Submit Employee Time Section Located under the Actions section (Employee Home page), the options that allow employees to enter work time transactions in Paychex Time and Labor Online are listed below. Based on company payroll policies, all transactions are displayed as Regular time, Overtime, or Unpaid time. Punching Electronic Timesheets Entries do not have to be submitted in the same manner in which they are started. For example, an employee can punch in from 8:00 a.m. to noon, and then submit a timesheet for four hours of sick time in the afternoon. Punch In and Out All employees can enter work time transactions by clicking Punch (located in the Actions section). The Action drop-down menu advances in the logical order of the employee punches. Example: When an employee punches for the day, the Clock In viewed in the Action menu automatically advances to the next logical selection such as Lunch Out or Clock Out. If the automatic choice is not correct, the user may select the correct action from the Action drop-down menu. Page 1 of 8
Timesheet The Timesheet option is an alternative to punching in and out of the Time and Labor Online application. The Timesheet is only available if the administrator selects this feature for employees. The Timesheet is a flexible electronic form that allows the following information or combination of information to be entered: date, start day time, start lunch time, end lunch time, end day time, pay type, and notes. The employee can delete submitted shifts from the Timesheet screen as long as the shift is not yet approved by the supervisor or if the pay period is not locked. Timesheet Submission Views The system displays information in the view set up by the administrator. View setup for employees of the same company can vary based on what is selected in the payroll policies. The Timesheet option functions in the following views: Show Start Time and Duration Show Start Time and End Time Show Start Time and End Time with Lunch Show Duration Only Complete a Time Sheet Refer to the appropriate instructions, depending upon the setup view. 1. Select the Employee tab. The system displays the Actions section in the top, left-hand corner of the screen. 2. Click Timesheet. Depending upon the setup view, the system displays a different version of the Timesheet section. Page 2 of 8
Submit Time Sheet Section for Show Start Time and Duration Field Date: Click Action to select, if necessary. Default is current date. Start Day: If the start day is different than the current date, update as necessary. The default is the Default Start Time assigned in the Timesheet Submittal section, located on the Edit Employee Information screen (access rights must be given to access this location). Hours: Type: Type total hours of shift. Default is zero hours. Select the appropriate pay type from the drop-down menu. The default is Work. Notes: Type the employee notes. Notes are displayed in the Timesheet section. Submit Time Sheet Section for Show Start Time and End Time Entering information for this view is almost the same as when entering information for the Show Start Time and Duration view. The difference is that this view includes the End Day: field instead of the Hours: field. Therefore, refer to the field actions listed on the previous page, except the field action listed for the Hours: field. The action for the End Day: field is as follows: Field End Day: Action Type the time the shift is completed. No default. Page 3 of 8
Submit Time Sheet Section for Show Start Time and End Time with Lunch Entering information for this view is almost the same as when entering information for the Show Start Time and Duration view. The difference is that this view does not include the Hours: field, but includes the fields listed in the table below. Field Start Lunch End Lunch End Day Action Type the start time of the lunch period. No default. Type the end time of the lunch period. No default. Type the time the shift is completed. No default. Submit Time Sheet Section for Show Duration Only Entering information for this view is almost the same as when entering information for the Show Start Time and Duration view. The difference is that this view does not include the Start Day: field. Therefore, refer to the field actions listed on the previous page, except the field action listed for the Start Day: field. 3. Once the time is entered, check the Employee Labor Level section to verify that the correct labor levels are selected. If the labor levels are: correct, click Apply. The entered hours are displayed under the Hours Worked section. not correct, change the labor level. Refer to the next procedure for instructions. Page 4 of 8
Change Labor Levels When submitting a Timesheet, an employee given access to more than one labor level by the administrator can change the labor level for the current shift. This is necessary if the current level does not indicate the correct location where the work was completed. The names of the company labor levels are listed along the top of the Employee Labor Level section. The specific groups that are listed under each level are the employee s default labor levels. Refer to the steps below to change a labor level. 1. Click Change Labor Level. The administrator may customize the label for this link. 2. Select the appropriate labor level from the drop-down menu and click Apply. The system displays the Time Sheet Submittal screen. 3. Verify that the correct labor levels are selected. If the time entered and labor levels are correct, click Apply to save the shift. Page 5 of 8
View the Time Sheet The Hours Worked section displays hours the employee works based on the date range selected. The shift is displayed in this section as soon as it is added. Field/Link Date Filter: Previous: Current: Next: Description Select a date range to view the worked time that occurred within that period. Displays information for previous pay period or week. Displays the current pay period or week. Advances to the next pay period or week. Icon Deletes shift information. Description Reveals detailed information about the selected shift and allows edits. (Expand View) Indicates approval of the shift by the employee. Indicates approval of the shift by the supervisor. Page 6 of 8
Timesheet Express (optional) This is a second option within the Submit Timesheets section. The difference between the Submit Timesheets option and Timesheet Express is that an employee can submit multiple days and shifts at one time. Timesheet Express has the same four views as the Submit Time Sheet option. These views are found in the Employee Setting section of the employee s assigned Payroll Policy. Refer to the previous Submit Time Sheet option for related information. 1. Select the Employee tab. The system displays the Actions section in the top, lefthand corner of the screen. 2. Click Submit Timesheet. Depending upon the setup view, the system displays a version of the section below. 3. Click Timesheet Express. Depending upon the setup view, the system displays a version of the section as shown below. Page 7 of 8
Field/Link Timesheet Hyperlink Shifts per day Search By Action Click to return to the Submit Time Sheet page. Type number of shifts that need to be populated each day. Click Reset Form to change the number of shifts on the Timesheet Express form. Default is two shifts each day. This can be updated to one. Search by labor level Code, Description, or Code and Description when selecting a transaction. Then, click Apply after making your Search By selection. Code: Select the code of the labor level. Description: Select a description of the labor level to search for the appropriate level. Code and Description: Select both the code and description of the labor level. The system lists all available options for that employee. If the code and/or description is unknown, select Unassigned. Date Filter 1. Select a date range to display the worked time that occurred within that period. 2. Click Apply to set the date filter. 3. Click to select dates, if necessary. Previous Current Next Apply Previous pay period or week. Current pay period or week. Advances to the next pay period or week. Click Apply to save all time entries. Page 8 of 8