Time and Attendance. User s Manual Version 1.0, Updated 10/01/2007

Transcription

1 Time and Attendance User s Manual Version 1.0, Updated 10/01/2007

2 Table of Contents Administrative Login...1 Navigating the Menu...2 Company Information 3 Locations.6 Departments...8 Jobs/Projects Employees 13 Managers..20 Monitoring.23 Reporting..25 Utilities...31 Support.34 Managing Employee Time Cards...35 Employees and the Time Clock..39 2

3 Chapter 1 Administrator Login Accessing the Time and Attendance Portal To create your own version of this template, select File New and choose this template. Be sure to indicate "template" as the document type in the bottom right corner of the dialog. You can then: 1) Open Internet Explore and enter the web site address for your time clock. 2) Click Admin Access 3) Enter your Username and Password and click Validate.

4 Chapter 2 Navigating the Menu Navigating the Time and Attendance Portal Once you have been validated, you will enter the portal. Use the navigation pane located on the left of the interface to browse the user options available. Click on an Section Category to View Its Contents Click on a specific option to open that option or feature 2

5 Chapter 3 Company Information Company Information. Provide the basic Company Information 3

6 Company Options. Select the Payroll Start Day, which is used for calculating weekly overtime if applicable and configured at the Departmental level Select the Clock Reset Delay. This is the amount of time the employee portal will wait before it will automatically reset in the event an employee does not log out or select to return the time clock scanning page. The Time and Attendance System provides several Memos which may be displayed to an employee when the access the system to clock in, clock out, or review their time and attendance records. The company memo would be displayed for all employees at within the company. Payroll Cycle select the company payroll cycle, and configure any additional required information if applicable. 4

7 Company Valid Pay Codes. Select the valid pay codes for the company. These codes will be used for adding other hours to an employee time card. 5

8 Chapter 4 Locations Configuring Location Information and Options The Time and Attendance portal supports multiple locations. Select the Management Section from the Menu Click on Locations 6

9 To add a new Location Click Add New Location in the Upper Right Corner To edit/review an existing locations, double-click the row Select the Time Zone for the Location. The Time and Attendance servers are located in the Central Time Zone but adjust all time entries based on a locations time zone. The Time and Attendance System provides several Memos which may be displayed to an employee when the access the system to clock in, clock out, or review their time and attendance records. The location memo would be displayed for all employees at that location. 7

10 Chapter 5 Departments Configuring Department Information and Options The Time and Attendance portal supports an unlimited number of departments. Select the Management Section from the Menu Click on Departments 8

11 To add a new Department Click Add New Department in the Upper Right Corner To edit/review an existing department, double-click the row Provide the Department Description Provide the Department Code. This is an optional field but is required for some payroll provider exports. Weekly Overtime Enable or Disable the Weekly Overtime Option for the Department. Weekly overtime is calculated on a 7 Day Week based on the Work Week Start Day configured in the Company Configuration Options 9

12 Daily Overtime Enable or Disable the Daily Overtime Option for the Department. This feature is usually disabled but may be necessary for certain union or labor contracts. Service Options Job Costing The Time and Attendance portal supports Jobs or Projects. This allows time to be allocated to a specific Job or Project for reporting purposes. If this option is enabled, employees within this department will be provided with a list of active jobs/projects to select from when they clock in, return from break, or return from lunch. The Time and Attendance System provides several Memos which may be displayed to an employee when the access the system to clock in, clock out, or review their time and attendance records. The department memo would be displayed for all employees within that department. 10

13 Chapter 6 Jobs/Project Configuring Job/Projects Information The Time and Attendance portal supports an unlimited number of jobs/projects for use with Departments which have the Job Costing Option Enabled Select the Management Section from the Menu Click on Jobs 11

14 To add a new Job Click Add New Job in the Upper Right Corner To edit/review an existing job, double-click the row Provide the Job Description Set the Active Status for the Job/Project 12

15 Chapter 7 Employees Configuring and Managing Employees The Time and Attendance portal supports an unlimited number of employees Select the Management Section from the Menu Click on Employees 13

16 To add a new Employee Click Add New Employee in the Upper Right Corner To edit/review an existing employee, double-click the row, and an options dialog will appear. Select Edit Employee from the options dialog 14

17 Employee Information Provide the Employee First and Last Name Provide the Employee Social Security Number, which is encrypted when stored in our systems database Provide an Optional Employee Number, which is sometimes required for various payroll exports Select an Employee Type (Full-Time, Part-Time, Seasonal) Select an Employee Mode. The options are Hours and Attendance or Attendance Only. The difference is that employees on the Attendance Only mode are not included in the Time and Hours Report, and the subsequent export for payroll processing. Select a Location and a Department Provide the Additional Basic Employee Information The Time and Attendance System provides several Memos which may be displayed to an employee when the access the system to clock in, clock out, or review their time and attendance records. The employee memo would be displayed only for the selected employee. 15

18 Scheduling and Breaks Configure the Employee s Scheduled Work Day Start Time and associated rounding if applicable Configure the Employee s Scheduled Work Day End Time and associated rounding if applicable Configure the Days of the Week an Employee may clock in. Configure the Auto Lunch Deduction. 16

19 Methods/Options Select the Access Methods for the Employee Configure the Employee s Remote Access 17

20 Fingerprint/Photo Select Upload Employee Photo to upload a new employee photo. A new popup window will be displayed, allowing you to browse and select a local image file to upload and use for an employee image Images are scaled and expected to be at a 4:3 ratio Select Register Fingerprint to register an employee fingerprint. A new popup window will be displayed and the employee will be prompted to place their fingerprint on the scanner 3 times. Each time, the captured fingerprint image will be displayed for visual confirmation. Once completed, a new image of the employee fingerprint will be displayed 18

21 Notifications Configure Notifications for s, pages, based on an employee clock in, clock out, lunch break, or break I 19

22 Chapter 8 Managers Configuring Managers The Time and Attendance portal supports an unlimited number of managers Select the Management Section from the Menu Click on Managers 20

23 To add a new Manager Click Add New Manager in the Upper Right Corner To edit/review an existing manager, double-click the row Provide the Manager Full Name Provide a Username and Password for the Manager Click the Permissions Tab 21

24 Configure the Managers Permissions 22

25 Chapter 9 Monitoring Employee Monitor The Employee Monitor provides a report of all employees depending on the selected criteria. The report and display updates automatically every 90 seconds. Managers can filter the report by location, department, and clock status depending on their needs. 23

26 Job/Project Monitor The Job/Project monitor provides a report of all employees currently working on a selected project or all projects. The report and display updates automatically every 90 seconds. Managers can filter the report by location and job or project depending on their needs. From either monitor, double-click on an employee row to receive a pop-up window with employee options. The employee options dialog will provide you with the option to edit/view the employee profile or view the employee time card.. 24

27 Chapter 10 Reporting Select the Utilities Section from the Menu The Time and Attendance Portal provides a wide variety of reporting. All of the reports have the following additional elements. Double Click on any employee row for the Employee Dialog Options PopUp window, allowing you to view the employee time card or open the employee record Drag and Drop Column Headers for Grouping Click on any Headers for Sorting Export any Report to Microsoft Excel Daily Attendance Report The Daily Attendance Report provides a list of employees present for a specific report date. 25

28 Daily Absence Report The Daily Absence Report provides a list of employees not present for a specific report date. Time/Hours Report The Time/Hours Report provides a summary of all hours for payroll entry. This report is based on payroll periods and only includes employees with a mode of Time and Attendance. Employees with a mode of Attendance Only are excluded from this report. Depending on your configuration, you may also have the opportunity to export this data directly to a payroll service provider. 26

29 Jobs/Projects Report The Jobs/Projects Report provides a summary of Employee hours by Job/Project for a specified date range. Clock In Report The Clock In Report provides a list of Employees where the Employee s first Clock In is after a specified time for a given date range. 27

30 Clock Out Report The Clock Out Report provides a list of Employees where the Employee s last Clock Out is before a specified time for a given date range. Tardy Report The Tardy Report provides a list of Employees where the Employee s last Clock Out is before a the scheduled start time within an Employee s file for a given date range. This will only examine employee s with a scheduled start time configured. 28

31 Left Early Report The Tardy Report provides a list of Employees where the Employee s last Clock Out is before a the scheduled start time within an Employee s file for a given date range. This will only examine employee s with a scheduled start time configured. Blocked Access Report The Blocked Access Report shows all login attempts which were refused/blocked by the system based on Work Day restrictions of access method restrictions. 29

32 Exceptions Report The Exceptions Report displays a list of employees who have time records that are inaccurate or are missing information. This is usually the result of incorrect manual intervention. These records must be corrected in order to accurate calculations to be performed for an employee. 30

33 Chapter 11 Utilities The Time and Attendance portal provides several useful utilities. Select the Utilities Section from the Menu Use the Global Changes Utility to apply configuration changes to locations, departments, etc. Applying Start Times to Multiple Employees 31

34 Applying End Times to Multiple Employees Adding Other Hours to Multiple Employees 32

35 Accessing the Time Clock 33

36 Chapter 12 Support Software Download and Installation Guide Browser Configuration Guide Technical Support and License Information User s Manual 34

37 Chapter 13 Managing Employee Time Cards Viewing an Employee Time Card From any Monitor, Report, or Employee Listing, Double Click on the Employee Row. Click View Time Card from the Employee Options Pop Up Window 35

38 Editing an Employee Time Card Entry Double Click on any Row Detail. Select Edit Entry Deleting an Employee Time Card Double Click on any Row Detail. Select Delete Entry and Confirm when Prompted 36

39 Adding a New Employee Time Card Entry Select Manual Entry, Add Time Clock Entry Enter the Data and Click Add Entry 37

40 Adding Other Hours to an Employee Time Card Select Manual Entry, Add Time Clock Entry Enter the Data and Click Add Other Hours 38

41 Chapter 14 Employees and the Time Clock Selecting a Time Clock Mode From the Initial Time and Attendance Portal Home Page, Select Fingerprint Access or Keyboard Access Fingerprint Access Place the Employee Finger on the Sensor until the Image appears 39

42 The Employee must then Verify the Last 4 Digits of their Social Security Number The Employee will may then interact with the Employee Portal 40

43 Keyboard Access The Employee should enter their Social Security Number and Remote Password The Employee will may then interact with the Employee Portal 41

44 Employees may change their remote password at anytime or are forced to every 30 days 42