New Employee Functions - Ontario Veterinary College · 2015. 12. 22. · TM01 Time and...

EmployeeFunctionsTM01TimeandAttendanceLearnEmpCenternavigationfundamentalsandemployeefunctionsrelatedtoreportingtime,activities,andabsencesinthesystem.ExperiencetheEmpCentersystemfromtheemployee’sperspective.

byWorkForceSoftwareforUniversityofGuelph

July22,2013EmpCenter®9.2

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TM01TimeandAttendance-EmployeeFunctions

Introduction

TableofContentsIntroduction...........................................................................................................................3

Objectives...................................................................................................................................3 Conventions................................................................................................................................4 Certification................................................................................................................................5 Comments...................................................................................................................................5

Lesson1:NavigationBasics....................................................................................................6

LoggingintotheDashboard........................................................................................................6 DashboardFunctions..................................................................................................................8

TimeEntry...............................................................................................................................8 Schedules.................................................................................................................................8 Reports....................................................................................................................................8 Settings....................................................................................................................................8

CustomizingtheDashboard........................................................................................................9 OnlineHelp...............................................................................................................................10

Lesson2:TheTimeEntryWindow.........................................................................................11

Assignments..............................................................................................................................12 FunctionButtons.......................................................................................................................13 ChangingthePayPeriod...........................................................................................................14 TimeSheetViews......................................................................................................................15

ListView.................................................................................................................................15 TableView.............................................................................................................................16 DayView................................................................................................................................16

InformationTabs.......................................................................................................................17

ExceptionsTab.......................................................................................................................17 ResultsTab.............................................................................................................................18 TimeOffBalancesTab...........................................................................................................19 ScheduleTab.........................................................................................................................20

Lesson3:BasicTimeEntry.....................................................................................................21

EnteringIn/OutandElapsedTime............................................................................................22 PayCodes..................................................................................................................................23 LaborDistribution.....................................................................................................................24

Introd

Comments.................................................................................................................................24 OtherTimeSheetTasks............................................................................................................26

TimeRecordFavorites...........................................................................................................26 ReusingTimeSheetData.......................................................................................................27

CopyingTimeSheetfromthePriorPeriod...............................................................................29 PrintingtheTimeSheet............................................................................................................29

Lesson4:PremiumCalculations............................................................................................31

Lesson5:SubmittingTimeSheets.........................................................................................33

RecallingaSubmittedTimeSheet............................................................................................33

Lesson6:MyCalendar...........................................................................................................35

UsingMyCalendar....................................................................................................................36

Lesson7:RequestingTime-Off..............................................................................................37

RequestingTimeOffwithMyCalendar....................................................................................39 E-mailNotification....................................................................................................................41 CancelingaTimeOffRequest...................................................................................................41

Lesson8:GeneratingReports................................................................................................43

ReportFavorites........................................................................................................................45

CreatingaReportFavorite.....................................................................................................45 RemovingaReportFavorite..................................................................................................45

AppendixA:FunctionHotkeys...............................................................................................46

EditingHotkeys.........................................................................................................................48 DisablingHotkeys......................................................................................................................49

Glossary...................................................................................................................................50

Introduction

IntroductionThisguidesupplementsinstructor-ledclassroomtrainingtohelpyoulearnthemostcommonlyusedfunctionsintheEmpCenterTimeandAttendanceapplication.

EmpCenterautomatesandstandardizesthetimecollectionandapprovalprocesses.EmpCenterdeliversthefunctionalityandflexibilitytoenforceyourHR,payroll,andunionpoliciesacrosstheorganization.WithEmpCenter,yourorganizationcanalignitsworkforcetomeetitsbusinessgoals,controllaborcosts,andimproveworkforceproductivityandsatisfaction.

Accesstothesystemisbrowser-based.EmpCentersupportstheMicrosoftInternetExplorer,MozillaFirefox,andAppleSafariwebbrowsers.

ObjectivesFollowingthissession,youwillbeableto:

• Identifyfunctionsrepresentedonthedashboard• Customizethedashboard• Enterworkedtimeandpaidtimeoff(ifavailable)• Createtimerecordfavorites• Identifyinformationtabs• Submittimesheets• Recalltimesheets• Requesttimeoff• Generatereports

Introd

ConventionsThisguideusesthefollowingnotationalconventions:

• Boldtextdepictstablabels,menunames,policylabels(PayCodepolicy),functionbuttons(SubmitTimeSheetbutton),andcomputerkeyboardkeys(pressEnter).

• Boldtextandthe“greaterthan”symbol(>)depicthierarchicalchoicesinmenus.Forexample,youmaybedirectedtonavigatethroughmenuoptionssuchasAllPolicies>PolicyRecords>LaborDistribution.ThatmeansyouselecttheAllPoliciesmenu,followedbyPolicyRecords,andthenLaborDistributioninsuccession.

• Bolditalicsrepresentfieldlabels(Status_Code_1field).• Shadedsansseriftextrepresentsprogrammingcode.

Borderedtextdepictsnotes,cautions,orwarnings.

• Shadedtextisusedtoindicateexamples.

EXAMPLE:Thisisanexample.

F TIP:Theimageatleftdepictshelpfultips.

Introduction

CertificationTheAmericanPayrollAssociation(www.americanpayroll.org)hasapprovedthisprogram(coursecode#12WKFC-046)for3.5recertificationcredithours.

CommentsWorkForceSoftwareiscommittedtothedeliveryofhighqualityandcomprehensivetraining.Ifyouhaveanyfeedbackyouwishtoshareaboutthisdocument,pleasesubmitittothefollowingemailaddress:

wfstraining@workforcesoftware.com

Pleaseincludethefollowinginformationinyouremail:

• Documenttitle• Topictitle• Levelofexpertiseintheproduct(beginning,intermediate,advanced)• Comments(includingpagenumberswhereapplicable)

TM01TimeandAttendance–EmployeeFunctions

Lesson

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Lesson1: NavigationBasicsAccesstotheEmpCentersystemisthroughawebbrowser.Themethodyouusetologindependsonhowyoursystemisconfigured.Ifyouwillbefillingoutatimesheet,youwilllikelybeusingthebrowseronyourcomputerdesktop,alongwiththekeyboardandmouse.YoucanaccessEmpCenterinoneormoreofthefollowingways:

• Web-basedinterfaceonaworkstation.EmpCentersupportstheMicrosoftInternetExplorer,MozillaFirefox,andAppleSafariwebbrowsers.

• WebClockonapersonalcomputer.

LoggingintotheDashboard1. LogintotheEmpCenterapplicationbyenteringyourUserIDandPassword.

2. ThefirsttimeyoulogintoEmpCenter,thefollowingdialogappears.

3. ClickOK.Theemployeedashboardappears.Thedashboardisconfiguredtosuityourcompany’srequirements.Thefollowingfigureshowsasampleemployeedashboard.

Lesson1:NavigationBasics

Figure1:SampleofEmployeeDashboard

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DashboardFunctionsTheemployeedashboardtypicallyprovideslinkstothefollowingtimeandattendancerelatedfunctions.Thefunctionsonyourdashboardmayvaryfromthosedescribedhere.

TimeEntry• EnterMyHours:View,enterorupdatetimesheetdatathroughthetimesheet.

Schedules• MyCalendar:ShowstheMyCalendarwindow,whichdisplayseventssuchastimeoff,

pendingtimeoff,andholiday.• MyTimeOff:Submittimeoffrequests,tracksthestatusofyourrequests,andviewsthe

historyofpastrequests.

Reports• ViewGeneralReports:EmpCenterincludesreportsforbothemployeesandmanagers.

Employeescanaccessgeneralreportstoviewtimesheetinformationforacertainperiod,rolesdelegatedtothem,orcommentsontimesheets.

Settings• ChangeMyPassword:Youcanchangeyourpasswordatanytime.Beforedoingso,check

withyoursystemadministratortofindoutwhetherthereareanypasswordrestrictions.

Lesson1:NavigationBasics

CustomizingtheDashboardEmpCentersupportsthefollowingTimeandAttendancedashboardcustomizationfeatures:

RearrangingFunctionLinks

Torearrangetheorderinwhichfunctionsappearwithinacategory,clickanddragthefunctionlink.

CreatingaFavoritescategoryforfrequently-usedfunctions

Hoverthemousepointeroverthefunction’sstariconandclickittomovethefunctiontotheFavoritessectionofthedashboard.

RemovingaFunctionfromFavorites

Hoverthepointerovertherespectivefunctionlinkandclickthestaricon.

Thefunctionreturnstoitsoriginalcategory.

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OnlineHelpOnceloggedintothedashboard,youhaveaccesstoonlinedocumentationthroughtheHelplink.

TheHelplinkopenstheonlineversionoftheEmpCenterEndUserGuideinanewbrowserwindow.

Figure2:EmpCenterHelpwindow

Lesson2:TheTimeEntryW

Lesson2: TheTimeEntryWindowThetimeentrywindowcomprisesvariousfieldsandtabswhichalloweasyviewandentryofyourtime.Afteryoulogintothesystemand(ifnecessary)selecttheappropriateassignment,openyourtimesheetbyselectingEnterMyHoursfromtheTimeEntryareaofthedashboard.

Thetimeentrywindowprovidestheoptionsnecessaryforcompletingtimeentry.Fromthiswindow,dependingonyourrole,youcanperformoneormoreofthefollowingtasks:

• Enter/viewtimeonyourtimesheet• Viewyourschedule• Vieworacknowledgeanyexceptions(errorsorwarnings)aboutyourtimesheet• Viewdetailsofavailabletimeoff• Seeapreviewsummaryoftimeenteredonthetimesheet

Thefollowingisanexampleofanemployeetimeentrywindow.TheexactappearanceofthetimesheetvariesaccordingtoyourEmpCenterconfiguration.

Figure3:ExampleofTimeEntrywindow

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ThetoppaneldisplaystheTimesheettabwhilethebottompanelincludestheExceptions,Results,Schedule,TimeOffBalances,andCommentstabs.

Figure4:ExampleofBottomTabspanel

Noticethefollowinguserinterfacefeatures:

1. Hoverthepointeronthelineseparatingthepanelstoactivatethe“adjustheight”control.Clickanddragthelineupordowntoadjusttherelativeheightofthepanels.

2. Clickonthearrowtohidethebottompanel.Clickitagaintodisplayit.3. Usethescrollbartoaccesspartsofthetimesheetwhicharenotcurrentlyvisible.4. Whenatimesheetcellshowsagreentriangleintheupperrightcorner,youcanclickthe

celltoactivatethe“details”tab.

Figure5:TimeSheetcellwithDetailsindicated

AssignmentsInEmpCenter,thejobyouperforminaspecificdepartmentisreferredtoasanassignment.Anemployeecanhavemorethanoneassignment.Youwillusethedropdownmenutopickyourcorrectassignmentinthepositionfield.

FunctionButtonsSeveralbuttonsresideatthetopofyourtimesheet.Thesebuttonsexecutecertainprogramfunctions.

Table1:TimesheetButtonsandTheirFunctions

Button ButtonName Function

PeriodSelector

Selectsthepayperiodtoview.Clickthecalendaricontoaccessapop-upcalendarfromwhichtoselectaPayPeriod.

Submit Sendsyourcompletedtimesheettoyourmanagerforapproval.

Recall

Appearsafterthetimesheethasbeensubmitted.Ifthetimesheethasnotyetbeenapproved,itrecallsthetimesheetandallowsyoutomakemodifications.

SaveSavesyourtimesheetdata.Thisistypicallydoneeverytimeyouenternewdataormakechanges.

TheMorebuttonrevealsthePrint,PrintPreferences,andReloadData,buttons.

ThePrintPreferencesfunctionenablesyoutoincludeorexcludethefollowingfieldstoprint::

ReloadDatarefreshesthetimesheetwiththepreviouslysaveddata.

SelecttheListView,TableVieworDayViewofthetimesheet.TheviewyouselectaltersthepresentationofthedataontheTimesheettab.

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Calendar

Opensaninteractivecalendarfromwhichyoucannavigatetoaspecificdateorpayperiod.Additionally,thiscalendarmaybeconfiguredtodisplaydayscontainingtimesheetexceptionsorplannedtimeoff.

Clickthequestionmarkicontoaccessalegendthatdetailsthecolorsusedinthecalendar.

ChangingthePayPeriodThepayperiodselectorallowsyoutomoveforwardorbackwardoneperiodatatime,usingthearrowicons,ortoselectaspecificperiodtomovetousingthecalendaricon.

1. ClicktherespectivearrowonthePayPeriodicontoretreatoradvanceapayperiod.

2. ClickthePayPeriodicontoaccessapop-upcalendar,andthenselectapayperiodorclicktheDefaultPeriodbutton.

Figure6:SampleofCalendarpop-up

3. Clickanywhereintherowinwhichyouwanttoenterormodifytime.4. Recordyourtimeandattendanceinformation(seeEnteringIn/OutandElapsedTime).5. ClicktheSaveiconaftereverytimesheetchange.6. ClicktheSubmiticonattheendofeverypayperiodtosendyourtimeandattendance

informationtoyourmanagerforpayrollprocessing.

TimeSheetViewsEmpCenterprovidesthreeviews(orformats)fordisplayingtimesheetinformation:ListView,TableViewandDayView.EachviewdisplaystimesheetinformationforanentirePayPeriod.YourabilitytoviewanyoralldependsonyourEmpCenterconfiguration.

SelecttherespectiveviewthroughtheViewbutton.

ListViewTheListViewisthedefaultview;itdisplaysthedaysintheselectedPayPeriodasalist.

Figure7:SampleofListViewofTimeSheet

Totalspertimesliceappearontherightsideofthewindow,withthesumtotalforthePayPerioddisplayedinthebottomrightcorner.

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TableViewTheTableVieweliminatestheneedtoenterrepetitiveinformationforeachentryonyourtimesheet.Forexample,insteadofselectingapaycodeforeachday,youcanenterthisinformationonceinTableViewandsimplyenterhoursforeachdayofthePayPeriod.

Figure8:SampleofTableViewofTimeSheet

Totalsperpaycodeappearontherightsideofthewindow,andtotalsforeachdayatthebottomofthewindow.

DayViewTheDayViewdisplaysonlyonedayoftimeandattendanceinformation.

Toviewaspecificday,clickitsrespectivedateinthecalendarbar.

InformationTabsThetimeentrylayoutshowstwoorthreeinformationtabs,dependingonyourrole.

ExceptionsTabThistabissupportedforallprofilesandallroles.Anexceptionisaconflictnotedbetweenyourtimeandattendanceinformationandtherulesunderwhichyourtimesheetisprocessed.ExceptionsgeneratemessageswhichappearintheExceptionstabontheTimeEntrywindow.Somemessagesareinformationalandrequirenoaction;othersrequireasatisfactoryresolutionbeforethetimesheetcanbesuccessfullysubmitted.Errorlevelexceptionsmustbecorrectedbeforetherespectivetimeispaid.

TheExceptionstabpresentsexceptions.Eachexceptionshowsthe:

• Dateoftheexception• Exceptionmessagedescribingtheproblem• Severityoftheexception(Informational,Error,orWarning)• AnyactionthatmayberequiredExceptionmessagesarecolor-codedtoidentifythelevelofseverity:• White:Noexceptionsoronlyinformationalmessagespresent• Yellow:Warningspresent• Red:Errorspresent

Bydefault,exceptionmessagesaredisplayedindecreasingorderofseverity.

Therankofseveritycodes,fromlowesttohighest,isasfollows:

Table2:ExceptionSeverityLevels

SeverityLevel FieldOptions

MostSevere

LeastSevere

Error–entiretimesheetnotpaid/held

Error–recordnotpaid

Warning–paiddifferentlythanentered

Warning

Informationalmessage–actionmaybe

Informationalmessage–noactionrequired

NoExceptions

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Timeentriesassociatedwithexceptionsappearonthetimesheetmarkedwithacoloredpin.

1. Clickonthepintodisplaytheexceptionmessage.

OverridingExceptionsYoursystemmaybeconfiguredwiththeabilitytosubmitatimesheetthatcontainsexceptions.Inthiscase,youmayberequiredtoindicatethatyouareawareoftheproblembutwishtosubmitthetimesheetanyway.

Inthefollowingexample,anexceptionmessagewarnsthattoofewhourshavebeenrecordedforapayperiod.

Youcanacknowledgetheexceptionandsubmitthetimesheet.

1. Tosubmitthetimesheetwithoutresolvingtheexception,youcanplaceacheckmarkintheAcknowledgedcheckbox,andthenclicktheSaveicon.

2. Oncethetimesheetsaves,theexceptionmessageredisplays.Inthiscase,theseveritylevelhaschangedfromanerrortoawarning,whichhasalsochangedthecolorofthemessagebox.

3. Atthispoint,youcansubmitthetimesheet.4. Toviewtheinformationfromthiswindowatalaterdate,usethePayPeriodicontoselect

thepayperiodandthenviewtheinformationontheSubmitDetailstab.

ResultsTabTheResultstabreportsthecalculatedresultsofthedatainputonthemaintimesheet,includingovertime,shiftpremiums,etc.

Figure9:SampleofResultstab

Notethefollowingfeatures:

1. Youcansortthedataaccordingtoanycolumn.Bydefault,thedataissortedbyPayCode.Clickacolumntitletodisplaythesortingarrowandsortinincreasingorder.Clickitagaintosortindecreasingorder.Allcolumnscanbesorted.

2. Clickanddragthelineseparatingtwocolumnstomodifythewidthoftheleft-handcolumn.3. Clickanddragacolumntitletochangethedisplayorderofthecolumn.4. Clickthearrowontopoftheright-handscroll-bartodisplaythemenuthatallowsyouto

show/hidecolumnsbycheckingorun-checkingtheappropriatecheckboxes.

TimeOffBalancesTabTheTimeOffBalancestabdisplaysthenumberofhoursavailableinvarioustimeoffbanks,takingintoaccountanyhoursusedduringthecurrentperiod.Itincludesinitialandendingbalancesfortheperiod.NotallemployeeswillseeaTimeOffBalancetab.

Foranygivenbank,noticetheinterfacefunctionsinthefollowingexample:

1. ClicktheShowDetailslinkinthelowerrightcornerofabanktoseemoredetailsabouttheperiod’sbanktransactions.

Figure10:TimeOffBalancestabwithPTODetailshidden

2. ClicktheHideDetailslinktoreturntothesummaryview.

Figure11:LeaveBalanceswithPTODetailsvisible

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ScheduleTabTheScheduletabdisplaysschedules--anyregularsetofassignedtasksorresponsibilities.Employeeshaveread-onlyrightsfortheirschedules.

Figure12:SampleofScheduletab

Schedulesareusedtosavetimeandreduceerrorsinyourtimeentry.Ifyourworkweekincludesaregularsetoftasksorresponsibilities,youradministratormayhavedevelopedascheduletemplateforyourposition.Yourmanagercanusethistemplatetoassignschedulestoyou.

Lesson3:BasicTimeEntry

Lesson3: BasicTimeEntryGeneralrulesforemployeesincludethefollowing:

• Allemployeesuseweeklytimesheets• TheworkweekrunsFridaytoThursday• Theworkdayrunsfrom12:00a.m.to11:59p.m.• Shiftscrossingmidnightarerecordedastimeworkedonthedaytheshiftstarts• Worktimeisreportedusingin/outentriesorelapsedtimebasedonyourposition• Non-worktime(vacation,juryduty,etc)willbereportedusingelapsedentries

Toentertimeintotimesheets,utilizethefollowingsteps.

1. Fromthedashboard,selecttheEnterMyHourslinkfromtheTimeEntrywindowtoopenyourtimesheet.

2. Displaythebodyofyourtimesheetusingthedefaultviewortheviewofyourchoice.3. Tochangetheview,clickthearrowontheViewbuttontoaccessitsdrop-downmenu,then

highlightandclickamenuitemtoselectadifferentview.

4. Ensurethatthecorrectpayperioddisplays.5. Tochangethepayperiod:

a. ClicktherespectivearrowonthePayPeriodicontoretreatoradvanceapayperiod.b. ClickthePayPeriodicontoaccessapop-upcalendar,andthenselectapayperiodor

clicktheCurrentPeriodbutton.

6. Clickanywhereintherowinwhichyouwanttoenterormodifytime.

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7. Recordyourtimeandattendanceinformation(seeEnteringIn/OutandElapsedTimebelow).

8. ClicktheSaveiconaftereverytimesheetchange.9. ClicktheSubmiticonattheendofeverypayperiodtosendyourtimeandattendance

informationtoyourmanagerforpayrollprocessing.

EnteringIn/OutandElapsedTime1. ClickonarowinthePayCodecolumntodisplaythedrop-downlistofpaycodesavailable

toyou.Selectapaycode.

Figure13:SampleofPayCodedrop-down

2. EnterthetimeintheHourscolumn.

Forpaycodesassociatedwithelapsedtime(ifapplicable),simplyenterthenumberofhours.

Figure14:PayCodefieldwithElapsedHoursfield

ForpaycodesassociatedwithIn/Outtimes,entertheIntimeonthefirstrowoftheHourscolumnandtheOuttimeonthesecondrow.In/Outtimescanbeenteredinavarietyofways:

Key-in“5”onthefirstrowandclickoutsidethecell.Thesystemwillinterpretthetimeas5a.m.andenteritonthetimesheetinthecorrectformat.

Keyin“Xp”(whereXisanumberfrom1to12)toenterp.m.times.

5p.m.canalsobeenteredas“17”.

Thesystemwillpreventyoufromenteringouttimesthatarebeforeintimesorintimesthatareafterouttimes.Thesystemwillhighlighttheerroranddisplayawarningmessage:

Figure15:SampleIn/Outtimeentry

Forshiftswhichstartonthepreviousday,typein“-“(theminussign)beforethetime;forshiftsthatendthenextday,typein“+”(theplussign).

PayCodesApaycodeisthecategorytowhichyourhoursareassigned.Differentcategoriesofemployeeshaveaccesstodifferentpaycodes.

Clickinapaycodecelltoseethedrop-downlistofpaycodesyoucanaccess.

Ifapaycodecannotbemodified,itwillappearwithashadedgreybackgroundandthecursorwillchangeintoa“Stop”symbolwhenplacedoverthatrow:

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LaborDistributionIfyouperformseparatetasks,youcandifferentiatethehoursworked.InEmpCenter,LaborDistribution(LD)isusedtochargeworkedhourstolaborcategories.Fieldsarepresentonthetimesheetforcapturinglabordistributioninformation,thesecategoriesare:PositionNumber,ServiceArea,andActivity.Employeesmayentervaluesdirectlyinthefieldsorselectfrompulldownlists.Entriesarevalidatedwhensavingthetimesheet.

CommentsUsetheCommentsfieldtoenteradditionalinformationrelatedtoaparticulartimeentry.

TheCommentsfieldintableview:

TheCommentsfieldinDayview:

TheCommentsfieldinlistview:

IntheTableView,thecommentsareaccessibleforaselectedrowbyclickingthegreenarrowasindicatedbythecursorintheimagebelow.AnothermethodofaccessingthisCommentsfieldistopressShift+Entertogether.Thishotkeytogglesthefieldopenandclosed.

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OtherTimeSheetTasks

TimeRecordFavoritesTimeRecordFavoritesallowyoutoinsertapre-definedtimerecordintoyourtimesheetinordertosavetime.Insteadofenteringeachpartofatimerecordeverytimeyouneedtoentertheinformationonatimesheet,youcancreateafavorite,whichentersacombinationofinformationallatonce.

1. Tocreateafavoriteonatimesheet,fillinthefieldsofatimerecordwhichwillbecomeafavorite.

TheTimefieldcannotbepre-definedinafavorite.Youmustdirectlyenterhoursonthetimesheetafterapplyingafavorite.

2. ClicktheInsertbuttondrop-downmenuonthetimerecordfromwhichyouwanttocreateafavorite.

3. SelectCreateNewFavoriteFromRow.

TheCreateFavoritewindowappears,listingthevaluesofthevariousfieldsonthetimerecord.

4. FillintheCreateFavoritewindow:5. IntheFavoriteLabelfield,enteranameforthefavorite.6. Ifyoudonotwantthefavoritetoincludeapre-definedvalueforaparticularfield,unselect

thatfieldbyclickingthecorrespondingcheckbox.Thesefieldsremainblankonthetimerecordwhenyouapplythefavorite,requiringtheusertoenteravalueeachtime.Selectthecheckboxesoftheparametersyouneedtoappeareachtimeyouusethefavorite.

Apaycodemustalwaysbepartofafavorite,sincethisfieldismandatoryforanytimerecord.

7. ClickCreateFavoritetocreateafavoriteforthetimerecord.

ThefavoriteyoucreatedappearsinthePayCodefieldandisavailableforyoutouseinalltimesheetsforthegroup/assignmentsyouselectedintheUsethisfavoritewhenviewingtimesheetsforfield.

ThefavoritedisplayswiththegivenlabelatthetopofthePayCodedrop-downmenu.Astariconappearsbesidethenameofthefavorite.

Favoritesarenotpropagatedtootherusers.Onlyyouhaveaccesstothefavoritesyoucreate.Eachmemberofatargetgroup/assignmenthasaccessonlytofavoritestheyhavecreatedthemselves.

ReusingTimeSheetData

CopyingData 1. Clickthedrop-downarrownexttothegreenplussignthatrepresentstheInserticon.

2. SelectCopy,andoneofthefollowing:

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• CopyRow• CopyEntireDay• CopyEntireWeek

Navigatetowhereyouwanttopastethecopiedinformation.Fromthedrop-downarrownexttotheInserticon,selectPaste1Entry.

ThePasteeventisacknowledged.

CuttingandPastingData1. Clickthedrop-downarrownexttotheInserticon.

2. SelectCut,andoneofthefollowing:

• CutRow• CutEntireDay• CutEntireWeek

3. Navigatetowhereyouwanttopastethecutinformation.Fromthedrop-downarrownexttotheInserticon,selectPaste1Entry.

ThePasteeventisacknowledged.

CopyingTimeSheetfromthePriorPeriodTocopyapriortimesheetintothecurrenttimesheet,clicktheMorebuttonandselectCopyFromPriorPeriod.CopyFromPriorPeriodisenabledonlyiftheassignmenthasapriorpayperiod.

PrintingtheTimeSheetYoucanprinttheinformationfromallofthetabsinyourTimeEntrywindow.

1. IntheTimeEntrywindow,clicktheMorebuttonandselectPrint.APrintPreviewwindowandPrintdialogboxappear.

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Figure16:SamplePrintPreviewwindowandPrintdialogbox

IfthePrintdialogdoesnotopen,clickthePrintlinkintheupperrightareaofthePrintPreviewwindow.

2. SelectyourprintoptionsandclickOK.3. ClicktheCloselinktoclosethePrintPreviewwindow.

Lesson4:Premium

Calculations

Lesson4: PremiumCalculationsApremiumisextrapayreceivedwhencertainconditionsaremet.Themostcommonlyknownpremiumis“Overtime”andthemostcommonlyknownconditionforearningovertimeisworkingmorethanforty-fourhoursinaweek.YourorganizationalpremiumshavebeensetupinEmpCenterbasedontheconditionsstatedintheestablishedprojectbusinessandpayrules.

EmpCenterautomaticallycalculatesmostpremiumswithnospecialactionrequiredonyourpart.Onlyrarelywillyouneedtotakesomeactiontocauseanemployeetoreceiveanearnedpremium.ThetablebelowdescribesthepremiumssetupinEmpCenterandrequiredactions,ifany,toensurethatemployeesareproperlypaidforearnedpremiums.CheckthePayResultstabontheemployeetimesheettoverifythatthesystemcalculatedtheexpectedpremium.

PremiumName RequiredAction ActionInitiatedBy

Overtime None None

HolidayWorkTime None None

ShiftPremium None None

HolidayHours None None

Lesson5:SubmittingTim

eSheets

Lesson5: SubmittingTimeSheets1. Tosubmityourtimesheetforapproval,clicktheSubmitbuttonafterensuringalltimeis

correctandsavingthetimesheet.

Themessage“Timesheetsubmitted”appearsifthesubmissionwassuccessful.ARecallbuttonreplacestheSubmitbutton.

Ifthetimesheethasnotyetbeenapproved,youcanrecallthetimesheettomakefurthermodifications.

NoticethatafterrecalltheSavebuttonisreactivatedandtheSubmitbuttonreappears.

RecallingaSubmittedTimeSheetYoucanrecallasubmittedtimesheetifithasnotyetbeenapprovedbyyourmanager.

Torecallasubmittedtimesheet

1. SelectthepayperiodusingthePayPeriodicon.Ifthetimesheethasnotyetbeenapproved,theRecalliconappearswiththefunctionicons.

2. ClicktheRecallbutton.

Adialogwindowappears,promptingyoutoconfirmyourdecision.

3. ClickOKtodisplaythetimesheet.4. Updatetheinformationrecordedinthetimesheet,thenSaveandresubmitthetimesheet.

Lesson6:MyCalendar

Lesson6: MyCalendar

TheMyCalendarwindowdisplayseventssuchastimeoff,pendingtimeoff,schedules,unavailability,andholidays.CalendaritemswhichappearontheCalendarwindowarecalledcalendarcategories.Toseethecalendarcategoriesandtherespectivecolorcoding,hoveryourmousepointerovertheLegendlabel.

Basedonyourcompany’sconfiguration,someofyourcalendarcategoriesareintegratedfromotherareasofEmpCenterandwillnotbeeditablefromMyCalendar.Theseitemsareviewableonthecalendartoprovideamorecompleteaccountingofyourtime.

Buttonsresideatthetoprightcornerofthecalendar.

Figure17:ButtonsfromMyCalendarscreen

ThefollowingtabledescribestheMyCalendarbuttons:

Table3:CalendarButtonsandTheirFunctions

Button Description

Printsthecalendarforthemonthyouareviewing.

ThePreviousandNexticonstakesyoutothepreviousorfollowingmonth.

Navigatetothecurrentday.

Lesson

UsingMyCalendarTheactionsyoucanperformonMyCalendararefoundontheCalendarSelectionmenu,whichappearswhenyouclickadateonthecalendar.Theactionsavailableonthismenudependonyourcompany'sconfiguration.

Lesson7:RequestingTime-O

Lesson7: RequestingTime-OffYoucansubmittimeoffrequests,trackthestatusofyourrequests,andviewthehistoryofpastrequestsusingtheMyTimeOfffunction.Whenemployeesrequesttime-off,ane-mailissenttonotifythemanagerthatarequestwasmade.

1. Fromthedashboard,selectSchedules>MyTimeOff.TheRequestListwindowappears.

2. SelectCreateNewRequest.TheCreateTimeOffRequestwindowappears.

3. ChoosethetypeoftimeofffromthePayCodedrop-downlist.

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4. EnterthedayonwhichyouwanttobeginyourtimeoffintheStartDatefield,orclicktheCalendariconontherightofthedatefieldtodisplayacalendarfromwhichyoucanchoosethedate.EnsurethattheStartDateistoday’sdateorlater.

5. EnterthedayonwhichyouwanttoendyourtimeoffintheEndDatefield,orusetheCalendaricon.

6. Ifnecessary,enteranotetoaccompanyyourrequestintheCommentsfield.7. SelectNexttodisplaythedetailsofyourtimeoffrequest.

TheRequestDetailswindowappears.Thehoursrequestdefaultstothescheduledhoursforthatday.YoucanmodifythehoursrequestedandalsoselectanotherpaycodefromthePayCodecolumn.

8. ClicktheInserticonintheActionfieldofarowtoaddanotherrowforthatday,selectthePaycodeandenterthehoursforthattype.Remembertoadjusttheotherhoursforthatdayaccordingly,ifnecessary.

9. Ifexceptionspreventyoufromsubmittingtherequest,dooneofthefollowing:

• ClicktheBackbuttontoreturntothepreviouswindowandmakeadifferentselection,or

• ReducethehoursselectedbytheclickingtheDeleteiconintheActionfieldofarowtoremovethehoursfromthatrow,andthenclicktheUpdatebutton.

10. Ifnoexceptionspreventyoufromsubmittingtherequest,clicktheSubmitbuttontosubmityourrequest.Youarenotifiedofasuccessfulsubmission.

ClickOK.YouarereturnedtotheRequestListwindow.YournewrequestappearsintheRequestListwindowasPending.Arequestemailissenttoyourmanger.

Figure18:RequestListwindowconfirmingsubmittedrequest

WhenyourmanagerapprovestheTime-OffRequest,therequestedtimepoststoyourtimesheetastimeoff.Youreceiveanemailmessagewhenyourmangerapprovesorrejectsyourrequest.

RequestingTimeOffwithMyCalendarActionsavailableontheCalendarSelectionmenuvarybasedonyourcompany’sconfiguration.

YoumayfinditconvenienttorequesttimeofffromMyCalendarbecauseyouareabletoviewallyourcalendaritemsforthemonth.

Approvedtimeoffandpendingtimeoffrequestscanbedisplayedonthecalendarbasedonyourcompany’sconfiguration.PendingtimeoffrequestswilldisplayinonecolorwithadescriptionofPendingTimeOffandapprovedtimeoffwilldisplayinadifferentcolorwithadescriptionofTimeOff.

PendingtimeoffrequestscannotbecancelledfromMyCalendar.Basedonyourcompany’sconfiguration,youmaybebeabletocanceltimeoffrequestsfromtheTimeOffRequestwindow.Formoreinformationoncancelingatimeoffrequest,seeCancelingaTimeOffRequest.

TorequesttimeofffromMyCalendar

1. SelectMyCalendarfromtheSchedulesareaoftheDashboard.2. Clickadateonthecalendar.

• Toselectasingleday,clickanyonedate.

Lesson

stingTime-Off

• Toselectmultipledaysclickontheinitialdate,dragyourmouseacrossmultipledates.

3. ClickRequestTimeOfffromtheCalendarSelectiondrop-downmenu.Awindowappearswhereyoucanspecifythetypeanddatesofyourrequest.

Figure19:MyCalendardrop-down

4. Completethefollowingfields:

• PayCode:Selectthetypeoftimeofffromthedrop-downlist.• Dates:Enterthebeginningandenddatesforyourtimeoff,orclickthecalendarto

displayacalendarfromwhichyoucanchoosethedates.• Comments:Enteranydetailstoyourmanagerabouttherequest.

5. ClickNext.Awindowappearsthatdisplaysdetailsaboutyourrequest,includingthedateandhoursrequested.Iftherequestusesatime-offbank,thewindowdisplaysremainingbankbalancesand,ifnecessary,anypotentialexceptionsassociatedwiththerequest.

6. Dependingonyourconfiguration,youmightneedtocompleteeitherofthefollowing:

• InTimeandOutTime:Enterthetimeforyourrequest.Whenastartorendtimeoccursonanadjacentday(e.g.,theeveningbeforeorthemorningafter),presstheplus(+)keytospecifythenextdayandtheminus(-)keytospecifythepreviousday.

• …Or…• Hours:Entertheelapsedhours.

7. Reviewand,ifnecessary,makeanyofthefollowingedits:

• ClickthegreenplusintheActioncolumntoselecthoursfrommorethanonetimebankforthesameday.Selectthebank’spaycodeandenterthehours.

• ClicktheredXtoremovearow.Ifthereismorethanonerowforthatday,therowitselfwillberemoved.

• Iftherowisabeginningorendingrow,thehourswillberemoved,andasubsequentclickwillremovetherow.

8. ClickUpdate.Thewindowliststhehoursyourequestedandyouradjustedbankbalances.9. ClickSubmittosendyourrequesttoyourmanager.Aconfirmationmessageappears.10. ClickOK.YourpendingtimeoffrequestimmediatelyappearsontheMyCalendarwindow.

E-mailNotificationE-mailmessagesaresenttothefollowingrecipientswhentimeoffrequestsaresubmitted.Thefollowingtableshowswhentheeventtriggeringthee-mail,therecipients,andthecontentofthemessage.

Table4:EmailNotifications,TriggeringEventsandRecipients

MESSAGESUBJECT DAYANDTIMETOSENDEMAIL

RECIPIENT(S) MESSAGE

TimeOffRequest–Pending

Submissionoftimeoffrequest

ManagerandDelegates

“EmployeeName”hasrequestedtimeoff.Pleasereview.

TimeOffRequest–Approved

Approvaloftimeoffrequest

Employee Yourtimeoffrequesthasbeenapproved.

TimeOffRequest–Rejected

Rejectionoftimeoffrequest

Employee Yourtimeoffrequesthasbeenrejected.

TimeOffRequest–Cancelled

Submissionoftimeoffrequest

ManagerandDelegates

“EmployeeName”hascancelledhisorherrequestfortimeoff.

CancelingaTimeOffRequestYoucancancelatimeoffrequestbeforeorafterithasbeenapproved.

1. GotoSchedules>MyTimeOff.2. SelecttheCurrenttab.3. Selecttherespectivetimeoffrequest.

TheView/CancelTimeOffRequestwindowappearslistingthedetailsandhistoryoftherequest.

4. ClickCancelRequestbuttontowithdrawyourrequest.

Lesson

stingTime-Off

TheReasonforCancellationwindowappears.Enteryourreasonforcancellation,ifnecessary.

5. SelectCancelRequest.

TheMyTimeOffwindowappearsagain,showingthestatusoftherequestascancelled.

Figure20:SampleMyTimeOffwindowwithCancelledRequest

Anemailmessageissentoutwhenatimeoffrequestiscancelled.

Introduction

Lesson8: GeneratingReportsEmpCentersupportsreportgenerationforemployeesandmanagers.Employeescanaccessgeneralreportstoviewtimesheetinformationforacertainperiod,rolesdelegatedtothem,timespentbyproject,orcommentsontimesheets.

1. Togenerateareport:fromthedashboard,clickReports>ViewGeneralReports.

Alistofreportcategoriesappears.

2. Dooneofthefollowing:

• Selectareportcategorytodisplaytherespectivereportsor

• Searchforthereport.

• EnterthenameorpartofthenameofthereportintheSearchfield.

ReportswiththesearchcriteriaintheirnameappearintheSearchResultspaneasyoutype.

Introd

3. Clickthenameofthereportyouwanttogenerate.Asecondpaneappears,allowingyoutospecifyreportcriteria.

4. Completetherespectivefields.5. Selectyourpreferredoutputformat:

• Exceltoview/printthereportasaMicrosoftExcelspreadsheet.• HTML(thedefault)toviewthereportinthebrowserwindowasawebpage.• PDFtoview/printthereportinAdobeAcrobatPDFformat.

AdobeAcrobatReaderisrequiredtoviewthisformat.TheReaderisavailableat:http://get.adobe.com/reader/.

6. ClickSubmittogeneratethereport.

ThefollowingfigureshowsasamplereportinPDFformat.

Introduction

ReportFavoritesReportfavoritesgiveyouquickaccesstofrequentlyrunreportsbylettingyoustorethosereportsinatop-levelfolder.Youhavetheabilitytospecifyandstoreyourownreportfavorites.

CreatingaReportFavorite1. Fromthedashboard,selectViewGeneralReports.2. TheReportwindowappears.3. Navigatetoandselectthereportyouwanttodesignateasafavorite.4. ClicktheFavoritesicon(thestar).Thestarcolorchangestoyellow.

ThereportnowappearsintheFavoritesfolder.

Figure21:SampleReportwindowwithFavoriteshighlighted

RemovingaReportFavorite1. Toremoveareportfavorite,highlightthereportnametoberemoved.2. ClickontheFavoritesicon.3. ThereportisremovedfromtheFavoritesfolderandthestariconturnsgray.

ndixA:Fun

ctionHo

AppendixA:FunctionHotkeysManyofthefunctionsandcommandsusedintheEmpCenterwebinterfacecanbeperformedorexecutedusingahotkey,acombinationofkeystrokes.Thehotkeysavailableforaparticularscreencanvarydependinguponthenatureofthetasksbeingperformed,andhotkeysforspecificfunctionscanalsovaryondifferentscreens.

Aconfigurationoptioncontrolsthehotkeysforcopyingandpastingentriesontimesheetsforarow,day,orweekaswellasduplicatingarow.

AlthoughthedefaultdescriptionsofthehotkeysalwaysappearintheHotkeysdialog,attemptingtoexecuteactionswithdisabledhotkeyshasnoeffectonthetimesheet.

Todisplayhotkeysforatimeentrywindow,pressCtrl+Shift+H.Thefollowinghotkeysareavailablefromwithineachscreen:

Table5:StandardTasksandHotkeysfromTimeEntrywindow

Tasks Hotkey

Savetimesheet Ctrl+Shift+S

Submittimesheet Ctrl+Shift+B

RecalculateandreloadtheTimeEntryWindow Ctrl+Shift+R

Insertarowafterthecurrentlyselectedrow Ctrl+Shift+I

Cutarowandplacetherowontheclipboard Ctrl+Shift+X

Copyarowtotheclipboard Ctrl+Shift+C

Pastearowfromtheclipboard Ctrl+Shift+V

Deletearow Ctrl+Shift+D

Insertacopyofthecurrentlyselectedrowimmediatelybelowthatrow Ctrl+Shift+U

Usehigh-contrastcolorsforalternatingrowsontimesheetandschedule Ctrl+Shift+~

(Tableviewonly)Opensandclosesthedetailssectionforatimeslice Shift+Enter

Entertimeforthepreviousday.ThishotkeyworksonlywhencursorisinanIn/Outfield

Entertimeforthenextday.ThisworksonlywhenthecursorisinanIn/Outfield

AppendixA:FunctionHotkeys

Table6:StandardTimeEntrywindowFunctionsandHotkeys

Function Hotkey

SwitchtoDayView Ctrl+Shift+Y

SwitchtoListView Ctrl+Shift+L

SwitchtoTableView Ctrl+Shift+T

Displayeachtab’snumber Ctrl+Shiftforonesecond

Displayatabbasedonthetab’snumber Ctrl+Shift+n,(wheren=1–9)

Movethecursortothefirstdetailfieldfortheselectedrow.

Ifinadetailfield,returnthecursortotheselectedrow

Ctrl+Shift+Enter…or…

Shift+Enter

Movethecursoronecellforward(right)inarow,wrappingtothebeginningofthenextrowwhentheendisreached

Ctrl+Shift+rightarrowkey

Movethecursoronecellleftinarow Ctrl+Shift+leftarrowkey

Movethecursoronecelldowninacolumn,wrappingtothetopofthenextcolumnwhentheendisreached

Ctrl+Shift+downarrowkey

Movethecursoronecellupinacolumn,wrappingtothebottomofthepreviouscolumnwhentheendisreached

Ctrl+Shift+uparrowkey

ndixA:Fun

ctionHo

EditingHotkeysMosthotkeyshortcutscanbeeditedordisabled.

1. Inatimeentrywindow,pressCtrl+Shift+H.Alistofhotkeysappears.

Figure22:SampleofHotkeylist

2. SelecttheShortcutfieldofthehotkeytoedit.

Hotkeyswithadarkgraybackgroundcannotbeedited.

3. Pressthenewkeycombination.4. PresstheEnterkey.

Ifyoupressakeycombinationalreadyinuse,anerrormessageappears.Tocorrectthat,dooneofthefollowing:

PressDeleteandenteranewhotkeycombination.

PressEsctodiscardyourchangesandusetheoriginalhotkeycombination.

AppendixA:FunctionHotkeys

5. IfyoupressakeycombinationwhichdoesnotincludeboththeCtrlandShiftkeys,awarningmessageappears.KeycombinationsthatdonotincludeCtrlandShiftmayoverrideexistinghotkeysforyourWebbrowser.Youcaneitherchoosetosavethekeycombination,deleteit,ordiscardyourchanges.

DisablingHotkeys1. Inatimeentrywindow,pressCtrl+Shift+H.Alistofhotkeysappears.

TheShowHotkeyshotkeycannotbedisabled.

2. SelecttheShortcutfieldofthehotkeytodisablefromthelistandpresstheDeletekey.

Hotkeyswithadarkgraybackgroundcannotbedisabled.

3. When(notset)appearsinthecell,presstheEnterkey.

Glossary

GlossaryAccrual The accumulation of earned time off.

Assignment The record that contains information about an employee’s job. An employee can have more than one assignment.

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.

Cross-Period Exception A cross-period exception occurs when recorded or scheduled work in a period causes an exception with an employee’s scheduled work in a future period.

Dashboard A task-based navigation system in the main area of your EmpCenter window.

Day View One of three time sheet formats for displaying time and attendance information for a single day. This view differs considerably from the other views which display information for an entire pay period.

Details Tab The Detail tab lets you enter additional information in your time sheet pertaining to a specific time entry.

Dynamic Changeable (versus 'static' or unchanging). Exception A conflict noted between your time and attendance information and the rules by which your time sheet 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 time sheet can be successfully submitted. Exception Time Entry The state in which employees enter time only when it differs from scheduled time.

Glossary

Favorites An alias, or nickname, that can be created and used to reference a common task or project on the Table view of your time sheet. Favorite Set A group of Favorites that can be enabled for a time sheet. General Rights Personal rights available to users. Hotkey 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 three time sheet 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 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 manager for one group and an administrator for another group.

Schedule A set of day and time entries which defines when employees are expected to report to work. @@An administrator can create schedule templates, which can be used by a manager to create schedules. The manager then assigns the schedule to one or more employees. In some cases, the schedule is simply used by the employee as a reference; however, other cases, the schedule is used to automatically fill in the entries on a time sheet.

Table View One of three time sheet 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.

Glossary

Time Sheet The form used to record and submit your time and attendance information.

Web Browser A special program that allows you to view web pages. Internet Explorer and Firefox are the most commonly used web browsers.

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