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1 Employee Guide

2 Notice The information in this document is subject to change without notice. MPAY Inc. shall not be liable for any technical or editorial errors contained herein or for incidental or consequential damages resulting from the performance, furnishing, or use of this publication. The software described in this document is furnished under license and may be used or copied only in accordance with the terms of that license. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, including (but not limited to) photocopying, recording, scanning, or retrieval system, for any other than the purchaser s personal use without the express written permission of MPAY Inc. The company data contained in the examples within this text is fictitious and any resemblance to real people, places, or companies is purely coincidental. MPAY, Millennium, Payentry.com, and Clockentry are trademarks of MPAY Inc. Windows, Windows 2000, Windows XP, Windows Vista, and Windows 7 are registered trademarks of Microsoft, Inc. iphone is a registered trademark of Apple Inc. Android is a trademark of Google Inc. All other brand and product names are trademarks or registered trademarks of their respective owners. Corporate Headquarters: 2965 Colonnade Drive, SW Suite 315 Roanoke, VA Phone: FAX: Copyright 2012 by MPAY Inc.

3 Table of Contents Clockentry Overview... 4 Accessing Clockentry... 4 Viewing Your Timecard... 4 Recording Your Time Punch via the web Punch via time clock or other external device Enter your time directly to your timecard Requesting Time Off... 7 Viewing Your Time Bank Balances... 8 Viewing Your Employee Information... 9 Viewing Your Schedule Changing Your Password Forgot Password... 11

4 Clockentry Overview Clockentry is a Time and Attendance system that will allow you to record and track your time. This can include worked time, overtime and paid time off hours (Sick, Vacation, etc ). The time that you track through Clockentry is totaled and sent to your organization s payroll system to help determine how you will be paid. Accessing Clockentry To access Clockentry, open any Internet Browser (Internet Explorer, Firefox, etc ), enter your application s URL in the address bar and hit the Enter key or click GO. My Clockentry URL: My Username: My Password: It is recommended that you save this URL in your browser s Favorites Menu. This will bring you to the Login screen. Enter your Username and Password and then hit the Enter key or click the Login button. Viewing Your Timecard To view your timecard, log on to Clockentry and then click on the Timecard tab. Displayed will be your timecard for the current pay period. To view your timecard for a different pay period, click on the green arrow buttons next to Pay Period Start date, or click in the pay period start date box and use the calendar to pick any date in the pay period you wish to view. Employee Guide 4

5 Recording Your Time There are three different ways to record your time for Clockentry and your organization will choose which method is right for you. The three time recording options are: Punch via the web. Punch via a time clock or other external device. Enter your time (In and Out or Hours) directly to your timecard. 1. Punch via the web If you will be using your PC to clock in and out, you will see the following Home tab after you ve successfully logged into Clockentry. Punch: will allow you to clock in and out. o To clock in or out, click on the Punch button. The date and time of your punch will be displayed below, and click on Add Punch to confirm the punch. Once your punch is successfully added to your timecard, you will see a Success window. Click OK to close the window. Transfer: will allow you to record your time in a department other than your home department. o When you will be working in a department other than your home department, you will need to transfer your time to that new department. When you begin working in the new department, click on the Transfer button. The screen will then display the time of the transfer along with a Department drop down menu. Select the Department you will be working in and then click Add Punch. Once your transfer is successfully added to your timecard, you will see a Success window. Click OK to close the window. Timecard: will allow you to view your timecard. o See the Viewing your Timecard section for additional information. Exit: will log you out of Clockentry. You may also click on the Logout link located in the upper right-hand corner of any screen. 2. Punch via time clock or other external device You may be required to punch in and out to record your time at an external device such as a time clock. Time that you record at an external device will be uploaded to your Clockentry Timecard. Depending upon your configuration, you may have access to the web portion of Clockentry to view your timecard. Please see your administrator for specific instructions on how to record your time at an external device. 3. Enter your time directly to your timecard. If you are not required to punch in and out, you may simply need to record the number of hours worked in a day or how much time off is taken. You can do this by recording your time directly to your timecard. Use the following options to record your time. Employee Guide 5

6 Add Hours/Quantity: Add Hours/Quantity is used to add a number of hours or quantity of a certain pay type to your timecard. For example, you might add 8 hours of Sick time or 40 Miles driven in a day. Once you have clicked on Add Hours/Quantity select the following information: Day, Hours/Quantity and Pay Type. You can also select which department the hour or quantity should be recorded to using the drop down menu. Click Save to add the hours/quantity to your timecard. Add Punch: Add Punch is used to add a single punch to your timecard. Employee Guide 6

7 Once you have clicked on Add Punch enter the following information: Day, Punch time and Department. Click Save to add the punch to your timecard. Delete Row: Delete Row is used to delete a row of information from your time card. Click to highlight the row to be deleted and then click on Delete Row. Edit Mode: to edit a timecard entry double click on any line on the timecard. Type or select your edits and press the Enter key to save. Pressing the Esc key will exit Edit Mode without saving your changes. If edit is not allowed, it may be view only. Requesting Time Off The Time Off tab is where you can request your future time off. Once you have entered your time-off request your supervisor will then either approve or deny the time off. Time-Off Requests are color coded by the status of the request: Red = Denied, Yellow = Requested, Green = Approved. Employee Guide 7

8 To request time off, click on the day you wish to request off to bring up the Time-Off Request screen. Enter the following information and then click save: Hours/Days: Enter the number of hours or number of days that you are requesting off. Pay Type: Select the pay type that you would like to be paid from the drop down menu. Employee Comment (optional): Type in any comments you wish for your supervisor to see prior to approving or denying your request. Once your request has been approved, it will populate the time off to your Timecard and deduct from your Time Bank balance. Viewing Your Time Bank Balances The Time Bank tab allows you to view your remaining available time off balances. Depending upon your organizations configuration, you may see your balances in days or hours remaining. You can also view your Time Bank Transaction Details by clicking in the check box next to your name and then clicking on View Details. Employee Guide 8

9 Viewing Your Employee Information The Employee tab contains the personal information required for Clockentry Timecard Express, such as your Name, Pay Group, Badge Number and Home Department. To view your Employee File, click on the Employee tab. Employee Guide 9

10 Viewing Your Schedule To view your schedule for this week, click on the Schedule tab. It will display your Start and End scheduled times for each day you are scheduled to work. To view your Schedule for a different week click on the green arrows until you are viewing the desired week. Changing Your Password To change your Password for Clockentry, login to the application and click on the Change Password link located in the upper right hand corner. Enter your current password in the Old Password field. Then type your New Password and Repeat it. Click on Submit to save your new password. Employee Guide 10

11 Forgot Password If you forget your password for Clockentry, simply click on the Forgot Password link on the login screen. Enter your username and address, then click Reset. If your username and address match User Credentials, then you will receive an with a temporary password. Once logged in with the temporary password you will be prompted to change your password. Employee Guide 11

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