Changing lives. Making a difference. etime. Duration Hourly and Exempt Staff Training Manual

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Changing lives. Making a difference.

eTime

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Overview

Experience Works is moving to an automated time entry

system called eTime.

eTime will:

• Eliminate paper timecards throughout the organization • Improve time reporting accuracy

• Allow staff to enter and review worked and non-worked time on • Allow staff to enter and review worked and non-worked time on

the computer

• Allow managers and to review, edit and approve staff time on the computer

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Accessing eTime

To access eTime:

• Open the Experience Works Internet page, www.experienceworks.org • Click the link for eTime

• Click the link for Employee Module Production. (If you are working from an RSC or National, choose the left column. If you are at any other location, choose the right column.)

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Logging On

1. Enter your ID

(employee

number)

2. Enter your PIN

(‘password’ is the

default PIN)

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Timecard Editor

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Adding Worked Durations

Each pay period, you will be responsible for entering durations of time in the Punch Hours column of the Timecard Editor. After the durations are entered, click Save.

Click into each cell and enter the total number of hours per day.

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Adding Worked Durations

• Worked durations may be entered for any day in the current

pay period prior to the pay period end deadline.

• Subtract any meals and unpaid breaks from the total duration

entered.

• It is not required to enter the durations on a daily basis,

however, it may be easier to enter daily if each day varies.

• You also have the ability to enter non-worked durations for

future pay periods but you will not be paid for that time until

the future pay period closes.

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Saving Worked Durations

After saving, the words “Timecard Editor” will change from orange to black as a visual indicator of the save, and you will see totals at the bottom of the timecard.

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Entering Worked Durations in a Non-Primary

Accounting Unit

1. Drop down the Labor Levels box and choose Acct Unit

2. Type the new accounting unit number, or click the magnifying glass icon and an accounting unit list will appear.

3. If you are using the list, 3. If you are using the list,

find the accounting unit by typing the first few

numbers in the Position to box and click Go. Use the arrows to scroll, then click on the appropriate

accounting unit

4. Enter the number of hours in the Punch Hours

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Inserting New Rows

In order to enter two or more different accounting units or worked and non-worked time on the same day, you will need to insert a new row in the timecard.

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Entering Non-Worked Time

Non-worked time such as vacation or sick is entered in the Pay Code column of the timecard.

1. Type the pay code

short name in the Pay Code cell (example: VA), or click the magnifying click the magnifying glass icon and select a pay code from the list.

2. Enter the number of

hours in the Punch Hours column.

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Pay Code Short Names

BR – Bereavement

HL – Holiday Hours

JU – Jury Duty

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Deleting Rows and Durations

To delete in information in a row:

1. Click the blue X button next to the row

that you want to delete.

• You can delete multiple rows by clicking the Days to highlight prior to clicking a blue X button.

2. Click the Yes button to delete the

selected row(s). selected row(s).

In addition to deleting all values in a row by using the X button, you have the option of deleting hours by clicking directly into the Punch Hours cell and hitting the Delete key on your

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Adding a Comment

Comments can be added to time records to explain unusual

circumstances. To show and edit comments, drop down the Actions Menu from the Timecard Editor and choose the link for Hide/Show Comments.

To enter a comment:

• Place cursor in the Comment field and type the desired comment. and type the desired comment. • OR Click the magnifying glass to

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Timecard Inquiry

The Timecard Inquiry screen gives you almost the same menus as The Timecard Inquiry screen gives you almost the same menus as Timecard Editor, but you are not able to edit your time or enter

Timecard Editor, but you are not able to edit your time or enter

comments from this screen. For the most part, this screen will not be comments from this screen. For the most part, this screen will not be used.

used.

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Notes

The Notes column on the Timecard Inquiry and Timecard Editor screens indicates additional information

about the durations.

The most common Note is C, which means that there is a comment on means that there is a comment on the time record.

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Notes Code Key

Y – All lunch deductions cancelled

A – Automatic deduction(s) or addition(s) were applied to

the time record

$ - There is a monetary adjustment associated with the time

record

C – There is a comment entered on the time record

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Timecard Approval

• Each duration employee will perform an employee approval at the end of the pay period after all durations have been entered and reviewed for accuracy.

• Approval should occur as close to the end of the pay period as possible to avoid edits after approval.

• Once your manager sees the employee approval, they can perform the • Once your manager sees the employee approval, they can perform the

manager approval.

• After the manager approves, the employee will no longer be able to edit their timecard.

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Timecard Approval

To approve all rows in the

timecard, click

Select, then Select All to highlight all the time records. To approve specific Once the rows are selected, click Actions, then Approve. To approve specific records, click the days to highlight.

The Approval Level column will now show a

number 1 for all employee

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Navigation Error

eTime contains its own controls for navigation. It is not recommended to use the Back/Forward buttons as you will lose unsaved edits and the system may display the following error screen.

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Home

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My Profile – Change PIN

You can change your PIN at any time by clicking the My Profile link at the top right corner of the screen. A new box will appear, and you will click the link for Change PIN to enter the new PIN using the steps

below.

1. Enter your Current PIN

2. Enter your New Pin in the New PIN and Verify PIN boxes

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My Profile – Change Language

You can change the language at any time by clicking the My Profile link at the top right corner of the screen. A new box will appear, and you will click the link for Change Language to enter the new language choice using the steps below.

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Help Feature

Access the eTime help feature by clicking the Help

link at the top right corner of the screen.

After the online Help opens, you can navigate by:

• Selecting a topic from the left side of the display • Clicking a linked word

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Printing Your Timecard

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Printing Your Timecard

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Printing Your Timecard

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Printing Your Timecard

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Printing Your Timecard

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Ending Your eTime Session

To log off, click the Log Off link at the top right corner of the screen.

The system monitors your session for activity. If it The system monitors your session for activity. If it detects no activity, such as saving data or