Time & Attendance Quick Reference Card for Payroll Administrator Per Pay Period Navigator Version 7.0 The following instructions describe a typical Navigator configuration. The names and location of widgets and commands may differ in your configuration. Opening Time & Attendance To open Time & Attendance, do the following: 1. Open your Web Browser. 2. Type the URL to access Time & Attendance. The Time & Attendance logon page opens. Time & Attendance opens your Navigator workspace, which contains the widgets that you need to do your job. The type and placement of widgets is based on your access rights. 2. From your Navigator workspace, you can perform functions such as group edits, manage exceptions, sign off timecards, etc. Note: If your workstation is inactive for a period of time, the system will ask if you want to continue. If you do not respond, it will automatically log you out. Logging On Signing Out To log on, do the following: 1. Type your User Name and Password (case sensitive). Click the blue arrow to login. After displaying a loading libraries message, To sign out, do the following: 1. Click Sign Out located in the upper-left portion of the view. The system signs you out and returns to the Logon screen. Note: If you do not sign out before you close your browser, your connection to Time & Attendance may remain open and others may be able to view your information. Nav. v7.0 Page 1 of 26
Changing Passwords If your access rights permit, you can change your password. To change passwords, do the following: 1. Locate the Change Password widget (it may be in the Related Items pane), then click Change Password. The Change Password widget opens. To reset your password, do the following: 1. Click the Forgot Your password? link on the Log On page. 2. Type the answer(s) to your security question(s). 3. Click Submit. 4. Type a new password in the New Password text box. 5. Type your new password in the Verify Password text box. 6. Click Reset Password Now. A temporary message appears indicating that your password has been changed. 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. 2. Type your old password. 3. Type a new password. 4. Type the new password again in the Verify Password text box. 5. Click Change Password. Using Widgets and Workspaces Resetting Passwords If your access rights permit, you can reset your password. Various primary and secondary widgets appear on your Navigator depending upon your access rights and the configuration of your Navigator. Likewise, you may have one or more workspaces. Unused widgets are stored either in the related items pane, or Nav. v7.0 Page 2 of 26
as secondary widgets. Unused workspaces may be stored in the workspace carousel. These widgets and workspaces are where you do your most common work tasks, such entering durations, reviewing your timecard, viewing reports. Depending upon your Navigator configuration, there is a Search Tool on the workspace that enables you to easily perform searches to help you do your job. See Using the Search Tool on page 5. Some workspaces and widgets have a Go To control that enables you to work on a selected group of records in more than one widget. See Using the Go To Control on page 6. Some workspaces and widgets have a Details button the enables you to drill down within a selection of records to see greater details about a specific aspect of each of the records. See Using the Details Button on page 7. Some widgets contain a Back selection on their label. This enables you to easily return to your previous view. To make a secondary widget primary, do the following: 1. Click the menu bar of the secondary widget and drag it to the center of the workspace. It expands and replaces the previous primary widget. Once replaced, the previous primary widget becomes a secondary widget. OR On the secondary widget, click the Gear icon to open the Gear menu, then click Pop-out. The secondary widget expands and replaces the previous primary widget. Once replaced, the previous primary widget becomes a secondary widget. Note: You cannot close a primary widget. You can only replace it by making a secondary widget primary. To open a widget stored in the related items pane, do the following: 1. You can open a widget from the related items pane, whether it is closed or open. You can either click or drag the icon. 2. To open by clicking: If closed, hover your mouse over the widget icons to locate the desired widget. The name displays. Click the name. That widget opens as a new tab on your primary workspace. If related items pane is open, click the desired widget. That widget opens as a new tab on your primary workspace. Click X on the workspace tab to close that widget and return it to the related items pane. 3. To open by dragging: Whether the related items pane is open or closed, drag the icon for the desired widget from the pane to the primary workspace. This widget replaces the existing primary workspace widget. Drag a different widget to the primary workspace to close the current widget and return it to the related items pane. Nav. v7.0 Page 3 of 26
To open a workspace stored in the workspace carousel, do the following: 1. Click the workspace carousel, then select the desired workspace. If there are multiple workspaces stored in the carousel, use the scroll arrows to find the desired workspace. That workspace opens as a new tab on your primary workspace. 2. Click X on the workspace tab to close that widget and return it to the workspace carousel. See Using Your Navigator on page 31 for more information about Widgets and Workspaces. 2. Navigate the Help system in one of the following ways: Click the Time & Attendance user assistance icon that best matches your role to open an individualized list of topics. Select a topic title from the Contents on the left side of the workspace. The topic text opens on the right side Click a linked word within a topic Enter a topic name in the Search box 3. After viewing a topic, click Back to return to the previous topic, if desired. 4. When finished, close Help. Using Setup If you have administrator access to configure and customize the application: 1. Click to open the Workspaces carousel. Using On-line Help 2. Click the scroll arrows to locate the Setup workspace. 3. Click Setup. The Setup workspace opens as a new workspace tab. On-line Help is available as a widget that may be available as a secondary widget or in your related items pane depending upon your Navigator configuration. To use On-line Help, do the following: 1. Click the On-line Help widget. The On-line Help opens as a new primary widget tab and displays the On-line Help system. 4. Make the desired changes to the Setup options listed. Nav. v7.0 Page 4 of 26
Using Optional Preferences If your access rights permit, you can tailor the options available in your widgets. For example, you can choose which time period to open for your Exceptions Manager, or change the fields and their display order on your Exceptions widget. To search using keywords, do the following: 1. Click the Search tool. The Search widget opens. To change preferences for a widget, do the following: 1. From either a primary or a secondary view, click the Gear icon to open the menu. 2. Select Preferences. The widget turns around to display the preferences settings. 3. Make the desired changes to the available preference choices. 4. Click Save to save your changes or click X to exit with no changes. The preferences settings view turns around to display the working side of the widget. Note: It may be necessary to use the scroll bar/arrows to reveal the entire area of the preferences widget Using the Search Tool Managers and administrators can search for people and related information within their lines of managerial authority. For example, team leaders are able to search through information about their team, while a manager may have access to a larger circle of information. The Search Tool is generally located in the top right corner of your navigator. It opens the Search widget, which enables searches either by using keywords that the user enters or by using preselected hints. 2. Ensure that the Hints Off radio button is selected. 3. Click in the Search text box. 4. Enter your search keywords in the text box. Frame your search using the following guidelines: Begin search with 3 characters, which can be part of a name, location, or other data. You can use the following wildcards to enhance yours search: Asterisks (*), Question Marks (?), or Quotation Marks ( ). As you frame your search, Navigator displays possible suggestions based of the search criteria. 5. Click the result suggestion that best suits your needs. Navigator displays data in the Results screen. Nav. v7.0 Page 5 of 26
6. If desired, use the Show command to adjust the records displayed in the Results pane. 7. If desired, select one or more records using Click, Ctrl+click, or Shift+click. The records are highlighted and the Go To control is enabled. 8. Use the Go To control to perform the desired action on the records selected. See Using the Go To Control below. To search using hints, do the following: 1. Click the Search tool. The search widget opens. 2. Click the Hints On radio button. 3. Click the down arrow to open the Hints choice list. 5. Click the desired subcategory. The records included in that subcategory are listed in the Results pane. 6. If desired, use the Show command to adjust the records displayed in the Results pane. 7. If desired, select one or more records using Click, Ctrl+click, or Shift+click. The records are highlighted and the Go To control is enabled. 8. Use the Go To control to perform the desired action on the records selected. See Using the Go To Control below. Using the Go To Control (Lateral Navigation) 4. Select one of the Hints categories. Navigator searches the data appropriate to your role and displays the results of the chosen search. Navigator displays the possible result subcategories and the number of records in each subcategory. For example, in the search for Assigned Manager, Navigator found 11 records (employees) assigned to Lawrence Berry and 1 record assigned to Anthony Albright. The Go To control enables the user to work with multiple records laterally across multiple widgets. The user selects one or more people in a specific timeframe, then through the options on the Go To control, passes that selection to other widgets in different workspaces. This improves efficiency since the user need only make the initial record selection once. Nav. v7.0 Page 6 of 26
The Go To control appears on widgets and workspaces depending upon the configuration of your Navigator. To use the Go To control, do the following: 1. Open a widget or workspace that includes the Go To control. 2. Select the desired timeframe and records that you wish to work with. The Go To control is enabled. 3. Click the down arrow to open the Go To control choice list. on the Exceptions widget, you can get greater detail about each of the columns (Signoff, Punches, Breaks, etc.) by clicking the Details button. To use the Details button, do the following: 1. Open the desired workspace or widget. 2. Select the desired Time Period and Employee Group. The appropriate records for that selection display. 3. As you hover your mouse over each of the various columns, the Details button appears. 4. Click the Details button to open a new workspace with detailed information about the selected column category (e.g., Sign offs). 4. Click the desired widget from the choice list. That widget opens in a new workspace tab with the selected records displayed. 5. Repeat as desired to open other widgets/workspaces with the same selection. Using the Details Button 5. Review the selected records, making appropriate changes. 6. When finished, click Back to return to the Summary, i.e., the original widget. 7. If desired, repeat steps 3 through 6 for other column categories. Using Alerts Some workspaces and widgets have a Details button the enables you to drill down within a selection of records to see greater details about a specific aspect of each of the records. For example, 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 seven configurable Alert icons for both Nav. v7.0 Page 7 of 26
functional alerts (Navigator only) and workflow notification alerts. Manager alerts include such categories as Exceptions, Requests, and Workflow Notifications. 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. To choose a different time period, click the down arrow to open the Time Period choice list, then select the desired time period. 4. Click Apply. The employee list for the selected time period opens. 3. Select the desired alert to open the appropriate widget, OR 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. 5. Click to select an individual employee record. The record line is highlighted. OR Use Crtl + Click to select multiple employees or Select an Action ~ Select All. The selected employees records are highlighted. 6. Use Select an Action to perform an action on the selected employees, such as sign off or email, OR If enabled in Configuration, select a command from the GoTo Navigation Bar such as Timecard or Reports. The employee(s) display in the selected widget. For example, if you select 2 employees, then click Timecard, the timecard widget opens and you can scroll through the selected employees. Viewing Employee List To view a list of all employees who report to you, do the following: 1. Select Related Items ~ Quickfind Payroll to open the Quickfind -- Payroll widget. The Name or ID: search box opens with an asterisk (*) displayed. 2. Click Find to display the entire employee list. 7. Perform the desired action on the selected employees. 8. Use the Back command to return to the Quickfind widget. Nav. v7.0 Page 8 of 26
Using the Inbox Depending upon your access rights and your Navigator configuration, you may have an Inbox where you can manage messages and tasks. To open the inbox, do the following: 1. Select Related Items ~ Inbox. The Inbox becomes the primary workspace in your Navigator. To create a new message, do the following: 1. Select the Messages menu tab. 2. Click New from the menu bar. The New Message workspace opens. To view, reply to, or delete messages, do the following: 1. Select the Messages menu tab. 2. Click the Calendar icon to select the As of Date and select the desired date(s). The messages for that time period appear. 3. Select the desired message by clicking on it. The message with highlight. 4. Select the desired operation from the menu bar: Open, Reply, or Delete. To view, edit, or reassign a task, do the following: 1. Select the Tasks menu tab. 2. Select the Status, As of Date, and Categories for the tasks you wish to view. Depending upon your access rights, choose Edit to make changes to the task or Reassign to assign the task to another employee. Resolving Exceptions Managers and Administrators (depending upon access rights and Navigator configuration) can review and resolve exceptions using various tools within Navigator. 3. Click Address Book. Use the address book to add message recipients OR Enter an address in the To text box and click Check Name to verify that the name(s) you entered is valid. 4. Enter text in the Subject and Message fields. 5. If you want to receive a copy of your message, select Send message to myself. 6. Click Send. There are two primary ones: To view exceptions, do the following: 1. Click the Exceptions alert icon to view employees who have timecard exceptions. Nav. v7.0 Page 9 of 26 OR If you prefer, or if your Navigator does not contain Exceptions alerts, you can view Exception information (by exception type and by
employee name) from the Exception widget when it is in the secondary view. Whether accessed via alerts or the secondary Exceptions widget, the primary Exceptions widget contains two views: subcategories along with the names of the employees who have exceptions and the number of exceptions for each. 2. Click to select the desired employee. The Exceptions widget opens for that employee and displays the dates of the exceptions. Continue with Step 3. OR Click View All to open the Exceptions Alerts widget listing all employees with exceptions, then click to select the desired employee. The Exceptions widget opens for that employee and displays the dates of the exceptions. Summary view showing all employees and their exceptions. Detail view showing one employee s exceptions or all employees with the same type of exception. This is where you will manage and resolve the exceptions. To resolve exceptions using the Exceptions widget, do the following: 1. Drag the Exceptions widget to the primary position. The exceptions widget opens showing the detailed view of the first employee and displays the dates of the exceptions. 2. Continue with Step 3 of To resolve exceptions using Exception alerts below. To resolve exceptions using Exception alerts, do the following: 1. Click the Exceptions alert icon. The Exceptions Alert opens showing the exceptions 3. Hover over desired date to open a system prompt that describes the type of exception and suggested resolution. 4. Follow system prompt to resolve exceptions. Correct the exception manually or use one of the action buttons (Justify, Mark as Reviewed, Change to Schedule, Comment, Add Punch, Remove, View Timecard, or Show Schedule). 5. Click Save. Note: If edits do not resolve the Exception(s), it/they will be displayed in red. Follow system prompts to resolve edit Using Request Manager Managers (depending upon access rights and Navigator configuration) can review and resolve employee requests using various tools within Navigator. There are two primary ones: Request Manager widget Request Alerts Nav. v7.0 Page 10 of 26
To view requests, do the following: 1. Click the Requests alert icon to view the number and type of requests. OR If you prefer, or if your Navigator does not contain Request alerts, you can view the number of requests by request type from the Request Manager widget when it is in the secondary view. Whether accessed via alerts or the secondary Request Manager widget, the primary Request Manager widget contains two views: Summary view showing all employee requests. This is where you will manage and resolve the request. Detail view showing one employee s Time-Off Request details. This view provides information only. Or, click View All to open the Request Manager Alert Category workspace, then select the desired request type. The Request Manager widget opens for that request type and displays a list of employee requests. To resolve requests using Request alerts, do the following: 1. Click the Request alert icon. The Alerts list displays the number of requests by request type. 3. Click to select the desired employee request(s). The request is highlighted. 4. If you want to see full details before taking action, click Details (or double-click the employee request) to open the detail view of the request, then click Close. 2. Click to select the desired request type. Nav. v7.0 Page 11 of 26
5. Use one of the action buttons (Edit, Approve, Refuse, Pending, Retract) to handle the request. The appropriate dialog opens. Note: The number and type of action buttons available changes when you select multiple requests. 6. Complete the appropriate dialog, then click the appropriate button to finalize the action, e.g. Approve, Edit, Refuse. The Request Manager widget is updated to show the remaining requests. 7. Repeat steps 3 through 6 to handle additional requests. 8. If desired, select one or more employee requests and use the Go To control to laterally navigate to other widgets. See Using the Go To Control on page 6. To resolve requests for multiple employees, do the following: 1. Open Request Manager. 4. Complete the appropriate dialog, then click the appropriate button to finalize the action, e.g. Approve, Edit, Refuse. The Request Manager widget is updated to show the remaining requests. To resolve request using the Request Manager widget in the secondary position, do the following: 1. Click and drag the Request Manager widget from the secondary position to the primary position. The Request Manager widget opens. 2. Continue with step 3 on page 11 under To Resolve Requests Using Request Alerts. To submit a Time Off request for an employee, do the following: 1. Open Request Manager. 2. Click Request Time Off. The Request Time Off dialog opens. 2. Using Shift + Click or Ctrl + Click, select the desired employees. 3. Click the desired Action button (Approve, Refuse, etc.). The appropriate dialog opens listing the selected employees. Nav. v7.0 Page 12 of 26
Timecard Editor (to edit an individual timecard) or the Quickfind -- Payroll (where you can apply edits to multiple timecards): Depending upon your configuration, these workspaces may be stored in Related Items, the Workspace Carousel, or as a Secondary widget. To enter or edit punches and meal deductions using Quickfind -- Payroll, do the following: 1. Open the Quickfind -- Payroll workspace. 3. Click the down arrow to open the Employee choice list, then select the desired employee. 4. Click the down arrow to open the Type choice list, then select the desired request type. 5. Enter the Start Date and End Date (MM/DD/YYYY) in the appropriate text boxes, or click the calendar and select the desired date. 6. Click the down arrow to open the Pay Code choice list, then select the desired pay code. 7. Click the down arrow to open the Duration choice list, then select the desired duration. 8. If the Duration is hours, enter the Start Time and Length. 9. If desired, click the plus sign (+) to add another time-off period. Follow steps 3 through 8. 10. If desired, enter explanatory notes in the Notes (Optional) section. 11. Click Submit to submit the request, OR Click Draft to save the request for later submission, OR Click Cancel to cancel the request without saving. Entering/Editing Worked Time (Punches) and Cancel Meal Deductions Payroll Managers can enter/edit worked time and cancel meal deductions for Time Stamp and Time Stamp/Hourly employees in various workspaces. The most common ones are 2. Click, Ctrl-Click or Shift-Click to select desired employee(s). The selected employees are highlighted. 3. Select Timecard from the GoTo Navigation bar to open the employee timecard(s). 4. Click in the appropriate IN column, then enter/edit the starting time. 5. Press the TAB key and move to the first OUT column, then enter/edit your ending time. 6. If canceling meal deduction, select the No Meal checkbox for the appropriate punch. Note: The time selected must match the time set to automatically deduct through the work rule. 7. Click Save. 8. If entering/editing punches or meal deductions for more than one employee, scroll through the timecards using the scroll arrows and repeat steps 3 through 7. Nav. v7.0 Page 13 of 26
Note: You may also transfer these punches. See Transferring a Job, Work Rule, or Labor Account below. Entering/Editing Worked Time (Durations) Payroll Managers can enter/edit worked time (durations) for Project View employees in various workspaces. The most common ones are Timecard Editor (to edit an individual timecard) or the Quickfind -- Payroll (where you can apply edits to multiple timecards). Depending upon your configuration, these workspaces may be stored in Related Items, the Workspace Carousel, or as a Secondary widget. To enter or edit durations using Quickfind -- Payroll, do the following: 1. Open the Quickfind -- Payroll workspace. 2. Click, Ctrl-Click, or Shift-Click to select desired employee(s). The selected employees are highlighted. 3. Select Timecard from the GoTo Navigation bar to open the employee timecard(s). 4. Click the down arrow in the Pay Code column to open the Pay Code choice list. 6. Click anywhere in the appropriate date cell. The amount field opens. 7. Type an amount (in hours and minutes). 8. Click Save. 9. If entering/editing durations for more than one employee, scroll through the timecards using the scroll arrows and repeat steps 4 through 8. Note: You may also transfer these durations. See Transferring a Job, work Rule, or Labor Account below. Transferring Labor Account, Job, or Work Rule Payroll Managers can transfer time, durations, or a pay code to a different labor level, job, or work rule. Timecards are accessed from various workspaces. The most common ones are Timecard Editor (to edit an individual timecard) or the Quickfind -- Payroll (where you can apply edits to multiple timecards). Depending upon your configuration, these workspaces may be stored in Related Items, the Workspace Carousel, or as a Secondary widget. To transfer labor Account, Job, or Work Rule using Quickfind -- Payroll, do the following: 1. Open the Quickfind -- Payroll workspace. 5. Select Hours Worked. 2. Click, Ctrl-Click, Shift-Click to select desired employee(s). The selected employees are highlighted. 3. Select Timecard from the GoTo Navigation bar to open the employee timecard(s). 4. Click the Transfer Search tool to open the Transfer Selection dialog. Nav. v7.0 Page 14 of 26
5. Using the down arrow to open the choice list, select the entries that best describe the Job/Labor Account/Work Rule to which time should be allocated. 2. Click, Ctrl-Click, Shift-Click to select desired employee(s). The selected employees are highlighted. 3. Select Timecard from the GoTo Navigation bar to open the employee timecard(s). 4. If necessary, click the Add Row button to insert a new row. 5. Click the down arrow in the Pay Code column. The Pay Code choice list opens. For example, specify entries in all the list boxes, or just one or two (such as Job or Account). 6. Click OK to return to the Timecard. 7. Click Save. Entering/Editing Non-worked Hours or Money for Hourly View Employees Managers can enter/edit non-worked time or money, such as sick time, vacation, or tips and bonuses for Time Stamp and Time Stamp/Hourly employees in various workspaces. The most common ones are Timecard Editor (to edit an individual timecard) or the Quickfind -- Payroll (where you can apply edits to multiple timecards). Depending upon your configuration, these workspaces may be stored in Related Items, the Workspace Carousel, or as a Secondary widget. To enter/edit non-worked time or money using Quickfind -- Payroll, do the following: 1. Open the Quickfind Payroll workspace. 6. Select the desired pay code. 7. Click in the appropriate amount column. The amount field opens. 8. Type the number of hours/dollars in the amount field. 9. Click Save. The pay code and amount appears on the appropriate day in the timecard and the Totals Details update to reflect the change. Note: If you enter a partial hour, separate the hours and minutes with either a decimal point or a Nav. v7.0 Page 15 of 26
colon. For example, enter 8 and one half hours as either 8.5 or 8:30. Note: To delete the pay code and amount, click in the Amount field, select (highlight) the amount, press Delete or Space, click Save. Entering/Editing Non-work Hours or Money for Project View Employes Managers can enter/edit non-worked time or money, such as sick time, vacation, or tips and bonuses for Project View employees in various workspaces. The most common ones are Timecard Editor (to edit an individual timecard) or the Quickfind -- Payroll (where you can apply edits to multiple timecards). Depending upon your configuration, these workspaces may be stored in Related Items, the Workspace Carousel, or as a Secondary widget. To enter/edit non-worked time or money using Quickfind -- Payroll, do the following: 1. Open the Quickfind -- Payroll workspace. 2. Click, Ctrl-Click, or Shift-Click to select desired employee(s). The selected employees are highlighted. 3. Select Timecard from the GoTo Navigation bar to open the employee timecard(s). 4. If necessary, click the Add Row button to insert a new row. 5. Click the down arrow in the Pay Code column. The Pay Code choice list opens. 6. Select the desired pay code. 7. Click in the Date Cell you wish to edit. 8. Type the number of hours/dollars. 9. Click Save. The pay code and amount appears on the appropriate day in the timecard and the Totals Details update to reflect the change. 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. Note: To delete the pay code and amount, click in the Amount field, select (highlight) the amount, press Delete or Space, click Save. Note: If your company is set up with Accruals, the Pay Code may affect the Accruals totals as shown in the Accruals tab. Adding/Deleting Pay from Schedule Pay from Schedule can temporarily pay employees from their individually assigned schedules. This function is especially useful for short payroll weeks when payroll must be processed early. It can be used on an ongoing basis so that the manager or employee only needs to enter exceptions to the schedule. In this latter case, managers would use the Delete Pay from Schedule to discontinue the automatic payment from schedule. To pay (or stop paying) one or a group of employees from their schedule, do the following: 1. Open and maximize the System Administrator Quickfind workspace (Depending upon your configuration, this may be stored in the Workspace carousel, Related Items, or secondary widget). Nav. v7.0 Page 16 of 26
To access the Standard Reports, do the following: 2. Click, Ctrl+Click, or Shift+Click to select the employee (or group of employees). 3. Select Schedule ~ Pay from Schedule ~ Add/Delete to open the Add/Delete Pay from Schedule dialog. 4. Enter and Effective Start Date and Effective End Date to establish the range of dates for the Pay from Schedule to occur. 5. If desired, click Comments to attach a comment. 6. Click OK. Using Management Reports The Reports component provides the numerous predefined reports plus the ability to create and save Favorites. Once you create the report, you have the option to run, e-mail, print, save as a favorite, or schedule the report. The standard reports provide: Your accrual balances and projections, schedule, and time detail Management reports such as hours by labor account, punch origins, and absent employees 1. Select Related Items ~ Reports. The Reports widget opens with the Select Reports tab open. 2. Click the + sign next to the appropriate category to expand the categories list. 3. Click the report name to select the desired report from the list. A report description appears to the right of your selection. 4. Click the down arrow to open the People choice list, then select the desired employee group to include in the report. 5. Click the down arrow to open the Time Period choice list, then select the desired time period. 6. Click the down arrow to open the Output Format, then select the desired print output (PDF, etc.). 7. Click the desired Output Button (Run Report, Refresh, Email, Print, Schedule Report, Create Favorite). 8. Click the Check Run Status tab to check the status of the report. It may be necessary to click Refresh Status. 9. Once the status has changed to Completed, select View Report to review and save as a PDF. Nav. v7.0 Page 17 of 26
To access Favorite Reports, do the following: 3. Choose one of the following: 1. Select Related Items ~ Reports. The Reports widget opens with the Select Reports tab open. 2. Click the + sign next to Favorites. 3. If desired, select a Favorite Output Button (Save Favorite, Duplicate Favorite, Deleted Favorite), OR use the Standard Output Buttons as described above beginning at step 7 to Run, Refresh, Email, Print, or Schedule a Favorite report. Historical Edits and Historical Edits with Retroactive Pay Calculations Historical edits are pay code edits performed in a signed-off or locked pay period. Once a timecard is signed off, you can only make adjustments through Historical edits. Historical Edits are valuable in situations as: You added 8 hours of weekend pay to the wrong employee. You can delete the pay from the wrong employee and add it to the correct one. You forgot to pay an employee the $100 bonus earned last month. You can pay the employee in the upcoming pay period. To add/delete an historical pay code amount, do the following: 1. Open the System Administrator Quickfind workspace. 2. Click, Ctrl-Click, or Shift-Click to select desired employee(s). The selected employees are highlighted. In the Timecard Editor, select Amount ~ Add/Delete Historical/Add Historical Amount with Retroactive Pay Calculation for an individual employee, OR In the Quickfind workspace, select the desired employee(s) then select Amount ~ Add/Delete Historical. The corresponding Historical Amount dialog box opens. 4. Click the down arrow to open the Historical Date/Start and End Date calendar and select the date for the adjustment. 5. Click the down arrow to open the Pay Code choice list. Select the pay code to add/delete. 6. Enter the amount to add/delete in the Amount field (only on Add/Delete Historical). Nav. v7.0 Page 18 of 26
7. If desired, click the down arrow to open the Transfers choice list and select the appropriate labor account for the adjustment (Add/Delete Historical only). 8. Click the down arrow to open the Effective Date calendar. Select the date the add/delete takes effect (Add/Delete Historical only). 9. Select the Impact accruals checkbox if the added/deleted amount affects an accrual field balance. 10. Select the Include in totals for effective date checkbox if the amount added/deleted should be paid on the effective date. 11. If desired, click the Comments button to add a comment. 12. Click OK. 13. Click Save from the Timecard Editor Signoff Timecards Only authorized people (usually System Users or Human Resources) can perform the sign off function. It applies to employee data from previous pay periods and locks the timecards so that neither the employee nor the manager can make further changes to the timecards. Authorized personnel can sign off individual or multiple employees. If necessary, authorized personnel can reverse a signoff using the Remove Sign-Off function. Depending upon how your Navigator is configured, you can sign off using the Timecard Signoff wizard or from the Quickfind or Reconcile Timecard widgets. To sign off using the Timecard Signoff wizard, do the following: 1. Place your Timecard Signoff wizard in the primary position and maximize it to see complete titles of the steps (as described in Using Wizards, Widgets, and Workspaces). 2. Select the Previous Pay Period from the Time Period drop-down list. 3. If desired (and available), select the applicable HyperFind. 4. Click Save, then click Next. The Signoff Issues widget opens displaying the employee list. 5. Ensure that the totals are up to date and all timecard exceptions are resolved. 6. Select the employee timecards to sign off (Click, Cntrl+Click, Shift+Click, or Select an Action ~ Select All). 7. Select Sign Off from the Select an Action choice list. The confirmation dialog box opens asking if you are sure that you want to sign-off the previous pay period. 8. Click OK to confirm, then click Next. The Group Edit Results widget opens. 9. After reviewing the results, click Clear, then click OK to clear the content and start a new Timecard Signoff. Note: You can also sign off from the Quickfind Payroll or the Reconcile Timecard widgets. Open the widgets and follow the instructions above beginning at Step 5. Note: It is important to perform the Sign Off function regularly to ensure proper system performance. Nav. v7.0 Page 19 of 26
Note: To remove a Signoff, follow appropriate steps above, but select Approvals/Select an Action ~ Remove Sign-Off. Locking Payroll Lock Payroll prevents users from making changes to timecards that have already been sent to payroll and the paychecks have been verified. The payroll manager, or any authorized user, can apply a Lock Payroll, but only to signed-off data. Note: Lock Payroll is irreversible there is no Remove Lock Payroll function. Changes to locked data can only be made through Historical edits. Depending upon how your Navigator is configured, you can lock payroll using the System Administrator Quickfind widget. To lock payroll, do the following: 1. Click to select the employees whose timecards you wish to lock following the instructions in Signoff Timecards. 2. Select Approvals ~ Lock Payroll. The confirmation dialog box opens asking if you are sure that you want to continue. Note: It is important to perform the Lock Payroll function regularly to ensure proper system performance. Group Edits Group Edits are changes that are made to more than one employee at a time. Group edits are valuable in situations such as: Several employees worked off-site at the same client. You need to add 8 hours for the same day(s) and the same client job code for each of them. A machine malfunctioned yesterday and all production employees were sent home. A group edit would allow you to add the OUT punch for all production employees. The most commonly used group edits include: Add or Delete Punches Payroll lock Approval Sign-off Add or delete hours Move hours To apply the same edit to multiple employees, do the following: 1. Open and maximize the System Administrator Quickfind workspace (Depending upon your configuration, this may be stored in the Workspace carousel, Related Items, or secondary widget). 3. Click Yes to complete the lock payroll procedure or click No to cancel. Nav. v7.0 Page 20 of 26
2. Click, Ctrl-Click, or Shift-Click to select desired employee(s). The selected employees are highlighted. 3. Choose the appropriate menu command or rightclick to open the QuickLink menu to perform the desired group edit. The results of your group edits are listed in the Group Edit Results page (read-only table). If there were any errors in your edit, they will be shown here. To view group edit results, do the following: 1. Select Group Edit Results. (The location of the Group Edit Results widget is determined by your Navigator configuration. The Group Edit Results workspace opens. 2. If a failure occurs, a details link appears. Click the link to view the details. 3. Click the Back button in your browser to return to the Group Edit Results page. Note: Depending upon the configuration of your Navigator, you may have one or more group edits set up as a Wizard, such as the Timecard Signoff Wizard Refer to your ADP TLM Functional Expert for specific procedures. Transmitting Paydata File to Payroll Refer to your ADP TLM Functional Expert for specific procedures. Importing People Refer to your ADP TLM Functional Expert for specific procedures. Creating Paydata File for Time and Attendance HR, Pay expert, PayForce, and PCPW Nav. v7.0 Page 21 of 26
Timecard Workspace Summary Hourly View Employees, System Admin Quickfind View The Payroll Administrator view of Hourly Employees is different depending whether the view is from Quickfind Payroll or System Administrator Quickfind. The information in each view is the same. Below is the System Administrator Quickfind view. 1. Save Saves your changes 8. Shift Indicates hours worked in that shift 2. Comment/Note Indicator This yellow icon indicates that there is a comment associated with this punch. Mouse over to read the comment. 3. Primary Account Area that lists your job information and what accounts are to be charged for the employee s services 4. Total Summary Area This is a breakdown of your job summary, account summary, and pay code summary. 5. Action ~ Refresh Refreshes the timecard without saving any changes. 6. Time Period Defines the time period you are viewing. Use the drop-down list to select a different time period. 7. Help Generally available in Related Items or as a secondary widget. 9. Amount Defines an amount in hours or money for the pay code or duration 10. Transfer Defines a job or work rule transfer. If no account or work rule appears in the cell, your time is charged to your home account and calculated through your default work rule. 11. Exception indicator Red outline Indicates an unexcused absence 12. Exception indicators Blue outline indicates excused absence 13. Maximize/minimize and Gear icon Enlarge or shrink widget workspace. Gear icon contains preferences, popout, and close. 14. Pay Code Defines a category for specifying hours or money for worked and non-worked time. Nav. v7.0 Page 22 of 26
Timecard Workspace Summary Hourly View Employees, Quickfind -- Payroll View The Payroll Administrator view of Hourly Employees is different depending whether the view is from Quickfind Payroll or System Administrator Quickfind. The information in each view is the same. Below is the Quickfind Payroll view. 1. Save Saves your changes 9. Shift Indicates hours worked in that shift 2. Meal Deduction Check this box to cancel the meal 10. Amount Defines an amount in hours or money for the deduction for that day. pay code or duration 3. Comment/Note Indicator This yellow icon indicates 11. Transfer Defines a job or work rule transfer. If no that there is a comment associated with this punch. account or work rule appears in the cell, the employee s Mouse over to read the comment. time is charged to their home account and calculated 4. Primary Account Click here to view the employee job information and what accounts are to be charged for their services 5. Total Summary Area Click here for a breakdown of the employee s job summary, account summary, and pay code summary. 6. Refresh Refreshes the timecard without saving any changes. 7. Time Period Refines the time period you are viewing. Use the drop-down list to select a different time period. 8. Help Generally available in Related Items or as a secondary widget. through their default work rule. 12. Exception indicator Red outline Indicates an unexcused absence. 13. Exception indicators Blue outline indicates excused absence. 14. Maximize/minimize and Gear icon Enlarge or shrink widget workspace. Gear icon contains preferences, popout, and close. 15. Pay Code Defines a category for specifying hours or money for worked and non-worked time. Copyright 1993 2014 by ADP, Inc. Page 23 of 26 Nav. ADP provides this publication as is without warranty of any kind, either express or implied, including, but not limited to, the implied warranties of merchantability or fitness for a particular purpose. The ADP Logo and QuickPunch are registered trademarks of ADP, Inc.
Timecard Workspace Summary Project View Employees, System Admin Quickfind View The Payroll Administrator view of Project View Employees is different depending whether the view is from Quickfind Payroll or System Admin Quickfind. The information in each view is the same. Below is the System Admin -- Quickfind view. 1. Save Saves your changes 9. Daily Totals Indicates hours worked in that shift. 2. Approvals Depending upon access rights, includes 10. Day Columns Displays an amount in hours or money commands such as approve and remove approval, sign for the pay code or duration. off and remove sign off, or approve overtime. 3. Comment/Note Indicator This yellow icon indicates that there is a comment associated with this punch. Mouse over to read the comment. 4. Account Area that lists the job information and what accounts are to be charged for the employee s services 5. Total Summary Area This is a breakdown of the employee s job summary, account summary, and pay code summary. 6. Actions ~ Refresh Refreshes the timecard without saving any changes. 7. Time Period Refines the time period you are viewing. Use the drop-down list to select a different time period. 8. Help Generally available in Related Items or as a secondary widget. 11. Transfer Defines a job or work rule transfer. If no account or work rule appears in the cell, your time is charged to your home account and calculated through your default work rule. 12. Exception indicator Red outline Indicates an unexcused absence. 13. Exception indicators Blue outline indicates excused absence. 14. Maximize/minimize and Gear icon Enlarge or shrink widget workspace. Gear icon contains preferences, popout, and close. 15. Pay Code Defines a category for specifying hours or money for worked and non-worked time. Copyright 1993 2014 by ADP, Inc. Page 24 of 26 Nav. ADP provides this publication as is without warranty of any kind, either express or implied, including, but not limited to, the implied warranties of merchantability or fitness for a particular purpose. The ADP Logo and QuickPunch are registered trademarks of ADP, Inc.
Timecard Workspace Summary Project View Employees, Quickfind Payroll View The Payroll Administrator view of Project View Employees is different depending whether the view is from Quickfind Payroll or System Admin Quickfind. The information in each view is the same. Below is the Quickfind Payroll view. 1. Save Saves your changes 9. Daily Totals Indicates hours worked in that shift. 2. Approve Depending upon access rights, click to 10. Day Columns Displays an amount in hours or money approve timecard. Once approved, the Approve button for the pay code or duration. is replaced by the Remove Approval button. 3. Comment/Note Indicator This yellow icon indicates that there is a comment associated with this punch. Mouse over to read the comment. 4. Primary Account Click here to view the job information and what accounts are to be charged for the employee s services 5. Totals Summary Click here to view a breakdown of the employee s job summary, account summary, and pay code summary. 6. Refresh Refreshes the timecard without saving any changes. 7. Time Period Defines the time period you are viewing. Use the drop-down list to select a different time period. 8. Help Generally available in Related Items or as a secondary widget. 11. Transfer Defines a job or work rule transfer. If no account or work rule appears in the cell, your time is charged to your home account and calculated through your default work rule. 12. Exception indicator Red outline Indicates an unexcused absence. 13. Exception indicators Blue outline indicates excused absence. 14. Maximize/minimize and Gear icon Enlarge or shrink widget workspace. Gear icon contains preferences, popout, and close. 15. Pay Code Defines a category for specifying hours or money for worked and non-worked time. Copyright 1993 2014 by ADP, Inc. Page 25 of 26 Nav. ADP provides this publication as is without warranty of any kind, either express or implied, including, but not limited to, the implied warranties of merchantability or fitness for a particular purpose. The ADP Logo and QuickPunch are registered trademarks of ADP, Inc.
Using Your Navigator Note: Your Navigator may look different than this example, but the functions are the same When you log on to Time & Attendance, the navigator that was assigned to you opens. Depending on how your navigator was configured, it includes one or more workspaces, widgets, alerts, and a related items pane. Workspaces: Workspaces are collections of one or more widgets that are bound together for completing a task or solving a specific business problem. When a navigator includes multiple workspaces, each workspace is accessible from tabs in the action bar at the top of the navigator. If your navigator contains more than one workspace, it also includes a Workspace Carousel. To bring a workspace to the main (active) position: Click the workspace tab in the action bar, or Click the Workspace Carousel, then select the desired workspace, or Expand the Related Items pane, then select the desired widget, or If the Related Items pane is closed, hover over the desired widget, the name displays. Click the name. Click Return to previous space, which works like the Back button on your browser. It returns you to the last workspace you were on within the widget. Widgets: Widgets are the tools that help you to do your job. Depending upon your access rights, there will be at least one Primary (active) Widget in the center of your workspace where you do your work. There may be secondary widgets, additional workspaces, and related items, which are available when you need them. A workspace can display up to seven widgets, depending upon its layout and configuration. When you close a secondary widget, it will be stored in the Related Items pane. Use the increase/decrease button to make your primary widget larger or smaller. There are two ways to make a secondary widget the primary (active) widget: Click the menu bar of the secondary widget and drag it to the center of the workspace. It expands and replaces the previous primary widget. Once replaced, the previous primary widget becomes a secondary widget. On the secondary widget, click the Gear icon to open the Gear menu, then click Pop-out. The secondary widget expands and replaces the previous primary widget. Once replaced, the previous primary widget becomes a secondary widget. Related Items: The Related Items pane holds widgets that you aren t currently using. Click Expand to open the Related Items pane and view the available widgets. Click Shrink to return the Related Items pane to its compact size. If Related Items pane is closed, you can open a widget by hovering over the widget to display the name, then click the name. Widgets stored in the Related Items pane can be dragged to the active workspace as a secondary widget, if the layout permits. If there is no more room in the layout for another secondary widget, the newly dragged widget exchanges places with one of the previous secondary widgets, which is then stored in Related Items. Alerts: Depending upon how your navigator is configured, you will see up to seven Alert Categories, which open to reveal one or more Alert subcategories. These alerts notify you about activities related to your job. The system automatically updates the alerts at regular intervals. To use alerts: Hover your mouse over the Alert Category to see what kind of alert it is. Click the Alert Category to open the Alert Subcategory List. If desired, click View All to open the Alerts and notification Widget. Click Refresh to manually update alerts. Copyright 1993 2014 by ADP, Inc. Page 26 of 26 Nav. ADP provides this publication as is without warranty of any kind, either express or implied, including, but not limited to, the implied warranties of merchantability or fitness for a particular purpose. The ADP Logo and QuickPunch are registered trademarks of ADP, Inc.