Employee Functions. TM01 Time and Attendance

Transcription

1 2013 Employee Functions TM01 Time and Attendance Learn EmpCenter navigation fundamentals and employee functions related to reporting time, activities, and absences in the system. Experience the EmpCenter system from the employee s perspective. by WorkForce Software for University of Guelph July 22, 2013 EmpCenter 9.2

2 LEGAL NOTICES Copyright June 24, 2013 WorkForce Software, LLC All Rights Reserved. WorkForce Software Seven Mile Road Suite 300 Livonia, MI WFORCE Copyright and trade secret laws protect the information in this manual. Access to this material is provided only under license or as part of an evaluation of the WorkForce Software solution specifically authorized by WorkForce Software. In no other case are you permitted access to this information. Nor are you permitted to disclose this information to any third party. If you have been provided this manual under any other circumstances, you must contact WorkForce Software at WFORCE ( ) to arrange to have this material returned immediately. This document was last updated on June 24, 2013.

3 TM01 Time and Attendance-Employee Functions Table of Contents Introduction Introduction... 3 Objectives... 3 Conventions... 4 Certification... 5 Comments... 5 Lesson 1: Navigation Basics... 6 Logging into the Dashboard... 6 Dashboard Functions... 8 Time Entry... 8 Schedules... 8 Reports... 8 Settings... 8 Customizing the Dashboard... 9 Online Help Lesson 2: The Time Entry Window Assignments Function Buttons Changing the Pay Period Time Sheet Views List View Table View Day View Information Tabs Exceptions Tab Results Tab Time Off Balances Tab Schedule Tab Lesson 3: Basic Time Entry Entering In/Out and Elapsed Time Pay Codes Labor Distribution

4 TM01 Time and Attendance-Employee Functions Introduction Comments Other Time Sheet Tasks Time Record Favorites Reusing Time Sheet Data Copying Time Sheet from the Prior Period Printing the Time Sheet Lesson 4: Premium Calculations Lesson 5: Submitting Time Sheets Recalling a Submitted Time Sheet Lesson 6: My Calendar Using My Calendar Lesson 7: Requesting Time-Off Requesting Time Off with My Calendar Notification Canceling a Time Off Request Lesson 8: Generating Reports Report Favorites Creating a Report Favorite Removing a Report Favorite Appendix A: Function Hotkeys Editing Hotkeys Disabling Hotkeys Glossary

5 TM01 Time and Attendance-Employee Functions Introduction This guide supplements instructor-led classroom training to help you learn the most commonly used functions in the EmpCenter Time and Attendance application. Introduction EmpCenter automates and standardizes the time collection and approval processes. EmpCenter delivers the functionality and flexibility to enforce your HR, payroll, and union policies across the organization. With EmpCenter, your organization can align its workforce to meet its business goals, control labor costs, and improve workforce productivity and satisfaction. Access to the system is browser-based. EmpCenter supports the Microsoft Internet Explorer, Mozilla Firefox, and Apple Safari web browsers. Objectives Following this session, you will be able to: Identify functions represented on the dashboard Customize the dashboard Enter worked time and paid time off (if available) Create time record favorites Identify information tabs Submit time sheets Recall time sheets Request time off Generate reports 3

6 TM01 Time and Attendance-Employee Functions Introduction Conventions This guide uses the following notational conventions: Bold text depicts tab labels, menu names, policy labels (Pay Code policy), function buttons (Submit Time Sheet button), and computer keyboard keys (press Enter). Bold text and the greater than symbol (>) depict hierarchical choices in menus. For example, you may be directed to navigate through menu options such as All Policies > Policy Records > Labor Distribution. That means you select the All Policies menu, followed by Policy Records, and then Labor Distribution in succession. Bold italics represent field labels (Status_Code_1 field). Shaded sans serif text represents programming code. Bordered text depicts notes, cautions, or warnings. Shaded text is used to indicate examples. EXAMPLE: This is an example. F TIP: The image at left depicts helpful tips. 4

7 TM01 Time and Attendance-Employee Functions Certification The American Payroll Association ( has approved this program (course code #12WKFC-046) for 3.5 recertification credit hours. Introduction Comments WorkForce Software is committed to the delivery of high quality and comprehensive training. If you have any feedback you wish to share about this document, please submit it to the following address: Please include the following information in your Document title Topic title Level of expertise in the product (beginning, intermediate, advanced) Comments (including page numbers where applicable) 5

8 Lesson 1: Navigation Basics Lesson 1: Navigation Basics Access to the EmpCenter system is through a web browser. The method you use to log in depends on how your system is configured. If you will be filling out a time sheet, you will likely be using the browser on your computer desktop, along with the keyboard and mouse. You can access EmpCenter in one or more of the following ways: Web-based interface on a workstation. EmpCenter supports the Microsoft Internet Explorer, Mozilla Firefox, and Apple Safari web browsers. WebClock on a personal computer. Logging into the Dashboard 1. Log into the EmpCenter application by entering your User ID and Password. 2. The first time you log into EmpCenter, the following dialog appears. 3. Click OK. The employee dashboard appears. The dashboard is configured to suit your company s requirements. The following figure shows a sample employee dashboard. 6

9 Lesson 1: Navigation Basics Figure 1: Sample of Employee Dashboard 7

10 Lesson 1: Navigation Basics Dashboard Functions The employee dashboard typically provides links to the following time and attendance related functions. The functions on your dashboard may vary from those described here. Time Entry Enter My Hours: View, enter or update time sheet data through the time sheet. Schedules My Calendar: Shows the My Calendar window, which displays events such as time off, pending time off, and holiday. My Time Off: Submit time off requests, tracks the status of your requests, and views the history of past requests. Reports View General Reports: EmpCenter includes reports for both employees and managers. Employees can access general reports to view time sheet information for a certain period, roles delegated to them, or comments on time sheets. Settings Change My Password: You can change your password at any time. Before doing so, check with your system administrator to find out whether there are any password restrictions. 8

11 Customizing the Dashboard EmpCenter supports the following Time and Attendance dashboard customization features: Rearranging Function Links To rearrange the order in which functions appear within a category, click and drag the function link. Lesson 1: Navigation Basics Creating a Favorites category for frequently-used functions Hover the mouse pointer over the function s star icon and click it to move the function to the Favorites section of the dashboard. Removing a Function from Favorites Hover the pointer over the respective function link and click the star icon. The function returns to its original category. 9

12 Lesson 1: Navigation Basics Online Help Once logged into the dashboard, you have access to online documentation through the Help link. The Help link opens the online version of the EmpCenter End User Guide in a new browser window. Figure 2: EmpCenter Help window 10

13 Lesson 2: The Time Entry Window The time entry window comprises various fields and tabs which allow easy view and entry of your time. After you login to the system and (if necessary) select the appropriate assignment, open your timesheet by selecting Enter My Hours from the Time Entry area of the dashboard. Lesson 2: The Time Entry Window The time entry window provides the options necessary for completing time entry. From this window, depending on your role, you can perform one or more of the following tasks: Enter/view time on your timesheet View your schedule View or acknowledge any exceptions (errors or warnings) about your timesheet View details of available time off See a preview summary of time entered on the timesheet The following is an example of an employee time entry window. The exact appearance of the timesheet varies according to your EmpCenter configuration. Figure 3: Example of Time Entry window 11

14 Lesson 2: The Time Entry Window The top panel displays the Timesheet tab while the bottom panel includes the Exceptions, Results, Schedule, Time Off Balances, and Comments tabs. Notice the following user interface features: Figure 4: Example of Bottom Tabs panel 1. Hover the pointer on the line separating the panels to activate the adjust height control. Click and drag the line up or down to adjust the relative height of the panels. 2. Click on the arrow to hide the bottom panel. Click it again to display it. 3. Use the scrollbar to access parts of the timesheet which are not currently visible. 4. When a time sheet cell shows a green triangle in the upper right corner, you can click the cell to activate the details tab. Figure 5: Time Sheet cell with Details indicated Assignments In EmpCenter, the job you perform in a specific department is referred to as an assignment. An employee can have more than one assignment. You will use the drop down menu to pick your correct assignment in the position field. 12

15 Function Buttons Several buttons reside at the top of your time sheet. These buttons execute certain program functions. Table 1: Time sheet Buttons and Their Functions Lesson 2: The Time Entry Window Button Button Name Function Period Selector Submit Recall Save Selects the pay period to view. Click the calendar icon to access a pop-up calendar from which to select a Pay Period. Sends your completed time sheet to your manager for approval. Appears after the timesheet has been submitted. If the timesheet has not yet been approved, it recalls the timesheet and allows you to make modifications. Saves your time sheet data. This is typically done every time you enter new data or make changes. The More button reveals the Print, Print Preferences, and Reload Data, buttons. More The Print Preferences function enables you to include or exclude the following fields to print:: Reload Data refreshes the timesheet with the previously saved data. View Select the List View, Table View or Day View of the time sheet. The view you select alters the presentation of the data on the Timesheet tab. 13

16 Lesson 2: The Time Entry Window Calendar Opens an interactive calendar from which you can navigate to a specific date or pay period. Additionally, this calendar may be configured to display days containing time sheet exceptions or planned time off. Click the question mark icon to access a legend that details the colors used in the calendar. Changing the Pay Period The pay period selector allows you to move forward or backward one period at a time, using the arrow icons, or to select a specific period to move to using the calendar icon. 1. Click the respective arrow on the Pay Period icon to retreat or advance a pay period. 2. Click the Pay Period icon to access a pop-up calendar, and then select a pay period or click the Default Period button. Figure 6: Sample of Calendar pop-up 14

17 3. Click anywhere in the row in which you want to enter or modify time. 4. Record your time and attendance information (see Entering In/Out and Elapsed Time). 5. Click the Save icon after every time sheet change. 6. Click the Submit icon at the end of every pay period to send your time and attendance information to your manager for payroll processing. Time Sheet Views EmpCenter provides three views (or formats) for displaying time sheet information: List View, Table View and Day View. Each view displays time sheet information for an entire Pay Period. Your ability to view any or all depends on your EmpCenter configuration. Lesson 2: The Time Entry Window Select the respective view through the View button. List View The List View is the default view; it displays the days in the selected Pay Period as a list. Figure 7: Sample of List View of Time Sheet Totals per time slice appear on the right side of the window, with the sum total for the Pay Period displayed in the bottom right corner. 15

18 Lesson 2: The Time Entry Window Table View The Table View eliminates the need to enter repetitive information for each entry on your time sheet. For example, instead of selecting a pay code for each day, you can enter this information once in Table View and simply enter hours for each day of the Pay Period. Figure 8: Sample of Table View of Time Sheet Totals per pay code appear on the right side of the window, and totals for each day at the bottom of the window. Day View The Day View displays only one day of time and attendance information. To view a specific day, click its respective date in the calendar bar. 16

19 Information Tabs The time entry layout shows two or three information tabs, depending on your role. Exceptions Tab This tab is supported for all profiles and all roles. An exception is a conflict noted between your time and attendance information and the rules under which your time sheet is processed. Exceptions generate messages which appear in the Exceptions tab on the Time Entry window. Some messages are informational and require no action; others require a satisfactory resolution before the time sheet can be successfully submitted. Error level exceptions must be corrected before the respective time is paid. Lesson 2: The Time Entry Window The Exceptions tab presents exceptions. Each exception shows the: Date of the exception Exception message describing the problem Severity of the exception (Informational, Error, or Warning) Any action that may be required Exception messages are color-coded to identify the level of severity: White: No exceptions or only informational messages present Yellow: Warnings present Red: Errors present By default, exception messages are displayed in decreasing order of severity. The rank of severity codes, from lowest to highest, is as follows: Table 2: Exception Severity Levels Severity Level Most Severe Field Options Error entire time sheet not paid/held Error record not paid Warning paid differently than entered Warning Informational message action may be Least Severe Informational message no action required No Exceptions 17

20 Lesson 2: The Time Entry Window Time entries associated with exceptions appear on the timesheet marked with a colored pin. 1. Click on the pin to display the exception message. Overriding Exceptions Your system may be configured with the ability to submit a time sheet that contains exceptions. In this case, you may be required to indicate that you are aware of the problem but wish to submit the time sheet anyway. In the following example, an exception message warns that too few hours have been recorded for a pay period. You can acknowledge the exception and submit the time sheet. 1. To submit the time sheet without resolving the exception, you can place a checkmark in the Acknowledged checkbox, and then click the Save icon. 2. Once the time sheet saves, the exception message redisplays. In this case, the severity level has changed from an error to a warning, which has also changed the color of the message box. 3. At this point, you can submit the time sheet. 4. To view the information from this window at a later date, use the Pay Period icon to select the pay period and then view the information on the Submit Details tab. Results Tab The Results tab reports the calculated results of the data input on the main time sheet, including overtime, shift premiums, etc. Figure 9: Sample of Results tab 18

21 Note the following features: 1. You can sort the data according to any column. By default, the data is sorted by Pay Code. Click a column title to display the sorting arrow and sort in increasing order. Click it again to sort in decreasing order. All columns can be sorted. 2. Click and drag the line separating two columns to modify the width of the left-hand column. 3. Click and drag a column title to change the display order of the column. 4. Click the arrow on top of the right-hand scroll-bar to display the menu that allows you to show/hide columns by checking or un-checking the appropriate check boxes. Lesson 2: The Time Entry Window Time Off Balances Tab The Time Off Balances tab displays the number of hours available in various time off banks, taking into account any hours used during the current period. It includes initial and ending balances for the period. Not all employees will see a Time Off Balance tab. For any given bank, notice the interface functions in the following example: 1. Click the Show Details link in the lower right corner of a bank to see more details about the period s bank transactions. Figure 10: Time Off Balances tab with PTO Details hidden 2. Click the Hide Details link to return to the summary view. Figure 11: Leave Balances with PTO Details visible 19

22 Lesson 2: The Time Entry Window Schedule Tab The Schedule tab displays schedules--any regular set of assigned tasks or responsibilities. Employees have read-only rights for their schedules. Figure 12: Sample of Schedule tab Schedules are used to save time and reduce errors in your time entry. If your work week includes a regular set of tasks or responsibilities, your administrator may have developed a schedule template for your position. Your manager can use this template to assign schedules to you. 20

23 Lesson 3: Basic Time Entry General rules for employees include the following: All employees use weekly time sheets The work week runs Friday to Thursday The workday runs from 12:00 a.m. to 11:59 p.m. Shifts crossing midnight are recorded as time worked on the day the shift starts Work time is reported using in/out entries or elapsed time based on your position Non-work time (vacation, jury duty, etc) will be reported using elapsed entries Lesson 3: Basic Time Entry To enter time into time sheets, utilize the following steps. 1. From the dashboard, select the Enter My Hours link from the Time Entry window to open your time sheet. 2. Display the body of your time sheet using the default view or the view of your choice. 3. To change the view, click the arrow on the View button to access its drop-down menu, then highlight and click a menu item to select a different view. 4. Ensure that the correct pay period displays. 5. To change the pay period: a. Click the respective arrow on the Pay Period icon to retreat or advance a pay period. b. Click the Pay Period icon to access a pop-up calendar, and then select a pay period or click the Current Period button. 6. Click anywhere in the row in which you want to enter or modify time. 21

24 Lesson 3: Basic Time Entry 7. Record your time and attendance information (see Entering In/Out and Elapsed Time below). 8. Click the Save icon after every time sheet change. 9. Click the Submit icon at the end of every pay period to send your time and attendance information to your manager for payroll processing. Entering In/Out and Elapsed Time 1. Click on a row in the Pay Code column to display the drop-down list of pay codes available to you. Select a pay code. 2. Enter the time in the Hours column. Figure 13: Sample of Pay Code drop-down For pay codes associated with elapsed time (if applicable), simply enter the number of hours. Figure 14: Pay Code field with Elapsed Hours field For pay codes associated with In/Out times, enter the In time on the first row of the Hours column and the Out time on the second row. In/Out times can be entered in a variety of ways: Key-in 5 on the first row and click outside the cell. The system will interpret the time as 5 a.m. and enter it on the time sheet in the correct format. Key in Xp (where X is a number from 1 to 12) to enter p.m. times. 5 p.m. can also be entered as

25 The system will prevent you from entering out times that are before in times or in times that are after out times. The system will highlight the error and display a warning message: Lesson 3: Basic Time Entry Figure 15: Sample In/Out time entry For shifts which start on the previous day, type in - (the minus sign) before the time; for shifts that end the next day, type in + (the plus sign). Pay Codes A pay code is the category to which your hours are assigned. Different categories of employees have access to different pay codes. Click in a pay code cell to see the drop-down list of pay codes you can access. If a pay code cannot be modified, it will appear with a shaded grey background and the cursor will change into a Stop symbol when placed over that row: 23

26 Lesson 3: Basic Time Entry Labor Distribution If you perform separate tasks, you can differentiate the hours worked. In EmpCenter, Labor Distribution (LD) is used to charge worked hours to labor categories. Fields are present on the time sheet for capturing labor distribution information, these categories are: Position Number, Service Area, and Activity. Employees may enter values directly in the fields or select from pull down lists. Entries are validated when saving the time sheet. Comments Use the Comments field to enter additional information related to a particular time entry. The Comments field in table view: 24

27 The Comments field in Day view: Lesson 3: Basic Time Entry The Comments field in list view: In the Table View, the comments are accessible for a selected row by clicking the green arrow as indicated by the cursor in the image below. Another method of accessing this Comments field is to press Shift + Enter together. This hotkey toggles the field open and closed. 25

28 Lesson 3: Basic Time Entry Other Time Sheet Tasks Time Record Favorites Time Record Favorites allow you to insert a pre-defined time record into your time sheet in order to save time. Instead of entering each part of a time record every time you need to enter the information on a time sheet, you can create a favorite, which enters a combination of information all at once. 1. To create a favorite on a time sheet, fill in the fields of a time record which will become a favorite. The Time field cannot be pre-defined in a favorite. You must directly enter hours on the time sheet after applying a favorite. 2. Click the Insert button drop-down menu on the time record from which you want to create a favorite. 3. Select Create New Favorite From Row. The Create Favorite window appears, listing the values of the various fields on the time record. 4. Fill in the Create Favorite window: 5. In the Favorite Label field, enter a name for the favorite. 6. If you do not want the favorite to include a pre-defined value for a particular field, unselect that field by clicking the corresponding checkbox. These fields remain blank on the time record when you apply the favorite, requiring the user to enter a value each time. Select the check boxes of the parameters you need to appear each time you use the favorite. A pay code must always be part of a favorite, since this field is mandatory for any time record. 26

29 7. Click Create Favorite to create a favorite for the time record. Lesson 3: Basic Time Entry The favorite you created appears in the Pay Code field and is available for you to use in all time sheets for the group/assignments you selected in the Use this favorite when viewing time sheets for field. The favorite displays with the given label at the top of the Pay Code drop-down menu. A star icon appears beside the name of the favorite. Favorites are not propagated to other users. Only you have access to the favorites you create. Each member of a target group/assignment has access only to favorites they have created themselves. Reusing Time Sheet Data Copying Data 1. Click the drop-down arrow next to the green plus sign that represents the Insert icon. 2. Select Copy, and one of the following: 27

30 Lesson 3: Basic Time Entry Copy Row Copy Entire Day Copy Entire Week Navigate to where you want to paste the copied information. From the drop-down arrow next to the Insert icon, select Paste 1 Entry. The Paste event is acknowledged. Cutting and Pasting Data 1. Click the drop-down arrow next to the Insert icon. 2. Select Cut, and one of the following: Cut Row Cut Entire Day Cut Entire Week 28

31 3. Navigate to where you want to paste the cut information. From the drop-down arrow next to the Insert icon, select Paste 1 Entry. Lesson 3: Basic Time Entry The Paste event is acknowledged. Copying Time Sheet from the Prior Period To copy a prior time sheet into the current time sheet, click the More button and select Copy From Prior Period. Copy From Prior Period is enabled only if the assignment has a prior pay period. Printing the Time Sheet You can print the information from all of the tabs in your Time Entry window. 1. In the Time Entry window, click the More button and select Print. A Print Preview window and Print dialog box appear. 29

32 Lesson 3: Basic Time Entry Figure 16: Sample Print Preview window and Print dialog box If the Print dialog does not open, click the Print link in the upper right area of the Print Preview window. 2. Select your print options and click OK. 3. Click the Close link to close the Print Preview window. 30

33 Lesson 4: Premium Calculations A premium is extra pay received when certain conditions are met. The most commonly known premium is Overtime and the most commonly known condition for earning overtime is working more than forty-four hours in a week. Your organizational premiums have been set up in EmpCenter based on the conditions stated in the established project business and pay rules. EmpCenter automatically calculates most premiums with no special action required on your part. Only rarely will you need to take some action to cause an employee to receive an earned premium. The table below describes the premiums set up in EmpCenter and required actions, if any, to ensure that employees are properly paid for earned premiums. Check the Pay Results tab on the employee time sheet to verify that the system calculated the expected premium. Lesson 4: Premium Calculations Premium Name Required Action Action Initiated By Overtime None None Holiday Work Time None None Shift Premium None None Holiday Hours None None 31

34

35 Lesson 5: Submitting Time Sheets 1. To submit your time sheet for approval, click the Submit button after ensuring all time is correct and saving the time sheet. The message Time sheet submitted appears if the submission was successful. A Recall button replaces the Submit button. Lesson 5: Submitting Time Sheets If the timesheet has not yet been approved, you can recall the timesheet to make further modifications. Notice that after recall the Save button is reactivated and the Submit button reappears. Recalling a Submitted Time Sheet You can recall a submitted time sheet if it has not yet been approved by your manager. To recall a submitted time sheet 1. Select the pay period using the Pay Period icon. If the time sheet has not yet been approved, the Recall icon appears with the function icons. 2. Click the Recall button. A dialog window appears, prompting you to confirm your decision. 3. Click OK to display the time sheet. 4. Update the information recorded in the time sheet, then Save and resubmit the time sheet. 33

36

37 Lesson 6: My Calendar Lesson 6: My Calendar The My Calendar window displays events such as time off, pending time off, schedules, unavailability, and holidays. Calendar items which appear on the Calendar window are called calendar categories. To see the calendar categories and the respective color coding, hover your mouse pointer over the Legend label. Based on your company s configuration, some of your calendar categories are integrated from other areas of EmpCenter and will not be editable from My Calendar. These items are viewable on the calendar to provide a more complete accounting of your time. Buttons reside at the top right corner of the calendar. Figure 17: Buttons from My Calendar screen The following table describes the My Calendar buttons: Table 3: Calendar Buttons and Their Functions Button Description Prints the calendar for the month you are viewing. The Previous and Next icons takes you to the previous or following month. Navigate to the current day. 35

38 Lesson 6: My Calendar Using My Calendar The actions you can perform on My Calendar are found on the Calendar Selection menu, which appears when you click a date on the calendar. The actions available on this menu depend on your company's configuration. 36

39 Lesson 7: Requesting Time-Off You can submit time off requests, track the status of your requests, and view the history of past requests using the My Time Off function. When employees request time-off, an is sent to notify the manager that a request was made. 1. From the dashboard, select Schedules > My Time Off. The Request List window appears. Lesson 7: Requesting Time-Off 2. Select Create New Request. The Create Time Off Request window appears. 3. Choose the type of time off from the Pay Code drop-down list. 37

40 Lesson 7: Requesting Time-Off 4. Enter the day on which you want to begin your time off in the Start Date field, or click the Calendar icon on the right of the date field to display a calendar from which you can choose the date. Ensure that the Start Date is today s date or later. 5. Enter the day on which you want to end your time off in the End Date field, or use the Calendar icon. 6. If necessary, enter a note to accompany your request in the Comments field. 7. Select Next to display the details of your time off request. The Request Details window appears. The hours request defaults to the scheduled hours for that day. You can modify the hours requested and also select another pay code from the Pay Code column. 8. Click the Insert icon in the Action field of a row to add another row for that day, select the Pay code and enter the hours for that type. Remember to adjust the other hours for that day accordingly, if necessary. 9. If exceptions prevent you from submitting the request, do one of the following: Click the Back button to return to the previous window and make a different selection, or Reduce the hours selected by the clicking the Delete icon in the Action field of a row to remove the hours from that row, and then click the Update button. 10. If no exceptions prevent you from submitting the request, click the Submit button to submit your request. You are notified of a successful submission. 38

41 Click OK. You are returned to the Request List window. Your new request appears in the Request List window as Pending. A request is sent to your manger. Lesson 7: Requesting Time-Off Figure 18: Request List window confirming submitted request When your manager approves the Time-Off Request, the requested time posts to your time sheet as time off. You receive an message when your manger approves or rejects your request. Requesting Time Off with My Calendar Actions available on the Calendar Selection menu vary based on your company s configuration. You may find it convenient to request time off from My Calendar because you are able to view all your calendar items for the month. Approved time off and pending time off requests can be displayed on the calendar based on your company s configuration. Pending time off requests will display in one color with a description of Pending Time Off and approved time off will display in a different color with a description of Time Off. Pending time off requests cannot be cancelled from My Calendar. Based on your company s configuration, you maybe be able to cancel time off requests from the Time Off Request window. For more information on canceling a time off request, see Canceling a Time Off Request. To request time off from My Calendar 1. Select My Calendar from the Schedules area of the Dashboard. 2. Click a date on the calendar. To select a single day, click any one date. 39

42 Lesson 7: Requesting Time-Off To select multiple days click on the initial date, drag your mouse across multiple dates. 3. Click Request Time Off from the Calendar Selection drop-down menu. A window appears where you can specify the type and dates of your request. Figure 19: My Calendar drop-down 4. Complete the following fields: Pay Code: Select the type of time off from the drop-down list. Dates: Enter the beginning and end dates for your time off, or click the calendar to display a calendar from which you can choose the dates. Comments: Enter any details to your manager about the request. 5. Click Next. A window appears that displays details about your request, including the date and hours requested. If the request uses a time-off bank, the window displays remaining bank balances and, if necessary, any potential exceptions associated with the request. 6. Depending on your configuration, you might need to complete either of the following: In Time and Out Time: Enter the time for your request. When a start or end time occurs on an adjacent day (e.g., the evening before or the morning after), press the plus (+) key to specify the next day and the minus (-) key to specify the previous day. Or Hours: Enter the elapsed hours. 7. Review and, if necessary, make any of the following edits: Click the green plus in the Action column to select hours from more than one time bank for the same day. Select the bank s pay code and enter the hours. Click the red X to remove a row. If there is more than one row for that day, the row itself will be removed. 40

43 If the row is a beginning or ending row, the hours will be removed, and a subsequent click will remove the row. 8. Click Update. The window lists the hours you requested and your adjusted bank balances. 9. Click Submit to send your request to your manager. A confirmation message appears. 10. Click OK. Your pending time off request immediately appears on the My Calendar window. Notification messages are sent to the following recipients when time off requests are submitted. The following table shows when the event triggering the , the recipients, and the content of the message. Lesson 7: Requesting Time-Off Table 4: Notifications, Triggering Events and Recipients MESSAGE SUBJECT Time Off Request Pending Time Off Request Approved Time Off Request Rejected Time Off Request Cancelled DAY AND TIME TO SEND Submission of time off request Approval of time off request Rejection of time off request Submission of time off request RECIPIENT(S) Manager and Delegates Employee Employee Manager and Delegates MESSAGE Employee Name has requested time off. Please review. Your time off request has been approved. Your time off request has been rejected. Employee Name has cancelled his or her request for time off. Canceling a Time Off Request You can cancel a time off request before or after it has been approved. 1. Go to Schedules > My Time Off. 2. Select the Current tab. 3. Select the respective time off request. The View/Cancel Time Off Request window appears listing the details and history of the request. 4. Click Cancel Request button to withdraw your request. 41

44 Lesson 7: Requesting Time-Off The Reason for Cancellation window appears. Enter your reason for cancellation, if necessary. 5. Select Cancel Request. The My Time Off window appears again, showing the status of the request as cancelled. Figure 20: Sample My Time Off window with Cancelled Request An message is sent out when a time off request is cancelled. 42

45 TM01 Time and Attendance-Employee Functions Lesson 8: Generating Reports Introduction EmpCenter supports report generation for employees and managers. Employees can access general reports to view time sheet information for a certain period, roles delegated to them, time spent by project, or comments on time sheets. 1. To generate a report: from the dashboard, click Reports > View General Reports. A list of report categories appears. 2. Do one of the following: Select a report category to display the respective reports or Search for the report. Enter the name or part of the name of the report in the Search field. Reports with the search criteria in their name appear in the Search Results pane as you type. 43

46 TM01 Time and Attendance-Employee Functions Introduction 3. Click the name of the report you want to generate. A second pane appears, allowing you to specify report criteria. 4. Complete the respective fields. 5. Select your preferred output format: Excel to view/print the report as a Microsoft Excel spreadsheet. HTML (the default) to view the report in the browser window as a web page. PDF to view/print the report in Adobe Acrobat PDF format. Adobe Acrobat Reader is required to view this format. The Reader is available at: 6. Click Submit to generate the report. The following figure shows a sample report in PDF format. 44

47 TM01 Time and Attendance-Employee Functions Report Favorites Report favorites give you quick access to frequently run reports by letting you store those reports in a top-level folder. You have the ability to specify and store your own report favorites. Introduction Creating a Report Favorite 1. From the dashboard, select View General Reports. 2. The Report window appears. 3. Navigate to and select the report you want to designate as a favorite. 4. Click the Favorites icon (the star). The star color changes to yellow. The report now appears in the Favorites folder. Figure 21: Sample Report window with Favorites highlighted Removing a Report Favorite 1. To remove a report favorite, highlight the report name to be removed. 2. Click on the Favorites icon. 3. The report is removed from the Favorites folder and the star icon turns gray. 45

48 TM01 Time and Attendance-Employee Functions Appendix A: Function Hotkeys Appendix A: Function Hotkeys Many of the functions and commands used in the EmpCenter web interface can be performed or executed using a hotkey, a combination of key strokes. The hotkeys available for a particular screen can vary depending upon the nature of the tasks being performed, and hotkeys for specific functions can also vary on different screens. A configuration option controls the hotkeys for copying and pasting entries on time sheets for a row, day, or week as well as duplicating a row. Although the default descriptions of the hotkeys always appear in the Hotkeys dialog, attempting to execute actions with disabled hotkeys has no effect on the time sheet. To display hotkeys for a time entry window, press Ctrl+Shift+H. The following hotkeys are available from within each screen: Table 5: Standard Tasks and Hotkeys from Time Entry window Tasks Hotkey Save time sheet Submit time sheet Recalculate and reload the Time Entry Window Insert a row after the currently selected row Cut a row and place the row on the clipboard Copy a row to the clipboard Paste a row from the clipboard Delete a row Insert a copy of the currently selected row immediately below that row Ctrl + Shift + S Ctrl + Shift + B Ctrl + Shift + R Ctrl + Shift + I Ctrl+ Shift + X Ctrl + Shift + C Ctrl + Shift + V Ctrl + Shift + D Ctrl + Shift + U Use high-contrast colors for alternating rows on time sheet and schedule Ctrl + Shift + ~ (Table view only) Opens and closes the details section for a time slice Enter time for the previous day. This hotkey works only when cursor is in an In/Out field Enter time for the next day. This works only when the cursor is in an In/Out field Shift + Enter - or _ + or = 46

49 TM01 Time and Attendance-Employee Functions Function Switch to Day View Switch to List View Switch to Table View Display each tab s number Table 6: Standard Time Entry window Functions and Hotkeys Hotkey Ctrl + Shift + Y Ctrl + Shift + L Ctrl + Shift + T Ctrl + Shift for one second Display a tab based on the tab s number Ctrl + Shift+ n, (where n = 1 9) Move the cursor to the first detail field for the selected row. If in a detail field, return the cursor to the selected row Move the cursor one cell forward (right) in a row, wrapping to the beginning of the next row when the end is reached Move the cursor one cell left in a row Move the cursor one cell down in a column, wrapping to the top of the next column when the end is reached Move the cursor one cell up in a column, wrapping to the bottom of the previous column when the end is reached Ctrl + Shift+ Enter or Shift + Enter Ctrl + Shift + right arrow key Ctrl + Shift + left arrow key Ctrl + Shift + down arrow key Ctrl + Shift + up arrow key Appendix A: Function Hotkeys 47

50 TM01 Time and Attendance-Employee Functions Appendix A: Function Hotkeys Editing Hotkeys Most hotkey shortcuts can be edited or disabled. 1. In a time entry window, press Ctrl+Shift+H. A list of hotkeys appears. Figure 22: Sample of Hotkey list 2. Select the Shortcut field of the hotkey to edit. Hotkeys with a dark gray background cannot be edited. 3. Press the new key combination. 4. Press the Enter key. If you press a key combination already in use, an error message appears. To correct that, do one of the following: Press Delete and enter a new hotkey combination. Press Esc to discard your changes and use the original hotkey combination. 48

51 TM01 Time and Attendance-Employee Functions 5. If you press a key combination which does not include both the Ctrl and Shift keys, a warning message appears. Key combinations that do not include Ctrl and Shift may override existing hotkeys for your Web browser. You can either choose to save the key combination, delete it, or discard your changes. Disabling 1. In a time entry window, press Ctrl+Shift+H. A list of hotkeys appears. Appendix A: Function Hotkeys The Show Hotkeys hotkey cannot be disabled. 2. Select the Shortcut field of the hotkey to disable from the list and press the Delete key. Hotkeys with a dark gray background cannot be disabled. 3. When (not set) appears in the cell, press the Enter key. 49

52 TM01 Time and Attendance-Employee Functions Glossary Glossary Accrual The accumulation of earned time off. Assignment The record that contains information about an employee s job. An employee can have more than one assignment. Bank A repository in a time and attendance system that contains the amount of earned time off available to an employee. Examples of earned time off include vacation, sick, optional or floating holidays, FMLA, paid time off, and more. Cross-Period Exception A cross-period exception occurs when recorded or scheduled work in a period causes an exception with an employee s scheduled work in a future period. Dashboard A task-based navigation system in the main area of your EmpCenter window. Day View One of three time sheet formats for displaying time and attendance information for a single day. This view differs considerably from the other views which display information for an entire pay period. Details Tab The Detail tab lets you enter additional information in your time sheet pertaining to a specific time entry. Dynamic Changeable (versus 'static' or unchanging). Exception A conflict noted between your time and attendance information and the rules by which your time sheet is processed. Exceptions generate messages that appear in the Exceptions tab on the Time Entry screen. Some messages are informational and require no action; others require a satisfactory resolution before the time sheet can be successfully submitted. Exception Time Entry The state in which employees enter time only when it differs from scheduled time. 50

53 TM01 Time and Attendance-Employee Functions Favorites An alias, or nickname, that can be created and used to reference a common task or project on the Table view of your time sheet. Glossary Favorite Set A group of Favorites that can be enabled for a time sheet. General Rights Personal rights available to users. Hotkey A combination of keys that, when pressed simultaneously, execute a command or function typically available through a menu or screen selection. List View One of three time sheet formats for displaying time and attendance information for an entire pay period. Each day of the week and time entry are depicted by in rows. Password An encrypted word or other set of characters used with your User ID to prevent unauthorized access to EmpCenter application. Policy A set of rules used to define a specific facet of time and attendance, such as how to handle overtime worked by non-exempt employees. Policies are created in the Policy Editor. Positive Time Entry The state in which employees manually enter time for each instance worked. Role A set of system features and corresponding approval levels which define the authority of an individual for a particular assignment group. An individual may be associated with different roles for different assignment groups; e.g., a manager for one group and an administrator for another group. Schedule A set of day and time entries which defines when employees are expected to report to administrator can create schedule templates, which can be used by a manager to create schedules. The manager then assigns the schedule to one or more employees. In some cases, the schedule is simply used by the employee as a reference; however, other cases, the schedule is used to automatically fill in the entries on a time sheet. Table View One of three time sheet formats for entering and viewing time and attendance information for an entire pay period. The Table view is especially useful for entering repetitive daily time and attendance information. 51

54 TM01 Time and Attendance-Employee Functions Glossary Time Sheet The form used to record and submit your time and attendance information. Web Browser A special program that allows you to view web pages. Internet Explorer and Firefox are the most commonly used web browsers. 52