Post on 29-Sep-2020
Version 8.00
TimeStar™ Supervisor Manual
Insperity TimeStar™ Supervisor Manual Page 2
Table of Contents TimeStar™ Supervisor Manual ................................................................................... 1 Table of Contents ...................................................................................................... 2 Overview ................................................................................................................... 4
Product Support ................................................................................................. 4 Locating your TimeStar™ Version Number .............................................................. 4 How to Login ...................................................................................................... 6 How to Punch ..................................................................................................... 6 How to Transfer .................................................................................................. 8 How to Reset Password via the Web Punch ........................................................... 10 Punching the Web Clock when logged into TimeStar™ ............................................ 11 Home Page Navigation ...................................................................................... 13
Employee Navigation ................................................................................. 14
Adding a Favorite ....................................................................................... 15 Changing a Supervisee’s Password ...................................................................... 17 Searching for an Employee ................................................................................. 18
Using Filters .............................................................................................. 18 Simple Filters ................................................................................................... 19 Complex Filters ................................................................................................ 21
Daily Procedures ...................................................................................................... 24 Data Entry - Dollars .......................................................................................... 25 Adding/Editing/Viewing Dollars ........................................................................... 26 Mileage ........................................................................................................... 27 Assigning a Default Vehicle to Employees ............................................................. 27 Adding/Editing/Viewing Mileage Information ......................................................... 28 Data Entry - Hours ............................................................................................ 29 Adding/Editing/Viewing Hours ............................................................................. 31 Data Entry - Punches ........................................................................................ 32 Adding /Editing/Viewing Punches ........................................................................ 35 Data Entry - Timesheet ..................................................................................... 40 Adding/Editing/Deleting Data via Timesheet ......................................................... 41 To add hours, follow these steps: ........................................................................ 42 To add punches, follow these steps: .................................................................... 43 To add dollars, follow these steps: ...................................................................... 43 To add mileage, follow these steps: ..................................................................... 44 To add units, follow these steps: ......................................................................... 45 Follow these steps to create and apply a timesheet template. ................................. 46 Data Entry – Units ............................................................................................ 46 Adding/Editing/Viewing Units .............................................................................. 47 Exceptions - Alerts ............................................................................................ 48 Exceptions – Attendance .................................................................................... 50 Adding/Editing/Viewing Attendance records .......................................................... 51 To add an attendance record: ............................................................................. 51 Exceptions - Attendance Calendar ....................................................................... 52 Requests ......................................................................................................... 53 Overview of Request Setup ................................................................................ 53 Submitting a Request ........................................................................................ 54 Submitting a Time Off Request ........................................................................... 54 Submitting a Schedule Change Request ............................................................... 57 Submitting a General Request ............................................................................ 58 Submitting a Missing Punch Request .................................................................... 58 Monitoring Requests .......................................................................................... 60 Schedules - Coverage View ................................................................................ 64
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Schedules - Employee Schedule .......................................................................... 65 Schedules - Schedule Deviation .......................................................................... 68 Schedules - Schedule Group ............................................................................... 69 Schedules - Team Schedule................................................................................ 70 Schedules - Time-Off Calendar ........................................................................... 73 Total Hours ...................................................................................................... 74
End of Period Procedures ......................................................................................... 77 Approvals ........................................................................................................ 77
Employee Maintenance ............................................................................................. 79 Employee Information - Accrual Summary ............................................................ 79 Adding/Editing/Viewing Accrual Information ......................................................... 79 Employee Information - Contact Info ................................................................... 84 Employee Information - Pay History .................................................................... 84 Employee Information - Profile ........................................................................... 85 New Employee ................................................................................................. 90 Employee Assignments - Accrual Plans ................................................................. 94 Employee Assignments – Groups ........................................................................ 95 Employee Assignments - Input Devices ................................................................ 97 Employee Assignments - Org Levels .................................................................... 98 Employee Assignments – Scripts ......................................................................... 98 Employee Assignments - Supervisors ................................................................... 99
Appendix A – Accrual Suspension ........................................................................... 100 Appendix B - Alerts .............................................................. Error! Bookmark not defined. Appendix K - Organization Level Report ................................................................. 104
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Overview
Product Support: Insperity Time and Attendance is dedicated to bringing you user‐friendly systems that integrate with your company’s needs. If you have a question about TimeStar™, first refer to this manual. If you are unable to find the answers to your questions within this manual, please contact technical support. We welcome all questions and comments, and can be reached from 8:00 a.m. to 6:00 p.m. Central Standard Time at (800) 314‐8223.
Locating your TimeStar™ Version Number: When contacting technical support, it is helpful to have the version number of the TimeStar™ software your company is using. This information will help the technical support staff readily assist you. Follow these steps below to locate your company’s version number.
1. Launch your login screen, under the TimeStar™ logo a version number will appear.
2. To view the full version number of your system, login and click the button. The following page will display:
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How to Login: If you have setup employees with the ability to view and/or enter hours, he/she would access the Insperity™ TimeStar™ login page. To access the login page, the employee would enter the URL established for your company. The following page would appear:
The user must enter their user name and password and press the ‘Enter’ key or click the ‘Login’ button to enter TimeStar™. The TimeStar™ version information also appears on the login page.
How to Punch: There are two ways to access the TimeStar™ Web Punch feature.
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Option 1.
1. Enter the URL established for your company to punch in and out using the TimeStar™ web punch feature.
2. Enter Username and Password. 3. Enter a Comment, if needed. 4. Click an action button that defines the punch.
Once the employee clicks the action button, a confirmation message will appear displaying the punch that was successfully added to the system. Option 2. An employee can access the TimeStar™ web punch feature by entering the login page URL established for their company.
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1. Enter Username and Password. 2. Enter a Comment associated with the transfer punch if necessary. 3. Click the ‘Transfer Orglevel’ button. 4. Select the organization levels they are transferring to by using the drop‐down menus
located on the screen. 5. Click the ‘Complete’ button.
After clicking the ‘Complete’ button the Web Punch screen will display a green indicator line displaying the punch that was successfully added to the system. If an employee must return to their home organization levels during their work day, they must perform the same transfer process and select their home organization levels. NOTE ‐ It is not necessary for an employee to punch ‘OUT’ before performing an organization level transfer.
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How to Reset Password via the Web Punch: In the event the user has lost, forgotten or would like to change their password, they may click the ‘Reset Password’ link on the TimeStar™ Web Punch page.
In order for a user to have their TimeStar™ password reset, they must enter their username and email address that is on file within the TimeStar™ system for their user account. If the user does not have an e‐mail address in the system, they will need to contact their TimeStar™ System Administrator.
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After entering the information, the user must click the ‘Reset Password’ button. If the information entered matches the information within TimeStar™, a new password will be emailed to the address entered. The next time the user logs into TimeStar™ with the generated password from the email, they will be required to change their password.
Punching the Web Clock when logged into TimeStar™: An employee can access the TimeStar™ Web Punch feature while logged into the system. By
selecting the option located in the upper right corner of the home page, the Web Punch screen will display.
1. Enter a Comment associated with the punch if needed. 2. Click an action button that defines the punch.
3. When the button is clicked on the Web Punch screen, the employee will be directed to the TimeStar™ page they were previously located at.
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Home Page Navigation: Below is an example of the home page for a user with a TimeStar™ administrator role that has logged into TimeStar™. Others may have less displayed, based on their permissions set by the System Administrator.
On the home page of TimeStar™, a ‘Take Action’ and ‘Employee Info’ tab appear with different areas of information. These will are referred to as Widgets. Additional details about each widget can be found in the Widgets section. NOTE ‐ If a user navigates to a specific page and would like to return to the home screen, they
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‐ Allows the user to change their own and, if permissions allow, their supervisee’s passwords. If the user logged into TimeStar™ has access to punch in/out via the Web Punch feature, an additional icon will be available in the upper right corner of the home page.
‐ Punch in/out without having to logout of TimeStar™.
Adding a Favorite: Favorites may be added from items on the navigation tree. To add a Navigation favorite, follow these steps:
1. Click the icon on the navigation tree. 2. On the navigation tree, select the page to add as a Favorite.
3. Hold the mouse over the name of the page and when the icons appear, click the icon to add to Favorites.
To add a Reports favorite, follow these steps:
1. Click the icon on the navigation tree. 2. On the navigation bar, select the report to add as a Favorite.
3. Hold the mouse over the name of the report and when the icons appear, click the icon to add to Favorites.
4. To generate the Report favorite, click the report name to bring up the Report Generator screen to generate the report with saved options.
To add a Quick Launch favorite, follow these steps:
1. Click the icon on the navigation tree. 2. On the navigation tree, select the item to add as a Favorite.
3. Hold the mouse over the name of the item and when the icons appear, click the icon to add to Favorites.
To open any of the pages on the navigation tree in a new window or tab, follow these steps:
1. Hold the mouse over the name of the page and when the icons appear, click the icon to open the page in a new window.
a. Users can also hold down the Shift key and click the page to open in a new window.
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TimeStar™ has multiple navigation tools available based on the security assigned to the user. A user can select from the widgets that appear on the main page, or use the navigation tree on the left side of the screen. The widgets are linked to frequently used areas of the system. If an icon is clicked, the user will be directed to the page requested. The navigation tree is grouped by category.
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Changing a Supervisee’s Password: If supervisors are given access to the permission ‘SUP Change Employee Password’, they may change the TimeStar™ password for any of their supervisees.
To reset an employee’s password, follow these steps:
1. From the TimeStar™ home page, select the ‘Account’ button. 2. Select ‘Supervisee Passwords’ tab. 3. A drop‐down will display for those employees that have user accounts established. 4. If the user is granted the ability to change usernames, the user name will appear on this
screen. 5. Mark the checkbox to change password. 6. Enter new and confirm password for the employee. 7. Click the ‘Save’ button.
NOTE ‐ This password change will occur for both the Login and Web Punch pages. NOTE ‐ All passwords need to comply with the Password Rules set by the System Administrator.
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Searching for an Employee: You may search for an employee using the employee search function. To search for an
employee, click on the icon.
To search for an employee, follow these steps:
1. Use the drop‐down for Employee’s Last Name (options are: includes, begins with, and ends with). Other options available for searching are: Badge Number, Employee Number, SSN, Job Title and Birth Date.
2. Enter a few characters of the employee’s last name. 3. Select the ‘Search’ button.
A listing of potential matches will appear. TimeStar™ does have phonetic searching technology enabled for these types of searches. The employee will be listed in the lower portion of the ‘Search Results’ area on the page. If multiple employees are found, they will be listed in alphabetical order. The employee’s name will appear as a link. If the link is clicked, the search window will close and the user will be returned to the home page with the selected employee’s information displaying.
Using Filters: Filters can be used within TimeStar™ as a means to view a specific set of employees. For example, if a user wants to access all employees that are part of a specific pay group, the user could create a filter.
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To create a filter, the user must click the icon that is located in the employee tool bar. When creating a filter using the filter option on the employee toolbar, the filter will be saved specifically for the user who created it.
If a filter must be applied to user accounts other than the currently logged in user, select Security Setup – User Security and below the section titled Employee List Filtering, click the
icon to create the filter. You must save the filter for the filter to be available for user accounts. The filtering setup is the same as the filter page accessed via the employee toolbar. Once you have saved the filter, select the filter from the Filter drop‐down and save the user account.
Simple Filters: Filters that use the ‘Match All’ or ‘Match Any’ options are called simple filters. Simple filters do not contain comparisons between different criteria.
To create a simple filter, click the icon from the employee toolbar.
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Filters must contain a name in order to be saved. If a filter is going to be saved, enter the name of the filter in the ‘Filter Name’ field. For a simple filter choose a filter type of ‘Match ANY’ to display a list of employees that match any of the criterion selected. A filter type of ‘Match ALL’ will display a list of employees that match the entire criterion selected. Use the first drop‐down menu to select the criteria to be used to filter the employee data. Use the second drop‐down menu to further limit the value set in the first drop‐down menu. An example of a simple filter is Active Status IS NOT Terminated.
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‘IN’ and ‘NOT IN’ are useful for comparisons that involve organization levels or pay groups so that multiple comparisons do not need to be created. When ‘IN’ or ‘NOT IN’ are selected, the user is presented with more options via an additional entry screen. A number of items may be selected and by clicking the ‘Apply’ button, the comparison is created.
If the comparison is a ‘NOT IN’ or ‘IN’ statement, the icon will appear to update the items in
the list. Comparisons may be deleted by clicking the icon.
Complex Filters: Complex filters give the user very robust filtering capabilities. A user may create a combination of AND/OR statements as well as combine saved filters to create comparisons. To create a complex filter, select ‘Complex’ from the ‘Filter Type’ drop‐down. Add comparisons using the same method used in simple filters.
To assign multiple comparisons at once, click the icon between comparisons.
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For complex filters, the filter name must be defined before the filter can be applied. The ‘Apply’ button will be grayed out until the complex filter is named. Below is an example of three comparisons to be used to create a complex filter. The user is looking for a list of employees that are paid hourly, in any department and work first or second shift.
To further define the comparisons, click and drag the icon of the second comparison to the top of the first. Once the filter is named, use the drop‐downs to select comparison values.
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If the ‘OR’ drop‐down is set to ‘AND’ then the word ‘EITHER’ will be changed to the word ‘BOTH’.
Name the first complex filter, then drag the second filter into the first and you will see the results below. The filter will select employees who are in pay group ‘Hourly’ and not in the list of departments defined on the previous screen.
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This filter now applies to employees that are either in the Hourly pay group AND the listed departments OR the shifts listed. Filters must be named in order to be saved. Click the ‘Save’ button to save a filter. Click the ’Apply’ button to save the filter and apply the filter immediately.
Daily Procedures:
When selecting any of the Daily Procedures – Data Entry pages, the system automatically brings up the first employee in the system, if this is your first time selecting an employee after logging in to TimeStar™. Otherwise, it will display the last employee you worked with at any point within the system.
To locate an employee, use the employee toolbar on the top of the screen. See the TimeStar™ Navigation section, for more information on searching for employees.
When a date field is selected, a pop‐up calendar will appear. The dates available for selection are determined by the security settings ‘Allowable Range Outside of Current Period – Forward and Backward’.
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By clicking the icon a print preview of the page will display and the user will be able to print the information displayed in a report format.
TimeStar™ has the ability to allow decimal hours entry, or hours and minutes entry. Contact your Insperity Time & Attendance consultant to update your system to display hours and minutes format.
Data Entry – Dollars: The Dollars page can be utilized to enter dollar amounts within TimeStar™. The following fields appear on the page:
NOTE‐ If your company uses quick reports, click the ‘Reporting’ option and then click ‘Dollars Report’. A new window will display the report.
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Pay Type Pay type to be applied to the dollars.
Amount Number of dollars to grant the employee with the Dollars record.
Device Number
The device that the Dollars record originated from. When adding a Dollars record in TimeStar™, the device number will be TimeStar™.
Source Code The Source Code defaults to a value of TimeStar™.
Comment Enter any comment to have associated with the Dollars record.
Organization Level Drop‐downs Use these drop‐downs to override the organization levels assigned.
To edit Dollars:
1. Click the icon to the right of the record to edit. 2. Edit any fields needed. 3. Enter comment. 4. Click ‘Save’.
NOTE – Dollars records may also be edited on the main Dollars page without selecting the icon. You may also edit any of the fields that are shown on the main Dollars page and select ‘Save’ to apply any changes. To delete Dollars:
1. Click the icon to the right of the record to delete. 2. You will receive a warning message ‐ to delete, click ‘OK’, or to cancel, click ‘Cancel’.
Mileage: Mileage is one of Insperity Time and Attendance’s additional optional modules for purchase.
Assigning a Default Vehicle to Employees: To simplify employee’s entry of mileage, you may assign employees to a default vehicle. To assign a default vehicle to an employee, follow these steps:
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1. Select Employee Maintenance – Employee Assignments – Groups. 2. Select the Vehicle tab. 3. Use the drop‐down under the ‘Add New’ section to select a ‘Vehicle’. 4. Enter an effective date for the assignment. 5. Click the ‘Save’ button.
Adding/Editing/Viewing Mileage Information: To add Mileage: Click the ‘Add Mileage’ icon on the Dollars page and the following page will display:
Enter required information
o Effective date. o Pay Type – only pay types with the dollar flag set to ‘Yes’ under System Setup –
Reference Tables will be listed. o Amount – calculation of the total miles multiplied by the rate – cannot be
edited. o Vehicle – if a default vehicle is specified, the vehicle will be selected. o Rate – may be edited if the employee is given the access right to do so. o Begin – will default to one mile after the last entry made. o End – will default to one mile after the last entry made. o Total Miles – difference between begin and end mileage. This field may not be
edited if the begin and end mileage fields are enabled. o Comment. o Organization level information may be changed. o Click the ‘Save’ button.
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To edit mileage:
Click the icon to the right of the record to edit.
Edit any information.
Click the ‘Save’ button. To delete mileage:
Click the icon to the right of the record to delete.
You will receive a warning message ‐ if you want to delete, click ‘OK’. If you want to cancel, click ‘Cancel’.
When the mileage option is available, the ‘Add Mileage’ button will be displayed next to the ‘Add Dollars button’. After mileage has been entered, the record will display on the Dollars panel with the dollar amount awarded. NOTE – if the user is granted only view access to the Dollars panel, the ‘Add Dollars’ and ‘Save’ buttons will not be available.
Data Entry – Hours: The Hours page can be utilized to enter a block of hours for an employee. Any auto‐generated hours, such as salary records or holiday records will appear on this page.
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NOTE‐ If your company uses Quick Reports, click the ‘Reporting’ option and then click ‘Hours Report’. A new window will display the report.
Field Name Description
Actual Actual date the Hours were earned.
Effective The date that the Hours are effective.
Hours Number of Hours.
Pay Type Pay type that is applied to the Hours record.
Device Device number.
Click this icon to edit any details of the Hours record.
Click this icon to delete the Hours record.
Click this icon to view the details of the audit log associated with this Hours record. This is only available if the System Parameters – Audit Trail is set to Yes.
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NOTE – The icon will not be available for selection on any auto‐generated Hours records within TimeStar™ including but not limited to salary and holiday records. To adjust hours for these records, edit the record or add hours of another pay type which will offset the number of hours for the auto‐generated record.
Adding/Editing/Viewing Hours: To add Hours:
Click the ‘Add’ button.
The minimum requirements to add an Hours record in TimeStar™ are:
1. Edit the ‘Actual Date’ to reflect the day to add hours. 2. Use the ‘Pay Type’ drop‐down to select the pay type. 3. Enter number of decimal hours or hours and minutes. 4. Make any additional changes to fields and click the ‘Save’ button.
Field Name Description
Actual Date Actual date the hours were earned.
Effective Date The date that the hours are effective.
Pay Type Pay type to be applied to the hours.
Shift Use the drop‐down to override the shift code awarded with the Hours record.
Device Number The device that the Hours record originated
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from. When adding an Hours record in TimeStar™, the device number will be TimeStar™.
Source Code The Source Code defaults to TimeStar™.
Comment Enter any comment to have associated with the Hours record.
Hours Number of hours to grant the employee with the Hours record.
Hours/Minutes (if format turned on)
Number of hours and minutes to grant the employee. NOTE – Minutes cannot be entered for a value greater than 59.
Organization Level drop‐down menus Use these drop‐down menus to override the organization levels assigned.
Schedule Deviation
If your company has the parameter 'Auto generate other hours and schedule deviations' set to True, this option will appear. Select ‘Yes’ to generate a deviation and specify the times of the deviation if applicable.
To edit Hours:
1. Click the icon to the right of the record to be edited. 2. Edit any information. 3. Enter comment, if applicable. 4. Click ‘Save’.
NOTE – Hours records may also be edited on the main Hours page without selecting the icon. You may also edit any of the fields that are shown on the main Hours page and click ‘Save’ to apply any changes. NOTE –If your system has accruals setup that are linked to a specific pay type and the pay type
is selected on the hours page a balance icon will show Scrolling over this balance will show the accrual plan the pay type is linked to, and both committed and running balances. The committed and running values displayed can be configured by the following options: the balance as of the end of the current accrual plan year, end of last closed pay period or first requested effective date. Please contact Insperity Time and Attendance if changes in setup need to be made. To delete Hours:
1. Click the icon to the right of the record. 2. You will receive a warning message. To delete, click ‘OK’. To cancel, click ‘Cancel’.
Data Entry – Punches: The punches page displays punch information coming from time clocks or web punching.
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NOTE‐ If your company uses Quick Reports, click the ‘Reporting’ option and then click ‘Punches Report’. A new window will display the report.
Field Name Description
Actual Date/Time Actual date & time the employee punched IN or OUT.
Type The type of punch IND – In for Day INL – In from Lunch INB – In from Break IDA – In for Day Again INS – In from Split TXO – Transfer punch ALO – Auto lunch override CAL – On Call
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CBI – Call Back In OUT – Any Out punch
Round Date/Time Displays the rounded date and time of the punch based on your company’s rules. NOTE‐ Employees are paid from the dates and times in the round date/time field.
Rounding Type of rounding that is in effect for the punch. Combine – a TXO and IND punch were combined (the IND rounding rules apply). None – No rounding rules are affecting the punch. O/R Effective Date – The effective date for the punch was overridden. O/R Org Levels – org levels were changed from the employees home assignments. O/R Time – The rounded date/time was manually entered overriding the rounding rules. Override – The round date/time was manually overridden. Rule – The punch is rounding based on the rounding rules. Schedule – The punch is rounding to the employee’s schedule IN or OUT time.
Info If the punch is a missing punch, ‘Missing Punch’ will display in the ‘Info’ column. If the punch has a comment associated with it, a notation ‘Comment’ will display in the ‘Info’ column. If an attendance transaction exists for the punch, the type of transaction will display, for example ‘Late Out.’ Clicking on this message will take the user to attendance record detail.
Click this icon to edit any details of the punch.
Click this icon to delete the punch.
Click this icon to view the details of the audit log associated with this punch. This is available if the System Parameters – Audit Trail is set to Yes.
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Adding /Editing/Viewing Punches: To add a punch:
Click the ‘Add’ button. The following window displays:
The minimum requirements to add a punch in TimeStar™ are below:
1. Edit the Actual Date/Time. 2. Use the ‘Punch Category’ drop‐down to select the punch type. 3. Make any additional changes to fields and click the ‘Save’ button.
Field Name Description
Actual Date/Time Actual date & time the employee punched IN or OUT.
Punch Category The type of punch.
Round Date/Time The rounded date and time of the punch based on your company’s rules.
Rounding Source Rounding that is in effect for the punch.
Pay Type Use the drop‐down to override the pay type that will be associated with the punched time.
Shift Use the drop‐down to override the shift code that will be associated with the punched time.
Device Number The device that the punch originated from. When adding a punch in TimeStar™, the device number will be TimeStar™.
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Source Code The Source Type defaults to TimeStar™.
Comment Enter any comment to have associated with the punch.
Org Level Transfer
Select the checkbox to force home organization levels for the punches even if the organization levels are changed on the punch.
Organization Level drop‐downs Use these drop‐downs to override the organization levels assigned to the punched time.
To edit a punch:
1. Click the icon to the right of the punch to be edited. 2. Edit any of the fields. 3. Click the ‘Save’ button.
Correcting a missing punch:
1. Click the icon to the right of the punch to be edited. 2. Correct the actual date/time and punch type. 3. Click the ‘Save’ button.
NOTE – Any information that displays on the Punches page may also be edited on the main
Punches page without selecting the icon. If correcting a missing punch, simply highlight the actual date/time and enter the correct actual/date time and use the drop‐down for the punch type and click ‘Save’. You may also edit the rounded time/date or rounding on the Punches page. To delete a punch:
1. Click the icon to the right of the punch to be deleted. 2. You will receive a warning message: ‘You are about to permanently delete this punch
record. This action can NOT be undone! Continue?’ To delete, click ‘OK’. To cancel, click ‘Cancel’.
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Punches
Time & Attendance - Punches
Note – if your system is setup with hours and minutes instead of decimal hours, the punches screen will display as shown below:
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Field Name Description Actual Date/Time Actual date & time the employee punched IN
or OUT. Type The type of punch
IND – In for Day INL – In from Lunch INB – In from Break IDA – In for Day Again INS – In from Split TXO – Transfer punch ALO – Auto lunch override CAL – On Call CBI – Call Back In OUT – Any Out punch
Round Date/Time The rounded date and time of the punch based on your company’s rules. Note that employees are paid from the dates and times in the round date/time field.
Rounding Type of rounding that is in effect for the punch. Combine – a TXO and IND punch were combined (the IND rounding rules apply). None – No rounding rules are effecting the punch. Override – The round date/time was manually overridden. Rule – The punch is rounding based on the rounding rules. Schedule – The punch is rounding to the employee’s schedule IN or OUT time.
Info If the punch is a missing punch, ‘Missing Punch’ will display in the Info column. If the
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punch has a comment associated with it, a notation ‘Comment’ will display in the Info column. If an attendance transaction exists for the punch, the type of transaction will display, for example ‘Late Out.’
Select this icon to edit any details of the punch.
Select this icon to delete the punch.
Select this icon to view the details of the audit log associated with this punch.
Viewing/Adding/Editing Punches
To add a punch
Click the Add Punch button and the following page will display:
The minimum requirements to add a punch in TimeStar™ are below: Edit the Actual Date/Time. Use the drop-down to select Punch Type.
Make any additional changes to fields as you wish and click ‘Save’.
Field Name Description
Actual Date/Time Actual date & time the employee punched IN or OUT.
Punch Type The type of punch.
Round Date/Time The rounded date and time of the punch based on your company’s rules.
Rounding Rule Rounding that is in effect for the punch.
Pay Type Use the drop-down to override the pay type that will be associated with the punched time.
Shift Use the drop-down to override the shift code that will be associated with the punched time.
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Device ID The device that the punch originated from. When adding a punch in TimeStar™, the device ID will be TimeStar.
Source Type The Source Type defaults to TimeStar.
Comment Enter any comment you wish to have associated with the punch.
Org Level Transfer
Select the checkbox to force home organization levels for the punches even if the organization levels are changed on the punch.
Organization Level Drop-downs Use these drop-downs to override the organization levels assigned to the punched time.
To edit a punch:
1. Click the icon to the right of the punch you wish to edit. 2. Edit any of the fields you wish. 3. Click ‘Save’.
Correcting a missing punch:
1. Click the icon to the right of the punch you wish to edit. 2. Correct the actual date/time and punch type. 3. Click ‘Save’.
Note – any information that displays on the punches page may also be edited on the main punches page without selecting the icon. If correcting a missing punch, simply highlight the actual date/time and enter the correct actual/date time and use the drop-down for the punch type and select Save. You may also edit the rounded time/date or rounding on the Punches page and select Save.
To delete a punch:
1. Click the icon to the right of the punch you wish to delete. 2. You will receive a warning message - to delete, click OK. To cancel, click Cancel.
Data Entry – Timesheet: The Timesheet page can be setup to display an employee’s punches, hours, dollars, mileage, and/or units. Timesheet is configured via the Company Setup – Timesheet Setup page. Saved Timesheets can be applied to groups of employees from the Company Setup ‐ Pay Groups – Timesheet tab. Below is an example Timesheet configuration:
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Adding/Editing/Deleting Data via Timesheet: Please note that the following steps may vary depending on your company’s setup.
After clicking Data Entry – Timesheet, a drop‐down list for available Timesheets appears along with a View drop‐down to choose the period or specific weeks to display. The initial view for this screen is for the entire pay period for the employee selected. You may use the drop‐down on the top of the screen to select a different employee or pay period.
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Employee Information found on this page includes employee name, ID, badge, home organization levels, assigned schedule group, current approval status, and pending requests. If configured, supervisors will be able to approve employees’ time via the Timesheet page by selecting the Employee Information tab and clicking ‘Supervisor Approve’ button. Each data type will display in a separate section. The sections can be selected and dragged to
change the order they appear on the page. Click the icon to the left of the name to drag the section up or down. They can also be expanded or collapsed to allow for more visibility.
To add hours, follow these steps:
1. Select the Date to add a record for. 2. Enter the number of hours to the Hours column. 3. Use the ‘Pay Type’ drop‐down and change the pay type. 4. Use the Schedule drop‐down and select ‘Day Off’ to assign a time off schedule
deviation for the entire day if applicable. 5. Enter a comment if applicable. 6. Use the drop‐downs to select any organization level overrides if applicable.
7. If necessary, you may add another line to a day by clicking the icon on the right side of the screen. This will enable you to enter additional hours records.
8. Click ‘Save’ to save records. 9. A green message stating “Timesheet Saved” will appear. If there is any invalid or
missing data it will appear in red.
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To add punches, follow these steps:
1. Select the Date to add punches for. 2. Enter times in the green and red outlined fields.
a. If the ‘Allow Transfer’ setting is applied, click the icon to enter a transfer punch.
NOTE– You do not need to complete all fields on a line. For example, if an employee did not punch out for lunch, you may complete the IND and OUT items for that line.
3. Use the ‘Shift Type’ to select a shift if applicable. 4. Use the drop‐downs to select any organization level overrides if applicable.
5. You may add another line to a day by clicking the icon on the right side of the screen. This will enable you to enter additional punches if needed.
6. The total for the day will appear below the date. 7. Click ‘Save’ to save records. 8. A green message stating “Timesheet Saved” will appear.If there is any invalid or
missing data it will appear in red.
NOTE – If the ‘Require Valid Punch Pairs’ setting is set to ‘Yes’, a valid IN/OUT combination will need to be entered before saving the Timesheet.
To add dollars, follow these steps:
1. Select the Date to add dollars for.
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2. Enter amount in Dollars field 3. Enter pay type. 4. Enter a comment if applicable. 5. Use the drop‐downs to select any organization level overrides if applicable.
6. You may add another line to a day by clicking the icon on the right side of the screen. This will enable you to enter additional punches if needed.
7. Click ‘Save’ to save records. 8. A green message stating “Timesheet Saved” will appear.If there is any invalid or
missing data it will appear in red.
NOTE – Fields to enter will vary with individual Timesheet Setup configurations.
To add mileage, follow these steps:
1. Select the Date to add mileage for. 2. Enter values Begin and End Miles fields. Totals will automatically be updated based on
these values. 3. Select the Vehicle. 4. Select the pay type. 5. Enter a comment if applicable. 6. Use the drop‐downs to select any organization level overrides if applicable.
7. You may add another line to a day by clicking the icon on the right side of the screen. This will enable you to enter additional punches if needed.
8. Click ‘Save’ to save records. 9. A green message stating “Timesheet Saved” will appear.If there is any invalid or
missing data it will appear in red.
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To add units, follow these steps:
1. Select the Date to add units for. 2. Enter amount in Units field. 3. Enter Units type. 4. Enter a comment if applicable. 5. Use the drop‐downs to select any organization level overrides if applicable.
6. You may add another line to a day by clicking the icon on the right side of the screen. This will enable you to enter additional punches if needed.
7. Click ‘Save’ to save records. 8. A green message stating “Timesheet Saved” will appear.If there is any invalid or
missing data it will appear in red. To edit existing records to any of the sections, follow the steps below:
1. Update the appropriate section with the changes. 2. Click ‘Save’. 3. A green message stating “Timesheet Saved” will appear.If there is any invalid or
missing data it will appear in red.
NOTE – Not all setups will display existing records. To delete records via Timesheet, follow the steps below:
1. Click the icon to delete the record. 2. Click ‘Save’. 3. A green message stating “Timesheet Saved” will appear.
The Totals section will display with options chosen on the Timesheet Setup page. The following are options available to be displayed from this section, period totals, period accrual totals, hours worked by org level, and totals by pay type.
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Dollars record.
Select this icon to delete the Dollars record.
Select this icon to view the details of the audit log associated with this Dollars record. This is only available if the System Parameters – Audit Trail is set to Yes.
Adding/Editing/Viewing Units: To add units:
1. Click the ‘Add’ button.
2. Edit the ‘Effective Date’ to reflect the day to add units. 3. Select the ‘Unit Type’. 4. Enter the unit amount. 5. Make any additional changes and click the ‘Save’ button.
Field Name Description
Effective Date The date that the units are effective.
Unit Type Unit type to be applied to the record.
Amount Number of units.
Shift Shift type for the Units record.
Device Number
The device that the Units record originated from. When adding a Units record in TimeStar™, the device number will be TimeStar™.
Source Code The Source Code defaults to TimeStar™.
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Comment Enter any comment to have associated with the Units record.
Organization Level drop‐downs Use these drop‐downs to override the organization levels assigned
To edit units:
1. Click the icon to the right of the record to edit. 2. Edit any information. 3. Enter a comment if applicable. 4. Click the ‘Save’ button.
NOTE – If a Dollars or Hours record is linked to the Units record, the linked record is also updated.
NOTE – Units records may also be edited on the main Units page without selecting the icon. You may also edit any of the fields that are shown on the main Units page and select ‘Save’ to apply any changes. To delete units:
1. Click the icon to the right of the record to delete. 2. You will receive a warning message ‐ to delete, click ‘OK’, or to cancel, click ‘Cancel’.
NOTE – If a Dollars or Hours record was linked to the units record, the linked record is also deleted with this process.
Exceptions – Alerts: When a supervisor logs in, he/she will see the number of alerts received via the My alerts icon.
For example indicates there are 8 alerts that need to be acknowledged by the supervisor. To view alerts, click on the ‘My Alerts’ icon or select the Daily Procedures – Exceptions – Alerts page.
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To access the employee’s timesheet where the alert took place, you can select the alert.
To delete the alert from the list, click the icon next to the alert or check all by
clicking the icon and then click ‘Save’. A nag message will appear, click ‘OK’ to delete and ‘Cancel’ to return to the alerts page.
To check the system for new alerts, click the ‘Check for New Alerts’ button and any new alerts will be added to your alerts page.
To check for alerts in the next pay period, click the ‘Check for New Alerts Next Period’ button and any new alerts will be added to your alerts page.
To print a list of alerts, click the ‘Quick Report’ button and a new browser window will appear with the screen in a printable format.
Filters may be set to limit the list of alerts you are viewing. The ‘Alert Type’ drop‐down will list the alert types you currently have listed. You may also filter on individual employees who have alerts or a certain date range as well. Select option you desire and click the ‘Filter’ button to apply the settings.
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NOTE – If multiple supervisors receive alerts for the same employee, when one supervisor deletes the alert, the alert will be removed from all supervisors. For a complete list of the types of alerts configurable in the system see Appendix B.
Exceptions – Attendance: The attendance page holds your company’s attendance information. Certain pay types entered on the Hours page can be saved here such as vacation, sick, or personal. Also, attendance data can be generated from alerts such as, early outs, tardiness and absences.
Attendance records can be saved to this page and points can be associated with each instance if your company has a Points policy.
Any user given ‘edit’ access to the attendance panel may adjust points associated with attendance transactions.
Points warnings can also be configured to alert supervisors when an employee has reached the defined points threshold(s).
In addition to the ability to generate points, TimeStar™ can also be configured to automatically generate award points.
Award points would be given to an employee if the employee did not have any point transactions in the number of days defined.
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A point cap can also be defined so employees who do not have points are not given award points.
Adding/Editing/Viewing Attendance records:
The attendance page holds any attendance incidents as well as Hours records to track for attendance purposes.
The ‘Excused’ checkbox may be used to excuse an attendance transaction. NOTE – The ‘Points’ value must still be set to 0.00 manually after the ‘Excused’ checkbox is selected for the transaction to be disregarded for points awards. The ‘Filter Expired’ option may be used to hide records that have points values that have expired before the end date of the date range you are currently viewing. NOTE – This filter will not remove transactions if the View Range is set to ‘All Attendance History’. The ‘Filter Excused’ option will remove any excused transactions from the view. To add an attendance record: Select the Attendance page from Daily Procedures – Exceptions ‐ Attendance:
1. Click the ‘Add’ button. The following window displays:
2. Enter ‘Effective Date’. 3. Use drop‐down to select Attendance Category. 4. Use drop‐down to select Reason Code (if applicable). 5. Use drop‐down to select Pay Type (if applicable). 6. Enter ‘Minutes’. 7. Enter an Attendance Comment (if applicable). 8. Check the ‘Excused Flag’ check box (if applicable). 9. Enter Points (if applicable).
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10. Enter a Points Comment (if applicable). 11. Enter Expiration Date for the points (if applicable). 12. Click the ‘Save’ button.
To edit an attendance record:
1. Click the icon to the right of the record to be edited. 2. Edit the fields you would like changed. 3. Click the ‘Save’ button.
To delete an attendance record:
1. Click the icon to the right of the record to be deleted. 2. You will receive this warning message – ‘You are about to permanently delete this
attendance record. This action can NOT be undone! Continue?’ Click ‘Ok’ to delete the record, click ‘Cancel’ to keep the record and close the message.
Exceptions - Attendance Calendar:
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The Attendance Calendar provides a calendar view of attendance transactions and/or Hours records for a single employee. This calendar is configurable under Company Setup – Calendar Setup – Attendance Calendar Setup. NOTE – If your system is setup with hours and minutes instead of decimal hours, the coverage view will display with those values.
Requests: Insperity TimeStar™ has integrated a request module to minimize data entry by supervisors and administrative personnel. You may also use this process to replace a manual paper tracking system for time off. Employees may submit requests within TimeStar™. After the employee completes the request, a supervisor will receive a notification that a request has been submitted. Supervisors may approve or deny the request. At the time the request is approved or denied, a supervisor may enter comments or edit any data entered by the employee. After the supervisor has replied to the request, the employee receives a notification detailing the supervisor’s response. To setup requests to be sent to more than just the employee’s direct supervisor, please see Company Setup – Request Setup – Request Workflow section or Appendix H.
Overview of Request Setup: Administrators of TimeStar™ will need to determine pay types that will be available to employees when requesting time off. Once the pay types have been established, the employees and supervisors will need access to the request option within TimeStar™. To setup pay types for the request module, follow these steps:
1. Login to TimeStar™. 2. Go to System Setup ‐ Reference Tables. 3. Use the drop‐down in the upper right corner and select ‘Pay Types’. 4. Use the drop‐down in the ‘Request Flag’ column to set those pay types to be available
for selection by employees to ‘Yes’. 5. Click the ‘Save’ button.
TimeStar™ may be configured to limit the increment of hours that may be requested by an employee. The request increment is setup by pay group in TimeStar™. To setup an increment, go to Company Setup – Pay Groups. Update the ‘Min. Hours Increment (Requests)’ to the correct value and click ‘Save’.
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In the case above, an employee may request on the Daily Procedures – Requests page in increments of 4 (i.e. 4, 8, 12, 16, etc.). When an employee or supervisor attempts to enter a request for a non‐valid amount, a prompt will display to correct the hours and the amount is automatically rounded to the nearest valid amount. The request module may also be configured to display a disclaimer message for employees when submitting a request. Contact an Insperity TimeStar™ application consultant for assistance in setting up a disclaimer message.
Submitting a Request: After an employee’s request has been made, a notification will appear on the request icon for the employee’s supervisor. There are five types of requests that can be submitted:
Time Off: Time that will be added to an employee’s hours for a pay period (Examples: vacation, sick, bereavement)
Schedule Change: Change to scheduled hours.
General Request: Send a message to a supervisor.
Missing Punch (optional): Fix an inaccurate punch or missed punch.
TimeStar™ Message (optional): Send a message to any user in TimeStar™. NOTE – Users who have access to the My Request Widget will be able to view and submit requests via the Widget. Please see the Widget section for more details.
Submitting a Time Off Request: To submit a Time Off Request, follow these steps:
1. Login to TimeStar™.
2. Click the Requests icon , or click Daily Procedures ‐ Requests on the TimeStar™ menu.
3. Click the ‘New Request’ button. The menu will open upwards and display additional options.
4. Click ‘Time Off Request’. The following window displays:
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5. When submitting or approving a request, if a user has access to the Daily Procedures –
Schedules ‐ Time Off Calendar page, the icon will appear on the detail screen so the Time Off Calendar may be accessed when reviewing or entering a request.
6. Use the ‘Send Request To’ drop‐down to select which supervisor to send your request to.
7. Click the icon to open a calendar. The calendar window displays:
a. Add daily hours information. b. Select Pay Type option. c. Click and drag to select days (Selected dates will appear in orange). d. Hold ‘Ctrl’ to add additional days from other weeks or months. e. Click ‘Add Dates’ button to add the selected dates to the request screen. The
following Request Detail will display:
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f. Only one entry per pay type per day is allowed. g. Click the close ‘X’ to cancel and return to the Requests page.
8. Select the ‘Pay Type’ for each day and modify hours, if needed. 9. To take a partial day, select ‘Partial Day’ from the ‘Scheduling’ drop‐down list and enter
a start time. NOTE – If you are scheduled over midnight and have a schedule that includes break minutes, you may select the ‘Cancel Shift’ scheduling tab and enter a start time for the system to automatically cancel any contiguous schedule(s) within the start time + number of hours entered.
10. Click the icon to remove a certain day from the request. 11. As needed, enter comments for your supervisor. 12. Click ‘Submit Request’. You will receive a message that the request has been sent to
your supervisor and the request will be listed on the Requests page with a status of unanswered.
NOTE – If an employee is entering a request for over 24 hours on one day, a message will appear stating, “This request is for more than 24 hours on a single day, are you sure you wish to continue?”
If the employee selects ‘OK’ to this message, the supervisor will receive the same prompt when approving the request.
If an employee is requesting more than one day of time off, it is recommended that the employee separate out the requested date(s) to ensure schedule deviations and hours records are created accurately.
After the supervisor has responded to the request(s) entered, the user will receive a notification on the ‘Requests’ area on the home page.
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Submitting a Schedule Change Request: To submit a Schedule Change Request, follow these steps:
1. Login to TimeStar™.
2. Click the Requests icon , or click Daily Procedure ‐ Requests on the TimeStar™ menu.
3. Click the ‘New Request’ button. The menu will open upwards and display additional options.
4. Click ‘Schedule Change Request’. The following window displays:
5. Use the drop‐down to select which supervisor to send the request to. 6. Use the drop‐down to select the type of schedule change request.
NOTE – You must enter each day as a separate request. a. Unpaid Time Off: Remove scheduled time for a day and take unpaid time off. b. Regular Schedule Override: Modify hours scheduled for a day. c. Additional Scheduled Time: Add a new schedule for a day or add hours
scheduled for a day. d. Cancel Shift with Time Off: Remove any schedules that overlap the requested
date and times off. 7. Enter the start and stop date this schedule change applies to. 8. To enter ‘In & Out’ times, uncheck the checkbox next to ‘All Day’ and enter the times. 9. If needed, enter comments for your supervisor. 10. Click ‘Submit Request’. You will receive a message that the request has been sent to
your supervisor and your request will be listed on the requests page with a status of unanswered.
After your supervisor has responded to the request(s) you have entered, you will receive a notification on the ‘Requests’ area on the home page.
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Submitting a General Request: To submit a General Request, follow these steps:
1. Login to TimeStar™.
2. Click the Requests icon , or click Daily Procedure ‐ Requests on the TimeStar™ menu.
3. Click the ‘New Request’ button. The menu will open upwards and display additional options.
4. Click ‘General Request’. The following window displays:
5. Use the drop‐down to select which supervisor to send your request to. 6. Enter the request details in the ‘Comment’ section. 7. Click ‘Submit Request’. You will receive a message that the request has been sent to
your supervisor and your request will be listed on the requests page with a status of unanswered.
After your supervisor has responded to the request(s) you have entered, you will receive a notification on the ‘Requests’ area on the home page.
Submitting a Missing Punch Request: To submit a Missing Punch Request, follow these steps:
1. Login to TimeStar™.
2. Click the Requests icon , or click Daily Procedure ‐ Requests on the TimeStar™ menu.
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3. Click the ‘New Request’ button. The menu will open upwards and display additional options.
4. Click ‘Punch Request’. The following window displays:
5. Use the drop‐down to select which supervisor to send your request to. 6. Enter an ‘Actual Date/Time’ of the punch. 7. Use the drop‐down to select a Punch Type. 8. Use the drop‐down to select a Pay Type. 9. You may select different organization levels if needed. 10. Click ‘Submit Request’. You will receive a message that the request has been sent to
your supervisor and your request will be listed on the requests page with a status of unanswered.
NOTE –Users may also enter a missing punch request via the Punches page by clicking the icon next to the missing punch. After your supervisor has responded to the request(s) you have entered, you will receive a notification on the ‘Requests’ area on the home page. To submit a TimeStar™ message, follow these steps:
1. Login to TimeStar™.
2. Click the Requests icon , or click Daily Procedure ‐ Requests on the TimeStar™ menu.
3. Click the ‘Message’ button. The following window displays:
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The ‘My Requests’ screen displays requests made by the user logged in. The following is an example of information that will display on the tab:
The ‘Employee Requests’ screen allows a supervisor to view a list of the supervisee requests waiting to be answered. The following is an example of information that will display on the tab:
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Any TimeStar™ message requests will appear on the ‘Employee Requests’ screen.
Use the Select Request Filtering section to display the requests you would like to see.
If the user wants to display hidden requests, select the drop‐down in the ‘Status/Type Filter’ to be ‘Including Hidden’, and then click ‘Filter’.
The request list displayed may also be filtered by Employee, Supervisor, Request Type, Status Type, and Date.
The requested date range may be used to display only requests that were submitted within a specific date range.
Any requests can be hidden by marking the checkbox on the left and clicking ‘Hide Selected’ button.
When viewing hidden requests, the checkbox on the left will not be available because the request has already been hidden from the initial view.
To assign a user the ability to respond to requests on a supervisor’s behalf in his/her absence, assign the ‘OP Requests – Disable Universal View’ security option set to ‘No Access’ to the user. The user will then have the ability to see all requests for all employees. The user may then filter the list by selecting the ‘Supervisor (to)’ drop‐down and may respond to requests made to the
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supervisor. Note users with this access may need to include hidden requests when acting on a supervisor’s behalf. For details on how to submit a request, please see the previous section ‘Submitting a Request’. To view the details of a request, follow these steps:
1. Login to TimeStar™.
2. Click the icon or go to Daily Procedures ‐ Requests on the TimeStar™ menu. 3. Select the ‘Employee Requests’ page, if applicable. 4. A list of the unanswered requests will display. 5. Select the request to show detail. The following window displays:
To respond to a request, follow these steps:
1. Detail the record, as previously described. 2. The following fields display:
a. Request Timedate: The date and time the employee submitted the request in TimeStar™.
b. Request From: Employee’s name who submitted the request. c. Total Hours: The number of hours the employee expects to have applied for
this request. d. Status: The current status of the request
i. Unanswered: Response has not been submitted. ii. Approved: Request has been approved. iii. Cancelled: Request has been cancelled. iv. Declined: Request has been denied.
Insperity TimeStar™ Supervisor Manual Page 64
v. No Action Required: No action is needed. vi. Acknowledged: Message was read. Available for TimeStar™ Message
and General requests only. e. Comment: Comments the employee entered when submitting the request. f. Response: Comments entered when responding to the request. g. Previous Responses: Shows the order and status of the responses h. Sequence Status: Active, Inactive, or Completed. i. Status: The status that corresponds with each user’s response. j. Comment: The response comment appears here. k. Date & Time: Date & Time of the response.
3. Make any adjustments to the date(s) and other information as necessary. a. To deny part of the request (i.e. deny one day, but approve other days), you
may select the icon next to the date to deny. b. You may also add days (or separate out days if the request was submitted
incorrectly), by selecting the ‘Add’ button. 4. Enter any comments in the ‘Response’ section. 5. Leave the ‘Automatically hide request on approve/decline action’ checked to hide
request from the list after response. Uncheck it to keep the record in your list.
6. Select your response:
a. Select ‘Approve Request’ to approve the request. b. Select ‘Decline Request’ to deny the request. c. Select ‘X’ if you do not want to respond at this time.
7. After your reply has been submitted, the employee’s request notification will be updated detailing your response.
NOTE – TimeStar™ has the ability to send request information via email. Responses to request can be made through an email instead of users logging in to the system. Please contact Insperity Time and Attendance for more information on this functionality.
Schedules - Coverage View: The Coverage View is a screen that graphically displays schedule coverage for a select group of employees. The setup of the screen is performed on the Company Setup – Coverage Schedule Setup page.
Insperity TimeStar™ Supervisor Manual Page 65
NOTE – If your system is setup with hours and minutes instead of decimal hours, the coverage view will display with those values.
Schedules -Employee Schedule: Employees must be assigned to a Schedule Group before any scheduled time can be applied. To assign a schedule to an employee, please see the Global Update chapter or Employee Maintenance chapter. To view an employee’s schedule, select Daily Procedures ‐ Schedules – Employee Schedule. You will see a list of the schedule(s) the employee is assigned.
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Page 67
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Insperity TimeStar™ Supervisor Manual Page 68
12. Use the drop‐down to select the day the work week begins. 13. To override Org Levels, select ‘Yes’ and use the drop‐down to select the value(s). 14. Click the ‘Save’ button.
NOTE ‐ Employee schedules are based on groups in TimeStar™. A group then has schedule rules associated with it that can be assigned to multiple employees.
Schedules - Schedule Deviation: To add a deviation to the schedule (additional scheduled time, cancel shift, override all schedule items, override shift, override schedule rules only, or time off), perform the following steps:
1. Select Daily Procedures – Schedules – Schedule Deviations. 2. Give the deviation a Name and Description. 3. Use the drop‐down for the Deviation type.
a. Additional Scheduled Time – time to be added to the employee’s existing schedule for the day.
b. Cancel Shift – will create a time off record for the entire duration entered. Any overlapping schedule items will be cancelled.
c. Override All Scheduled Items – time entered will override any schedule rules or deviations currently in the system for the employee.
d. Override Shift – time entered will override any schedule rules or deviations for employees. This deviation type is best used for employees scheduled over midnight.
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Insperity TimeStar™ Supervisor Manual Page 73
Schedules - Time-Off Calendar: The Time‐Off Calendar provides a calendar view of Hours transactions and/or Schedule Deviations for a group of employees. This calendar is configurable under the Company Setup –Calendar Setup ‐ Time‐Off Calendar Setup page.
NOTE – If your system is setup with hours and minutes instead of decimal hours, the time‐off calendar will display with those values.
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Page 74
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Page 76
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Page 77
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Insperity TimeStar™ Supervisor Manual Page 78
4. Employee Unapproved ‐ Displays employees without employee approval complete.
The ‘Sort’ option is defined on the Approval Setup page and can be set to Employee, Pay Group or Supervisor. To approve all employees, select the ‘Approve/Unapprove All’ button and select Employee or Supervisor Approval All and click ‘Save’. If any errors are found on employees’ timesheets, the following message will display ‐ “Approvals processing completed, but with errors! Some employees were not updated.” The employees who have errors will be highlighted in red with a description of what the error is. The user will then need to correct these errors in order to successfully approve the employee’s timecard. For example:
Users also have the ability to view an employee’s Total Hours, Punches, Hours or Dollars screens via the links on this page.
Select the Total Hours link to be directed to the employee’s Total Hours page
Select this icon to be directed to the employee’s Punches page.
Select this icon to be directed to the employee’s Hours page.
Select this icon to be directed to the employee’s Dollars page.
This icon will be available if TimeStar Message is available. Selecting this will allow user to send a TimeStar Message. NOTE – If your system is setup with hours and minutes instead of decimal hours, the approvals screen will display 8h 0m instead of 8.00.
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Page 79
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Insperity TimeStar™ Supervisor Manual Page 81
Trans.Type The type of accrual transaction. Available transaction types include Accrual, Accrual Adjustment, Beginning Balance, Carryover, Carryover Adjustment, Expired, Manual Adjustment, Taken and Taken Adjustment.
Eff. Date The effective date for the transaction type.
Hours The hours amount of the transaction.
Status Indicator if the transaction is pending (taken or accrued in the current period or into the future). Transactions that are pending will be denoted with ‘Pending’ in the ‘Pending’ column. Transactions that are no longer pending will be denoted with ‘Closed’ in the ‘Pending’ column.
Running Balance The running balance of the accrual type.
To add an accrual adjustment:
1. On the ‘Transactions’ tab, click the ‘Add’ button. The following window displays:
2. Use the drop‐down to select Accrual Type. 3. Select the Transaction Type. 4. Enter Adjustment Hours. 5. Enter Effective Date. 6. Enter a Comment if needed. 7. Click the ‘Save’ button.
NOTE ‐ Adjustment hours entered with type ‘Manual Accrual’ or ‘Manual Taken’ will appear in the ‘Pending Accrued’ or ‘Pending Taken’ column on the Accrual Summary page until the pay period that includes the adjustment date is ended. To edit an Accrual Adjustment:
Insperity TimeStar™ Supervisor Manual Page 82
1. Click the icon to the right of the record to edit. 2. Edit the information. The only fields that may be edited for an existing transaction are
Transaction Type, Adjustment Hours, Effective Date and Comment. 3. Click the ‘Save’ button.
NOTE –Only manual adjustment transactions in the current period and forward may be edited. System generated transactions may not be edited at any time. To delete an Accrual Adjustment:
1. Click the icon to the right of the record to be deleted. 2. You will receive this warning message – ‘You are about to permanently delete this
attendance record. This action can NOT be undone! Continue?’ Click ‘Ok’ to delete the record, click ‘Cancel’ to keep the record and close the message.
TimeStar™ may be configured to suspend employee accrual calculations for a period of time. Employee accruals will not calculate during the suspension period defined and will begin on the day after the suspension period. To setup accruals suspension see Appendix A or contact Insperity Time & Attendance Professional Services for assistance. To setup accruals suspension, the following steps are necessary in TimeStar™. Please contact Insperity Time and Attendance Professional Services for assistance.
Insperity TimeStar™ Supervisor Manual Page 83
In order to allow for the suspension of an accrual, the te_accrual_calc_period_suspend accrual script must be in place for the accrual plan that will suspend. In the ref_parameter table, the 'ENABLE_ACCRUAL_SUSPENSION' value must be set to 1. To place an employee’s accrual plan on suspension, follow these steps:
Go to Employee – Accrual Plans. Select the Add suspension button and the following screen will display:
Enter the suspension start and stop dates and a comment if you wish. Select Save to add the suspension.
Note – if multiple suspensions are entered that overlap, the comment will display as the comment for the later time period.
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Insperity TimeStar™ Supervisor Manual Page 85
Pay History displays a listing of pay checks that have been imported into TimeStar™.
Field Name Description Pay Date The date of the pay check.
Hours The number of hours paid on the pay check.
Gross Pay The gross pay for the pay check (hours x pay rate).
Deductions The total deductions for the pay check.
Taxes The total taxes withheld on the pay check.
Net Pay The amount paid on the pay check.
Detail Click the icon to generate a pay advice for the pay check.
The date range of pay checks that display may be changed by selecting the ‘View Date Range’ drop‐down.
Employee Information – Profile: The Profile page includes the following tabs: Employee, Employment, Badge and Demographic.
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Insperity TimeStar™ Supervisor Manual Page 87
Field Name Description Active Code Employee’s active status
Employment Type Employee’s employment type. Options are the employment codes setup under System Setup ‐ Reference Tables ‐ Employment Status Codes
Hire Date Employee’s hire date
Last Raise Employee’s last raise date
Next Raise Employee’s next raise date
Next Review Employee’s next review date
Normal Hours/Period Employee’s normal hours worked for the pay period
Normal Hours/Day Employee’s normal hours worked per day
Pay Rate Employee’s pay rate
Pay Status Employee’s pay status. Options are the codes setup under System Setup ‐ Reference Tables ‐ Pay Status Codes
Salary Employee’s salary
Termination Employee’s termination code. Options are the codes setup under System Setup ‐ Reference Tables ‐ Termination Codes
Insperity TimeStar™ Supervisor Manual Page 88
Termination Date Employee’s termination date
Withholding Employee’s withholding status
Work Shift Employee’s shift code. Options are the shift codes setup under System Setup‐ Reference Tables ‐ Shift Types
Effective Date The start date of the first pay period the employee’s employment record is active on.
Stop Date The end date of the employee’s employment record.
The Badge tab contains the following fields:
Field Name Description Badge Employee’s badge number.
Effective Date The start date of the first pay period the employee’s badge number is active on.
Stop Date The end date of the employee’s badge number.
The Demographic tab contains the following fields:
Field Name Description Birth Date Employee’s birth date
Gender Code Employee’s gender code
Race Code Employee’s race code
Marital Status Employee’s marital status
Federal Filing Status Employee’s federal filing status
Federal Dependents Employee’s federal dependents
State Filing Status Employee’s state filing status
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State Dependents Employee’s state dependents
Insperity TimeStar™ Supervisor Manual Page 90
New Employee: To add a new employee record, navigate to the Employee Maintenance – Employee Information ‐ Employee Profile screen and click the ‘Add’ button in the lower right to launch the new employee detail screen. The Employee tab will need to be completed before moving to any of the other tabs. All four fields on the first screen are required. The new employee will be added to the company currently selected in the company drop down list. If the wrong company is selected close the window and navigate to the company the employee should be added to. The Employee tab contains the following:
Field Name Description
Name Employee Name
Pay Group The pay group the employee is assigned to. The pay group controls the calculation of all hours and punches within TimeStar™.
Supervisory Level The level of supervisor the new employee is (i.e. employee, supervisor, manager, etc.)
Effective Date The start date of the first pay period the employee is active.
The Primary tab will display the following:
Field Name Description
Employee Number Employee’s identification number within the company.
Social Security Number
The employee’s social security number. Note ‐ this field may be required depending on the System Setup –
Insperity TimeStar™ Supervisor Manual Page 91
System Parameters “Allow Blank SSN” value.
Badge Employee’s badge number.
Title Employee’s job title.
Time Zone Employee’s time zone. The time zone defaults to the time zone setup for the company.
Export Override Employee’s export status – to include or not include the employee in the payroll export from TimeStar™. The payroll export status is defaulted to include the employee in the payroll export.
Administrators can enter information on the primary tab if necessary, the only required field is Export Override. On the Employment tab the following information will display:
Field Name Description
Employment Type Employee’s employment type (i.e. full time, part time, etc.)
Hire Date Employee’s hire date
Normal Hours/Period
Employee normal hours worked in a pay period
Pay Rate Employee’s pay rate
Pay Status Employee’s pay status (i.e. hourly, salary, etc.)
Salary Employee’s annual salary
Withholding Employee’s withholding status (i.e. required, exempt)
Work Shift Employee’s shift code
The Org Level tab will display the organization levels setup for your company. Select org level items to assign to the new employee if applicable. NOTE ‐ That organization level hierarchy is enforced, so assign organization level from the first level downward.
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On the Supervisor tab, use the drop‐down to assign supervisor(s) to the new employee. Supervisors will be grouped by the supervisor level and listed alphabetically within each supervisor level. When you have completed supervisor assignments continue to the Groups tab. NOTE – When the user adding the new employee is a supervisor in the system, a message will appear asking “Assign yourself as a supervisor to this employee?” At this point, click ‘OK’ to add the user logged in as a supervisor or click ‘Cancel’ to return to the new employee wizard.
The Groups tab will display different groups that are setup for your company. If the company uses a specific request workflow group administrators can assign it here. If the company uses schedules, then select the schedule group to assign. If your company applies accruals, select the employee’s accrual group assignment.
The Security tab will need to be completed to create a user in TimeStar™. A TimeStar™ user can be added for the new employee from this window. This tab can be left blank if a user chooses to not create a user for the employee at this time. Administrators can add users to multiple employees at once via the Global Update – User Update page, see Global Update section for details. The following fields display on this tab:
Insperity TimeStar™ Supervisor Manual Page 93
Field Name Description
User Name Enter username. This data is case sensitive.
Password Enter password. This data is case sensitive.
Confirm Password Confirm password. This data is case sensitive.
Authentication The default method is ‘TimeStar’ (use the TimeStar password). If your company utilizes LDAP authentication with TimeStar™, select ‘LDAP’. If your company utilizes strong password rules within TimeStar™, select ‘TimeStar – Strong Passwords’.
Email Address Enter email address.
Generate exceptions at login
Select ‘Yes’ to generate alerts upon login.
Force user to change password at next login
Select ‘Yes’ to force the user to change their password at the next login.
Company Memberships
Select the default company.
Group Memberships
Select the security group the user belongs to.
When you have completed your entries, click the ‘Save’ button. If there are any sections you have not completed, a pop‐up message will appear stating what tabs were not changed. Click ‘OK’ to add the employee to the system. NOTE ‐ Not all fields must be completed when entering a new employee. In addition, certain fields may be hidden from view for users (such as pay rate and salary). See the Security Setup chapter for more information on limiting the fields viewable within TimeStar™.
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Employee Assignments – Supervisors: The Employee Maintenance – Employee Assignments – Supervisor page allows users to assign the employee’s supervisor level and select available supervisors if applicable. To view the Supervisor Level Assignments tab, follow these steps:
1. Select the supervisor group from the drop‐down list. The groups come from the
Company Setup – Supervisor Level page. 2. Enter an ‘Effective Date’ (default is the first day of the current period). 3. Select the ‘View Limit Preference’ which determines who the employee is able to view.
a. ‘Direct reports only’, allows the current user to see employees who are their direct reports.
b. ‘Direct reports + 1 level down’,allows the current user to see employees who are their direct reports and one level below.
c. The levels down options depend on your company setup on the Company Setup – Supervisor Level page.
4. Select the ‘Alert Limit Preference’ which determines who the employee will receive alerts from.
5. Click the ‘Save’ button. NOTE – Only supervisors with a supervisor level above the employee’s selected supervisor level and those who have user accounts established under System Setup ‐ User Security will appear in the list of available supervisors. To add Supervisor Assignments to an employee, follow these steps:
1. Click the Supervisor Assignments tab.
2. Select the supervisor from the drop‐down and click icon to add them. 3. Enter an effective date (default is the first day of the current period). 4. Select additional supervisors from the drop‐down list if applicable.
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5. Click the ‘Save’ button. To stop/remove a supervisor assignment, follow these steps:
1. Apply a stop date next to the current supervisor to end the assignment and create a history record.
2. Click the icon next to the supervisor assignment to remove. By deleting the assignment no history will be recorded.
3. Click the ‘Save’ button. To change an employee’s supervisor group to another level (i.e. from supervisor to employee), follow these steps:
1. Set an employee filter to those employees with a supervisor equal to the employee you will be updating. See ‘TimeStar™ Navigation’ section for more information on setting up filters.
2. Assign new supervisor(s) to the employees currently assigned to the supervisor via Employee Assignments ‐ Supervisors or Global Update – Employee Update.
3. Remove the employee filter and select the employee whose supervisor level you are updating.
4. Select Employee Assignments‐ Supervisors 5. Select the Employee option under the Supervisor Group. The following message will
appear “By changing the current supervisor level, you may invalidate existing supervisor assignments! If you’d like to proceed, please save your changes and then review the updated supervisor assignments. The system will automatically disable any invalidated assignments for you.”
6. Click ‘OK’. 7. Click the ‘Save’ button.
The list of available supervisors for the employee will be changed as necessary and previous supervisor assignments to other employees will be removed. To add or edit an employee supervisor profile, follow these steps:
1. Select Employee Maintenance – Employee Assignments – Supervisors. 2. Select the desired option under the ‘Supervisor Group’. 3. Change the view limit preference or alert limit preference as applicable. 4. Click the ‘Save’ button.
Appendix A – Accrual Suspension: In order to allow for the suspension of an accrual, the te_accrual_calc_period_suspend accrual script must be in place for the accrual plan that will suspend. In the ref_parameter table, the 'ENABLE_ACCRUAL_SUSPENSION' value must be set to 1.
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To place an employee’s accrual plan on suspension, follow these steps:
1. Navigate to Employee Maintenance – Employee Assignments– Accrual Plans. 2. Select the ‘Add Accrual Suspension’ button and the following screen will display:
3. Enter the suspension start and stop dates and a comment. 4. Click ‘Save’ to add the suspension.
NOTE – If multiple suspensions are entered that overlap, the comment will display as the comment for the later time period.
Appendix B – Exception Alerts Below is a listing of exception alerts available for use with TimeStar™. Any of these alerts may be disabled and some have configurable thresholds that must be reached before the alert will be generated. Please contact an Insperity Time and Attendance Professional Services Representative for assistance with alerts setup. Absent – This alert is generated when there are no punches on a scheduled workday. The alert may be configured to not generate if an employee has other hours on a scheduled workday. Accrual Balance – This alert is generated when an employee’s accrual balance is less than the specified amount. Accrual Maximum Balance – This alert is generated when an employee’s accrual balance is greater than the specified amount. Allocation Too High – This alert is generated if allocations for the day are greater than the payroll hours. Approaching Weekly Premium – This alert is generated when an employee works more than a specified number of regular hours in the same workweek, but does not work more than the maximum number of hours defined. Automatic Hours Adjustment – This alert is generated when an employee exceeds a specified number of hours per day where there is PTO on that date and the hours are adjusted down to the specified number of hours.
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Break Too Long – This alert is generated when an employee takes longer than the defined duration for a paid break. Consecutive Hours – This alert is generated when an employee works more than a specified number of hours in a single day Create Holidays ‐ This alert is generated when no holidays exist for the next calendar year. Daily Hours Threshold – This alert is generated when an employee works less than the minimum number of hours specified or greater than the maximum number of hours specified in a single day. Duplicate Punch – This alert is generated when two punches of the same type are recorded within a specified number of minutes from each other. Early In – This alert is generated when an In punch is recorded prior to the scheduled start time (including any grace minutes). Early Out – This alert is generated when an Out punch is recorded prior to the scheduled stop time (including any grace minutes). Excessive Breaks – This alert is generated when an employee punches for more than the defined number of breaks per day. Excessive Lunches – This alert is generated when an employee punches for more than the defined number of lunches per day. Generate Pay Periods – This alert is generated when no pay periods exist for the next calendar year. In For Day Again – This alert is generated when an In For Day Again (IDA) punch is recorded for an employee on any day. Missing Allocation – This alert is generated if allocations for the day are less than the payroll hours. Missing Punch – This alert is generated when a punch is recorded for a day that does not have a match. (An In punch must have an Out punch after it, and visa‐versa – if either is missing, a Missing Punch alert will be generated). Last Out Punch – This alert is generated when an employee does not have an Out punch within a specified time from his/her In punch on the last day worked in a pay period. (This alert is used to help identify missing Out punches at the end of a pay period). Late In – This alert is generated when an In punch is recorded after the scheduled start time (including any grace minutes).
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Late Out – This alert is generated when an Out punch is recorded after the scheduled stop time (including any grace minutes). Lifetime Hours Threshold – This alert is generated when an employee surpasses a specified number of hours in his/her entire employment. Lunch Too Long – This alert is generated when an employee takes more than the defined duration for an unpaid lunch (including any grace minutes). Lunch Too Short – This alert is generated when an employee takes less than the defined duration for an unpaid lunch (including any grace minutes). No Call No Show – This alert is generated when an employee is absent without a call beyond a specified threshold. No Lunch Taken – This alert is generated when an employee is required to take a lunch and no In From Lunch (INL) punch is recorded for the day. Non Scheduled – This alert is generated when any punch is recorded for an employee on a day he/she is not scheduled to work. Not Enough Breaks – This alert is generated when an employee takes less than the defined number of breaks in a day. Period Hours Threshold – This alert is generated when an employee works less than the minimum number of hours specified or greater than the maximum number of hours specified in a pay period. Points Threshold – This alert is generated when an employee’s points balance has reached a defined value. Probation Pay – This alert is generated if an employee has Other Hours of a specified pay type prior to the defined required number of days since hire. Punch Category – This alert is generated when an employee has a punch with the specified punch category for any day. Punch During DST – This alert is generated when an employee is on the clock at the time when Daylight Savings Time begins or ends. Usually TimeStar™ will handle this time properly, but this alert identifies these employees so you may check their hour totals. Punch Inverted Rounding – This alert is generated when rounding rules cause an In and Out punch to reverse positions. Punches and Other Hours – This alert is generated when an employee has both Punches and an Other Hours entry for the same day.
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Skill Alert – This alert is generated when an employee’s total hours worked from a specific date crosses a threshold in the current period. Suspicious Punch – This alert is generated when an employee has more than one In For Day (IND) punch in the same day. Transfer – This alert is generated when an Org Level Transfer (TXO) punch is recorded for any day. Unauthorized Device – This alert is generated when a punch is recorded for a device not associated with the employee via employee device or pay group device tables. Unauthorized Org Level – This alert is generated when a punch is recorded for an org level not associated with the employee via employee org level table. Weekly Hours Threshold – This alert is generated when an employee works less than the minimum number of hours specified or greater than the maximum number of hours specified in a single day.
Appendix K - Organization Level Report: When clicking the Report button from the Team Schedule screen, the following dialog will display with report options:
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You may run the report for any organization level setup for your organization. The report may be run for all or one organization level item. The report may be grouped by employee, the organization level you chose, or the organization level chosen and the organization level one level down from the chosen level.
You may also filter the records that display on the Team Schedule by scheduled org levels by
selecting the icon. Records will be read‐only and may only be reviewed on the Team Schedule at this time.