Supervisor Quick Guide

Transcription

1 Payrll Office: ext Supervisr Quick Guide This dcument prvides an verview f the daily functins and respnsibilities t be cmpleted by Supervisrs in the EMPOWERTIME Autmated Timekeeping System. What is EmpwerTime? EmpwerTime is an autmated wrkfrce management system that prcesses emplyee punch data and pay recrds that are custmized t yur cmpany s rules. EmpwerTime tracks exceptins based n the emplyees schedule s that supervisrs can mre accurately mnitr emplyee wrk activities. Supervisrs can review daily and weekly hurs nline r by running reprts, and can make crrectins t emplyee recrds as necessary. At the end f the pay perid, the payrll team exprts EmpwerTime data fr prcessing in the payrll sftware. Initial Dwnlad Type unitimeclient.dixie.edu int an Internet Explrer web brwser t dwnlad the sftware. Initial Lgin After yu have dwnladed the sftware, click n the Empwer Sftware Slutins V9 desktp icn r g t Start > All Prgrams > Empwer Sftware Slutins > Empwer Sftware Slutins V9. At the lgin screen, enter yur assigned User ID and passwrd (if yu are nt sure what this is, please cntact the Payrll Office). Clcking in and ut There are tw ways t clck in and ut: 1. Timeclck Chse the actin yu want and either swipe yur Higher One Card r punch in yur emplyee number. It will tell yu punch accepted if it read yur punch. 2. Web entry g t dscwebentry.dixie.edu and enter yur Banner ID number and passwrd. Yur passwrd is the same passwrd yu have fr Banner selfservice. Web entry is als used fr time ff requests fr full-time emplyees. Emplyees Sectin In the bttm left hand crner, click n Emplyees. This will change the cntents screen right abve the list t shw all f the Emplyee Screens. After the initial selectin, all ther screens can be accessed frm the Cntents sectin f the left navigatin bar.

2 Supervisr Quick Guide p2 By default, the emplyee with the lwest emplyee number will be displayed when initially accessing the Emplyee sectin. View the Emplyee Prfile Cntained n the Main and Time Attendance tabs. Infrmatin n these tabs is entered and maintained by the Payrll Office. Please cntact yur HR r payrll department if incrrect infrmatin fr yur department s emplyees is fund. Navigating with Arrw Buttns Use the arrw keys t mve frm recrd t recrd. Mves t the first emplyee in the list srted by Emplyee Number. Mves ne emplyee number lwer than currently selected emplyee. Mves ne emplyee number higher than currently selected emplyee. Mves t the last emplyee in the list srted by Emplyee Number. Emplyee Search Click the magnifying glass navigatin buttn: Enter search criteria using the emplyee s badge number, emplyee number, r name by clicking in the first blank line in the grid sectin f the screen. In that field, begin typing the criteria t filter the search. Example: In the Emplyee Number field, begin typing 99 and all emplyees whse numbers begin with 99 will shw. T und the filter, click n the unfilter buttn t return t the cmplete list If yu need t search using additinal criteria, click the Field Chser and select the additinal clumns yu wish t see n the Search screen.

3 Supervisr Quick Guide p3 Use the Dashbard view fr easy management EmpwerTime s Hme Dashbard screen prvides an easy way t manage daily and weekly supervisr tasks. Click the wrkflw icns t see detail n the same Hme screen. Timecard Punch Types IND In fr Day OUTD Out fr Day IDA In fr the Day Again OUTL Out t Lunch (Begin Lunch) INL In frm Lunch (End Lunch) MAX t transfer t anther department/index cde Punch Clrs Black: Unedited timeclck punches Green: Edited punches Red: Missing punches Gld: Apprved punches (frm apprved timecards) Pay Recrd Clrs (shws n timecard as P-REC) Blue: Unedited pay recrds inserted frm apprved time ff requests Black: Edited r inserted pay recrds Save changes by clicking the checkmark OR Click Save (depending n the screen) Clicking Clse will autmatically pst (i.e., recalculate) the changes. Review Missing Punches Supervisrs review missing punches and create pay recrds fr all nn-punched paid time ff. *Nte that until the current wrkday has ended, an emplyee with an In fr Day (IND) punch will shw the Out fr Day (OUTD) punch as missing. D nt crrect this punch. Only crrect missing punches fr days prir t the current wrkday. If an

4 Supervisr Quick Guide p4 emplyee has punched back in frm lunch, leaves again and then returns t wrk, the emplyee will punch In fr Day a secnd time which creates a punch type called In fr Day Again (IDA). Missing Punches are reviewed by clicking the Dashbard Missing Punches icn. This screen allws supervisrs t edit missing punches in a single screen fr all f the emplyees in the supervisr s assigned department. There are tw ways t edit the missing punch: 1. Directly n the Missing Punch Edit screen: In the Time clumn, replace the?? with the crrect time (including a r p fr am r pm) and press ENTER. The scheduled In fr Day and Out fr Day times are listed next t the missing punch t help determine the crrect missing time (full-time nly). T view details abut the surrunding punches, click the + sign t the left f the recrd. Once the missing punch is cleared, the recrd disappears frm the Missing Punch Edit windw, but can be accessed frm the Emplyee s Timecard screen. 2. T edit the missing punch n the emplyees timecard: duble-click n that emplyee s line t pen the individual emplyee s detail timecard view: Using this methd, the punch type r date and verride runding r lunch deductin rules can be changed (but cannt be changed using the ther Missing Punch Edit methd). T crrect missing punches in this detail screen: Click n the?? in the red missing punch, type in the crrect time, and press ENTER t save yur changes. Press t recalculate. OR duble-click n the?? t bring up the punch Detail windw. Enter the crrect time, enter a cmment and click the checkmark at the tp t save.

5 Supervisr Quick Guide p5 *Cmments * Make sure t add cmments t everything yu d. This way if there is ever a questin abut a punch, the cmments will help explain what change was made and why. Edit punched time Select the Timecards tab. Duble-click the recrd that needs t be edited, r highlight the recrd and press the Edit buttn. Add new punches Select the Timecards tab. Click the + Punch buttn. Select the crrect punch type Enter the time using AM/PM (12 hur) time Enter the date by typing ver the default r by clicking the dwn arrw t access the Calendar. Add cmments Click the checkmark buttn t save. Click Clse t exit the Punch Detail screen, r press the plus sign buttn t add anther recrd. Psting punches After making changes t a timecard, click the Pst buttn t pst the punches fr daily and weekly ttal calculatin.

6 Supervisr Quick Guide p6 NOTE: Crrectins shuld nly be made n days that have already been cmpleted in full. If yu lk at an emplyee s timecard while they are still clcked in, a missing punch recrd fr the OUTD punch will shw. This missing punch recrd will be remved when the emplyee punches ut fr the day. Paid Time Off Paid time ff shws up n the timecard as a Pay Recrd (P-REC). Befre adding a pay recrd fr paid time ff, check the emplyee s Attendance balance by: Click n the emplyee s Attendance screen r, Run the Attendance Balance Reprt r Attendance Detail Reprt Apprving Time Off Requests Time Off Requests (TORs) are set t pending when an emplyee submits fr a day r multiple days ff, using EMPOWERTIME WebEntry / WebESS. Yu shuld als be ntified f a pending TOR via an ntificatin. TORs are typically submitted fr Vacatin Days, Persnal Preference Days, Sick days, r any ther days ff that yur rganizatin may have as an emplyee benefit. T apprve / decline a Time Off Request (TOR) Click n the TOR s icn n the Tasks Dashbard. Select the Calendar View Tab at the bttm f the screen t view TORs in a Calendar view. Unclick the Date Range bx t see all f the TOR s (therwise yu will nly be able t see frm the beginning f the mnth n nthing frm the prir mnth). If any requests are pending, they will display with a Questin mark icn. Apprved Requests will display with a Green Checkmark. Declined requests will display with a Red Cancelled Circle.

7 Supervisr Quick Guide p7 Duble click n the emplyee s name t pp-up the apprval / decline windw The date being requested ff, alng with the emplyee s cmments, hurs ff being requested, and available benefits balances are listed. Type in any cmments yu wish t prvide t the emplyee in the Supervisr cmment field, and Select the Accept r Decline buttn.

8 Supervisr Quick Guide p8 If the request has been accepted, this autmatically creates the EMPOWERTIME Pay Recrd, which will be exprted t Payrll at the Pay Perid s end. If the request has been declined, n further actin is required. NOTE: EMPOWERTIME will the supervisr when an emplyee submits a TOR. It will als autmatically yur emplyees with the apprpriate Accepted r Declined ntificatin, and yur Supervisr cmments, if any. The next time the emplyee lgs int EMPOWERTIME WebEntry/WebESS, they can als see the apprpriate Apprved Green Checkmark, r Declined Red Cancelled Circle by their request. END OF PAY PERIOD STEPS Apprving Timecards Timecard apprvals shuld nly be dne after all missing punches and vacatin pay recrds have been added and all ther timekeeping tasks have been cmpleted. Once timecards are apprved by supervisrs, punches can n lnger be edited and they cannt be unapprved by the supervisr. If an apprved timecard must be mdified prir t payrll prcessing, yu must cntact the Payrll Office t make the change. Timecards cannt be updated after payrll prcessing has begun. Timecard apprvals can be dne by yur whle department r individual emplyees n tw different screens depending n yur preference. T access the entire department, frm the Hme screen click n the Emplyee Apprvals icn in the Dashbard. A grid view f timecard apprvals appears: T apprve all emplyees in this view, click the Apprve All buttn but use this feature with cautin as nted abve. T apprve individual emplyees, click in the Timecard Apprved checkbx t the right f the emplyee s name and hurs. If the Timecard Apprved clumn des nt shw in the field, take the fllwing steps t mdify yur view. This change is nly effective fr yur user ID: 1. Click the small Field Chser icn in this grid (directly t the left f the first clumn): 2. In the fllwing screen, click n the ApprvedLevel1 checkbx.

9 Supervisr Quick Guide p9 3. Overwrite the clumn descriptin in the Captin clumn t be Timecard Apprved 4. Click the Save buttn. Timecards can als be apprved fr individual emplyees in that emplyee s Timecard screen: In the left Cntents screen, click n Apprvals/Reviews t apprve individual timecards. Punches fr the full active pay perid will change t gld t indicate they are apprved. Apprved time cannt be edited unless it is first unapprved. Please cntact the Payrll Office t unapprved time if necessary. REPORTS NOTE: Reprts are split int current r active reprts and histry reprts. Active reprts can nly be run n data that is in the current active pay perid. Histry reprts will pull all data that is in a prir pay perid. Timecard: Displays each emplyee s timecard and highlights missing punches. Timecard and Pay Recrds: Displays the emplyee s timecard with any pay recrds. Hurs Wrked Summary: Displays each emplyee s ttal hurs by pay type. Hurs Wrked Simplified: Displays each emplyee s time wrked per day.

10 Supervisr Quick Guide p10 Overtime: Displays each emplyee wh has incurred vertime in the active pay perid. Exceptins: Displays missing punches that need t be crrected as well as ther exceptins. Attendance Balance: Displays each emplyee s attendance plan assignments and balances. Request a Reprt View a Reprt Click Reprts in the left navigatin bar, then click All and chse the desired reprt. OR g t the Reprts menu > Active t view reprts fr the current pay perid and later, r Histry t view reprts fr histrical data fr clsed pay perids Chse the reprt t run (r frm the Reprts menu, chse the categry and then the reprt) Enter the reprt criteria Srt fields cntrl the rder that recrds appear n the reprt Range fields cntrl which recrds appear n the reprt Press Run Reprt Enter any additinal criteria - varies by reprt and generally includes date ranges Click Pending and Ready Reprts Requested Reprts Statuses Blue questin mark reprt is being generated Green checkmark ready t view Red x n data fr the selected criteria Pen and paper reprt has been viewed Click n the green check mark when the reprt is ready t view the reprt. Once the Ready buttn has been clicked and the reprt viewed, the icn changes t Viewed.

11 Supervisr Quick Guide p11 Click the printer icn t print the reprt r save as Adbe PDF frmat if it s been installed as a printer ptin n yur machine. Click the different view ptin icns t the right f the printer icn fr whle page, page width and 100% views. Use the navigatin buttns t view subsequent pages. Save a Favrite reprt - Frm Reprts in the left navigatin bar, chse Favrites Click the Cnfigure buttn and use the arrw keys t mve reprts t save as Favrites. Click Save and Clse. Nte that these are Active reprts nly, nt histrical. Once a reprt has been added as a favrite, it can be accessed by ging t Reprts > Favrites, r by clicking n the right hand blue Favrite Reprts tab. Nte that the Favrite Reprts tab will shw favrite reprts by gruping such as Emplyee, Analysis, Schedule and ther reprt categries. T re-run a favrite reprt, click the Run Reprt buttn. Delete a Reprt Reprts remain in the Pending and Ready list until deleted. Click n a reprt name in the list t select it and press the DELETE buttn (r Delete All if needed).