Version 12.0 Reference Guide Administrator

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1 Versin 12.0 Reference Guide Administratr

2 Table f Cntents 1 Lgging int evclck Lgging In 4 2 Navigating evclck The Hme Tab The Infrmatin Pane Navigating t Other Tabs Viewing yur wn Timecards, Leave Requests and Prfile Applying a Filter t yur List f Emplyees Accessing Help Setting yur User Preferences Changing yur Passwrd Changing the Number f Recrds Displayed Per Page Disabling the Cnfirm Save Pp-Up Message Cnfiguring the Timecard Display 8 4 Emplyee Prfile Maintenance Entering in a New Hire Setting up a User Accunt Terminating/Inactivating an Emplyee Rehiring/Re-Activating an Emplyee Maintaining Emplyee HR Infrmatin Timecards (Nn-Exempt Emplyees) Viewing/Editing Punch Timecards.12 6 Other Timecard Functins Adding Miscellaneus Pay n a Timecard Overriding Hliday Pay n a Timecard Printing/ ing/Dwnlading a Timecard Viewing Calculatin Details Viewing the Timecard Audit Trail Cnfiguring a Timecard Prxy Leave Requests Entering a Leave Request n Behalf f an Emplyee Apprving/Denying Leave Requests Editing a Leave Request Viewing Time Off n the Leave Request Calendar 18 8 Reprts 18 2 P a g e

3 8.1 Running a Reprt Schedules Entering in an Emplyee s Schedule Hliday Calendar Maintenance Adding New Hlidays t the Existing Hliday Calendars Accrual Balance Maintenance Increasing an Accrual Balance Adjusting an Accrual Balance Payrll Prcessing Pre-Prcessing Best Practices Lck the System (Optinal) Un-Lck the System (Optinal) Clse Payrll (Optinal).23 3 P a g e

4 1 Lgging int evclck+ 1.1 Lgging In Open up yur web brwser and navigate t the fllwing URL: ENTER SITE URL HERE Type yur Lgin ID and Passwrd that has been prvided t yu, and then click the Lgin buttn. Lgin IDs are nt case-insensitive but passwrds are case-sensitive. Please change yur passwrd after yu lg in fr the first time. 4 P a g e

5 2 Navigating evclck+ 2.1 The Hme Tab When yu lg int evclck+, yu will be taken t yur Hme tab. The Hme tab will display all f the emplyees yu have access t. Frm this page, yu can access emplyees schedules, prfiles and timecards. Nte: Sme f these ptins might nt be available t yu based upn yur site setup. Here are sme imprtant features n this page: T search fr an emplyee in the list, drp-dwn the Search On field at the tp f the list and chse t search by either Emplyee Name r Emplyee ID. Enter yur search criteria in the Find Emplyee field and click n G. T view emplyees whse last names begin with a certain letter f the alphabet, use the alphabet bar at the bttm f the page. T return t the list f all emplyees, click n All n the alphabet bar. If yu have mre than ne page f emplyees, yu can navigate t the next page, by clicking n the right arrw in the bttm right-hand crner f the emplyee list. T view/edit schedules, click n the Edit buttn t the right f the emplyee s name under the Schedule clumn. T view/edit prfiles, click n the Edit buttn t the right f the emplyee s name under the Prfile clumn. T view/edit timecards, click n the Edit buttn t the right f the emplyee s name under the Timecard clumn. The timecard will pen t the current pay perid. If yu wish t view a different pay perid, then chse a date frm the Pay Perid Select field in the upper left-hand crner f the list and then click n the Edit buttn. 2.2 The Infrmatin Pane On the Hme tab, there is a sectin labeled Infrmatin n the left side f the page. T view this sectin, click n the link, Click here t view this sectin. Nte: This sectin may take a few minutes t lad. In this sectin, yu can view: Hw many leave requests are currently pending apprval fr the current pay perid. Hw many emplyees have late arrivals, early departures, absences and missed punches fr yesterday and tday. Nte: Missed Punches d nt include missed punches fr tday. Hw many timecards are pending apprval fr the current pay perid and the prir pay perid. 5 P a g e

6 2.3 Navigating t Other Tabs T navigate t ther tabs, click n a tab n the main menu bar. Sme tabs will have sub-menus directly underneath the tab. Belw is a list f available tabs. Nte: The tabs that yu have access t might vary based upn what yur prduct is licensed fr. Prfile: Allws yu t view yur emplyees prfiles. Schedules: Allws yu t enter in a schedule fr an emplyee. Timecards: This tab will allw yu t view, edit and apprve timecards. Accruals: Frm this tab, yu can view yur emplyees accrual balances. Pints: View and edit pint infractins frm this tab. Leave Requests: View, edit and apprve leave requests frm this tab. Yu can als view all f yur emplyees leave requests n a calendar. Reprts: Generate and custmize reprts. Messages: Pst messages t emplyees frm this tab. 2.4 Viewing yur wn Timecards, Leave Requests and Prfile Frm the Hme tab, yu can access yur wn prfile, schedule, timecard and leave requests. In the upper right-hand crner f the Hme tab, yu have the fllwing ptins: My Prfile My Time Card My Leave Request 2.5 Applying a Filter t yur List f Emplyees Frm the Hme tab, in the upper right-hand crner, click n the Filter buttn. In the windw that pens, yu can filter yur list f emplyees by any f the fllwing ptins: Supervisr (nly available if yu have been assigned the Emplyee Type f Manager) Pay Grup Shifts Hierarchy (yu can chse t filter by any level f the hierarchy by drpping dwn the Level menu) 6 P a g e

7 Check the bxes next t the items yu wuld like t include in yur filter. Click Save at the tp f the windw. Nte: Yur filter will apply t all pages until such time as yu lg ut f the system. T clear a filter, g back t the Filter windw and click n the Clear Filter buttn at the tp f the windw. 2.6 Accessing Help Yu can access Help Dcumentatin frm any page within the evclck+ system by clicking n the Help On This Page buttn in the upper right-hand crner f the site. The Help Dcumentatin will autmatically shw yu help infrmatin fr the page that yu are n. 3 Setting yur User Preferences 3.1 Changing yur Passwrd Click n the Preferences buttn in the upper right-hand crner f the site. In the windw that pens, under the Change Passwrd sectin, type in yur current passwrd nce and yur new passwrd twice. Click OK at the bttm f the page. 3.2 Changing the Number f Recrds Displayed Per Page By default, when viewing a list f emplyees, yu will see 17 emplyees displayed per page. Yu can change this setting t a value between 1 and 50. Click n the Preferences buttn in the upper right-hand crner f the site. In the windw that pens, under the Set the number f recrds n each page sectin, type in a value between 1 and 50. Click OK at the bttm f the page. 3.3 Disabling the Cnfirm Save Pp-Up Message By default, when yu navigate frm a page t anther page withut saving r if yu lg ut f the system withut saving, yu will receive a pp-up warning message. If yu prefer t disable this warning, fllw these steps: 7 P a g e

8 Click n the Preferences buttn in the upper right-hand crner f the site. In the windw that pens, under the Set the cnfirmatin ptins sectin, switch the Cnfirm save n exit/change ptin t N. Click OK at the bttm f the page. 3.4 Cnfiguring the Timecard Display Yu can pick and chse which sectins n a timecard are expanded r cllapsed by default when pening a timecard. In additin, yu can disable certain hurs summary fields s they d nt shw in the Hurs sectin f a timecard. Click n the Preferences buttn in the upper right-hand crner f the site. In the windw that pens, click n the Time Card tab at the tp f the windw. T cllapse certain sectins f a timecard s they d nt display by default when pening a timecard, change the ptin t Cllapsed. Nte: When a sectin is cllapsed n a timecard, yu can manually expand it by clicking n the Plus (+) buttn n that sectin n the timecard. T disable certain hurs summaries in the Hurs sectin f a timecard, switch the ptin t Hide. Click OK at the bttm f the page. 4 Emplyee Prfile Maintenance 4.1 Entering in a New Hire New hires will need t be entered int the EVOLUTION system. Once entered, the new hire will be brught int evclck+ (this prcess can take upwards f 2 hurs). When entering a new hire, yu MUST have the fllwing infrmatin entered r else the emplyee will nt synch with evclck+: A Card Number must be entered. The Card Number will be used t identify the emplyee n the clck. Even if the emplyee is nt ging t punch n a clck, yu must enter a Card Number (yu can just repeat the Emplyee ID number in this scenari). The clck number is added in Evlutin n the Details Tab in the Time Clck Number field. A supervisr must be assigned. Default Labr Distributin 1-2 n the Organizatin tab must be assigned as well as a Psitin Cde n the Assignment tab. 8 P a g e

9 The Exprtable t Time System bx must be checked n the Cmpensatin tab. Tier 7 must be assigned n the Organizatin tab (this field wuld crrespnd t the pay grup assignment in evclck+). An accrual grup must be assigned if the emplyee is NOT eligible fr accruals (fr example, a part time emplyee). The accrual grup is assigned AFTER yu have entered in the new hire. Once the new hire is entered, g t Emplyee n the main menu bar and click n HR Details and then chse ADI Accrual Grup Detail. On this page, yu can assign the emplyee t the NOACC (N Accruals) accrual grup. Once the new hire prcess has been cmpleted in EVOLUTION and the new hire has synched with EvClck+, yu will need t cmplete sme additinal steps befre the new hire can use the system. Click n the Prfile tab in the main menu bar. Duble-click n the emplyee s name in the list. General Tab Access Tab Schedule Mde: There are fur ptins in regards t assigning a schedule t an emplyee: Nne: Chse this ptin if yu wuld nt like t assign a schedule t an emplyee. One can either be added manually each week fr the emplyee r n schedule can be entered at all. Master Schedule: A Master Schedule is pre-set schedule that yu can assign t the emplyee (fr example, Mnday thru Friday, 8am t 5pm). Once yu create a Master Schedule, yu can assign it t the emplyee and the system will use that Master Schedule t autmatically build the emplyee s schedule each week. Rtatin Schedule: Rtatin Schedules allw yu t rtate Master Schedules. Fr example, yu can have tw Master Schedules where an emplyee wrks every ther Friday. This field will nly appear if Rtatin Schedules have been enabled. Use Department Schedule: Schedules can be assigned t a department in Hierarchy Manager (Cnfiguratins > User Parameters). Select this ptin if yu want the system t build the emplyee s weekly schedule based upn the schedule that assigned t the emplyee s department. This field will nly appear if Departmental Schedules are enabled. Setting up a Supervisr: In this scenari, a supervisr will have access t their wn infrmatin but will als have access t ther emplyees (which yu will define). Select Supervisr as the Emplyee Type. SAVE THE PROFILE AT THIS POINT BY CLICKING ON SAVE AT THE TOP OF THE PROFILE WINDOW. If yu wuld like the supervisr t receive an whenever an emplyee submits a leave request t them, click n the Select Recipients buttn next t 9 P a g e

10 the ID field. In the windw that pens, click n Add and enter in the address f the supervisr. Click OK and then click OK nce mre. Click n the Select buttn next t the Security Access field. In the windw that pens, n the Assignable Hierarchies tab, select the hierarchy levels that the supervisr culd ptentially be assigned t. Nte: This tab des nt determine which emplyees the supervisr will have access t; it just determines which levels the supervisr can ptentially be assigned t. If yu wish t set up Assignable Hierarchies using a different level f the hierarchy (such as Departments), drp-dwn the Level field at the tp f the windw and chse a different level f the hierarchy. On the Rle tab, select Default Supervisr. (Nte: Depending upn yur system setup, this rle might be renamed r there might be additinal custm Supervisr security rles that yu can chse). On the Access tab, select All and check the bx labeled Limit t Emplyee Assigned Supervisr: Setting up an Administratr: Typically an Administratr will have access t all emplyees and will have the ability t setup, cnfigure and maintain the website. In additin, administratrs can als be assigned t an emplyee as their supervisr. Select Supervisr as the Emplyee Type. SAVE THE PROFILE AT THIS POINT BY CLICKING ON SAVE AT THE TOP OF THE PROFILE WINDOW. If yu wuld like the administratr t receive an whenever an emplyee submits a leave request t them, click n the Select Recipients buttn next t the ID field. In the windw that pens, click n Add and enter in the address f the administratr. Click OK and then click OK nce mre. Click n the Select buttn next t the Security Access field. In the windw that pens, n the Assignable Hierarchies tab, select the hierarchy levels that the administratr culd ptentially be assigned t. Typically, yu wuld select all hierarchy levels when setting up an administratr. Nte: This tab des nt determine which emplyees the administratr will have access t; it just determines which levels the administratr can ptentially be assigned t. If yu wish t set up Assignable Hierarchies using a different level f the hierarchy (such as Departments), drp-dwn the Level field at the tp f the windw and chse a different level f the hierarchy. On the Rle tab, select Default System Administratr. (Nte: Depending upn yur system setup, this rle might be renamed r there might be additinal custm Administratr security rles that yu can chse). On the Access tab, select All. 10 P a g e

11 Persnnel Tab Hlidays: Select this check bx if the emplyee is eligible t receive hliday benefits as defined by his r her pay grup. Nte that if this field is nt selected, the Hliday Rule will nt apply; the emplyee will nt be paid nr accrue benefit time. Click Save at the tp f the page t finish the prcess. 4.2 Setting up a User Accunt A User Accunt is an accunt that is nt tied t a particular emplyee. Fr example, yu can create a User Accunt called Payrll Manager that is nt attached t any emplyee prfile. Click n the Cnfiguratins tab n the main menu bar. Click n Administratin n the sub-menu and then chse User Manager. Click n New User in the upper right-hand crner. In the windw that pens, enter in a User ID and Name fr the user. Chse yur User Type (see sectin 4.1 fr an explanatin f the different User Types). If the user is ging t be allwed t lg int the evclck+ site, check the Web Enabled bx and enter in a Lgin ID and Passwrd. Click Save at the tp f the windw. Click n the Access tab and select what kind f access yu d like t assign t the user. See sectin 4.1 fr an explanatin f the different access ptins. Click Save at the tp f the windw. 4.3 Terminating/Inactivating an Emplyee Terminatins will need t be prcessed in the EVOLUTION system. Once terminated, the status f the emplyee will update in evclck+ within the next 2 hurs. 4.4 Rehiring/Re-Activating an Emplyee Re-hires will need t be prcessed in the EVOLUTION system. Once re-hired, the status f the emplyee will update in evclck+ within the next 2 hurs. 11 P a g e

12 4.5 Maintaining Emplyee HR Infrmatin Other than the fields utlined in sectin 4.1, all HR changes will need t be prcessed in the EVOLUTION system. Once entered, the change will update in evclck+ within the next 2 hurs. 5 Timecards (Nn-Exempt Emplyees) 5.1 Viewing/Editing Punch Timecards T view and edit an emplyee s punches, fllw these steps: Yu can access timecards in tw different ways: On the Hme Tab, click n the View (r Edit) buttn under the Timecard clumn t the right f an emplyee s name. Click n the Time Card tab and duble-click n an emplyee s name in the list. If the emplyee time card yu want t view/edit des nt appear n the screen, yu can lcate it ne f tw ways: Specify Search On criteria click and chse emplyee name, emplyee ID number, r scial security number. Enter the search string in the Find Emplyee bx and click G. Nte: If yu enter nly the first few characters f a search string prir t clicking G, all emplyees having thse characters in the specified search are returned. This is useful fr narrwing dwn search results if yu d nt enter a specific search string. Using the alphabet-bar at the bttm f the screen, click the first letter f the emplyee's last name t return the time cards f emplyees whse last name starts with that letter. Click All t return all emplyee time cards. By default, the current pay perid is displayed. If yu need t enter data fr a different pay perid, click and, n the pp-up calendar, chse the pay perid. Yu may als use the arrw buttns t scrll pay perids. T edit an existing punch, simply type ver a punch n a given day. Enter the time fr the day by typing the hur, minutes, an a fr AM r p fr PM (e.g. 8a fr 8:00 AM r 415p fr 4:15 PM). T enter in a new punch, click the Time In bx under the day fr which yu want t enter data. Enter the start time fr the day by typing the hur, minutes, an a fr AM r p fr PM (e.g. 8a fr 8:00 AM r 415p fr 4:15 PM). If yu are entering bth the start and end times, type the end time in the Time Out bx. Nte - If a shift spans tw days; fr example, if an emplyee wrks frm 11:00 PM n 11/14 t 7:00 AM n 11/15, yu can enter bth the In and the Out punches n 11/14 but yu must change the date n the Out punch by duble clicking n the punch and chsing 11/15 as the date in the windw that appears. T delete a punch, right-click n a punch and chse Delete This Punch. 12 P a g e

13 T delete a set f punches (bth an In punch and an Out punch), right-click n the In punch and chse Erase Punch Set. T insert a punch in between punches, right-click n the punch that yu wuld like t insert a punch after and chse Insert Punch. Next t the punches, yu will see a bx which will display exceptin cdes. Mst exceptin cdes are autmatically filled in based upn rules that have been set up fr yur cmpany (fr example, early arrivals and late arrivals). Belw is a list f cmmn exceptin cdes. Sme f these exceptin cdes might nt be available depending upn yur site setup. T enter an exceptin cde manually, click cdes. EA: Early Arrival LA: Late Arrival ED: Early Departure LD: Late Departure MP: Missing Punch LB: Lng Break SB: Shrt Break UB: Unscheduled Break NS: Nt Scheduled AB: Absent ME: Manual Entry and in the pp-up dialg chse frm the list f exceptin AS: Autpunch t Schedule (this punch has been added by the system based upn an emplyee s schedule). After entering data, click Save at the tp f the timecard. The data yu entered nw appears in the Time Detail sectin f the screen. Use the Time Detail sectin t enter additinal infrmatin: Exceptin Override Cdes click the ellipse buttn (...) and in the pp-up bx, chse the verride cde. Psitin t assign a hierarchy level (lcatin, department, psitin, etc.) wrked ther than yur hme hierarchy levels, click hierarchy wrked. and in the pp-up bx chse the Pay Type the default pay type is autmatically displayed. T change the pay type, click and in the pp-up bx chse frm the list f available pay types. Activate the Freeze Exceptin feature by placing a check mark next t Frx Ex. Fr example, if an emplyee has a missed a punch and has received an MP exceptin cde, yu can freeze the exceptin s that when yu add the missing punch, the MP exceptin is nt remved frm the timecard. 13 P a g e

14 Reasn Cde click the ellipse buttn ( ) and in the pp-up bx chse frm the list f reasn cdes. Jbs t select a jb, click and in the pp-up bx select the apprpriate jb. Cmments enter cmments specific t that day (r punch set). Click n Save at the tp f the timecard when yu are dne making yur changes. 6 Other Timecard Functins 6.1 Adding Miscellaneus Pay n a Timecard Yu can enter Miscellaneus Pay adjustments fr instances such as vacatin time r jury duty. At the tp f the timecard, click n the Misc Pay buttn. Click n Insert New Rw. On the newly added line, enter in the date f the Misc Pay transactin. Drp-dwn the Pay Type menu and select a pay type frm the list. If yu chse an Hurs cde frm the Pay Type list, enter in the number f hurs under the Hurs clumn. If yu chse a Dllars cde frm the Pay Type list, enter in the dllar amunt in the Amunt clumn. By default, the Misc Pay will be allcated t an emplyee s hme hierarchy (lcatin, department, psitin, etc.). If yu wuld like t allcate the Misc Pay t a different hierarchy ther than the hme hierarchy, click n the magnifying glass next t the Psitin clumn and chse yur hierarchy levels in the windw that appears. Chse an Exceptin Cde under the Ex clumn (ptinal). Chse a Reasn Cde under the Rea clumn (ptinal). Enter in a cmment, if needed, under the Cmments clumn. Click Save at the tp f the windw. Click Save at the tp f the timecard when yu are finished. 6.2 Overriding Hliday Pay n a Timecard Hliday pay will autmatically be given t an emplyee if they are eligible t receive it. T remve the hliday r t change the amunt f hurs that have been given t the emplyee, fllw these steps: At the tp f the timecard, click n the Misc Pay buttn. 14 P a g e

15 Click n Insert New Rw. On the newly added line, enter in the date f the hliday. Drp-dwn the Pay Type menu and select the hliday pay type frm the list. T change the number f hurs that has been given t the emplyee, type in the number f hurs in the Hurs clumn. T cmpletely remve the hliday pay frm the timecard, type in zer in the Hurs clumn. Click Save at the tp f the windw. Click Save at the tp f the timecard when yu are finished. 6.3 Printing/ ing/Dwnlading a Timecard Click n the Time Card tab. Duble-click n an emplyee in the list t pen their timecard. At the tp f the timecard, click n Timesheet Reprt. In the windw that pens, yu can d the fllwing: Print the timecard by clicking n the Printer icn in the upper left-hand crner. the timecard by clicking n the Envelper icn in the upper left-hand crner. Dwnlad the timecard by either clicking n the Excel icn (this will dwnlad the timecard as an XLS file) r by clicking n the CSV icn (this will dwnlad the timecard as a cmma-separated file). 6.4 Viewing Calculatin Details Calculatin Details allws yu t view the calculatins that the system is applying t the timecard. It will shw yu the punches, any lunch deductins as well as what rules are being applied t the timecard. Click n the Time Card tab. Duble-click n an emplyee in the list t pen their timecard. At the tp f the timecard, click n Windw and then chse Hurs Calculatin. Alternatively, yu can als just hit F7 n yur keybard t bring up the Hurs Calculatin windw. 15 P a g e

16 6.5 Viewing the Timecard Audit Trail All changes made t a timecard are recrded in an audit lg. The audit lg will shw yu all additins, deletins and edits that were made t the timecard. Yu can see wh made the change, the date and the time f the change and what the befre value was and what the after value was. Click n the Time Card tab. Duble-click n an emplyee in the list t pen their timecard. At the tp f the timecard, click n Actin and then Audit. 6.6 Cnfiguring a Timecard Prxy Administratrs and supervisrs can delegate time card review/edit/apprval rights t ther supervisr(s) using the Cnfigure Prxy ptin. Click n the Time Card tab. Click n Cnfigure Prxy n the submenu. Click n New Prxy in the upper right-hand crner f the page. In the Supervisr field, chse the supervisr yu wish t assign a prxy t. In the prxy field, chse the name f the prxy fr the supervisr. Nte: Prxies must be either supervisrs r administratrs within evclck+. Enter in a start and end fr the prxy perid. Chse whether yu wuld like the prxy t either view, edit r apprve timecards. Click Save and Clse at the tp f the windw. 7 Leave Requests 7.1 Entering a Leave Request n Behalf f an Emplyee If yu prefer t enter in a Leave Request n behalf f an emplyee rather than enter the hurs directly nt their timecard, fllw the steps belw. This methd will allw yu t view the leave hurs n the Leave Request Calendar whereby entering the hurs directly nt the timecard will nt. Click n the Leave Request tab in the main menu bar. In the upper right-hand crner f the page, select New Leave Request. 16 P a g e

17 Click n the magnifying glass next t the Emplyee field and select the name f the emplyee that yu wish t enter in a leave request fr. Enter in the dates f the leave. Chse Skip Weekends if the dates yu enter span a weekend and yu d nt wish t request time ff n thse days. Chse Skip Hlidays if the dates yu enter span a hliday and yu d nt wish t schedule time ff n that day. Click n the magnifying glass next t the Pay Type field t select the type f time ff that yu are requesting. Click n the magnifying glass next t the Reasn field t select a reasn fr yur time ff (chse NONE if there are n reasn cdes listed). Enter in the number f hurs per day that yu are requesting. If yu prefer t enter in Start and Stp times instead, yu can check ff the bx labeled Specific Time. Click Save & Clse when yu are dne. Next, yu will need t apprve the request (see the next sectin). 7.2 Apprving/Denying Leave Requests There are multiple methds t apprve/deny leave requests. Using the Infrmatin Pane On the Hme tab, there is sectin labeled Infrmatin n the left side f the page. T view this sectin, click n the link, Click here t view this sectin. Nte: This sectin may take a few minutes t lad. In this sectin, yu will be able t view hw many leave requests are still unapprved. Yu can click n the number f unapprved leave requests t g t the Leave Request List page (see belw). The Leave Request List Page Click n the Leave Request tab in the main menu bar. Yu will nw see a list f leave requests. This list will shw yu requests dated frm tday s date t the end f the mnth, by default. T change the date range displayed, edit the start and end dates n the left side f the page and click n View. Select the request yu wish t apprve/deny by clicking n it in the list t highlight it. T chse multiple requests, hld dwn yur CTRL key n yur keybard. T select all f the requests, check the bx at the tp f the list. T apprve the requests, click n the Apprve buttn at the tp f the list. T deny the requests, click n the Deny buttn at the tp f the list. The Leave Request Calendar Page 17 P a g e

18 Click n the Leave Request tab in the main menu bar. Click n Mnth n the sub-menu. Yu will nw be viewing the Leave Request Calendar. Pending requests will have a checkbx next t them. T apprve a request, check the bx next t the emplyee s name n the calendar and click n Apprve Checked. T deny a request, check the bx next t the emplyee s name n the calendar and click n Deny Checked. 7.3 Editing a Leave Request There are tw methds t edit leave requests. Click n the Leave Request tab in the main menu bar. Yu will nw see a list f leave requests. Duble-click n a request in the list t pen it. Make yur edits and then click n Save at the tp f the page. Nte: If the request was already apprved, it will nw need t be re-apprved. 7.4 Viewing Time Off n the Leave Request Calendar G t the Leave Requests tab n the main menu bar. Click n Mnth n the sub-menu. 8 Reprts 8.1 Running a Reprt Click n the Reprts tab in the main menu bar. On the sub-menu chse a categry f reprts. Click n a reprt name in the list. Mst reprts will allw yu t apply filters and a date range befre yu run it. Level Filters: In this sectin, yu can chse which hierarchy levels yu wuld like t include n the reprt. Chse a level and then click n the Select buttn belw. 18 P a g e

19 Check the bxes next t the levels yu wuld like t include n the reprt. Nte: By default all levels will be included n the reprt. Emplyee Filters: Emplyee filters allw yu t pick and chse which emplyees yu wuld like t include n the reprt. By default, All Emplyees will be checked. T select emplyees, uncheck the All Emplyees bx and click n the Select buttn that appears t the right. Check the bxes next t the emplyees yu wuld like t include n the reprt. Date Range: Chse a date range fr yur reprt. Yu can use ne f the pre-defined date ranges frm the Custm drp-dwn menu r yu can specify yur wn date range by chsing Specified. Filter Optins: Click n the + sign t the far right f this sectin t expand it. This sectin allws yu t apply additinal filters t yur reprt such as pay types r pay grups. Under the Field clumn, drp-dwn the menu and chse what yu wuld like t filter n. In the Cnditin clumn, chse either Equals r Des Nt Equal. Under the Value clumn, click n the magnifying and chse which values yu wuld like t include n the reprt. Grping Optins: Click n the + sign t the far right f this sectin t expand it. In this sectin yu can change hw the reprt is gruped (and thereby subttaled) and srted. Click Run Reprt t run the reprt. Once the reprt is generated, yu can d the fllwing: Print: Click n the printer icn in the upper right-hand crner t print the reprt. Click n the envelpe icn in the upper right-hand crner t the reprt t a recipient. Dwnlad t Excel: Click n the Excel icn t dwnlad the reprt int Excel. Dwnlad as CSV: Click n the CSV icn t dwnlad the reprt as a CSV file (cmma separated file). 9 Schedules 9.1 Entering in an Emplyee s Schedule Click n the Schedule tab in the main menu bar. Duble-click n an emplyee s name in the list. By default, the schedule fr the current week is displayed. If yu wish t view a different week, yu can change the date at the tp f the windw and click G. Under each day, enter in a start time and a stp time. Enter the time by typing the hur, minutes, an a fr AM r p fr PM (e.g. 8a fr 8:00 AM r 415p fr 4:15 PM). 19 P a g e

20 Nte: If yu need t enter in an vernight shift (a shift that starts n ne day but end n the next day), then yu will als need t drp-dwn the menus abve where yu enter in the start and stp times. Frm thse menus, yu will need t indicate the day f the start time and the day f the stp time. If yu are nt entering in an vernight shift, then yu d nt need t chse anything frm these drp-dwns. If yu d like, yu can als enter in a lunch duratin in the Brk field. If yu prefer t schedule the lunch start and stp times instead, yu can d s by entering the mrning s start and stp times and then scrll dwn t the next sectin f start and stp times and enter in the times fr the afternn. Fr example: 8am t 12pm and then 1pm t 5pm. If yu d like t cpy a schedule n ne day t ther days, place yur cursr in any f the fields n the day yu wuld like t cpy. At the tp f the windw, drp-dwn the Fill menu and chse hw many days yu wuld like t fill. Click the Fill buttn. The system will cpy that day t the subsequent days based upn hw many days yu chse t fill. 10 Hliday Calendar Maintenance 10.1 Adding New Hlidays t the Existing Hliday Calendars At the end f every year, yu will need t make sure t add yur new hlidays t the existing hliday calendars. On the main menu bar, click n Cnfiguratins. Click n Rules n the sub-menu. Chse Accruals. Click n Accrual Grup. Duble click n the Default Accrual Grup. At the tp f the page, click n the Accrued Rules tab. Duble click n ne f the hliday rules. In the windw that pens, yu will see an ptin labeled Accrual Awarded On. Click n that ptin. In the windw that pens, enter in the mnth and the day f the hliday at the bttm f the windw. Click OK when finished. Click Save and Clse. Repeat the prcess fr all f the ther hliday rules. 20 P a g e

21 11 Accrual Balance Maintenance 11.1 Increasing an Accrual Balance Click n Accruals n the main menu bar. Navigate t the emplyee and then duble click their name t pen the Accrual Summary screen. Click nce n the accrual type t edit (s it is highlighted) then click Actin\New Accrual. Enter the number f hurs t increase in the Amunt field. Enter the date that these hurs are available in the Recrd Date field. Click the Use Expiratin bx if yu want these hurs t expire n a specific date if un-used. Enter cmments if desired and then click OK Adjusting an Accrual Balance Click n Accruals n the main menu bar. Navigate t the emplyee and then duble click their name t pen the Accrual Summary screen. Click nce n the accrual type t edit (s it is highlighted) then click Actin\Accrual Transactin. Under Activity, select: Expire Hurs if yu want t expire hurs. Enter the hurs amunt, select the Recrd Date f when the hurs are t be expired and then click OK Use Hurs if yu want t reduce the number f available hurs. Enter the number f hurs t reduce, the Recrd Date, cmments if desired and click OK Set t if yu want t replace the existing balance with a new accrual balance. Enter the new accrual amunt, recrd date, cmments if desired and click OK. This is useful if yu want t reset the balance t 0 r t replace an existing balance f 24 hurs t 16 hurs. 21 P a g e

22 12 Payrll Prcessing 12.1 Pre-Prcessing Best Practices Befre prcessing payrll, it is a gd idea t make sure that all f the timecards and leave requests has been apprved. Click n Timecards n the main menu bar. Click n Brwse Apprvals n the sub-menu. By default, this page will display timecards fr the prir pay perid. If yu need t switch it t the current pay perid, click n Apprval Filter Optins in the upper-right hand crner f the page and chse Current Pay Perid. If any timecards appear n this page, they are still unapprved. Nte: Timecards are nt required t be apprved in rder t prcessed fr payrll. Next, click n Leave Requests n the main menu bar. On the left side f the page, select Pending nly and enter in the dates f the pay perid yu are prcessing. Click the View buttn. If any leave requests appear in the list, then they are unapprved. Nte: Leave Requests MUST be apprved in rder t be prcessed fr payrll Lck the System (Optinal) If yu d like, yu can lck the system while yu are prcessing payrll s that emplyees and supervisrs cannt access the system. This prevents emplyees and supervisrs frm making changes t timecards while yu are prcessing. This des nt apply t administratrs. Click n Cnfiguratins n the main menu bar. Click n System Settings. Check the bx next t Lck System. Click Save at the tp f the page Un-Lck the System (Optinal) If yu lcked the evclck+ system in sectin 14.1, yu will need t make sure yu unlck the system nce yu have finished prcessing payrll. 22 P a g e

23 Lg back int evclck+. Click n Cnfiguratins n the main menu bar. Click n System Settings. Uncheck the bx next t Lck System. Click Save at the tp f the page Clse Payrll (Optinal) Once yu have finished prcessing yur payrll, yu can clse the pay perid. Clsing the pay perid essentially lcks the timecards fr the pay perid s that n further edits can be made t the timecards (including by administratrs). In evclck+, click n Payrll n the main menu bar. Check the bxes next t all f yur pay grups. Check the bx labeled Clse Payrll in the upper right f the page. A new checkbx will appear t left labeled Prcess Unapprved Timecards. Check that bx. Underneath the Prcess Unapprved Timecards bx, click n the Set Perid buttn. Enter in the end date f the pay perid that yu prcessed and click OK. Next, click n the Run buttn next t the Set Perid buttn. Wait until yu receive a cnfirmatin message. 23 P a g e

24

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