Quick Reference Card for Timestamp Hourly View Employees

Transcription

1 Time & Attendance Quick Reference Card for Timestamp Hourly View Employees Navigator Version 7.0 The following instructions describe a typical Navigator configuration. The names and location of widgets and commands may differ in your configuration. Opening Time & Attendance To open Time & Attendance, do the 1. Open your Web Browser. 2. Type the URL to access Time & Attendance. The Time & Attendance logon page opens. Time & Attendance opens your Navigator workspace, which contains the widgets that you need to do your job. The type and placement of widgets is based on your access rights. 2. From your Navigator workspace, you can perform functions such as punch in and out, view My Timecard, launch the on-line Help system, and sign out. Note: If your workstation is inactive for a period of time, the system will ask if you want to continue. If you do not respond, it will automatically log you out. Logging On Signing Out To log on, do the 1. Type your User Name and Password (case sensitive). Click the blue arrow to login. After displaying a loading libraries message, To sign out, do the 1. Click Sign Out located in the upper-left portion of the view. The system signs you out and returns to the Logon screen. Note: If you do not sign out before you close your browser, your connection to Time & Attendance may remain open and others may be able to view your information. Nav. v7.0 Page 1 of 12

2 Changing Passwords If your access rights permit, you can change your password. To change passwords, do the 1. Locate the Change Password widget (it may be in the Related Items pane), then click Change Password. The Change Password widget opens. To reset your password, do the 1. Click the Forgot Your password? link on the Log On page. 2. Type the answer(s) to your security question(s). 3. Click Submit. 4. Type a new password in the New Password text box. 5. Type your new password in the Verify Password text box. 6. Click Reset Password Now. A temporary message appears indicating that your password has been changed. Refreshing the Workspace To refresh, do the 2. Type your old password. 3. Type a new password. 4. Type the new password again in the Verify Password text box. 5. Click Change Password. 1. Click one of the refresh icons located on the workspace. The system refreshes the workspace with the most current information. Using Widgets and Workspaces Resetting Passwords If your access rights permit, you can reset your password. Various primary and secondary widgets appear on your Navigator depending upon your access rights and the configuration of your Navigator. Likewise, you may have one or more workspaces. Unused Nav. v7.0 Page 2 of 12

3 widgets are stored either in the related items pane, or as secondary widgets. Unused workspaces may be stored in the workspace carousel. These widgets and workspaces are where you do your most common work tasks, such as punching in and out, reviewing your timecard, viewing reports. Some widgets contain a Back selection on their label. This enables you to easily return to your previous view. To make a secondary widget primary, do the 1. Click the menu bar of the secondary widget and drag it to the center of the workspace. It expands and replaces the previous primary widget. Once replaced, the previous primary widget becomes a secondary widget. OR On the secondary widget, click the Gear icon to open the Gear menu, then click Pop-out. The secondary widget expands and replaces the previous primary widget. Once replaced, the previous primary widget becomes a secondary widget. Note: You cannot close a primary widget. You can only replace it by making a secondary widget primary. To open a widget stored in the related items pane, do the 1. You can open a widget from the related items pane, whether it is closed or open. You can either click or drag the icon. 2. To open by clicking: If closed, hover your mouse over the widget icons to locate the desired widget. The name displays. Click the name. That widget opens as a new tab on your primary workspace. If related items pane is open, click the desired widget. That widget opens as a new tab on your primary workspace. Click X on the workspace tab to close that widget and return it to the related items pane. 3. To open by dragging: Whether the related items pane is open or closed, drag the icon for the desired widget from the pane to the primary workspace. This widget replaces the existing primary workspace widget. Drag a different widget to the primary workspace to close the current widget and return it to the related items pane. Nav. v7.0 Page 3 of 12

4 Using On-line Help Entering Worked Time On-line Help is available as a widget that may be available as a secondary widget or in your related items pane depending upon your Navigator configuration. To use On-line Help, do the 1. Click the On-line Help widget. The On-line Help opens as a new primary widget tab and displays the On-line Help system. 2. Navigate the Help system in one of the following ways: Click the Time & Attendance user assistance icon that best matches your role to open an individualized list of topics. Select a topic title from the Contents on the left side of the workspace. The topic text opens on the right side Click a linked word within a topic Enter a topic name in the Search box 4. After viewing a topic, click Back to return to the previous topic, if desired. 5. Click Close on the On-line Help tab to close the Help system. To punch in or punch out, do the 1. If the My Timestamp widget is not already the Pop-out option on the Gear icon, or use it in secondary position. 2. Click Record Timestamp. The system records and shows the time the punch was recorded. Note: It is not necessary to make the Timestamp widget primary. You can click Record Timestamp from the secondary widget as long as the Record button is visible. Canceling Deductions If your access rights permit, you can cancel automatic deductions, such as meal deductions, for a specific day. To cancel deductions, do the 1. If the My Timestamp widget is not already the Pop-out option on the Gear icon, or use it in secondary position. 2. Select the Cancel Deductions checkbox. Nav. v7.0 Page 4 of 12

5 3. Click Record Timestamp. The system records and shows the time the punch was recorded. Note: It is not necessary to make the Timestamp widget primary. You can Cancel Deductions from the secondary widget as long as the Record button is visible. 2. Select the desired Labor account. Use the filter text box to refine your Labor account list. Transferring Labor Account, Job, or Work Rule If your access rights permit, you can specify a labor account, job, or work rule for each time stamp. To transfer a punch, do the 1. If the My Timestamp widget is not already the Pop-out option on the Gear icon, or use it in secondary position. 2. Click the down arrow to open the Transfers choice list. 3. Choose one of the Select one of the transfers listed and click Record Timestamp, OR Click Search to open the Select Transfer dialog, then select the appropriate labor account, job, or work rule. To transfer to a different labor level, do the 1. Click the down arrow in the Add Labor Level area to select the first labor level in the hierarchy. The Add Labor Level choice list opens. 3. Continue to select entries for the labor levels until the labor account is defined. If you leave some labor levels blank, the primary labor account is used for the blank levels. 4. Click OK to return to the Timestamp widget, then click Record Timestamp. Note: To clear an entry for an individual account, click the red clear button. To clear all entries, click Clear All. If your access rights permit, you can transfer to a different job. To transfer to a different job, do the 1. Click Advanced to open Advanced options. 2. Click a down arrow in the Job area to select the desired job OR Click Select location(s) In the Select Locations box, click Clear Locations, then select a new location, then click Select. 3. Click OK to return to the Timestamp widget, then click Record Timestamp. If your access rights permit, you can specify a work rule for each time stamp. Nav. v7.0 Page 5 of 12

6 To specify a work rule, do the 1. Click Advanced to open Advanced options. 2. Click the down arrow to open the Work Rule choice list. 3. Click to highlight the desired Work Rule. 4. Click OK to return to the Timestamp widget, then click Record Timestamp. Adding Comments If your access rights allow, you can enter a comment for a punch or non-worked time. 1. If the My Timecard widget is not already the Pop-out option on the Gear icon. 2. Click in the cell containing the punch or amount to which you want to add a comment. A dropdown menu opens. 3. Select Comments. The Add Comments dialog opens. 4. Select the comment that you wish to attach. If necessary, scroll down the list to reveal all of the comment choices. Once selected, the comment displays a green plus (+) and a red minus (-) sign. 5. To add a note explaining the comment, click the green plus sign. A new line opens to Add New Note Here. 6. Click Add New Note Here, then type your new note, then click outside the new note to save it. 7. If desired, repeat Step 6 to add more new notes, or click the red minus sign to remove the new note. 8. Click OK to close the Add Comment dialog and return to My Timecard, then click Save. The punch or amount now displays a comment icon. 9. To view the Comment and Note, hover your mouse over the icon. The Comment pops up. Entering/Editing Non-worked Hours or Money If your access rights permit, you may enter or edit non-worked time or money, such as sick time, vacation, or tips and bonuses. Nav. v7.0 Page 6 of 12

7 To enter non-worked hours or money, do the 1. If the My Timecard widget is not already the Pop-out option on the Gear icon. 2. Click to select the day to which you want to add a pay code or amount. Note: You cannot have and in/out punch and a pay code for the same time. If you already have a punch on a given day, you must add a new row before you enter a pay code. To edit non-worked hours or money, do the 1. Click the pay code column for the date you wish to edit. The Edit/Delete choice list opens. 3. If you already have a punch recorded for that day, select More ~ Add Row to add a new row for the pay code or amount. 2. Select Edit. The Pay Code Edit dialog opens. 4. Click the green and white button that appears in the pay code column. The Pay Code choice list opens. 5. Select the desired pay code. 6. Click the green and white button that appears in the amount column. The amount field opens. 7. Type the number of hours/dollars in the amount field. 8. Click Save. The pay code appears on the appropriate day in the timecard and the Totals Details update to reflect the change. Note: If you enter a partial hour, separate the hours and minutes with either a decimal point or a colon. For example, enter 8 and one half hours as either 8.5 or 8: Select a new Pay Code, Amount, or Start Time as needed. 4. Click OK to return to My Timecard widget, then click Save. The pay code appears on the appropriate day in the timecard and the Totals Details update to reflect the change. Saving and Refreshing the Timecard If your access rights permit, you can edit punches and amounts in the My Timecard widget. When you do, you must save the edit to record it. Nav. v7.0 Page 7 of 12

8 To save a timecard after editing, do the 1. Click Save. The changes are saved. 2. Click Refresh after saving to ensure that your screen displays the most recent changes. 3. To cancel edits, click Refresh or Cancel before clicking Save. A warning message opens reminding you that you will lose changes. Approving Timecard If your access rights permit, you can approve or remove approval for your timecard. Note: If your manager has approved your timecard, you cannot remove approval. If the My Timecard widget is not already primary, make it primary by dragging or using the Pop-out option on the Gear icon. To approve timecard, do the To remove approval, do the 2. Select More ~ Remove Approval. A message briefly appears confirming the removal. Using Optional Preferences If your access rights permit, you can tailor the options available in your widgets. For example, you can choose to show or hide the last Timestamp or change the fields and their display order on your timecard. To change preferences for a widget, do the 1. From either a primary or a secondary view, click the Gear icon to open the menu. 2. Select Preferences. The widget turns around to display the preferences settings. 1. Select More ~ Approve. A message briefly appears confirming your approval. 3. Make the desired changes to the available preference choices. 4. Click Save to save your changes or click X to exit with no changes. The preferences settings view turns around to display the working side of the widget. Nav. v7.0 Page 8 of 12

9 Using My Reports If My Accruals is in the secondary view, it displays the same accrual codes as in the larger, primary view as well as one balance-related column for the date you select. To view My Reports, do the 1. If the My Reports widget is not already primary, make it primary by dragging or using the Popout option on the Gear icon. My Reports widget may be displayed as a secondary widget, or it may be in the Related Items pane. 2. Click Primary Account to view the primary account used for the report. 3. Select the Specific Date (for Accrual Reports) or select the appropriate time period from the As of choice list. 4. Click View Report to view the report on screen, then click Return to return to the Reports widget. Note: To print the on-screen report, maximize the widget, then use the print command in your browser. Using My Accruals Depending upon how your Navigator is configured, you can view your benefit and accrual balances using the My Accruals widget. You cannot edit the content of the Accruals widget. To use the Accruals secondary view, do the 1. Click the calendar icon, then select the desired date. 2. Click Refresh. 3. Use the scroll bars as necessary to view the desired data. If My Accruals is in the primary view, you can select the time period and columns to display. To use the Accruals primary view, do the 1. If the My Accruals widget is not already the Pop-out option on the Gear icon. 2. Click the As of or the Calendar icon, then select the desired date to display. 3. Click the Column Selector to open the columns choice list, then select the desired columns to display Nav. v7.0 Page 9 of 12

10 Using My Calendar Shift Swap, Request Self Schedule, and Request Change Availability. Complete the dialog that appears, then click Submit. To submit a Time Off request, do the Depending upon how your Navigator is configured, the My Calendar widget enables the user to view employee schedules, submit requests for time off, submit requests for coverage, specify time periods when they would prefer to work or are not available, and more. To view My Calendar, do the 1. If the My Calendar widget is not already the Pop-out option on the Gear icon. My Calendar opens in the workspace showing your schedule. 2. Use the available tools (as your access rights permit) to work in your calendar: Slide the elevator bar up or down to view the entire calendar, if necessary. Click the down arrow to open the Time Period drop-down list, then select the desired time period, OR Click the Select Dates icon to select the desired dates. Click the desired View icon to switch from Day, Week, or Month view. Click the Visibility Filter icon to select the desired elements to display on your calendar, such as holidays, scheduled pay codes, schedule shifts, and time off requests. If available, click the appropriate button to request time off. If available, click More for access to functions such as Request Global Open Shift, Request 1. From the Calendar workspace, click Request Time Off. The Request Time Off dialog opens. 2. Enter the Start Date and End Date (MM/DD/YYYY) in the appropriate text boxes, or click the calendar and select the desired date. 3. Click the down arrow to open the Pay Code choice list, then select the desired pay code. 4. Click the down arrow to open the Duration choice list, then select the desired duration. 5. If the Duration is hours, enter the Start Time and Length. 6. If desired, click the plus sign (+) to add another time-off period. Follow steps 3 through If desired, enter explanatory notes in the Notes (Optional) section. 8. Click Submit to submit the request, OR Click Draft to save the request for later submission, OR Click Cancel to cancel the request without saving. Nav. v7.0 Page 10 of 12

11 My Timecard Workspace Summary To open your timecard, drag the My Timecard widget to the primary view. You might have access to only some of these features depending on how Navigator is configured for you. 1. Save Saves your changes 9. Shift Indicates hours worked in that shift 2. More Button Depending upon access rights, includes commands such as approve and remove approval, sign off and remove sign off, or add rows. 3. Comment/Note Indicator This blue balloon indicates that there is a comment associated with this punch. Mouse over to read the comment. 4. Primary Account Area that lists your job information and what accounts are to be charged for your services 5. Total Summary Area This is a breakdown of your job summary, account summary, and pay code summary. 6. Refresh Refreshes the timecard without saving any changes. 7. Time Period Refines the time period you are viewing. Use the drop-down list to select a different time period. 8. Help Generally available in Related Items or as a secondary widget. 10. Amount Defines an amount in hours or money for the pay code or duration 11. Transfer Defines a job or work rule transfer. If no account or work rules appears in the cell, your time is charged to your home account and calculated through your default work rule. 12. Exception indicator Red with white bar Indicates a system generated exception Diagonal bars indicate that multiple exceptions have been made to this punch 13. Exception indicators Blue with white bar indicates excused absence 14. Maximize/minimize and Gear Icon Enlarge or shrink widget workspace. Gear icon contains preferences, popout, and close. 15. Pay Code Defines a category for specifying hours or money for worked and non-worked time. Nav. v7.0 Page 11 of 12

12 Using Your Navigator Note: Your Navigator may look different than this example, but the functions are the same When you log on to Time & Attendance, the navigator that was assigned to you opens. Depending on how your navigator was configured, it includes one or more workspaces, widgets, alerts, and a related items pane. Workspaces: Workspaces are collections of one or more widgets that are bound together for completing a task or solving a specific business problem. When a navigator includes multiple workspaces, each workspace is accessible from tabs in the action bar at the top of the navigator. If your navigator contains more than one workspace, it also includes a Workspace Carousel. To bring a workspace to the main (active) position: Click the workspace tab in the action bar, or Click the Workspace Carousel, then select the desired workspace, or Expand the Related Items pane, then select the desired widget, or If the Related Items pane is closed, hover over the desired widget, the name displays. Click the name. Click Return to previous space, which works like the Back button on your browser. It returns you to the last workspace you were on within the widget. Widgets: Widgets are the tools that help you to do your job. Depending upon your access rights, there will be at least one Primary (active) Widget in the center of your workspace where you do your work. There may be secondary widgets, additional workspaces, and related items, which are available when you need them. A workspace can display up to seven widgets, depending upon its layout and configuration. When you close a secondary widget, it will be stored in the Related Items pane. Use the increase/decrease button to make your primary widget larger or smaller. There are two ways to make a secondary widget the primary (active) widget: Click the menu bar of the secondary widget and drag it to the center of the workspace. It expands and replaces the previous primary widget. Once replaced, the previous primary widget becomes a secondary widget. On the secondary widget, click the Gear icon to open the Gear menu, then click Pop-out. The secondary widget expands and replaces the previous primary widget. Once replaced, the previous primary widget becomes a secondary widget. Related Items: The Related Items pane holds widgets that you aren t currently using. Click Expand to open the Related Items pane and view the available widgets. Click Shrink to return the Related Items pane to its compact size. If Related Items pane is closed, you can open a widget by hovering over the widget to display the name, then click the name. Widgets stored in the Related Items pane can be dragged to the active workspace as a secondary widget, if the layout permits. If there is no more room in the layout for another secondary widget, the newly dragged widget exchanges places with one of the previous secondary widgets, which is then stored in Related Items. Alerts: Depending upon how your navigator is configured, you will see up to seven Alert Categories, which open to reveal one or more Alert subcategories. These alerts notify you about activities related to your job. The system automatically updates the alerts at regular intervals. To use alerts: Hover your mouse over the Alert Category to see what kind of alert it is. Click the Alert Category to open the Alert Subcategory List. If desired, click View All to open the Alerts and notification Widget. Click Refresh to manually update alerts. Copyright by ADP, Inc. Page 12 of 12 Nav. v7.0 ADP provides this publication as is without warranty of any kind, either express or implied, including, but not limited to, the implied warranties of merchantability or fitness for a particular purpose. The ADP Logo and QuickPunch are registered trademarks of ADP, Inc.