WEBTIME CLEARING HOUSE Version 7.1.4

Transcription

1 WEBTIME CLEARING HOUSE Version Computer Arts, Inc. has created a module in Payroll to manage and track daily time to comply with reporting requirements for the Affordable Care Act. The Webtime Clearing House manages the employee s timesheets. This documentation explains the Import process, from the time where the employee submits their time sheet from the employee web portal to the point where payroll is created. This documentation is intended for the payroll clerk. We appreciate the input from our users in helping to prioritize and aid in the development of all of our programs. If you have any questions, please feel free to contact the help desk. Computer Arts, Inc. Help Desk Support (208) local (800) caisupport@gocai.com Don t forget to check out our website for Payroll information at Select Support / Local Government / then Payroll for available documentation. July 2015 WebTime Clearing House Page 1 of 33

2 TABLE OF CONTENTS OVERVIEW... 3 SUMMARY OF PROCESS... 4 WEBTIME CLEARING HOUSE... 6 OPENING A PAYROLL RUN... 7 THE TIMESHEET STATUS GRID (Employee Timesheet status section)... 8 VIEW EMPLOYEE TIMESHEET... 9 MAKING ADJUSTMENTS TO AN EMPLOYEE TIMESHEET REJECTING TIMESHEETS APPROVING TIMESHEETS UNAPPROVED TIMESHEETS OPEN TIMESHEETS REJECTED TIMESHEETS SUBMITTED TIMESHEETS DISPLAYING THE HISTORY APPROVAL PATH OF TIMESHEET MASS ING EMPLOYEES WITH UNAPPROVED TIMESHEETS OVERRIDE DAILY TIME OVERRIDE DAILY TIME MODULE FILTERING OPTIONS ADDING A TIMESHEET TO AN EMPLOYEE IN OVERRIDE DAILY TIME ADDING TIME FOR WEB-TIME ENTRY EMPLOYEES ADDING TIME FOR NON-WEB ACCESS EMPLOYEES ADDING TIME FOR SUMMARY ENTRY EMPLOYEES SENDING TIMESHEETS TO PAYROLL FOR PROCESSING COMPLETING THE PROCESS CHECKING UNAPPROVED TIMESHEETS CHECKING the ALL RECORDS TIMESHEETS REVIEWING THE OVERVIEW GRID MAKING CHANGES AFTER TIMESHEET HAS BEEN SENT TO PAYROLL CREATE PAYROLL REVIEW, CHECK, and VERIFY PROCESS PAYROLL BACK TIME ENTRY HOURLY EMPLOYEES NON-EXEMPT OR EXEMPT EMPLOYEES July 2015 WebTime Clearing House Page 2 of 33

3 OVERVIEW In this document we will explain the features of the WEB Clearinghouse. The setup for Web-time Configuration is the first step and should be done prior to starting any payroll importing. Instructions with reference to the Configuration Setup for Web-Time, and the Employee Web Portal are in separate documents. The Web Time Clearing House module imports time and attendance from the Employee web portal. The payroll clerk manages the timesheets from here with the following key features: Check the status of a timesheet Review history on an employee with a Timesheet Send an to an employee Send an to a supervisor all Employees with an unapproved Timesheet (bulk ) Get a visual history of the status of timesheets by Fund/Department Make adjustments to submitted timesheets Reject Timesheets Approve Timesheets Override daily time Enter Back Time July 2015 WebTime Clearing House Page 3 of 33

4 SUMMARY OF PROCESS Employee Web Portal time entry Employee 'Submits' timesheet to Supervisor Non Web Access employee time entry by Payroll clerk in Override Daily Time Rejected Timesheet returns to employee If no Supervisor, Timesheet is imported into WEB Clearinghouse Approved Supervisor 'Approves' or 'Rejects' Timesheet Approved timesheet moves to next supervisor or WEB Clearinghouse to Payroll clerk Payroll clerk makes Adjustments to timesheet Payroll Clerk reviews timesheets in Approved column. Clerk can Reject or make adjustments to timesheet if needed or continue to Send timesheet to Payroll. Payroll clerk creates timesheet for Non Web Access employees Payroll clerk Sends timesheet to Payroll which is Imported into Payroll Time and Attendance July 2015 WebTime Clearing House Page 4 of 33

5 Summary Description: The Process consists of 2 types of employees (A) Employees that enter their daily time in on the employee web portal and (B) Employees that do not have access to the web, and the payroll clerk enters in their time. All employees should have been setup in Payroll Control > Web Control > Manage Web employees, with their Web Time entry status. A) EMPLOYEES THAT ENTER THEIR TIME ON THE WEB: 1) Employee Enters time in the Web Portal (When the employee logs in to the portal and enters time, this appears in the Web Clearinghouse as Open until the employee submits it.) When timesheet is complete, the employee will Submit their timesheet. The timesheet goes to the supervisor for approval If the employee does not have a supervisor designated to approve his/her timesheet, the timesheet will go straight to the Clearing House and appears as Approved 2) Supervisor Approves or Rejects timesheet The first supervisor Approves the timesheet. If there is a second or third supervisor, it goes on to the next supervisor for approval. If the supervisor Rejects the timesheet, it goes back to the employee for correction. The employee will get an notifying him that the timesheet was rejected by supervisor. When the employee corrects the timesheet, they resubmit their timesheet and it goes through the supervisor s approval process again. (The Web Clearing house shows a status of either Approved or Rejected 3) Payroll clerk reviews timesheets Approved column - Review timesheets with the check mark in the approved column. Unapproved column A timesheet can have a status of Open (timesheet has not been submitted yet), Submitted or Rejected. If the employee has more than one supervisor, the status will show as Submitted under Unapproved, until the last supervisor approves it, then it show as Approved Payroll clerk can Reject a timesheet. The timesheet goes back to the employee for fixing. Payroll clerk can make an Adjustment to an employee s timesheet if it is not correct, and employee is not available to correct timesheet. 4) Time sheet gets Sent to Payroll if the timesheet is correct. This puts the timesheet in Payroll Main and is ready to be created with payroll B) EMPLOYEES THAT DO NOT ENTER TIME IN THE WEB: 1) Payroll clerk enters the employee s daily time into an override function. July 2015 WebTime Clearing House Page 5 of 33

6 WEBTIME CLEARING HOUSE To open the WEBTIME Clearinghouse, open the Payroll Main Menu and select the IMPORT WEBTIME ATTENDANCE the toolbar. icon from WEBTIME Clearinghouse WebTime and Attendance Toolbar Refresh Print Report Reject Timesheet Check Open Time Sheet Status Override Daily Time Search Approve Timesheet Run History All Unapproved The WEB Clearinghouse is divided into 3 sections. Payroll Run Information This is where you enter the Payroll Year/Run/Seq. no. for the payroll you want to work with. Employees Timesheet status Grid displays list of timesheets that pertain to the button selected above (in Section1) Approved; Unapproved; Sent to Payroll; All Records. Overview of the Completion status for each Fund/Department For each Fund/Department view the status of completion and view details. July 2015 WebTime Clearing House Page 6 of 33

7 NOTE: All timesheets that have been done by the employees in the Web Portal, will automatically import. Employees that do not have a supervisor associated in the set-up, under the Payroll WEB Control, will automatically show as Approved when the employee submits the timesheet from the Web Portal. A timesheet that the employee submitted from the Web Portal can be adjusted in the Clearing House with the Override function. The adjustment can be viewed by the employee in the Web Portal. Demand payroll runs are still created from Payroll Main and will not show on the Employees Web portal. Anytime you make any changes and return to this WEB Clearinghouse list, you must select Load Grid to refresh and update the list. OPENING A PAYROLL RUN Under the Payroll Run Information section, double-click on the Year, a list of all available payroll runs will display for selection. Select the run that is being processed and choose the SELECT button OR; enter the Year and Run# and select the LOAD GRID button (You can also enter the Year and Run and tab through to load the grid). When working on a current payroll run, the payroll run information will say CURRENT RUN. To view previous payroll runs, and demand runs, enter in Year, Run and Sequence number and the previous run will be displayed. It will say POSTED RUN. July 2015 WebTime Clearing House Page 7 of 33

8 THE TIMESHEET STATUS GRID (Employee Timesheet status section) When you open the current payroll run, the grid populates with the employee s Timesheet status. As a default, the grid loads all the Approved timesheets. Shown by in the Approved column. You can select: Approved / Unapproved / Sent to Payroll buttons to view a specific timesheet status. You can also select All Records which will show all the employees and their status. Example Approved: Shown with a green indicator by the Approved button. The grid lists timesheets with status of Approved. Example Unapproved Unapproved timesheets can have the status of Open / Submitted / or Rejected Open: Timesheet has been started by the employee, but not submitted yet. Submitted: Timesheet was submitted by the employee for approval. Rejected: Rejected by the payroll clerk or supervisor. Employee should have received an from the payroll clerk or supervisor with a reason the timesheet was rejected. The employee needs to make changes and resubmit the timesheet. Example Sent to Payroll: The grid lists the timesheets that have been Sent to Payroll for processing to create payroll. Example All Records:: The grid lists All records: Open, Submitted, Approved, and Sent to Payroll. *Note: The Warning column It may show a warning regarding accruals. It will say Accrual Negative. That means that the employee is using more vacation, comp, sick, etc. than they have accrued. July 2015 WebTime Clearing House Page 8 of 33

9 VIEW EMPLOYEE TIMESHEET Open Employee Timesheet Select the employee from the Timesheet Status grid (shown above). Double-click on the employee s timesheet record. The Employee Web Detail window will display. The upper grid displays the daily time entered by the employee on the Web Portal. The lower grid displays the summary and totals by Time and Attendance code. The lower grid is what will be imported into Time and Attendance. To view more details on the employee s entry, from the Employee Web Detail window, press Display The Display WEB_Clearinghouse panel will show the entries made by the employee on the WEB Portal, which includes the Date, Code, Shift (if applicable), Amount, and Comments. Employee The payroll clerk can send an to the employee from the Employee Web Detail panel by selecting the button. July 2015 WebTime Clearing House Page 9 of 33

10 MAKING ADJUSTMENTS TO AN EMPLOYEE TIMESHEET From the Employee Web Detail panel, adjustments can be made to the web timesheets in the Adjustments section. Select Add New Record, Change Record, or Delete Record. The employee s timesheet cannot be altered from what they have entered, so for this reason, all changes made to the timesheet will be shown as an Adjustment in the Adjustment Type column. The original entry is saved, but changes and deletions will show as a separate entry. The employee will receive an with reference to the adjustment made to his/her timesheet by the payroll clerk and the adjustment will appear in their timesheet in the Web Portal. Add New Record Select Add New Record from the Employee Web Detail panel. The Add WEB Clearinghouse screen is displayed. Enter in the Date, Hours, Time entry Code and the Adjustment Reason, and then click ADD to add the adjustment record. This will be shown in Employee Web Detail as an Adjustment Type of Add. Change Record To change a time record, click on Change Record from the Employee Web Detail panel. The Process WEB Clearinghouse screen is displayed. This will only allow changes to the number of hours and the comments. Once the changes are made, click CHANGE. This will be shown as an Adjustment type of Change. If you needed to make a change to the time code, you will need to Delete the record and then Add New Record. July 2015 WebTime Clearing House Page 10 of 33

11 Delete a Record To delete a time entry record, highlight the entry you want to delete and click on Delete Record from the Employee Web Detail panel. The Process WEB Clearinghouse screen is displayed. You must enter an Adjustment Reason. Click PROCESS. This creates an entry to offset the original entry. For example, if the original entry was 8.0 hours, the adjustment created for the delete would be a new entry for -8.0 hours with an Adjustment type of Delete *All adjustments made by the payroll clerk will be visible in the Web Portal in the employee s timesheet under Adjustments, and the employee will receive an notification with reference to the adjustment made to his/her timesheet by the payroll clerk. In the Employee Web Detail, all adjustments that were made will show up in the grid under Adjustment Type as Add, Change, or Delete. Previewing Accruals In the Employee Web Detail panel, there is a PREVIEW ACCRUALS button. If this timesheet has accruals taken or used, you can review the accruals and balances. *Review the Totals: For the Detail Web Entry -see the Entered Web Hours and the Entered Web Amount. For the Summary see the Previous Hours and Preview Amount. July 2015 WebTime Clearing House Page 11 of 33

12 REJECTING TIMESHEETS If a timesheet has errors, it needs to be returned back to the employee for corrections, it will be Rejected and sent back to the employee. The supervisor or the Payroll clerk can Reject it. The employee will get an to alert them that their timesheet was rejected and they need to make corrections. After the employee makes the corrections, they will submit the timesheet again and it will need to go through the approval process again. Only timesheets with a status of Approved or Unapproved >Submitted can be Rejected. In the WEB Clearinghouse, highlight the record from the Approved list or the Unapproved list, with status of Submitted. Select the REJECT TIMESHEET icon located on the toolbar. A warning message will display. If you select Yes, any adjustments made to the timesheet will be cleared, and it will be put back to the original timesheet (as the employee submitted it) Select Yes to continue. Because the whole timesheet is being rejected, and returned to the employee for corrections, all the adjustments the clerk made are unusable. After selecting Yes, the Process WEB_ClearingHouse Reject panel is displayed. You must enter a Reason for rejecting the timesheet and click the ADD button. If an employee has a supervisor, an notification will be sent to the supervisor also. July 2015 WebTime Clearing House Page 12 of 33

13 APPROVING TIMESHEETS The Approving supervisors may approve timesheets, but as the Payroll Clerk you also may need to Approve timesheets that have not yet been Approved by a supervisor. After reviewing an Unapproved timesheet, if ALL is correct, you are ready to change the status to Approved. A little bit of background information: If an employee has more than one supervisor (from Web Control / Setup Supervisors) and only the 1 st supervisor has approved the timesheet, it will show a status of Submitted. If the last supervisor has approved the timesheet, the timesheet will show a status of Approved. If an employee has not been setup with a supervisor to approve his/her timesheet, the timesheet will import into the Clearinghouse as Approved. For further descriptions on statuses see section above View Employee Timesheet status. Select the UNAPPROVED button in the WEB Clearinghouse. The list can include status of Submitted, Open or Rejected. Also, you can select the All Records button to see the complete list of all employees. Highlight the employee timesheet to approve. Select the APPROVE TIMESHEETS icon located on the toolbar. If the timesheet status is Submitted and you Approve the timesheet, it will move over to Approved. If the timesheet status is Open, and you Approve the Open timesheet, the following message will appear: Select Yes to Approve the timesheet or No to keep it Unapproved/Open. If Yes is selected, the timesheet will have the status of Approved. If the timesheet status is Rejected, you will get the following message when you select to Approve it: Select Yes to approve the timesheet or No to keep it Unapproved/Rejected. If Yes is selected, the timesheet will have the status of Approved. July 2015 WebTime Clearing House Page 13 of 33

14 UNAPPROVED TIMESHEETS In the WEB Clearinghouse, select the UNAPPROVED button to list the timesheets that have the status of Unapproved. An Unapproved timesheet can have a type of Open, Submitted or Rejected. OPEN TIMESHEETS An Open timesheet is a timesheet the employee has started in the Web Employee Portal, but has not yet submitted the timesheet to their supervisor. Checking the status of an Open TimeSheet Highlight the timesheet in the Unapproved column with the status ofopen and select CHECK THE OPEN TIMESHEET STATUS icon. Making Adjustments to Open TimeSheets If the employee is unable to Submit their timesheet, and the timesheet needs to be processed and Sent to Payroll, the Payroll clerk needs to follow the steps below: 1 - Approve the timesheet that is Open. 2 Make Adjustments to the timesheet, to complete the timesheet. See Making Adjustments to Employee Timesheet - previously explained in this document. After the timesheet is adjusted and completed by the payroll clerk, the timesheet will appear with the status of Approved. 3 Send to Payroll for processing. The employee will be able to view the Adjustment made to their timesheet in the Employee Portal, under Adjustments. July 2015 WebTime Clearing House Page 14 of 33

15 REJECTED TIMESHEETS A Rejected timesheet is a timesheet that has been rejected by the supervisor or payroll clerk and has been returned to the employee as Rejected. The employee needs to correct and resubmit the timesheet. See Displaying the History Approval Path of Timesheet - previously explained in this document. Making Adjustments to Rejected Time Sheets If the employee is unable to correct and Re-Submit the timesheet, and the timesheet needs to be processed and Sent to Payroll, the Payroll clerk needs to follow the steps below: 1 - Approve the timesheet that is Open. 2 Make Adjustments to the timesheet, to complete the timesheet. See Making Adjustments to Employee Timesheet - previously explained in this document. After the timesheet is adjusted and completed by the payroll clerk, the timesheet will appear with the status of Approved. 3 Send to Payroll for processing. The employee will be able to view the Adjustment made to their timesheet in the Employee Portal, under Adjustments. SUBMITTED TIMESHEETS A Submitted timesheet is a timesheet that has been submitted by the employee from the Employee Web Portal. Depending on how the Employees Fund and Department are setup in Payroll Control>Web Control>Setup Supervisors. After the Timesheet is Submitted, it may go to the First Supervisor for Approval (the timesheet will be have the status of Submitted). After the first supervisor Approves the timesheet, it goes to the second supervisor for approval. Once all the supervisors have approved the timesheet, it will have the status of Approved. A Payroll clerk may be setup as one of the approving supervisors. A payroll clerk can Approve a Submitted timesheet, this will serve as a final approval. There will be no need for further approvals by the supervisors. DISPLAYING THE HISTORY APPROVAL PATH OF TIMESHEET If you are waiting on a timesheet, you can trace the path of a timesheet, to locate who the timesheet belongs to and if it was approved or rejected by the supervisor, etc. The history of any timesheet can be viewed by highlighting the employee time sheet RUN HISTORY icon. in the list, and selecting the July 2015 WebTime Clearing House Page 15 of 33

16 The Year Run Seq History panel will display the Employee who generated the status, Date, Time, and Comments when it was Submitted /Rejected/or Approved. Select the DISPLAY button to show details of the status entry. MASS ING EMPLOYEES WITH UNAPPROVED TIMESHEETS For the purpose of telling employees that their timesheet is not Approved for payroll yet, the payroll clerk can send an to All employees that have a timesheet with a status of Unapproved. From the List WEB_Clearninghouse panel, select the ALL UNAPPROVED menu bar. icon on the top The Process WEB_Bulk panel will display. Enter the Subject, and Message and select the SEND button. This will send a message to all employees listed in the grid. To update an Address, highlight the employee and select the UPDATE ADDRESS button. July 2015 WebTime Clearing House Page 16 of 33

17 OVERRIDE DAILY TIME This module is for those employees who were setup in the Payroll Control > Web Control > Manage WEB Employees as Non Web Access employees. This is also used as an override for those employees who are setup to enter Time on the Web, but the employee may be on vacation, sick, or simply does not have access to the Web to enter their time in. So, for those employees who do not have access to the web to enter their time, as an override function, you can add a timesheet in this module for them. Be aware that anything entered in Override Daily Time is a permanent time record for the employee. You can also enter in Back Time from this module, for entering in the Daily Time for prior posted runs, which is explained later in this document. In order to Add a new timesheet to the current payroll run, for an employee, the employee cannot have an Open or Submitted timesheet in the current payroll run. So, if they are listed in the WEB Clearinghouse, then they will not appear in this module and you will have to Edit and make Adjustments to timesheet in the WEB Clearinghouse. To open Override Daily Time from the List WEB Clearinghouse panel, select the OVERRIDE DAILY TIME icon. OVERRIDE DAILY TIME MODULE The List Employee Position screen will display. This is your Override Daily Time panel Menu Bar Refresh Payroll Item Time and Attendance Scan timesheet and View timesheet July 2015 WebTime Clearing House Page 17 of 33

18 FILTERING OPTIONS Section1 and Section 2 are used as filters to narrow down the search for employees. Section - you can enter a Fund, Department, Name or Year / Run no. This will narrow your search for your employee. By Default, the grid carries over the Year and Run from the Web Clearinghouse. Section, determines the type of employee. Web Time Entry employee / Non Web Access employee / or Summary Entry employee. When you first open the window, by Default, the grid loads the WebTime Entry employees who do not have a timesheet created. After the list loads in the grid, you can sort it by Fund and Department or by Name, by clicking on the column header If you enter a Fund/Department or Name, select to load the list. How to use the Employee Web/Non Web User filters: The classifications of Web Time Entry employees / Non Web Access employees / or Summary Entry employees is setup in Payroll Control >WEB Control > Manage WEB Employee see the grid below, from Payroll Control: In the Override Daily Time entry panel, the Web Time Entry = Employees which were setup in the Payroll Control as Web Time Entry Employees. These employees have access to enter a timesheet in the Employee Web Portal. In the Override Daily Time entry panel, the Non_Web Access Employees = Employees who were setup in Payroll Control as Override Daily Time. These are employees that don t have access to the web to enter a timesheet. In the Override Daily Time entry panel, the Summary Entry Employees = Exempt/Non-Exempt employees, which in the past, have not entered in daily time or in Payroll Control setup, they have neither, Uses Web Timesheet or Override Daily Time selected, and also may not have the Web Employee selected either. These are non-web users who will have no daily time. Time is entered in a summary format, i.e. 40 hours per week in Override Daily Time function, and also tracks accruals. July 2015 WebTime Clearing House Page 18 of 33

19 ADDING A TIMESHEET TO AN EMPLOYEE IN OVERRIDE DAILY TIME Enter your selection in the Override Daily Time panel to filter your employee search. Select from Web Time Entry / Non_Web Access / or Summary Entry Employee. *This module will only list employees that do not have an Open or Submitted timesheet. ADDING TIME FOR WEB-TIME ENTRY EMPLOYEES From the list, highlight the employee and select the ADD TIME AND ATTENDANCE icon or just double-click on the employee. You will be alerted with a message. To create a timesheet, select the PROCESS button. This will open the Process WEB Time Entry No Access panel. This is where you will enter in the daily time for the employee. Adding Daily Time Enter the Date, or click on the CALENDAR button - it will automatically put in the next day. Enter in the Hours, Code, Comments, and a Shift, if applicable. Click ADD and the hours will appear in the Daily Time grid. Select DONE to save. The timesheet will be sent to the WEB Clearinghouse with the status of Approved. July 2015 WebTime Clearing House Page 19 of 33

20 Auto Fill Function You can also Auto fill the daily time, by entering in the Date, Hours, and Code. Select AUTO. This enters in hours for Monday thru Friday for the entire pay period; 80 hours (bi-weekly) or 160 hours (monthly) using the code and the number of hours entered for each day. Select DONE to save. Edit timesheet or Delete Entry in timesheet You can Edit or Delete entries from the Daily Time grid. Highlight entry, select EDIT and - make change. - or - Highlight entry, select DELETE to remove entry. Select the CHANGE your Edit. button to save Verify Total Hours Entered for the code that is highlighted in the Daily Time grid. Select DONE to save. July 2015 WebTime Clearing House Page 20 of 33

21 ADDING TIME FOR NON-WEB ACCESS EMPLOYEES Non Web Access (Check mark selected in Override Daily Time column in (Payroll Control >WEB Control setup > Manage WEB employees) From the Override Daily Time panel, select Non Web Access Employees. From the list, highlight the employee, and select the ADD TIME AND ATTENDANCE icon or just double-click on the employee. This will open the Process WEB Time Entry No Access panel. This is where you will enter in the daily time for the employee. Adding Daily Time for Hourly Employees Enter the Date, or click on the calendar button - it will automatically put in the next day. Enter in the Hours, Code, Comments, and a Shift, if applicable. Click ADD and the hours will appear in the Daily Time grid. Select DONE to save. *This sends the timesheet to the WEB Clearinghouse with the status of Approved. July 2015 WebTime Clearing House Page 21 of 33

22 Auto Fill Function (Adding Daily Time for Non-Exempt employees) You can Auto fill the daily time, by entering in the Date, Hours, Code. Select AUTO. This enters in hours for Monday thru Friday for the whole pay period; 80 hours (bi-weekly) or 160 hours (monthly) using the code and the number of hours entered for each day. Select DONE to save. *This sends the timesheet to the WEB Clearinghouse with the status of Approved. Edit timesheet or Delete Entry in timesheet (This function is only available while you are still in the Add mode. When you Add a timesheet from the Override Daily Time and select Done, it is sent to the WEB Clearinghouse and you can only Edit from the WEB Clearinghouse) You can Edit or Delete entries from the Daily Time grid. Highlight entry, select EDIT make change. Highlight entry, select DELETE remove entry. and to Select the CHANGE your Edit. button to save Verify Total Hours Entered for the code that is highlighted in the Daily Time grid. Select DONE to save. July 2015 WebTime Clearing House Page 22 of 33

23 ADDING TIME FOR SUMMARY ENTRY EMPLOYEES Summary Entry Employee Summary employees as shown with NO Check marks selected in either : Uses Web TimeSheet column or Override Daily Time column, In Payroll Control >WEB Control setup > Manage WEB employees From the Override Daily Time panel, select Summary Entry employees. This is a list of employees who do not enter in daily time. They are typically straight salary. Usually Non-Exempt and Exempt, but could be Hourly also. When you select Summary Entry Employees, you are connected to the traditional Time and Attendance process. When you select to Add time, you will go into the Time and Attendance entry panel that you are familiar with, not the Daily Time entry. This is a separate method of entering in time, in summary, as has been done in the past. All entries made from this list Do Not Appear in the Clearinghouse. For Exempt employees, their salary wage item is automatically paid during the Create Payroll process. There is no need to enter daily time hours for Exempt employees. Although, you will still need to enter accruals, which can be done from this panel or from the Employee >Time and Attendance. For Non-Exempt employees, their salary wage item is also automatically paid during the Create Payroll process. There is no need to enter daily time hours for this employee to receive a paycheck. However, to comply with ACA, Non-Exempt employees need to have a timesheet. You will not be able to enter daily time from this location. Therefore, after posting payroll, daily time can be entered for these employees, in Back Time Entry. or- You can setup this employee in Payroll Control > WEB Control setup > Manage WEB employees and select the Override Daily Time box for this employee. Now this employee will be in the Non-Web Access Employees list, and you will be able to enter in the daily hours for this employee for each payroll. If Hourly employees appear on this list, you will Add Time into the Time and Attendance panel as you have in the past. Although, to comply with ACA, these Hourly employees need to have a timesheet in Daily Time. Entering hours into Time and Attendance does not populate Daily Time timesheets. You will not be able to enter daily time from this location. It is still necessary to enter in the Daily Time timesheet. Therefore, after posting payroll, daily time can be entered for these employees, in Back Time Entry. or- You can setup this employee in Payroll Control > WEB Control setup > Manage WEB employees and select the Override Daily Time box for this employee. Now this employee will be in the Non-Web Access Employees list, and you will be able to enter in the daily hours for this employee for each. After Adding time for employees in this group, you will see a TIME AND ATTENDANCE icon in the TimeSheet Hours column. This lets you know a timesheet has already been created for this employee. (See screen shot below). From the list of Summary Entry Employees, highlight the employee, and select ADD TIME AND ATTENDANCE icon or double-click on the employee. July 2015 WebTime Clearing House Page 23 of 33

24 Adding Time and Accrual time for Summary entry employees The List Employee Time and Attendance panel will open. This is the same panel used in Payroll Main for entering Time and Attendance. This is where you will enter in Time, or Accrual time in the Leave Time and Attendance section. Enter in the Hours, Code, and Date. Click ADD and the hours will appear in the grid. Select DONE to save. *This creates a Time and Attendance record for this employee in Payroll Main. It does not appear in the WEB Clearinghouse. July 2015 WebTime Clearing House Page 24 of 33

25 Change and Delete Time and Attendance entries for Summary employees Once you have created a Time and Attendance record. You can still makes Changes or Delete entries from the Override Daily Time module, from the list of Summary Entry employees OR from Payroll Main>Employee> Employee s Time and Attendance. From either location: Open the Time and Attendance record. Highlight the daily entry to change. Click on CHANGE to remove the entry. or DELETE Make your change in the Data Entry section. Select the CHANGE button to save your Edit.. Verify Total Hours Entered. Select DONE to save. July 2015 WebTime Clearing House Page 25 of 33

26 SENDING TIMESHEETS TO PAYROLL FOR PROCESSING The Send to Payroll function, moves the timesheet from the Clearinghouse module into Payroll, to begin the Create Payroll process. Timesheets can be individually sent to payroll or sent in bulk. Only Approved timesheets can be sent to payroll for processing. *Note: Once a timesheet has been Sent to Payroll for processing, it cannot be Rejected. Under Section processing. (below) there are two options to import timesheets into payroll for processing. Send to Payroll Selected Send to Payroll All Approved : Gives the ability to send an individual approved timesheet to payroll for : Gives the ability to send All Approved timesheets to payroll for processing. 1) Select the APPROVED button to view all timesheets with the Approved status. 2) Select one employee timesheet in the list and select Send to Payroll Selected. or select the Send to Payroll All Approved. This sends the timesheets to the Sent to Payroll status. 3 ) To verify the change, select the SENT TO PAYROLL button to view all timesheets sent to Payroll. Timesheets that have been Sent to Payroll, are ready for payroll processing (The Create Payroll process). *Before you process payroll, you need to review timesheets with the status of Unapproved, and All Records, to verify that all timesheets have been processed. July 2015 WebTime Clearing House Page 26 of 33

27 COMPLETING THE PROCESS Any timesheets that remain with the status of Unapproved cannot be Sent to Payroll, and will not be included in the Create Payroll process therefore, the employee will not receive a paycheck for this timesheet, unless the timesheet is approved and processed. If there are any timesheets that remain with the status of Approved that have not been Sent to Payroll, you will get an error message in your Create Payroll process File Not Cleared. You will not be able to continue with your payroll process until these timesheets are selected to Send to Payroll. CHECKING UNAPPROVED TIMESHEETS Checking timesheets with the status of Unapproved is a key step before proceeding with the Create Payroll process. Any timesheets remaining with the status of Unapproved will not be included in the Create Payroll process and will not receive a payroll check. *For instructions on reviewing timesheets with the status of Unapproved, and how to process them to Send to Payroll, See the section ClearingHouse > Unapproved Timesheets. CHECKING the ALL RECORDS TIMESHEETS Check your list of All Records. With the All Records selected, sort by the Sent to Payroll column. All Unapproved timesheets will be listed at the top. There should not be any timesheets with a check mark in the Approved column (they should have been Sent to Payroll). Check that the remaining timesheets have a check mark selected in the Sent to Payroll column. REVIEWING THE OVERVIEW GRID Section of the WEB Clearinghouse gives you an overview of the status of each Fund and Department, and what percentage has been processed and completed. The red, yellow, and green markers on the left side of the grid give you a glimpse of the status of that Fund/Department. Red Yellow Green - less than 50% complete - Greater than 50% complete - Complete This grid displays the Fund/Department/# of Active Employees/# of Web Employees/Unapproved/Approved/Sent to Payroll/ and the % Processed. When looking at the grid pay attention to the # of Active Employees in the Fund/Dept, compared to the # of Web Employees. The Unapproved, Approved and Sent to Payroll numbers should add up to the # of Web Employees. July 2015 WebTime Clearing House Page 27 of 33

28 The other employees are Non-Web Access Employees and their time will need to be entered in the Override Daily Time module. You can open a Fund and Department to view the list of employees that belong to it, and view the status of completion for each employee. To open a fund/department, highlight the fund and select the VIEW F/D button or double-click on the Fund/Department. The Process Employee Position panel will display, which lists all the employees within the Fund and Department selected, with the status of their timesheet. The status of each timesheet can be viewed by selecting the CHECK STATUS button. This opens the Timesheet Status panel for the employee selected. It displays the supervisors in the upper grid. If s were sent, the history is shown in the lower grid. You may see other messages displayed depending on the status of the timesheet such as The current status of the timesheet is open, the employee has not submitted a timesheet You can send an to the supervisor or the employee. To send an to the employee, select the Employee button. To Send an to the supervisor, select the Supervisor button. July 2015 WebTime Clearing House Page 28 of 33

29 MAKING CHANGES AFTER TIMESHEET HAS BEEN SENT TO PAYROLL If a timesheet has been Sent to Payroll and changes need to be made prior to Creating Payroll, you can make changes to the timesheet from the WEB Clearinghouse or from Payroll Main. From WEB Clearinghouse select the SENT TO PAYROLL or ALL RECORDS button. Highlight the employee and double-click to open the timesheet. From Payroll Main go to the employee and open Time and Attendance. This opens the Employee Web Detail panel. When you select to Add, Change or Delete Record, a warning will appear. Warning: This will delete all imported Time and Attendance. After you have made changes, you will need to re-import the records. Click Yes to continue. This signifies that making changes to this record will delete the timesheet that was imported into Payroll from the WEB Clearinghouse. After making changes, to the timesheet, go back into the WEB Clearinghouse. This employee s timesheet will appear in the Approved status. Select the employee and select SEND TO PAYROLL SELECTED again, to re-import the timesheet into Payroll for processing. *Anytime you make a change to a timesheet that was already Sent to Payroll, you will get this message. If you make changes, you will need to Re-Import the timesheet by Sending to Payroll again. July 2015 WebTime Clearing House Page 29 of 33

30 CREATE PAYROLL REVIEW, CHECK, and VERIFY Always check your list of Unapproved and All Records, for a status of Open, Submitted or Rejected. Check that there are no remaining timesheets with the status of Approved. Check the Overview Grid carefully, checking the status of each Fund and Department. Make sure there has not been any Funds or Departments that have not been processed. PROCESS PAYROLL After completing all changes and verifying the list of the employees Sent to Payroll you proceed with Create Payroll in Payroll Main > Date Control > Create Payroll and continue with the payroll process as usual. July 2015 WebTime Clearing House Page 30 of 33

31 This is done through the WEB Clearinghouse module. From the WEB Clearinghouse: Enter the Payroll Year / Run for the prior posted run. Click Load Grid. Select OVERRIDE DAILY TIME. BACK TIME ENTRY (Entering in daily time for prior posted runs) It will open the panel shown below with a list of employees from that payroll run. The shown in the History Hours column means the employee had hours entered when this payroll was created. You will still need to enter the daily time for every employee. When you have entered in the daily time for the employee, it will show the in the Hours Entered column. Add Daily Time Highlight the employee you will enter daily time for. Select Enter Daily Time If you have employees listed in the lower grid, with FMLA, Leave or Work Comp, you will need to enter daily time for them also. Employees who were FMLA, Leave or Work Comp. July 2015 WebTime Clearing House Page 31 of 33

32 The Process ACA_Daily Time Entry panel will be displayed. HOURLY EMPLOYEES Enter the date, or click on the calendar to change the date. Click on the Add button. Continue Adding time until finished. The hours that are being entered in the Daily Time (right side) should match the History Summary Data (on the left side) for that code. Check the Total Hours entered on the lower right and the Hours Remaining. The Hours Remaining should be 0 when you are finished entering in time. Select DONE To stop and save what you have entered and continue at another time, select DONE *If you select Done you may get the message shown The system is warning you that the History Summary Data (hours) does not match the Daily Time hours. For your data to be compliant, these 2 totals need to match. You need to fix the Daily Time. You can select OK and return and fix the difference now, or at a later time. July 2015 WebTime Clearing House Page 32 of 33

33 NON-EXEMPT OR EXEMPT EMPLOYEES If the employee is Non-Exempt, the Daily Time entry panel is the same Time and Attendance panel from Payroll. Enter the Date, Hours, and Code. Select Add, or Auto to Auto fill the complete work week (Mon Fri). When finished entering in all the time, Select DONE If there are hours listed in the lower grid Time and Attendance History Records, this time needs to be included in you Daily Time Entry. Auto Fill Function If you selected the Auto function, the grid is filled in as shown. If you need to make a change or delete an entry, select the EDIT button. This will activate the Change and Delete buttons. Make your change to the entry, and select CHANGE, or select the entry and press DELETE. After making the change or delete, select DONE to save your changes. July 2015 WebTime Clearing House Page 33 of 33