hours on the timesheet after applying a favourite. 2. Click the Insert button drop-down menu on the time record from which you want to create a favourite. 3. Select Create New Favorite From Row. The Create Favourite window appears, listing the values of the various fields on the time record. 4. Fill in the Create Favourite window: 5. In the Favourite Label field, enter a name for the favourite. 6. If you do not want the favourite to include a pre-defined value for a particular field, unselect that field by clicking the corresponding checkbox. These fields remain blank on the time record when you apply the favourite, requiring the user to enter a value each time. Select the check boxes of the parameters you need to appear each time you use the favourite. A pay code must always be part of a favourite, since this field is mandatory for any time record. 50
7. Click Create Favorite to create a favourite for the time record. The favourite you created appears in the Pay Code field and is available for you to use in all timesheets for the group/assignments you selected in the Use this favourite when viewing timesheets for field. The favourite displays with the given label at the top of the Pay Code drop-down menu. A star icon appears beside the name of the favourite. Favourites are not propagated to other users. Only you have access to the favourites you create. Each member of a target group/assignment has access only to favourites they have created themselves. Reusing Timesheet Data Copying Data 1. Click the drop-down arrow next to the green plus sign that represents the Insert icon. 2. Select Copy, and one of the following: Copy Row Copy Entire Day Copy Entire Week 51
Navigate to where you want to paste the copied information. From the drop-down arrow next to the Insert icon, select Paste 1 Entry. The Paste event is acknowledged. Cutting and Pasting Data 1. Click the drop-down arrow next to the Insert icon. 2. Select Cut, and one of the following: Cut Row Cut Entire Day Cut Entire Week 52
3. Navigate to where you want to paste the cut information. From the drop-down arrow next to the Insert icon, select Paste 1 Entry. The Paste event is acknowledged. 53
Glossary Accrual The accumulation of earned time off. Amend Change a timesheet after it has been approved by your supervisor Assignment The record that contains information about an employee s job. An employee s assignment is specific to a particular supervisor. An employee can have more than one assignment. Each assignment requires its own timesheet. Assignment Group A set of employees having assignments that are managed together. Examples: Non-exempt or employees by pay group. Bank A repository in a time and attendance system that contains the amount of earned time off available to an employee. Examples of earned time off include vacation, sick, optional or floating holidays, FMLA, paid time off, and more. Dashboard A task-based navigation system in the main area of your EmpCenter window. Delegation A right or responsibility temporarily assigned. For instance, a supervisor scheduled for vacation may delegate another supervisor to approve timesheets in their absence. Details Tab The Detail tab lets you enter additional information in your timesheet pertaining to a specific time entry. Exception A conflict noted between your time and attendance information and the rules by which your timesheet is processed. Exceptions generate messages that appear in the Exceptions tab on the Time Entry screen. Some messages are informational and require no action; others require a satisfactory resolution before the timesheet can be successfully submitted. Favorites An alias, or nickname, that can be created and used to reference a common task or project on the Table view of your timesheet. Favorite Set A group of Favorites that can be enabled for a timesheet. Hotkey 54
A combination of keys that, when pressed simultaneously, execute a command or function typically available through a menu or screen selection. List View One of two timesheet formats for displaying time and attendance information for an entire pay period. Each day of the week and time entry are depicted by in rows. Password An encrypted word or other set of characters used with your User ID to prevent unauthorized access to EmpCenter application. Policy Profile A set of rules used to define a specific facet of time and attendance, such as how to handle overtime worked by non-exempt Employees. Policies are created in the Policy Editor. Positive Time Entry The state in which Employees manually enter time for each instance worked. Role A set of system features and corresponding approval levels which define the authority of an individual for a particular assignment group. An individual may be associated with different roles for different assignment groups; e.g., a supervisor for one group and an administrator for another group. Supervisor An employee who has direct reports. This could be someone at any level of the organization (crew lead, supervisor, coordinator, manager, director, etc.) depending on the structure. Table View One of two timesheet formats for entering and viewing time and attendance information for an entire pay period. The Table view is especially useful for entering repetitive daily time and attendance information. Timesheet The form used to record and submit your time and attendance information. Web Browser An application that allows you to view web pages. Internet Explorer and Firefox are the most commonly used web browsers. 55