Web Access User Guide for Employees

Transcription

1 Web Access User Guide for Employees 11/1/12

2 TABLE OF CONTENTS FUNCTIONS PAGE # Logging In 1 Forgot Username/Password 1 Changing Your Password 1 Logging Out 1 What is Available To You? 1 My Pay Statements 1 My Account 1 My Benefits Statement 1 My Direct Deposits 2 My Forms W2s 2 My Profile (Personal Info, Accruals) 2 My Settings 2 My Tax Information 2 Time and Labor Management 2 Recording Hours Worked 2 Submitting a Change Request 5 Submitting Your Timesheet 5 Accessing Historical Timesheets 5 Requesting Time Off 5 Viewing Your Schedule 6 Mobile Application 6

3 LOGGING IN Type the following URL into your web browser: Replace the word CompanyShortName in the URL with your company s short name. For example if your company s short name is 3999 then you would type in the following URL: If you do not know your company s short name please call Allevity Representative at (530) Enter your Username and Password. Your Username is your first initial and your last name (not case sensitive). Your Password is the last 4 digits of your social security number. Click Login. You will be prompted to change your Password. Your Old Password is the last 4 digits of your social security number. Enter your New Password. Your password must contain at least 5 characters and at least 3 different types of characters (i.e. upper case, lower case, numerical, symbol, etc.). Confirm the New Password. Click Change. You will be required to change your Password after 180 days. FORGOT YOUR USERNAME/PASSWORD Your Username is the first letter of your last name along with your full last name (i.e. JSmith). If you forgot your Password, click on the Problems Logging In? link on your login screen. Enter your Username. Click Continue. Enter your Social Security Number. Click Continue. Enter a New Password and Confirm New Password. CHANGING YOUR PASSWORD Go to My Account > My Settings > Change Password. Use the fields on the Change Password screen to enter your old password, new password, and confirm the new password. Click on the LOGGING OUT icon located in the floating bar at the bottom of the page to make the change. Click on the Logout hyperlink in the upper right corner of the screen to completely logout of the system. You will be brought back to your login screen. WHAT IS AVAILABLE TO YOU? My Pay Statements: This is the first screen that appears after you log in. Here you have the ability to view both your current and historical pay statements. If you click on the icon, the actual Pay Statement is displayed. You have the ability to download the Pay Statement from this screen by clicking on the screen. icon located in the floating bar at the bottom of the My Account: To view any other options available to you go to the top menu bar and click on My Account. A list of the available links will appear. We have provided a quick description of each link. My Benefits Statement: Click here to view a breakdown of employment information related to compensation, statutory benefits, and employer benefits both withheld and paid by your employer 1

4 as of the date you access it. Choose the Benefit Year you would like to view in the upper left corner of the screen. You may print by clicking on the the bottom of the screen. icon in the floating bar at My Direct Deposits: This screen displays your direct deposits in order in which they are processed and all related information. The amount deposited for the last payroll and accumulated totals for month-to-date, quarter-to-date, and year-to-date deposits are shown for each direct deposit account. My Forms W2s: All of your W2 forms that have been prepared for each payroll tax year that has been signed off are available for your review. If you click on the icon located to the left of the tax year, the actual W2 form is displayed. You have the ability to download the W2 form from this screen by clicking on the bottom of the screen. icon located in the floating bar at the My Profile: This section contains all of the employee information we have on file for you (be sure you are under the Main Tab and not the Payroll Tab. Account Information: You can find your username here. Base Compensation: Shows your base pay amount/hours. Personal Information: Shows your social security number, address, phone, and . Accruals: Shows information related to your time-off accruals. You may view your current balance and taken amounts. My Settings: Go here to change your password (see instructions above). My Tax Information: This screen displays the current settings for your tax information for Federal, State and Local tax jurisdictions. In addition, all of the accumulated totals are displayed as well related to taxable wages. TIME AND LABOR MANAGEMENT Recording Hours Worked Time Stamp Timesheet Format (For Hourly Employees) Log into your account (see instructions above). Your timesheet will be the first screen to appear (will look similar to the one below). You can also go to My Account > My Timesheet > My Current Timesheet. 2

5 If you work under a certain Cost Center (i.e. department, location, division, etc), make sure you have the correct one showing. Click on the icon in between the Clock In and Clock Out icons to select a Cost Center. You can also click the next to the Cost Center to browse and select a different one. If you do not have a Cost Center you can proceed to Clock In or Clock Out. icon Click the From field. icon to punch in. The current time is automatically recorded into the Click the icon to punch out. The current time is automatically recorded into the To Field. You can Undo your entries (as long as you have not saved yet) by going to the bottom of the screen and clicking on the Save by clicking on the icon. icon (at the bottom of the screen). You can add Notes to your timesheet by clicking on the icon. Your notes will be recorded and logged by the date and time they were created and can be seen by your supervisor. You can move forward to your next timesheet or back to see a previous timesheet by clicking on the icon on the bottom right corner of your screen. You can also enter the date in the white box and click on the check mark to go to that pay period. Shortcut: To punch in/out from your login screen (after you have logged into your account at least one time). Just enter your username and password and then click on Clock In/Out. 3

6 Bulk Hours Timesheet Format (For Exempt employees) Log into your account (see instructions above). Your timesheet will be the first screen to appear (will look similar to the one below). You can also go to My Account > My Timesheet > My Current Timesheet. Enter your total hours worked for the day in the box under the appropriate day of the week. If you work under a certain Cost Center (i.e. department, location, division, etc), make sure you have the correct one showing. If necessary, click the icon next to the Cost Center to browse and select a different one. You can also use the icon on the bottom of the timesheet to add hours worked under a different cost center or pay category. If you have a Vacation, Sick or Holiday plan, the time that has already been approved will automatically show up on your timesheet. If it does not show up you can add a row, select the type of time-off from the drop down menu called Time Off or Pay Category, and record the number of hours for that time-off. Save by clicking on the icon (at the bottom of the screen). You can Undo your entries (as long as you have not saved yet) by going to the bottom of the screen and clicking on the icon. You can add Notes to your timesheet by clicking on the icon. Your notes will be recorded and logged by the date and time they were created and can be seen by your supervisor. You can move forward to your next timesheet or back to see a previous timesheet by clicking on the icon on the bottom right corner of your screen. You can also enter the date in the white box and click on the check mark to go to that pay period. 4

7 Submitting a Change Request You can submit a timesheet change request if you accidentally recorded incorrect time, hours, cost center, or if you want to cancel a time off request. To do this you need to click on on the bottom of the page, choose the Change Type, make the necessary edits and click on. You can make a note about why you are requesting the change. Your request will be sent to your supervisor who will be able to review and approve it. Submitting Your Timesheet You must submit your timesheet to your supervisor for approval immediately after the end of each pay period. Click on the icon at the bottom of the screen. You can make comments for your supervisor if necessary. Click OK. Once you submit your timesheet, you can no longer modify your time records for that pay period. After you confirm your submission, your supervisor will see your submitted timesheet in their approval menu. Accessing Historical Timesheets Go to My Account > My Timesheet > My Historical Timesheets from the main menu. A table appears listing all of your Open, Submitted, and Approved timesheets by pay period. To view any timesheet in detail, click on the icon next to that timesheet. Once inside the timesheet view you can use buttons to scroll back and forth to view/edit timesheets for another pay period. Please note that you cannot modify the contents of any timesheet that was already submitted. Requesting Time Off Go to My Account > My Time Off > Request. Your accruals balances are showing in the Balances section. Choose the type of Time Off you are requesting by clicking on the icon here:. Click on the Time Off plan you would like to use. If you are requesting one full day off, put that date in the box under Full Day. If you are requesting partial day/s off, use the box for Partial Day. Hourly employees use the Start/Stop box and exempt employees use the Bulk box. If you are requesting multiple days, put the start and end dates of your time off in the boxes under Multiple Days. You can provide further explanation about your time off requests in the Comments section. Once complete, click on icon at the bottom of the page. Your request will show up under the Recent Requests bar towards the bottom of the page until it is either approved or rejected by your supervisor. 5

8 If the days or hours for the request are modified by your supervisor, the modification will appear under Recent Requests. Click on the at the bottom of the page to see your request history and if a request was approved/rejected. If your approver made comments, they can be viewed by clicking on the icon next to the request. Viewing Your Schedule Go to My Account > My Schedule and your schedule will appear for the current week. You can change the Date Range of the schedule by choosing a different selection in the drop down menu. Mobile Application The mobile app can be used on mobile devices (including tablets) with the ios or Android operating systems (i.e. iphones, ipads, Android, Droid). It is not available for Blackberry or Windows mobile operating systems. Use your mobile app to: View current/past pay stub information View current/past timesheets View work schedule Request time off (only available for mid-market edition customers) Download the application by going to your app marketplace. Search the term totalhrworks (app is from SaaShr.com). Download the application. Log into the mobile app using the same username and password as you use to log into the website. This time you will be asked to enter your Company Name which is the same as your Company Short Name. If you have not logged into the website before or do not remember your Company Short Name, refer to the Logging In instructions on page 1 or contact your Allevity representative before attempting to use the mobile app. Due to the significant number of mobile devices and possible configurations of those devices, Allevity does not warrant or support the mobile application. If you cannot get the app to function on your device, please uninstall, then re-install the app. If that does not work, you will need to use a computer with internet connection. 6