Empower Supervisor Quick Guide for Non-Exempt Full-Time Employees

Transcription

1 Payrll Office: ext Empwer Supervisr Quick Guide fr Nn-Exempt Full-Time Emplyees This dcument prvides an verview f the daily functins and respnsibilities t be cmpleted by Supervisrs in the EMPOWERTIME Autmated Timekeeping System. What is EmpwerTime? EmpwerTime is an autmated wrkfrce management system that prcesses emplyee punch data and pay recrds. EmpwerTime tracks emplyees wrk time s that supervisrs can mre accurately mnitr emplyee wrk activities and emplyees can receive fair cmpensatin fr all hurs wrked. Supervisrs can review daily and weekly hurs, run reprts and make crrectins t emplyee recrds as necessary. At the end f the pay perid, the payrll team exprts EmpwerTime data fr prcessing in the payrll sftware. EMPLOYEES - Clcking in and ut There are tw ways fr yur emplyees t clck in and ut: 1. Timeclck Chse the actin yu want and either swipe yur Higher One Card r punch in yur emplyee number (withut the leading D). It will tell yu punch accepted and yur name if it read yur punch. 2. Web entry g t dscwebentry.dixie.edu and enter yur Dixie ID number (with the D in frnt) and passwrd. If yu ever need t change yur passwrd, g t changepasswrd.dixie.edu. This will change yur Dixie ID passwrd (which is cnnected t yur cmputer lgin, , etc), which is what Empwer uses. New emplyees will need t reset their passwrds if they cannt lgin t web entry. Yur emplyees will need t clck in and ut any time they leave campus (fr persnal reasns) r are nt wrking. They will use the lunch punches when taking lunch and use the In fr Day (clck in) and Out fr Day (clck ut) buttns fr all ther punches (dctr s appintments, persnal errands, persnal meetings, etc.). They will als need t clck ut whenever they use the exercise/gym leave r if they have been apprved t take a class during the wrk day. Supervisrs will add the gym and schl/class hurs back t the timecard manually. SUPERVISORS I. Navigatin Initial Sftware Dwnlad Type unitimeclient.dixie.edu int any web brwser t dwnlad the sftware. *Nte, this sftware nly wrks with a PC. Initial Lgin After yu have dwnladed the sftware, click n the Empwer Sftware Slutins V9 desktp icn r g t Start > All Prgrams > Empwer Sftware Slutins > Empwer Sftware Slutins V9. At the lgin screen, enter yur assigned User ID and passwrd (if yu are nt sure what this is, please cntact the Payrll Office).

2 Supervisr Quick Guide p2 Emplyees Sectin In the bttm left hand crner, click n Emplyees. This will change the cntents screen right abve the list t shw all f the Emplyee Screens. After the initial selectin, all ther screens can be accessed frm the Cntents sectin f the left navigatin bar. View the Emplyee Prfile Cntained n the Main and Time Attendance tabs. Infrmatin n these tabs is entered and maintained by the Payrll Office. Please cntact yur HR r payrll department if incrrect infrmatin fr yur department s emplyee(s) is fund. Navigating with Arrw Buttns By default, the emplyee with the lwest emplyee number will be displayed when initially accessing the Emplyee sectin. Use the arrw keys t mve frm recrd t recrd. Mves t the first emplyee in the list srted by Emplyee Number. Mves ne emplyee number lwer than currently selected emplyee. Mves ne emplyee number higher than currently selected emplyee. Mves t the last emplyee in the list srted by Emplyee Number. Emplyee Search Click the magnifying glass navigatin buttn:

3 Supervisr Quick Guide p3 Enter search criteria using the emplyee s badge number, emplyee number, r name by clicking in the first blank line in the grid sectin f the screen. In that field, begin typing the criteria t filter the search. Example: In the Emplyee Number field, begin typing 99 and all emplyees whse numbers begin with 99 will shw. T und the filter, click n the unfilter buttn t return t the cmplete list If yu need t search using additinal criteria, click the Field Chser and select the additinal clumns yu wish t see n the Search screen. Use the Dashbard view fr easy management EmpwerTime s Hme Dashbard screen prvides an easy way t manage daily and weekly supervisr tasks. Click the wrkflw icns t see detail n the same Hme screen. II. Time Off Requests Apprving Time Off Requests Time Off Requests (TORs) are set t pending when an emplyee submits fr a day r multiple days ff, using EMPOWERTIME Web Entry. Yu shuld als be ntified f a pending TOR via an ntificatin. TORs are typically submitted fr Vacatin Days, Persnal Preference Days, Sick days, r any ther leave time available accrding t DSU plicy.

4 Supervisr Quick Guide p4 T apprve / decline a Time Off Request (TOR) Frm the Hme tab, click n the TOR s icn n the Tasks Dashbard. TOR s can be viewed in a list r in a calendar. T view in the calendar, select the Calendar View Tab at the bttm f the screen. Unclick the Date Range bx t see all f the TOR s (therwise yu will nly be able t see frm the beginning f the mnth n nthing frm the prir mnth). If any requests are pending, they will display with a Questin mark icn. Apprved requests will display with a Green Checkmark. Declined requests will display with a Red Cancelled Circle. T view TOR s in List View, select the List View tab instead f the Calendar View tab. Make sure t unclick the Date Range bx t see all TOR s In the Status clumn, filter n Pending t view all f the pending TOR s. Frm either view, duble click n the emplyee s name t pp-up the apprval / decline windw The date being requested ff, alng with the emplyee s cmments, hurs ff being requested, and available benefits balances are listed. Type in any cmments yu wish t prvide t the emplyee in the Supervisr cmment field, and Select the Accept r Decline buttn.

5 Supervisr Quick Guide p5 If the request has been accepted, this autmatically creates the EMPOWERTIME Pay Recrd, which will be exprted t Payrll at the Pay Perid s end. If the request has been declined, n further actin is required. NOTE: EMPOWERTIME will the supervisr when an emplyee submits a TOR. It will als autmatically yur emplyees with the apprpriate Accepted r Declined ntificatin, and yur Supervisr cmments, if any. The next time the emplyee lgs int EMPOWERTIME Web Entry, they can see the apprpriate Apprved Green Checkmark, r Declined Red Cancelled Circle by their request. III. Timecard Frm the emplyees sectin, click n timecard in the cntents screen t access yur emplyee(s) timecard. This is where all punch infrmatin is stred. Punch Types IND In fr Day OUTD Out fr Day IDA In fr the Day Again (system generated punch type nly nt fr use when manually entering hurs) OUTL Out t Lunch (Begin Lunch) INL In frm Lunch (End Lunch) MAX t transfer t anther index cde

6 Supervisr Quick Guide p6 Punch Clrs Black: Unedited timeclck punches Green: Edited punches Red: Missing punches Gld: Apprved punches (frm apprved timecards) Pay Recrd Clrs (shws n timecard as P-REC) Blue: Unedited pay recrds inserted frm apprved time ff requests Black: Edited r inserted pay recrds Review Missing Punches Supervisrs review missing punches and create pay recrds fr all nn-punched paid time ff. *Nte that until the current wrkday has ended, an emplyee with an In fr Day (IND) punch will shw the Out fr Day (OUTD) punch as missing. D nt crrect this punch. Only crrect missing punches fr days prir t the current wrkday. If an emplyee has punched back in frm lunch, leaves again and then returns t wrk, the emplyee will punch In fr Day a secnd time which creates a punch type called In fr Day Again (IDA). T view missing punches fr all emplyees, click n the Dashbard Exceptins icn frm the Hme screen. Dubleclick n the emplyee s name t be taken t the emplyee s timecard t crrect the missing punch. T crrect missing punches : Click n the?? in the red missing punch, type in the crrect time, and press ENTER t save yur changes. Press t recalculate. OR duble-click n the?? t bring up the punch Detail windw. Enter the crrect time, enter a cmment and click the checkmark at the tp t save.

7 Supervisr Quick Guide p7 *Cmments * Make sure t add cmments t everything yu d. This way if there is ever a questin abut a punch, the cmments will help explain what change was made and why. (The emplyee will nt be able t see timecard cmments). Edit punches Duble-click the recrd that needs t be edited, r highlight the recrd and click the Edit buttn. Add new punches Click the + Punch buttn. Select the crrect punch type Enter the time using AM/PM (12 hur) time Enter the date by typing ver the default r by clicking the dwn arrw t access the Calendar. Add cmments Click the checkmark buttn t save. Click Clse t exit the Punch Detail screen, r press the plus sign buttn t add anther recrd.

8 Supervisr Quick Guide p8 Psting punches After making changes t a timecard, click the Pst buttn ttals. t refresh the punches fr daily and weekly NOTE: Crrectins shuld nly be made n days that have already been cmpleted in full. If yu lk at an emplyee s timecard while they are still clcked in, a missing punch recrd fr the OUTD punch will shw. This missing punch recrd will be remved when the emplyee punches ut fr the day. Paid Time Off (Pay Recrds) Paid time ff and Time Off Requests shw up n the timecard as a Pay Recrd (P-REC). Befre adding a pay recrd fr paid time ff, check the emplyee s Attendance balance by: Click n the emplyee s Attendance screen r, Run the Attendance Balance Reprt r Attendance Detail Reprt T enter a pay recrd: Click n +Pay Recrd Select the crrect date Enter ttal hurs Select the crrect pay type Add cmments Click the checkmark buttn t save. Click Clse t exit the Punch Detail screen Click n the Pst buttn t refresh Exercise/Gym leave and class/schl hurs will need t be entered manually using the GYM and SCHL pay types. Reviewing Weekly Hurs Each Mnday the supervisr will need t lgin t Empwer and review all full-time, nn-exempt timecards fr ttal hurs. Fr each wrk week (Saturday Friday), nn-exempt emplyees ttal hurs must add up t 40 hurs. If ttal hurs are ver 40, the emplyee may earn cmp time. If the ttal hurs are under 40, the emplyee needs t take paid time ff (cntract hurs, persnal preference, sick, vacatin, etc) t add up t 40 ttal hurs. If ttal hurs are ver 40 and the emplyee has taken leave time during the week f Cmp Time, Cntract Hurs, Vacatin, Persnal Preference r Sick, then the supervisr will need t reduce thse leave hurs taken (in the same rder specified) t bring the emplyee t 40 ttal hurs. Pay types which may nt be reduced are Hliday, Military, Bereavement, Jury Duty, Schl hurs (SCHL) and Gym. If ttal hurs are under 40 and the emplyee has nt submitted a Time Off Request fr thse hurs, the supervisr will need t enter a Pay Recrd t bring the ttal wrk hurs t 40. Leave time shuld be entered in the fllwing rder (if any available balance): Cmp time, Cntract Hurs, Vacatin and Persnal Preference. Sick time is nly t be used accrding t DSU plicy. IV. End f Pay Perid Steps Apprving Timecards Timecard apprvals shuld nly be dne after all missing punches and leave time pay recrds have been added and all ther timekeeping tasks have been cmpleted. Once timecards are apprved by supervisrs, punches can n lnger be edited and they cannt be unapprved by the supervisr.

9 Supervisr Quick Guide p9 If an apprved timecard must be mdified prir t payrll prcessing, yu must cntact the Payrll Office t make the change. Timecards cannt be updated after payrll prcessing has begun. Timecard apprvals can be dne by yur whle department r individual emplyees n tw different screens depending n yur preference. T access the entire department, frm the Hme screen click n the Emplyee Apprvals icn in the Dashbard. A grid view f timecard apprvals appears: T apprve all emplyees in this view, click the Apprve All buttn but use this feature with cautin as nted abve. T apprve individual emplyees, click in the Timecard Apprved checkbx t the right f the emplyee s name and hurs. If the Timecard Apprved clumn des nt shw in the field, take the fllwing steps t mdify yur view. This change is nly effective fr yur user ID: 1. Click the small Field Chser icn in this grid (directly t the left f the first clumn): 2. In the fllwing screen, click n the ApprvedLevel1 checkbx. 3. Overwrite the clumn descriptin in the Captin clumn t be Timecard Apprved 4. Click the Save buttn.

10 Supervisr Quick Guide p10 Timecards can als be apprved fr individual emplyees in that emplyee s Timecard screen: In the left Cntents screen, click n Apprvals/Reviews t apprve individual timecards. Punches fr the full active pay perid will change t gld t indicate they are apprved. Apprved time cannt be edited unless it is first unapprved. Please cntact the Payrll Office t unapprved time if necessary. V. Reprts Reprts are split int current r active reprts and histry reprts. Active reprts can nly be run n data that is in the current active pay perid. Histry reprts will pull all data that is in a prir pay perid. Sme cmmn reprts yu might run are: Timecard: Displays each emplyee s timecard and highlights missing punches. Timecard and Pay Recrds: Displays the emplyee s timecard with any pay recrds. Hurs Wrked Summary: Displays each emplyee s ttal hurs by pay type. Hurs Wrked Simplified: Displays each emplyee s time wrked per day. Overtime: Displays each emplyee wh has incurred vertime in the active pay perid. Exceptins: Displays missing punches that need t be crrected as well as ther exceptins. Attendance Balance: Displays each emplyee s attendance plan assignments and balances.

11 Supervisr Quick Guide p11 Request a Reprt View a Reprt Click Reprts in the left navigatin bar, then click All and chse the desired reprt. OR g t the Reprts menu > Active t view reprts fr the current pay perid and later, r Histry t view reprts fr histrical data fr clsed pay perids Chse the reprt t run (r frm the Reprts menu, chse the categry and then the reprt) Enter the reprt criteria Srt fields cntrl the rder that recrds appear n the reprt Range fields cntrl which recrds appear n the reprt Press Run Reprt Enter any additinal criteria - varies by reprt and generally includes date ranges Click Pending and Ready Reprts Requested Reprts Statuses Blue questin mark reprt is being generated Green checkmark ready t view Red x n data fr the selected criteria Pen and paper reprt has been viewed Click n the green check mark when the reprt is ready t view the reprt. Once the Ready buttn has been clicked and the reprt viewed, the icn changes t Viewed.

12 Supervisr Quick Guide p12 Click the printer icn t print the reprt r save as Adbe PDF frmat if it s been installed as a printer ptin n yur machine. Click the different view ptin icns t the right f the printer icn fr whle page, page width and 100% views. Use the navigatin buttns t view subsequent pages. Save a Favrite reprt - Frm Reprts in the left navigatin bar, chse Favrites Click the Cnfigure buttn and use the arrw keys t mve reprts t save as Favrites. Click Save and Clse. Nte that these are Active reprts nly, nt histrical. Once a reprt has been added as a favrite, it can be accessed by ging t Reprts > Favrites, r by clicking n the right hand blue Favrite Reprts tab. Nte that the Favrite Reprts tab will shw favrite reprts by gruping such as Emplyee, Analysis, Schedule and ther reprt categries. T re-run a favrite reprt, click the Run Reprt buttn. Delete a Reprt Reprts remain in the Pending and Ready list until deleted. Click n a reprt name in the list t select it and press the DELETE buttn (r Delete All if needed).