isolved Time Employee Guide v February 2016

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1 isolved Time Employee Guide v February 2016

2 Table of Contents isolved Time Employee Guide SELF SERVICE PUNCHING... 2 TIME CARD... 3 TIME CARD REPORT, SCHEDULE AND PREVIEW CHECK... 4 PUNCH ENTRY... 4 HOURS ENTRY... 5 HOURS DETAIL PREVIEW... 6 MANAGING PUNCH/HOUR RECORDS... 6 TIME CARD VERIFICATION... 7 EMPLOYEE ABSENCES... 8 TIME OFF BALANCES... 8 TIME OFF REQUESTS... 9 TIME OFF REQUESTS VIEW... 9 MARCH 2016 PAGE 1

3 Self Service Punching isolved Time Employee Guide Upon logging into isolved, an employee can immediately create a punch by using the employee selfservice punch option location at the top right of the page, as seen below. In this menu, a punch can be created via two different methods: 1. Quick Punch When a user clicks on the Quick Punch option, isolved will immediately create a punch for the current date and time for the user, without the option to add punch notes or other punch options. Once the punch is created, the user will see a confirmation at the top of the isolved page as shown below. 2. Detailed Punch When a user clicks on the Detailed Punch option, isolved will open the punch creation area and display the current date and time to the user. Note that the date and time fields are not editable to any user utilizing self-service punching. The punch options available in the detailed punch creation area as follows: Type: The type option allows the user to specify the punch type for the entry. The options are Normal, Meal, or Break. Mode: The mode allows the user to specify if the punch is an In Punch, Out Punch, or Auto. isolved will default to Auto, which allows isolved to put the punches in the order in which they occurred on the time card. MARCH 2016 PAGE 2

4 Labor: If the option to enter labor allocations is enabled, the user can select from the allowed labor levels when creating a punch. If no labor is selected, isolved will use the employee default labor allocation. Time Card The Time Card, which is located in the Time menu, allows employees to view the punches and hours on their time card in isolved. The hours detail for the different earnings types is located at the bottom of the time card in the Earning Summary and Labor Summary areas. The Time Card is the primary method users will use to enter punches and hours into isolved. The hours detail for the different earnings types is located at the bottom of the time card. The following is a breakdown of the different areas of the time card and their functions: Time Scale The and buttons (located in the top left of the time card) are used to define the time scale view on the time card. By default the time card is setup to show one hour increments, and is adjustable down to 15 minutes increments, which allows 3 views in total (Hour, Half Hour, and Quarter Hour). Time Card Date Range The Date Range (located at the top center of the time card) allows the user to change the date range being displayed on the time card. When the date range is clicked on, the user can specify a specific date to view on the time card. MARCH 2016 PAGE 3

5 Time Card Views The Time Card Views (located on the top right of the time card) allow the user to change the number of days being displayed on the time card. By default the time card will show the Pay Period view, but the other options of Week and Day are available for use. Edit The Edit button (located at the top left above the Time Scale selection buttons) is used to put the time card into editing mode. Once in editing mode, users can add elements like punches, and hours to the time card. Time Card Report, Schedule and Preview Check Any user can now run the time card report or preview a schedule or check directly from the time card by clicking on the links as shown below. Note: The data shown in the time card report and preview check links is only an estimate based on the current time card data as of the time the link was selected. The Preview Check link may not appear on all time cards or for all users within isolved. Punch Entry Note: Not all employee may be allowed to enter punches or hours directly into the time card. If you attempt to follow the instructions and are unable to see the Punch or Hours links, then your company has chosen to not allow those features. To enter a punch on the time card, follow the steps below: 1. Click on the Edit button on the time card to enable editing mode. Once this is done, the Edit button changes and now displays Show Results. 2. Using the mouse, click on the time card at the time you wish to the punch. The Punch Entry area will appear (as shown below). MARCH 2016 PAGE 4

6 The date and time for the punch will automatically be entered for you based on the time card area selected earlier in step Enter the punch type you wish to create. The following options are available: Normal: Used for standard in/out punches. Meal: Used to indicate a meal out or meal in punch. Break: Used to indicate a break out or break in punch. 4. Enter any labor allocation information that you wish to attach to the hours by using the fields in the Labor area. 5. Enter any notes information that you wish to attach to the hours by using the Notes field. 6. Click on the Save button when finished. Hours Entry To enter hours on the time card, follow the steps below: 1. Click on the Edit button on the time card to enable editing mode. Once this is done, the Edit button changes and now displays Show Results. 2. Using the mouse, click (and hold the mouse click) on the time card at the time you wish to add hours and drag the mouse downward toward the bottom of the time card. This will create a highlighted section of the time card. 3. Using the mouse, select the Hour option. MARCH 2016 PAGE 5

7 The Start Time, End Time, and Duration will automatically be entered for you based on the area selected earlier in step Enter any labor allocation information that you wish to attach to the hours by using the fields in the Labor area. 5. Enter any notes information that you wish to attach to the hours by using the Notes field. 6. Click on the Save button when finished. Hours Detail Preview Once a punch or hour record is created on the time card, details about the record can be viewed by simply holding the mouse over the record on the time card. The hours detail preview displays the following: Clicking on the Clicking on the time card. Punch In/Out Time Duration of hours record Labor Details Time Card Alerts icon opens the record up for editing. icon deletes the hour record from the Once all of the punch or hour records have been created, click on the Show Results button to commit the entries to the time card. Managing Punch/Hour Records Once a punch or hour record is committed to the time card, it can be, edited, moved, or copied to another day on the time card. Please follow the steps below: 1. Click on the Edit button on the time card to enable editing mode. Once this is done, the Edit button changes and now displays Show Results. 2. To edit an existing record, click on it with the mouse to open it up. Alternately, clicking and holding on the punch or hour record will open the options to move or copy the record. Drag the punch or hour record to the desired area on the time card. A new menu will appear as shown below. MARCH 2016 PAGE 6

8 3. Select the command Move or Copy as required. Move acts like a cut and paste, physically moving the punch or hour record on the time card. Copy opens the punch or hours entry area and automatically inputs the same parameters the original record had assigned to it. It is important to note that when utilizing meal or break rules, the hour record may be broken into more than one block as a result of the meal or break rule. The Copy command will only copy the portion of the record selected. Currently there is no way to select multiple records for copying at the same time. 4. Once all of the Move or Copy commands have been entered, click on Show Results to commit the records to the time card. Time Card Verification Time Card Verification is an optional feature that allows employees, managers, and supervisors to electronically sign off on the time card, prior to the data being populated to the time entry grid for payroll processing. The button to verify the time card is located at the top left of the time card, next to the Edit button, as shown below: MARCH 2016 PAGE 7

9 When the button is clicked, all verification levels are show, and a user may click on the appropriate level using the mouse to verify the time card for that level. Employee Absences The top of the Employee Absence area allows a user to find absences that have already been entered in isolved. Please follow the steps below to search for an absence entry: 1. Go to Employee Self Service > isolved Time > Employee Absences. 2. Enter the date range in which you want to search for the absence using the To and From fields. 3. Select the absence policy type to use for the search, if any, using the Absence Policy field. 4. Select the status type to use for the search, if any, using the Status field. 5. Click on the Filter button. Time Off Balances The Time Off Balances area is used by employees and managers/supervisors to view data about any accrual policy assigned to the employee. To view the accrual data, follow the steps below: Go to Employee Self Service > isolved Time > Time Off Balances. MARCH 2016 PAGE 8

10 The following data is displayed in the Time Off Balances area: Length of Service Hire Date Accrual Rate Current Balance Carryover Balance Current Accrued YTD Accrued Current Taken YTD Taken Pending Taken Time Off Requests The Time Off Requests area is used by an employee to enter a request for time off into isolved on behalf of the employee. When a manager or supervisor enters the time off request, it is automatically approved within isolved. If the employee enters the request, the manager or supervisor will then approve or deny the request as appropriate within isolved using the Time Off Requests Admin area. To create a Time Off Request, please follow the steps below: 1. Go to the Time Off Requests area. 2. Enter the absence type by using the Absence Policy field. 3. Enter the date range for the absence by using the From Date and To Date fields. 4. If necessary, uncheck any days of the week that you do not wish the request to be created. isolved will automatically select all days of the week between the To Date and From Date. 5. Enter the number of absence hours for the request, in the Hours Per Day field. 6. Enter the Start Time and any Comments for the request. 7. Click on the Save button when finished. Time Off Requests View Once the time off request is created, it can be viewed in the Time Off Request Calendar area, as shown below: MARCH 2016 PAGE 9

11 As you can see in the example, the absence name, approval status, number of hours per day, and the employee remaining balance are all displayed on the calendar, for the employee. The detail tab shows the absences in a list format and can be used to filter the list down to only absences within a specific window, absence type, or status. To use the absence detail search, please follow the steps below: 1. Go to Employee Self Service > isolved Time > Time Off Requests. 2. Click on the Details tab. 3. Enter the date range in which you want to search for the absence using the To and From fields. 4. Select the absence policy type to use for the search, if any, using the Absence Policy field. 5. Select the status type to use for the search, if any, using the Status field. 6. Click on the Filter button. MARCH 2016 PAGE 10

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