Time and Attendance is the system we use to keep track of the hours that our employees work. It also allows us to keep track of the number of hours

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1 Guide to

2 Time and Attendance is the system we use to keep track of the hours that our employees work. It also allows us to keep track of the number of hours used for vacation, holiday, and funeral time. This system can help identify attendance issues as well.

3 Step 1 : Double click on the Time and Attendance link on your computer s desktop. The link on your desktop should have this picture of a clock

4 Step 2: Enter your User ID and Password on the login screen. Make sure that your CAPS LOCK is ON. This helps to ensure that you are entering your password correctly. User ID s and Passwords are case sensitive. Step 3: Click OK

5 From this point you will use the Maintenance Menu. Click on Maintenance, then click on Punch and Schedule Reconciliation

6 This is an example of how the list of employees time will look once you have logged in. You can see where they clocked in, how many hours they had that day, etc.

7 As an example lets say that you only wanted to view Willona Adams time for this period. You can click on the name block and it will give you a drop down list of names. If you choose Willona Adams from the drop down, you will only see her time.

8 Click on the name box

9 Choose Willona Adams from the drop down list.

10 Now you only see Willona Adams time You can also click on the Day block and view only one day of time. I.e. only Monday.

11 John forgot to clock out for the day on Monday 4/30/2012. His time needs to be edited to show that he left work at 4:00 pm.

12 Right click on the line that needs to be edited to open the menu.

13 Click on the Edit option.

14 Once in the Edit Time Entry window, enter the date in the Stop Date blank. Then enter the time that the employee left in the time blank.

15 As you can see I have entered the date as 4/30/2012 and the time as 16:00. All times after 12:59 pm are in military time. Click OK

16 Now you can see that the time that John left work (4:00pm) has been added to his time punches.

17 John forgot to clock in when he returned from his lunch break. His time needs to be edited to show that he returned to work at 12:30pm.

18 Right click on the line that needs to be edited to open the menu.

19 Click on the Edit option.

20 -Once in the Edit Time Entry window, you will notice that the time that the employee left for the day is in the wrong blank. -This has to be corrected before we can edit the time that the employee came back from lunch.

21 -First we have to clear the START Date and Time blocks where the time returning from lunch goes. -To do that we must move the 16:00 (the time the employee left) to the STOP Date and time block. -Enter the date in the STOP Date blank. Then enter the time that the employee left in the time blank.

22 -Then we enter the actual time that the employee left (12:30) for lunch in the START Time block. Click OK

23 Now you can see that the time that John came back from lunch (12:30 pm) has been added to his time punches.

24 John forgot to clock in this morning. We have to edit time to show that he clocked in at 6:30 am.

25 Note: All of the times that are currently recorded are in the wrong place. We will start from the bottom and edit our way to the top. -Right click on the line that needs to be edited to open the menu. -Click on Edit.

26 -Click on the button that says Only use start date. -This changes all times to zero and enters the same date for the Start and Stop date fields.

27 -Change the Stop date time to the actual time that the employee left for the day. (16:00) Remember to use military time if after 12:59 pm.

28 -Change the Start date time to show the time that the employee returned from lunch. (12:30) Note that the 12:30 pm is currently recorded in the time punches and exact punch in/out time should always be used. -Click OK

29 Note that the time returned from lunch (12:30 pm) is currently recorded in the time left for lunch field and the time returned from lunch field.

30 -Now we have to edit the time punched out for lunch an the time punched in that morning. -Right click on the time entry that needs to be edited to open the menu -Click Edit

31 -Change the Stop date time to the actual time that the employee left lunch (12:00). -Change the Start date time to show the time that the employee arrived at work that morning (6:30 am). -Click OK

32 Note that the time arrived for work has been recorded in the correct field, along with the other time punches for that day.

33 John forgot to clock out for lunch. We have to edit his time to show that he clocked out for lunch at 12:00 pm.

34 -Right click on the line that needs to be edited to open the menu. -Click on Edit.

35 -Click the button labeled Only use start date -This changes all times to zero and enters the same date for the Start and Stop date fields.

36 -Change the Stop date time to the actual time that the employee left for the day. (16:00) Remember to use military time if after 12:59 pm. -Change the Start date time to show the time that the employee returned from lunch. (12:30) -Click OK

37 Click the Save button and then the Refresh to update the page.

38 -Now we have to edit the time punched out for lunch. -Right click on the time entry that needs to be edited to open the menu

39 -Change the Stop date time to the actual time that the employee left for lunch. (12:00) -Click OK

40 Note that the time left for lunch has been recorded in the correct field, along with the other time punches for that day.

41 John is a new employee and didn t receive his swipe card until he was returning from lunch. He actually started work at 6:30am and went to lunch at 12:00pm. We need to insert a time entry to show the time that he worked that morning.

42 -Right click on any time entry for that person to open the menu. -Click on New Time Entry.

43 -Click on the Store Punch drop down and choose your store from the drop down list. In this case it would be Warehouse Blue Mountain.

44 -Choose the date for the new time entry from the drop down, or simply key it in.

45 -Click on the button that says Only use start date. -This changes all times to zero and enters the same date for the Start and Stop date fields.

46 -Change the Start date time to show the time that the employee started work that morning.

47 -Change the Stop date time to the actual time that the employee left for lunch. -Click OK

48 Note that the time the employee came in to work and the time they left for lunch has been recorded in the correct field.

49 John decided he wants to use a vacation day for Tuesday and needs to use a funeral day for Wednesday. We need to insert a time entry to show his vacation day for Tuesday and then another time entry to show his funeral day for Wednesday.

50 -Right click on any time entry for that person to open the menu. -Click on New Time Entry.

51 -Click on the Store Punch drop down and choose your store from the drop down list. In this case it would be Warehouse Blue Mountain.

52 -Choose the date for the new time entry from the drop down, or simply key it in.

53 -Click on the button that says Only use start date. -This changes all times to zero and enters the same date for the Start and Stop date fields.

54 -In the Other Hours field, type in the number of hours that the employee will receive for vacation that day. -Then choose Vacation from the other hours type drop down list. -Click OK -Note: The Start Time and the Stop Time show 00:00:00. This is correct when entering time in the other hours fields.

55 -Note that the hours that the employee took for vacation have been recorded in the correct field. -Also notice that the hours are not recorded under regular hours, they are recorded under other hours.

56 -Now we are going to enter the time used for funeral leave. -Right click on any time entry for that person to open the menu. -Click on New Time Entry.

57 -Click on the Store Punch drop down and choose your store from the drop down list. In this case it would be Warehouse Blue Mountain.

58 -Choose the date for the new time entry from the drop down, or simply key it in.

59 -Click on the button that says Only use start date. -This changes all times to zero and enters the same date for the Start and Stop date fields.

60 -In the Other Hours field, type in the number of hours that the employee will receive for funeral leave for that day. -Then choose Funeral from the other hours type drop down list. -Click OK

61 -Note that the hours that the employee took for funeral have been recorded in the correct field. -Also notice that the hours are not recorded under regular hours, they are recorded under other hours. -This same process should be used to enter Holiday Pay. (Thanksgiving and Christmas are our only paid holidays).

62 Approving time is the final step in the Time and Attendance process. You FIRST need to make sure that all your employee s time is correct. Once you have determined there are no mistakes you can approve the time. Note: Once time has been approved you can not make any further changes. If further corrections are needed you will need to contact your payroll representative to have them un-approve your time. Payroll is processed on Mondays, so ALL time must be approved no later that 10:00am on Monday morning, for the previous weeks time.

63 At this point we have checked John s time and determined that everything is correct.

64 -Highlight the time that needs to be approved. -In this case we are going to approve all of John s time. -To highlight all time, hold down the Ctrl key and hit A at the same time. This will highlight all time as seen in this picture. -To highlight specific time entries, hold down Ctrl and click on the times you want.

65 -Right click on any of the blue highlighted time to open the menu. -Left click on the Mark Selected Entries Approved option. -This may take a few moments to process.

66 Click the Save button and then the Refresh to update the page. (This sends the approval to payroll). -Note that the time for John has been approved by ANNAT.

67 How to: View and sort time Edit a punch out time Edit a punch in time Insert a time entry for when someone doesn t punch in or out Insert a time entry for Vacation, Funeral, and Holiday time Approve time