etime Sheet Setup and Prcessing Updated: 10/3/16 PC and CY Belw are instructins n hw t setup and prcess etime Sheets. 1. Setup the Optins needed in the SDS Web Office Settings fr etime Sheet Prcessing Lgin WFO. Click n Administrative Utilities Click n SDS Web Office Settings Scrll dwn t the fllwing ptins and select "Y" fr each ne Activate the Grup Authrizatin Optin under the Finance Heading Activate the Emplyee Prtal Under the Payrll Emplyee Prtal Heading Activate the Daily Electrnic Time Sheets under the Payrll Sectin 1 Heading Activate the Multiple Emplyees fr One Psitin under the Payrll Sectin 2 Heading Select the save ptin buttn, then lg ut f the system and back int the system. Setup Security Lgin WFO Click n Administrative Utilities Click n Security-Applicatin Access T add Lk and Brwse Users, select Optins Menu Heading, then select Mass Create Lk and Brwse Users The screen belw will allw fr passwrd frmat selectin and creatin f the Lk and Brwse Users
Select the passwrd frmat that yu wuld like t use. Recmmendatin: Select the checkbx User must change passwrd at next lgin. This wuld allw each user t change the assigned temprary passwrd t a secure passwrd f their chsing. Select Create Emplyee Lk and Brwse Users The system will create a Security Grup named _Emp_LB and will create a Lgin and a Passwrd fr each emplyee. Select the clse buttn after the prcess is cmplete. T print individualized letters fr each emplyee with the assigned Lgin infrmatin, select the drpdwn menu (highlighted belw) and chse frm the listed ptins. Select the Printer Icn t Preview the individual letters. 2. Changing the Security Setup fr the _Emp_LB Grup Select Security-Applicatin Access Select All Users Menu Heading Select Security Grups Select _Emp_LB At the right under All Applicatins, highlight etime Sheet-Emplyee Payrll Apprval, then select the Access icn t add access t the etime Sheet Optin as an Emplyee Prtal Optin fr ALL Lk and Brwse Users. Yu may als select any/all f the ther ptins listed under Emplyee Prtal and select Access t give access t any f the ther Prtal Optins. After making all needed Access changes, select anther menu item t cntinue wrking. There is nt a set Save ptin in Security. Any changes are saved as they are cmpleted.
3. Setting up the Psitins On the SDS menu tree select Master File and Cde Entry Optins Select Master File Vertical Data Entry and Changes Frm the Entry Optins select Psitin Master Setup the varius psitins that are needed. NOTE: The Psitins can be set t crrespnd t each specific psitin within the district Or the Psitins may represent psitins in a mre generic manner. 4. Assigning the psitins t each emplyee Under either Human Resurces r Payrll Prcessing select Emplyee, Cntracts, Deductins/Benefits Under the Entry Views select Emplyee etime Sheet Infrmatin Select the emplyee t whm a psitin is t be assigned. The infrmatin that needs t be entered fr each emplyee is as fllws Psitin Number Psitin Descriptin Hurly Rate unless this prcess is used fr emplyees that d nt have an hurly rate Hurs Per day Unpaid Hurs This is used fr breaks r lunch time that is nt being paid. Example if the emplyee is t wrk 8 hurs during the day and they are t start at 8 am their wrk day wuld be ver at 4 pm if n hurs were entered int this field. If 1 hur was entered int this field, then this emplyee s wrk day wuld end at 5 pm. Start Time Wrked Days M- Mnday, T-Tuesday, W-Wednesday, R-Thursday, F-Friday Percent f Full Time Accunt Numbers, the Percent fr each accunt number, and the Benefits Distributin Indicatr. Grss cde The grss cde needs t be assigned fr each emplyee based n the grss cde that has been used fr this emplyee as it relates t each accunt. The grss cdes have been assigned fr each emplyee frm either the emplyee demgraphics screen r the emplyee cntracts screen. The grss cde(s) will be used later in the prcess fr gruping the emplyees.
Current Year- Enter a Y t allw the supervisr the ability t assign the emplyee an extra jb that they have dne during the current payrll perid. 5. Assigning Emplyees t a Supervisr On the SDS menu tree, select Administrative Utilities Security-Data Access Cntrl Select the emplyee in the security area that is the Supervisr Select the Authrize Time ptin in the bttm right f the screen. At the far right side f the screen, select the Value drpdwn Select a Psitin the Supervisr will be respnsible fr authrizing Select the Add icn t assign this psitin t Restrictin fr Authrize Time Cntinue repeating this prcess until the Restrictin Screen shws all psitins this Supervisr will be authrizing. Select Clse t return t the Security Page 6. Setting up the Payrll On the SDS menu tree, select Payrll Prcessing Activate/Open a Payrll Select Calendar Setup Setup the payrll date fr the next payrll Select the Payrll date, First wrk day, and the Last wrk day frm the respective calendars, then select Recrd New Payrll
The payrll des nt have t be activated at this pint; hwever, the payrll date and wrk days have t be in the calendar area fr the prcess t wrk. 7. Setup fr etime Sheet Apprval The System sets up the etime sheets fr apprval by the emplyees, supervisrs, and business ffice. Select Human Resurces etime Sheet Setup Select the Payrll Date. Select the Pay Grups t be paid. The grups are determined by the Grss Cde entered in the Emplyee etime Sheet Infrmatin View in the Emplyee Master, Cntracts, Deductins. Select the Day Type t be paid. The next clumn will shw the individual days fr this pay perid. T create the etime sheets fr the emplyee, supervisr, and business ffice t authrize, yu will need t select Check All t pay all emplyees in the list, r select the specific emplyees yu wuld like t create time fr. Select Create Entries t create the etime recrds. If a recrd has already been fund, a secnd recrd will nt be created. If there is an emplyee in this area that shuld NOT be in the file, just select that emplyee s name and select the Delete ptin. If the emplyee was nt setup with a set number f hurs, the system will use what is listed n the screen in the field Default Hurs (see screen belw) 8. What des the Emplyee see? Have the emplyee lg int the system. Then select the Emplyee Prtal etime Sheet Emplyee Payrll Apprval
The emplyee will see all f the days that they were assigned t wrk. If the hurs need t be adjusted the emplyee can make the apprpriate changes and then save the changes. When the emplyee has verified the accuracy f the etime recrds, select the green Checkmark icn t select all recrds and then select Authrize if Checked. The emplyee shuld lg in weekly t apprve and check their time. There is nt a ntificatin that is sent t the emplyees t remind them t apprve their time. Once the emplyee has apprved their time, the recrds d nt disappear frm the screen. A date/time stamp is displayed n the screen t indicate the emplyee has apprved the time. Once the time has been authrized, the emplyee will see the fllwing. 9. What des the Supervisr see? Have the supervisr lg int the system. Then select Human Resurces etime Sheet-Supervisr Payrll Apprval The supervisr will see all f the days that his/her grup f emplyees has been assigned t wrk. If the hurs need t be adjusted, the supervisr can make the apprpriate changes t the hurs, then Save the changes. T authrize, the supervisr can select the green Checkmark icn, then select the Authrize if Checked icn.
10. What des the Business Office see? Have the business ffice (payrll) lg int the system. Then select Human Resurces etime Sheet Business Office Payrll Apprval. All recrds will be displayed fr each emplyee. The recrds can be viewed by emplyee r by date. If the hurs need t be adjusted, the business ffice, can make the apprpriate changes and Save the changes. T authrize the etime sheets, the business ffice can select the green Checkmark icn and select the Authrize if Checked icn. If an etime recrd is nt apprved by the Business ffice, the time will nt be transferred r paid. 11. Hw t transfer the e Time Sheets t Payrll Select Human Resurces etime Sheet Send t Payrll A list f all etime cards that have been apprved by the emplyee, supervisr, and PR Department will be displayed. T transfer these etime sheets int the payrll area, select the recrds t be paid and select Transfer if checked. This will create recrds in Grss pay entry and adjustments under Payrll Prcessing Cntinue prcessing the payrll as nrmal.