Time & Attendance Version 8.0 Quick Reference for Project View Managers Overview ADP Enhanced Time and Attendance (etime) simplifies the task of collecting your employees time and attendance information and moving it quickly and accurately through the payroll process. The Time and Attendance Workflow The following illustration shows each stage of this workflow.
Stages and Descriptions The following table describes the stages of the Time & Attendance workflow. Stage Description 1 Employee enter their time data in etime and the timecard hours are collected. The application applies rounding rules, totals hours, calculates overtime, and highlights exceptions. 2 The supervisor or manager reviews and edits time information and generate reports. Manager also approve time online. 3 The administrator or practitioner signs off on timecards so no further entries can be made, adjusts the payroll as necessary, closes the pay period, and creates paydata files. 4 The administrator or practitioner submits the payroll to ADP. 5 ADP processes the payroll. 6 The administrator or practitioner receives and verifies paychecks from ADP and starts a new payroll cycle. Roles and Descriptions The following table describes the tasks or the employee, manager, and Payroll practitioner roles in the Time & Attendance workflow. Role Description Employee Enters own timecard data Approves own timecard Views own time detail, schedule (if applicable), and accrual information using reports Enters own password changes Requests time off (future enhancement) Manager Resolves all alerts and corrects timecards Modifies employee schedules (if applicable) Approves employee timecards Approves time off requests (future enhancement) Generates reports Ursinus Business Office April 24, 2017 Page 2 of 17 Nav. isi v8.0
Practitioner Edits employee timecards Maintains employee information Signs off on all timecards Generates reports Prepares Time & Attendance data for payroll processing Submits payroll to ADP and verifies payroll when received Accessing the System The ADP Time & Attendance system, or etime, can be accessed in a number of ways: 1. From any desktop computer with internet connection a. https://www.ursinus.edu/offices/business-office/payroll/ and look to the bottom left of the page for the Time and Attendance link. Enter your ADP Log In and Password. This may be different from your Ursinus Log In. b. You can also access Time and Attendance from within the ADP Workforce Now site. This is the same website used for viewing pay statements, tax statements, and for benefit enrollments. To access Time and Attendance from ADP Workforce Now follow these steps: Ursinus Business Office April 24, 2017 Page 3 of 17 Nav. isi v8.0
c. From any mobile or tablet device with internet connection: ADP s an app for both Apple and Android, just search ADP Mobile Desktop Computer Version Tasks Specific to Employees Entering/Editing Worked Time (Durations) To enter durations, do the following: 1. Click <Enter Pay Code> in the Pay Code column to open the Pay Code choice list. 2. Select Hours Worked. 3. Click anywhere in the appropriate date cell. The amount field opens. 4. Type an amount (in hours and minutes). 5. Click Save. To edit or delete durations in a home labor account, do the following: 1. To change only the number of hours worked, double-click in the appropriate date cell and enter the new number. OR Ursinus Business Office April 24, 2017 Page 4 of 17 Nav. isi v8.0
If you wish to change both the number of hours and the pay code, click in the cell you wish to edit. The Delete/Comment choice list opens. Select Delete, then click Save. The Duration and Pay Code are deleted for that day. 2. If desired, enter a new Duration for the day following steps 2 through 5 in To enter durations above. Transferring Labor Account, Job, or Work Rule If your access rights permit, you can transfer time or a pay code to a different labor level, job, or work rule. To open the Transfer dialog, do the following: 1. Click a cell in the Transfer column. If there is data in the cell, click the cell and select Edit or Delete and follow instructions in To Edit or Delete a transfer below. If there is no data in the cell, click the search link. The last five transfers appear in the dropdown for your convenience. Ursinus Business Office April 24, 2017 Page 5 of 17 Nav. isi v8.0
2. Choose one of the following: Select one of the recent transfers listed OR Click Search... to open the Select Transfer dialog and select the appropriate labor account, job, or work rule. To transfer to a different labor level, do the following: 1. Click a down arrow next to the respective Labor Level to select the first labor level in the hierarchy. 2. Continue to select entries for the labor levels until the labor account is defined. If you leave some labor levels blank, the primary labor account is used for the blank levels. 3. Click Apply to return to the Timecard widget, then click Save. Note: To clear an entry for an individual account, highlight the selection and click the delete key. To clear all entries, click Clear All. To edit or delete an existing transfer, do the following: 1. Click in a transfer cell with existing data. The Edit/Delete choice list opens. 2. Select Edit to open the Select transfer dialog and make the desired changes, OR Select Delete to delete the transfer, then click Save. Ursinus Business Office April 24, 2017 Page 6 of 17 Nav. isi v8.0
Add a Comment To add a comment, do the following: 1. Open the employee timecard. 2. Right click the appropriate pay code, punch, or amount. 3. Click Comments. The Add Comment dialog opens. 4. Select a comment to apply to the pay code, punch, or amount and click OK. 5. If desired, repeat Step 4 to add more new notes, or click the red minus sign to remove the new note. 6. Click OK to close the Add Comment dialog and return to My Timecard, then click Save. The punch or amount now displays a comment icon. 7. To view the Comment and Note, hover your mouse over the icon. The Comment pops up. Entering/Editing Non-worked Hours If your access rights permit, you may enter or edit non-worked time or money, such as sick time, vacation, or tips and bonuses. The Project View Timecard adds a new row automatically for each pay code used. Ursinus Business Office April 24, 2017 Page 7 of 17 Nav. isi v8.0
To enter non-worked hours, do the following: 1. Click <Enter Pay Code> in the Pay Code column. The Pay Code choice list opens. 2. Select the desired pay code. 3. Click anywhere in the appropriate date column. The amount field opens. 4. Type the number of hours in the amount field. 5. Click Save. The pay code and amount/duration appears on the appropriate day in the timecard and the Totals Details update to reflect the change. Navigator automatically inserts a new <Enter Pay Code> line on the timecard. Note: If you enter a partial hour, separate the hours and minutes with either a decimal point or a colon. For example, enter 8 and one half hours as either 8.5 or 8:30. To edit or delete non-worked hours, do the following: 1. To change only the number of hours worked, double-click in the appropriate date cell and enter the new number. OR If you wish to change both the number of hours and the pay code, change the pay code and then double click the hours amount and make the edit then click Save 2. If desired, create a new Pay Code following steps 2 through 6 in To enter non-worked hours or money above. Ursinus Business Office April 24, 2017 Page 8 of 17 Nav. isi v8.0
Saving and Refreshing the Timecard If your access rights permit, you can edit hours in the My Timecard widget. When you do, you must save the edit to record it. To save a timecard after editing, do the following: 1. Click Save. The changes are saved. 2. Click Refresh after saving to ensure that your screen displays the most recent changes. 3. To cancel edits, click Refresh or Cancel before clicking Save. A warning message opens reminding you that you will lose changes. Approving Timecard (Employee) Note: If your manager has approved your timecard, you cannot remove approval. To approve timecard, do the following: 1. Open the employee timecard. 2. Select the Previous Schedule Period from the Time Period choice list. 3. Click Approve Timecard. To remove approval, do the following: 1. Select Approve Timecard ~ Remove Timecard Approval. A message briefly appears confirming the removal. Ursinus Business Office April 24, 2017 Page 9 of 17 Nav. isi v8.0
Refreshing the Workspace To refresh, do the following: 1. Click one of the refresh icons located on the workspace. The system refreshes the workspace with the most current information. Using Alerts Navigators can be configured to send employees notifications, called Alerts, when certain events occur. When the system generates an alert, the Alert widget displays a number, which tells the user the total number of alerts within that category. Alerts appear at the top of the Navigator, and are organized into categories and subcategories. There are three major categories for employees: Employee Time Off Alerts Employee Timecard Alerts To use an alert, do the following: 1. Hover your mouse of the alert to see what Category it is. 2. Click the alert Category icon to open the subcategory menu. 3. Select the desired alert to open the appropriate widget, OR Ursinus Business Office April 24, 2017 Page 10 of 17 Nav. isi v8.0
Click View All to open the Alerts and Notifications widget. 4. From the Alerts and Notifications widget, select the desired alert to open the appropriate widget. Using My Accruals Depending upon how your Navigator is configured, you can view your benefit and accrual balances using the My Accruals widget. You cannot edit the content of the Accruals widget. If My Accruals is in the secondary view, it displays the same accrual codes as in the larger, primary view as well as one balance-related column for the date you select. To use the Accruals secondary view, do the following: 1. Click the calendar icon, then select the desired date. 2. Click Refresh. 3. Use the scroll bars as necessary to view the desired data. If My Accruals is in the primary view, you can select the time period and columns to display. Ursinus Business Office April 24, 2017 Page 11 of 17 Nav. isi v8.0
My Timecard Workspace Summary (Recap) To open your timecard, drag the My Timecard widget to the primary view. You might have access to only some of these features depending on how Navigator is configured for you. 1. Save Saves your changes 8. Day Columns Displays an amount in hours or money for the pay code or duration 2. Comment/Note Indicator This blue balloon indicates 9. Transfer Defines a job or work rule transfer. If no that there is a comment associated with this punch. account or work rules appears in the cell, your time is Mouse over to read the comment. charged to your home account and calculated through 3. Account Area that lists your job information and what accounts are to be charged for your services 4. Total Summary Area This is a breakdown of your job summary, account summary, and pay code summary. 5. Refresh Refreshes the timecard without saving any changes. 6. Time Period Refines the time period you are viewing. Use the drop-down list to select a different time period. 7. Daily Totals Indicates hours worked in that shift your default work rule. 10. Exception indicator Red with white bar Indicates a system generated exception Diagonal bars indicate that multiple exceptions have been made to this punch 11. Exception indicators Blue with white bar indicates excused absence 12. Maximize/minimize and Gear icon Enlarge or shrink widget workspace. Gear icon contains preferences, popout, and close. 13. Pay Code Defines a category for specifying hours or money for worked and non-worked time. Ursinus Business Office April 24, 2017 Page 12 of 17 Nav. isi v8.0
Tasks Specific to Managers Accessing Your Own Timecard to Make Edits and to Approve As a manager, when you log in to etime you may not see your own timecard on the screen. To access, edit, and approve (employee) your own timecard, do the following: 1. Click on the carousel drop down menu in the upper right hand corner. 2. Use the left or right arrow and scroll until you see My Information, and Click. 3. Managers should edit and approve (employee approval) their own timecards following the same instruction provided earlier in this guide for employees. Ursinus Business Office April 24, 2017 Page 13 of 17 Nav. isi v8.0
Viewing and Editing Employee Timecards Managers can view and edit timecards for staff in their security group. When you log in to etime with manager credentials you will land on the home screen pictured below. 1. To view the list of employees in your security group, click the magnifying glass icon next to the Employee Find box. Make sure to keep the single asterisks (*) in that box so that it returns all employees. To conduct a more specific search, key the employee name in the Employee Find box and then click the magnifying glass icon. 2. The list will appear in a grid format. To view or edit any of the timecards in the list simply double click the name. 3. Perform timecard editing functions as described earlier in this manual under Tasks Specific to Employees. Note: The system will keep an audit trail of the changes made by user. Ursinus Business Office April 24, 2017 Page 14 of 17 Nav. isi v8.0
Approving Timecard(s) as a Manager Employee timecards require a manager approval before being processed by payroll. Following the manager approval the payroll practitioner will sign-off and lock the timecard to prevent further edits. To approve timecards, do the following: 1. In the QuickNavs field (far right), select Approve Timecards. 2. In the Select People and Period section select All Home and Transferred In and either the Previous Pay Period or Current Pay Period depending on the timing of your approval. Click Save and Next. 3. On the Hours Summary step, review the timecards for your staff. Double click to open the timecard detail. Once you have finished viewing and editing the timecard detail save any changes and close that tab. Click refresh in the Hours Summary step to capture any updates. 4. While holding down the Control key on your keyboard, select all of the timecards you are ready to approve. 5. Once selected, click on the Approval icon at the top of the grid and select Approve Timecard. 6. Click Next through the remaining screens until you reach the Group Edit Results for Approval step. Review the results of your activity to make sure the approvals were successful. Resolve any errors by repeating the steps above and resolving the errors indicated. 7. To complete the approval process, click Done from the Group Edit Results for Approval screen. Use the x to close the Approve Timecards tab. Ursinus Business Office April 24, 2017 Page 15 of 17 Nav. isi v8.0
Delegating Approval Authority A manager should delegate approval authority during vacations and other absences. Delegations are set up by the manager are for a defined period of time. To delegate approval authority, do the following: 1. In the QuickNavs field (far right), select Manager Actions. 2. Under Actions, choose Manager Delegation. 3. If you have previous set Delegations, choose Create New Delegate. If you have no active delegates the screen will advance. Choose your Delegate, set the Start Date and End Date, then click Save and Close. 4. The manager you have designated will receive an email notification that you have requested he or she act as your delegate. He or she must log in to the system and accept this role. Accepting Delegating Approval Authority The delegate will see a notification indicator when they log in. To accept the delegate approval authority, do the following: 1. Click the notification icon and select Manager Delegation from the list of notifications. 2. Highlight the current delegation in the grid and select Accept Delegation. 3. Close the Manager Requests tab and click the Refresh icon next to the notification icons. The notification should then disappear. Removing the Delegating Approval Authority (before expiration) The manager that assigned a delegate to act on his or her behalf can cancel the delegation before it expires. To cancel a delegated authority prior to expiration, do the following: 1. In the QuickNavs field (far right), select Manager Actions. 2. Under Actions, choose Manager Delegation. 3. Select Remove Existing Delegation and click Next. 4. Select the delegation that you would like to delete and click Delete. Ursinus Business Office April 24, 2017 Page 16 of 17 Nav. isi v8.0
Accessing Timecards During the Delegation Period (for the manager that accepted delegation) The manager acting in place of the permanent manager will need to access the timecards for those employees differently than accessing their own staff. 1. When serving as another manager s delegate, you will see a blue drop down indicator next to your login name at the top of the screen. Click that drop down to see of list of those you are serving as the delegate for. 2. Choose the Manager Delegation from the list that you would like to edit and/or approve. The screen will refresh and then revert back to the Manage My Employees home screen. 3. From here use the same instructions for other manager functions (Editing, Approving, etc.). Reports (Managers) There is a library of reports available to managers to run on demand. To access the Reports menu, do the following: 1. In the QuickNavs field (far right), select Reports 2. Select a report from the list of reports in the left hand column. 3. Provide the necessary criteria to match your request. 4. Click Run Report. 5. The report will show in the report queue. Once it has completed you can click View Report. Ursinus Business Office April 24, 2017 Page 17 of 17 Nav. isi v8.0