Daily procedures can vary from customer to customer, location to location. This is a guide as to what should be done daily to maintain your system properly.

Your system consists of:

•Employee Profiles

•Employee Time Cards

•Employee Attendance/Exception data

•Schedules

 
Any of the reports you run or data you edit relate to these items, and daily maintenance should be centred on these items.

Add/Edit Employee Information (Personnel Menu)

It is very important, for correct calculation of hours, that you keep your employee profiles up to date regarding new employees, department or class changes, rate changes, and rule changes, etc.

Remember to add the applicable Time Banks to new employees so they will be included in regular Time Bank updates.

Also remember to apply the correct Holiday Group Code for employees who either get paid for working on a statutory holiday and/or are eligible for the Holiday benefit.

Time Card Editing (Time Card Menu)

Supervisors should log in daily to review, correct and approve their employees' Time Cards. The Welcome menu widget will display the number of Exceptions currently present on the Time Cards for the user who is logged in. The more up to date you keep the system, the more accurate the reporting of data will be.

The current day is NEVER included in the Exceptions count.

Time Off Requests & Shift Exchanges (Attendance Menu)

Supervisors should address Time Off Requests on a timely basis (daily) so that unfilled schedules, which occurs as a result of Time Off Requests, can be filled.

The Welcome menu displays the number of Time Off Requests that may be unprocessed or pending, as well as any Shift Exchange Requests if approval is required.

Unfilled Schedules (Schedules Menu)

Supervisors should address unfilled shifts daily so Call Ins can be made to fill these shifts.

The Welcome menu displays the number of Unfilled Schedules for the Current Day as well as Future days.

The Schedule Exceptions section of the Main menu is broken down into two options:

1.Current Day        – In this example there are 4 unfilled shifts

2.Future                – In this example there are 68 unfilled shifts (The Future count is defaulted from tomorrow to 21 days ahead)

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Just as daily procedures can vary so can weekly procedures. This is a guide for what should be done on a weekly or bi-Weekly basis, depending on your pay cycle type, to maintain your system properly.

Print & Review the Time Earnings Report (Reports menu)

The user definable report lists an employee’s worked time for the selected period. The format of this report is bulk hours (no punch detail), which makes it a useful end of the pay period report for review before creating a payroll file.

Create the Payroll File (Payroll Menu)

The creation of the payroll file takes the information for the pay period and converts it to your payroll vendor’s format for transmission. The file should not be created until all Time Card exception edits and attendance data entry have been completed and approved and the Time Earnings Report has been reviewed.
 

Please refer to QRG C5.2 – Payroll Processing for complete details on how to create the Payroll output file. Note: During Holiday weeks refer to QRG C5.1 Holiday Calculation

Run the Seniority Calculation (Payroll Menu)

The Seniority Calculation feature is used to update both the current “home class” seniority (year-to-date), posted seniority (usually done twice a year) and Worked Class Seniority (a breakdown by ALL classes worked). In cases where Seniority is used for Time Bank calculation the Seniority Calculation process should precede the Time Bank update.

Please refer to QRG C5.3 – Seniority Calc for complete details on how to run this process.

Update Time Banks (Payroll Menu)

Updating the Time Banks is dependent on the type of bank and the company’s policies. For example, some banks time, like vacation, might be earned in one lump sum at the beginning of the year, while time for a sick bank might be earned each pay period.

Please refer to QRG C5.4 – Time Bank Calculation Process for complete details on how to update the Time Banks.

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Holiday Calculation (Payroll Menu)

The Holiday Calculation functions is how holiday benefit hours are calculated for processing to the Time Card screen, and as holidays occur throughout the year the Holiday Calculation will need to be run.

Please refer to QRG C5.2 – Holiday Calculation for complete details on how to run this process.

Discipline Processing (Attendance Menu)

Discipline is used to track an employee’s violation of company policies, i.e., in late, missed punches, etc. When the Discipline Process is run it writes these violations to the employee’s discipline history. If you are using the StaffScheduleCare Discipline tracking module it will be necessary to run the Discipline process, normally at the end of every month.

Please refer to QRG C6.8 – Discipline Processing for complete details on how to run this process.

 
Performance Evaluations (Personnel/HR Menu)
Performance Evaluations are used to monitor an employee’s work performance by rating them on the jobs they perform and can occur periodically throughout the year depending on how often you review your employees. If you are using the StaffScheduleCare Performance Evaluations module the system can be defined to remind you about upcoming evaluations.

Please refer to QRG C6.7 – Performance Evaluations for complete details on how to evaluate your employees.

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End-of-Year Time Bank Rollover (Payroll Menu)

Updating the Time Banks is dependent on the type of bank and your company’s policies. For example, some banks time, like vacation, might be earned in one lump sum at the beginning of the year, while time for a sick bank might be earned each pay period.

If you have yearly Time Banks, the resetting of Time Banks will be done at the company’s designated year end.

1.Please notify your SSC support department a few weeks in advance of running the Year End Time Bank Rollovers so we can schedule a convenient time to assist you with this process.

2.Please note that the TIME BANK REPORT should be run BEFORE and AFTER ALL Time Bank UPDATES and ROLLOVERS.

Please refer to QRG C4.1 – Time Bank Calculation Process for complete details on how to update the Time Banks.

Global Wage Increases

Updating employee or class rates is generally done once a year and can be done globally to all employees and/or classes.

Please refer to QRG’s C5.6 – Global Employee Wage Increase and C5.7 – Global Class Rate Increase for how to perform these updates.

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