A Reference Guide for MITC Solutions Most Commonly Used by Employees MITC Monday, September 16, 2013
This handbook belongs to: Name www.mitcsoftware.com 1 P a g e
Table of Contents 1. Introduction... 3 2. Reviewing Your Timesheet... 4 a) Using a Smart Phone... 5 b) Using an Authorized PC... 8 3. Submitting a Request to Change Your Timesheet... 11 4. Requesting Paid Time Off (PTO)... 16 5. Clocking In-Out on an Internet Enabled Device... 19 6. Schedules... 21 a) Checking Your Schedule... 21 b) Checking the Schedule at Your Job... 21 c) Open Positions... 23 d) Schedule Prompting... 24 7. Telephone Timekeeping... 25 a) Clocking In And Out Using the Telephone... 25 b) Playing a Special Message for You... 26 c) Standard Voice Messages... 27 d) Automated Alerts... 28 e) Check/Awake Calls... 29 f) Caller-ID Verification... 30 e) Voice Identification... 31 h) GPS Verification... 32 i) IP Address Verification... 33 8. Activities... 34 9. Telephone Activity Documentation... 35 10. Preventing No Show Alerts... 36 11. Using Biometric Technology (MITC Fingerprint Scanner XLS)... 37 Contact MITC... 38 2 P a g e
1. Introduction This Handbook is meant to serve as a reference for employees with access to their employer's MITC solutions via a smart phone, PC, tablet, or the telephone. The Employee Handbook contains essential information to help employees make full use of their employer's MITC solutions in accordance with their employer s rules and policies governing access. This document includes a description of the software s functionalities and capabilities, as well as general procedural guidelines. The options covered in this Handbook may not apply to all organizations. Availability depends upon the configuration of the MITC solution and choices made during the implementation. Employees should check with their supervisor to verify which options are available to them prior to using MITC. MITC will provide updates to this Handbook quarterly. You may download the latest copy of the Employee Handbook or review information on the latest available updates through the Customer Service Center at www.mitcsoftware.com. Contact your system administrator or MITC for login information. If features or options covered in the Employee Handbook do not appear to be available, contact support@mitcsoftware.com or your organization system administrator. To order a customized Employee Handbook contact solutions@mitcsoftware.com. 3 P a g e
2. Reviewing Your Timesheet Employee Self Service allows you to check your timesheet and ensure you are paid correctly the first time. Your Timesheet is updated immediately if you use a telephone or PC to clock-in/out. If you use a biometric or proximity scanner, the update may take place only once every 24 hours. Irrespective of which way you clock-in/out, you can review your timesheets from any internet enabled device and request your manager to change the clock-in/out times. Time and Attendance Data Capture Methods Mix and Match MITC Solutions to Automate Time and Attendance Choices include: Telephone Timekeeping, Biometric Fingerprint Reader, Biometric Handpunch, Infrared Scanners, PC Clock, Proximity Badge Reader, Mobile Devices Time and Attendance Data Capture Methods include: Telephone Timekeeping, Biometric Fingerprint Reader, Biometric Handpunch, Infrared Scanner, PC Clock, Proximity Badge Reader, Mobile Devices. 4 P a g e
a) Using a Smart Phone Quick Tutorial Using MyMITC for the Web on Smartphones Access MyMITC via the web on your smart phone. An icon will be added to your home screen. 5 P a g e
Ensure your internet enabled device (PC in the office, tablet, smart phone) is set up to access MITC easily and quickly. Ensure you know the deadline date/time for submitting requests to change your timesheet. Click on the MyMITC icon. 6 P a g e
When prompted, enter your user name and password. 7 P a g e
b) Using an Authorized PC Access MyMITC from an authorized PC. Click on any link in the left navigation pane. Enter your user name and password. 8 P a g e
Example employee home page screen: Not all options are enabled or installed at every organization. From the employee home, page click on Timesheet to review your Timesheet. 9 P a g e
Your Timesheet is color coded o Red = Problem (missing clock-in/or out) o Yellow = Request not yet approved o Green = OK 10 P a g e
3. Submitting a Request to Change Your Timesheet Timesheets will display a Caution to indicate that there is a missing record (a clock-in or out) for a particular day. Requests to change your time or add a missing record will go to your supervisor for approval. When requesting changes you will have the option to provide an explanation. Your supervisor will accept or deny the request based on the information you provide. Requests to change your timesheet or any missing records must be submitted by the payroll deadline. Your organization will determine this. Contact your supervisor for more information. Requests not received in time may not be processed until the next pay period. Contact your supervisor for more information. Requests made after the deadlines cannot be processed through Employee Self Service. 11 P a g e
To submit a change request, click on the day for which you need to add or change a record. 12 P a g e
Click on Add and Attendance Record and enter your Attendance Record request. 13 P a g e
Be sure the Type, Time, and Job PIN are correct. Use the Note section to enter an explanation if required. Click on Submit. 14 P a g e
Making an Attendance Record Request updates your Timesheet, making it easy and convenient to track all requests. 15 P a g e
4. Requesting Paid Time Off (PTO) To request PTO on the Web: 1. Select My Calendar from the left navigation pane. 2. When viewing your calendar, click on the day for which you want to request PTO. 16 P a g e
3. From the Type dropdown box select the type of PTO you want to request (i.e., Sick, Vacation). 4. Type the number of hours you wish to use for this request. 5. In the notes section enter in an explanation for your supervisor describing the reason for the request if applicable. 6. Click the Submit button. Note: You may need to have accumulated or been awarded the PTO hours in advance. For example if you want to take 8 hours vacation, you must have at least 8 hours vacation accumulated as of the last day of the previous pay period. Check with your supervisor regarding the PTO policy for your organization. 17 P a g e
The request will now be displayed on your calendar. The request will remain in orange text until your manager approves it. Once approved, the request will appear in green text. If denied, it will be in red text. PTO must be requested in advance to minimize any disruption to service your absence may cause. Check with your supervisor for how many days in advance PTO must be requested. PTO requests may be denied depending upon the availability of other staff to cover the shift. Note: Many organizations require PTO requests be made in advance to minimize any disruption to service your absence may cause. PTO requests may also be denied depending upon the availability of other staff to cover the shift. Check with your supervisor regarding the PTO policy for your organization. 18 P a g e
5. Clocking In-Out on an Internet Enabled Device Not all employees may be authorized to clock-in/out from a PC, Smart Phone, or Tablet etc. Only certain PCs (those at an approved location) may be designated for clock-in/out. If the device does not have an approved IP Address, access may be denied. Employees will need to know: o Employee PIN o Job PIN o Activity Code (if required) 19 P a g e
To clock in/out, click on Clock-in/out from the left side navigation pane. If prompted, select the Job PIN. If prompted select the Activity Code. Click on the Clock-In/out icon in the middle screen when finished. 20 P a g e
6. Schedules a) Checking Your Schedule Select My Calendar in the left navigation pane to view your Schedule. Notes: Schedules are usually posted in advance. The timing may vary so please contact your supervisor for more information on when schedules are published. 21 P a g e
b) Checking the Schedule at Your Job The Home Job Calendar displays all the schedules for your particular home job. To view the schedules for your home job, click on Home Job Calendar. The Job Schedule published for you will be the Job at which you usually work (Home Job). For information on your schedules at other jobs, contact your supervisor. 22 P a g e
c) Open Positions From the main page click on Open Schedules. View open shifts by selecting a specific date range and/or job. 23 P a g e
d) Schedule Prompting Your manager can setup reminders for your next shift. Reminders are sent out 24 hours in advance by email or text message. The reminder includes job details, date, start and end time and can include additional work instructions. If you are not receiving Schedule Prompts, contact your supervisor with your contact details. 24 P a g e
7. Telephone Timekeeping a) Clocking In And Out Using the Telephone 1. Call the number provided by your supervisor to clock-in/out. You should only call from authorized phones as Caller-ID may be used to verify the location of the call. 2. When prompted, enter your employee pin. 3. If prompted, enter job pin for the location. 4. Listen to any voice messages and follow the instructions provided. Voice Identification may be used to verify the identity of the caller. Follow the instructions. Notes: Remember to clock-in and out! Failure to clock in or out may result in a delayed payment. You should check with your supervisor regarding the policy for clocking-in/out at your organization. 25 P a g e
b) Playing a Special Message for You This is your supervisor, Mary. Please contact me regarding your availability to pick up an extra shift You may receive special messages when you clock-in or out from your supervisor or others in your organization who are authorized to record messages for you. 26 P a g e
c) Standard Voice Messages Remember to switch the lights out when you leave You may receive standard messages when you clock-in or out from your supervisor or others in your organization who are authorized to record messages for you 27 P a g e
d) Automated Alerts Voice Messages and Auto HR Alerts AUTO HR ALERTS Forgot to clock-in/out License expired Immigration visa expired Training required Review due Happy birthday Happy anniversary Happy Birthday Missing Punch Training will expire in two weeks You may receive automated messages relating to training, licenses, etc. when you clock-in or clock-out. 28 P a g e
e) Check/Awake Calls Press 1 to clockin. Press 2 to clockout. Press 3 to check-in If you work at an overnight position, for example, and the position requires the employee to be awake at all times, you may be required to use the telephone to check-in periodically. Ensure the schedule for check calls is provided, or your supervisor may be alerted automatically. 29 P a g e
f) Caller-ID Verification Caller-ID is used to verify that the phone call clocking-in/out is being placed from an authorized location. Always use a designated phone. Use a cell, mobile or smart phone to clock-in must be authorized. Failure to follow these instructions may result in a delay in payment for that shift being processed while your attendance is verified. 30 P a g e
e) Voice Identification Voice Identification is used to verify that the caller is the employee scheduled to work the shift. You may be prompted to record your name and other information. Follow the instructions on the phone. Failure to follow these instructions may result in a delay in payment for that shift being processed while your attendance is verified. 31 P a g e
h) GPS Verification GPS is used to verify the clock-in/out is being placed from an authorized location. Always clock-in/out from an authorized location. Failure to follow these instructions may result in a delay in payment for that shift being processed while your attendance is verified. 32 P a g e
i) IP Address Verification Employees may only use an authorized PC to clock-in/out at a designated location. If you are allowed or required to clock-in/out from a PC at a fixed location, the IP address of that computer is used to verify it is an authorized PC. IP Address Verification is used to verify the clock-in/out is being placed from an authorized location. Always clock-in/out from an authorized location and an authorized PC. Failure to follow these instructions may result in a delay in payment for that shift being processed while your attendance is verified. 33 P a g e
8. Activities Enter Activity Code Employees may be required to enter an Activity Code on clock-in or out for Payroll or to identify the service being provided. Your supervisor will provide you with the details. 34 P a g e
9. Telephone Activity Documentation Did the client eat their meal? Press 1 for no prompt. Press 2 for verbal prompt. Press 3 for physical prompt. Press 4 for refused Employees may be required to respond to service documentation requests at the end of the visit (upon clock-out). Listen to all the prompts, as they may vary depending on the client and day of the week. Respond to all the prompts. The prompts will require a numeric response (1, 2, 3, 4, 5 etc) or a Yes/No response (1 = Yes, 2 = No). 35 P a g e
10. Preventing No Show Alerts Timely attendance is the responsibility of all employees. Poor attendance causes inconvenience and disruption for your colleagues. At locations where your attendance is important, your employer may require you to clock-in within a certain timeframe. Failure to follow these instructions can may initiate a No Show Alert being generated to your supervisor. Failure to follow these instructions may result in a delay in payment for that shift being processed as usual while your attendance is verified. Using Automated No Show Alerts Use voicemail, email or text message to receive automatic No Show Alerts MITC Calling, Job 100 High St. Group Home One Employee Missing as of 11:00 pm 36 P a g e
11. Using Biometric Technology (MITC Fingerprint Scanner XLS) To use a biometric device, you need to request that your supervisor enroll you. Usually multiple fingers are used in case one is cut, greasy, dirty etc. To clock in, press up arrow first, then place your finger into the scanner. To clock out, press down arrow first, then place your finger into the scanner. Remember to clock in and out. Failure to clock in or out may result in delayed payment. If you experience any problems when clocking in on the Biometric Fingerprint reader: 1. Try again 2. If the problem persists, select another finger that was used during enrollment 3. If no finger works, dry your hands if wet, or wash your hands and dry them if dirty 37 P a g e
Contact MITC To order a customized Employee Handbook for your organization, contact solutions@mitcsoftware.com. If features or options covered in this Handbook do not appear to be available, contact support@mitcsoftware.co or your organization system administrator. MITC is updated quarterly. Use www.mitcsoftware.com to download the latest copy of the Employee Handbook or information on the latest updates available. Suggestions? Use www.mitcsoftware.com to submit your ideas. 38 P a g e