New Employee Functions - Ontario Veterinary College · 2015. 12. 22. · TM01 Time and...
Transcript of New Employee Functions - Ontario Veterinary College · 2015. 12. 22. · TM01 Time and...
EmployeeFunctionsTM01TimeandAttendanceLearnEmpCenternavigationfundamentalsandemployeefunctionsrelatedtoreportingtime,activities,andabsencesinthesystem.ExperiencetheEmpCentersystemfromtheemployee’sperspective.
byWorkForceSoftwareforUniversityofGuelph
July22,2013EmpCenter®9.2
2013
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TM01TimeandAttendance-EmployeeFunctions
Introduction
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TableofContentsIntroduction...........................................................................................................................3
Objectives...................................................................................................................................3 Conventions................................................................................................................................4 Certification................................................................................................................................5 Comments...................................................................................................................................5
Lesson1:NavigationBasics....................................................................................................6
LoggingintotheDashboard........................................................................................................6 DashboardFunctions..................................................................................................................8
TimeEntry...............................................................................................................................8 Schedules.................................................................................................................................8 Reports....................................................................................................................................8 Settings....................................................................................................................................8
CustomizingtheDashboard........................................................................................................9 OnlineHelp...............................................................................................................................10
Lesson2:TheTimeEntryWindow.........................................................................................11
Assignments..............................................................................................................................12 FunctionButtons.......................................................................................................................13 ChangingthePayPeriod...........................................................................................................14 TimeSheetViews......................................................................................................................15
ListView.................................................................................................................................15 TableView.............................................................................................................................16 DayView................................................................................................................................16
InformationTabs.......................................................................................................................17
ExceptionsTab.......................................................................................................................17 ResultsTab.............................................................................................................................18 TimeOffBalancesTab...........................................................................................................19 ScheduleTab.........................................................................................................................20
Lesson3:BasicTimeEntry.....................................................................................................21
EnteringIn/OutandElapsedTime............................................................................................22 PayCodes..................................................................................................................................23 LaborDistribution.....................................................................................................................24
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Comments.................................................................................................................................24 OtherTimeSheetTasks............................................................................................................26
TimeRecordFavorites...........................................................................................................26 ReusingTimeSheetData.......................................................................................................27
CopyingTimeSheetfromthePriorPeriod...............................................................................29 PrintingtheTimeSheet............................................................................................................29
Lesson4:PremiumCalculations............................................................................................31
Lesson5:SubmittingTimeSheets.........................................................................................33
RecallingaSubmittedTimeSheet............................................................................................33
Lesson6:MyCalendar...........................................................................................................35
UsingMyCalendar....................................................................................................................36
Lesson7:RequestingTime-Off..............................................................................................37
RequestingTimeOffwithMyCalendar....................................................................................39 E-mailNotification....................................................................................................................41 CancelingaTimeOffRequest...................................................................................................41
Lesson8:GeneratingReports................................................................................................43
ReportFavorites........................................................................................................................45
CreatingaReportFavorite.....................................................................................................45 RemovingaReportFavorite..................................................................................................45
AppendixA:FunctionHotkeys...............................................................................................46
EditingHotkeys.........................................................................................................................48 DisablingHotkeys......................................................................................................................49
Glossary...................................................................................................................................50
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IntroductionThisguidesupplementsinstructor-ledclassroomtrainingtohelpyoulearnthemostcommonlyusedfunctionsintheEmpCenterTimeandAttendanceapplication.
EmpCenterautomatesandstandardizesthetimecollectionandapprovalprocesses.EmpCenterdeliversthefunctionalityandflexibilitytoenforceyourHR,payroll,andunionpoliciesacrosstheorganization.WithEmpCenter,yourorganizationcanalignitsworkforcetomeetitsbusinessgoals,controllaborcosts,andimproveworkforceproductivityandsatisfaction.
Accesstothesystemisbrowser-based.EmpCentersupportstheMicrosoftInternetExplorer,MozillaFirefox,andAppleSafariwebbrowsers.
ObjectivesFollowingthissession,youwillbeableto:
• Identifyfunctionsrepresentedonthedashboard• Customizethedashboard• Enterworkedtimeandpaidtimeoff(ifavailable)• Createtimerecordfavorites• Identifyinformationtabs• Submittimesheets• Recalltimesheets• Requesttimeoff• Generatereports
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ConventionsThisguideusesthefollowingnotationalconventions:
• Boldtextdepictstablabels,menunames,policylabels(PayCodepolicy),functionbuttons(SubmitTimeSheetbutton),andcomputerkeyboardkeys(pressEnter).
• Boldtextandthe“greaterthan”symbol(>)depicthierarchicalchoicesinmenus.Forexample,youmaybedirectedtonavigatethroughmenuoptionssuchasAllPolicies>PolicyRecords>LaborDistribution.ThatmeansyouselecttheAllPoliciesmenu,followedbyPolicyRecords,andthenLaborDistributioninsuccession.
• Bolditalicsrepresentfieldlabels(Status_Code_1field).• Shadedsansseriftextrepresentsprogrammingcode.
Borderedtextdepictsnotes,cautions,orwarnings.
• Shadedtextisusedtoindicateexamples.
EXAMPLE:Thisisanexample.
F TIP:Theimageatleftdepictshelpfultips.
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CertificationTheAmericanPayrollAssociation(www.americanpayroll.org)hasapprovedthisprogram(coursecode#12WKFC-046)for3.5recertificationcredithours.
CommentsWorkForceSoftwareiscommittedtothedeliveryofhighqualityandcomprehensivetraining.Ifyouhaveanyfeedbackyouwishtoshareaboutthisdocument,pleasesubmitittothefollowingemailaddress:
Pleaseincludethefollowinginformationinyouremail:
• Documenttitle• Topictitle• Levelofexpertiseintheproduct(beginning,intermediate,advanced)• Comments(includingpagenumberswhereapplicable)
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Lesson1: NavigationBasicsAccesstotheEmpCentersystemisthroughawebbrowser.Themethodyouusetologindependsonhowyoursystemisconfigured.Ifyouwillbefillingoutatimesheet,youwilllikelybeusingthebrowseronyourcomputerdesktop,alongwiththekeyboardandmouse.YoucanaccessEmpCenterinoneormoreofthefollowingways:
• Web-basedinterfaceonaworkstation.EmpCentersupportstheMicrosoftInternetExplorer,MozillaFirefox,andAppleSafariwebbrowsers.
• WebClockonapersonalcomputer.
LoggingintotheDashboard1. LogintotheEmpCenterapplicationbyenteringyourUserIDandPassword.
2. ThefirsttimeyoulogintoEmpCenter,thefollowingdialogappears.
3. ClickOK.Theemployeedashboardappears.Thedashboardisconfiguredtosuityourcompany’srequirements.Thefollowingfigureshowsasampleemployeedashboard.
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Figure1:SampleofEmployeeDashboard
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DashboardFunctionsTheemployeedashboardtypicallyprovideslinkstothefollowingtimeandattendancerelatedfunctions.Thefunctionsonyourdashboardmayvaryfromthosedescribedhere.
TimeEntry• EnterMyHours:View,enterorupdatetimesheetdatathroughthetimesheet.
Schedules• MyCalendar:ShowstheMyCalendarwindow,whichdisplayseventssuchastimeoff,
pendingtimeoff,andholiday.• MyTimeOff:Submittimeoffrequests,tracksthestatusofyourrequests,andviewsthe
historyofpastrequests.
Reports• ViewGeneralReports:EmpCenterincludesreportsforbothemployeesandmanagers.
Employeescanaccessgeneralreportstoviewtimesheetinformationforacertainperiod,rolesdelegatedtothem,orcommentsontimesheets.
Settings• ChangeMyPassword:Youcanchangeyourpasswordatanytime.Beforedoingso,check
withyoursystemadministratortofindoutwhetherthereareanypasswordrestrictions.
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CustomizingtheDashboardEmpCentersupportsthefollowingTimeandAttendancedashboardcustomizationfeatures:
RearrangingFunctionLinks
Torearrangetheorderinwhichfunctionsappearwithinacategory,clickanddragthefunctionlink.
CreatingaFavoritescategoryforfrequently-usedfunctions
Hoverthemousepointeroverthefunction’sstariconandclickittomovethefunctiontotheFavoritessectionofthedashboard.
RemovingaFunctionfromFavorites
Hoverthepointerovertherespectivefunctionlinkandclickthestaricon.
Thefunctionreturnstoitsoriginalcategory.
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OnlineHelpOnceloggedintothedashboard,youhaveaccesstoonlinedocumentationthroughtheHelplink.
TheHelplinkopenstheonlineversionoftheEmpCenterEndUserGuideinanewbrowserwindow.
Figure2:EmpCenterHelpwindow
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Lesson2: TheTimeEntryWindowThetimeentrywindowcomprisesvariousfieldsandtabswhichalloweasyviewandentryofyourtime.Afteryoulogintothesystemand(ifnecessary)selecttheappropriateassignment,openyourtimesheetbyselectingEnterMyHoursfromtheTimeEntryareaofthedashboard.
Thetimeentrywindowprovidestheoptionsnecessaryforcompletingtimeentry.Fromthiswindow,dependingonyourrole,youcanperformoneormoreofthefollowingtasks:
• Enter/viewtimeonyourtimesheet• Viewyourschedule• Vieworacknowledgeanyexceptions(errorsorwarnings)aboutyourtimesheet• Viewdetailsofavailabletimeoff• Seeapreviewsummaryoftimeenteredonthetimesheet
Thefollowingisanexampleofanemployeetimeentrywindow.TheexactappearanceofthetimesheetvariesaccordingtoyourEmpCenterconfiguration.
Figure3:ExampleofTimeEntrywindow
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ThetoppaneldisplaystheTimesheettabwhilethebottompanelincludestheExceptions,Results,Schedule,TimeOffBalances,andCommentstabs.
Figure4:ExampleofBottomTabspanel
Noticethefollowinguserinterfacefeatures:
1. Hoverthepointeronthelineseparatingthepanelstoactivatethe“adjustheight”control.Clickanddragthelineupordowntoadjusttherelativeheightofthepanels.
2. Clickonthearrowtohidethebottompanel.Clickitagaintodisplayit.3. Usethescrollbartoaccesspartsofthetimesheetwhicharenotcurrentlyvisible.4. Whenatimesheetcellshowsagreentriangleintheupperrightcorner,youcanclickthe
celltoactivatethe“details”tab.
Figure5:TimeSheetcellwithDetailsindicated
AssignmentsInEmpCenter,thejobyouperforminaspecificdepartmentisreferredtoasanassignment.Anemployeecanhavemorethanoneassignment.Youwillusethedropdownmenutopickyourcorrectassignmentinthepositionfield.
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FunctionButtonsSeveralbuttonsresideatthetopofyourtimesheet.Thesebuttonsexecutecertainprogramfunctions.
Table1:TimesheetButtonsandTheirFunctions
Button ButtonName Function
PeriodSelector
Selectsthepayperiodtoview.Clickthecalendaricontoaccessapop-upcalendarfromwhichtoselectaPayPeriod.
Submit Sendsyourcompletedtimesheettoyourmanagerforapproval.
Recall
Appearsafterthetimesheethasbeensubmitted.Ifthetimesheethasnotyetbeenapproved,itrecallsthetimesheetandallowsyoutomakemodifications.
SaveSavesyourtimesheetdata.Thisistypicallydoneeverytimeyouenternewdataormakechanges.
More
TheMorebuttonrevealsthePrint,PrintPreferences,andReloadData,buttons.
ThePrintPreferencesfunctionenablesyoutoincludeorexcludethefollowingfieldstoprint::
ReloadDatarefreshesthetimesheetwiththepreviouslysaveddata.
View
SelecttheListView,TableVieworDayViewofthetimesheet.TheviewyouselectaltersthepresentationofthedataontheTimesheettab.
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Calendar
Opensaninteractivecalendarfromwhichyoucannavigatetoaspecificdateorpayperiod.Additionally,thiscalendarmaybeconfiguredtodisplaydayscontainingtimesheetexceptionsorplannedtimeoff.
Clickthequestionmarkicontoaccessalegendthatdetailsthecolorsusedinthecalendar.
ChangingthePayPeriodThepayperiodselectorallowsyoutomoveforwardorbackwardoneperiodatatime,usingthearrowicons,ortoselectaspecificperiodtomovetousingthecalendaricon.
1. ClicktherespectivearrowonthePayPeriodicontoretreatoradvanceapayperiod.
2. ClickthePayPeriodicontoaccessapop-upcalendar,andthenselectapayperiodorclicktheDefaultPeriodbutton.
Figure6:SampleofCalendarpop-up
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3. Clickanywhereintherowinwhichyouwanttoenterormodifytime.4. Recordyourtimeandattendanceinformation(seeEnteringIn/OutandElapsedTime).5. ClicktheSaveiconaftereverytimesheetchange.6. ClicktheSubmiticonattheendofeverypayperiodtosendyourtimeandattendance
informationtoyourmanagerforpayrollprocessing.
TimeSheetViewsEmpCenterprovidesthreeviews(orformats)fordisplayingtimesheetinformation:ListView,TableViewandDayView.EachviewdisplaystimesheetinformationforanentirePayPeriod.YourabilitytoviewanyoralldependsonyourEmpCenterconfiguration.
SelecttherespectiveviewthroughtheViewbutton.
ListViewTheListViewisthedefaultview;itdisplaysthedaysintheselectedPayPeriodasalist.
Figure7:SampleofListViewofTimeSheet
Totalspertimesliceappearontherightsideofthewindow,withthesumtotalforthePayPerioddisplayedinthebottomrightcorner.
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TableViewTheTableVieweliminatestheneedtoenterrepetitiveinformationforeachentryonyourtimesheet.Forexample,insteadofselectingapaycodeforeachday,youcanenterthisinformationonceinTableViewandsimplyenterhoursforeachdayofthePayPeriod.
Figure8:SampleofTableViewofTimeSheet
Totalsperpaycodeappearontherightsideofthewindow,andtotalsforeachdayatthebottomofthewindow.
DayViewTheDayViewdisplaysonlyonedayoftimeandattendanceinformation.
Toviewaspecificday,clickitsrespectivedateinthecalendarbar.
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InformationTabsThetimeentrylayoutshowstwoorthreeinformationtabs,dependingonyourrole.
ExceptionsTabThistabissupportedforallprofilesandallroles.Anexceptionisaconflictnotedbetweenyourtimeandattendanceinformationandtherulesunderwhichyourtimesheetisprocessed.ExceptionsgeneratemessageswhichappearintheExceptionstabontheTimeEntrywindow.Somemessagesareinformationalandrequirenoaction;othersrequireasatisfactoryresolutionbeforethetimesheetcanbesuccessfullysubmitted.Errorlevelexceptionsmustbecorrectedbeforetherespectivetimeispaid.
TheExceptionstabpresentsexceptions.Eachexceptionshowsthe:
• Dateoftheexception• Exceptionmessagedescribingtheproblem• Severityoftheexception(Informational,Error,orWarning)• AnyactionthatmayberequiredExceptionmessagesarecolor-codedtoidentifythelevelofseverity:• White:Noexceptionsoronlyinformationalmessagespresent• Yellow:Warningspresent• Red:Errorspresent
Bydefault,exceptionmessagesaredisplayedindecreasingorderofseverity.
Therankofseveritycodes,fromlowesttohighest,isasfollows:
Table2:ExceptionSeverityLevels
SeverityLevel FieldOptions
MostSevere
LeastSevere
Error–entiretimesheetnotpaid/held
Error–recordnotpaid
Warning–paiddifferentlythanentered
Warning
Informationalmessage–actionmaybe
Informationalmessage–noactionrequired
NoExceptions
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Timeentriesassociatedwithexceptionsappearonthetimesheetmarkedwithacoloredpin.
1. Clickonthepintodisplaytheexceptionmessage.
OverridingExceptionsYoursystemmaybeconfiguredwiththeabilitytosubmitatimesheetthatcontainsexceptions.Inthiscase,youmayberequiredtoindicatethatyouareawareoftheproblembutwishtosubmitthetimesheetanyway.
Inthefollowingexample,anexceptionmessagewarnsthattoofewhourshavebeenrecordedforapayperiod.
Youcanacknowledgetheexceptionandsubmitthetimesheet.
1. Tosubmitthetimesheetwithoutresolvingtheexception,youcanplaceacheckmarkintheAcknowledgedcheckbox,andthenclicktheSaveicon.
2. Oncethetimesheetsaves,theexceptionmessageredisplays.Inthiscase,theseveritylevelhaschangedfromanerrortoawarning,whichhasalsochangedthecolorofthemessagebox.
3. Atthispoint,youcansubmitthetimesheet.4. Toviewtheinformationfromthiswindowatalaterdate,usethePayPeriodicontoselect
thepayperiodandthenviewtheinformationontheSubmitDetailstab.
ResultsTabTheResultstabreportsthecalculatedresultsofthedatainputonthemaintimesheet,includingovertime,shiftpremiums,etc.
Figure9:SampleofResultstab
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Notethefollowingfeatures:
1. Youcansortthedataaccordingtoanycolumn.Bydefault,thedataissortedbyPayCode.Clickacolumntitletodisplaythesortingarrowandsortinincreasingorder.Clickitagaintosortindecreasingorder.Allcolumnscanbesorted.
2. Clickanddragthelineseparatingtwocolumnstomodifythewidthoftheleft-handcolumn.3. Clickanddragacolumntitletochangethedisplayorderofthecolumn.4. Clickthearrowontopoftheright-handscroll-bartodisplaythemenuthatallowsyouto
show/hidecolumnsbycheckingorun-checkingtheappropriatecheckboxes.
TimeOffBalancesTabTheTimeOffBalancestabdisplaysthenumberofhoursavailableinvarioustimeoffbanks,takingintoaccountanyhoursusedduringthecurrentperiod.Itincludesinitialandendingbalancesfortheperiod.NotallemployeeswillseeaTimeOffBalancetab.
Foranygivenbank,noticetheinterfacefunctionsinthefollowingexample:
1. ClicktheShowDetailslinkinthelowerrightcornerofabanktoseemoredetailsabouttheperiod’sbanktransactions.
Figure10:TimeOffBalancestabwithPTODetailshidden
2. ClicktheHideDetailslinktoreturntothesummaryview.
Figure11:LeaveBalanceswithPTODetailsvisible
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ScheduleTabTheScheduletabdisplaysschedules--anyregularsetofassignedtasksorresponsibilities.Employeeshaveread-onlyrightsfortheirschedules.
Figure12:SampleofScheduletab
Schedulesareusedtosavetimeandreduceerrorsinyourtimeentry.Ifyourworkweekincludesaregularsetoftasksorresponsibilities,youradministratormayhavedevelopedascheduletemplateforyourposition.Yourmanagercanusethistemplatetoassignschedulestoyou.
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Lesson3: BasicTimeEntryGeneralrulesforemployeesincludethefollowing:
• Allemployeesuseweeklytimesheets• TheworkweekrunsFridaytoThursday• Theworkdayrunsfrom12:00a.m.to11:59p.m.• Shiftscrossingmidnightarerecordedastimeworkedonthedaytheshiftstarts• Worktimeisreportedusingin/outentriesorelapsedtimebasedonyourposition• Non-worktime(vacation,juryduty,etc)willbereportedusingelapsedentries
Toentertimeintotimesheets,utilizethefollowingsteps.
1. Fromthedashboard,selecttheEnterMyHourslinkfromtheTimeEntrywindowtoopenyourtimesheet.
2. Displaythebodyofyourtimesheetusingthedefaultviewortheviewofyourchoice.3. Tochangetheview,clickthearrowontheViewbuttontoaccessitsdrop-downmenu,then
highlightandclickamenuitemtoselectadifferentview.
4. Ensurethatthecorrectpayperioddisplays.5. Tochangethepayperiod:
a. ClicktherespectivearrowonthePayPeriodicontoretreatoradvanceapayperiod.b. ClickthePayPeriodicontoaccessapop-upcalendar,andthenselectapayperiodor
clicktheCurrentPeriodbutton.
6. Clickanywhereintherowinwhichyouwanttoenterormodifytime.
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7. Recordyourtimeandattendanceinformation(seeEnteringIn/OutandElapsedTimebelow).
8. ClicktheSaveiconaftereverytimesheetchange.9. ClicktheSubmiticonattheendofeverypayperiodtosendyourtimeandattendance
informationtoyourmanagerforpayrollprocessing.
EnteringIn/OutandElapsedTime1. ClickonarowinthePayCodecolumntodisplaythedrop-downlistofpaycodesavailable
toyou.Selectapaycode.
Figure13:SampleofPayCodedrop-down
2. EnterthetimeintheHourscolumn.
Forpaycodesassociatedwithelapsedtime(ifapplicable),simplyenterthenumberofhours.
Figure14:PayCodefieldwithElapsedHoursfield
ForpaycodesassociatedwithIn/Outtimes,entertheIntimeonthefirstrowoftheHourscolumnandtheOuttimeonthesecondrow.In/Outtimescanbeenteredinavarietyofways:
Key-in“5”onthefirstrowandclickoutsidethecell.Thesystemwillinterpretthetimeas5a.m.andenteritonthetimesheetinthecorrectformat.
Keyin“Xp”(whereXisanumberfrom1to12)toenterp.m.times.
5p.m.canalsobeenteredas“17”.
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Thesystemwillpreventyoufromenteringouttimesthatarebeforeintimesorintimesthatareafterouttimes.Thesystemwillhighlighttheerroranddisplayawarningmessage:
Figure15:SampleIn/Outtimeentry
Forshiftswhichstartonthepreviousday,typein“-“(theminussign)beforethetime;forshiftsthatendthenextday,typein“+”(theplussign).
PayCodesApaycodeisthecategorytowhichyourhoursareassigned.Differentcategoriesofemployeeshaveaccesstodifferentpaycodes.
Clickinapaycodecelltoseethedrop-downlistofpaycodesyoucanaccess.
Ifapaycodecannotbemodified,itwillappearwithashadedgreybackgroundandthecursorwillchangeintoa“Stop”symbolwhenplacedoverthatrow:
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LaborDistributionIfyouperformseparatetasks,youcandifferentiatethehoursworked.InEmpCenter,LaborDistribution(LD)isusedtochargeworkedhourstolaborcategories.Fieldsarepresentonthetimesheetforcapturinglabordistributioninformation,thesecategoriesare:PositionNumber,ServiceArea,andActivity.Employeesmayentervaluesdirectlyinthefieldsorselectfrompulldownlists.Entriesarevalidatedwhensavingthetimesheet.
CommentsUsetheCommentsfieldtoenteradditionalinformationrelatedtoaparticulartimeentry.
TheCommentsfieldintableview:
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TheCommentsfieldinDayview:
TheCommentsfieldinlistview:
IntheTableView,thecommentsareaccessibleforaselectedrowbyclickingthegreenarrowasindicatedbythecursorintheimagebelow.AnothermethodofaccessingthisCommentsfieldistopressShift+Entertogether.Thishotkeytogglesthefieldopenandclosed.
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OtherTimeSheetTasks
TimeRecordFavoritesTimeRecordFavoritesallowyoutoinsertapre-definedtimerecordintoyourtimesheetinordertosavetime.Insteadofenteringeachpartofatimerecordeverytimeyouneedtoentertheinformationonatimesheet,youcancreateafavorite,whichentersacombinationofinformationallatonce.
1. Tocreateafavoriteonatimesheet,fillinthefieldsofatimerecordwhichwillbecomeafavorite.
TheTimefieldcannotbepre-definedinafavorite.Youmustdirectlyenterhoursonthetimesheetafterapplyingafavorite.
2. ClicktheInsertbuttondrop-downmenuonthetimerecordfromwhichyouwanttocreateafavorite.
3. SelectCreateNewFavoriteFromRow.
TheCreateFavoritewindowappears,listingthevaluesofthevariousfieldsonthetimerecord.
4. FillintheCreateFavoritewindow:5. IntheFavoriteLabelfield,enteranameforthefavorite.6. Ifyoudonotwantthefavoritetoincludeapre-definedvalueforaparticularfield,unselect
thatfieldbyclickingthecorrespondingcheckbox.Thesefieldsremainblankonthetimerecordwhenyouapplythefavorite,requiringtheusertoenteravalueeachtime.Selectthecheckboxesoftheparametersyouneedtoappeareachtimeyouusethefavorite.
Apaycodemustalwaysbepartofafavorite,sincethisfieldismandatoryforanytimerecord.
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7. ClickCreateFavoritetocreateafavoriteforthetimerecord.
ThefavoriteyoucreatedappearsinthePayCodefieldandisavailableforyoutouseinalltimesheetsforthegroup/assignmentsyouselectedintheUsethisfavoritewhenviewingtimesheetsforfield.
ThefavoritedisplayswiththegivenlabelatthetopofthePayCodedrop-downmenu.Astariconappearsbesidethenameofthefavorite.
Favoritesarenotpropagatedtootherusers.Onlyyouhaveaccesstothefavoritesyoucreate.Eachmemberofatargetgroup/assignmenthasaccessonlytofavoritestheyhavecreatedthemselves.
ReusingTimeSheetData
CopyingData 1. Clickthedrop-downarrownexttothegreenplussignthatrepresentstheInserticon.
2. SelectCopy,andoneofthefollowing:
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• CopyRow• CopyEntireDay• CopyEntireWeek
Navigatetowhereyouwanttopastethecopiedinformation.Fromthedrop-downarrownexttotheInserticon,selectPaste1Entry.
ThePasteeventisacknowledged.
CuttingandPastingData1. Clickthedrop-downarrownexttotheInserticon.
2. SelectCut,andoneofthefollowing:
• CutRow• CutEntireDay• CutEntireWeek
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3. Navigatetowhereyouwanttopastethecutinformation.Fromthedrop-downarrownexttotheInserticon,selectPaste1Entry.
ThePasteeventisacknowledged.
CopyingTimeSheetfromthePriorPeriodTocopyapriortimesheetintothecurrenttimesheet,clicktheMorebuttonandselectCopyFromPriorPeriod.CopyFromPriorPeriodisenabledonlyiftheassignmenthasapriorpayperiod.
PrintingtheTimeSheetYoucanprinttheinformationfromallofthetabsinyourTimeEntrywindow.
1. IntheTimeEntrywindow,clicktheMorebuttonandselectPrint.APrintPreviewwindowandPrintdialogboxappear.
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Figure16:SamplePrintPreviewwindowandPrintdialogbox
IfthePrintdialogdoesnotopen,clickthePrintlinkintheupperrightareaofthePrintPreviewwindow.
2. SelectyourprintoptionsandclickOK.3. ClicktheCloselinktoclosethePrintPreviewwindow.
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Lesson4: PremiumCalculationsApremiumisextrapayreceivedwhencertainconditionsaremet.Themostcommonlyknownpremiumis“Overtime”andthemostcommonlyknownconditionforearningovertimeisworkingmorethanforty-fourhoursinaweek.YourorganizationalpremiumshavebeensetupinEmpCenterbasedontheconditionsstatedintheestablishedprojectbusinessandpayrules.
EmpCenterautomaticallycalculatesmostpremiumswithnospecialactionrequiredonyourpart.Onlyrarelywillyouneedtotakesomeactiontocauseanemployeetoreceiveanearnedpremium.ThetablebelowdescribesthepremiumssetupinEmpCenterandrequiredactions,ifany,toensurethatemployeesareproperlypaidforearnedpremiums.CheckthePayResultstabontheemployeetimesheettoverifythatthesystemcalculatedtheexpectedpremium.
PremiumName RequiredAction ActionInitiatedBy
Overtime None None
HolidayWorkTime None None
ShiftPremium None None
HolidayHours None None
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Lesson5: SubmittingTimeSheets1. Tosubmityourtimesheetforapproval,clicktheSubmitbuttonafterensuringalltimeis
correctandsavingthetimesheet.
Themessage“Timesheetsubmitted”appearsifthesubmissionwassuccessful.ARecallbuttonreplacestheSubmitbutton.
Ifthetimesheethasnotyetbeenapproved,youcanrecallthetimesheettomakefurthermodifications.
NoticethatafterrecalltheSavebuttonisreactivatedandtheSubmitbuttonreappears.
RecallingaSubmittedTimeSheetYoucanrecallasubmittedtimesheetifithasnotyetbeenapprovedbyyourmanager.
Torecallasubmittedtimesheet
1. SelectthepayperiodusingthePayPeriodicon.Ifthetimesheethasnotyetbeenapproved,theRecalliconappearswiththefunctionicons.
2. ClicktheRecallbutton.
Adialogwindowappears,promptingyoutoconfirmyourdecision.
3. ClickOKtodisplaythetimesheet.4. Updatetheinformationrecordedinthetimesheet,thenSaveandresubmitthetimesheet.
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Lesson6: MyCalendar
TheMyCalendarwindowdisplayseventssuchastimeoff,pendingtimeoff,schedules,unavailability,andholidays.CalendaritemswhichappearontheCalendarwindowarecalledcalendarcategories.Toseethecalendarcategoriesandtherespectivecolorcoding,hoveryourmousepointerovertheLegendlabel.
Basedonyourcompany’sconfiguration,someofyourcalendarcategoriesareintegratedfromotherareasofEmpCenterandwillnotbeeditablefromMyCalendar.Theseitemsareviewableonthecalendartoprovideamorecompleteaccountingofyourtime.
Buttonsresideatthetoprightcornerofthecalendar.
Figure17:ButtonsfromMyCalendarscreen
ThefollowingtabledescribestheMyCalendarbuttons:
Table3:CalendarButtonsandTheirFunctions
Button Description
Printsthecalendarforthemonthyouareviewing.
ThePreviousandNexticonstakesyoutothepreviousorfollowingmonth.
Navigatetothecurrentday.
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UsingMyCalendarTheactionsyoucanperformonMyCalendararefoundontheCalendarSelectionmenu,whichappearswhenyouclickadateonthecalendar.Theactionsavailableonthismenudependonyourcompany'sconfiguration.
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Lesson7: RequestingTime-OffYoucansubmittimeoffrequests,trackthestatusofyourrequests,andviewthehistoryofpastrequestsusingtheMyTimeOfffunction.Whenemployeesrequesttime-off,ane-mailissenttonotifythemanagerthatarequestwasmade.
1. Fromthedashboard,selectSchedules>MyTimeOff.TheRequestListwindowappears.
2. SelectCreateNewRequest.TheCreateTimeOffRequestwindowappears.
3. ChoosethetypeoftimeofffromthePayCodedrop-downlist.
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4. EnterthedayonwhichyouwanttobeginyourtimeoffintheStartDatefield,orclicktheCalendariconontherightofthedatefieldtodisplayacalendarfromwhichyoucanchoosethedate.EnsurethattheStartDateistoday’sdateorlater.
5. EnterthedayonwhichyouwanttoendyourtimeoffintheEndDatefield,orusetheCalendaricon.
6. Ifnecessary,enteranotetoaccompanyyourrequestintheCommentsfield.7. SelectNexttodisplaythedetailsofyourtimeoffrequest.
TheRequestDetailswindowappears.Thehoursrequestdefaultstothescheduledhoursforthatday.YoucanmodifythehoursrequestedandalsoselectanotherpaycodefromthePayCodecolumn.
8. ClicktheInserticonintheActionfieldofarowtoaddanotherrowforthatday,selectthePaycodeandenterthehoursforthattype.Remembertoadjusttheotherhoursforthatdayaccordingly,ifnecessary.
9. Ifexceptionspreventyoufromsubmittingtherequest,dooneofthefollowing:
• ClicktheBackbuttontoreturntothepreviouswindowandmakeadifferentselection,or
• ReducethehoursselectedbytheclickingtheDeleteiconintheActionfieldofarowtoremovethehoursfromthatrow,andthenclicktheUpdatebutton.
10. Ifnoexceptionspreventyoufromsubmittingtherequest,clicktheSubmitbuttontosubmityourrequest.Youarenotifiedofasuccessfulsubmission.
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ClickOK.YouarereturnedtotheRequestListwindow.YournewrequestappearsintheRequestListwindowasPending.Arequestemailissenttoyourmanger.
Figure18:RequestListwindowconfirmingsubmittedrequest
WhenyourmanagerapprovestheTime-OffRequest,therequestedtimepoststoyourtimesheetastimeoff.Youreceiveanemailmessagewhenyourmangerapprovesorrejectsyourrequest.
RequestingTimeOffwithMyCalendarActionsavailableontheCalendarSelectionmenuvarybasedonyourcompany’sconfiguration.
YoumayfinditconvenienttorequesttimeofffromMyCalendarbecauseyouareabletoviewallyourcalendaritemsforthemonth.
Approvedtimeoffandpendingtimeoffrequestscanbedisplayedonthecalendarbasedonyourcompany’sconfiguration.PendingtimeoffrequestswilldisplayinonecolorwithadescriptionofPendingTimeOffandapprovedtimeoffwilldisplayinadifferentcolorwithadescriptionofTimeOff.
PendingtimeoffrequestscannotbecancelledfromMyCalendar.Basedonyourcompany’sconfiguration,youmaybebeabletocanceltimeoffrequestsfromtheTimeOffRequestwindow.Formoreinformationoncancelingatimeoffrequest,seeCancelingaTimeOffRequest.
TorequesttimeofffromMyCalendar
1. SelectMyCalendarfromtheSchedulesareaoftheDashboard.2. Clickadateonthecalendar.
• Toselectasingleday,clickanyonedate.
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• Toselectmultipledaysclickontheinitialdate,dragyourmouseacrossmultipledates.
3. ClickRequestTimeOfffromtheCalendarSelectiondrop-downmenu.Awindowappearswhereyoucanspecifythetypeanddatesofyourrequest.
Figure19:MyCalendardrop-down
4. Completethefollowingfields:
• PayCode:Selectthetypeoftimeofffromthedrop-downlist.• Dates:Enterthebeginningandenddatesforyourtimeoff,orclickthecalendarto
displayacalendarfromwhichyoucanchoosethedates.• Comments:Enteranydetailstoyourmanagerabouttherequest.
5. ClickNext.Awindowappearsthatdisplaysdetailsaboutyourrequest,includingthedateandhoursrequested.Iftherequestusesatime-offbank,thewindowdisplaysremainingbankbalancesand,ifnecessary,anypotentialexceptionsassociatedwiththerequest.
6. Dependingonyourconfiguration,youmightneedtocompleteeitherofthefollowing:
• InTimeandOutTime:Enterthetimeforyourrequest.Whenastartorendtimeoccursonanadjacentday(e.g.,theeveningbeforeorthemorningafter),presstheplus(+)keytospecifythenextdayandtheminus(-)keytospecifythepreviousday.
• …Or…• Hours:Entertheelapsedhours.
7. Reviewand,ifnecessary,makeanyofthefollowingedits:
• ClickthegreenplusintheActioncolumntoselecthoursfrommorethanonetimebankforthesameday.Selectthebank’spaycodeandenterthehours.
• ClicktheredXtoremovearow.Ifthereismorethanonerowforthatday,therowitselfwillberemoved.
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• Iftherowisabeginningorendingrow,thehourswillberemoved,andasubsequentclickwillremovetherow.
8. ClickUpdate.Thewindowliststhehoursyourequestedandyouradjustedbankbalances.9. ClickSubmittosendyourrequesttoyourmanager.Aconfirmationmessageappears.10. ClickOK.YourpendingtimeoffrequestimmediatelyappearsontheMyCalendarwindow.
E-mailNotificationE-mailmessagesaresenttothefollowingrecipientswhentimeoffrequestsaresubmitted.Thefollowingtableshowswhentheeventtriggeringthee-mail,therecipients,andthecontentofthemessage.
Table4:EmailNotifications,TriggeringEventsandRecipients
MESSAGESUBJECT DAYANDTIMETOSENDEMAIL
RECIPIENT(S) MESSAGE
TimeOffRequest–Pending
Submissionoftimeoffrequest
ManagerandDelegates
“EmployeeName”hasrequestedtimeoff.Pleasereview.
TimeOffRequest–Approved
Approvaloftimeoffrequest
Employee Yourtimeoffrequesthasbeenapproved.
TimeOffRequest–Rejected
Rejectionoftimeoffrequest
Employee Yourtimeoffrequesthasbeenrejected.
TimeOffRequest–Cancelled
Submissionoftimeoffrequest
ManagerandDelegates
“EmployeeName”hascancelledhisorherrequestfortimeoff.
CancelingaTimeOffRequestYoucancancelatimeoffrequestbeforeorafterithasbeenapproved.
1. GotoSchedules>MyTimeOff.2. SelecttheCurrenttab.3. Selecttherespectivetimeoffrequest.
TheView/CancelTimeOffRequestwindowappearslistingthedetailsandhistoryoftherequest.
4. ClickCancelRequestbuttontowithdrawyourrequest.
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TheReasonforCancellationwindowappears.Enteryourreasonforcancellation,ifnecessary.
5. SelectCancelRequest.
TheMyTimeOffwindowappearsagain,showingthestatusoftherequestascancelled.
Figure20:SampleMyTimeOffwindowwithCancelledRequest
Anemailmessageissentoutwhenatimeoffrequestiscancelled.
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Lesson8: GeneratingReportsEmpCentersupportsreportgenerationforemployeesandmanagers.Employeescanaccessgeneralreportstoviewtimesheetinformationforacertainperiod,rolesdelegatedtothem,timespentbyproject,orcommentsontimesheets.
1. Togenerateareport:fromthedashboard,clickReports>ViewGeneralReports.
Alistofreportcategoriesappears.
2. Dooneofthefollowing:
• Selectareportcategorytodisplaytherespectivereportsor
• Searchforthereport.
• EnterthenameorpartofthenameofthereportintheSearchfield.
ReportswiththesearchcriteriaintheirnameappearintheSearchResultspaneasyoutype.
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3. Clickthenameofthereportyouwanttogenerate.Asecondpaneappears,allowingyoutospecifyreportcriteria.
4. Completetherespectivefields.5. Selectyourpreferredoutputformat:
• Exceltoview/printthereportasaMicrosoftExcelspreadsheet.• HTML(thedefault)toviewthereportinthebrowserwindowasawebpage.• PDFtoview/printthereportinAdobeAcrobatPDFformat.
AdobeAcrobatReaderisrequiredtoviewthisformat.TheReaderisavailableat:http://get.adobe.com/reader/.
6. ClickSubmittogeneratethereport.
ThefollowingfigureshowsasamplereportinPDFformat.
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ReportFavoritesReportfavoritesgiveyouquickaccesstofrequentlyrunreportsbylettingyoustorethosereportsinatop-levelfolder.Youhavetheabilitytospecifyandstoreyourownreportfavorites.
CreatingaReportFavorite1. Fromthedashboard,selectViewGeneralReports.2. TheReportwindowappears.3. Navigatetoandselectthereportyouwanttodesignateasafavorite.4. ClicktheFavoritesicon(thestar).Thestarcolorchangestoyellow.
ThereportnowappearsintheFavoritesfolder.
Figure21:SampleReportwindowwithFavoriteshighlighted
RemovingaReportFavorite1. Toremoveareportfavorite,highlightthereportnametoberemoved.2. ClickontheFavoritesicon.3. ThereportisremovedfromtheFavoritesfolderandthestariconturnsgray.
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AppendixA:FunctionHotkeysManyofthefunctionsandcommandsusedintheEmpCenterwebinterfacecanbeperformedorexecutedusingahotkey,acombinationofkeystrokes.Thehotkeysavailableforaparticularscreencanvarydependinguponthenatureofthetasksbeingperformed,andhotkeysforspecificfunctionscanalsovaryondifferentscreens.
Aconfigurationoptioncontrolsthehotkeysforcopyingandpastingentriesontimesheetsforarow,day,orweekaswellasduplicatingarow.
AlthoughthedefaultdescriptionsofthehotkeysalwaysappearintheHotkeysdialog,attemptingtoexecuteactionswithdisabledhotkeyshasnoeffectonthetimesheet.
Todisplayhotkeysforatimeentrywindow,pressCtrl+Shift+H.Thefollowinghotkeysareavailablefromwithineachscreen:
Table5:StandardTasksandHotkeysfromTimeEntrywindow
Tasks Hotkey
Savetimesheet Ctrl+Shift+S
Submittimesheet Ctrl+Shift+B
RecalculateandreloadtheTimeEntryWindow Ctrl+Shift+R
Insertarowafterthecurrentlyselectedrow Ctrl+Shift+I
Cutarowandplacetherowontheclipboard Ctrl+Shift+X
Copyarowtotheclipboard Ctrl+Shift+C
Pastearowfromtheclipboard Ctrl+Shift+V
Deletearow Ctrl+Shift+D
Insertacopyofthecurrentlyselectedrowimmediatelybelowthatrow Ctrl+Shift+U
Usehigh-contrastcolorsforalternatingrowsontimesheetandschedule Ctrl+Shift+~
(Tableviewonly)Opensandclosesthedetailssectionforatimeslice Shift+Enter
Entertimeforthepreviousday.ThishotkeyworksonlywhencursorisinanIn/Outfield
-or_
Entertimeforthenextday.ThisworksonlywhenthecursorisinanIn/Outfield
+or=
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Table6:StandardTimeEntrywindowFunctionsandHotkeys
Function Hotkey
SwitchtoDayView Ctrl+Shift+Y
SwitchtoListView Ctrl+Shift+L
SwitchtoTableView Ctrl+Shift+T
Displayeachtab’snumber Ctrl+Shiftforonesecond
Displayatabbasedonthetab’snumber Ctrl+Shift+n,(wheren=1–9)
Movethecursortothefirstdetailfieldfortheselectedrow.
Ifinadetailfield,returnthecursortotheselectedrow
Ctrl+Shift+Enter…or…
Shift+Enter
Movethecursoronecellforward(right)inarow,wrappingtothebeginningofthenextrowwhentheendisreached
Ctrl+Shift+rightarrowkey
Movethecursoronecellleftinarow Ctrl+Shift+leftarrowkey
Movethecursoronecelldowninacolumn,wrappingtothetopofthenextcolumnwhentheendisreached
Ctrl+Shift+downarrowkey
Movethecursoronecellupinacolumn,wrappingtothebottomofthepreviouscolumnwhentheendisreached
Ctrl+Shift+uparrowkey
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EditingHotkeysMosthotkeyshortcutscanbeeditedordisabled.
1. Inatimeentrywindow,pressCtrl+Shift+H.Alistofhotkeysappears.
Figure22:SampleofHotkeylist
2. SelecttheShortcutfieldofthehotkeytoedit.
Hotkeyswithadarkgraybackgroundcannotbeedited.
3. Pressthenewkeycombination.4. PresstheEnterkey.
Ifyoupressakeycombinationalreadyinuse,anerrormessageappears.Tocorrectthat,dooneofthefollowing:
PressDeleteandenteranewhotkeycombination.
PressEsctodiscardyourchangesandusetheoriginalhotkeycombination.
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5. IfyoupressakeycombinationwhichdoesnotincludeboththeCtrlandShiftkeys,awarningmessageappears.KeycombinationsthatdonotincludeCtrlandShiftmayoverrideexistinghotkeysforyourWebbrowser.Youcaneitherchoosetosavethekeycombination,deleteit,ordiscardyourchanges.
@@
DisablingHotkeys1. Inatimeentrywindow,pressCtrl+Shift+H.Alistofhotkeysappears.
TheShowHotkeyshotkeycannotbedisabled.
2. SelecttheShortcutfieldofthehotkeytodisablefromthelistandpresstheDeletekey.
Hotkeyswithadarkgraybackgroundcannotbedisabled.
3. When(notset)appearsinthecell,presstheEnterkey.
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GlossaryAccrual The accumulation of earned time off.
Assignment The record that contains information about an employee’s job. An employee can have more than one assignment.
Bank A repository in a time and attendance system that contains the amount of earned time off available to an employee. Examples of earned time off include vacation, sick, optional or floating holidays, FMLA, paid time off, and more.
Cross-Period Exception A cross-period exception occurs when recorded or scheduled work in a period causes an exception with an employee’s scheduled work in a future period.
Dashboard A task-based navigation system in the main area of your EmpCenter window.
Day View One of three time sheet formats for displaying time and attendance information for a single day. This view differs considerably from the other views which display information for an entire pay period.
Details Tab The Detail tab lets you enter additional information in your time sheet pertaining to a specific time entry.
Dynamic Changeable (versus 'static' or unchanging). Exception A conflict noted between your time and attendance information and the rules by which your time sheet is processed. Exceptions generate messages that appear in the Exceptions tab on the Time Entry screen. Some messages are informational and require no action; others require a satisfactory resolution before the time sheet can be successfully submitted. Exception Time Entry The state in which employees enter time only when it differs from scheduled time.
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Favorites An alias, or nickname, that can be created and used to reference a common task or project on the Table view of your time sheet. Favorite Set A group of Favorites that can be enabled for a time sheet. General Rights Personal rights available to users. Hotkey A combination of keys that, when pressed simultaneously, execute a command or function typically available through a menu or screen selection. List View One of three time sheet formats for displaying time and attendance information for an entire pay period. Each day of the week and time entry are depicted by in rows.
Password An encrypted word or other set of characters used with your User ID to prevent unauthorized access to EmpCenter application. Policy A set of rules used to define a specific facet of time and attendance, such as how to handle overtime worked by non-exempt employees. Policies are created in the Policy Editor.
Positive Time Entry The state in which employees manually enter time for each instance worked.
Role A set of system features and corresponding approval levels which define the authority of an individual for a particular assignment group. An individual may be associated with different roles for different assignment groups; e.g., a manager for one group and an administrator for another group.
Schedule A set of day and time entries which defines when employees are expected to report to work. @@An administrator can create schedule templates, which can be used by a manager to create schedules. The manager then assigns the schedule to one or more employees. In some cases, the schedule is simply used by the employee as a reference; however, other cases, the schedule is used to automatically fill in the entries on a time sheet.
Table View One of three time sheet formats for entering and viewing time and attendance information for an entire pay period. The Table view is especially useful for entering repetitive daily time and attendance information.
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Time Sheet The form used to record and submit your time and attendance information.
Web Browser A special program that allows you to view web pages. Internet Explorer and Firefox are the most commonly used web browsers.