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

Transcription

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

2 Overview Experience Works is moving to an automated time entry system called etime. etime will: Eliminate paper timecards throughout the organization Improve time reporting accuracy Allow staff to enter and review worked and non-worked time on the computer Allow managers and to review, edit and approve staff time on the computer Communicate hours directly with the payroll system so that Payroll staff no longer has to manually key thousands of timecards every two weeks. Slide 2

3 Accessing etime To access etime: Open the Experience Works Internet page, Click the link for etime Click the link for Employee Module Production. (If you are working from an RSC or National, choose the left column. If you are at any other location, choose the right column.) Slide 3

4 Logging On 1. Enter your ID (employee number) 2. Enter your PIN ( password is the default PIN) 3. Click the blue arrow button Slide 4

5 Timecard Editor This is the default screen that you will see upon logging in. The Pay Period selection defaults to the current pay period and you can use the Time Period drop down menu to select a timecard for any of the next three pay periods. Slide 5

6 Adding Worked Durations Each pay period, you will be responsible for entering durations of time in the Punch Hours column of the Timecard Editor. After the durations are entered, click Save. Click into each cell and enter the total number of hours per day. By default, the hours are charged to your primary accounting unit. Slide 6

7 Adding Worked Durations Worked durations may be entered for any day in the current pay period prior to the pay period end deadline. Subtract any meals and unpaid breaks from the total duration entered. It is not required to enter the durations on a daily basis, however, it may be easier to enter daily if each day varies. You also have the ability to enter non-worked durations for future pay periods but you will not be paid for that time until the future pay period closes. Durations can not be entered for a past pay period that has already been approved and signed off by Payroll. Slide 7

8 Saving Worked Durations After saving, the words Timecard Editor will change from orange to black as a visual indicator of the save, and you will see totals at the bottom of the timecard. 80 hours of Regular Slide 8

9 Entering Worked Durations in a Non-Primary Accounting Unit 1. Drop down the Labor Levels box and choose Acct Unit 2. Type the new accounting unit number, or click the magnifying glass icon and an accounting unit list will appear. 3. If you are using the list, find the accounting unit by typing the first few numbers in the Position to box and click Go. Use the arrows to scroll, then click on the appropriate accounting unit 4. Enter the number of hours in the Punch Hours column. 5. Save Slide 9

10 Inserting New Rows In order to enter two or more different accounting units or worked and non-worked time on the same day, you will need to insert a new row in the timecard. Click the bent arrow icon to add a new row Slide 10

11 Entering Non-Worked Time Non-worked time such as vacation or sick is entered in the Pay Code column of the timecard. 1. Type the pay code short name in the Pay Code cell (example: VA), or click the magnifying glass icon and select a pay code from the list. 2. Enter the number of hours in the Punch Hours column. 3. Save Slide 11

12 Pay Code Short Names BR Bereavement HL Holiday Hours JU Jury Duty LWO Leave without pay PL - Personal Leave RG - Regular SK - Sick TH Training VA - Vacation Slide 12

13 Deleting Rows and Durations To delete in information in a row: 1. Click the blue X button next to the row that you want to delete. You can delete multiple rows by clicking the Days to highlight prior to clicking a blue X button. 2. Click the Yes button to delete the selected row(s). In addition to deleting all values in a row by using the X button, you have the option of deleting hours by clicking directly into the Punch Hours cell and hitting the Delete key on your keyboard. Slide 13

14 Adding a Comment Comments can be added to time records to explain unusual circumstances. To show and edit comments, drop down the Actions Menu from the Timecard Editor and choose the link for Hide/Show Comments. To enter a comment: Place cursor in the Comment field and type the desired comment. OR Click the magnifying glass to select a comment form the list. Click Save Slide 14

15 Timecard Inquiry The Timecard Inquiry screen gives you almost the same menus as Timecard Editor, but you are not able to edit your time or enter comments from this screen. For the most part, this screen will not be used. View contains an option for Employee Defaults, which shows labor level and pay rules Slide 15

16 Notes The Notes column on the Timecard Inquiry and Timecard Editor screens indicates additional information about the durations. The most common Note is C, which means that there is a comment on the time record. A Notes code key is on the next slide for your reference. Slide 16

17 Notes Code Key Y All lunch deductions cancelled A Automatic deduction(s) or addition(s) were applied to the time record $ - There is a monetary adjustment associated with the time record C There is a comment entered on the time record F A ForceOT transaction was applied to the time record S The Force New Shift option was applied to the time record Slide 17

18 Timecard Approval Each duration employee will perform an employee approval at the end of the pay period after all durations have been entered and reviewed for accuracy. Approval should occur as close to the end of the pay period as possible to avoid edits after approval. Once your manager sees the employee approval, they can perform the manager approval. After the manager approves, the employee will no longer be able to edit their timecard. Additional edits after manager approval will need to be completed by the manager. Slide 18

19 Timecard Approval To approve all rows in the timecard, click Select, then Select All to highlight all the time records. To approve specific records, click the days to highlight. Once the rows are selected, click Actions, then Approve. The Approval Level column will now show a number 1 for all employee approved records. Slide 19

20 Navigation Error etime contains its own controls for navigation. It is not recommended to use the Back/Forward buttons as you will lose unsaved edits and the system may display the following error screen. If you receive a navigation error, Click OK to return to your last active function. Slide 20

21 Home The Home link will take you back to the Timecard Editor screen. Slide 21

22 My Profile Change PIN You can change your PIN at any time by clicking the My Profile link at the top right corner of the screen. A new box will appear, and you will click the link for Change PIN to enter the new PIN using the steps below. 1. Enter your Current PIN 2. Enter your New Pin in the New PIN and Verify PIN boxes 3. Click the Change button Slide 22

23 My Profile Change Language You can change the language at any time by clicking the My Profile link at the top right corner of the screen. A new box will appear, and you will click the link for Change Language to enter the new language choice using the steps below. Click the language you want to change to and it will become the default. Slide 23

24 Help Feature Access the etime help feature by clicking the Help link at the top right corner of the screen. After the online Help opens, you can navigate by: Selecting a topic from the left side of the display Clicking a linked word Selecting a topic from the Related Topics list Selecting the Index view and clicking an entry Slide 24

25 Printing Your Timecard Log in to etime and bring up the Timecard Editor or Timecard Inquiry screen Click File, Print Preview Slide 25

26 Printing Your Timecard Click the Landscape Icon Slide 26

27 Printing Your Timecard Drop down the box that says As laid out on screen and choose Only the selected frame Slide 27

28 Printing Your Timecard Check to make sure that none of the columns are cut off on the right side. If they are, drop down the Shrink to Fit box and find the option that shows the entire screen. Usually 50% will work. Slide 28

29 Printing Your Timecard When the entire window is in view, click the printer icon at the top left of the page to print the timecard. Slide 29

30 Ending Your etime Session To log off, click the Log Off link at the top right corner of the screen. The system monitors your session for activity. If it detects no activity, such as saving data or navigating to another program, the system logs you off automatically. Slide 30