Time Card - Hours, Punches and Attendance Sections |
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Time Card - Hours, Punches and Attendance Sections |
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Time Card - Hours, Punches and Attendance Sections |
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Time Card - Hours, Punches and Attendance Sections |
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The Time Card menu allows you to adjust employees hours and attendance using these methods:
▪View, adjust, review, approve.
▪Allocate employee hours.
▪Adjust and allocate employee punches.
▪Change Day Codes associated with these hours and punches.
How To Select Employee(s)
You may choose where on the screen the Employee Panel is placed. See Employee Panel for placement options on the Time Card.
Click on the arrow on either side of the employee name window will move the Time Card screen to the next or previous employee alphabetically. For more details on how the Employee Panel functions see Employee Panel.
Employee Panel To access the Employee Panel, click in the name window.
Use the scroll bars located on the right to move the list up and down or the bottom scroll bar to move the window left or right. The employee currently in focus will appear in red.
The Employee Panel can be filtered by using the Filter option.
▪Click on the Filter icon (Funnel). (Icon is blue when a filter has been set; grey if the filter has not been applied.)
▪Click on the Add Filter option.
Using the drop-down arrows select the criteria from the lists provided. To view in-active employees untick the Active Only option in the top right corner. To remove filters simply click on the Trash Can icon. The Reset button will remove all filters.
The sorting can be changed by clicking on the column heading. The heading will disappear and now show an arrow. An arrow will display showing how the field is sorted. In the example below the sort focus is on the column Employee Number and shows the sort is from lowest to highest.
Find To bring a specific date to the top of the Time Card. ▪Click on the calendar icon in the date window. ▪Click on the required date.
In this example March 6th was selected.
March 6th is now showing on the Time Card.
Select Pay Period To select the pay period view, click on the forward/backward arrows in the Period number window. ▪Click on the down arrow and select the Pay Cycle view from the list.
View As This option will set the days shown on the Time Card screen. ▪Click on the down arrow and select the period. ▪Click Apply.
In this example Weekly was selected. The Pay cycle periods has changed to list the dates for one week.
The Time Card now displays one week.
Pay Cycle Splitting ▪Click on the down arrow to select the year. ▪Click Apply.
Pay Cycle Span ▪Enter the number of days in the past or in the future that you wish to span. ▪Click Apply.
▪Click on the down arrow in the Period number window to select the pay cycle you wish to view.
Pay Cycle Count Off Date Setting Count Off Date to Calendar Year will put whichever period included January 1st as Pay Cycle 1.
To select a specific date: ▪Click on the Specific date option. ▪Enter the date using the calendar function. ▪Click Apply.
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The Action menu provides the tasks to do corrections to employee's hours, attendance and punches. Access to the Action menu is found in the Hours, Punches and Attendance sections of the Time Card. The options listed vary depending which section of the Time Card screen the Action menu is opened in.
Hours Actions Menu
To save changes made in the Hours section click on the Save button.
Click on the Actions icon for additional options.
Field Visibility See the Field Visibility description in the Hours section.
Add To add a line, click on the date you wish to add a line for. ▪Click on the Actions icon. ▪Select Add.
In this example March 10th is highlighted.
Below is the new line.
Delete ▪Click on the line to be deleted so it is highlighted. ▪Click on the Actions icon and select Delete. ▪Click Save.
A warning message will show the hours that will be deleted. ▪Click Yes.
The line is now removed from the Hours section.
Cancel This feature is used when a new line is in editing mode and not yet saved. The fields have been populated; however, the user now would like to clear the fields and start over. ▪Click on the Actions icon. ▪Select Cancel from the list. ▪Click Save.
Worked Lunch This option allows you to give back an automatically deducted lunch break. ▪Click on the row (date) you wish to edit. ▪Click on the Actions icon. ▪Select Worked Lunch.
▪Click Worked to apply the lunch break.
In this example the worked lunch break shows in OT_1 column.
Select Not Worked to remove a lunch previously given back as a Worked Lunch.
Change Day Code Changing the Day Code on the Hours screen allows you to select the correct Day Code against which the punches should have been calculated, i.e. for a non-scheduled day or call-in shift that applied the wrong code.
This can only used if the row (date) to be modified has punches. Otherwise the system will pop-up this warning message.
This employee was given 7.50 regular hours and 4.0 OT hours. The manager should have exchanged her 8 hour shift for another employee’s 12 hour shift with no overtime.
The manager will change the Day Code:
▪Click on the line to be modified so it is highlighted. ▪Click on the Actions icon. ▪Select Change Day Code.
▪Click on the down arrow in Day Code window for a list of Day Codes. ▪Using the left side scroll bar, move through the list to find the new Day Code. ▪Click on the new Day Code. ▪Click Apply.
The hours have re-calculated without overtime and all hours are now regular hours.
Re Calculate Pay cycle This option does the calculation of worked hours based on Shift Rotation setup and removes all manual modifications if the date is NOT approved.
Reset Manual When hours are added, deleted or edited on the Hours screen, a pencil icon will appear on the edited line. Hover over this icon and the Manual tool tip will appear as shown, indicating that this line has been manually adjusted:
The Reset Manual option is used to undo any manual changes and re-calculate the hours. The system will calculate the hours by comparing the punches to the employee's schedule, then adding the applicable regular, overtime and premium hours according to configuration.
To perform this process: ▪Select the row (day) you wish to reset by clicking on it so it is highlighted. ▪Select Reset Manual.
▪Click Yes to continue to reset the manual change(s).
The regular hours are reset and the Manual tool tip removed.
Recalculate Punches This option should be used instead of Reset Manual to recalculate hours when the punches appear BEFORE the schedule is entered.
For example, Jane took a shift for Marco who called in sick. Jane then punches in and out before the manager has updated her schedule. In this case, once Jane's schedule has been correctly updated, Recalculate Punches should be used to tell the system to calculate the hours again, this time against the Day Code, where the over time, premium and lunch deductions have been configured to automatically calculate.
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Each section of the Time Card has toolbar and Action icon. The functions vary depending on the section.
To launch the Action panel click on the Actions icon in the section.
Functions
Toolbar Plus icon - Add To add a new line to the Attendance section, click on the Plus icon. A new line is now displayed.
Double click in the fields to enter information. Fields, such as Code or Department, will provide a pop-up list to select from. ▪Click the Save button when completed.
X icon - Delete ▪Click on the line so it is highlighted blue. In our example we are going to delete the line added from above. ▪Click on the Red X icon. ▪Click Save to complete function.
A warning message will pop-up noting that All Data and History will be lost. Click Yes to continue. Clicking on No will stop the Delete function.
Cancel This feature is used when a new line is in editing mode and not yet saved. The fields have been populated, however, the user now would like to clear the fields and start over.
▪Click on the Actions icon. ▪Select Cancel from the list. ▪Click Save.
Clone Lines can be cloned/copied. In the example below the first line was cloned. The new cloned line is highlighted in blue. ▪Click on the line to be cloned. ▪Click on the Actions icon. ▪Select Clone from the list. ▪Click Save.
Action drop-down:
Field Visibility See the Field Visibility description in the Hours section.
Required Fields This feature is used to set the fields that must be populated when a new line is added to the Attendance section. ▪Click on the Actions icon. ▪Click Required Fields.
Select the required fields by clicking the appropriate tick box(es).
▪Click Apply.
Process Deferred Debit The Deferred Debit feature will delay a Time Bank from updating in real time, Attendance Codes can be deferred until next pay roll run. The Deferred process must be run with every pay period to ensure that all Attendance Codes flagged as Deferred are processed and Time Bank adjusted.
The Deferred not process column shows whether or not the Attendance Code has been processed and the Time Bank updated.
An example would be not deducting vacation taken from the Time Bank when the Time Off Request is requested, but instead deferring it until the employee actually takes the time off. The Attendance Code below is configured to be deferred as indicated by the tick box in the Deferred not processed column and has not been processed. The time taken will be deducted from the Time Bank when payroll is run.
To update the Time Bank in real time the Attendance Code can be processed right from the Time Card by using the Process Deferred Debit feature.
▪Click on the line in the Attendance section to be processed. ▪Click on the Actions icon. ▪Select Process Deferred Debit.
The Deferred not process will un-check the tick box when the process is completed and update the Time Bank.
If the hours entered for the debit are greater than the associated Time Bank the difference will be displayed in the Deferred not processed column.
▪Clicked Apply anyway
Three hours show in the Time column to be paid and five hours is noted in the Deferred Remained column.
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Each section of the Time Card has an Actions icon. The functions vary depending on the section.
To access the Action panel click on the Actions icon in the section.
The Action List options will appear.
Functions
Field Visibility See the Field Visibility description in the Hours section.
Move Punch to prev day Use this feature to move a punch to the day before it is currently showing for.
▪Click on the Actions icon. ▪Select Move Punch to prev day.
In this example we moved the 6am punch to the previous day. After the move the 6am punch no longer shows for May 1.
The punch now shows on April 30. The date is still May 1, however the AdjDate now shows as April 30.
Move Punch to next day Use this feature to move a punch to the next day it is currently showing for.
▪Click on the Actions icon. ▪Select Move Punch to next day.
The date of the punch will now show the next day's date.
The outcome for Move punch to next day is the same as Move to prev day. The different is the date change will be ahead 1 day instead of 1 day back.
Recalculate Punches Use this option to recalculate hours when the punches were done before the schedule was entered.
For example, Jane took a shift for Marco who called in sick. Jane then punches in and out before the manager has updated her schedule. In this case, once Jane's schedule has been correctly updated, Recalculate Punches should be used to tell the system to calculate the hours again, this time against the Day Code, where the over time, premium and lunch deductions have been configured to automatically calculate.
Toolbar
Plus icon - Add To add a new line to the Punch section of the Time Card click on the Plus icon. A new line will appear in the section. The time provided will be the actual system time when the new line was added. Auto populated fields can be adjusted as needed.
Populate the line with the required information. Use the scroll bar to move right or left to access additional fields. When complete Click the Save icon.
Red X - Delete To remove a line, click on the line to highlight it. ▪Click on the Red X icon.
A warning pop-up will appear to confirm the punch information will be permanently deleted. ▪Click Yes to complete.
A warning message will pop-up noting that All Data and History will be lost. Click Yes to continue. Clicking on the X or No will stop the Delete function.
Cancel This feature is used when a new line is in editing mode and not yet saved. The fields have been populated; however, the user now would like to clear the fields and start over. Click Save when done.
Clone Lines can be cloned/copied. In the example below the second line was cloned. The new line, highlighted in blue, is the duplicate. Click Save when done.
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