Quick Tips for Teammates

Transcription

1 Quick Tips for Teammates

2 Table of Contents Introduction... 3 MyTmT... 5 Log In to MyTmT... 6 Home Page... 7 My Timecard My Schedule My Time Off My Availability My Edited Punches Swap Shift Log Out of MyTmT The Core Log In to the Core Reject a Punch Edit Change Language Preference Log Out of the Core The Web Clock Launch the Web Clock (Corporate Hourly Teammates Only) Punch In and Out of the Web Clock (Store and Corporate) GPI University Rev. 12/30/2011 2

3 Introduction TeammateTime (TmT) is a powerful s system that manages scheduling as well as time and attendance. As an hourly teammate, you will use TeammateTime to view your timecards and schedules, request time off, accept or reject time punch edits, and much more. There are three websites that you may need to use: MyTmT The Core The Web Clock (Stores and Corporate only) MyTmT: You will perform most tasks in the MyTmT. GPI University Rev. 12/30/2011 3

4 The Core Teammate View: For some tasks, you need to go to a different website referred to as the Core. Important: You must log into the Core and TeammateTime separately they use different links, but your login credentials are the same for both. The Web Clock (Stores and Corporate only): Store and Corporate hourly teammates will punch in and out using the Web Clock. (DCs will not use the Web Clock they will use a physical clock.) Store Managers will launch the Web Clock and leave it open all day for teammates to punch in and out. Corporate teammates will need to log in to the Core to launch the Web Clock. For instructions, go to the section of this document called Launch the Web Clock. GPI University Rev. 12/30/2011 4

5 MyTmT You will log in to TeammateTime to do the following tasks: View messages in your Inbox View your timecard View your schedule Request time off Submit updates to your availability (times and days you are available to be scheduled) Accept edited punches Request to swap shifts Note: This section covers the tasks that you will perform in the MyTmT website. However, for some other tasks you will need to access another website, referred to as the Core. To learn more, refer to the section of this document called The Core. MyTmT GPI University Rev. 12/30/2011 5

6 Log In to MyTmT You will need to log in to MyTmT to perform tasks such as viewing your schedule and timecard and requesting time off. To log in to MyTmT: 1. Launch Internet Explorer and go to: MyTmT Link: Important: If you are part of a pilot group, use the link you were provided for the pilot. 2. In the Member ID field, type your Teammate ID, starting with a u for US or can for Canada (such as u12345 or can12345 ). 3. In the Password field, type your password. The first time you log in, your password will be your Teammate ID with all lower case letters (such as u12345 or can12345 ). 4. Click the Login button. Note: The first time you log in, you will be prompted to reset your password. 5. In the Existing Password field, type your current password, which is your Teammate ID. 6. In the New Password field, type a new password of your choice. Use your My Time password if you have one. 7. In the Confirm Password field, type the new password again. 8. Click the Submit button. Your password has been reset. Note: If you forget your password, call Voice of the Teammate at GPI University Rev. 12/30/2011 6

7 Home Page When you first log on to MyTmT, your Home page displays. Each section of the Home page is described below. My Upcoming Shifts The My Upcoming Shifts section displays your scheduled shifts for the next five days. To view more shifts, click the Go to My Schedule link. GPI University Rev. 12/30/2011 7

8 My Worked Hours The My Worked Hours section displays the shifts you have worked this week. This includes current pay period information only. If a shift is in progress, it displays without an end time and is not calculated as hours worked until the shift is complete. To view details about your worked shifts, click the Go to My Timecard link. My Recent Messages The My Recent Messages section displays the last five messages you received. To view message text, click the message name link. To view all your messages, click the Go to My Inbox link. GPI University Rev. 12/30/2011 8

9 My Time Off Calendar The My Time Off Calendar section displays your time off for the current month and the next month. To view prior or future months, select the month and year from the drop down lists above the calendars and click the Go button. Days are color coded as follows: Background Meaning Color Green Days that have been approved Yellow Days that have been requested but have not yet been approved Orange Days that have been denied Menu To request time off, click the Go to My Time Off link. The menu contains a list of buttons. A red number on a button means that you need to click the button to see more information. For instance, a red number 1 in the My Inbox button means that there is one message in your inbox; to view the message, you would click the My Inbox button. When you click a button, the relevant page displays on the left side of the screen. For instance, when you click the My Inbox button, the messages in your inbox display on the left. GPI University Rev. 12/30/2011 9

10 My Inbox From time to time you may receive a system message through TeammateTime. These messages will appear on your My Inbox page. Note: Your five most recent messages will appear also on your Home page in the My Recent Messages section. To view messages in My Inbox: 1. Click the My Inbox button. Note: The number on the button tells you how many unread messages you have. If there are no unread messages, a green checkmark will display. 2. Hover your mouse pointer over the Subject to see the complete subject. 3. Some messages contain additional text. To view the text, click the Subject link. 4. To delete a message, click the checkbox to the left of the message and then click the Delete button. GPI University Rev. 12/30/

11 My Timecard You can view details about the shifts you have worked on the My Timecard page. To view your timecard: 1. Click the My Timecard button. Note: Your timecard for the current pay period displays. If the shift is in progress, it displays without an end time and is not calculated as Net Hours until the shift is complete. 2. To view your timecard for a different pay period, click the Calendar arrows to move to a different week. Your timecard for the selected pay period displays. The following describes the fields on the My Timecard page: Field Description Date The date the shift began Schedule The time the shift was scheduled to begin Worked The time you clocked in for the shift Job The job you were scheduled to work Site The location where you were scheduled to work Net Hours The total time you worked minus any unpaid meals or breaks Total The sum of all Net Hours worked GPI University Rev. 12/30/

12 My Schedule The My Schedule page shows you details about the shifts you are scheduled to work within a week. To view and print your schedule: 1. Click the My Schedule button. 2. The current week displays. To view your timecard for a different pay period, click the Calendar arrows to move to a different week. 3. To print your schedule, click the Print icon (upper right corner). The following describes the fields on the My Schedule page: Field Description Date The date of the shift Schedule The start and end time of the shift Job The job you are scheduled to work Site The location where you are scheduled to work Meal The scheduled amount of time for meals within a shift Breaks The scheduled amount of time for breaks within a shift Net Hours The total time you are scheduled to work minus any unpaid meals or breaks Total The sum of all Net Hours scheduled for the week GPI University Rev. 12/30/

13 My Time Off On the My Time Off page, you can request time off and see the status of your time off requests. Important: Time off requests must be made at least two weeks in advance. Vacation may be taken in four (4) or eight (8) hour increments only. To request time off in four hour increments, choose the Partial Day option (see Step 3 below). Reference the Vacation Benefits Policy HR 116 and Sick Leave Policy HR 140 on CARQUEST Link for full details of these benefit plans. To request time off: 1. Click the My Time Off button. 2. Click the Create New Time Off Request button. The Time Off Request form displays on the left. Note: Starting February 10, 2012, the amount of vacation time that you have accrued will display under the Accruals tab. This information will also display on your pay stub. 3. Do one of the following: To request full day(s) off, click the All Day option. To request a portion of a day off, click the Partial Day option. GPI University Rev. 12/30/

14 4. In the From field, enter the first date (and time for partial day) of the request. 5. In the To field, enter the last date (and time for partial day) of the request. 6. Click the Type drop down arrow and select the reason for the time off request, such as Sick Pay, Vacation Pay, or Non Paid Time Off. Important: Do not use the Comments field leave it blank. 7. Click the Submit Request button. The time off request will be sent to your manager for approval. To view time off requests: 1. Click the My Time Off Request button. Your upcoming requests display. The approval status of each request displays on the left. 2. To view past requests, click the View drop down arrow and select Past Request(s). 3. Click a time off request. The time off request opens. To edit a time off request: 1. Click the My Time Off Request button. 2. Click a time off request. 3. Make your changes and click the Submit Request button. To delete a time off request: 1. Click the Delete icon next to the request. GPI University Rev. 12/30/

15 My Availability The My Availability page displays your general availability to work. You can submit changes to your general availability and your manager can approve or deny your changes. To submit general availability changes: 1. Click the My Availability button. Your general availability displays. 2. Click the Add new Availability Request button. The Add New Availability Request form displays. GPI University Rev. 12/30/

16 3. In the Start Date field, type the first date you want the availability to take effect. 4. If your availability ends on a specific date, type it in the End Date field. (This field is not required.) 5. Do one or more of the following: If you are available to work any time on a given day, click the All Day checkbox for that day. If you are available for a portion of a day, remove the check from the All Day checkbox and type the time range you are available for that day in the From and To fields. 6. If you have any comments you would like to send your manager, type them in the Comments field. 7. Click the Submit Request button. The request will be sent to your manager to approve or deny. GPI University Rev. 12/30/

17 My Edited Punches The My Edited Punches page displays any punches edited by your manager. Managers can add any missing punches or adjust punches in a shift within the current pay period. For example, you might punch in but forget to punch out for a shift or meal. This can be edited by your manager. Important: By accepting a punch edit in TeammateTime, you are providing your electronic signature to show that you approve the edit. Important: If you do not agree with an edited punch, contact your Manager or Associate Store Manager; try to come to an agreement about the punch. If you still do not agree with the edit, you can document this by rejecting the punch and adding a comment to explain why. To do this, you need to be in the Core. Follow the instructions in the Reject a Punch Edit section of this document. Note: The number of edited punches awaiting your review will display as a red number on the My Edited Punches button. If there are no edited punches awaiting your review, a green checkmark will display on the button. GPI University Rev. 12/30/

18 To view and accept punch edits: 1. To view the edited punches, click the My Edited Punches button. 2. A summary of each punch edit displays. Click the Plus (+) button beside a punch edit to view details. Details of the punch edit display. GPI University Rev. 12/30/

19 3. To accept a time punch edit, click the checkbox to the right of the edit and then click the Accept Clock Edit button (bottom right). GPI University Rev. 12/30/

20 Swap Shift The Swap Shift page allows you to request to swap shifts with other teammates from your site who are authorized to work the swapped job. (For instance, if you are scheduled as a Customer Service Teammate, you can swap shifts with another Customer Service Teammate.) Your request is first sent to the other teammate for his or her approval; after the other teammate approves it, the request goes to your manager for final approval. Note: If another teammate has requested to swap shifts with you, the number of requests will display as a red number on the Swap Shift button. You can approve or deny their requests. If there are no Swap Shifts requests waiting for your approval, a green checkmark will display on the button. To request to swap a shift: 1. Click the Swap Shift button. GPI University Rev. 12/30/

21 2. Click your shift that you want to swap. A list of available teammates who can work the swapped shift job displays. Note: You cannot swap shifts with teammates who are borrowed from another site, but if you are a borrowed teammate at a site you can swap your shifts with teammates assigned to that site. 3. Click the row for each teammate to whom you want to offer your shift. GPI University Rev. 12/30/

22 4. Click Yes, send this request. The request now displays in your Requested By Me tab. It also displays in the Pending My Approval tab for the teammate to whom you offered your shift. To accept a swapped shift from another teammate: 1. Click the Swap Shift button. 2. Click the Pending My Approval tab. Note: All shifts that have been offered to you display with a yellow background. The shifts you would be losing display in gray, italicized font. GPI University Rev. 12/30/

23 3. Do one of the following: To accept the swap shift request and send it to a manager for approval, click the Approve button to the left of the request. To deny the swap shift request, click the Deny button to the left of the request. Next steps: After approving a swap shift request, it is sent to your manager for final approval. If you approved the request and sent it to the manager for approval and the manager approves the swap, the status of the swap changes to Approved and Schedule Changed. The request is also removed from the Pending My Approval tab of any other teammates who were offered the swap. If you approved the request and sent it to the manager for approval and the manager denies the swap, the status changes to Denied. GPI University Rev. 12/30/

24 Log Out of MyTmT When you are finished using TeammateTime, it is important to log out. To log out of the MyTmT: 1. Click the Logout link at the top right corner of the window. TeammateTime Quick Tips for Teammates GPI University Rev. 12/30/

25 The Core For a few tasks, you will need to go to a different website sometimes referred to as the Core. You will use a different link to get to the Core, but you will use the same login ID and password for both websites. The Core Teammate View GPI University Rev. 12/30/

26 Log In to the Core To log in to the Core, you need to use the Core link. Your ID and password for the Core will always be the same as for the MyTmT link. To log in to the Core: 1. Launch CARQUEST Link and go the following link: Core Link: Important: If you are part of a pilot group, use the link you were provided for the pilot. 2. In the Member ID field, type your Teammate ID, starting with a u for US or can for Canada (such as u12345 or can12345 ). 3. In the Password field, type your password. The first time you log in, your password will be your Teammate ID with all lower case letters (such as u12345 or can12345 ). 4. Click the Login button Note: The first time you log in, you will be prompted to reset your password. 5. In the Current Password field, type your current password, which is your Teammate ID. 6. In the New Password field, type a new password of your choice. Use your My Time password if you have one. 7. In the Confirm Password field, type the new password again. 8. Click the Save & Close button. Your password has been reset. Note: Your passwords in Core and MyTmT are always the same. If you reset your password in one, it will automatically be reset in the other to match. Note: If you forget your password, call Voice of the Teammate at Do not use the Forgot your ID or password? link on the login screen. GPI University Rev. 12/30/

27 Reject a Punch Edit The My Punch Edit Approval page in the Core displays any punches edited by your manager within the current pay period. Managers can add any missing punches or adjust punches in a shift within the current pay period. For example, you might punch in but forget to punch out for a shift or meal. This can be edited by your manager. Important: If you do not agree with an edited punch, speak to your Manager or Associate Store Manager; try to come to an agreement about the punch. If you still do not agree, you can document this by rejecting the punch and adding a comment to explain why. To do this, you need to be in the Core. Please note that even if you reject a punch, you will still be paid based on the edited punch. To reject an edited punch: 1. Log in to the Core at the following link: Core Link: Important: If you are part of a pilot group, use the link you were provided for the pilot. 2. Click the My Punch Edit Approval task on the dashboard. Punch edits that are awaiting your approval display. GPI University Rev. 12/30/

28 3. Review the punch edit information. Refer to the table below for a description of each field. Field Name Punch Type Previous Punch Type New Punch Value Previous Punch Value New Job Previous Job Changed Date Reason Approval Status Pencil Magnifying Glass Description Specific type of punch pertaining to the employee (for example, Start Shift, End Shift, Start Break, End Break). The punch type before the edit. The punch date and time after the edit. The punch date and time before the edit. The job affected after the edit. The job affected before the edit. The date of the edit. The reason selected for the edit. The current employee approval status of the edit. The status field includes Approved, Rejected or Awaiting Approval. Click this icon to view any comments entered regarding the punch status or to add comments. Teammates are required to add a comment when they reject a punch edit. Click this icon to view the punch details. GPI University Rev. 12/30/

29 4. In the Reason column, click the drop down arrow and then click Manager Approved Punch Edit. 5. In the Approval Status column, click the drop down arrow. 6. To reject the punch edit, click the Rejected option. (You may also click the Approved option from this screen to approve a punch edit.) 7. Click the Pencil icon. 8. In the Comments field, type the reason you rejected the punch edit, and then click the Close button. 9. Click the Save & Close button (top right). Note: In MyTmT, you can view your current punch edits from the My Punch Edits button. After either rejecting or approving a punch edit, the status changes from Unread to Accepted. However, the system will accurately record whether you had accepted or rejected the punch. GPI University Rev. 12/30/

30 Change Language Preference By default, the TeammateTime interface displays all on screen text in English. If you prefer, you can change your language preference setting to French or Spanish, making most of the text in TeammateTime display in your chosen language. There are some items in TeammateTime that may always display in English. To change your language preference in TeammateTime: 1. Launch CARQUEST Link and go to the Core using the following link: Important: If you are part of a pilot group, use the links you were provided for the pilot. 2. Enter your TeammateTime Member ID and Password and click the Continue button. 3. Click the Edit My Profile icon in the upper right corner. 4. Click the User Preferences tab. 5. Click the Language drop down arrow and select your language preference. 6. Click the Save & Close button (top right). GPI University Rev. 12/30/

31 Log Out of the Core When you are finished using the Core, it is important to log out. To log out of the Core: 1. Click the large blue (X) button at the upper right of the window (see screenshot below). Do not click the (X) button at the very top right corner of the window; although this will close your window, it may not log you out. GPI University Rev. 12/30/

32 The Web Clock The Web Clock is a Web based application that hourly Store and Corporate teammates use to punch in and out at the start and end of each shift and each meal. (DCs will not use the Web Clock they will use a physical clock.) Store Managers will launch the Web Clock and leave it open all day for teammates to punch in and out. Store Teammates will use the Web Clock that the Store Manager will launch and leave open all day. Corporate teammates will need to log in to the Core to launch the Web Clock. For instructions, go to the section of this document called Launch the Web Clock. Note: In California only, teammates will also punch in and out at the start and end of each break. The Web Clock GPI University Rev. 12/30/

33 Launch the Web Clock (Corporate Hourly Teammates Only) The Web Clock is launched from the Core. Corporate hourly teammates need to launch the Web Clock each day in order to clock in and out. (To change the Web Clock to French or Spanish, follow the instructions in the Change Language Preference section of this document.) To launch the Web Clock: 1. Log in to the Core at the following link: Core Link: Important: If you are part of a pilot group, use the links you were provided for the pilot. 2. In the Quick Find box at the top of the window, type clock and then click Launch Web Clock in the drop down list. The Web Clock displays in the Core. GPI University Rev. 12/30/

34 Punch In and Out of the Web Clock (Store and Corporate) A B Enter Clock-in PIN Punch In / Out (Clock In / Out) Enter your Clock-in PIN by typing or clicking the number buttons on the screen. (If you do not have a Clock-in PIN, ask your manager.) After entering your clock-in PIN, click the Punch In button or the Punch Out button. You should see a message: Punch Accepted. If you try to punch out too early or too late, you will see Too Early To Clock Out or Too Late To Clock Out. C Start / End Meal After entering your clock-in PIN, click the Start Meal button or the End Meal button. If you try to take a meal too early, you will see Too Soon for Meal. D Start / End Break After entering your clock-in PIN, click the Start Break button or the End Break button. If you try to take a break too early, you will see Too Soon for Break. E View Last Punch After entering your clock-in PIN, click the View Last Punch button to see the details of your last punch. F View Schedules After entering your clock-in PIN, click the View Schedules button to see your next posted schedule as well as your past schedules. G View TimeCard After entering your clock-in PIN, click the View TimeCard button to see your current and past timecards. GPI University Rev. 12/30/