NOVAtime Payroll Tech Training Manual

2014 NOVAtime Payroll Tech Training Manual City of Lee's Summit 04/10/2014

Contents 1.0 Welcome!... 4 2.0 Accessing NOVAtime... 5 2.1 Logging In... 5 3.0 Dashboard... 7 4.0 Timesheet Hourly Detail... 8 4.1 Timesheet... 9 Entering Non Working Hours (other PayCodes)... 10 Notes/Comments... 12 Holidays... 12 Overtime, Comp, Call out, etc... 12 4.2 Timesheet and Accrual Summary... 12 5.0 Prior Period Adjustments... 14 5.1 Adjustments Instructions... 14 6.0 Reports... 19 6.1 Regular Hours Exception Report (Under/over 80 hours)... 19 6.2 Creating a Report for the Approving Supervisor... 19 Timesheet Approval Status (Required Report):... 21 Total Hours Report (Required Report):... 22 Detail Hours Report (Required Report):... 22 6.2 Additional Reports... 23 6.2.1 Accrual Balance Report:... 23 6.2.2 Timesheet Notes Report:... 24 6.2.3 Miscellaneous Reports:... 26 7.0 Approval and Submission of Timesheets... 27 7.1 Approval of entire Page of Timesheets... 27 7.2 Approval from the Timesheet Sub-Tab... 28 7.3 Final Timesheet Approval Report... 28 Appendix A: FMLA/DepSick/Military hours... 29 LSMO Payroll Tech Training Manual ver. 1.6.docx 33 2 of

Revision History Version Revised Date Revised By Summary of Revisions Made 1.0 12/22/12 NOVAtime team Original Document 1.1 01/18/13 Cathy Loveland New PayCode table added to Appendix A 1.2 01/24/13 Beth Johnson Updated report details added Supervisor signatures required 1.3 01/31/13 Beth New PayCode table added to Appendix A 1.4 06/18/13 Beth Added instructions for Regular Hours Exception report. 1.5 03/03/14 Beth Updated Pay Code table 1.6 04/10/14 Beth Removed pay code table, added text referring to updated pay code document LSMO Payroll Tech Training Manual ver. 1.6.docx 33 3 of

1.0 Welcome! Welcome to the Department Payroll Web Services training manual! NOVAtime 4000 is a robust software package with many options. Using this manual, you will learn how to use the NOVAtime system. The manual is organized both for your initial training and as a quick reference for daily tasks. Users are encouraged to read through the entirety of this manual and understand the content. We realize, however, that employees often have more work than time, and organized the manual appropriately. The organization of content in this manual allows a supervisor to find help with daily tasks quickly and easily. LSMO Payroll Tech Training Manual ver. 1.6.docx 33 4 of

2.0 Accessing NOVAtime The Payroll Tech Web Services Login is the entry point to NOVAtime 4000. To access the system, you will need a standard Internet browser (Windows Internet Explorer ). The URL for Payroll Tech Web Services is: http://lsattendweb/nova4000/wslogin.aspx?cid=host 2.1 Logging In NOVAtime uses a standard login screen. To access the system: Figure 2.1 Admin/Supervisor Web Services 1. Enter your username in the box labeled User ID (dept. payroll techs use your unique dept ID. Ex: itspay) (see Fig. 2.1). 2. Enter your password in the box labeled Password. You password is your network password. (dept. payroll techs use your unique dept. password. Ex: payroll13). Cancel the login process at any time by clicking the Cancel button. LSMO Payroll Tech Training Manual ver. 1.6.docx 33 5 of

Once you have logged in the FIRST thing you will need to do is check your compatibility settings in Internet Explorer. To do this, go to the Tools Menu and choose the Compatibility View Settings. Figure 2.2 Make sure that Display internet sites in Compatibility view is Unchecked. Then Close the window. Figure 2.3 LSMO Payroll Tech Training Manual ver. 1.6.docx 33 6 of

3.0 Dashboard When you first login you will see the Dashboard. The dashboard can be customized for your use and there is an Edit Setting to use to add/move dashboard apps. The Approval Status in the upper left corner tells the Payroll Tech how many of their timesheets are Open, Submitted, Approved, or Payroll which are the ones submitted to HR. Clicking on any of these status s will open a summary sheet with the timesheets in that stage. Figure 3.0 - The Dashboard LSMO Payroll Tech Training Manual ver. 1.6.docx 33 7 of

4.0 Timesheet Hourly Detail 1 3 2 Figure 4.1 Attendance>Timesheets Employee Time Entry Screen LSMO Payroll Tech Training Manual ver. 1.6.docx 33 8 of

Search by Name or ID in the Search box. Click on the Name column header to sort by name ascending/descending Figure 4.1b Filter and list of Employees 4.1 Timesheet The first area you will want to work in is Attendance>Timesheets Employee Time Entry screen. (See Figure 4.1 above). Here is where you will enter how many hours each employee worked in each of the pay codes used for the time period. The list of employees you are responsible for entering time for will show up on the Left Side of the screen. NOTE: You may sort the Employee names by clicking on the Name column header. It will toggle between ascending and descending. Above the employee list is a filter for viewing different Timesheet status (see Figure 4.1b) We will be viewing All Timesheets. Once you click on an employee the detail for the employee will show (shown above Figure 4.1). Selecting a Pay Period NOVAtime will default to the current pay period. If you wish to view your timesheet from a previous pay period, click the Date Selection Drop down field. 1 (see Fig. 4.1) and select a date from the desired pay period.(if entering Pay the Monday following the pay period, you will need to look at the Last Pay Period.) Converting minutes to tenths: When entering hours the time needs to be entered in tenths rather than quarters. For example, if an employee works 15 minutes the entry would be.3 rather than.25. See the table below. LSMO Payroll Tech Training Manual ver. 1.6.docx 33 9 of

Figure 4.2 Non-Exempt (Hourly Employees): The regular PayCode for hourly employees is called Work Hours or number 0. 2 In the first row, you can choose 0WorkHours for the hours that the employee worked that pay period. If you do not enter anything in the PayCode field, when you save it will default to 0WorkHours and so you do not have to enter the PayCode for regular work hours. Exempt Employees: If the employee is exempt then the timesheet for that Employee will already show a row which shows the regular schedule for the employee. The default PayCode for Exempt Employees is 100AutoPay.. Entering Non Working Hours (other PayCodes) 3 Click on the green Plus sign to add a row in order to add alternative PayCodes. (Figure 4.1 above). This will create an additional row to allow entering different types of PayCodes for the employee. Click in the PayCode field for a drop down of the possible PayCodes. (Figure 4.3 below) 1 Please refer to the Updated Pay Codes document found under training documents on my.cityofls.net. to see a complete list of PayCodes, the multiplier and how it should be entered, etc. Add a row for each PayCode you need (i.e.: vacation, sick, etc). Then click 2 into the day and put in the number of hours for that type of PayCode. Adjust the regular hours accordingly to make the total time for the day correct. (If it is an exempt employee it will automatically deduct the 100AutoPay hours.) Note that the employee cannot earn and take Comp time in the same time period (See Section 4.2) LSMO Payroll Tech Training Manual ver. 1.6.docx 10

Please note that Overtime is a PayCode and all Overtime should be entered manually here using the Overtime PayCode. (See the Overtime section below for more details) Do not change Positions under ordinary circumstances. Only if instructed. 3 4 2 1 Inserted Row by clicking plus sign Figure 4.3 PayCodes Note:. When processing dependent sick, FMLA or Military requests see Appendix A for information on how the request will be deducted from the accrual balance. 3 The Position field will auto default to the Employee s position. You will NOT change this Position under ordinary circumstances. There may be departments which will need to use this field. (IE Parks, PW, Solid Waste and Water Ops) If you are one of these departments refer to your spreadsheet to see which Positions are available for which employees. DO NOT pick a position of the employee if the employee is not assigned. LSMO Payroll Tech Training Manual ver. 1.6.docx 11

After entering the time for each employee you must SAVE your work. If you move away from the screen without saving you will lose your work. If you create a line incorrectly, you can delete the line, then create a new line with the correct information even after Saving. If you have created a line, and only the hours need to be adjusted, you do not have to delete that line or add a new line. If the PayCode is the same, simply change/add/delete the hours and re-save. Figure 4.4 Notes/Comments You may add Notes/Comments to your time entry and your Supervisor may REQUIRE an explanation for that information. (IE dependent sick, bereavement, etc.). To add a note click on the yellow pencil (won t be yellow until there is time entered into the corresponding time box). Then enter the comment you wish to add in the pop-up window. When finished hit the Confirm button. 4 Holidays Holiday hours will be auto entered by the system for all exempt employees and full-time hourly employees with the exception of Fire and Police Patrol. For these departments and any part-time employees holiday hours will need to be manually added. Overtime, Comp, Call out, etc Overtime is entered manually by the Tech using the 200 Overtime PayCode. Please see the information at the beginning of this section (4.1). Please enter ACTUAL hours worked (straight time) for special PayCodes such as Overtime, Comp etc. Lawson automatically calculates the amount they receive (i.e. Overtime actual hours entered will be calculated at 1.5). The only time that calculations will be necessary at this step is if you do STRAIGHT Comp (8=8). If this is the case you will need to reduce the hours you enter by dividing the hours by 1.5 (8/1.5=5.34) since Lawson will calculate it at 1.5. 4.2 Timesheet and Accrual Summary The Time Sheet area also shows a Timesheet Summary by PayCode so you can see the results of the time period totals. It also show an Accrual Summary for the Employee so that you can easily view the time available for sick, vacation, dependant sick, and personal days. (Figure 4.5 below) NOTE: The employee must have an available accrual balance before they can take leave. They cannot earn and take that just earned comp time within the same pay period. If you try to enter time for a PayCode that the Employee does not have accrued it will give you an error and blank out the time you entered. You must enter time for a PayCode that is allowed for that Employee. LSMO Payroll Tech Training Manual ver. 1.6.docx 12

Figure 4.5 Summary area of Timesheet LSMO Payroll Tech Training Manual ver. 1.6.docx 13

5.0 Prior Period Adjustments You may sometimes need to make adjustments for employee data for prior pay periods. To make adjustments to prior periods the timesheet needed adjusted must be in PAYROLL status. You can make these adjustments by doing the following: 5.1 Adjustments Instructions Go to the employee s current pay period timesheet. You must be in the Current pay period in order for this adjustment to be included in that pay check for the current pay period. (Do not wait until the Monday payroll is due. If you do, it will be in the NEXT pay period.) Figure 5.1 Select the pay period that needs to be adjusted. If it is the last pay period, select last pay period, if it is prior to the last pay period, you will need to select user defined pay period. LSMO Payroll Tech Training Manual ver. 1.6.docx 14

If using user defined you will need to select the date and click search. Verify you are seeing the correct employee and date you need to make the adjustment on Timesheet status must be PAYROLL do make adjustments. Go to the detail tab Scroll down to see the Adjustment Timesheet area, click to open LSMO Payroll Tech Training Manual ver. 1.6.docx 15

Enter your adjustment; add a note indicating why you are making this adjustment and save. This is an example of where OT was left off the original timesheet. It is added as an adjustment using the original date the OT was worked.. If you are making an adjustment to hours that were previously entered, you will need to enter that pay code with negative hours and then enter the correcting pay code with the positive hours. Example: If on 1/4 you entered 8 hours for pay code 0[worked hours], but later found out they left 4 hours early and should have taken 4 hours sick. You will need to enter two lines of adjustments using the original date. 1) Date=1/4/13 pay code=0[work hours] hours in REG column = -4 (this is entered as negative, taking away 4 hours reg pay) 2) Date=1/4/13 pay code=2[sick leave] hours in REG column = 4 (this is entered as normal, adding 4 hours sick leave pay). If adjusting certain pay codes you may be required to check the O/R box in order to enter the adjusted hours. LSMO Payroll Tech Training Manual ver. 1.6.docx 16

You should also add a note indicating why you are making this adjustment Scroll back to the top and select the current pay period Click on the detail tab Scroll down to Timesheet Summary to view your adjustment entry. The adjusted entry will show as a green highlighted line. Check mark the Adjustment box if it is not already checked. LSMO Payroll Tech Training Manual ver. 1.6.docx 17

Scroll back up and select the hourly tab Verify you are in still in the current pay period and on the correct employee. Continue adding hours for the current pay period. Once you have entered all current pay period time and saved, you can click on the detail tab to view the timesheet summary to see both current and prior period adjustments. LSMO Payroll Tech Training Manual ver. 1.6.docx 18

6.0 Reports Reports are created from the Reports Tab in the Report Generator. Currently we have several reports available, and we may be creating new reports as time goes on. Go to the Reports Report Generator (The Reports Tab and the Reports Generator sub-tab). 6.1 Regular Hours Exception Report (Under/over 80 hours) You must run this report to identify any employees that may have more than 80 hours or less than 80 hours. Corrections must be made on any full time employees that do not show 80 hours. This is a required report and must be turned into HR with your other payroll reports. This report should be ran Friday afternoon using current pay period and again Monday morning using previous pay period to identify and correct any mistakes prior to sending to payroll. 6.2 Creating a Report for the Approving Supervisor After entering the time for each employee, the next step is to print reports that the Supervisor must Review and Approve (signature needed on Total Hours Report). There are three required reports (they all show as Required ) (See Figure below) LSMO Payroll Tech Training Manual ver. 1.6.docx 19

1 All Reports are done from the Reports Tab. (See Figure below)there are other reports that can be run and some are explained below. To run a report from the Reports Tab, open the Public Reports on the left) 2 panel (click the plus sign) and click on it on the report you want. This will allow you to choose any parameters on the right panel. You can then click on the Preview tab to view the report. 3 1 3 2 Reports listed under Public Reports will have the date range set to current pay period. You may need to change the Date Range from Current Pay Period to Last Pay Period, depending on when you are running these reports. LSMO Payroll Tech Training Manual ver. 1.6.docx 20

Select the report by clicking on the name, if it is the last day of the pay period or before you can just click on the PREVIEW tab. If it is past the last day of the pay period you will need to click on the + in the Publish to field unless it is already listed under your USERID. This will allow you to modify the selections by clicking on the double chevron symbols and will save this report under your user ID. If it is already under your USERID you click on it and modify the report from there. You will want to change the date range to Previous Pay Period. LSMO Payroll Tech Training Manual ver. 1.6.docx 21

Timesheet Approval Status (Required Report): This report is required and will be used as your exception report. Run this report prior to approving timesheets to validate that all employees have the expected number of hours. It will list all active employees starting with the least hours down to the most hours. You will be able to see if you ve missed entering hours for someone or entered too many. You will also see the timesheets status (Open or Approved). Run again after obtaining your supervisors approval (signature on total hours report ) and completing the approving timesheet process. Select the Timesheet Approval Status (Required) verify you are selecting the correct pay period, click the PREVIEW tab and print. Total Hours Report (Required Report): This report is required and must be approved by the Supervisor (signature required), prior to the department payroll tech doing the approval process. It will list all employees with their pay period total hours, as well as a grand total for your entire department. Select the Total Hours Report (Required) verify you are selecting the correct pay period, click the PREVIEW tab and print. Send with other required reports to HR. Detail Hours Report (Required Report): This report is required. Supervisors will need to review to see employees daily hours. This report is also used to validate the payroll techs time entry for each employee. You may need to change the Date Range from Current Pay Period to Last Pay Period, depending on when you are running this report. Select the Detail Hours Report, if it is the last day of the pay period or before you can just click on the PREVIEW tab. LSMO Payroll Tech Training Manual ver. 1.6.docx 22

Your department employees will be listed alphabetically by last name. The dates at the top represent the pay period. You should verify the employee, date, pay code, hours, and Total Hours are correct. All hours will show under the Reg Hrs. column until your department is brought on-line using the fully functioning version of NOVAtime. (You will be notified when this will happen). The Pay Code used determines the type of hours (REG, VAC, OT, SICK, ETC ) that will be sent to Lawson Payroll. Hours entered as 0[work hours] will not show a pay code but you will see the number of hours entered. If it is past the last day of the pay period you will need to click on the + in the Publish to field. This will allow you to modify the selections by clicking on the double chevron symbols and will save this report under your user ID. You will want to change the date range to Previous Pay Period. LSMO Payroll Tech Training Manual ver. 1.6.docx 23

6.2 Additional Reports There is also an Accrual Balance Report and Timesheet Notes Report. These reports are discussed below. 6.2.1 Accrual Balance Report: This report allows you to see each employee s available balance for each accrual type. Lawson is the official record for accrual balances and will send updates to NOVAtime after each pay period is processed. For the most up to date balances you may want to run this on the Wednesday before payday. To get to the Accrual Balances Report, choose it from the left panel after opening up the Public Reports folder. You can select Preview to view and/or print the report. Leaving the date range to current pay period will give you the most accurate balances. LSMO Payroll Tech Training Manual ver. 1.6.docx 24

6.2.2 Timesheet Notes Report: This report allows you to see any notes that were entered on employees timesheets. To get to the Timesheet Report, choose it from the left panel after opening up the Public Reports folder. You can select Preview to view and/or print the report. You may need to change the Date Range from Previous Pay Period Pay Period, depending on the dates you need to see notes for. You will need to click on the + in the Publish to field. (See Figure below) to move the report to your user folder. LSMO Payroll Tech Training Manual ver. 1.6.docx 25

This will allow you to modify the selections by clicking on the double chevron symbols. LSMO Payroll Tech Training Manual ver. 1.6.docx 26

6.2.3 Miscellaneous Reports: There are several other reports that have been published for use in the Public Reports folder. You can click on any report and then click on the plus sign in the publish to area to move a copy of that report to your user ID folder. Then you can choose any options for that report. Any options you choose will be saved for your use on future logins. a. Employee Listing Active: listing of all employees that need to have hours entered. b. Bi-Weekly TimeSheet View: summary view of hours entered by the week for each employee. c. Time Entry Summary Report-Excel spreadsheet that shows ALL pay codes and any hours entered for employee. LSMO Payroll Tech Training Manual ver. 1.6.docx 27

7.0 Approval and Submission of Timesheets Once the timesheets have been approved by the supervisor (signature required on total hours report ) and any corrections were made, it is time to approve these Employee s timesheets. This can be done one at a time on the Timesheet sub-tab or from the Summary sub-tab. The Summary sub-tab also provides the capability to approve an entire page of employees at the same time (or any number you wish). The summary tab is the easiest and quickest way to approve many timesheets at the same time. (See Figure 7.1 below) Please note that any of these columns are sortable by that column. To sort by a column (i.e. Name), click on the Column header. Note that if you have many pages it will only show the current page. 1 2 If there were more than one page it would show here. Figure 7.1 Summary sub-tab 7.1 Approval of entire Page of Timesheets From the screen shown above you can approve the entire page of timesheets at once. 1 Note that if you have 2 or more pages you MUST go to each page and approve one page at a time. You can also approve just the timesheets you wish one at a time from this page. 2 LSMO Payroll Tech Training Manual ver. 1.6.docx 28

7.2 Approval from the Timesheet Sub-Tab The time sheet can also be approved from the Timesheet tab for each employee individually. Click on the employee you wish to approve and click on the Approve button. (See Figure 7.2 below) Figure 7.2 Timesheet tab approval 7.3 Final Timesheet Approval Report Timesheet Approval Status (required) report: Run this required report after you have completed the timesheet approval process. You will see all active employees hours and a status of APPROVED. Send with other required reports to HR. LSMO Payroll Tech Training Manual ver. 1.6.docx 29

Appendix A: FMLA/DepSick/Military hours (Explains how the request will be deducted from the accrual balance.) NOVATIME setup for FMLA - Need an ACCRUAL code setup - balances will be included in accrual load from Lawson Pay Code 25 FMC 26 FMD 27 FMH Express Code Description Setup requirements FMLA Leave Comp FMLA Leave Dependent Sick FMLA Leave Holiday Requests and/or direct time entry for this code (FMC) must verify that the requested hours are available in both FMLA accrual and COMP accrual. Both NOVAtime accrual balances should be reduced by the requested/entered hours. The hours coded to this code should be sent to Lawson with the FMC code only. Requests and/or direct time entry for this code (FMD) must verify that the requested hours are available in three different accrual balances - FMLA - SICK - DEP SCK. All three NOVAtime accrual balances should be reduced by the requested/entered hours. The hours coded to this code should be sent to Lawson with the FMD code only. Requests and/or direct time entry for this code (FMH) must verify that the requested hours are available in FMLA accrual. The hours coded to this code should be sent to Lawson with the FMH code only. This code will replace the HOL code for employees on FMLA leave. TEMPORARY NOVAtime setup for PayCodes that need to deduct from multiple accrual balances. FMC hours should deduct from the COMP accrual balance - until fix from NOVAtime is received that will allow deductions from multiple accrual balances. FMD hours should deduct from the SICK accrual balance - until fix from NOVAtime is received that will allow deductions from multiple accrual balances. FMH hours should deduct from the FMLA accrual balance. LSMO Payroll Tech Training Manual ver. 1.6.docx 30

28 FMM FMLA Leave Military Requests and/or direct time entry for this code (FMM) must verify that the requested hours are available in both FMLA accrual and MILITARY accrual. Both NOVAtime accrual balances should be reduced by the requested/entered amounts. The hours coded to this code should be sent to Lawson with the FMM code only. This code may go away. But for now *** FMM hours should deduct from the MILITARY accrual balance. 29 FMP FMLA Leave Personal Requests and/or direct time entry for this code (FMP) must verify that the requested hours are available in both FMLA accrual and PERSONAL accrual. Both NOVAtime accrual balances should be reduced by the requested/entered amounts. The hours coded to this code should be sent to Lawson with the FMP code only. FMP hours should deduct from the PERSONAL accrual balance - until fix from NOVAtime is received that will allow deductions from multiple accrual balances. 30 FMS FMLA Leave Sick 31 FMU FMLA Leave Unpaid (Hours Only) Requests and/or direct time entry for this code (FMS) must verify that the requested hours are available in both FMLA accrual and SICK accrual. Both NOVAtime accrual balances should be reduced by the requested/entered amounts. The hours coded to this code should be sent to Lawson with the FMS code only. Requests and/or direct time entry for this code (FMU) must verify that the requested hours are available in FMLA accrual. The hours coded to this code should be sent to Lawson with the FMU code only. FMS hours should deduct from the SICK accrual balance - until fix from NOVAtime is received that will allow deductions from multiple accrual balances. FMU hours should deduct from the FMLA accrual balance. Requests and/or direct time entry for this code (FMV) must verify that the requested hours are available in both FMLA accrual and VACATION accrual. Both NOVAtime accrual balances should VAC hours should deduct from the VACATION be reduced by the requested/entered amounts. accrual balance - until fix from NOVAtime is received FMLA Leave The hours coded to this code should be sent to that will allow deductions from multiple accrual 32 FMV Vacation Lawson with the FMV code only. balances. LSMO Payroll Tech Training Manual ver. 1.6.docx 31

NOVAtime Setup for Military - Need an ACCRUAL code setup - balances will be included in accrual load from Lawson Pay Code Express Code Description Setup requirements 14 MIL Military Duty Requests and/or direct time entry for this code (MIL) must verify that the requested hours are available in Military accrual. The NOVAtime Military accrual balances should be reduced by the requested/entered hours. The hours coded to this code should be sent to Lawson with the MIL code only. Requests and/or direct time entry for this code (MUH) must verify that the requested hours are available in Military accrual. The NOVAtime Military accrual balances should be reduced by the requested/entered hours. The hours coded to this code 43 MUH Military Unpaid should be sent to LSMO Payroll Tech Training Manual ver. 1.6.docx 32 MIL hours should deduct from the MILITARY accrual balance. MUH hours should deduct from the MILITARY accrual balance.

Lawson with the MUH code only. NOVAtime Setup for Dependent Sick - Verify setup in NOVAtime 9 DSK Dependent Sick Requests and/or direct time entry for this code (DSK) must verify that the requested hours are available in both SICK accrual and DEP SICK accrual. Both NOVAtime accrual balances should be reduced by the requested/entered hours. The hours coded to this code should be sent to Lawson with the DSK code only. DSK hours should deduct from the SICK accrual balance - until fix from NOVAtime is received that will allow deductions from multiple accrual balances. LSMO Payroll Tech Training Manual ver. 1.6.docx 33