TELEPHONE TIME REPORTING SYSTEM

Transcription

1 ESTĒE LAUDER COMPANIES TELEPHONE TIME REPORTING SYSTEM The Estēe Lauder Companies Time Reporting System was designed to facilitate time reporting, approval and access to payroll information for all promotional artists and field personnel. By simply using a touch-tone phone, you can now enter time worked, get an update on the status of your time entries and inquire about prior payment information. This booklet has been created to help you understand the basic features and functionality of the system. Reference charts have been included, and event numbers for all EL companies. There is also a question and answer section that you should read carefully before calling the system for the first time and a weekly time log to help you keep track of the necessary information required for time Telephone Summary Transactions. If you have any further questions regarding the telephone time reporting system, please feel free to contact your payroll representative.

2 Questions & Answers How do I know if I am set up on the system? If you are currently being paid as a promotional artist you are also set up for the Time Reporting System. If you are newly hired by an Estee Lauder Company, your new hire paperwork must first be processed before you can gain access to the sytem. To check your access status, you can call the Reporting System and enter your Employee ID. If you are told to proceed to establish a personal identification number, access has been granted. If the system speaks, an invalid identification sequence message, your access has been denied. Please contact your account executive if system access is denied. Is the 800 phone number used for all U.S. Estee Lauder Companies? Yes. There is only one 800 number for all U.S. Estee Lauder Companies What steps should I follow the first time I access the Time Reporting System? The system will ask you to enter in your 6 digit EL Employee ID, then establish your PIN, then voice record your name. From that point you will be taken to the main menu for the various entry or inquiry options.

3 What is a PIN and why do I need one? A PIN is a Personal Identification Number that you create to add an extra layer of privacy and protection when entering your time reports or inquiring information. Please be sure to keep you PIN confidential and choose a PIN that is easy to remember. Please note, certain PIN combinations are not valid. For example, a PIN combination of all one number type (1, 1, 1, 1,) are not valid and will not be accepted by the system. If you forget your PIN you can reset it by following the voice prompts (see chapter XXX for details). Do I still need to fill out a time card and have it approved? No. The Time Reporting System will electronically document your time worked. A convenient time log is included in this booklet to help you keep track of the work information you will need when entering time Telephone Summary Transactions into the system. An example on how to record and recap your time entries is included on the first page of the time log section. What is considered the end of the week and when must I enter in the information? Each week ends on a Sunday. All time Telephone Summary Transactions entered and approved by Midnight Monday Pacific Standard Time will be paid by check on the Thursday of that week. All time Telephone Summary Transactions entered and/or approved after that cut off will be paid on the Thursday of the following week.

4 "When is the time Reporting System available? The Time Reporting System is available seven days a week, 24 hours a day. You can begin to input time worked in the current week from Wednesday on of that week. What if I did not enter my time for the current week? The Time Reporting System will allow for entry of prior weeks work but not beyond one month from the current week. Do I need to enter my time Telephone Summary Transactions on a daily basis, and if not, how often? You do not have to enter your time daily. You may either enter your time once a week or after you have completed an event. We recommend you enter your time promptly. Do not wait until Monday if you finish hyour work week before Sunday. What if I forgot to enter some time for a prior week I have already been paid for? The Time Reporting System will allow you to enter this information, but it will be put on an automatic hold and not released until approved by your authorizer.

5 What if I realize I made a mistake in my time entry after I hang up the phone? You can call the Time Reporting System to either inquire on what you have entered or change your entry so long as it has not been authorized by your Estee Lauder approver. If the entry has been approved and needs to be corrected, this can only be done by the authorizer. How will I know which Estee Lauder Company(ies) I am set up under? If you are only set up under one Estee Lauder Company, the system will tell youo that Company. If you reside on several Companies, the system will prompt you through all Companies you are set up under. If you have worked for one of the Estee Lauder Companies, but you do not hear that Company name, then you should contact the account executive for that Company to determine if your paperwork has been sent in. Be sure you do not enter time of one company for another. J the system will always ask you what company you are reporting for and then speak the information back to you. Should you make an error you may choose to change it. What is the necessary information I need for the Time Reporting System? The critical information you need is the Estee Lauder Company, event number, door number, and total hours for each event/door combination.

6 Are the door and event numbers the same for all Estee Lauder Companies? The door number are the same for all Estee Lauder Companies. The event numbers may vary but the Time Reporting System will prompt you as to what is available for the company you are reporting time for. In addition, the available event codes are also listed in this booklet. How do I know I have entered the correct door number? When you enter the door number the system will speak back the six digit number and a store name. there may be times when the system will not be able to provide both a door number and a store name. That is why it is important to always listen for the door number, and the system will ask that you confirm it is the correct door. How is time worked entered? Time is entered by keying in the number of hours and minutes followed by the number sign (#) on your touch-tone phone. The only valid minute entries are: 00, 15, 30, 45. Each entry must have an hour and minute sequence and the last two digits of your entry will be considered as minutes. To enter 21 and ½ hours, key in 2, 1, 3, 0, #. To enter ½ hour, key in 0, 3, 0, # To enter 9 hours, key in 9, 0, 0, #.

7 How are training days entered? Training is entered in number of full days, then half day, followed by the number sign. Not that a half day is represented by keying in a 5, #. To enter 2 days, key in 2, 0, # To enter 1 and ½ days, key in 1, 5, # To enter ½ day only key in 5, # What are Non-Door Events? Non-Door Events are hours you may have worked not related to events or training schools. Your account executive will inform you when you have such a situation. What do I do if I have selected an option by mistake? To return to the main menu from anywhere in the system press the * then # key.