Sage Fund Accounting. Employee Web Services Guide

Transcription

1 Sage Fund Accounting Employee Web Services Guide

2 2011 Sage Software, Inc. All rights reserved. Helping Those Who Do Good Things Do Them Even Better This document contains proprietary information, which is protected by copyright. No part of this document may be photocopied, reproduced, adapted, or transmitted in any form or by any means without the prior written consent of Sage Software, Inc. Sage, the Sage logo, and the Sage product and service names mentioned herein are registered trademarks or trademarks of Sage Software, Inc., or its affiliated entities. The Visual Analyzer module is powered by QlikView, a trademark of QlikTech, Inc. The names of all other products and services are the property of their respective owners. Sage Software, Inc. makes no warranty of any kind with regard to this material, including, but not limited to, the implied warranties of merchantability and fitness for a particular purpose. Sage Software, Inc. shall not be liable for errors contained herein or for incidental or consequential damages in connection with the furnishing, performance, or use of the material. The information contained in the document is subject to change without notice. Please refer to the on line help system for the most recent documentation.

3 Contents Chapter 1: Introduction Login Punch Clock Login Punch Clock Account Setup Logout Understanding Permissions Chapter 2: Getting Started Creating an Account Login to Employee Web Services Time Entry Displays Entering Expenses Approving Employee Timesheets and Expenses Viewing Your Messages Creating and Sending Messages Working with Personal Information Logging Out of Employee Web Services Chapter 3: Personal Message Center Personal Viewing Messages Personal Profile Changing Your Personal Profile Address Changing Your Address Phone Changing Your Phone Number W4 Info Viewing W4 Information Emergency Contacts Changing Your Emergency Contacts Information Benefit Information Viewing Benefits Information Education Viewing Education Information Certifications Viewing Certification Information Create Message Personal Creating and Sending Messages Personal Employee Web Services iii

4 Contents Scheduling Viewing Your Schedule Appointment Reminder Leave Request Add/Edit Leave Request Leave Balance Calculator Chapter 4: Action Hourly Time Entry Entering Time Into Hourly Time Entry Punch Clock Time Entry Entering Time Into Punch Clock Time Entry Exempt Time Entry Entering Time Into Exempt Time Entry Leave Entry Entering Leave Expense Entry Entering Expenses View Timesheets and Expenses Viewing Timesheets and Expenses Deleting Timesheets and Expenses Timesheet Pivot Table Chapter 5: Manager Edit Time Punches Editing Employee Time Punches Approve Timesheets Approving Employee Timesheets and Expenses Add Timesheet Approve Leave Request Manager Approving Leave Request Add/Edit Approve Leave Request Manager Create Messages Manager Creating and Sending Messages Manager Staff Credentials Viewing Employee Credentials Staff Schedules Viewing Employee Schedules Adding Events to Employee Schedules Staff Timesheets Staff Timesheets Pivot Table Chapter 6: HR Staff Approve Change Requests Viewing and Processing Employee Change Requests Create Messages HR Staff iv Sage Employee Web Services

5 Creating and Sending Messages HR Staff Timesheet Entry Log System Settings Chapter 7: Reporting Overview of Reports Timesheet Summary Timesheet Detail Expense Report Check/W2 History My Messages My Change Request Sent Messages My Leave Request Manager Reports Timesheet Approval Expense Approval Timesheet Sign Off Whoʹs Clocked In Messages Sent to Staff Staff Leave Balances Staffʹs Schedules Staff Leave Request Chapter 8: Options Change Password Changing Your Password Chapter 9: Online Help Help Chapter 10: Tasks Working with Accounts Logging On and Logging Out Working with Personal Information Working with Messages Working with Timesheets Employee Timesheet Tasks Manager Timesheet Tasks How Do I Process Payroll? Working with Expenses Working with Schedules Working with Leave Requests Working with Reports Employee Web Services v

6 Manager Reports Chapter 11: Advanced Tasks System Maintenance Login System Maintenance Script Configuring Employee Web Services Logging On to System Maintenance Pages Configuring System Settings Displaying Company Logos Displaying Document Links Creating a Punch Clock Link Modifying Accounts Index vi Sage Employee Web Services

7 Chapter 1: Introduction The Employee Web Services module (EWS) offers employees a way to enter their time, leave, and expense information and access their personal information on the web from the convenience of their own computer. EWS fully integrates with Sage Fund Accounting Payroll tables and the Human Resource Management module (HR Management), and streamlines time and expense entry and approval processes by offering employees and managers a way to access time and expense information on the web. Note: The Payroll and HR Management modules must be installed before employees can use EWS. Do not install EWS before you install the HR Management module. EWS provides the following features: Web based: Employees enter time, leave, and expense information; request changes to their personal information; and view their schedules and add events to their schedules wherever they have Internet access. Human Resources staff can review, approve, or reject employee personal information change requests. Easy navigation: Employees can review personal information, payroll check history, W 2 information, and benefit and deduction information in one web based location. Web based time and expense approval: Managers can enter, review, and approve employee time and expense entries from the web, as well as view employee schedules and schedule events for employees. Message Center: Employees can receive information from the organization or their managers. Print check stubs: Employees and managers can print check stubs remotely. Tips An IT system administrator must configure the system including the system settings, before users can log on and use the module. For more information, see Configuring Employee Web Services. Users must have an active employee ID in the Sage HR Management module and create an EWS account before they can log on to the system. For more information, see Creating an Account and the HR Management module online help for creating an employee ID in the HR Management module. Employee Web Services 1

8 Introduction Login Access this page by entering the web address for EWS. Obtain the web address from your manager, a Human Resources staff member, or an IT system administrator. Your IT services group may also have created a link in the Favorites menu of your web browser or a link on your desktop for EWS. Use this page to login to EWS or create an EWS account. For more information, see Login to Employee Web Services and Creating an Account. Note: You must create an account before you can login to the system. Fields User ID: Enter the user ID for your account. Password: Enter the password for your account. Buttons Account Setup: Click this button to access the Account Setup page. For more information, see Account Setup and Creating an Account. Log In: Click this button to login to the system. Punch Clock Login Access this page by entering the web address for the Punch Clock Login web page. Obtain the web address from your manager, a Human Resources staff member, or an IT system administrator. Your IT services group may also have created a link in the Favorites menu of your web browser or a link on your desktop for EWS. Use this page to login to EWS and enter time using the Punch Clock web page. This web page allows multiple employees to use a shared computer to clock in and clock out using a punch clock. When you use this web page to enter your time, you cannot view and manage your personal information, view timesheets, or view reports. Note: Only login to the Punch Clock Login web page if your company wants you to use EWS to enter your time but does not want you to view and manage your personal information, view timesheets, or view reports. If your company wants you to use EWS to enter your time as well as view and manage your personal information, login using the EWS Login page and use the time entry page specified for your employee ID. For more information, see Login, Login to Employee Web Services, and Time Entry Displays. Fields User ID: Enter the user ID for your account. Password: Enter the password for your account. 2 Sage Employee Web Services

9 Introduction Buttons Login: Click this button to access the Punch Clock web page. For more information, see Punch Clock. Tips For more information, see Creating a Punch Clock Link, Login to Employee Web Services, and Punch Clock Time Entry. Punch Clock Access this page by logging in to EWS using the Employee Web Services Punch Clock Log On page. For more information about the EWS Punch Clock Log On page, see Punch Clock Login. Use this web page to allows multiple employees to use a shared computer to clock in and clock out using a punch clock. For example, when you arrive at work, you login to the Punch Clock web page, click the Clock In button to clock in, and then click the Logout button and go to work. When it is time for you to go to lunch, you log back on, click the Lunch button, click the Logout button, and then go to lunch. When you return from lunch, you log back on, click the Return button, log out, and then perform your afternoon work. When it is time for you to leave for the day, you log on, click the Clock Out button, and then click the Logout button and go home for the day. Note: Only use this web page if your company wants you to use EWS to enter your time but does not want you to view and manage your personal information, view timesheets, or view reports. If your company wants you to use EWS to enter your time as well as view and manage your personal information, login using the EWS Login page and use the time entry page specified for your employee ID. For more information, see Login, Login to Employee Web Services, and Time Entry Displays. The page automatically enters your time when you click the Clock In, Clock Out, Lunch and Return buttons. If the System administrator also specified in System Settings that this page display unpaid break fields, you can also specify your unpaid breaks in the Break 1 and Break 2 fields. For more information about how to specify that unpaid break fields display on this page, see System Settings and Configuring System Settings. You can also use this page to specify one or more wage codes and cost centers for time worked. However, you can specify only one wage code and cost center for each time entry. If you need to specify more than one wage code and cost center for your time, clock in and clock out multiple times as needed. For example, assume that you spend the first part of the day performing work for the Engineering department and the second part of the day performing work for the Manufacturing department. In this scenario, first you would specify Engineering as the cost center, clock in, perform the Engineering work, and then clock out. Next, you would specify Manufacturing as the cost center, clock in, perform the Manufacturing work, and then clock out. The system automatically calculates the total number of hours you worked based on the start, end and break times you specify. The system calculates and displays punch clock time based on the local system time of the server where EWS is installed. For example, assume that EWS is installed on a computer located in the Eastern Standard Time (EST) zone and you work in an office in the Central Standard Time (CST) zone. If you clock in at 8:00 a.m. CST, the system displays your clock in time as 9:00 a.m. EST. Employee Web Services 3

10 Introduction Fields Clocked Out/Clocked In: The system displays the date and time you started working if you are clocked in. The system displays the date and time you stopped working if you are clocked out. Employees cannot edit this field. This field is automatically updated by the system when you click on the Clock In/Clock Out button. Wage Code: Select the wage code your time is associated with from the drop down list. The wage codes displayed in the drop down list are wage codes set up in the Payroll module, then assigned to your employee ID in the HR Management module. For more information about specifying wage codes for employees, see the HR Management module online help. Cost Center: Select which cost center your time is associated with from the drop down list. The cost centers displayed in the drop down list are the cost centers specified for your employee ID in the HR Management module by a Human Resources staff member. For more information about specifying cost centers for employees, see the HR Management module online help. Work Description: Enter a description for the work associated with your time. Clocked In: The system displays the time when you clicked the Clock In button. Employees cannot edit this field. Lunch from: The system displays the time you clicked the Lunch button when you went to lunch. Employees cannot edit this field. Lunch to: The system displays the time when you clicked the Return button when you returned from lunch. Employees cannot edit this field. Break 1 from: Select the time you left for your first unpaid break from the drop down list. Ensure you enter this information when you are ready to clock out. If you donʹt enter this information just before you clock out, the system will not save this information. Break 1 to: Select the time you returned from your first unpaid break from the drop down list. Ensure you enter this information when you are ready to clock out. If you donʹt enter this information just before you clock out, the system will not save this information. Break 2 from: Select the time you left for your second unpaid break from the drop down list. Ensure you enter this information when you are ready to clock out. If you donʹt enter this information just before you clock out, the system will not save this information. Break 2 to: Select the time you returned from your second unpaid break from the drop down list. Ensure you enter this information when you are ready to clock out. If you donʹt enter this information just before you clock out, the system will not save this information. Clocked Out: The system displays the time when you clicked the Clocked Out button. Employees cannot edit this field. Total Hours Worked: The system displays the total hours worked for the day. Employees cannot edit this field. Buttons Clock In/Clock Out: Click this button to clock in or clock out. The system automatically records the time you clocked in or clocked out. When you click the Clock In button, the text on the button automatically changes to Clock Out. When you click the Clock Out button, the text on the button automatically changes to Clock In. 4 Sage Employee Web Services

11 Introduction Lunch/Return: Click this button when you go to lunch or return from lunch. The system automatically records the time when you go to lunch or return from lunch. When you click the Lunch button, the text on the button automatically changes to Return. When you click the Return button, the text on the button automatically changes to Lunch. Logout: Click this button to log out from the Punch Clock web page. Tips For more information, see Entering Time Into Punch Clock Time Entry. Account Setup Access this page by clicking the Account Setup button on the Login page or by using Options>Change Password. Use this page to create or update an EWS account. For more information, see Creating an Account. Note: Before you can login to the system for the first time, you must create an account. You must also must be configured as an employee and have an active employee ID in the HR Management module. Fields Organization ID: Enter you organization ID. Employee ID: Enter your employee ID. The employee ID that you enter in this field should be the same employee ID that is configured for you in the HR Management module. You can obtain your employee ID from your supervisor, your manager, or a Human Resources staff member. Your employee ID may also be printed on your payroll check stub. Birth Date: Enter your birth date using the following format: MM/DD/YYYY. Last 4 Digits of Social Security Number: Enter the last four digits of your Social Security number. User ID: Enter a user ID for your account. New Password: Enter a password for your account. Retype Password: Re enter your password. Buttons Create or Update: Click this button to create or update your EWS Account. Tips After you create an account, you can go back in and modify your user ID and password at any time. Employee Web Services 5

12 Introduction Logout Log out of the system by clicking the Logout menu. Log out when you have finished working with EWS. EWS will immediately log you out and display the EWS Log On page. Tips For more information about logging on to EWS, see Login. Understanding Permissions The web pages, displayed for users in EWS are based on the timesheet permissions specified for an Employee ID in the HR Management module. Understanding Employee Timesheet Permissions By default, all Employee IDs in the HR Management module have employee timesheet permissions. Users with these permissions can see the following menu items in EWS: Access Personal Information forms using the Personal menu. Access Actions forms using the Actions menu. Access Reports using the Reporting menu. Access Options forms using the Options menu. Access the Online Help system using the Help menu. Log out from EWS using the Logout menu. Understanding Manager Timesheet Permissions If your employee ID has Manager timesheet permissions specified in the HR Management module, you can see all of the menu items employees see, as well as the following additional menu items: Access Manager forms using the Manager menu. Additional Manager Reports using the Reporting>Manager Reports option. When managers use the Approve Timesheets page, the actions managers can perform when approving timesheets is based on timesheet global settings specified in the HR Management module using Maintain>Timesheet Setup>Employee Timesheet Settings>Global Settings Tab. If the HR Management module timesheet global settings specify Approver Edit permissions for managers, managers can enter and/or modify employee timesheet entries before approving an employee timesheet. For example, managers with Approver Edit timesheet permissions can enter work time, change the work date, cost center, earnings code, leave code, work hours, leave hours, and clock times for employee timesheet entries before approving timesheets. 6 Sage Employee Web Services

13 Introduction If the HR Management module timesheet global settings do not specify Approve Edit permissions for managers, managers can only approve timesheets. They cannot edit employee timesheet information. If a manager wants to change any employee timesheet information before approving the timesheet, the manager must send a message to the employee requesting that the employee make the changes before the manager approves it. HR Management module system administrators can specify Approver Edit timesheet permissions for managers in the HR Management module using Maintain>Timesheets Setup>Employee Timesheet Settings, then clicking on the Global Settings tab. For more information about specifying Approver Edit timesheet permissions for managers, see the Sage HR Management Online Help. For more information about approving timesheets, see Approve Timesheets and Approving Employee Timesheets and Expenses. Understanding HR Staff Timesheet Permissions If your employee ID has HR Staff timesheet permissions specified in the HR Management module, you can see all of the menu items employees see as well as the HR Staff menu item. Use the HR Staff menu item to create and send messages to employees, to view messages from employees, and to process personal information change requests from employees. For more information, see HR Staff. Understanding View and Edit Timesheet Permissions If Allow Edit Entries and Allow View Entries timesheet permissions are specified for your employee ID in EWS, you can view and edit time and expense entries using the View Timesheets and Expenses page. HR Management module users specify these permissions for employee IDs in the HR Management module using Maintain>Timesheets Setup>Employee Timesheet Settings, clicking on the Employee Settings tab, and then selecting or clearing the Allow Edit Entries check box and the Allow View Entries check box as appropriate. If the Allow Edit Entries check box for your Employee ID is selected in the HR Management module, you can edit time entries using the View Timesheets and Expenses page. If the Allow Edit Entries check box for your employee ID is cleared in the HR Management module, you can only view time entries using the View Timesheets and Expenses page. If you want to make edits to a time or expense entry page, you must send a message to your manager requesting the change. If the Allow View Entries check box for your employee ID is selected in the HR Management module, you can view time entries using the View Timesheets and Expenses page. If the Allow View Entries check box for your employee ID is cleared in the HR Management module, the View Timesheets and Expenses option does not display in the Action menu and you cannot view time and expense entries using the View Timesheets and Expenses page. Tips For more information about specifying timesheet permissions for employee IDs, see the HR Management module online help. Employee Web Services 7

14 Introduction 8 Sage Employee Web Services

15 Chapter 2: Getting Started Employee Web Services streamlines time and expense entry and approval processes by allowing employees to enter their work hours, leave hours, and expenses into web based forms. Managers can then quickly review and approve work hours, leave hours, and expenses over the web. Employees can also request changes to their personal information. This module seamlessly integrates with the Sage Fund Accounting Payroll and HR Management modules. Creating an Account You must create an account before you can login to the system for the first time. Note: You must have an active employee ID in the HR Management module before you can create an EWS account. You can obtain your Employee ID from your manager or a Human Resources staff member. You employee ID may also be printed on your check stub. To create an Employee Web Services account, complete the following steps: 1. Open a Microsoft Internet Explorer or Firefox web browser. 2. Enter the web address for EWS. Obtain the web address from your manager, a Human Resources staff member, or an IT system administrator. Your IT services group may also have created a link in the Favorites menu of your web browser or a link on your desktop for EWS. 3. Click the Account Setup button. 4. Enter your Organization ID. 5. Enter your employee ID. 6. Enter your birth date using the following format: MM/DD/YYYY. 7. Enter the last four digits of your social security number. 8. Enter a user ID for your account. 9. Enter a password for your account. For more information about changing the password for an account, see Changing Your Password. 10. And re enter your password. 11. Click the Create or Update button. Tips After you create an account, you can go back in and modify your user ID and password at any time. Employee Web Services 9

16 Getting Started After you create your account, you can login to EWS. For more information, see Login to Employee Web Services. Login to Employee Web Services Before you can login to EWS, you must have an account. For more information, see Creating an Account. Note: You must create an account before you can log on to EWS. To login to EWS, complete the following steps: 1. Open a Microsoft Internet Explorer or Firefox web browser. 2. Enter the web address for EWS. Obtain the web address from your manager, a Human Resources staff member, or an IT system administrator. Your IT services group may also have created a link in the Favorites menu of your web browser or a link on your desktop for EWS. 3. Enter your user ID that was used when you created your account. For more information, see Creating an Account. 4. Enter your password. You specified a password when you created your account. For more information, see Creating an Account. For more information about changing your password, see Changing Your Password. 5. Click the Log In button. Time Entry Displays When employees login to EWS, they enter time using the time entry page displayed under the Actions menu. Depending on the implementation at a company and the employee ID settings specified in the Sage HR Management module, employees may see one of the default time entry page or a custom time entry page. The time entry page employees see is based on settings specified in the HR Management module. Note: Sage HR Management module system administrators can specify a default global time entry form for all employees in the HR Management module using Maintain>Timesheets Setup>Employee Timesheet Settings>Global Settings tab, and specifying a default global time entry form to use by selecting a time entry form from the drop down list in the Timesheet Entry Form field. HR Management module system administrators can specify an Hourly Time Entry form, a Punch Clock Time Entry form, or an Exempt Time Entry form as the default time entry form for all employees. For more information about specifying a default global time entry form for employees in the HR Management module, see the HR Management module online help. 10 Sage Employee Web Services

17 Getting Started Human Resource staff can also specify a time entry form for each employee using Maintain>Timesheets Setup>Employee Timesheet Settings, clicking on the Employee Settings tab, selecting an employee, and then selecting a time entry form to use from the drop down list in the Timesheet Entry Form field. Human Resource staff can specify that they want to use the default time entry form specified for all employees on the Global Settings tab, or they can specify an Hourly Time Entry form, a Punch Clock Time Entry form, or an Exempt Time Entry form as the default time entry form for the selected employee. For more information about specifying a time entry form for a specific employee in the HR Management module, see the HR Management module online help. For more information about each of the default time entry forms EWS provides, see the following topics: Hourly Time Entry and Entering Time Into Hourly Time Entry Punch Clock Time Entry and Entering Time Into Punch Clock Time Entry Exempt Time Entry and Entering Time Into Exempt Time Entry For more information about entering time into a custom time entry form, see you supervisor, your manager, or a Human Resources staff member. Tips For more information about creating a custom time entry form, see the Sage HR Management Online Help. Entering Expenses Employees can enter expenses using Actions>Expense Entry. Note: EWS must be configured to display an expense page before employees can enter their expenses. For more information, see System Settings and Configuring Employee Web Services. After employees enter their expenses, they can view their expense entries using Action>View Timesheets and generate and view expense reports using Reporting>Expense Report. For more information, see the following topics: Expense Entry and Entering Expenses View Timesheets and Expenses and Viewing Timesheets and Expenses Expense Report Managers can review and approve employee expenses using Manager>Approve Timesheets. For more information, see Approve Timesheets and Approving Employee Timesheets and Expenses. To enter expenses, complete the following steps: 1. Access the Expense Entry page using Actions>Expense Entry. Note: If the Expense Entry option does not display on the Actions menu, EWS has not been configured to allow expense entries. EWS must be configured to display an expense page before employees can enter expenses. For more information, see System Settings and Configuring Employee Web Services. Employee Web Services 11

18 Getting Started 2. Select the travel date from the drop down list. 3. If you are entering expenses for multiple days and you want the date displayed in the Travel Date field to automatically advance to the next day after you have added your expense for the current day, select the Advance Date on Add check box. For example, if you want to add expenses for March 6 and March 7, select this check box. After you enter your expense for March 6 and click the Add button, your March 6 entry will be saved, and a new entry page will load with the Travel Date field automatically populated with the March 7 date. 4. Select which cost center you want to specify for your expense from the drop down list. The cost centers displayed in the drop down list are the cost centers specified for your employee ID in the HR Management module. For more information about specifying cost centers for employee IDs, see the HR Management module online help. 5. Select which expense code you want to specify for your expense from the drop down list. The expense codes displayed in the drop down list are expense codes set up in the Payroll module then assigned to the employee ID in the HR Management module. For more information about specifying expense codes for employee IDs, see the HR Management module online help. 6. Enter your mileage. The Mileage field is only available if you selected a Mileage expense code as the Expense Code. When you select a Mileage expense code, the Expense Entry page refreshes, and you can enter your mileage into the Mileage field. Mileage rates are specified in the HR Management module. For more information about specifying mileage rates, see the HR Management module online help. 7. Enter the amount of the expense. 8. Enter a description for the expense. 9. Click the Add button to save your expense entry. Tips Use the Batch Total field to track and verify the total amount of expenses you enter for a session. For example, assume that you have hotel, meal, and mileage expenses for a specific date. In this scenario, you enter a hotel expense of $250 and then click the Add button. The number displayed in the Batch Total field is $250. Then assume that you enter a meal expense of $50 and then click the Add button. The number displayed in the Batch Total field is now $300. Finally, assume that you enter a mileage expense for 100 miles and then click the Add button. The mileage reimbursement rate for your company is 36.5 cents a mile, so the number now displayed in the Batch Total field is The number in the Batch Total field helps you confirm that you correctly entered all of the expenses for the day in your session. Approving Employee Timesheets and Expenses When managers login to EWS, they can view active employee time and expense entries and the approved and unapproved hours and expenses for employees for pay period. They can also approve active employee time and expense entries over the web. An active employee time entry is an employee time entry that has not yet been processed in the HR Management module. An active expense entry is an expense entry that has not yet been processed in the HR Management module. Once the time and expense entries are processed in the HR Management module, the EWS time and expense entries are no longer active and no longer display in the Approve Timesheets page. 12 Sage Employee Web Services

19 Getting Started The first table on the page displays summary time entry information for employees. For example, managers can see a list of the employees they manage and a summary of approved and unapproved work hours and approved and unapproved leave hours for each employee. The second table on the page displays detailed time and expense information for a selected employee. When you click on a field in an employee row on the first table, EWS refreshes the page, displays the selected row in the first table in yellow, and displays a second table below the first table that shows the current time and expense entries for the employee for the pay period. The third table on the page displays leave information for the selected employee. Managers can use the leave information displayed in this table to view leave balances, such as sick and vacation time balances, before approving leave time for an employee. Managers can see the leave codes currently specified for the employee ID, the employeeʹs current leave balance, any leave that has already been approved for the employee for the pay period, and what the employeeʹs ending leave balance will be for the pay period. Managers see only the time and expense entries for the employees they manage on this list. Employee/manager relationships are specified in the HR Management module. For more information about specifying managers for employee IDs, see the HR Management module online help. Managers can filter the data displayed on the Approve Timesheets page by clicking on the filter icon displayed in each column heading and then clicking on the filter they want to use. When you click on a filter, the filter criteria associated with the filter displays the data that meets the filter you selected and hides data that does not meet the filter criteria. Managers can sort the data displayed on the Approve Timesheets page by last name in alphabetical ascending or descending order by clicking on the up arrow icon or down arrow icon displayed in the Name column. For example, if an up arrow icon displays, employee timesheets display sorted by last name in descending order from A to Z. If you click on the up arrow icon and a down arrow icon then displays, employee timesheets display sorted by last name in ascending order from Z to A. If the HR Management module timesheet global settings specify Approver Edit permissions for managers, managers can change employee time and expense entries before approving an employee time or expense entry. For example, managers with Approver Edit timesheet permissions can change the work date, cost center, earnings code, leave code, work hours, leave hours, and clock times for employee time entries before approving time entries. If the HR Management module timesheet global settings do not specify Approve Edit permissions for managers, managers can only approve time and expense entries. They cannot edit employee time and expense information. If a manager wants to change any employee time or expense information before approving the entry, the manager must send a message to the employee requesting that the employee make the required changes to the entry before the manager approves it. HR Management module system administrators can specify Approver Edit timesheet permissions for managers in the HR Management module using Maintain>Timesheets Setup>Employee Timesheet Settings, then clicking on the Global Settings tab. For more information about specifying Approver Edit timesheet permissions for managers, see the HR Management module online help. Employee Web Services 13

20 Getting Started To approve employee time or expense entries, complete the following steps: 1. Access the Approve Timesheets page using Manager>Approve Timesheets. Note: If you do not see the Manager>Approve Timesheets option in EWS, you do not have Manager timesheet permissions specified for your employee ID in the HR Management module. For more information about Manager timesheet permissions, see Understanding Permissions. 2. Select an employee with a time or expense entry you want to approve by clicking on the employee ID or employee name in the first table on the page. When you select an employee, the page refreshes and highlights the selected employee row in yellow. 3. If you want to approve a time or expense entry for a selected employee, in the second table on the page, select the Approve check box for each time or expense entry you want to approve. 4. If you want to change the work date specified for a time or expense entry, click in the Work Date field, and then select a new date from the calendar. 5. If you want to change the cost center specified for a time or expense entry, click in the Cost Center field, and then select a new cost center from the drop down list. 6. If you want to change the earnings code specified for a time or expense entry, click in the Earn Code field, and then select a new earnings code from the drop down list. 7. If you want to change the leave code specified for a time entry, click in the Leave Code field, and then select a new leave code from the drop down list. 8. If you want to change the hours specified for a time entry, click in the Hours field, and then enter a new number in the field. 9. If the entry is a leave entry, verify the employee leave balances in the third table on the page, ensure the Leave check box is selected, and verify the number of leave hours in the Leave Hrs field. 10. If you want to change the number of leave hours specified for a leave entry, click in the Leave Hrs field and then enter a new number in the field. 11. If the entry is an expense entry without mileage, verify the amount in the Amount field. If you want to change the amount, click in the Amount field and then enter a new number in the field. 12. If the entry is an expense entry with mileage, verify the mileage traveled in the Units field and the mileage reimbursement rate in the Rate field. If you want to change the mileage or the mileage reimbursement rate, click in the appropriate field and then enter a new number in the field. 13. If the time entry has a plus sign icon in front of it, you can click on the plus sign icon to expand the time entry page and review and edit employee clock times. A plus sign icon in front of a time entry signifies that the employee entered time using an Hourly Time Entry or Punch Clock Time Entry page. You can edit time entries by clicking in the appropriate field and then typing a new time. For more information about Hourly Time Entry and Punch Clock Time Entry forms, see Hourly Time Entry, Punch Clock Time Entry, Entering Time Into Hourly Time Entry, and Entering Time Into Punch Clock Time Entry. 14. If you want to change the description for the entry, click in the Description field and then enter a new description for the entry. 15. Click the Save button to save your changes. 14 Sage Employee Web Services

21 Getting Started Viewing Your Messages Employees can view their messages in their personal Message Center. For example, employees can see messages sent to them from their managers that discuss their project work or provide additional information about their projects. Employees can also see messages sent to them from Human Resources staff members, such as information about company holidays and reminders about deadlines for submitting timesheets. Note: Human Resources staff can view messages from employees and managers using their personal Message Center. For more information, see Viewing Messages. They can process employee information change requests sent by employees using HR Staff>Approve Change Requests. For more information, see Approve Change Requests and Viewing and Processing Employee Change Requests. To view your messages, complete the following steps: 1. Access your personal Message Center using Personal>Message Center. Note: The personal Message Center page displays by default after you login to the system. 2. After reading a message, select the check box in the Read column. The system highlights the message row in green and the message will not display in your list of messages the next time you open your personal Message Center. Note: The default message types are General Info, Reminders, or Request. When you select the check box in the Read column for a Request or Reminder message type, the system records date and time information about when you read the message in a log. Tips For more information about creating and sending messages, see Creating and Sending Messages. To view a report that contains your message history, use Reporting>My Messages. Creating and Sending Messages Employees, managers, and Human Resources staff can use the system to create and send messages. Employees can create and send personal messages to the following people: Human Resources staff. Messages sent to Human Resources staff go to any employee with an employee ID that has HR Staff timesheet permissions in the HR Management module. Managers. Messages sent to a manager goes to the manager specified for the employee ID in the HR Management module. Supervisors. Messages sent to a supervisor goes to the supervisor specified for the employee ID in the HR Management module. For more information about how employees can create and send messages, see Creating and Sending Messages Personal. Employee Web Services 15

22 Getting Started Managers can create and send messages to any employee where they are defined on the employeeʹs ID in the HR Management module as the employeeʹs Manager, Supervisor, or Secondary Supervisor. For more information, see Creating and Sending Messages Manager. Human Resources staff can create and send messages to any employee with an EWS account. For more information, see Creating and Sending Messages HR Staff. Human Resources staff can also view messages from employees and managers using their personal Message Center. They can process employee information change requests sent by employees using HR Staff>Approve Change Requests. For more information, see Approve Change Requests and Viewing and Processing Employee Change Requests. Working with Personal Information Employees can view their personal information. As well as send change requests to Human Resources staff when they need to make changes to their personal information. Employees can manage their personal information by performing the following tasks: Viewing and requesting changes to their personal profile information. For more information, see Personal Profile and Changing Your Personal Profile. Viewing and changing their address. For more information, see Address and Changing Your Address. Viewing and changing their phone numbers. For more information, see Address and Changing Your Phone Number. Viewing their W 4 information. For more information, see W4 Info and Viewing W4 Information. Viewing and changing their emergency contacts. For more information, see Emergency Contacts and Changing Your Emergency Contacts Information. Viewing their benefit information. For more information, see Benefit Information and Viewing Benefits Information. Viewing their education information. For more information, see Education and Viewing Education Information. Viewing their certification information. For more information, see Certifications and Viewing Certification Information. Logging Out of Employee Web Services Log out when you have finished working with the system. To log out of EWS, complete the following steps: Click the Logout menu. EWS will immediately log you out and display the Log On page. Tips For more information about logging in to EWS, see Login and Login to Employee Web Services. 16 Sage Employee Web Services