Performing Time Card Functions

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Performing Time Card

Functions

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Performing Time Card Functions

InfoTronics, Attendance, and Attendance Enterprise are registered trademarks of Infotronics, Inc. Microsoft and Windows are registered trademarks of Microsoft, Inc. All other company and product names are registered trademarks, or trademarks of their respective holders.

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Preface ... vii

About This Document ... vii

Audience ... vii

P

REFACE

Welcome to Attendance Enterprise–a comprehensive time and attendance solution for your labor force tracking needs.

About This Document

This document is a part of the Attendance Enterprise documentation set. Performing Time Card Functions introduces the Time Card. It describes how to view and edit time cards as well as prepare for exporting payroll information. In addition, it discusses the reports, imports, and exports that pertain to time cards.

Audience

This user guide is for supervisors who maintain time cards. It is also valuable for users responsible for preparing payroll. Users should have a working knowledge of Windows functions and know how to run applications using Windows.

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Chapter 1 About the Time Card

This chapter introduces the Attendance Enterprise Time Card. It discusses time card formats, editing functions, and important attendance data concepts.

Introducing the Time Card

The Attendance Enterprise time card, like a paper time card, lists punch times and dates. However, the Attendance Enterprise time card also shows totals for shift hours and pay period hours, and highlights exceptions to scheduled work. Employee punches can be collected using various methods including time recorders, biometric devices, and the optional Attendance Enterprise web components: Employee Self Service (ESS), Kiosk, and Manager Self Service (MSS). After employees punch, the new data is recomputed, made visible on the time card, and distributed throughout the Attendance Enterprise system.

The time card displays daily punches for the current or previous pay period and totals hours worked for each shift. Totals may reflect an automatic lunch period deduction (usually 30 - 60 minutes), which is based on the employee’s payroll class. The bottom of the time card summarizes hours and pay information for each day and for the entire period.

Your Attendance Enterprise folders can be set up to access time cards directly or to access time cards through the Employees folder.

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About the Time Card

Locating Employee Time Cards Using Find

The Find function allows you to search for an employee by name, ID, or badge number. Select a category under the Employees folder from the Folders list and click the Find button in the toolbar.

If you know the exact spelling of the employee’s name: 1. Enter the name in the Find Who field.

2. Select Find employees whose names Exactly match. Attendance Enterprise locates and displays all employees matching that spelling.

3. Highlight the desired employee in the list. 4. Click OK. The employee’s

time card is displayed. If you do not know the exact spelling of the employee’s name, use the Find employees with Similar names option. Attendance Enterprise displays all employee names that approximate the spelling you enter.

You can also enter an employee’s ID or badge number in the Find Who field to locate an employee. When using this option, you must select Find employees whose names Exactly match before beginning the search.

Locating Employee Time Cards Using Exceptions

In addition to locating individual employees, you can also locate time cards for employees who meet specific criteria using the Exceptions folder. For example, unit supervisors preparing employee timecards can use Attendance Enterprise to identify all employees with missing punches using the Missing Punch exception view. Similarly, Tardy Today exception view can indicate which employee timecards need

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About the Time Card

attention. When you click on an employee in an exceptions folder, the employee’s time card is displayed.

Locating Employee Time Cards from the Employees Folder

All employee-specific information, including each employee’s time card, is located in the Employees folder.

1. Expand the Employees folder. 2. Expand the Time Cards folder.

3. Click on the employee name. The employee’s time card is displayed.

Your Favorites bar can be customized to contain the Employees folder or the Time Cards folder. Clicking an item in the Favorites bar is the same as selecting it from the Folders list.

Viewing Information in the Time Card

The time card provides key information about employee attendance and pay. This section describes:

Using Time Card window elements Changing employee and pay period views

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About the Time Card

Setting time card viewing preferences

Attendance Enterprise provides 2 time card views located on the vertical tabs at the right side of the Time Card window.

Use the… To…

Time Card tab Display the default time card view

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About the Time Card

Viewing the Time Card

The Time Card tab contains information about the shifts, schedules, and exceptions for the employee during the pay period you are viewing.

Each row in the table at the top of the window represents a shift or credit for the day specified in the left-most column. The columns, from left to right, are:

Column Description

In, Out Displays punches in each shift. Daily Totals Area Period Totals Area Exceptions Shift Total Displays the Current, Previous, or Next pay period.

Changes the day

displayed in the Daily Totals

Changes the view displayed in the Period Totals

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About the Time Card

Hours Displays shift totals. Totals can take into account automatic lunch deductions when an employee does not punch out for lunch. For a worked shift, this displays the shift total. Otherwise, Hours displays the scheduled hours or credited hours.

Schedule Shows the scheduled start and end times for the day or the pay designation for credited hours.

Exceptions Identifies how the shift differs from the schedule. For more information, see page 11, Understanding Exceptions.

Daily and Period totals are displayed at the bottom of the Time Card window. The Daily Totals area is displayed in the lower left and Period Totals area is displayed in the lower right of the Time Card window.

Daily Totals Area

The Daily Totals area is a quick way to see the total hours for each day listed on the time card. In the example below, the day shown is July 12. Use

at the top of the area to navigate between days.

Columns in the Daily Totals area include:

PD Displays the pay designation. For example, the pay designation can indicate regular (shown here as RG1) or overtime (OV1) pay. Your enterprise can use different names for pay designations.

LOC-COM-SFT (Workgroup)

Displays the workgroup set that the hours belong to. This example uses LOC-COM-SFT to designate a workgroup set. Your enterprise can use different names for each workgroup.

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About the Time Card

Hours Specifies the hours worked in the workgroup and pay designation.

Rate Specifies the employee’s rate of pay per hour in the workgroup and pay designation.

Dollars Specifies dollars earned in each workgroup and pay designation. If your user rights don’t allow access to dollar information, this column appears blank. Period Totals Area

The Period Totals area shows the total amount of hours in each pay designation for the entire time card. It can also show the pay rate and dollars earned for each pay designation. The Period Totals area has a few different views. To access different views, click on the blank box at the upper left of the area.

Period Totals Default View

Period Totals for Workgroup Set

Period Totals without Pay Rate

Click here to see a different view

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About the Time Card

Columns in the Period Totals area include:

PD Displays the pay designation. For example, the pay designation can indicate regular, overtime, or double time pay.

LOC-COM-SFT (Workgroup)

Displays a workgroup set. This example uses LOC-COM-SFT to designate a workgroup set. Your enterprise can use different names for each

workgroup. See page 17 for more information about workgroups.

Hours Specifies the total hours worked in the workgroup and pay designation for the pay period.

Rate Specifies the employee’s rate of pay per hour in the workgroup and pay designation.

Dollars Specifies dollars earned in each workgroup and pay designation. If your user rights don’t allow access to dollar information, this column appears blank.

Viewing Transfers

The Transfers tab displays an employee’s hours by workgroup. Transfers made to other workgroups are displayed with . Hours worked in the employee’s home workgroup are displayed with . This information is listed both chronologically and summarized at the bottom of the tab.

The Transfers tab provides a different perspective on the information shown in the Time Card tab. Punches aren’t recorded in one place or the other. In fact, punches are recorded only in the Attendance Enterprise database.

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About the Time Card

Note: You cannot edit data in the Transfers tab; Transfers tab data is for review

only.

The Transfers tab includes the Chronological Activity and Workgroup Summary areas.

Columns in the Chronological Activity list include:

WG Specifies workgroup where hours were worked. From Specifies date and time of the In punch or transfer. To Specifies date and time of the Out punch or transfer. Hours Specifies hours worked during the From/To period. Schedule Specifies scheduled start and end times associated with the

hours. If a shift has transfers, the schedule is displayed in the first row. Unsch means the hours are unscheduled.

Exceptions Lists variations from the schedule (late arrival, late departure, and so on).

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About the Time Card

Columns in the Workgroup Summary list include:

WG Specifies a workgroup where hours were worked.

Hours Specifies total hours worked in a particular workgroup during the pay period.

Setting Time Card Viewing Preferences

You can specify how information is displayed in the Time Card window. The selections you make are stored as your preferences and are displayed whenever you log in.

To customize the time card view, click and select Customize Current View.

For detailed information about customizing the time card view, see Managing Your System in the Attendance Enterprise documentation set.

Refresh Time Card

The time card can be refreshed to ensure that the most up-to-date information is reflected. This is often useful when multiple supervisors are editing time cards. The Refresh Time Card button in the time card toolbar refreshes the time card. The time card is also saved when you click out of the time card and into another folder in Attendance Enterprise.

Viewing Normal, Scheduled, or Estimated Attendance

The Time Card window offers three different time card views: normal, scheduled, and estimated.

The Normal view contains the employee’s current punches, schedules, and hour and dollar totals. It is used most frequently.

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About the Time Card

The Scheduled view is based on the employee’s schedule. Shift start and end times are based on scheduled start and end times. The Scheduled time card lets you see the hours and totals calculated according to the employee’s schedule.

The Estimated view displays the punch activity to date and inserts punches

according to the employee’s schedule for the remainder of the pay period. Estimated punches are displayed according to your background color preferences. The

Estimated time card view can be used to estimate labor cost for an employee for the rest of the pay period.

To select a view, use the Time Card toolbar.

You can also view the time card for the current, previous, or next pay period.

Understanding Exceptions

Exceptions are deviations from the employee’s schedule or potential problems with a shift. Attendance Enterprise tracks exceptions and flags them on the time card. The Exceptions folder maintains a list of employees meeting specific exception criteria. You can set up exception folders for quick access to time cards containing specific exceptions. For more information about the Exceptions folder, see Getting Started with Attendance Enterprise in the Attendance Enterprise documentation set. You can run an Exception Report from the Tasks folder to get information about specific exceptions. For more information, see Printing Reports in the

Attendance Enterprise documentation set.

The following table describes Attendance Enterprise exceptions displayed on the time card. The employee’s pay class determines which exceptions are tracked. It also determines threshold levels for most exceptions. Thresholds determine whether, for example, the Arrived Late exception is displayed when the employee is 1 minute late or 10 minutes late.

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About the Time Card

Exception Description

Arrived Early Indicates that the shift started earlier than scheduled Tardy Indicates that the shift started later than scheduled Left Early Indicates that the shift ended earlier than scheduled Left Late Indicates that the shift ended later than scheduled Long Break Indicates that the break was longer than allowed by

the pay class

Short Break Indicates that the break was shorter than allowed by the pay class

Long Lunch Indicates that the lunch was longer than allowed by the pay class

Short Lunch Indicates that the lunch was shorter than allowed by the pay class

Unscheduled Shift Indicates that the shift was unscheduled

Absent Indicates that the employee is absent for a scheduled shift

Under Schedule Indicates that the shift was shorter than scheduled by an amount defined for the pay class

Over Schedule Indicates that the shift was longer than the maximum amount defined for the pay class

Under Minimum Indicates that the shift was shorter than the maximum amount defined for the pay class

Over Maximum Indicates that the shift was longer than the maximum amount defined for the pay class

Flex Schedule Indicates that shift is scheduled as a flex schedule Missing Punch Indicates that the shift has a missing punch (an odd

number of punches)

Insufficient Benefits Indicates that the supervisor made a credit to the time card of benefit time that exceeds the benefits available in the employee’s benefit bank

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About the Time Card

Exception Description

Insufficient Tips Indicates that the employee did not credit the minimum amount of tips according to pay rules Additional exceptions are used in the YTD History, Summary Sheets, and

Exceptions folders; only the exceptions listed in the table above are used in the Time Card window.

Understanding Transaction Tags

A transaction tag is a code attached to a punch that identifies either the time clock station where a punch originates or the type of transaction. Transaction tagging occurs at the time clock or through time card editing. Time card display preferences let you choose the way punches are displayed on the time card regardless of how the information is collected.

Transaction Type Description

Standard punch Records the employee ID or badge, the date, and the time of the punch.

Simultaneous punch and departmental transfer

Assigned in situations where employees move from one department to another within a shift. The

employee swipes a badge or presses a function key. A transfer occurs when the employee punches.

Departmental transfer only

Captures transfer information only. It does not record punch information. Departmental transfer tagging is useful when an employee is transferring between departments multiple times but not punching in or out of the facility.

Security Access Captures both punch and security access information. For example, a badge swipe can record a punch and also signal release of a door. Security access transactions do not affect the time card calculation process. These files are stored in the Security Access table in the database.

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About the Time Card

Transaction Type Description

Punch that starts a call back shift

Records first punch of a call back shift. Call back shifts are special work shifts eligible for enhanced pay. For example, an employee completes a scheduled shift for the day but is called back to work within four hours to work another shift. The punch is tagged with a call back transaction type and the employee qualifies for enhanced pay.

Using Reason Codes

Attendance Enterprise provides reason codes that can assigned to time card edits. Reason codes are used to specify the reason for the time card edit. The reason code is displayed in the supervisor edits portion of the time card, in time card reports, and in the archive time card.

Users who make time card edits have the ability to assign reason codes using the Reason tab in time card edits. Some users, such as the payroll manager, have the ability to add and change reason codes. Reason Codes can be added on the Reason tab of the supervisor edit. An unlimited number of reason codes can be defined.

Adding a Reason Code

To add a reason code when performing any time card edit: 1. Click the Reason tab

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About the Time Card

3. Type the new reason.

4. Click OK. The reason is displayed and highlighted in the list of reason codes.

Editing a Reason Code

To edit a reason code when performing time card edits: 1. Select a reason code

2. Click Properties. A warning will come up if the reason has been used before. 3. Enter replacement reason description.

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About the Time Card

4. Click OK. Reason name is changed in the list.

Note: Be careful when changing reason code properties since changes affect all uses of the reason, both present and past.

Understanding Virtual Transactions

Virtual transactions are punches that are generated by Attendance Enterprise as the result of a setting or specific time card edits. Virtual transactions consist of In and Out punches and are highlighted on the time card with different background colors according to your preferences. You cannot alter virtual transactions, you must remove or cancel them and then re-enter the transaction information.

The worked time created through virtual transactions is not subject to premium or overtime pay. Virtual transactions can occur on the time card as a result of AutoPunch. Ask your system administrator for more information.

Virtual transactions can also be the result of specific time card edits that employees make using ESS or supervisors make using Attendance Enterprise. When one of the following edits is performed, In and Out punches are created to equal the amount of time specified or to match the employee’s schedule:

Create Daily Worked Activity from Schedule (see page 29) Adjust Daily Worked Activity (see page 30)

Indicate Schedule was Worked (refer to Employee Self Service in the Attendance Enterprise documentation set)

Enter Worked Hours (refer to Employee Self Service in the Attendance Enterprise documentation set)

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About the Time Card

Selecting a Workgroup

Many time card edits require you to specify a workgroup. Hours and dollars are usually associated with a workgroup. Therefore, credits and transfers require that you select a workgroup. Time card edits that contain a workgroup field provide the employee’s home workgroup as a default. You can select the home workgroup or select another workgroup. Workgroups can be displayed in tree format or in list format. Time card preferences can determine whether the workgroup is displayed as a tree or a list.

Tree Format

The tree format shows workgroup sets in a tree structure.

Note: Only valid workgroup sets will show in a tree format. Talk to your system administrator if the workgroup set you want to select is not available.

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About the Time Card

List Format

The list format allows you to choose each part of the workgroup set from a list. Double-click on your last selection for your changes to take effect.

Summary

The Attendance Enterprise Time Card provides information you find on a paper time card with the added benefit of up-to-the-minute calculations. It flags exceptions to an employee’s schedule so that you can deal with attendance problems as they occur. It also provides options for customizing the Time Card window.

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Chapter 2 Editing Time Cards

The Time Card window lets you view and modify employee time cards and related information. For most edits, the first day of the pay period and a default time are supplied. You can view time card punches and totals, supervisor edits, and benefits earned. You can also make changes to punches, hours, rates, and pay designations. In addition, you can generate a time card report for the employee displayed. You can make changes to the time card for the current and previous pay periods. You cannot make changes to the previous pay period time card after data has been posted. Posted pay period data is used for payroll exports. The current pay period dates and the next post date are displayed in the status bar at the bottom of the window.

Adding, Deleting, and Altering Punches

Sometimes it is necessary to add or remove a punch for an employee.

Attendance Enterprise offers many ways to work with punches. Adding, deleting, and altering punches can be initiated using a toolbar button or a shortcut menu.

Adding a Punch to the Time Card

You can add a punch to an employee’s time card. Adding a punch is used when the employee is actually present at work. You can add a punch, for example, when an employee forgets to punch.

To initiate the punch click the… Or right click on…

Add A New Punch button An empty cell and choose Add Punch

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Editing Time Cards

To add a punch for an employee:

1. On the Punch Information tab, specify the date and time for the punch. You can also specify a time recorder station and transaction type. For more information about time recorder stations, see Getting Started with Attendance Enterprise in the Attendance Enterprise documentation set.

2. Select a reason code on the Reason tab. Reason codes are described on page 14. 3. Click OK.

Deleting a Punch from the Time Card

When employees use badges to punch, they rarely make mistakes punching in or out. However, when employees enter a PIN number to punch, they can mistakenly enter incorrect numbers, creating a punch for another employee. A supervisor can delete the incorrect punch using the Delete A Punch button. All deletions become part of the edit log for the time card.

To delete the punch click the… Or right click on…

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Editing Time Cards

The Remove Employee Punch window is displayed.

1. Expand the date of the incorrect punch.

2. Select the time of the punch you want to delete.

3. Click the Reason tab and select a reason code. Reason codes are described on page 14.

4. Click OK.

You can also delete a punch by:

Double-clicking on the punch time and pressing the DELETE on your keyboard. Double-clicking on the punch time, then right-clicking and selecting Delete.

Changing Punch Times

Attendance Enterprise offers in-cell editing for changing punch times. This provides an easy way to alter a punch that has been entered incorrectly. This change is displayed in the edit log as a transaction adjustment.

To change a punch:

1. Double-click the punch you want to change and type the new time.

2. Click outside of the punch cell or press ENTER. The Change Employee Punch Reason tab is displayed.

3. Select a reason. Reason codes are described on page 14. 4. Click OK.

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Editing Time Cards

Altering the Type of Punch

You can also alter the type of an existing punch. Altering the punch type allows you to align punches with their proper shifts so that the appropriate pay rules are applied. The time card edit log shows the alteration of the punch type.

Punch Type Description

Standard punch Changes a punch from one of the other four punch types to a standard punch

Start of shift Forces a punch to be the start of a new shift End of shift Forces a punch to be the end of a shift

Part of previous shift Forces a punch to be a part of a previous shift and not the start of a new shift

Callback style Assigns a flag to the shift to indicate that the

employee is to be compensated, according to company pay rules, for being called back to work

To alter the punch type:

1. Right-click on the punch. The punch shortcut menu is displayed. 2. Select Alter Punch. The alter punch shortcut menu is displayed.

3. Select the new punch type. If altering the punch to a callback style, select the callback style from the callback menu. The Change Employee Punch window is displayed.

4. On the Reason tab, select a reason code. Reason codes are described on page 14. 5. On the Punch Information tab, review and change punch information if

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Editing Time Cards

6. Click OK.

Crediting/Debiting Non-Worked Time

You can credit or debit hours or dollars on an individual employee's time card in the Time Card window. You credit hours to a specific day when employees should be paid for time that they did not work. Punches are not appropriate for this purpose because punches are a legal record of when an employee is at work. Credits indicate hours for which the employee earns pay, but is not at work. For example, you use credits instead of punches for sick time or bonus pay.

Debiting is used to deduct hours or dollars from the time card (for example, when an employee punches out an hour after stopping work). Debiting can also correct a mistake in crediting hours or dollars.

The type of pay designation you use for the edit determines whether the edit is for hours or dollars. Pay designations that track hours define credits or debits of time. Pay designations that track dollars are used for credits or debits of money. For example, you use a dollar-unit pay designation to credit bonus money to the time card.

You can credit or debit any pay designation. The following table provides some common examples of crediting pay designations. The pay designations in this table may not match those available to you. See your system manager for information about using your company’s pay designations.

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Editing Time Cards

Pay Designation Use When …

Sick Paying an employee’s sick time.

Vacation Paying an employee’s vacation time that was not scheduled. Bonus Granting a bonus to an employee.

Holiday Paying an employee for a holiday not worked and not automatically paid.

Bereavement Paying an employee’s bereavement time.

Disability Paying an employee for time off work because of an eligible disability.

Regular Compensating an employee for payroll mistakes in prior pay periods. Used to credit regular hours worked in the current pay period, instead of adding punches to the time card. Overtime Compensating the employee for payroll mistakes in prior

pay periods or for overriding payroll class restrictions on overtime in the current pay period.

Double overtime

Compensating the employee for payroll mistakes in prior pay periods or for overriding payroll class restrictions on double overtime in the current pay period.

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Editing Time Cards

Crediting Non-Worked Hours

To credit hours click the… Or right click on…

Credit/Debit Non-Worked Time button

A shift total where the schedule has not been met and choose a credit

The Credit/Debit window is displayed.

To credit hours on an employee’s time card: 1. Specify the date.

2. Select an hour or dollar pay designation. If you select an hour-unit pay designation, the Amount field is an hour amount.

3. Select the workgroup set, shown here as LOC-DEPT-SFT.

4. Specify an hourly rate (the default is the employee’s base rate). If you specify a dollar-unit pay designation, the Amount field contains a dollar amount and the Rate field is not displayed.

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Editing Time Cards

5. Select the workgroup set.

6. Specify the amount of time or dollars to credit or debit. To debit, use a negative hour or dollar amount.

7. Specify the pay rate.

8. Select the effective time (the default is the current time).

9. If you are crediting the initial hours of an FMLA leave of absence, check the Begins benefit usage period box. Attendance Enterprise uses this field to determine when the FMLA-allowed leave hours expire. You check this field only the first time the employee uses FMLA leave hours, at most once per year. After that, leave this field blank.

10. Click the Reason tab and specify a reason for the credit or debit. Reason codes are described on page 14.

11. Click OK.

Crediting Unworked Time Based on Exceptions

The following table describes each of the possible exception-based credits and when they become available.

Credit Use When … To Credit . . .

Credit Unworked Tardy The employee’s In punch is after the scheduled start time

The amount of time the employee was tardy.

Credit Unworked Left Early

The employee’s Out punch is before the scheduled end time

The amount of time the employee left early.

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Editing Time Cards

Credit Unworked Left Premise

The employee’s lunch is longer than allowed by the employee’s lunch parameters, but the lunch is shorter than the number of hours

necessary to force a new shift

The amount of time greater than the allowed lunch length.

Credit Difference from

Schedule The employee’s In and Out punches are different from the employee’s schedule

The amount of time that is less than the

scheduled hours.

Credit Absent Hours There are no In and Out punches for the

employee and the Absent exception is reported

The time that is scheduled for the employee. This can be used to credit time that was worked off site, sick or personal time, and so on.

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Editing Time Cards

Crediting/Debiting Worked Time

You can credit time during a shift for which an employee is not normally paid. For example, an employee works through his or her, usually unpaid, lunch. The Credit/Debit Worked Hours function calculates the amount of automatically deducted time and lets you credit the employee for that amount. Worked hours that are credited this way are always assigned the Regular pay designation. You can also debit hours by using a negative number in the Amount field in the Credit/Debit Worked Hours window.

To credit or debit worked time click the…

Or right click on…

Credit/Debit Worked Time button

A shift total in the Hours column. Select Pay Unpaid Lunch/Break.

The Credit/Debit Worked Hours window is displayed. To credit or debit worked hours:

1. Select the date.

2. Enter the time of the credit. 3. Enter the amount of the

credit. Use a negative number to debit hours or dollars.

4. Select Automatically credit unpaid breaks if time is to be credited to lunch or other break time that is normally unpaid.

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Editing Time Cards

specify a reason for the credit, if appropriate. Reason codes are described on page 14.

6. Click OK.

The following table describes each of the possible credits and when they become available.

Pay Unpaid Lunch/Break

The employee works through lunch

The amount of time that is automatically

deducted for lunch or breaks

Entering Daily Activity

Two quick edits are available to enter daily activity for employees: Create Daily Worked Hours from Schedule and Adjust Daily Worked Hours. Both create virtual punches. This means that the employee does not physically initiate the In and Out time on his or her time card.

Virtual punches are displayed on the time card with a highlighted background. This visually flags them as virtual transactions and indicates that they cannot be changed using the Add or Delete Punch edits. To change a virtual transaction you must remove the edit that created it using the Delete Supervisor Edit (see page 59) or Cancel Edit (see page 59).

Creating Daily Worked Hours

Supervisors can simulate In and Out times based on the employee’s schedule using the Create Daily Worked Hours from Schedule edit. If the employee is not

scheduled, use the Adjust Daily Worked Hours edit. Create Daily Worked Hours from Schedule is a quick way to indicate that an employee worked his or her schedule.

To create worked hours for an employee according to schedule:

1. Click the Create Daily Worked Hours from Schedule button. The Indicate Schedule Worked window is displayed.

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Editing Time Cards

2. Select the date on which the edit is made.

3. Enter a reason code on the Reason tab. Reason codes are described on page 14. 4. Click OK.

Adjusting Daily Worked Hours

The Adjust Daily Worked Hours allows supervisors to simulate In and Out transactions based on the amount of hours entered, the workgroup, and the employee’s schedule. If the hours entered are less than the employee’s schedule, Attendance Enterprise uses the scheduled start time for the In time and then

calculates the Out time from the hour amount entered. If the employee does not have a schedule for the day, a default In time is used.

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Editing Time Cards

1. Click the Adjust Daily Worked Activity button. The Direct Entry of Daily Worked Hours window is displayed.

2. Select the date.

3. Select the workgroup set. 4. Enter an hour amount.

5. Enter a reason code on the Reason tab. Reason codes are described on page 14. 6. Click OK.

Crediting or Debiting Exception Time

Exceptions are generated when employees arrive early or late; leave early or late; or leave the premises at an unscheduled time. You can indicate whether to pay or not pay an employee for exception time in a couple of ways. You can use special edits or address the exception time. These are very similar.

Paying employees to scheduled shift times changes the length of the shift without changing punches. The amount of the change is figured automatically based on the difference between the punch times and the scheduled times. If the In or Out punch is edited, the Pay to Scheduled Time edit is cancelled. When you use a special edit, the pay designation is figured automatically as Regular. For example, an employee leaves at 4:00 P.M., though he is scheduled to work until 4:15 P.M. His supervisor pays him to schedule using a special edit. This extends his shift time to 8 hours. However, if his supervisor changes his Out punch to 4:02, the shift total will change, leaving the employee with a shift time of 7 hours and 52 minutes.

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Editing Time Cards

Addressing an exception also extends the length of the shift. However, if the punch time is changed, the edit is not cancelled. For example, an employee leaves at 4:00 P.M., though he is scheduled to work until 4:15. His supervisor addresses the left early exception. This extends his shift time to 8 hours. If his supervisor changes his Out punch to 4:02, the left early remains “addressed”: the employee still has a shift time of 8 hours. When you address an exception, you can specify the pay

designation.

Both of these are different from ordinary credits/debits because ordinary

credits/debits show up as separate amounts of time on the time card. If a credit is attached to a shift based on a parameter setting, the credit is put at the end of the shift.

Special Edits: Paying Employees to Actual or Scheduled Shift Times

Special edits are changes made to a time card specifying that an employee is paid to the scheduled start or end, or the actual start or end, of a shift. For example, if an employee is scheduled to work from 7:00 to 3:30 but punches out at 1:00 p.m., the Special Edit feature can be used to override the Out punch and pay the employee to the scheduled end of the shift. You cannot apply a special edit to an unscheduled shift.

If your company uses a feature called Areas, parameters cause pay to accumulate only at scheduled, not actual, time. Use special edits to pay from punches, not the schedule.

To credit or debit exception time click the…

Special Edit button

A late or early punch. Select Special Edit and the type of edit that you want to perform.

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Editing Time Cards

To make a special edit: 1. Specify the date.

2. Specify the time. Enter the time of the punch you want to edit, not the scheduled time.

3. Specify the type of special edit. Types of special edits include:

Special Edit Description

Pay to Scheduled Start Pays the employee to his or her scheduled start, NOT his or her actual start time

Pay to Scheduled End Pays the employee to his or her scheduled end time, NOT his or her actual end time

Pay to Actual Start Pays the employee to his or her actual start time, NOT his or her scheduled start time Pay to Actual End Pays the employee to his or her actual end

time, NOT his or her scheduled end time

4. Click the Reason tab and specify a reason for the special edit, if appropriate. Reason codes are described on page 14.

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Editing Time Cards

Addressing Exceptions

Attendance Enterprise offers a way to account for exceptions by crediting the time the employee deviates from the schedule (by arriving early or late or leaving early or late) to a variety of pay designations. This extends the shift time. In the below example, notice that the employee is tardy on July 11.

In the Totals area to the lower left, see that he has accrued 7:30 hours of time in the regular pay designation for that day. This is due to rounding of the time as well as the tardy.

In this example, the employee reports that he is tardy because of a long appointment at his physician’s office. Company rules indicate that he can take paid benefit time.

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Editing Time Cards

The Totals area shows 45 minutes of Sick time. The punch times remain the same. If the In punch is changed to 8:45 A.M., the total of Sick time changes along with it to 30 minutes.

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Editing Time Cards

Address Tardy Condition

To address an exception click the…

Address Tardy Condition button

The punch that generated the exception in the time card and choose Address Tardy Condition

The Address Exception Condition window is displayed. To address the exception condition:

1. Enter the date of the exception you want to address.

2. Enter the time of the punch that created the exception. 3. Enter the pay designation with which to pay the employee.

4. Change the workgroup set, if necessary. The default is the employee’s home workgroup.

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Editing Time Cards

5. Change the pay rate, if necessary. The default is the employee’s normal pay rate. 6. Click on the reason tab and choose a reason, if necessary. Reason codes are

described on page 14.

7. Click OK. The credited time is added to the Totals area of the time card. Address Left Early Condition

To address the left early condition click the…

Address Left Early button

The punch that generated the exception in the time card and choose Address Left Early Condition

The Address Exception Condition window is displayed.

1. Enter the date and time of the punch that caused the exception.

2. Enter the pay designation for the credited time. For example, if crediting an employee for leaving early, the supervisor might credit the employee with Regular time for running an errand off premise.

3. Change the workgroup and rate, if necessary.

4. Click on the reason tab and choose a reason, if necessary. Reason codes are described on page 14.

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Editing Time Cards

Address Arrived Early Condition

To address the left early condition click the…

Address Arrived Early button

The punch that generated the exception in the time card and choose Address Arrived Early Condition

2. Enter the pay designation for the credited time. For example, if crediting an employee for coming early to perform a vital service for the organization the supervisor might credit the employee with Overtime, as well as paying the unscheduled time.

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Editing Time Cards

Address Left Late Condition

To address the left late exception click the…

Address Left Late Condition button

The punch that generated the exception in the time card and choose Address Left Late Condition

2. Enter the pay designation for the credited time. For example, if crediting an employee for staying late upon request, the supervisor might credit the employee with Overtime, as well as paying the unscheduled time.

5. Click OK.

Address Off Premise Condition

To address the left late

exception click the… Or right click on…

Address Off Premise Condition button

The punch that generated the exception in the time card and choose Address Off Premise Condition

2. Enter the pay designation for the credited time. For example, if an employee punches out in the middle of the shift to go to a professional luncheon, his or her supervisor might choose to credit the time to the employee even though the employee was not on company grounds.

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Editing Time Cards

5. Click OK.

Transfers

Transfers are temporary changes in pay designations, workgroups, or pay rates. Transfers end when the shift ends, or when another edit is performed.

A transfer can affect an employee’s pay. If the workgroup to which the employee is transferred uses a workgroup pay rate, the rate may apply to transferred hours. Furthermore, transfer rates specified in the employee’s Personal Information may apply. Pay for salaried employees is never affected by a transfer.

For example, an employee who normally works in Reception transfers to Billing for 1 day. After the employee punches in, you use the Transfer Workgroup edit to transfer the employee to Billing with a start time of 8:30 (the punch-in time). When the employee punches in the next day, hours are automatically applied to Reception. Later in the week, the employee does billing from 8:30 to 10:30 only. You make a transfer to Billing with a start time of 8:30. You make another transfer to Reception with a start time of 10:30. During this day, 2 hours are applied to Billing and 6 hours to Reception.

Block transfers and standard transfers are available. Standard transfers begin at a specified time. Block transfers change pay designations, workgroups, or pay rates for a shift or portion of a shift. If you transfer only a portion of a shift, the transfer applies to the beginning of the shift.

Standard Transfers

You can use standard transfers to temporarily change an employee’s workgroup, pay rate, or pay designation at a certain time of the day.

Transferring Hours to a Different Workgroup

Worked hours are automatically applied to an employee’s home workgroup. The employee’s home workgroup is listed on the time card, in reports, and in various other Attendance Enterprise windows.

You can transfer specific shifts or hours to another workgroup. You can make a transfer any time after the employee punches in (or, depending on your

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Editing Time Cards

configuration, shortly before the employee punches in). Transfers take effect at the time you specify and are temporary. Transfers end when you transfer the employee to another workgroup or when the employee punches out at the end of the shift.

Note: You can make a permanent workgroup transfer by changing the employee’s workgroup assignment in the Workgroup tab of the employee’s Personal Information.

To transfer an employee’s hours to a different workgroup: 1. Click the Transfer

Workgroup button. The Transfer Workgroup window is displayed.

2. Enter the date of the transfer. 3. Enter the time of the

transfer.

4. Specify a workgroup set. 5. Click the Reason tab and

specify a reason for the transfer, if appropriate.

Reason codes are described on page 14.

6. Click the Station tab and select the station in which to create the punch. 7. Click OK.

Changing Pay Rates for a Shift

Performing a pay rate transfer changes a pay rate temporarily. The pay rate can be changed for a full or partial shift. The employee’s pay rate returns to the base rate at the end of the shift or when you change it back with another transfer.

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Editing Time Cards

To transfer an employee’s pay rate: 1. Click the Transfer Rate

button. The Transfer Rate window is displayed. 2. Specify the new pay rate.

This rate is also used for calculating overtime and premium pay.

3. Click the Reason tab and specify a reason for the transfer, if appropriate. Reason codes are described on page 14.

4. Click OK.

Note: Some pay class rules may override the pay rate you enter. See your system administrator for more information about pay class rules. Changing Pay Designations at a Specific Date and Time

Performing this pay designation transfer changes the employee’s pay designation at a certain day and time. For example, if an employee works on the line but is asked to serve as a supervisor for the remainder of the day, her pay designation can be

changed temporarily to reflect this. To transfer an employee’s pay designation:

1. Click the Transfer Pay Designation at Day and Time button. The Transfer Pay Designation window is displayed. 2. Enter the date and time

you want the pay designation to change. 3. Enter the temporary pay

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Editing Time Cards

designation. These vary by company, and can include Regular, Overtime, and so on.

4. Enter when you want to apply the transfer in the pay calculation process. For more information on these options, see page 45.

5. Click the Reason tab and specify a reason for the pay designation transfer, if appropriate. Reason codes are described on page 14.

6. Click OK.

Transferring Workgroup while Adding a Punch

You can temporarily transfer a workgroup while adding a punch with the

Workgroup Duration edit; this combines the Add Punch and Transfer Workgroup edits (see pages 19 and 40). For example, an employee works in the morning for his home workgroup, but is asked to transfer workgroups for a few hours in the

afternoon. A punch will show the transfer on a different line of the time card as well as in the daily totals.

To add a punch while transferring workgroup:

1. Click the Workgroup Duration button. _{The Enter Workgroup Duration} window is displayed.

2. Enter date of the workgroup transfer. 3. Enter start time of the workgroup transfer. 4. Enter end time of the workgroup transfer.

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Editing Time Cards

5. Select the temporary workgroup in the Workgroup field, shown here as LOC-DEPT-SFT. For more information on selecting a workgroup see page 17. 6. Click the Reason tab and specify a reason for the transfer, if appropriate. Reason

codes are described on page 14. 7. Click OK.

In this example, an In punch of 8:00 A.M. and an Out punch of 2:00 P.M. are added to the employee’s time card. These hours are credited to the transfer workgroup.

Block Transfers

You can use block transfers to temporarily change an employee’s workgroup, pay rate, or pay designation for blocks of time.

Changing Pay Designations for a Shift

You can change the pay designation Attendance Enterprise uses for a full or partial shift. This is known as a pay designation transfer. The pay designation returns to the original pay designation when the employee punches in for the next shift.

When you change the pay designation you can also affect when the transfer occurs in the process of calculating hour totals for the time card. Your company’s pay rules specify how pay is calculated. The Transfer Pay Designation edit lets you override the order of the calculation by selecting when to apply the pay designation transfer. The options in the Apply field match your company’s terminology.

To transfer an employee’s pay rate:

1. Click the Transfer Pay Designation button. The Transfer Block of Worked Hours window is displayed.

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Editing Time Cards

2. Expand the date and select the hours to be assigned to the new pay designation. You can accept the default amount or enter a new amount.

3. Select the new pay designation in the To Pay Designation field.

4. Select when to apply the pay designation transfer from the selection list in the Apply field. Apply field options include:

Option Effect

Default The transfer is processed as specified by your company’s pay rules.

Pre Overtime The transfer takes effect before overtime is applied, meaning that the transfer can have an effect on overtime.

Pre Premium The transfer takes effect before the premiums are applied, meaning that the transfer can have an effect on premium pay.

No Change The transfer is not affected by the time card calculation process.

5. Click the Reason tab and specify a reason for the pay designation transfer, if appropriate. Reason codes are described on page 14.

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Editing Time Cards

Transferring a Block of Time to a Different Workgroup and Pay Designation You can transfer a block of an employee’s hours from one workgroup and pay designation to another using the Transfer Hours from PD/Workgroup function. For example, an employee is accidentally given double overtime when she actually earned overtime. Her supervisor can easily change the pay designation or workgroup set for that block of time in order to pay her appropriately.

When you transfer a block of hours to a different pay designation and workgroup, you can also affect where the transfer occurs in the process of calculating totals for the time card. This affects whether the transferred block of hours receives

enhancements. The Transfer Block of Worked Hours edit lets you override the order of the calculation by selecting where to apply the transfer. The options in the Apply field are named to match your company’s terminology.

To transfer a block of hours accumulated in a workgroup and pay designation: 1. Click the Transfer Hours From PD/Workgroup button. The Transfer Block

of Worked Hours window is displayed.

2. Expand the date and select hours to be transferred. The pay designation is provided for you. You can accept the default amount of hours or enter a new amount.

3. Enter the number of hours to be transferred in the Reallocate Amount field 4. Select the workgroup to which to transfer the block of hours, shown here at

LOC-DEPT-SFT.

5. Select when to apply the transfer from the selection list in the Apply field. By default, the options are named:

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Editing Time Cards

Pre Overtime The transfer takes effect before overtime is applied, meaning that the transfer can have an effect on overtime. Pre Premium The transfer takes effect before the premiums are

applied, meaning that the transfer can have an effect on premium pay.

6. Click the Reason tab and specify a reason for the transfer, if appropriate. Reason codes are described on page 14.

7. Click OK.

Transferring a Block of Time to a Different Workgroup

You can transfer a block of an employee’s hours from the current workgroup to another using Transfer Hours to Workgroup. Use this function when you are reviewing an employee’s hours for a day or a pay period and you determine that some of the hours should be assigned a different workgroup. Transfer Hours to Workgroup re-assigns hours without regard to a specific time of day or shift. To transfer a block of hours accumulated in a workgroup:

1. Click the Transfer Hours to Work Group button. The Transfer Block of Worked Hours window is displayed.

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2. Expand the date folder and select the workgroup hours to be transferred. 3. Enter the number of hours to be transferred in the Reallocate Amount field. You

can accept the default amount or enter a new amount.

Note: When you select a block, its current hour amount and workgroup are displayed. Change these values to transfer only part of the selected block. If you do not transfer an entire block, the transfer is applied to the first hours in the block. To specify the exact hours of the transfer, use the Transfer Workgroup function (see page 40).

4. Select the workgroup where you want to transfer the block of hours.

5. Select when to apply the transfer from the Apply field. By default, the options are named as described in the following table.

Pre Overtime The transfer takes effect before overtime is applied, meaning that the transfer can have an effect on overtime. Pre Premium The transfer takes effect before the premiums are

applied, meaning that the transfer can have an effect on premium pay.

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6. Click the Reason tab and specify a reason for the block hours transfer, if appropriate. Reason codes are described on page 14.

7. Click OK.

Overriding Premium Eligibility

The Override Premium Eligibility edit allows premiums to be manually changed for an employee. Premiums are pay enhancements that correspond to your company’s pay rules. Premium eligibility can be both enabled and disabled.

Premiums are based on eligibility, such as an employee’s work group or status, and working during a defined period of the day known as the premium zone. This edit overrides the eligibility but not the premium zone rules. Premiums are still subject to the premium zones established by the pay class, so enabling eligibility does not always produce changes in the pay calculation.

To override premium eligibility: 1. Click on the Override

Premium Eligibility button. The Override Premium Eligibility window is displayed.

2. Enter the date. 3. Enter the shift start

time.

4. Click the check box next to the premium category in the Enable Eligibility for or the Disable Eligibility for lists. 5. Click OK.

Summary

The time card provides a record of all punch activity that occurs at the time clock; through ESS (Employee Self Service) and MSS (Manager Self Service); or through the Kiosk. Supervisors and managers are able to review electronic time cards and

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Editing Time Cards

use the editing features to make any necessary corrections before submitting the time card for payroll. Attendance Enterprise makes time card editing fast, easy, and flexible, and provides an up-to-date view of the employee’s attendance habits for the pay period.

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Chapter 3 Reviewing Time Card Information

You can review time card information. While you review the time card, you can make changes, approve requests for time off, indicate that you have reviewed exceptions, add a note, or authorize the time card.

Information Reviews

Use information reviews when you want to get information, but not change anything.

Reviewing Time Card Edits

You can review time card edits using the Review Supervisor Edits feature. Every edit made to the time card is displayed.

To review edits click the Review Supervisor Edits button. The Review Edits window is displayed.

Reviewing Employee Schedules

The start and end times of employee schedules are displayed in the Schedule column of the time card. You can obtain more information about each schedule using the Review Schedules button. In addition to the start and end times, the employee’s worked hours, workgroup, and rate are displayed.

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Reviewing Time Card Information

To review schedules:

Click the Review Schedules button. The Review Schedules window is displayed.

The fields in this window are described in the following table.

Field Description

Date Specifies the schedule date. Start Specifies the scheduled start time. End Specifies the scheduled end time.

Hours Specifies total hours covered by the schedule

LOC-DEPT-SFT Specifies the workgroup set assigned to the schedule. Your workgroup set can have a different label. Rate Specifies the pay rate assigned to the schedule.

Reviewing Employee Benefits

The time card provides a detailed review of benefit bank activity. The Benefits window lists the name of the benefit, the amount of benefit available, the amounts paid and unpaid in the current pay period, and the amount remaining at the end of the pay period. This is a view only window. Changes to benefits are made in the Employee Personal Information window.

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To review benefits, click the Review Benefits button. The Benefits window is displayed. The first tab, This Period, shows the benefit information available as of this period.

The columns in this window are described in the following table.

Benefit Lists the benefit bank

Available at (date) Specifies the current benefit hours available as of this period

Paid Specifies paid benefit amounts (in hours or dollars) Unpaid Specifies benefit amounts requested but not paid

because bank balance is insufficient

Remaining Specifies benefit amounts left in banks at the end of the pay period

The Detail tab shows a historical view of the credits, debits, balance information and the associated details for each transaction.

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Select the benefit by clicking on the benefit name along the top. Use the arrow buttons to scroll to other benefits. Each bank shows a Balance In and a Balance Out. These specify the amount of hours the employee has at the beginning and end of the pay period. SupEdits are credits or debits of benefit hours made by a supervisor, while Usages show when benefits are used. The Balance column shows a running total.

Approving Requests for Time Off

The Review Requests for Time Off button lets supervisors review requests for time off that were entered by the employee through ESS (Employee Self Service). Supervisors can then approve or deny the request. When requests are pending approval, the Review Request for Time Off button is available. Your company may also have an Exceptions folder specifically for time off requests.

To review requests for time off: 1. Click on the Review

Requests for Time Off button. The Approve Time Off window is displayed. 2. Right-click on the

check box next to the request.

3. Approve or deny the request.

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Approve, the Approve Requested Time Off window is displayed.

You can select the approved benefit and the date range of the time off. You can also select how to handle the employee’s schedule for the requested time off.

Field Description

Alter Existing Schedules in Period to Benefit.

This changes current schedules to Absence Planned schedules for the employee’s home workgroup and rate Remove Existing Schedules

in Period.

This clears all existing schedules for the dates requested

Leave Schedules Unaltered. This leaves schedules unchanged

If you select Deny, a confirmation is displayed. Click Yes to deny the time off.

4. After you deny or approve the time off, the Approve Time Off window displays the status of the request. Statuses can be Pending Approval , Approved , or Denied .

Performing Time Card Functions

Performing Time Card

Functions

Performing Time Card Functions

T

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About This Document

Audience

Related Documents

Chapter 1

About the Time Card

Introducing the Time Card

Viewing Information in the Time Card

Viewing Normal, Scheduled, or Estimated Attendance

Understanding Exceptions

Understanding Transaction Tags

Using Reason Codes

Understanding Virtual Transactions

Selecting a Workgroup

Summary

Chapter 2

Editing Time Cards

Adding, Deleting, and Altering Punches

Crediting/Debiting Non-Worked Time

Crediting/Debiting Worked Time

Crediting or Debiting Exception Time

Transfers

Overriding Premium Eligibility

Summary

Chapter 3

Reviewing Time Card Information

Information Reviews

Approving Requests for Time Off