etime Version 8.0 Hourly Non-Exempt Employee Instruction Manual

Transcription

1 etime Version 8.0 Hourly Non-Exempt Employee Instruction Manual July

2 Table of Contents: Getting Started Opening etime v.8 3 First Time Login Set Password 3 Set Security Questions 4 Sign Out 4 Using etime to Track Hours My Timecard & My Timestamp View 5 Record Timestamp (Punch In / Punch Out) 5 Entering PTO or VTO Hours 6 My Totals Summary 6 Timecard Indicators NEW! 7 Review & Approve Your Timecard NEW! 8 Additional Features Change Password 9 Forgot Password 9 Time Detail Report NEW! 10 Frequently Asked Questions 10 Page 2

3 Getting Started Opening etime v.8 1. Click on Windows Search icon. 2. In the Search field type etime. 3. Right Click on the Davenport etime v8 application, click More, select Pin to Taskbar. 4. Click on the ADP Training icon in your taskbar to open the application. First Time Login Set Password 1. Enter the User Name and Password you received via from Payroll. NOTE: User Name and Password are both case sensitive. 2. Click on the arrow next to the password field or press Enter to login. 3. Enter the Old Password, provided in the from payroll. 4. Enter your New Password and Verify Password. NOTE: Minimum Length = 6 characters 3

4 5. Click Save to save your new password or Clear to re-enter. Set Security Questions 1. Upon first login, you will be required to set up three (3) security questions. (When using the Forgot Password link, you will be prompted to answer your security questions.) 2. Choose your questions and enter your answers. 3. Click Save & Continue to save your choices or Clear to start over. Sign Out 1. Click Sign Out at the top of the web page. Note: If you do not Log Off before you close your browser, your connection to Enterprise etime may remain open and others may be able to view your information. 4

5 Using etime to Track Hours My Timecard & My Timestamp View 1. Once logged in to etime, you will see the My Timecard window on the left and the My Timestamp window on the right. Record Timestamp (Punch In / Punch Out) 1. To Punch In or Punch Out, click the Record Timestamp button in the My Timestamp window. 2. If you successfully recorded your timestamp, then you will see a green circle with a check mark and the time recorded below the My Timestamp title. 3. You can also verify your recorded time by clicking on the Refresh button. The recorded time will appear in the My Timecard window on the appropriate day. If the recorded time does not appear, wait a few more seconds and click Refresh again. 5

6 Entering PTO or VTO Hours (If applicable) 1. To add PTO or VTO to your timecard, click in the Pay Code field for the appropriate date and then choose the appropriate pay code from the drop down list. 2. Then click in the Amount field next to the pay code and enter the number of hours. 3. Click Save. 4. After clicking Save, your total hours will update in the Daily and Period columns. My Totals Summary 1. Click on the double line at the bottom of the My Timecard window to view a summary of your hours. 6

7 Timecard Indicators NEW! 1. Missed Timestamp If you forget to punch in or punch out, the field will be highlighted in red. Please advise your supervisor via as soon as possible and your he/she will manually record the timestamp. 2. Exception to Timestamp - A red icon inside an In or Out field indicates an exception to the time stamp. Pointing to the filed provides more information. 3. Reviewed by Supervisor A green icon indicates that the supervisor has reviewed the exception to timestamp. 4. Supervisor Comment A blue bubble indicates a supervisor comment. 5. Edited by Another User A gray triangle in the top right of any cell indicates the entry was edited by another user. 7

8 Review & Approve Your Timecard NEW! 1. At the end of each pay period, you are required to review and approve your timecard. After reviewing your timecard, click on the Approve Timecard icon and select Approve Timecard from the drop down list. IMPORTANT: Although your supervisor will be able to route your timecard to Payroll if you are unable to approve your timecard, it is your responsibility to make sure you approve your timecard after your last shift of the two-week period. If you do not approve your timecard, your supervisor will contact you to complete the task. Once your supervisor approves your timecard, you are longer able to use the Remove Timecard Approval option. 8

9 Additional Features Change Password 1. Click on the small, black arrow in the top right corner of the rightmost pane to expand the Toolbox window. 2. Select Change My Password and the Change My Password tab will open. 3. Enter your Old Password. 4. Enter your New Password and Verify Password. NOTE: Minimum length = 6 characters. 5. Click Save to save your new password or Clear to re-enter. 6. Close the Change My Password tab by clicking on the X in the corner. Forgot Password 1. At the login page, type in your User Name and click on the Forgot Your Password? link. 2. You will be prompted to answer one of your security questions. 3. Enter a new password, verify the new password and click Save. 9

10 Time Detail Report NEW! 1. Click on the small, black arrow in the top right corner of the rightmost pane to expand the Toolbox window. 2. Select My Reports and the My Reports tab will open. 3. Click on Time Detail. 4. Select a time period from the Time Period drop down list. 5. Click View Report. 6. Print report from your browser window. Frequently Asked Questions 1. What do I do if the etime page will not display? a. The etime web page will only work on computers that are connected to the Davenport network and using the Internet Explorer browser. If you are sure you are connected to the Davenport network and still cannot get the page to display, call CSC ( ). 2. I ve tried to logon several times unsuccessfully, now a message displays that I m locked out. What should I do? a. Call Payroll at (616) and they will unlock your account and reset your password. 3. Do I have to punch in and out for lunch? a. Yes, you must punch in and out for lunch breaks. This does not include breaks mandated in the employee handbook. 10

11 4. What if I forget or I am unable to punch? a. Punch in as soon as you are able to. Notify your supervisor immediately, preferably via , to generate a written record of the request. Your supervisor will edit/correct any missed or incorrect punches on the system. 5. I punched in, but I don t see my punch time on my timecard. a. Click the Refresh button to see your punch on your time card. If it does not show up, wait 10 seconds and click refresh again. 6. What if I have someone waiting for me when I come in and he/she needs immediate attention? a. Take care of the customer first. Punch in as soon as possible and notify your supervisor immediately, preferably via , the reason that you punched in late. Your supervisor will edit/correct your timecard, if needed. 7. My computer takes a long time to warm up. How is my start time calculated? a. The etime system will round your start and end times to the nearest quarter hour. If you arrive to work at your scheduled work time and start your computer, you should have a sufficient amount of time to punch in before that next 7 minutes rounding. 8. What if I work for two departments? a. Ask your supervisor to contact the Payroll department for further instructions. 9. How do I handle PTO or VTO hours? a. Once your supervisor approves your PTO/VTO time, select the appropriate pay code from the drop down menu on the date in question. Then, enter the number of PTO/VTO hours approved by your supervisor (Note: You may only use in full or half day increments.) 11

12 10. What about overtime? a. Overtime is calculated automatically by etime. Overtime must be approved by your supervisor in advance. 11. Who enters holiday and bereavement on my timecard? a. Your supervisor will add any holiday and/or bereavement time to your timecard. 12. Do I need to do anything at the end of the pay period for payroll to process my timesheet? a. Yes. At the end of each pay period, you must review your time card for accuracy and you must approve your timecard. Your supervisor will not be able to route your timecard to Payroll unless you have approved it. 13. How can I tell if my supervisor has approved my timecard? a. Contact your supervisor to find out if your timecard is approved. 14. When will I get paid for the hours that I worked? a. Please see the hourly payroll schedule on Davenport s Payroll Services web page for detailed information on pay dates. 12