Enhanced Time & Attendance for Managers - Learning …B6857CF5-9810-4EC3-B61D... · enhanced time & attendance for managers handout manual copyright 2014 adp, inc. v01131472257et7

V01131472257ET7

Copyright © 2014 ADP, Inc.

Enhanced Time & Attendancefor ManagersHandout Manual

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ENHANCED TIME & ATTENDANCE FOR MANAGERS PREFACE

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Contents

Course Introduction Navigating Live Meeting ............................................................................................................. 1 Course Purpose ............................................................................................................................ 2 Course Agenda ............................................................................................................................. 2 Materials Overview ...................................................................................................................... 2 Implementation Questions ........................................................................................................... 2

Introducing Enhanced Time & Attendance Overview ...................................................................................................................................... 3 The Time and Attendance Process ............................................................................................... 3 The Punch-In to Paycheck Process .............................................................................................. 4 Explore: Using Workspaces ......................................................................................................... 6 Explore: Navigating Your Workspaces ....................................................................................... 7

Filtering and Locating Employee Records Overview ...................................................................................................................................... 9 The Filtering and Locating Employee Records Process .............................................................. 9 What Are QuickNavs? ............................................................................................................... 10 Finding an Employee by Using QuickFind Job Aid .................................................................. 10

Applying Basic Timecard Edits Overview .................................................................................................................................... 11 Editing Punches Job Aid ............................................................................................................ 11 Activity: Editing Punches .......................................................................................................... 12 What Are Timecard Exceptions and Errors? ............................................................................. 13 Activity: Resolving an Alert ...................................................................................................... 14 Types of Editing Functions ........................................................................................................ 15 Activity: Adding Pay Codes ...................................................................................................... 16 Activity: Canceling Meal Deductions ........................................................................................ 17 Activity: Editing Labor Account Transfers and Work Rules .................................................... 18 Activity: Editing Punches that Cross the Day Divide ................................................................ 19

Managing Requests and Schedule Maintenance What Is a Schedule? ................................................................................................................... 20 Activity: Creating Daily Schedules ........................................................................................... 21 Activity: Creating Ad Hoc Schedules ........................................................................................ 22 Activity: Requesting Time Off as an Employee ........................................................................ 23 Activity: Responding to a Request for Time Off from Others .................................................. 24


Copyright 2014 ADP, Inc. iv V01131472257ET7

Running Reports Overview .................................................................................................................................... 25 Types of Enhanced Time & Attendance Reports ....................................................................... 25 Types of Employee and Manager/Practitioner Reports ............................................................. 26 Activity: Viewing Manager/Practitioner Reports ...................................................................... 27 Activity: Sending and Printing Reports ..................................................................................... 28

Finalizing Timecards Overview .................................................................................................................................... 29 The Finalizing Timecards Process ............................................................................................. 29 Activity: Entering and Approving Timecards as an Employee ................................................. 30 Activity: Approving a Timecard as a Manager .......................................................................... 31

Course Closing Course Objectives ...................................................................................................................... 32 Continuing Education Credits .................................................................................................... 32 Training Evaluation ................................................................................................................... 33


Copyright 2013 ADP, Inc. v V01131472257ET7

Estimated Time

Topic Duration

Course Introduction 5 minutes

Introducing Enhanced Time & Attendance 10 minutes

Filtering and Locating Employee Records 10 minutes

Applying Basic Timecard Edits 25 minutes

Managing Requests and Schedule Maintenance 35 minutes

Running Reports 15 minutes

Finalizing Timecards 15 minutes

Course Closing 5 minutes

Total 2 hours

ENHANCED TIME & ATTENDANCE FOR MANAGERS HANDOUT MANUAL

Copyright 2014 ADP, Inc. 1 V01131472257ET7

Course Introduction

Navigating Live Meeting



Course Purpose This course prepares you to use Enhanced Time & Attendance to edit timecards, to resolve timecard exceptions, to assign employees to schedules, to run reports, and to finalize timecards.

Course Agenda Introducing Enhanced Time & Attendance

Filtering and Locating Employee Records

Applying Basic Timecard Edits

Managing Requests and Schedule Maintenance

Running Reports

Finalizing Timecards

Materials Overview Use the job aids in this handout manual when you return to your job.

Implementation Questions Use the following table to list any follow-up items that you may need to discuss with your implementation consultant (IC)/implementation specialist (IS):

Questions for my IC/IS:



Introducing Enhanced Time & Attendance

Overview Enhanced Time & Attendance is a comprehensive, Web-based, time-and-labor-management solution. It consolidates all time and labor information into a single, centralized database.

The Time and Attendance Process

Overview During the time and attendance process, Enhanced Time & Attendance works seamlessly with various time entry and human resource and payroll applications to help you easily manage your time and labor tasks.

Stages and Descriptions The following table describes the stages of the time and attendance process:

Stage Description

1 Time entry Employees enter their time using a time clock, a telephone, or an Internet browser. The information is stored in the Enhanced Time & Attendance database.

2 Enhanced Time & Attendance

Information is transmitted electronically to Enhanced Time & Attendance, which applies company-defined rules and work policies to the data. You use Enhanced Time & Attendance for:

Timecard editing and approval

Reporting

Scheduling

Transmitting time and labor data to payroll

3 HR/Payroll HR/Payroll:

Applies federal, state, and local tax deductions

Enables you to generate and verify pay statements

Sends employee data to Enhanced Time & Attendance to update existing information (for example, accrual balances) or to add new employee records

Time Entry Methods and Descriptions Four types of time entry methods are available in Enhanced Time & Attendance:

Time Entry Method Description

Time stamp Used for employees who punch in and out using a PC or time clock but cannot change time stamps

Hourly view Used for employees who enter their shift start times (in punch), stop times (out punch), meal breaks, and other nonworked times

Time stamp/hourly view Used for employees who can use either the time stamp method or the hourly view method

Project view method Used for employees who record their total worked hours on a daily basis



The Punch-In to Paycheck Process

Overview Enhanced Time & Attendance simplifies the job of collecting your employees’ time and attendance information and moving it quickly and accurately through the payroll process.

Stages and Descriptions The following table describes the stages of the punch-in to paycheck process:

Stage Description

1 Employees enter their time data in Enhanced Time & Attendance.

2 The supervisor or manager, working online, reviews and edits time information and generates reports. Managers can also approve time online, if your company is set up for this feature.

3 The administrator or practitioner signs off on each timecard (so no further entries can be made), adjusts the payroll as necessary, closes the pay period, and creates and exports the paydata and punch detail files.

4 The administrator or practitioner imports these files into the ADP payroll solution and submits the payroll to ADP.

5 ADP processes the payroll.

6 The administrator or practitioner receives and verifies paychecks from ADP and starts a new payroll cycle.



Roles and Descriptions The following table describes the tasks for the employee, manager, and Payroll practitioner roles in the punch-in to paycheck process:

Role Description

Employee Enters own timecard data (if applicable)

Approves own timecard

Views own time detail, schedule, and accrual information using reports

Enters own password change (if applicable)

Manager Resolves all alerts and corrects timecards

Modifies employee schedules (if applicable)

Creates schedules in an instant (if applicable)

Approves employee timecards (if applicable)

Generates reports

Payroll practitioner Creates schedules (if applicable)

Applies on-going schedules to employees

Edits employee timecards

Maintains employee information

Signs off on all timecards

Generates reports

Prepares Time & Attendance data for payroll processing*

Submits payroll to ADP and verifies payroll when received

*Note: If your company has a Time & Attendance practitioner, he or she would perform this task.



Explore: Using Workspaces

Overview The Navigator workspaces provide access to your Enhanced Time & Attendance data by helping you quickly and efficiently navigate to your most frequent tasks.

Types and Descriptions The following table describes commonly used workspaces. You may or may not have access to all of the workspaces. Security configuration determines access to the workspaces, fields, and functions that users can view.

Type Description

Manage Timecards Provides a quick view and easy access to the tasks that a manager uses that are necessary to manage the workforce on a daily basis

My Information Provides employees with access to their timecard information using the appropriate time-entry method as well as the ability to view accrual information or change passwords here (if applicable)

Manage Requests and Schedule Setup Provides the ability to create, view, and edit schedules as well as review and respond to time-off requests



Explore: Navigating Your Workspaces

Overview The following illustration displays the top portion of the Manage Timecards workspace.

Elements and Descriptions

Element Description

Alerts Provides a quick view of the type and number of tasks that you need to address, such as timecard exceptions or errors or time-off requests

Exceptions alert Notifies you of all missed timecard punches and off schedules for the current period

Requests from Others alert

Notifies you of any employee requests for time off or any requests from managers to delegate their time and attendance responsibilities while they are away from work

My Requests alert (if applicable)

Notifies you when your manager has responded to your time-off request

Workspaces carousel Displays all workspaces that are available to you

QuickNavs Provides quick navigation to view frequently needed information and to generate immediate inquiries

Manager Links Provide easy access to employee data and related data; links include QuickFind

Search (magnifying glass) icon

Provides the ability to search across data and to return a list of employees based upon that data

Enlarge button Maximizes or minimizes the widget workspace

Related Items Includes additional widgets and QuickNavs



Overview The following illustration displays the bottom portion of the Manage Timecards workspace.

Elements and Descriptions

Element Description

Widgets Complete specific tasks with these self-contained views into your labor force.

Show field Select the records to appear in your QuickNav. This action is also called a hyperfind query.

Time Period field Select to refine the time period that you are viewing. Time periods include the current pay period, the previous pay period, a specific date, or a range of dates from the past or future.

Menu bar You can select the bolded menus. The most commonly used menus are Timecard and Reports.

Refresh button Click to refresh the page without saving an entry. A Refresh button is also available at the top of each page’s tabs and to the left of the Alert icons.

Action field Select actions to select all employees, approve or remove an approval, send an email message, or export a file in Excel or CSV format.

Related Items Access additional widgets and QuickNavs in Related Items.

Active widget The widget in the center workspace is the active one.

Additional Resources For more information about navigation, refer to the ADP Time & Attendance Manager Tasks learning bytes that were downloaded from ADP or the Navigator Quick Reference card that came with your installation.



Filtering and Locating Employee Records

Overview You can use Enhanced Time & Attendance to filter and to locate records as your business requires using the Show field and Time Period field within a QuickNav.

The Filtering and Locating Employee Records Process The following table describes the stages to filter and to locate employee records:

Stage Description

1. Select a QuickNav. Select the QuickNav that provides you with the view of your labor force that you need at a glance.

2. Select what to show (hyperfind queries).

Filter employee records so only those records that you want are displayed. The Show text that is displayed provides information about the query.

3. Select a time period. Select the time period that you want to include in your report.



What Are QuickNavs?

Overview QuickNavs enable immediate access to frequently needed information and let managers generate inquiries on the spot. During system implementation, your company identified the QuickNavs most useful for your time and attendance tasks. Some QuickNavs may be customized to meet your business needs.

Example You want to determine which employees are on the premises and work in a specific department. You go to the On-Premise Check QuickNav and select the department using the appropriate hyperfind query in the Show field. A list of all employees who are scheduled to begin a shift is displayed.

QuickNavs and Descriptions The following table describes some of the predefined QuickNavs:

QuickNav Name Description

Reconcile Timecards Displays exceptions appearing on individual timecards so you can address them

On-Premise Check Displays on-premise employees and any unscheduled absences; helpful at the beginning of a shift

Check Overtime Displays employees who have started earning overtime

Hours by Labor Account Links you to the report writer where you can create the Hours by Labor Account report for the pay period. You can also run other reports.

Group Edit Results Displays the results of any edit that you have made to a group of employees

Hours Summary Displays a summary of pay code types and totals by employee

QuickFind Displays all employees for whom a manager has viewing access rights

Shift Start Displays all employees who are scheduled to begin a shift

Shift Close Displays all employees who are scheduled to end a shift, who are still on the premises, and who clocked in early or late

Pay Period Close Displays employees with approved timecards, missed punches, or unexcused absences and each employee’s worked and total hours

Payroll Close Displays the total number of employee timecards that are pending signoff and approval. Timecards are listed in order of labor account.

Finding an Employee by Using QuickFind Job Aid

Instructions

Step Action

1 Under Manager Links, click QuickFind.

2 In the Name or ID field, enter data and click Find.



Applying Basic Timecard Edits

Overview You apply basic timecard edits on the Timecard page.

You can apply several types of edits to employee timecards, including adding a punch, changing a punch time or time zone, overriding a punch, or canceling automatic deductions. Managers can also delete punches.

While managers use the Timecard page to view and edit transactions, Payroll practitioners use it to make timecard edits that managers may not have rights to perform.

Editing Punches Job Aid

Scenario Kenneth Johnson’s timecard was flagged as having exceptions on Thursday and Friday because he did not clock in. You have learned that he was off site, and he could not clock in on those days. You will enter the correct punches for him as 9 a.m. in and 6 p.m. out.

Instructions

Step Action

1 In the QuickNav, highlight the row with the employee that you wish to select.

2 Click Timecard.

3 Click the field that requires the edit.

4

IF you want to: THEN:

Add or change a punch Enter the correct information

Delete a punch Press Delete

5 Click Save.

You must save your edit before you navigate away from the current page.

Important Information

The color of the page title Timecard in the upper-left corner of the page changes from orange to blue when you save changes. The text underneath the page title changes to Last Saved with the date and time.

A red flag indicates that the totals do not match the entries on the timecard. When you save the timecard and total the new entries, the flag is cleared.



Activity: Editing Punches

Scenario Samuel Barbato worked 8 a.m. to 5 p.m. on Monday. He normally works 9 a.m. to 6 p.m. On Tuesday, he had approval to come in at 11 a.m. due to an activity at his child’s school. He did not provide an out time. You need to add comments, delete the existing out time, and adjust his timecard accordingly.

Instructions Starting Point: Workspaces > Manage Timecards > Reconcile Timecards

Step Action

1 Highlight the row for Samuel Barbato and click Timecard.

2 In the Time Period field, select Current Pay Period.

3 In the first row for Monday, in the In field, enter 8.

4 In the Out field, enter 5p.

5 In the first row for Tuesday, in the In field, enter 11.

6 Click Comments.

7 Select Approved.

8 Press Ctrl and select School.

9 Click OK.

10 In the Out field, press Delete.

11 Click Save.


When you add a comment to a system-generated punch, the punch becomes a real punch. Adding a comment is the same as editing the punch.

Employees who can log on will see any comments that you enter.

You must have an entry to add a comment or a note. You can enter a pay code and zero hours, and then add a comment or attach a note to the entry.

Best Practices

You can associate more than one comment with a punch by selecting the first comment, pressing Ctrl, and then selecting another comment.

You can delete comments from the Comments tab.



What Are Timecard Exceptions and Errors?

Overview Timecard exceptions are unexpected or unusual transactions, such as when employees work outside of their scheduled time frames or days. Some exceptions are triggered by application rules set up during implementation.

An error is generally a missed in or out punch and is indicated by a solid red field and must be corrected before you complete end-of-period tasks.

After employees enter their time data, you may need to edit their timecards to make corrections. Enhanced Time & Attendance displays visual cues on the timecard when you are performing edits.

Indicators and Descriptions

Indicator Description

A red border around a date indicates an unexcused absence for the day. Pointing to the field provides more information.

A blue border around a date indicates an excused absence for the day.

A solid red field indicates an error caused by a missed in or out punch. You must enter the missing punch to ensure that the employee is paid for that period. Pointing to the field provides more information.

A yellow box inside of a field indicates a comment associated with the field contents.

A red border around a time indicates an exception to the time stamp. Pointing to the field provides more information.

A red border around a time indicates an exception associated with the time stamp. A yellow box inside of a field indicates a comment associated with the field contents.

A purple punch indicates that the transaction was system-generated.

A gray field indicates that you cannot edit the transaction.

An (x) before a labor account indicates that the account is not the primary account indicated in the transfer.


Exceptions may be associated with dates, punches, or durations. Your company will work with your ADP implementation consultant to determine which exceptions should be configured in Enhanced Time & Attendance.

Specific information about exceptions, such as “Missed Out-Punch,” “Late,” or “Excused,” is displayed when you point to an exception.



Activity: Resolving an Alert

Overview The exceptions alert notifies you when timecard exceptions occur, such as missed punches or employees who are off schedule. The most critical task that you can perform as a manager is to quickly resolve timecard alerts. By resolving these alerts in the current period, you will have little to no need to directly make changes in the timecard.

Scenario Your alert notification shows that you have exceptions to resolve. You have learned that Samuel Barbato has reported an end time of 8 p.m. on Tuesday. Currently, there is no out time reported. You need to resolve the error for Samuel. Use the current pay period.

Instructions Starting Point: Workspaces > Manage Timecards

Step Action

1 At the top of the Manage Timecards page, click the Exceptions alert.

2 In the Exceptions window, under Missed Punch, select Barbato, Samuel.

3 In the Out field for Tuesday, enter 8p and press Tab.

4 Click Save.

5 To return to Reconcile Timecards, on the Daily Tasks widget, select Pop-Out.

Important Information You can use the Exceptions widget to select a time period and view any exceptions that might be remaining from the previous pay period. Generally, the previous pay period is the pay period that you are currently processing.



Types of Editing Functions

Overview Depending on access privileges, managers can perform certain edits to employee timecards. Informational tabs are located below the timecard to help monitor the edits that are made to employee timecards.

Reasons to Edit a Timecard Correct missing timecard punches, hours, or pay code amounts.

Fix timecard errors and exceptions before proceeding to the next pay period.

Cancel meal deductions.

Transfer time to a different labor account.

Add or delete comments.

Sign off on or approve a timecard.



Activity: Adding Pay Codes

Overview Enhanced Time & Attendance uses pay codes to organize time and money or to account for various types of time exceptions. Your company policy determines how to set up and apply pay codes. For all types of time exceptions, you add pay codes to the timecard in the same manner.

Scenario 1 Samuel Barbato took a sick day on Thursday. You need to erase the punches for that day because you cannot enter a pay code if you already have a punch for the day.

Instructions: Adding Pay Codes to a Daily Hours Timecard Starting Point: Workspaces > Manage Timecards > Reconcile Timecards

Step Action

1 In the Time Period field, select Previous Pay Period and click Apply.

2 Highlight the row for Samuel Barbato and click Timecard.

3 To clear the In and Out fields, in the row for Thursday, press Delete in each of those fields.

4 In the Pay Code field, click the down arrow and select Sick.

5 In the Amount field, enter 8 and press Tab.

6 Click Save.

Scenario 2 Gary Walters, who enters total worked hours, took a personal day on Monday.

Instructions: Adding Pay Codes to a Project View Timecard Starting Point: Workspaces > Manage Timecards > Reconcile Timecards

Step Action


2 Highlight the row for Gary WaltersXX and click Timecard.

3 Click the first Monday cell, highlight 8, and press Delete.

4 To insert a new row, in the second column, click the Add (arrow) icon.

5 In the Pay Code field, click the down arrow and select Personal.

6 In the Monday column, enter 8 and press Tab.

7 Click Save.


You can also add pay codes directly from the employee’s schedule. Access the Manage Requests and Schedule Setup workspace. Then, select the employee’s name and select Pay Code > Add.

For more information about adding a pay code, refer to Part 2: Managing Schedules and review Activity: Adding a Pay Code to an Employee.



Activity: Canceling Meal Deductions

Overview You can configure the system to deduct a meal break automatically from an employee's time worked. The pay rule that was assigned to the employee determines the amount of time deducted.

You must add a break back to the total hours worked when an employee works through a meal break or does not take one. You add the break by placing a check mark in the No Meal field.

The No Meal option applies only to the current shift. If employees work multiple shifts in a day, you must select this option each time it applies to other shifts worked.

Scenario While Kevin French has eight hours total for Thursday, he worked through his meal break. You need to add the break back to the total hours worked by canceling his meal deduction.


Step Action


2 Highlight the row for Kevin French and click Timecard.

3 In the row for Thursday, select No Meal.

4 Click Save.

Important Information To reverse a canceled meal deduction, clear No Meal.



Activity: Editing Labor Account Transfers and Work Rules

Overview Employees can transfer to another department or job. A labor account represents the department or job in which the employee worked. Managers complete labor account transfers for employees who did not enter the transfer or did not enter it correctly.

If applicable, managers can also complete work rule transfers. A work rule transfer associates the appropriate payroll rules with the worked time.

Scenario On the first Saturday of the month, Kenneth Johnson was called in and started work at 9 a.m. in his primary account as a registered nurse (RN) in the operating room. At 11 a.m., he transferred to the Pediatrics unit as an RN. He then worked in the Pediatrics unit until the end of his shift. Because Kenneth worked on-call, he must receive the work rule of on-call.


Step Action


2 Highlight the row for Kenneth JohnsonXX and click Timecard.

3 On the first Saturday, in the In field, enter 9 and leave the Out field blank.

4 Click Add Row.

5 In the In field, enter 11.

6 In the same row, in the Transfer field, click the search (magnifying glass) icon.

Result: You see your list of recent transfers. You can select any transfer that you previously used for another employee, or you can create a new transfer.

7 Select Search.

8 In the Department field, click the down arrow and select Department 315, Pediatrics.

9 Click OK.

10 In the Work Rules field, click the down arrow and select On-Call.

11 In the Out field, enter 6p.

12 Click Save.

Result: Enhanced Time & Attendance generates a second punch. System-generated punches appear in purple. The labor account code is displayed in the Transfer field and the Out field is automatically populated with 11:00 a.m.


Always enter the transfer in the In field. After you save the entry, the system supplies the Out field punch for that transfer event.

Anytime you enter a labor account transfer, you must add a row under the one that you are currently editing to continue your entries.

If you enter a labor account transfer for a shift that has two or more consecutive transfers, the first out punch will be automatically generated and cannot be edited.



Activity: Editing Punches that Cross the Day Divide

Overview Not all shifts begin and end on the same day. When an employee works a shift that crosses the day divide, typically at midnight, Enhanced Time & Attendance follows certain rules about where to place punches on the employee's timecard.

Rules Enhanced Time & Attendance can be set up to apply worked hours to the day:

On which the shift starts or ends

On which the hours are worked

With the majority of hours

Scenario Chris Pringle and Susan Montgomery both worked from 11 p.m. to 7:30 a.m. This shift crossed the day divide.


Step Action


2 Click Susan Montgomery.

3 Press Ctrl and click Chris PringleXX.

4 Click Timecard.

5 In the row for Saturday, in the In field, enter 11p.

6 In the row for Saturday, in the Out field, enter 730 and click Save.

Result: The 7.5 hours for the entire shift are applied to Saturday even though most of the hours were actually worked Sunday morning.

7 To view Chris Pringle's timecard, to the right of the Employee ID field, click the right arrow .

8 In the row for Monday, in the In field, enter 11p.

9 In the row for Monday, in the Out field, enter 730 and click Save.

Result: The hours worked are applied across the day divide.

Important Information If you add time to an In field or an Out field, the system recognizes the punch as either an in punch or an out punch. For example, if you have an 11 p.m. in punch for Monday and you need to add an out punch for 7:30 a.m. on Tuesday morning, enter the 7:30 a.m. out punch on the Monday row in the Out field.

If a punch is entered for a time that falls in the middle of an existing shift, the system assigns the punch to the next day.



Managing Requests and Schedule Maintenance

What Is a Schedule? In Enhanced Time & Attendance, a schedule is a series of shifts with start and end times that occur over a period of time. A schedule indicates the hours that an employee is expected to work on any given day. Your practitioner will create all predefined shift templates and assign them to employees. You can modify an employee’s shift as needed.

Schedule Types and Descriptions The following table describes the three types of schedules:

Type Maintained By Description Example

Ad hoc Manager or practitioner

Use to meet temporary and immediate scheduling needs to account correctly for an employee’s time.

John Morton will cover a 4-hour shift for a sick employee. On Tuesday, he will work 7 p.m. to 11 a.m. instead of his normal early shift. His manager will enter John’s new in and out times in the appropriate cells on his schedule.

Daily Manager or practitioner

Use to create an employee’s schedule for a specific day.

Kenneth Johnson will work on Monday from 1 p.m. to 10 p.m. His manager will enter the 1 p.m. to 10 p.m. shift for this Monday only.

Recurring practitioner Use to assign a pattern that repeats for multiple days.

Jane Nitta will work from 9 a.m. to 5 p.m. on Monday through Thursday. Using a predefined shift template, her manager will assign to her the ongoing 9 a.m. to 5 p.m. schedule.

Schedule Tasks and Roles The following table describes whether the manager or the practitioner can perform a specific scheduling task:

Task Manager Practitioner

Create and assign ad hoc schedules.

Create a schedule for the day.

Create recurring schedules.

Assign recurring schedules.



Activity: Creating Daily Schedules

Overview You can use the Manage Requests and Schedule Maintenance workspace to add a daily or an ad hoc shift, to add pay codes, or to edit and to view your employees’ schedules. You can also make these changes directly in an employee timecard and use this view to look at other employees’ schedules at the same time. You can add comments to any shift as necessary.

Scenario Eileen Godfrey will cover a shift for Eugene Nunn from 9 a.m. to 6 p.m. next Wednesday. Add the shift for Eileen and delete the shift for Eugene.

Instructions Starting Point: Workspaces > Manage Requests and Schedule Maintenance

Step Action

1 To enlarge the Schedule Maintenance window, click the Maximize button.

2 Highlight Eileen Godfrey and click the right arrow.

3 Click Add Shift.

4 In the Label field, enter 9a-6p.

5 Select the date for next Monday.

6 In the Start Time field, enter 9a.

7 In the End Time field, enter 6p.

8 Click Add.

9 To delete the shift, click the Delete button.

10 On Eugene Nunn’s shift schedule for next Wednesday, click 9 a.m. - 6 p.m.

11 Click Save.



Activity: Creating Ad Hoc Schedules

Overview You can also use the Manage Requests and Schedule Maintenance workspace to meet temporary scheduling needs in an instant to correctly account for employees’ time. Similar to a timecard, you can include pay codes in an ad hoc schedule.

Scenario Kenneth Johnson will work from 9:00 a.m. to 2:00 p.m. on Wednesday. He will then receive bereavement pay while attending a funeral from 2:00 p.m. to 6:00 p.m.


Step Action

1 Highlight Kenneth Johnson’s shift and drag the end time from 6pm to 2pm.

2 Highlight Kenneth Johnson and click the right arrow.

3 Click Pay Code.

4 Select the date for next Wednesday.

5 In the Pay Code field, select Bereavement.

6 In the Amount field, enter 4.

7 In the Start Time field, enter 2p.

8 Click Add.



Activity: Requesting Time Off as an Employee

Overview When an employee submits a request, such as for time off or for a manager delegation, you receive a Requests from Others alert. You can review the request and compare it to the needs of the department to determine whether the request can be approved. Your company’s configuration determines what other requests are displayed.

Scenario Log on as Alan Riley using arileyXX, and request a vacation day for next Monday. The request will be sent to Alan’s manager Chris Powers for approval. The request will display in Chris’s Requests from Others alert.


Step Action

1 Under Requests Manager, click Request Time Off.

2 In the Type field, select Vacation.

3 In the Start Date and End Date fields, enter the date for next Monday.

4 In the Duration field, select Full Day.

5 Click Submit.

6 Click Sign Out.



Activity: Responding to a Request for Time Off from Others

Overview The manager receives a Requests from Others alert when an employee submits a time-off request.

Scenario Manager Chris Powers receives a Requests from Others alert from Alan Riley, an employee who reports to him. Approve Alan’s time off request.

Instructions

Step Action

1 Log on as cpowersXX.

2 Click the Requests from Others alert.

3 Click Time Off.

4 To view the schedules of others in the department, at the top of the page, click the calendar icon and select the requested start and end dates.

5 To approve the request, click Approve.

6 Click Sign Out.



Running Reports

Overview You can use the Reporting tool to extract information from the Enhanced Time & Attendance database in an easy-to-read format, and then print or send that information as an email attachment to employees and managers.

Types of Enhanced Time & Attendance Reports

Types and Descriptions The following table provides a brief description of the types of Enhanced Time & Attendance reports:

Type Description

Employee Employees who enter time using a Web browser can also access reports about their time detail, schedules, and accruals for a specific time frame and view them on the desktop in HTML format.

Manager/practitioner Based on their access privileges, managers and practitioners can generate and view reports that provide information about employees, groups of employees, and other time and attendance information.


Access rights to employee and manager/practitioner reports are set up in the security user’s report profile.



Types of Employee and Manager/Practitioner Reports

Employee Report Types and Descriptions

The following table provides a brief description of each employee report type:

Report Type Description

Accrual Balances and Projection

Displays an employee’s current balances, projected future takings and debits, projected future earnings or credits, and projected balances

Schedule Displays an employee's schedule data

Time Detail Displays detailed data about employee punches, time periods, and pay code edits

Manager/Practitioner Report Types and Descriptions The following table provides a brief description of some common manager/practitioner report types:

Report Type Description

All Contains all reports available to managers in Enhanced Time & Attendance

Accrual Details Displays types of accrual transactions for each employee

Work Rules Lists the work rules defined

Absent Employee Displays an employee’s excused and unexcused absences through the current day

Hours by Labor Account Displays money, hours, and wages for each labor account

Employee Schedule – Weekly Displays schedules of employees whose home locations are selected

Employee Transactions and Totals

Displays pay code transactions and totals by employee for a selected time period

Exceptions Displays exceptions or comments attached to the start or end of a pay period

Additional Resources At your request, ADP can provide expanded reports.



Activity: Viewing Manager/Practitioner Reports

Scenario You need to run the Time Detail report so you can see all employees who missed punches in the current pay period. You may want to view only the actual punch information and exclude adjustments made to past hours.


Step Action

1 Click Related Items.

2 Click Reports.

3 Select All > Time Detail.

4 In the People field, leave the default of All Home.

5 In the Time Period field, leave the default of Current Pay Period.

6 In the Actual/Adjusted field, leave the default of Show Hours Credited to This Period Only.

7 In the Page Break between Employees field, select Yes.

8 In the Output Format field, leave the default of Adobe Acrobat Document (pdf).

9 Click Run Report.

10 Click Refresh Status until Complete is displayed in the Status column.

11 Click View Report.

12 Click the Close button, the X in the upper-right corner, to close.


Only pay codes configured to display totals are displayed in the list of selectable pay codes within the report options. The Display Totals setting for a pay code is part of your application setup.

If you have previously selected an option in the People field, that filter option will remain active.

The output type can vary based on the options chosen.

The ability to report is tied to security access and options in Enhanced Time & Attendance.



Activity: Sending and Printing Reports

Overview You can send a report as an email attachment or send it to a printer as needed.

Scenario You need to send the Time Detail report to Kenneth Johnson. Keep the same report setup.

Instructions Starting Point: Workspaces > Manage Timecards > Related Items > Reports

Step Action

1 Click Email.

2 Enter [email protected].

3 Click OK.

4 Click Refresh Status until Complete is displayed in the Status column.

Important Information Be cautious when sending reports as email attachments. Reporting information is based on the access rights of the user creating the report, not the user receiving it.



Finalizing Timecards

Overview The process of finalizing timecards consists of timecard approval and sign-off. Typically, only payroll managers or their direct reports approve timecards.

Approval – conducted by employees and then by their managers. The approval prevents the employee from making further edits. Depending on your configuration, an employee can remove the approval to apply an edit if the manager has not yet approved the timecard.

Sign-off – conducted by the Payroll practitioner only. The sign-off prevents any further editing or totaling in the pay period.

The Finalizing Timecards Process

Stages and Descriptions The following table describes the stages required to finalize timecards:

Stage Description

1 Employees and managers complete timecard edits for the pay period.

2 Employees approve their own timecards. Managers approve their employees' approved timecards.

3 Once managers approve the timecards, the practitioner signs off on the timecards and prepares the data for transmission.

Note: Depending on the timecard-approval process adopted by your company, multiple levels of approval may be required.


Approvals prevent further edits to timecard information.

Approvals can include a single day or a range of dates, including future dates.

Only the person who gives approval or someone who has higher security rights can remove that approval.



Activity: Entering and Approving Timecards as an Employee

Overview Authorized employees and managers can access and update their own time and labor information by accessing the My Information workspace. Employees can also save and approve their own timecards.

Scenario Log on as Gary Walters and enter your own timecard information. Your schedule has supplied your daily hours, so you only need to indicate changes. Report vacation time on Monday and Tuesday of the previous pay period.

Instructions: Editing My Timecard Starting Point: Workspaces > My Information

Step Action

1 Log on as gwaltersXX.

2 In the Time Period field, select Previous Pay Period.

3 In the row for the second week, click the Add button.

4 In that same row, in the Pay Code field, click the down arrow and select Vacation.

5 In that same row, in the cell for Monday, select Full Sch. Repeat this step for Tuesday.

6 In the Hours Worked row for the second week, in the cell for Monday, highlight 8:00 and select Delete. Repeat this step for Tuesday.

7 Click Save.

Instructions: Approving My Timecard Starting Point: Workspaces > My Information

Step Action

1 In the Time Period field, leave the default of Previous Pay Period.

2 Click More.

3 Select Approve.

4 Click Log Off.


After you approve your timecard, you can no longer edit it unless you remove the approval.

You can approve any unapproved time period.

Once your manager approves it, the timecard is locked and cannot be edited by you until the approval is removed.



Activity: Approving a Timecard as a Manager

Scenario Your company may require multiple levels of timecard approval. For example, an employee, a supervisor, and a department manager may approve a timecard or a group of timecards, for any time period, one after the other. You can approve timecards from many of the QuickNavs pages. The Pay Period Close QuickNav displays approval data.

Each approval is recorded on the Sign-Offs & Approvals tab. The final sign-off by the practitioner locks the timecard to prevent further edits. Only a practitioner can remove the sign-off to make a change.

Scenario Your company has a manager who approves timecards before the timecards go to the Payroll practitioner for sign-off. Log on as Alan Riley, Gary Walters’s manager, and approve Gary’s timecard.


Step Action

1 Log on as arileyXX.

2 On the Manager Approvals widget, click the gear icon and select Pop-Out.

3 In the Time Period field, select Previous Pay Period and then click Save.

4 Click Next until Approve Timecards is displayed.

5 Select Gary WaltersXX.

6 In the Select an Action field, click the down arrow and select Approve.

7 In response to the message to approve your selection, click Yes.

8 Click Refresh.

Result: The Manager Approval column displays a “1,” indicating that one manager approved the timecard for the previous pay period.

9 To display the approved records first, click the Manager Approval column heading.

10 Click Sign Out.


To remove an approval, in the Select an Action field, select Remove Approval.

Employee approvals are indicated by a check mark in the Employee Approval column in the Approve Timecards QuickNav.

Manager approvals are indicated by a number in the Manager Approval column in the Approve Timecards QuickNav.



Course Closing

Course Objectives

Now that you have completed this course, you are prepared to:

View and edit employee timecards

Modify employee daily schedules

Create ad hoc schedules

Manage requests

Run reports

Finalize timecards

Continuing Education Credits ADP is an approved provider of recertification credit hours (RCHs) by the American Payroll Association (APA) and continuing professional education (CPE) credits by the National Association of State Boards of Accountancy (NASBA), and is an authorized provider by the International Association for Continuing Education and Training (IACET), 1760 Old Meadow Road, Suite 500, McLean, VA 22102. Most ADP courses are eligible for RCHs, CPE credits, and continuing education units (CEUs).

RCHs, CPE credits, and CEUs provide recognition for updating or broadening professional competencies and may be used to maintain certifications such as the Certified Payroll Professional (CPP) and Certified Public Accountant (CPA). Professional organizations establish their own certification procedures, which are subject to change.

Professional organizations often require documentation of class objectives, agenda, and duration, along with a certificate of completion. This information is provided at the end of your handout manual. At your request, your instructor will provide you with a certificate of completion at the end of this class.



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Enhanced Time & Attendance for Managers - Learning …B6857CF5-9810-4EC3-B61D... · enhanced time & attendance for managers handout manual copyright 2014 adp, inc. v01131472257et7