WEB TIME PAYROLL PROCESS GUIDE

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1 Revised 12/23/2016 WEB TIME PAYROLL PROCESS GUIDE CLIENT RESOURCE

2 TABLE OF CONTENTS Web Time... 3 Home... 8 Employees Payroll Reports Web Pay Glossary Index

3 WEB TIME Web Time offers a fast and easy method of automating employee time and labor management processes. Paylocity Web Time is available 24 hours a day from any Internet connection. Users may not have access to all of the options described in this user guide. Each company determines which options are available and each user's security group determines the display of information. Use the supervisor dashboard or select the menus across the top of the screen to navigate through Web Time. Use the header shortcuts to access selected screens. Select User Preferences from the Account Profile to customize the display of header shortcuts. Enter information in the Search field to find specific employees or screens. Access messages in the header section of the screen. The bell indicates there are no messages. When there are messages, the red box displays the number of messages. Click the double arrow» next to the applicable topics for additional information and/or images. Select Applications to access Web Pay. Select Help to view training documentation and videos. Select User Preferences to customize the display. Select Log Out to log out of the application. 1. Select Begin Payroll Lockout to place Web Time into a read-only state to prepare payroll. 2. Correct any missed punches and invalid punches. Check applicable mobile punches. 3. Approve applicable pending time off requests. 4. Approve time cards. 5. Select Payroll Data Transfers or create the Web Pay Payroll Export File. 6. Run the Employee Time Card Report. 7. Close the pay period. 8. Create the import payroll in Web Pay. 9. Verify the Batch Totals. 10. Balance the payroll to Web Time. Depending on company configuration, users may create projection and reconciliation batches to pay current. 3

4 Search Enter information in the Search field to find specific employees, menu items, or configuration screens. Click the applicable item in the list to navigate to the selected screen or employee. Filters Filter by date range. Select the Date Range radio button to filter data by date range. Select or enter the start and end dates. Click the arrow icon adjacent to the calendar to display the date range. Click Last Week, This Week, or Next Week to display the selected week. Filter by pay period. Select the Pay Period radio button to filter data by pay period. Select or enter the date. Click the arrow icon adjacent to the calendar to display the pay period containing the selected date. Click Prev, Current, or Next to display the previous pay period, the current pay period, or the next pay period. Filter by one or more fields such as employee name, cost center, employee group, payroll policy, and salary type. Enter or select the required criteria in one or more fields. Click Search to display the information that matches the criteria. To save the search, enter a name for the search and click Save. Users may select a saved search from the drop down. 4

5 Depending on company configuration, users may be able to filter borrowed employees in the Time Card Approval and Group Time Card screens. Dashboard Filters Filter the supervisor dashboard. Select options from the applicable drop downs. 5

6 Click Apply Filters. View the filtered display. To save the search, enter a name for the search and click Save. Click the X adjacent to the filter to delete the selected filter. Click Reset to return to the default display. Users may select a saved search from the drop down. 6

7 Saved Filters Users may select a saved search from the drop down. Select a saved search and click Delete to remove the saved search. Click the filter icon to display or hide the filter section. Click Show All to display all information. Click Reset to return to the default display. Account Access Visit the Administrator Training Documents page within the Web Time module to access the Web Time Administrator Login, Web Time Employee Login, and Web Time Registration PDF documents. Help Access training documents and videos. *In order to maintain confidentiality, employees must contact their Company Administrator with questions. Paylocity is not authorized to speak directly with employees. 7

8 HOME Supervisor Dashboard Monitor and respond to critical time and labor events. Select Insights to view Total Hours By Pay Type, Scheduled vs Actual, or Status Board Totals. Select My Employees to view the current status of each employee. Select Missed Punches to view employees with missing punches. Select Pending Time Off Requests to view, approve, or deny pending time off requests. Select Attendance Exceptions to view the number of tardy and absence exceptions for employees with generated schedules. *Not available if Attendance Points are enabled. If Attendance Points are enabled, click on the number to view any attendance point occurrences in the selected timeframe. *Not available if Attendance Exceptions are enabled. Select Dashboard Settings to configure the number of days to display for attendance exceptions and default chart to appear on the Home screen. Select Invalid Terminal Punches to view the invalid terminal punches. Filter the display of employees. Scheduled vs Actual View scheduled hours compared to actual hours worked for the past 7 days. Select Scheduled or Actual for the chart to only reflect one category. Select Insights to view Total Hours By Pay Type, Scheduled vs Actual, or Status Board Totals. Select My Employees to view the current status of each employee. Select Missed Punches to view employees with missing punches. Select Pending Time Off Requests to view, approve, or deny pending time off requests. 8

9 Select Attendance Exceptions to view the number of tardy and absence exceptions for employees with generated schedules. Select Dashboard Settings to configure the number of days to display for attendance exceptions and default chart to appear on the Home screen. Select Invalid Terminal Punches to view the invalid terminal punches. Filter the display of employees. Dashboard Settings Configure the number of days to display for attendance exceptions and default chart to appear on the Home screen. Enter or select the number of days of history to display from Select the default chart to appear on the Home screen. Click Save to apply the selections. Click Cancel to discard any changes. Select Insights to view Total Hours By Pay Type, Scheduled vs Actual, or Status Board Totals. Select My Employees to view the current status of each employee. Select Missed Punches to view employees with missing punches. Select Pending Time Off Requests to view, approve, or deny pending time off requests. Select Attendance Exceptions to view the number of tardy and absence exceptions for employees with generated schedules. Select Invalid Terminal Punches to view the invalid terminal punches. Filter the display of employees. 9

10 Status Board Totals View recent activity. Click View Status Board to view specific employee details. Select Insights to view Total Hours By Pay Type, Scheduled vs Actual, or Status Board Totals. Select My Employees to view the current status of each employee. Select Missed Punches to view employees with missing punches. Select Pending Time Off Requests to view, approve, or deny pending time off requests. Select Attendance Exceptions to view the number of tardy and absence exceptions for employees with generated schedules. Select Invalid Terminal Punches to view the invalid terminal punches. Select Dashboard Settings to configure the number of days to display for attendance exceptions and default chart to appear on the Home screen. Filter the display of employees. 10

11 Missed Punches Display employees with missing punches. Click the Employee name link to access the employee time card to fix a missing punch. Filter the display of employees. Click the applicable column header to sort by the selected column. Pending Time Off Requests View, approve, or deny pending time off requests. Check the box adjacent to the applicable time off request and click Approve Selected or Deny Selected to approve or deny the entire time off request. Click the Employee name link to access the employee time card. Users may also select Time Off Request Calendar from the Employees menu to view, approve, or deny time off requests. Filter the display of employees. Click the applicable column header to sort by the selected column. Click Expanded View to access the Time Off Request List to view additional detail and approve or deny time off requests. 11

12 Attendance Points Displays the number of attendance point occurrences. Check the box next to Group by Employee» to view point occurrences by employee. Do not check the box and adjust the other column filters to see the preferred listing. Click Export» to copy the data to an excel sheet. 12

13 Via the Timeframe drop down, choose the time period to display for the point occurrences. The Attendance Points number in the menu will represent the points in the timeframe selected. Click the cog to set add a custom timeframe to the drop down. 1. Click to access Dashboard Settings. 2. Add the desired timeframe in the Attendance Points - Days of History field. 3. Click Save. 4. A notification will appear to indicate that the preferences were saved. 13

14 5. Once back on the Attendance Points page, click the Timeframe drop down and select the newly added timeframe. Click the employee's name to access the Employee Time Card page to view the time period when attendance point occurrence happened. Example: Occurrence Date was 1/11/16 and today is 2/10/16. When clicking on the employee's name, the time card page will display the pay period 1/11/16 was in along with the other applicable dates. View the Occurrence Date and Name columns, along with the point value associated with them. When Attendance Points are enabled, the Attendance Exceptions category will not appear on the Supervisor Dashboard. Accumulated attendance points for an occurrence can be forgiven by clicking Yes in the Forgive column. Once Yes is selected, the point value will go to zero. 14

15 Attendance Exceptions Display the number of tardy and absence exceptions for employees with generated schedules. Select Dashboard Settings to configure the number of days to display for attendance exceptions from Click the Employee name link to access the employee time card to fix a missing punch. Filter the display of employees. Click the applicable column header to sort by the selected column. Click Expanded View for all attendance exception history for the employees. 15

16 Invalid Terminal Punches Display invalid terminal punches. Check the box adjacent to the record and click Clear Records to clear the record. Click the Employee Name link to access the employee time card to make any necessary changes. Click Expanded View to view additional detail. Filter the display of employees. Click the applicable column header to sort by the selected column. 16

17 EMPLOYEES Time Card Approvals Approve time cards for multiple employees. Users may filter the display of information. Select Approve in the first column to select all employees with unapproved time and click Save to approve all employee time cards displayed on this page. When there are multiple pages of employees, enter the page number or use the arrow icons to access the additional employee pages for approval. To approve one or more time cards but not all time cards, check the box adjacent to the applicable employees and click Save to approve the time cards. After clicking Save, a notification will appear indicating that the selected time cards have been submitted for approval process. Important Notes Users may also approve multiple employee time cards in Group Time Card. Users may approve a single employee time card in Employee Time Card. Punch Map View employee mobile punches. To enable web punching on mobile devices, users must be assigned to a mobile policy. Use the filters to view specific employees, groups, dates, times, punch types, and cost centers. Available punches may include In (I), Out (O), Lunch (L), Break (B), and Transfer (T). 17

18 Select the applicable punch to view the details. Click the x to close the punch detail screen when punches appear on the map. Group Time Card Manage employee time card activity for the selected date. Users may filter the display of information. 1. Select or enter the date. Click Previous, Today, or Next to display the selected day. 2. Click Mass Transaction Editor to update several time cards at one time. 3. Click the plus sign (+) to add a row. 4. Select Approve All in the first column to select all employees with unapproved time and click Save to approve all employee time cards displayed on this page. When there are multiple pages of employees, enter the page number or use the arrow icons to access the additional employee pages for approval. 5. To approve one or more time cards but not all time cards, check the box adjacent to the applicable employees and click Save to approve the time cards. Users may also select to approve only one shift for the employee. 6. Click the employee Name link to access the employee time card. 7. Edit the Pay Type and the applicable Amount. 8. Click the applicable In or Out cell to add, edit, or delete time. 9. Click the Transfer cell to edit the cost center. 10. Click Save to apply the updated information. 11. Click Discard Changes to eliminate any pending changes initiated. 12. If Attendance Points are enabled, hover over the flag» to see attendance point occurrences. 18

19 Important Notes Users may also approve multiple employee time cards in Time Card Approvals. Users may approve a single employee time card in Employee Time Card. Mass Transaction Editor Edit several employee time cards at one time in the group time card. 1. Check the boxes next to the employees in the Available Employees section to place their records in the Selected Employees section. 2. Click Continue. 19

20 3. Select the transaction type. 4. Click Continue. 5. Enter the details. 6. Click Preview Transaction. 20

21 7. Verify the transaction. 8. Click Save to apply the updated information. 9. Click Cancel to discard any changes and close the window. 10. A message will appear indicating that the transactions have been saved successfully. 21

22 22

23 PAYROLL Add Payroll Data Transfer 1. Access the Payroll Data Transfer page via the Payroll menu. 2. Click Add. 3. Enter the Configuration Name. 4. Select the payroll policy from the Payroll Policy drop down in the Default Report Date Range section. 5. Select or enter all other applicable information. 6. Click Save to apply the updated information. 7. Click Save & Return to apply the updated information and return to the Payroll Data Transfer home screen. 8. Click Cancel to discard the changes and return to the Payroll Data Transfer home screen. 9. A message will appear indicating that the new record has been saved successfully. 23

24 Close Pay Periods 1. Select Close Pay Periods from the Payroll menu. 2. Select all applicable payroll policies and click the arrow to move them to the right. 3. Click Next. 4. Exceptions show the number of employees who have a missing clock in or out. 5. Employee Approvals show the number of employees who have not approved their own time sheet. 6. Supervisor Approvals show the number of employees who have not been approved by the time sheet approval process. 7. Click Previous to return to the Select Payroll Policies to Close page. 8. Click Next to advance to the Close Pay Periods page. 24

25 9. Confirm the closing process. 10. Click Previous to return to the Perform Final Check page. 11. Check the Enable Payroll Lockout during closing box if applicable. 12. Click Finish. 13. Once Finish is clicked, a pop-up window will appear on the top right of the screen indicating that the pay periods have successfully been queued for closing. 14. The following screen will display a check mark indicating the most recent closed payroll policies. Open Pay Periods 1. Select Open Pay Periods from the Payroll menu. 25

26 2. Select the applicable payroll policy. 3. Enter the date or select the date from the calendar in the Re-Open Starting field. 4. Click Finish. 5. The following pop-up will appear in the top right portion of the screen confirming that the selected payroll policies have been re-opened. 26

27 Payroll Data Transfers Create the Web Pay Payroll Export File or select Payroll Data Transfer to create the Web Pay File. Main Menu» Click Transfer to transfer the payroll data. Click the Configuration Name to display or modify the details. Click Add to add a payroll data transfer. Check the box adjacent to the Configuration Name and click Delete to delete the payroll data transfer. Transfer Payroll Data» 1. Via radio button selection, choose the date range for the transfer. If Manual Date Range was selected, enter the date range. 2. Click Transfer Payroll Data. 3. Click Cancel to discard any changes and close the window. 27

28 4. A message will appear indicating that the payroll data has transferred successfully. 5. Navigate to Web Pay. 6. Create the import payroll in Web Pay. Payroll Lockout 1. Select Begin Payroll Lockout to place Web Time into a read-only state to prepare payroll. 28

29 2. This message notifies users about the payroll lockout. 3. Select End Payroll Lockout to return Web Time to full functionality. Important Notes Employees can view timesheets during the lockout. They cannot edit timesheets. Supervisors can view time cards and schedules during the lockout. They cannot edit time cards or schedules. Employees can punch via clocks, Employee Dashboard, or Web Clock during the lockout. Projection to Pay Current To complete payroll before the end of the payroll period, project the remaining hours of the current payroll period and then reconcile the projected hours with the actual hours in the following pay period. Users may filter the display of information. Add New Projection» 1. Click Add New Projection to create the projection batch for the remainder of the current pay period. 29

30 2. Enter the Projection Name. 3. Type in the start and end dates, or choose the dates from the calendar in the respective fields. 4. Check or uncheck the Include weekends box. 5. Click Apply All to add all payroll policies. 6. Select Manual or Schedule from the drop down. 7. Click Queue Projections. 8. Click Cancel to discard any changes and close the window. 9. Click Show employees with projected hours only to remove any zero hour employees from appearing in the search. 10. Click Return to be directed to the main Projection & Reconciliation page. 11. Once the batch has processed, click the Batch Name link to edit the projection batch if necessary. 12. Create the Web Pay Payroll Export and Web Pay Projection Export for the current pay period. 30

31 Edit Projection» 1. Click the batch name link within the Batch Name column. 2. Click on the plus sign (+) adjacent to the employee's record to add or delete records. 31

32 3. Click Save changes to apply the updates. 4. Click Cancel changes to discard the changes. 5. Click Add New record to add a new line for entry. Delete Projection» 1. Click the X to delete the batch. 32

33 Reconciliation to Pay Current To complete payroll before the end of the payroll period, project the remaining hours of the current payroll period and then reconcile the projected hours with the actual hours in the following pay period. Users may filter the display of information. Add New Reconciliation» 1. Click Add New Reconciliation to create the reconciliation batch for the previous pay period. 2. Enter the Reconciliation Name. 3. Select the Projection Batch from the drop down. 4. Check the applicable boxes and click Queue Reconciliation. 5. Click Cancel to discard any changes and close the window. 33

34 6. Click Show out of balance employees only to see employees whose reconciliation hours differs from the projected hours. 7. Click Return to be directed to the main Projection & Reconciliation page. 8. Once the batch has processed, click the Batch Name link to edit the reconciliation batch if necessary. 9. Create the Web Pay Reconciliation Export for the previous pay period. Edit Reconciliation» 1. Click the batch within the Batch Name column. 34

35 2. Click on the plus sign (+) adjacent to the employee's record to add or delete records. 3. Click Save changes to apply the updates. 4. Click Cancel changes to discard the changes. 5. Click Add New record to add a new line for entry. 6. A notification will appear to indicate the batch has been saved successfully. Delete Reconciliation» 1. Click the X to delete the batch. 35

36 36

37 REPORTS Run the Employee Time Card Report 1. Select the Employee Time Card Report in the Reports Library or Scheduled Reports section, or enter information in the Search field to find specific reports. 2. Enter the name of the report. 3. Set the report parameters to report only the employees that will move to payroll. 4. Select the pay period or date range. 5. Click Generate my report. Web Time Employee Time Card Totals Select the Employee Time Card Report in Reports Pickup. The last page will display pay type totals. Compare these totals to the batch totals in Web Pay after completing the import process. 37

38 Request and Schedule a Report 1. Enter the name for the report. This will be the name of the report after it is generated. 2. Select if the report will be Public or Private. 3. Select which employees will be represented in the report. 4. Select how the file should be formatted (PDF, Excel, RTF, TIFF, or CSV). 5. Select types of filters needed for the report. 6. Select date ranges for the report. 6a. Select Current Pay Period if the report should include data from the current pay period. 6b. Select Previous Pay Period if the report should include data from the previous pay period. 7. Indicate how the report should be delivered (one time or recurring). 8. Enter a date to generate the report. 9. Administrators can request an notification when the report is ready. 10. Click Generate my report. 38

39 39

40 Create the Web Pay Payroll Export File Create the Web Pay Payroll Export File or select Payroll Data Transfers. 1. After closing the pay period, click Reports. 2. Select the Web Pay Payroll Export report in the Reports Library or Scheduled Reports section. 3. Enter the name of the report. 4. Configure the Export Options as applicable. 5. Set the report parameters to report only the employees that will move to payroll. 6. Select the pay period or date range. 7. Schedule the report. 8. Click Generate my report. 9. Select the Web Pay Payroll Export report in Reports Pickup. 10. Save the report in the directory that contains all the payroll import files. 11. Navigate to Web Pay. 12. Create the import payroll in Web Pay. Search for Reports Enter information in the Search field to find specific reports. 40

41 WEB PAY Import the Web Time File into Web Pay 1. Navigate to Web Pay. 2. Create the import payroll in Web Pay. 3. Select the payroll data transfer or upload the payroll export file. 4. Complete the payroll in Web Pay. 5. Verify the Batch Totals. 6. Balance the payroll to Web Time. 7. Submit the payroll. Web Pay Batch Totals Verify that the totals on the screen match the totals at the bottom of the Employee Time Card Report. 41

42 Click Register to view and print the Preprocess Register to verify the payroll is correct. 42

43 GLOSSARY Group Time Card: Allows a user to manage employee time card activity for a selected date. G Invalid Terminal Punches: Any terminal punches which do not record correctly due to issues such as an invalid terminal or invalid badge number. I M Mass Transaction Editor: Enables a user to modify several employee time cards at one time. Pay Period: The time duration within which the amount a worker has earned is determined so that the worker can be paid properly. Payroll Data Transfer: Transfers a Web Time import file to a selectable Web Pay batch type for payroll processing purposes. Payroll Lockout: Places the module into a read-only state. Typically, this is activated when preparing to enter and submit payroll. P Supervisor Dashboard: Centralized location for administrators or supervisors to respond to critical time and labor events. S Web Time: Time and attendance solution module. W 43

44 INDEX A Account Access 6 Add Payroll Data Transfer 22 Attendance Exceptions 15 Attendance Points 12 B Begin Payroll Lockout 27 C Close Pay Periods 23 D Dashboard Filters 4 Dashboard Settings 8 F Filters 2 G Group Time Card 17 H Help 6 I Invalid Punches 16 M Mass Transaction Editor 19 Missed Punches 10 O Open Pay Periods 24 P Payroll Data Transfers 25 Pending Time Off 11 Projection 28 Punch Map 17 Q Quick Reference Guides 2 R Reconciliation 32 Request and Schedule a Report 36 S Saved Searches 5 Scheduled vs Actual 7 Search and Navigation 2 Search for Reports 38 Status Board Totals 9 Supervisor Dashboard 7 W Web Pay Batch Totals 39 Web Pay Time Import 39 Web Time Payroll Processing 1 44

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