Revised 03/03/2017 WEB TIME ADMINISTRATOR GUIDE CLIENT RESOURCE WWW.PAYLOCITY.COM
TABLE OF CONTENTS Web Time... 3 Home... 11 Employees... 22 Payroll... 87 Reports... 88 Web Kiosk Setup... 91 Configuration... 119 Glossary... 216 Index... 217 2
WEB TIME Use Web Time to quickly and easily manage time and attendance. Paylocity Web Time is available 24 hours a day from any Internet connection. Employees may clock in and out, review schedules, review hours, submit timesheets, view vacation, sick, and personal time, and submit time off requests. Administrators and Supervisors manage employee data, approve employee time cards, generate employee schedules, organize company departments, track vacation, sick, and personal time, and generate reports. Users may not have access to all of the options described in this user guide. Each company determines which options are available and each user's security group determines the display of information. In order to maintain confidentiality, employees must contact their Company Administrator with questions. Paylocity is not authorized to speak directly with employees. Use the supervisor dashboard or select the menus across the top of the screen to navigate through Web Time. Use the header shortcuts to access selected screens. Select User Preferences from the Account Profile to customize the display of header shortcuts. Enter information in the Search field to find specific employees or screens. Click the double arrow» next to the applicable topics for additional information and/or images. Select Applications to access Web Pay. Select User Preferences to customize the display. Select Log Out to log out of the application. Multiple Pages of Information If there are multiple pages of information, arrow keys allow users to change pages to view all information. Click the back arrow with an adjacent vertical line to access the first page. Click the back arrow to access the prior page. Click the forward arrow to access the next page. Click the forward arrow with an adjacent vertical line to access the last page. 3
Use the drop down to select the number of records to display on the page. The default display can be configured in Preferences. Search Enter information in the Search field to find specific employees, menu items, or configuration screens. Click the applicable item in the list to navigate to the selected screen or employee. Search for Reports Enter information in the Search field to find specific reports. Filters Filter by date range. Select the Date Range radio button to filter data by date range. Select or enter the start and end dates. Click the arrow icon adjacent to the calendar to display the date range. Click Last Week, This Week, or Next Week to display the selected week. Filter by pay period. Select the Pay Period radio button to filter data by pay period. Select or enter the date. Click the arrow icon adjacent to the calendar to display the pay period containing the selected date. 4
Click Prev, Current, or Next to display the previous pay period, the current pay period, or the next pay period. Filter by one or more fields such as employee name, cost center, employee group, payroll policy, and salary type. Enter or select the required criteria in one or more fields. Click Search to display the information that matches the criteria. To save the search, enter a name for the search and click Save. Users may select a saved search from the drop down. Depending on company configuration, users may be able to filter borrowed employees in the Time Card Approval and Group Time Card screens. 5
Dashboard Filters Filter the supervisor dashboard. Select options from the applicable drop downs. Click Apply Filters. View the filtered display. To save the search, enter a name for the search and click Save. Click the X adjacent to the filter to delete the selected filter. Click Reset to return to the default display. Users may select a saved search from the drop down. 6
Saved Filters Users may select a saved search from the drop down. Select a saved search and click Delete to remove the saved search. Click the filter icon to display or hide the filter section. Click Show All to display all information. Click Reset to return to the default display. User Preferences Select the number of records to display on each page from the Default # of Records per Page drop down. Select the Date Format. Select the Time Format. Select the Duration Format. Select the Name Format. Select the header shortcuts from the drop downs. Home is hard coded as Shortcut 1 and cannot be configured. Select the Default Dashboard via the drop down: Supervisor or Employee. Click Update to apply the changes and close the window. Click Cancel to discard any changes and close the window. 7
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Help Access training documents and videos. *In order to maintain confidentiality, employees must contact their Company Administrator with questions. Paylocity is not authorized to speak directly with employees. Telephone support is available from Paylocity s Support Center Monday through Friday, 7 a.m. - 7 p.m. Central Time, at 888-873-8205. Enter the Company Id and select option #2. 9
Email tlsupport@paylocity.com to send a question to the Paylocity Time and Labor team. The team will respond within one business day. Account Access Visit the Administrator Training Documents page within the Web Time module to access the Web Time Administrator Login, Web Time Employee Login, and Web Time Registration PDF documents. Sidebar Menu 1. Click Info to open the sidebar menu. 2. Use the sidebar menu to access help or download mobile applications. 3. Click Help for login assistance and other helpful notes. 4. Click Security to learn more about how Paylocity protects information. 5. Click Browser Support to view Web Pay's supported browsers. 6. To download the Mobile App, click on the website applicable to the mobile device the Mobile App will be used on. 7. Click Info again to collapse the sidebar menu. Required Fields All fields with a green bullet adjacent to the field are required and must be populated in order to save information in the screen. 10
HOME Home Visit the Administrator Training Documents page within the Web Time module to access the Web Time Employee Guide PDF for information regarding the employee features available in Web Time. Supervisor Dashboard Monitor and respond to critical time and labor events. Select Insights to view Total Hours By Pay Type, Scheduled vs Actual, or Status Board Totals. Select My Employees to view the current status of each employee. Select Missed Punches to view employees with missing punches. Select Pending Time Off Requests to view, approve, or deny pending time off requests. Select Attendance Exceptions to view the number of tardy and absence exceptions for employees with generated schedules. *Not available if Attendance Points are enabled. If Attendance Points are enabled, click on the number to view any attendance point occurrences in the selected timeframe. *Not available if Attendance Exceptions are enabled. Select Dashboard Settings to configure the number of days to display for attendance exceptions and default chart to appear on the Home screen. Select Invalid Terminal Punches to view the invalid terminal punches. Filter the display of employees. 11
Scheduled vs Actual View scheduled hours compared to actual hours worked for the past 7 days. Select Scheduled or Actual for the chart to only reflect one category. Select Insights to view Total Hours By Pay Type, Scheduled vs Actual, or Status Board Totals. Select My Employees to view the current status of each employee. Select Missed Punches to view employees with missing punches. Select Pending Time Off Requests to view, approve, or deny pending time off requests. Select Attendance Exceptions to view the number of tardy and absence exceptions for employees with generated schedules. Select Dashboard Settings to configure the number of days to display for attendance exceptions and default chart to appear on the Home screen. Select Invalid Terminal Punches to view the invalid terminal punches. Filter the display of employees. Dashboard Settings Configure the number of days to display for attendance exceptions and default chart to appear on the Home screen. Enter or select the number of days of history to display from 1-28. Select the default chart to appear on the Home screen. Click Save to apply the selections. Click Cancel to discard any changes. Select Insights to view Total Hours By Pay Type, Scheduled vs Actual, or Status Board Totals. Select My Employees to view the current status of each employee. Select Missed Punches to view employees with missing punches. Select Pending Time Off Requests to view, approve, or deny pending time off requests. Select Attendance Exceptions to view the number of tardy and absence exceptions for employees with generated schedules. Select Invalid Terminal Punches to view the invalid terminal punches. Filter the display of employees. 12
Status Board Totals View recent activity. Click View Status Board to view specific employee details. Select Insights to view Total Hours By Pay Type, Scheduled vs Actual, or Status Board Totals. Select My Employees to view the current status of each employee. Select Missed Punches to view employees with missing punches. Select Pending Time Off Requests to view, approve, or deny pending time off requests. Select Attendance Exceptions to view the number of tardy and absence exceptions for employees with generated schedules. Select Invalid Terminal Punches to view the invalid terminal punches. Select Dashboard Settings to configure the number of days to display for attendance exceptions and default chart to appear on the Home screen. Filter the display of employees. 13
Status Board Display the number of employees in each status. Click the employee name link to access the employee time card. Filter the display of employees. Click the applicable column header to sort by the selected column. My Employees Display the current status of each employee. The Pay Type column displays the non-work pay type used when employees are using benefit time. Click the employee name link to access the employee time card. Filter the display of employees. Click View Status Board to view specific employee details. 14
Missed Punches Display employees with missing punches. Click the Employee name link to access the employee time card to fix a missing punch. Filter the display of employees. Click the applicable column header to sort by the selected column. 15
Pending Time Off Requests View, approve, or deny pending time off requests. Check the box adjacent to the applicable time off request and click Approve Selected or Deny Selected to approve or deny the entire time off request. Click the Employee name link to access the employee time card. Users may also select Time Off Request Calendar from the Employees menu to view, approve, or deny time off requests. Filter the display of employees. Click the applicable column header to sort by the selected column. Click Expanded View to access the Time Off Request List to view additional detail and approve or deny time off requests. Attendance Exceptions Display the number of tardy and absence exceptions for employees with generated schedules. Select Dashboard Settings to configure the number of days to display for attendance exceptions from 1-28. Click the Employee name link to access the employee time card to fix a missing punch. Filter the display of employees. Click the applicable column header to sort by the selected column. Click Expanded View for all attendance exception history for the employees. 16
Attendance Points Displays the number of attendance point occurrences. Check the box next to Group by Employee» to view point occurrences by employee. Do not check the box and adjust the other column filters to see the preferred listing. Click Export» to copy the data to an excel sheet. 17
Via the Timeframe drop down, choose the time period to display for the point occurrences. The Attendance Points number in the menu will represent the points in the timeframe selected. Click the cog» to set add a custom timeframe to the drop down. 1. Click to access Dashboard Settings. 2. Add the desired timeframe in the Attendance Points - Days of History field. 3. Click Save. 4. A notification will appear to indicate that the preferences were saved. 18
5. Once back on the Attendance Points page, click the Timeframe drop down and select the newly added timeframe. Click the employee's name to access the Employee Time Card page to view the time period when attendance point occurrence happened. Example: Occurrence Date was 1/11/16 and today is 2/10/16. When clicking on the employee's name, the time card page will display the pay period 1/11/16 was in along with the other applicable dates. View the Occurrence Date and Name columns, along with the point value associated with them. When Attendance Points are enabled, the Attendance Exceptions category will not appear on the Supervisor Dashboard. Accumulated attendance points for an occurrence can be forgiven by clicking Yes in the Forgive column. Once Yes is selected, the point value will go to zero. 19
Invalid Terminal Punches Display invalid terminal punches. Check the box adjacent to the record and click Clear Records to clear the record. Click the Employee Name link to access the employee time card to make any necessary changes. Click Expanded View to view additional detail. Filter the display of employees. Click the applicable column header to sort by the selected column. 20
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EMPLOYEES Employee Time Card View employee totals, manage punches, add pay type transactions, add, edit, or delete employee time, change cost centers, add supervisor notes, send a message to a single employee, view benefit balances, add pay adjustments, manage employee schedules, and approve time. Users may filter by date range or pay period. Use the employee search box to select a specific employee. Click the employee drop down arrow to select a specific employee. Click Select Filter to limit the display of employees. View the comments employees send through their timesheet. Click Add Punch to add a punch or a matching punch. Select a Pay Type from the drop down or click Add Pay Type Transaction to enter time associated with a non-work pay type. Click Send a Message to send a message to a single employee. Click Save to apply the updated information. Click Discard Changes to discard the changes. Click Audit Trail to view the audit trail. Click Preferences to customize the display of the time card. Select an Employee There are different options to access the desired employee. Search Field» 1. Enter one or more letters in the employee search text field to search for a specific employee via a drop down. 2. Click on the employee's name to display the employee's time card. 22
Arrow or Drop Down Search» 1. Click the back arrow with an adjacent vertical line to access the first employee. 2. Click the back arrow to access the previous employee. 3. Click the forward arrow to access the next employee. 4. Click the forward arrow with an adjacent vertical line to access the last employee. 5. Click the employee drop down arrow to see the list of employees and then click the employee s name to select the employee from the list. 23
Important Notes To find an inactive employee record, click into the Include Inactive Employees check box before choosing a search option above. Select Filter 1. Click Select Filter in the Employee Time Card to select a saved filter. Comments View the comments employees send through their timesheet. 24
Add a Punch 1. Click Add Punch. 2. Select the Action Type. 3. Select or enter the Date. 4. Enter the Time. 5. Select the Cost Center. 6. If applicable, check the Add Matching Punch box. 7. Check the Supervisor Approved box. 8. Enter the Supervisor Note. 9. Enter the number of days to repeat this punch. 10. Check the Include Weekends box to include weekends when repeating the punch. 11. Click Add to apply the punch to the employee time card. 12. Click Add More to apply the punch to the employee time card and remain on this screen to add more punches. 13. Click Cancel to discard any changes and close the window. 25
14. A message will appear indicating that the time card has been updated successfully. Add a Matching Punch 1. Select the Action Type. 2. Select or enter the Date. 3. Enter the Time. 4. Select the Cost Center. 26
5. Check the Add Matching Punch box. 6. Select the Action Type. 7. Select or enter the Date. 8. Enter the Time. 9. Check the Supervisor Approved box. 10. Enter the Supervisor Note. 11. Enter the number of days to repeat this punch. 12. Check the Include Weekends box to include weekends when repeating the punch. 13. Click Add to apply the punch to the employee time card. 14. Click Add More to apply the punch to the employee time card and remain on this screen to add more punches. 15. Click Cancel to discard any changes and close the window. 16. A message will appear indicating that the time card has been updated successfully. 27
Add a Pay Type Transaction 1. Click Add Pay Type Transaction. 2. Select the Pay Type. 3. Select or enter the Date. 4. Enter the # of Hours. 5. Select the Cost Center. 6. Select the Pay Level. 7. Make a selection from the Apply to Overtime drop down. 8. Check the Supervisor Approved box. 9. Enter the Supervisor Note. 10. Enter the number of days to repeat this punch. 11. Check the Include Weekends box to include weekends when repeating the punch. 12. Click Add to apply the punch to the employee time card. 13. Click Add More to apply the punch to the employee time card and remain on this screen to add more punches. 14. Click Cancel to discard any changes and close the window. 28
15. A message will appear indicating that the time card has been updated successfully. Add, Edit, or Delete Time 1. Click the applicable cell to add, edit, or delete time. 2. Click the Transfer cell to edit the cost center. 3. Click Save to apply the changes to the employee time card. 4. Click Discard Changes to discard the changes. 29
5. Users may also right-click and make a selection. 6. A message will appear indicating that the timesheet has processed and update has been updated successfully. Attendance Points View Attendance Points in the Employee Time Card to see the point occurrences for the given date range or pay period. Review the point occurrences by hovering over the applicable icons on the time card. *This can also be performed on the Group Time Card page. 30
Click on the Attendance Points tab at the bottom of the employee's time card to view the point occurrences for the applicable date range or pay period. Click Export» to copy the data for the employee to an excel sheet. Accumulated attendance points for an occurrence can be forgiven by clicking Yes in the Forgive column. Once Yes is selected, the point value will go to zero. A notification will appear to indicate that the occurrence has been forgiven or unforgiven depending on the type of occurrence. For example, a -1 value is forgiven and returned to a value of 0. A 1 value is unforgiven and returned to a value of 0. Supervisor Note Users may right-click to add a supervisor note to the employee time card. 31
Depending on company configuration, users may compose the supervisor note or choose a note from the company-defined list. Hover over the Notes icon to display the time card note. 32
Approve Employee Time Card Approve a single employee time card. Approve All Time Entries» 1. Check the box adjacent to the Date title and click Save to approve all time displayed on the employee's time card. 2. A message will appear indicating that the time card has been added to the approval process and saved successfully. Approve Only Applicable Entries» 1. To approve one or more time entries but not all time entries on the employee's time card, check the box adjacent to the applicable time entries and click Save to approve the selected time. 33
2. A message will appear indicating that the time card has been added to the approval process and saved successfully. Important Notes Use Time Card Approvals or Group Time Card to approve multiple employee time cards. Send a Message to a Single Employee 1. Enter the Message. 2. Select or enter the Expires On date. 3. Click Send to submit the message to the employee. 4. Click Cancel to discard the message and close the window. 34
5. A message will appear indicating that the message was sent successfully. Important Notes Use the Message Center to send a message to a group of employees. Audit Trail 1. Click Audit Trail in Employee Time Card to view the audit trail. 2. Click the plus (+) sign to view the details. 3. Click the minus (-) sign to collapse the detail information. 4. Click the X to close the window. 5. Check the Show System Changes box to display system changes. 35
Preferences Click Preferences to customize the display of the Employee Time Card. 1. Select the Punch Rounding display. 2. Select the Time Card Format. 3. Select the Cost Center display. 4. Select which Totals display. 5. If Web Clock Photo Capture is enabled and photos should appear next to employee clock in and clock out actions, check the box next to Display Photos. 6. Click Refresh to save the updated preferences. 36
Meal Premiums Use the Employee Time Card to view the work week for employees who have been assigned to the California meal premium payroll policy. 1. Click the Preferences drop down to display the estimated meal premium and approved meal premium columns. 9/80 Work Week Use the Employee Time Card to view the 9/80 work week for employees who have been assigned to the 9/80 payroll policy. 37
Benefit Balances Select Benefit Balances in the Employee Time Card to view benefit balances. Pay Adjustments Select Pay Adjustments in the Employee Time Card to add or edit pay adjustments. Add Pay Adjustments» 1. Click Add Pay Adjustment to create a new pay adjustment. 2. Select the Type. 3. Select or enter the Date. 4. Enter the Amount. 5. Enter an applicable Note. 6. Click Add to apply the pay adjustment to the employee time card. 7. Click Cancel to discard the changes and close the window. 38
8. A message will appear indicating that the new pay adjustment has been saved successfully. Edit Pay Adjustments» 1. Click the Date link to edit the pay adjustment. 2. Update the Type. 3. Select or enter the Date. 4. Update the Amount. 5. Enter an applicable Note. 6. Click Save to apply the updated pay adjustment to the employee time card. 7. Click Cancel to discard the changes and close the window. 39
8. A message will appear indicating that the updated pay adjustment has been saved successfully. Delete Pay Adjustments» 1. Click the Date link to delete the pay adjustment. 2. Click Delete to remove the pay adjustment. 40
3. A message will appear indicating that the pay adjustment has been deleted successfully. Manage Employee Schedule Select Schedule in the Employee Time Card to add or edit shifts. Add Shift» 1. To add a shift, click Add Shift. 2. Select or enter the Date. 41
3. Enter the Start Time. 4. Enter the End Time. 5. Select the Cost Center. 6. Click Save to add the shift to the selected employee. 7. Click Save & Add More to add multiple shifts. 8. Click Cancel to discard any changes and close the window. 9. A message will appear indicating that the new shift has been saved successfully. Edit Shift» 1. To edit a shift, click into the applicable Start Time and End Time fields and click Save. 42
2. A message will appear indicating that the updated shift has been saved successfully. Delete Shift» 1. To delete a shift, click the X to highlight the shift and click Save to delete the shift. 2. A message will appear indicating that the shift has been deleted and saved successfully. Time Card Approvals Approve time cards for multiple employees. Users may filter the display of information. Select Approve in the first column to select all employees with unapproved time and click Save to approve all employee time cards displayed on this page. When there are multiple pages of employees, enter the page number or use the arrow icons to access the additional employee pages for approval. To approve one or more time cards but not all time cards, check the box adjacent to the applicable employees and click Save to approve the time cards. 43
After clicking Save, a notification will appear indicating that the selected time cards have been submitted for approval process. Important Notes Users may also approve multiple employee time cards in Group Time Card. Users may approve a single employee time card in Employee Time Card. Group Time Card Manage employee time card activity for the selected date. Users may filter the display of information. 1. Select or enter the date. Click Previous, Today, or Next to display the selected day. 2. Click Mass Transaction Editor to update several time cards at one time. 3. Click the plus sign (+) to add a row. 4. Select Approve All in the first column to select all employees with unapproved time and click Save to approve all employee time cards displayed on this page. When there are multiple pages of employees, enter the page number or use the arrow icons to access the additional employee pages for approval. 5. To approve one or more time cards but not all time cards, check the box adjacent to the applicable employees and click Save to approve the time cards. Users may also select to approve only one shift for the employee. 6. Click the employee Name link to access the employee time card. 7. Edit the Pay Type and the applicable Amount. 8. Click the applicable In or Out cell to add, edit, or delete time. 44
9. Click the Transfer cell to edit the cost center. 10. Click Save to apply the updated information. 11. Click Discard Changes to eliminate any pending changes initiated. 12. If Attendance Points are enabled, hover over the flag» to see attendance point occurrences. Important Notes Users may also approve multiple employee time cards in Time Card Approvals. Users may approve a single employee time card in Employee Time Card. 45
Mass Transaction Editor Edit several employee time cards at one time in the group time card. 1. Check the boxes next to the employees in the Available Employees section to place their records in the Selected Employees section. 2. Click Continue. 3. Select the transaction type. 4. Click Continue. 5. Enter the details. 6. Click Preview Transaction. 46
7. Verify the transaction. 8. Click Save to apply the updated information. 9. Click Cancel to discard any changes and close the window. 10. A message will appear indicating that the transactions have been saved successfully. 47
Employee Scheduler Create and manage employee schedules for multiple employees to take advantage of punch rounding, attendance exceptions, and schedule reporting capabilities. Users may filter the display of information. Users may also hide cost centers and hide weekend days by selecting those actions from the More drop down. 48
Copy One Employee's Schedule and Paste to Another Employee 1. Click the employee's name in the Employee Scheduler to select the employee's schedule. 2. Click Copy to copy the schedule. 49
3. A message will appear indicating that the week copied successfully. 4. Click the name of the employee who will have the same schedule. 5. Click Paste to paste the schedule to the selected employee. Users may paste the entire shift, start and end time only, or cost center only. 6. A message will appear indicating that the shift has been saved successfully. 7. Verify the results. 8. If additional employees will also work the same schedule, click each new employee name and click Paste to paste the schedule to each additional employee. 50
Create and Manage Quick Shifts Select Manage Quick Shifts from the More drop down in the Employee Scheduler. Add New Quick Shift» 1. Click Add New Quick Shift to create a new quick shift. 2. Enter the Start Time. 3. Enter the End Time. 4. Select the Cost Center. 5. Click Save to apply the new Quick Shift. 6. Click Cancel to discard any changes. 7. A message will appear indicating that the quick shift has saved successfully. Edit Quick Shift» 1. Click Edit to update the quick shift. 51
2. Update the Start Time. 3. Update the End Time. 4. Select the Cost Center. 5. Click Save to update the new Quick Shift. 6. Click Cancel to discard any changes. 7. A message will appear indicating that the updated quick shift has saved successfully. Delete Quick Shift» 1. Click Delete to remove the quick shift. 2. Click OK to confirm the deletion of the quick shift. 52
3. A message will appear indicating that quick shift has been deleted successfully. Add a Quick Shift to the Employee's Schedule 1. Select the applicable days in the Employee Scheduler. Use the CTRL key and click to select multiple days. 2. Select a Quick Shift from the drop down to add the shift to the selected days. 3. Verify the results. 4. A message will appear indicating that the quick shift was created successfully. Add a Shift to the Employee's Schedule 1. Click Add Shift in the Employee Scheduler. 53
2. Select Date or Date Range and select or enter the dates. 3. Select a Quick Shift from the drop down or enter the Start Time and End Time. 4. Select the applicable Cost Center. 5. Check the box adjacent to the applicable employees to move the employees from the Available Employees section to the Selected Employees section. 6. Click the red X in the Selected Employees section to remove Selected Employees. 7. Check Replace All Shifts for the Day box to replace all current shifts with the selected shift. 8. Click Save to add the shifts to the selected employees. 9. Click Save & Add More to add multiple shifts. 10. Click Cancel to discard any changes and close the window. 54
11. A message will appear confirming that the new record has been created successfully. Copy and Paste a Shift in the Employee's Schedule 1. Select the applicable shift in the Employee Scheduler. 2. Click Copy to copy the shift. 3. A message will appear indicating that the shift has been copied successfully. 55
4. Select the applicable days in the Employee Scheduler. Use the CTRL key and click to select multiple days. 5. Click Paste to add the shift to the selected days. Users may paste the entire shift, start and end time only, or cost center only. 6. A message will appear indicating that the shift has been saved successfully. 7. Verify the results. Edit a Shift in the Employee's Schedule 1. Double click the shift in the Employee Scheduler. 2. Select or enter the Date. 3. Enter the Start Time. 4. Enter the End Time. 5. Select the applicable Cost Center. 6. Click Save to apply the edited shift to the employee's schedule. 7. Click Cancel to discard any changes and close the window. 8. Click Delete to remove the shift from the employee's schedule. 56
9. A message will appear indicating that the shift has saved successfully. Delete a Shift From the Employee's Schedule 1. Select the applicable shifts in the Employee Scheduler. Use the CTRL key and click to select multiple shifts. 2. Click Delete to delete the shift from the employee's schedule. 3. A message will appear indicating that the shift has been deleted successfully. 4. Verify the results. 57
Change Cost Centers 1. Select the applicable levels from the drop downs. 2. Click Update to save the cost centers and close the window. 3. Click Clear to clear the selections and close the window. 4. Click Cancel to discard any changes and close the window. More Click the More drop down in the Employee Scheduler. Select Hide Cost Center to hide cost centers in the Employee Scheduler. Select Hide Weekends to hide weekend days in the Employee Scheduler. 58
Select Manage Quick Shifts to create and manage quick shifts. Select View Time Off Requests to access the time off request list. Select Download Requests to download approved time off requests in the selected timeframe to an applicable calendar application (Outlook, Google Calendar, icloud, etc.). Select Print to print the schedule. Schedule Templates Add or edit schedule templates that can be assigned to employees. Users may filter the display of information. Click the plus (+) sign to view the schedule details. Click the minus (-) sign to collapse the detail section. Click Add New Template to add a schedule template. Click the Template name link to edit the template. Click the red X to delete a schedule template. Add Schedule Templates 1. Click Add New Template. 59
2. Enter the Template name. 3. Select the Access Type: 3a. Private - only the user who creates the schedule template will be able to use the schedule template. 3b. Public - all users with applicable security rights will be able to use the schedule template. 4. Select an Owner. 5. Select the Day. 6. Populate the Number of Weeks field, from 1-52, to record the number of weeks into the future the schedule should be generated for. 7. Select a Quick Shift or double click the day to add a shift. 8. Double click any cell to add or edit a shift». 9. Click Save to apply the shift template. 10. Click Cancel to discard any changes and close the window. 60
11. A message will appear confirming that the new record has been created successfully. Add Shift to Schedule Template 1. Click on the existing schedule template to modify the details. 61
2. Double-click on an open date in the schedule template to add a shift. 3. Enter the Start Time. 4. Enter the End Time. 5. Select the applicable cost center. 6. Click Save to apply the shift. 7. Click Cancel to discard any changes and close the window. 8. A message will appear confirming that the record has been updated successfully. Edit Schedule Templates 1. Click on the existing schedule template to modify the details. 62
2. Update the Template name. 3. Update the Access Type: 3a. Private - only the user who creates the schedule template will be able to use the schedule template. 3b. Public - all users with applicable security rights will be able to use the schedule template. 4. Select an Owner. 5. Select the Day. 6. Populate the Number of Weeks field, from 1-52, to record the number of weeks into the future the schedule should be generated for. 7. Select a shift and click Copy to copy the shift. 8. Select a day and click Paste to add the previously copied shift to the selected day. 9. Select a shift and click Delete to delete the shift from the schedule template. 10.Select a Quick Shift or double click the day to add a shift. 11. Click Add Week to add another week to the shift template. 12. Click Save to apply the updated shift template. 13. Click Cancel to discard any changes and close the window. 63
14. A message will appear confirming that the record has been updated successfully. Assign Schedule Templates Assign schedule templates to employees. Users may filter the display of information. Assign template to selected employees» 1. Check the box of any employee who will be assigned a new schedule template. 2. Click Assign template to selected employees to assign templates to the selected employees. 64
3. Select the schedule template from the drop down. 4. Select or enter the Start Date. 5. Check the Replace existing assignments box to delete any existing assignment which overlaps with the new schedule for the selected employees. 6. Select the Template Start Week from the drop down to begin the schedule cycle on. 7. Select or enter the applicable End Date. 8. Check the boxes in the Available Employees section to assign the schedule template to the employees. 9. Click the X in the Selected Employees section to remove the assigned schedule template from the employee. 10. Click Save to apply the assignments. 11. Click Cancel to discard any changes and close the window. 65
12. A message will appear indicating that the schedule template assignment has been created successfully. Delete all assignments from selected employees» 1. Check the box of any employee who will be removed from an existing schedule template assignment. 2. Click Delete all assignments from selected employees to delete the assigned schedule templates. 66
3. Click Yes to confirm the deletion. 4. Click No to close the window. 5. A message will appear indicating that the schedule template assignments have been deleted successfully. Edit Schedule Template Assignment» 1. Click the plus (+) sign to view the schedule assignment details. 2. Click the minus (-) sign to collapse the detail section. 3. Click the X to delete the schedule assignment. 4. Click the schedule link in the Schedule Template column to make an edit. 67
5. Select a schedule template from the drop down. 6. Select or enter the Start Date. 7. Check the Replace existing assignments box to delete any existing assignment which overlaps with the new schedule for the selected employees. 8. Update the Template Start Week from the drop down to begin the schedule cycle on. 9. Select or enter the applicable End Date. 10. Click Save to apply the updated assignment. 11. Click Cancel to discard any changes and close the window. 68
12. A message will appear indicating that the update to the schedule template assignment has been saved successfully. Time Off Request Calendar View and edit the time off requests for your employees. Click the employee name link to approve, deny or edit the employee time off request. Users may also approve time off requests in Pending Time Off in the Supervisor Dashboard. Click the date to request time off for an employee. Company administrators may limit time off requests. View time off requests. Click the +2 more link to view additional detail. Filter information. Click the filter icon to hide or display the search filters. Check the box adjacent to each Request Status that should appear in the calendar. Pending requests appear in yellow highlight. Approved requests appear in green highlight. Denied requests appear in red highlight. Canceled requests appear in gray highlight with strikethrough text. Click Show List View to view a list of time off requests. Select Show Schedule Summary from the drop down for daily scheduled and time off approved hours in the calendar. Clicking Download Requests offers the ability to download approved time off requests in the selected timeframe to an applicable calendar application (Outlook, Google Calendar, icloud, etc.). Click Return to Dashboard to return to the Supervisor Dashboard. 69
Approve, Deny, or Cancel Time Off Requests Click Delete Request to delete the entire time off request. Click Detailed View to partially approve or deny the time off request. Click Approve to approve the entire time off request. Click Deny to deny the entire time off request. 70
Click Cancel Request to cancel the entire approved time off request. Click Detailed View to cancel part of the approved time off request. Click Add to Calendar to download the approved time off request to your calendar application (Outlook, Google Calendar, icloud, etc.). 71
Time Off Request Details Check the box adjacent to each applicable date. Click Approve to approve the selected dates of the time off request. Click Deny to deny the selected dates of the time off request. Enter applicable notes in the Supervisor Comments field. Click the red X to cancel an approved time off request. 72
Time Off Request List Check the box adjacent to the applicable time off request and click Approve or Deny to approve or deny the entire time off request. Click the Submitted link to approve or deny the employee time off request. Filter the display of information. Click the filter icon to hide or display the search filters. Check the box adjacent to each Request Status that should appear in the list. Click Show Calendar View to view the Time Off Request Calendar. Click Return to Dashboard to access the Supervisor Dashboard. 73
Show Time Off Request Summary Select Show Time Off Request Summary» from the drop down for the time off request calendar. 74
Click the date to request time off for an employee. Company administrators may limit time off requests. Filter information. Click the filter icon to hide or display the search filters. Click Show List View to view a list of time off requests. Select Show Schedule Summary from the drop down for daily scheduled and time off approved hours in the calendar. Clicking Download Requests offers the ability to download approved time off requests in the selected timeframe to an applicable calendar application (Outlook, Google Calendar, icloud, etc.). Click Return to Dashboard to access the Supervisor Dashboard. Request Time Off For an Employee 1. Use the employee search field or drop down to select a specific employee. 2. Select the benefit Type from the drop down. 3. Enter the number of Hours. 4. Enter the Start time. 5. Click Submit to submit and approve the time off request. 6. Click Edit Request to request multiple days off. 75
7. A message will appear indicating that the time off request has been saved successfully. Employee Time Off Request Details 1. Select the Benefit Type from the drop down. 2. Enter applicable Notes. 3. Select Single Day or Multiple Days. 4. Check the Include Weekends box if the time off request will include weekend days and the time off balance should be affected by the weekend hours. 5. Select or enter the Start Date. 6. Select or enter the End Date for multiple day requests. 7. Enter the Hours per Day. 8. Enter the Start Time. 9. Enter the End Time. 10. Click Add New Request. 76
11. Verify the Request information is correct. 12. Click Submit to send the time off request for approval. 13. Click Delete to change the details of the time off request. 14. Click Cancel to discard the request and close the window. 77
15. A message will appear indicating that the time off request has been saved successfully. Blackout Types Choose the blackout type for the time off requests in the selected time period. Hard Blackout» 1. The Hard Blackout date displays a lock icon. 78
2. The Hard Blackout date prevents employees from requesting time off. Soft Blackout» 1. The Soft Blackout date displays a warning icon. 2. The Soft Blackout period allows employees to request time off but they are warned that time off request approvals may be limited. Employee Info Find the applicable employee record via the Employee Search page. Click on the employee via the Employee Name column to view demographic and payroll information. 79
Fields which have been greyed out have been carried over from Web Pay via enhanced integration. To make changes to those fields, access the applicable pages in Web Pay. If not integrated with Web Pay, the fields will be able to be edited in right on the page in Web Time. Custom Fields can be edited via Web Time. 80
Employee Search *For information regarding the Add/Edit Employees page, review the Add/Edit Employees section of this guide. Configure the filters in the Search Employees menu and click Apply Filters to find the applicable employees to edit. To search directly for an employee, type the first or last name of the employee into the search field and click Search. If searching for a group of employees, a list of the employees matching the selected filters will appear. 81
Click on the employee's name in the Employee Name column for demographic and payroll information via the Employee Info page. Add/Edit Employees *For information regarding the Employee Search page, review the Employee Search section of this guide. Configure the filters in the Search Employees menu and click Search to find the applicable employee to edit. Click on the employee's name in the Employee Name column for demographic and payroll information. Click Add Employee to create a new employee record. 82
Message Center Send a message to a group of employees. Users may filter the display of information. 1. Select the employees who will receive the message by checking the boxes next to the employee names. 2. Click Send Group Message. 3. Verify the list of employees. 4. Click into the Recipients field to open a drop down to add more employees to the group message. 5. Click the X next to the employee name in the Recipients field to remove the employee from the group. 83
6. Compose the message. 7. Select or enter the Expiration Date. 8. Click Send to submit the message to the selected employees. 9. Click Reset to clear the Recipients and Message field. 10. Click Cancel to discard the changes and close the window. 84
11. A message will appear indicating that the message has been sent successfully. Important Notes Use the Employee Time Card to send a message to a single employee. Punch Map View employee mobile punches. To enable web punching on mobile devices, users must be assigned to a mobile policy. Use the filters to view specific employees, groups, dates, times, punch types, and cost centers. Available punches may include In (I), Out (O), Lunch (L), Break (B), and Transfer (T). Select the applicable punch to view the details. Click the x to close the punch detail screen when punches appear on the map. 85
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PAYROLL Payroll Visit the Administrator Training Documents page within the Web Time module to access the Web Time Payroll Process Guide PDF to process payroll in Web Time. 87
REPORTS Reports Access available reports, schedule, and e-mail report generations for the company. Reports can run immediately, at a scheduled time, or on a recurring schedule. *Generated reports will remain available in the Reports Pickup area for two weeks from the time it was generated. Click the report link to schedule the report. Check the box adjacent to a report and click Delete to delete the report. Enter information in the Search field to find specific reports. Request and Schedule a Report 1. Enter the name for the report. This will be the name of the report after it is generated. 2. Select if the report will be Public or Private. 3. Select which employees will be represented in the report. 4. Select how the file should be formatted (PDF, Excel, RTF, TIFF, or CSV). 5. Select types of filters needed for the report. 6. Select date ranges for the report. 6a. Select Current Pay Period if the report should include data from the current pay period. 6b. Select Previous Pay Period if the report should include data from the previous pay period. 7. Indicate how the report should be delivered (one time or recurring). 8. Enter a date to generate the report. 9. Administrators can request an e-mail notification when the report is ready. 10. Click Generate my report. 88
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Search for Reports Enter information in the Search field to find specific reports. 90
WEB KIOSK SETUP Web Kiosk Setup Configure each available web kiosk. Add Web Kiosk Instance» 1. Click Add New Instance to add a web kiosk instance. 2. Enter the Instance Name. 3. Select the applicable Employee Group. 4. Enter or select the number of seconds for the Employee Session Timeout. 5. Select the Time Zone. 6. Select the IP Policy if applicable. 7. Enter the Kiosk Administrator Password used to start or stop the web kiosk. 8. Enter the password again in the Confirm Password field. 9. Check the Recent Punches box to display recent punches. 10. Check the Notes box to display notes. 11. Check the Enable Photo Capture box for photos to be taken of employees when they log in to clock in or out. 12. Check the Enable Time Off Requests box to allow for Web Kiosk users to request time off when logging into Web Kiosk. 13. Check the Enable Tip Entry box to allow for applicable employees to enter cash tips at the end of their shifts when they clock out. 14. Check the Messages box to display messages. 15. Check the Enable PIN box to enable employees to establish a PIN. 16. Check the Touch Enabled box to enable employees to clock in on a touchscreen enabled device. 17. Check the Enable Default Cost Center box to automatically default employees to the selected default cost center when they clock in. Checking this box enables the Default Cost Center drop down (s). 18. Select the default cost centers via the drop down (s). 19. Make a selection from the Schedule drop down» to configure the Schedule view for employees once they login to their Web Kiosk Employee Dashboard». 1. Click the applicable punch type to clock in or clock out. 2. Click the drop down to display or hide the Schedule. 91
*Spanish language employee dashboard view» 20. Select the Default Language», English or Spanish, via the drop down. The default language can be overridden by the Web Kiosk user when accessing the login page. 92
21. Click Save to apply the updated information. 22. Click Cancel to discard the changes and return to the Web Kiosk Setup home page. 23. A message will appear confirming that the new record has been created successfully. Edit Web Kiosk Instance» 1. Click Edit to modify the details. 93
2. Update the Instance Name. 3. Update the applicable Employee Group. 4. Update or select the number of seconds for the Employee Session Timeout. 5. Update the Time Zone. 6. Update the IP Policy if applicable. 7. Update the Kiosk Administrator Password used to start or stop the web kiosk. 8. Enter the password again in the Confirm Password field. 9. Check the Recent Punches box to display recent punches. 10. Check the Notes box to display notes. 11. Check the Enable Photo Capture box for photos to be taken of employees when they log in to clock in or out. 12. Check the Enable Time Off Requests box to allow for Web Kiosk users to request time off when logging into Web Kiosk. 13. Check the Enable Tip Entry box to allow for applicable employees to enter cash tips at the end of their shifts when they clock out. 14. Check the Messages box to display messages. 15. Check the Enable PIN box to enable employees to establish a PIN. 16. Check the Touch Enabled box to enable employees to clock in on a touchscreen enabled device. 17. Check the Enable Default Cost Center box to automatically default employees to the selected default cost center when they clock in. Checking this box enables the Default Cost Center drop down (s). 18. Select the default cost centers via the drop down (s). 19. Make a selection from the Schedule drop down» to configure the Schedule view for employees once they login to their Web Kiosk Employee Dashboard». 1. Click the applicable punch type to clock in or clock out. 2. Click the drop down to display or hide the Schedule. 94
*Spanish language employee dashboard view» 20. Select the Default Language», English or Spanish, via the drop down. The default language can be overridden by the Web Kiosk user when accessing the login page. 21. Click Save to apply the updated information. 22. Click Cancel to discard the changes and return to the Web Kiosk Setup home page. 95
23. A message will appear confirming that the new record has been created successfully. Delete Web Instance» 1. Place a check into the box next to the Instance Name and click Delete. 2. Click OK to confirm the deletion. 3. Click Cancel to discard the changes and close the window. 96
4. A message will appear confirming that the record has been removed successfully. Web Kiosk PIN Enable user PINs for Web Kiosk. 1. Login to Web Kiosk on the applicable device. *The link to Web is different than the standard Web Time login: https://webtime2.paylocity.com/webtime/login/webclock. 2. Click the three dots at the top right of Web Kiosk to access Kiosk Administration. 97
*Spanish language Kiosk Administration access screen» 98
3. Enter the Company ID. 4. Enter the Instance Name. 5. Enter the Kiosk Password. 6. Click PIN Enrollment. Click Shut Down Web Kiosk to exit out of the existing Web Kiosk instance. *Recommended when moving the Web instance to a new device. 99
*Spanish language Kiosk Administration screen» 7. Enter the Badge Number. 8. Enter the PIN. 9. Confirm PIN. 100
10. Click Save to apply the updated information. 11. Click Cancel to discard the changes and close the window. *Spanish language Kiosk Administration PIN Enrollment screen» Web Kiosk Time Off Requests Enable Web Kiosk users to request time off once they have logged into Web Kiosk. How to Enable 1. Access the Web Kiosk Setup page via the Configuration menu. 2. Click Edit next to the applicable Web Kiosk Instance. 101
3. Check the box for Enable Time Off Requests. 4. Once the box is checked, the Available All Day box will appear under the Enable Time Off Requests box. Leave the Available All Day box checked if Web Kiosk users should have the ability to submit time off requests whenever they access Web Kiosk. In the next section, learn how to configure timeframes for when users can submit time off requests via Web Kiosk. 5. Click Save. How to Configure when Web Kiosk Users can Submit Time Off Requests 1. Uncheck the Available All Day box to choose the timeframes when users will be able to submit time off requests. 2. Type or use the clocks in the Start and End time fields to add timeframes when users can submit time off requests. More than one timeframe can be entered. 3. Click Add Availability Timeframe. 4. Click Save. 102
Web Kiosk Photo Capture Allows for a photo to be taken of an employee after punching in or out. Offers managers the ability to reduce the instances of employees punching in or out for other employees. How Photo Capture Works A video stream» from the device's camera will appear when the employee accesses web kiosk to punch in or out using the kiosk. 103
A photo is taken by the device's camera and stored in the Punch Photo Gallery» via the Employees menu once the employee logs into the Web Kiosk Employee Dashboard to clock in or out. Use the Payroll Policy Duration drop down to filter by payroll policy or date range. Use the calendar next to the dates to select the applicable timeframe. If a specific payroll policy (Hourly, Salary, Non-Exempt, etc.) is selected via the Payroll Policy Duration drop down, click Current to go to the existing pay period for the selected payroll policy. If Use Date Range is selected via the Payroll Policy Duration drop down, click This Week or This Month» to see photo galleries associated with the chosen timeframe. 104
Hover over the camera icon» adjacent to the applicable punch on the Employee Time Card and Group Time Card pages to view the photo associated with the punch. How Long will Photos be Stored in the Punch Photo Gallery? Any photos captured older than six months will expire. The punch details will remain unaltered, but the accompanying photo will no longer be available. Photos can be saved to your computer by right-clicking on the image and clicking Save image as. To capture the punch details along with the photo, take a screenshot of the photo with the details by clicking Ctrl + Alt + Print Screen on your keyboard and pasting to your preferred form or document. Then save to your device. How to Enable Photo Capture 1. Access the Web Kiosk Setup page via the Configuration menu. 2. Click Edit next to the applicable Web Kiosk Instance. 3. Check the box for Enable Photo Capture. 4. Click Save. 105
How to Disable Photo Capture 1. Follow steps 1-2 from the above How to Enable Photo Capture section. 2. Click into the checked box next to Enable Photo Capture to remove the check. 3. Click Save. Web Kiosk Tip Entry Enable Tip Entry to allow tipped employees to enter their cash tips at the end of their shifts. How Tip Entry Works The Tip Entry screen only appears when employees are clocking out. Can be applied to only certain employee groups if not all employee groups require tip entry. 106
Entered tips by tipped employees appear as pay adjustments on the employee time card page for managers to view. Employees have up to 24 hours to edit previously entered tips via the History section of the Web Kiosk Employee Dashboard. The entered tips land in payroll when hours are transferred from Web Time. How to Enable Tip Entry 1. Access the Web Kiosk Setup page via the Configuration menu. 2. Click Edit next to the applicable Web Kiosk instance. 3. Check the Enable Tip Entry box. 4. Once checked, two required fields will appear: Tip Entry Pay Type and Tip Entry Employee Groups. If no Tip Entry Pay Type is available via the drop down, access the Configure Pay Adjustment Types page and add a pay adjustment type to select for the Tip Entry Pay Type. 5. Tip Entry Pay Type: Select the pay adjustment type the tip entry will be applied to when the employee adds the dollar amount. 6. Tip Entry Employee Groups: Specifies which employee groups have access to tip entry. 107
To view tips, access the Employees Employee Time Card page, search for the applicable employee, and click on the Pay Adjustments tab at the bottom of the page. Web Kiosk Clock in and out at a computer kiosk using web kiosk. Badge Number and PIN Login» 1. Enter the Badge Number. 2. Enter the PIN when applicable. 3. Click Login. 108
*Spanish language badge number login» 109
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*Spanish language badge number and PIN login» 111
Request Time Off» *Depending on company configuration, this may or may not be available. 1. Log into Web Kiosk and click expand» to display the Time Off section if necessary. 2. Select Request to request time off. 3. Select the Type from the drop down. 4. Select Single Day or Multiple Days. 5. Check the Include Weekends box if the time off request will include weekend days and the time off balance should be affected by the weekend hours. 6. Select or enter the Start Date. 7. Select or enter the End Date for multiple day requests. 8. Enter the Start Time. 9. Enter the applicable End Time. 10. Enter the Hours Per Day. 112
11. Enter applicable Notes. 12. Click Submit Request to submit the time off request. 13. Click Reset to clear the selected and/or entered data. Touchscreen Login» 1. Depending on company configuration, users may tap directly on the touchscreen to enter Web Kiosk. 2. When the touchscreen is enabled and a PIN is required, users must first click into the applicable field before using the touchscreen for proper entry into the Badge Number or PIN field. 3. Click Login. 113
*Spanish language badge number and touch enabled login» 114
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*Spanish language badge number, PIN, and touch enabled login» 116
Web Kiosk Employee Dashboard» *Spanish language employee dashboard view» 117
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CONFIGURATION Define Custom Personal Information Fields Create custom personal information fields for use within the employee info page. Add Custom Personal Information Field» 1. Click Add New Field. 2. Enter any information for the field within the Description field. 3. Click Update. 4. A message will appear confirming the successful creation of the custom personal field. Edit Custom Personal Information Field» 1. Click Edit within the line the field is in. 2. Apply changes in the Description field and click Update. 119
3. A message will appear indicating the successful update of the custom personal field. Delete Custom Personal Information Field» 1. Click Delete within the line the field is in. 2. A notification message will appear to confirm the deletion. Click OK. 3. A message will appear indication successful deletion of the custom personal field. 120
Dashboard Setup Configure the display of the supervisor dashboard for the selected feature access template. Users may filter the display of information. 1. Select a Feature Access Template to configure. 2. Click Edit to make any applicable updates. 3. Check the View Access box. 4. Add dashboard widgets by clicking in the Dashboard Widgets field and selecting the applicable widget from the drop down. 5. Remove a dashboard widget by clicking in the Dashboard Widgets field and clicking on the X next to the widget. 6. Click Update to apply the updated information. 7. Click Cancel to discard any changes. 8. A message will appear indicating that the template has been updated successfully. Employee Application Settings Set default values for the selected Payroll Policy. 1. Click Edit within the payroll policy line. 121
Employee Dashboard» 1. Check the applicable boxes based on the payroll policy's detail. 2. Choose from the Schedule Display drop down if the employee's schedule will be hidden, minimized or maximized upon accessing the employee dashboard. 3. Enter the hours into the Default to 'Clock In' After X Hours field. 4. Click Apply to make the updates. 5. Click Cancel Changes to discard any changes made in the session. The Apply and Cancel Changes buttons will only be able to be clicked if action is taken on the page. Timesheet» 1. Edit the timesheet settings by checking the boxes for the payroll policy. 2. In the Timesheet Totals to Display section, choose which amounts employees will see on their timesheets. 3. Click Apply to make the updates. 4. Click Cancel Changes to discard any changes made in the session. The Apply and Cancel Changes buttons will only be able to be clicked if action is taken on the page. 122
Important Notes Clicking into the box next to Allow edits on a day with an approved time off request will allow employees to edit days that had previously been approved by a supervisor or manager. Cost Centers» 1. Check the boxes on the applicable cost center line to allow employee transfers and/or display cost center on the time card. 2. Click Apply to make the updates. 3. Click Cancel Changes to discard any changes made in the session. The Apply and Cancel Changes buttons will only be able to be clicked if action is taken on the page. 123
Time Off» 1. Allow for the time off calendar to be viewable or hidden from the employees by checking or not checking the boxes. 2. In the Time Off Request Default Amount field, enter the number of hours which will automatically appear in the Hours Per Day field when submitting a time off request. 3. Via the drop down, choose how or if the time off section will appear on the employee's dashboard. 4. Click Apply to make the updates. 5. Click Cancel Changes to discard any changes made in the session. The Apply and Cancel Changes buttons will only be able to be clicked if action is taken on the page. Important Notes Enable employees to see and use the Time Off section of the Employee Dashboard by clicking into the box next to Enable Time Off Calendar and choosing Maximized or Minimized from the Time Off Display on Employee Dashboard drop down. Employee Preferences» 1. Enable shift-based approvals by checking the box next to Enable Shift-Based Approvals on the Time Card. 2. Administrators will be able to default all employee's personal preferences if the box next to Allow Only Administrator to Edit Employee Personal Preferences is checked. If employees should have the ability to configure personal preferences, do not check this box. 124
3. If the box in #2 is checked, input the preferences for all employees via the drop downs in the Paging section. 4. Click Apply to make the updates. 5. Click Cancel Changes to discard any changes made in the session. The Apply and Cancel Changes buttons will only be able to be clicked if action is taken on the page. Pay Types» 1. Check the box of any listed pay type which is a part of the payroll policy. 2. Click Apply to make the updates. 3. Click Cancel Changes to discard any changes made in the session. 125
The Apply and Cancel Changes buttons will only be able to be clicked if action is taken on the page. Notifications» Employee Notifications Employees can now receive notifications when their time cards are edited and approved per payroll policy settings. 1. Click Yes in the Enabled box to allow for notifications to be sent for time card modifications and approvals. 2. From the Send notification via section, check the box or boxes to any of the types of notifications to determine where any timecard notifications will be sent when updates are made. 3. Click Preview Email» to see the message employees will receive for the notifications. Time Card Modified Example 126
If Paylocity Mobile is enabled for your company, and Mobile Push Notifications will be sent, click Preview Mobile» to view the message. Time Card Approved Example 4. Click Apply to save the information. Scheduled Employee Reminder Notifications 127
Schedule reminder notifications to be sent to employees within the applicable payroll policy for them to perform a requested action, such as submitting a timesheet at the end of a week per payroll policy settings. 1. Click Yes in the Enabled box to allow for reminder notifications to be sent for when to submit timesheets. 2. From the Send notification via section, check the box or boxes to any of the types of notifications to determine where the submit timesheet reminder notifications will be sent. 3. From the Scheduled Employee Reminders > Submit Timesheet section, click Preview Email» to see the message employees will receive when being reminded to submit their timesheets. If Paylocity Mobile is enabled for your company, and Mobile Push Notifications will be sent, click Preview Mobile» to view the message. 128
4. Click + Schedule a Reminder to create a new reminder entry for when the notifications will be sent. 5. Click into the Days of the week field and select a date from the menu. 6. From the Time of the day field, click the clock icon to select a time or click into blank field to manually enter a time. 7. Click Update to save the entry. 8. Click Apply to make the updates. Important Notes The messages contained within the e-mails to employees cannot be configured. Work Email is set up in Web Pay on the Employee Info > Work > Location page in the Email field. Personal Email is set up in Web Pay on the Employee Info > Personal > Demographics page in the Email address field. Global Configuration Settings Input or edit company information and preferences. 1. In the Company Information section, only the Company Name field is required. Enter any other company information as desired. 2. Edit the Labor Level Description and/or Labor Levels Description fields to change the name of what labor levels or cost centers are called within the database. 3. Via the Start of Work Week for Schedule Templates drop down, select the starting point of the work week when viewing scheduled templates. This day only applies to the schedule templates page. Employee schedules starting weekday will reflect their payroll policy start day. 4. Check or do not check the Allow Supervisors to Approve Time with Attendance Exceptions and Missing Punches box as applicable. 5. Click Apply to save any updates. 6. Click Cancel Changes to remove any entered data on the page in this session. 129
Mobile Policies Create mobile policies with specific punch requirements. Add New Mobile Policy» 1. Click Add New Mobile Policy to create a new mobile policy. 2. Enter the Policy Name (50 character limit). 3. Click Create Mobile Policy. 4. Select Yes or No to Require location services to be enabled on device to punch. 130
5. Make a selection from the When an employee tries to punch without GPS coordinate data drop down. The Don't allow punch option is only available when the location services requirement is set to Yes. 6. Make a selection from the When an employee tries to punch outside a Geofence drop down. Note: A Mobile Geofence can be added to a Mobile Policy only if the Yes radio button is selected for Require location services to be enabled on device to punch and Don't allow punch is selected from the When an employee tries to punch without GPS coordinate data drop down. 7. Click Add New Geofence to add a geofence for the selected mobile policy if applicable. 8. Click Save to apply the updated information. 9. Click Cancel to discard the changes and return to the Mobile Policies home screen. 10. Click Assign Employees to assign an employee group or individual employees to the mobile policy. 11. Click Edit to update the geofence. 12. Click Delete to remove the geofence. Edit Mobile Policy» 1. Click Edit to modify the details. 131
2. Select Yes or No to Require location services to be enabled on device to punch. 3. Make a selection from the When an employee tries to punch without GPS coordinate data drop down. The Don't allow punch option is only available when the location services requirement is set to Yes. 4. Make a selection from the When an employee tries to punch outside a Geofence drop down. Note: A Mobile Geofence can be added to a Mobile Policy only if the Yes radio button is selected for Require location services to be enabled on device to punch and Don't allow punch is selected from the When an employee tries to punch without GPS coordinate data drop down. 5. Click Add New Geofence to add a geofence for the selected mobile policy if applicable. 6. Click Save to apply the updated information. 7. Click Cancel to discard the changes and return to the Mobile Policies home screen. 8. Click Assign Employees to assign an employee group or individual employees to the mobile policy. 9. Click Edit to edit the geofence. 10. Click Delete to delete the geofence. 132
Delete Mobile Policy» 1. Click Delete to remove the mobile policy. 2. Click OK to confirm deletion. Mobile Geofence Create a geographical area where an employee can perform punch activities using the Paylocity Mobile application. Note: A Mobile Geofence can be added to a Mobile Policy only if the Yes radio button is selected for Require location services to be enabled on device to punch and Don't allow punch is selected from the When an employee tries to punch without GPS coordinate data drop down. 1. Enter the Geofence name. 2. Use the polygon tool on the map to create the geofence. 3. Select the Geofence Color. 4. Check the Cost Centers box to enable to the cost center drop downs. 133
5. Select the applicable cost centers. 6. Click Delete Selected Geofence to delete the geofence. 7. Click Save to apply the updated information. 8. Click Cancel to discard any changes and close the window. Assign Mobile Policy Assign individual users to a specific Mobile Policy. Via Web Time 1. Click the + next to Assign Employees when configuring the new or existing mobile policy. 2. Check the box adjacent to each applicable employee to assign the selected mobile policy to the employee. 3. Click Save to apply the updated information. 4. Click Cancel to discard any changes and close the window. 134
Via Web Pay 1. Access Web Pay to configure Employee Info: Employees Employee Info. 2. Find the applicable employee and click on the Web Time tab. 3. In the Mobile section, select the mobile policy via the drop down. 4. Click Save. 135
Assign Mobile Policy to Group Assign an employee manager group to a specific Mobile Policy. 1. Click Assign Employees when configuring the new or existing mobile policy. 2. Select the Employee Managers Group from the drop down. 136
3. Click the Filter button next to the Non-Members field to display only the members of the selected employee manager group. 4. Check the box adjacent to the Employee Name title select all the employees in the employee manager group to assign the selected mobile policy to the employee manager group. 5. Click Save to apply the updated information. 6. Click Cancel to discard any changes and close the window. Hardware Terminals Customize hardware terminals. Users may filter the display of information. Add Hardware Terminal» 1. Click Add to create a new hardware terminal. 137
2. Complete the required fields. 3. Complete the applicable optional fields. 4. Click Save and Return to apply the updated information. 5. A message will appear indicating that the new hardware terminal record has been created successfully. Edit Hardware Terminal» 1. Click the Terminal ID link to display or modify the details. 2. Update the required fields. 3. Update the applicable optional fields. 4. Click Save or Save and Return to apply the updated information. 138
5. A message will appear indicating that the hardware terminal record has been updated successfully. Delete Hardware Terminal» 1. Check the box adjacent to the Terminal ID and click Delete to remove the terminal. 2. Click Yes to confirm the deletion. 139
Time Card Notes Create time card notes to describe the time card event. Add a Time Card Note» 1. Click Add a Time Card Note to create a time card note. 2. Enter the Code (three character limit). 3. Enter the Note (50 character limit). 4. Check the Active box. 5. Click Update to apply the updated information. 6. Click Cancel to discard the changes. 140
7. A message will appear confirming that the new record has been created successfully. Edit a Time Card Note» 1. Click Edit to modify the details. 2. Update the Code (three character limit). 3. Update the Note (50 character limit). 4. Check the Active box. 5. Click Update to apply the updated information. 6. Click Cancel to discard the changes. 141
7. A message will appear confirming that the record has been updated successfully. Delete a Time Card Note» 1. Click Delete to remove the time card note. 2. Click OK to confirm removal of the time card note. 3. Click Cancel to discard the changes and close the window. 142
4. A message will appear confirming that the record has been deleted successfully. Define Cost Centers Define cost centers for the company. Add Cost Center Detail Records to each cost center. Add Cost Center» 1. Click Add new record to create a cost center. 2. Enter the Description (50 character limit). 3. Click Update to save the information. 4. Click Cancel to discard the changes. Edit Cost Center» 1. Click Edit to modify the details. 143
2. Update the Description (50 character limit). 3. Click Update to save the modified information. 4. Click Cancel to discard the changes. Delete Cost Center» 1. Click Delete to remove the cost center. 2. Click OK to confirm the deletion. Setup Cost Center Detail Records Add cost center detail records to each defined cost center. Add New Detail Record» 1. Select the Cost Center from the drop down. 2. Click Add New Detail Record to create a cost center detail record. 144
3. Enter the required Description (50 character limit). 4. Enter the required Code (50 character limit). 5. Enter the applicable Pay Rate. 6. Enter the applicable Charge Rate. 7. Check the Active box. 8. Click Update to apply the updated information. 9. Click Cancel to discard the changes. Edit Detail Record» 1. Click Edit to modify the details. 2. Update the Description (50 character limit). 3. Update the Code (50 character limit). 4. Update the applicable Pay Rate. 5. Update the applicable Charge Rate. 6. Check the Active box. 7. Click Update to apply the updated information. 8. Click Cancel to discard the changes. Delete Detail Record» 1. Click Delete to remove the cost center detail record. 145
2. Click OK to confirm the deletion. Import Records» 1. Click Import Records to import cost center detail records in CSV format. Import Cost Centers 1. Click Import Records. 2. Create new mapping or select mapping from the drop down. 3. Click Next. 146
4. Enter Mapping Name. 5. Enter the applicable column numbers in the Labor Level, Code, Description, and Active Status columns. 6. The Pay Rate Column and Charge Rate Column are optional fields. 7. Click Next. 8. Select the csv file. 9. Click Preview Import. 147
10. Verify the information. 11. Click Import to import the cost centers. Assign Cost Centers Override Rates Quickly override the pay rate and charge rates attached to specific employee cost centers. 1. Access the Assign Cost Centers Override Rates page via the Configuration menu. 2. Enter the employee's name in the Search Employees section or scroll through the list of employees. 3. Click Edit. 4. Enter the amounts in the Pay Rate Override and Charge Rate Override fields. 5. Click Update to apply the updates. 6. Click Cancel to discard the changes. 148
7. A notification will appear to indicate that the data has been saved. Copy Cost Center Assignments Offers the ability to select the cost center from one employee and copy to multiple other employees. 1. Select the employee from the Employees drop down. 2. Check the box of any applicable employee who should be assigned the existing cost center attached to the selected employee in #1. 3. Click Next. 4. Click Back to be directed to the first page. 149
5. If applicable, click Edit to override the pay rate or charge override for a specific employee's cost center. Click Update. 6. Review the assignments and click Save to apply the updates. 7. Click Back to be directed to the Search Employees page. 8. Click Cancel to discard the changes and be directed back to the Configuration page. 9. A notification will appear to confirm that the updates have been saved. 150
Assign Cost Centers Assign cost centers to employees. Users may filter the display of information. 1. Check the boxes next to the applicable employees. 2. Click Next. 3. Select the cost centers. 4. Click Next. 5. Click Back to return to the Select Employee page. 6. Verify the assignments. 7. Click Edit to adjust the cost center override rates. 8. Click Back to return to the Select Labor Level page. 9. Click Save to apply the updated information. 10. Click Cancel to discard any changes. 151
11. A notification will appear indicating that the updates were saved successfully. Configure Pay Types Configure Pay Types for the company. Pay Types are typically used for non-work hours such as holidays, sick time, vacation, or jury duty. Add New Pay Type» 1. Click Add New Pay Type to create a new pay type. 2. Enter the Description (50 character limit). 3. Enter the Code (50 character limit). 4. Select the Default Pay Level for the pay type via the drop down. This will automatically populate the Pay Level field when adding a pay type transaction for an employee on the Employee Time Card page. 5. Check the applicable boxes for the pay type. 6. Make a selection from the Used time applies toward benefit type drop down. 7. Click Update to save the updated information. 8. Click Cancel to discard the changes and close the window. 152
9. A message will appear indicating that the new record has been created successfully. Assign Pay Types to Payroll Policies» 1. Access the Employee Applications Settings page via the Configuration menu. 2. Click Edit next within the line of the applicable payroll policy. 3. Select Pay Types from the navigation bar on the left side of the page. 153
4. Check or uncheck the boxes for any payroll types which should or should not be available within the payroll policy. Deactivate Pay Type» 1. Click Edit for the applicable pay type. 2. Uncheck the Active box on the Edit screen. 154
3. Click Update. 4. A message will appear indicating that the pay type has been saved successfully. 5. The Pay Type will no longer be a selectable option on timesheets when adding a Pay Type Transaction. If the pay type is on an existing time card or timesheet for the current pay period at the time of deactivation, it will not be removed. Delete Pay Type» 1. Click Delete to remove the pay type. 155
2. Click OK to confirm the deletion. 3. A message will appear indicating that the pay type was deleted successfully. Edit Pay Type» 1. Click Edit to configure the pay type. 2. Update the Description (50 character limit). 3. Update the Code (50 character limit). 156
4. Update the Default Pay Level for the pay type via the drop down. This will automatically populate the Pay Level field when adding a pay type transaction for an employee on the Employee Time Card page. 5. Check the applicable boxes for the pay type. 6. Make a selection from the Used time applies toward benefit type drop down. 7. Click Update to save the updated information. 8. Click Cancel to discard the changes and close the window. 9. A message will appear indicating that the pay type has been updated successfully. Reactivate Pay Type» 1. Click Edit for the applicable pay type. 157
2. Check the Active box on the Edit screen. 3. Click Update. The pay type will be a selectable option on the time card or timesheet. 158
Configure Pay Adjustment Types Configure Pay Adjustment Types for the company. Add Pay Adjustment» 1. Click Add Pay Adjustment Type to create a new pay adjustment type. 2. Enter the Description (50 character limit). 3. Enter the Number (50 character limit). 4. Check the Employee Entry box to allow employees to enter the pay adjustment type. 5. Check the Deduction box when applicable. 6. Click Update to save the updated information. 7. Click Cancel to discard the changes and close the window. 8. A message will appear indicating that the new record has been created successfully. Edit Pay Adjustment» 1. Click Edit to modify the pay adjustment type details. 159
2. Enter the Description (50 character limit). 3. Enter the Number (50 character limit). 4. Check the Employee Entry box to allow employees to enter the pay adjustment type. 5. Check the Deduction box when applicable. 6. Click Update to save the updated information. 7. Click Cancel to discard the changes and close the window. 8. A message will appear indicating that the existing record has been saved successfully. Delete Pay Adjustment» 1. Click Delete to delete the pay adjustment type. 2. Click OK to confirm the deletion. 160
3. A message will appear indicating that the pay adjustment type has been deleted successfully. Shift Differential Policies Implement shift differentials to detail how your company pays shift premiums. Add Shift Differential Policies» 1. Access the Define Shift Differential Policies page via the Configuration menu in the Payroll Rules section. 2. Click Add New Shift Differential Policy. 3. Enter shift's name in the Policy Name field and click Create New Policy. 4. Check the Use Advanced Shift Differential Rules box to allow for one of the two radio buttons below to be able to be selected. 5. Check or uncheck the next available three boxes per the shift's desired specifications. 161
6. Click Add New Rule in the Shift Rules section to add shift rules for specific days. 7. Check the boxes of the days applicable to the shift. 8. Enter in the shift code. 9. Select the start time and end time via the clock icon next to the applicable fields, or enter in the start and end times via a keyboard. 10. Enter the additional pay factor or wage per hour. 11. Check any of the boxes in the Qualifications section and edit accordingly per the shift's specifications. 12. Click Save to apply the updates. 13. Click Cancel to discard the changes. 162
14. Once saved, a notification will appear confirming that the shift has been updated successfully. Edit Shift Differential Policies» 1. Access the Define Shift Differential Policies page via the Configuration menu in the Payroll Rules section. 2. Click Edit within the applicable shift differential line. 163
3. Edit the policy name. 4. Check the Use Advanced Shift Differential Rules box to allow for one of the two radio buttons below to be able to be selected. 5. Check or uncheck the next available three boxes per the shift's desired specifications. 6. Click Add New Rule in the Shift Rules section to add shift rules for specific days. 7. Check the boxes of the days applicable to the shift. 8. Enter in the shift code. 9. Select the start time and end time via the clock icon next to the applicable fields, or enter in the start and end times via a keyboard. 10. Enter the additional pay factor or wage per hour. 11. Check any of the boxes in the Qualifications section and edit accordingly per the shift's specifications. 12. Click Save to apply the updates. 13. Click Cancel to discard the changes. 164
14. Once saved, a notification will appear confirming that the shift has been updated successfully. Delete Shift Differential Policies» 1. Access the Define Shift Differential Policies page via the Configuration menu in the Payroll Rules section. 2. Click Delete with the applicable shift differential line. 165
3. A notification will appear to confirm the deletion of the shift differential. Click OK. 4. A notification will appear confirming the successful deletion of the shift differential. View Payroll Policy Settings A payroll policy is a group of rules (template) that describes how your company handles attendance, rounding, overtime, lunch, breaks, and more. *This page exclusively offers the chance to view existing payroll policy settings and pay periods, along with the ability to assign employees to the applicable payroll policies. *Please contact Web Time Support for implementation of any new payroll policies or modifications to existing payroll policies. Telephone support is available from Paylocity s Support Center Monday through Friday, 7 a.m. - 7 p.m. Central Time, at 888-873-8205. Enter the Company Id and select option #2. E-mail support is available via tlsupport@paylocity.com. If in Web Time implementation, please contact your Web Time Implementation Consultant. 1. Access the Payroll Policies page via the Payroll Rules section of the Configuration Home page. 2. Click View. 3. Use the sidebar navigation menu to quickly open to the desired settings pages. 166
4. Click Back or Next on the existing page when available to bounce back and forth between pages based on the order of the sidebar navigation menu. 5. Quickly review a different payroll policy's settings via the Select Payroll Policy drop down. 6. Click Cancel on any page to return to the main Payroll Policies page. Important Notes If an employee takes a break that is longer than 15 minutes, the first 15 minutes will be paid as expected, but any additional time over that first 15 minutes will go to the unpaid column of the time card. Assign Payroll Policies A payroll policy is a group of rules (template) that describes how your company handles attendance, rounding, overtime, lunch, breaks, and more. *This page exclusively offers the chance to view existing payroll policy settings and pay periods, along with the ability to assign employees to applicable payroll policies. *Please contact Web Time Support for implementation of any new payroll policies or modifications to existing payroll policies. Telephone support is available from Paylocity s Support Center Monday through Friday, 7 a.m. - 7 p.m. Central Time, at 888-873-8205. Enter the Company Id and select option #2. E-mail support is available via tlsupport@paylocity.com. If in Web Time implementation, please contact your Web Time Implementation Consultant. Via Web Time 1. Access the Payroll Policies page via the Payroll Rules section of the Configuration Home page. 2. Click View. 167
3. Click Assign Employees. 4. Filter a group of employees to search for by selecting the group from the Employee Manager Group drop down and clicking Filter. 5. In the Available Employees section, click the arrows at the bottom of the section to navigate through the pages and check the box of the employee (s) to be assigned to the policy. 6. Check the box of the employee (s) to assign the policy to. 7. Click the X in the Selected Employees section to remove the assignment for the employee who was just assigned to the policy. 8. Click Save. 168
Via Web Pay 1. In the Employees menu, select Employee Info. 2. Search and select the applicable employee via the Search field or employee drop down. 3. Click on the Web Time tab. 4. Via the Payroll section, select the Payroll Policy from the Payroll Policy drop down. 5. Click Save. 169
View Payroll Policy Pay Periods A payroll policy is a group of rules (template) that describes how your company handles attendance, rounding, overtime, lunch, breaks, and more. *This page exclusively offers the chance to view existing payroll policy settings and pay periods, along with the ability to assign employees to the applicable payroll policies. *Please contact Web Time Support for implementation of any new payroll policies or modifications to existing payroll policies. Telephone support is available from Paylocity s Support Center Monday through Friday, 7 a.m. - 7 p.m. Central Time, at 888-873-8205. Enter the Company Id and select option #2. E-mail support is available via tlsupport@paylocity.com. If in Web Time implementation, please contact your Web Time Implementation Consultant. View Payroll Policy Pay Periods 1. Access the Payroll Policies page via the Payroll Rules section of the Configuration Home page. 2. Click View Pay Periods to quickly check on the pay periods attached to the payroll policy over the next calendar year. 170
3. Click Close to return to the main Payroll Policies page. Overtime Rules Overtime Rules are implemented within each payroll policy via the Overtime Rules section of the payroll policy's sidebar menu. This page offers view-only access to overtime rules attached to each payroll policy. 171
*Please contact Web Time Support for implementation of any new overtime rules or modifications to existing overtime rules. Telephone support is available from Paylocity s Support Center Monday through Friday, 7 a.m. - 7 p.m. Central Time, at 888-873-8205. Enter the Company Id and select option #2. E-mail support is available via tlsupport@paylocity.com. If in Web Time implementation, please contact your Web Time Implementation Consultant. 1. Access the Overtime Rules page via the Payroll Rules section of the Configuration Home page. 2. The page allows for viewing of the specific overtime rule, along with its type, which policies it is assigned to, and whether or not it is active. 3. To view more specific details of the overtime rule as it is setup for a payroll policy», access the Payroll Policies page. 172
Employee Groups Create employee groups. Users may filter the display of information. Users are required to be assigned to both an Employee Group and a Feature Access Template to have access to employees. Add Employee Group» 1. Click Add Group to create a new employee group. 2. Enter the Group Name. 3. Users may filter the display of information. 4. Check the box adjacent to the Employee Name in the Available Employees section to add the employee to the Selected Employees section. 5. Click the red X to delete the selected employee from the Selected Employees section. 6. Click Save to apply the updated information. 7. Click Save & View Group Employees to save the group and view the members of the employee group. 8. Click Save & Return to save the entry and return to the Employee Groups home screen. 9. Click Cancel to discard the changes and return to the Employee Groups home screen. 10. To give users access to the Employee Group, select the user in Web Pay and select the Web Time screen. 173
11. A message will appear indicating that the new record has been created successfully. Edit Employee Group» 1. Click the Group Name link to display or modify the details. 174
2. Update the Group Name. 3. Users may filter the display of information. 4. Check the box adjacent to the Employee Name in the Available Employees section to add the employee to the Selected Employees section. 5. Click the red X to delete the selected employee from the Selected Employees section. 6. Click Save to apply the updated information. 7. Click Save & View Group Employees to save the group and view the members of the employee group. 8. Click Save & Return to save the entry and return to the Employee Groups home screen. 9. Click Cancel to discard the changes and return to the Employee Groups home screen. 10. To give users access to the Employee Group, select the user in Web Pay and select the Web Time screen. 175
11. A message will appear indicating that the employee group has been updated successfully. Delete Employee Group» 1. Check the box adjacent to the Group Name and click Delete to delete the employee group. 176
2. The below notification will appear after clicking Delete. IP Access Policy An IP access policy is a group of rules, or a template, that describes which IP addresses are permitted access to this site. The ability to punch in/out can also be limited by an IP access policy. Add IP Access Policy» 1. Click Add New IP Access Policy. 2. Enter the name of the policy into the IP Access Policy Name field. 3. Check the Allow Access box to allow site access with no punch capability from outside the entered IP access mask. 4. Check the Allow Punch box to allow web punching from the IP access mask. 5. Click Add New IP Address. 6. Enter the IP Address and click Update. 7. Click Save to apply the updates. 177
8. A message will appear indicating that the policy has successfully been added. Assign Employees to IP Access Policy» Assign Employees 1. Via Web Pay, access Employee Info via the Employees menu. 2. Click on the Web Time tab. 3. In the Security section, choose the IP Access Policy via the IP Access Policy drop down. View Assigned Employees 1. Via Web Time, click Edit within the line of the policy. 178
2. Click Members. 3. View the employees assigned to the policy. Delete IP Access Policy» 1. Click Delete within the line of the policy to be removed. An IP Access Policy can only be deleted if no employees are assigned to it. 179
2. Click OK to confirm the removal. 3. A message will appear confirming the removal of the policy. Important Notes Multiple IP addresses can be added to each individual IP policy. View Group Employees 1. Click View on the applicable employee group line to view the employees assigned to the group. 2. Click Cancel to return to the main screen. 180
Feature Access Templates Users must be assigned to both a Feature Access Template and an Employee Group to have access to employees. Feature Access Templates enable users to manage employee timesheets, create schedules, and print reports. Administrators are able to assign users to feature access templates and employee groups. When the assigned users log into Web Time, they will see the employees and features granted by the security group. Employees do not need to be assigned to a security group. User access gives employees the ability to track their own time without needing special access. 181
Assign Feature Access Template Assign feature access templates to employees. Users may filter the display of information by selecting an employee group. Via Web Pay 1. Access the employee record that will be assigned to the feature access template. 2. Click on the Web Time tab. 3. In the Security section, make the selection via the Feature Access Template drop down. 4. Click Save. 182
Via Web Time 1. Click the applicable link in the Feature Access Templates section to display the selected access to employees and functions. 2. Click the Assign Multiple Employees link in the Feature Access Template Assignment section to assign employees to the selected Feature Access Template. 183
3. Select the employees. Use the CTRL key and click to select multiple employees. 4. Click the blue arrow to move the employees to the Members section. 5. Moving the employees to the Members section automatically saves the selections. 6. Click the employee in the Members section and click the reverse blue arrow to remove the employee. 184
Web Pay Web Time 1. In the Time and Labor section, check the box next to Enable Time and Labor to allow for the employee to have access to Web Time. 2. In the Employee Setup section, if applicable, adjust the badge number. 3. Via the Payroll section, choose the payroll policy from the drop down. 4. Make any adjustments necessary to the employee's benefits setup via the Benefits section. 5. Adjust the job code, if applicable, in the Unmapped Labor Levels section. 6. To give users mobile access, select the Mobile Policy from the drop down. 7. Update the employee's time zone configuration to ensure that the correct time is displayed when the employee logs in to clock in or out. 8. Check the box next to Allow clock in / clock out through web to give the employee the ability to make punch entries. 9. Configure timesheet settings for the employee via the Time Sheet Approval and Attendance Tracking section. Click into the box next to Allow Employee to submit timesheet for... to give employees the ability to edit their timesheets. Click into the box next to Non-worked Hours to enable employees to submit timesheets with non-worked hours. 10. To give users access to employees, select the Feature Access Template from the drop down and the Employee Group from the Permission to Manager Groups drop down. 11. Adjust which IP Access Policy the employee is a part of for punching purposes via the IP Access Policy drop down. 12. Click Save to apply the updated information. 185
Important Notes If a terminated Web Pay employee record continues to appear in Web Time, click into the Enable Time and Labor box to remove the check. This action will place the employee in an Inactive status in Web Time. Non-Employee Workflow for Temporary Employees Non-employee Web Time user accounts can quickly be set up for temporary employees. 186
*For Web Time companies integrated with Web Pay, this would allow for a Web Time-only employee account to be created that will not be paid via a payroll in Web Pay. Actions Create a Non-Employee User Account» 1. Via Web Pay, navigate to the Company > User Accounts page and click Add Non- Employee. Temporary employees are unable to be created at the company set level. 2. On the Non-Employee User Account Details page, locate the Time and Labor Access section to place a check into the box next to Temporary Employee. By checking the Temporary Employee box, these fields are automatically configured and are not able to be edited: The Security Group drop down» defaults to Web Time Employee. The Web Time Only Access box gets checked. The Web Time Access drop down defaults to Allow. The Default Home Page drop down defaults to Web Time. 187
3. Click Save for the new record to be created in Web Time. 4. The employee record can now be located via the Employee Search» page. Inactivate a Non-Employee User Account» 1. Via Web Pay, navigate to the Company > User Accounts page and navigate to the applicable non-employee record. 2. Click on the employee ID link in the Id column. 3. Click into the Enabled check box to remove the check mark. 188
4. Click Save to apply the update. The non-employee record will no longer be accessible via the Active filter on the Employee Search page in Web Time. Important Notes Temporary employee records can only be edited via their Employee Info» page in Web Time. All other employees that have access to Web Pay are required to be edited in Web Pay. 189
If a company has Web Pay and Web Time, but no integration exists between the databases, the temporary employee can login through Web Pay to be directed to Web Time. Temporary employees can be grouped together via the Employee Groups page by adding a group with the Temporary/Permanent filter». 190
Security Levels Web Time offers three levels of security. The levels are configurable via the Web Time tab in Web Pay. 1. Full Rights Grants the user full rights to all sections of Web Time. This security level is appropriate for company-wide administrators and any user who needs unrestricted access to the Web Time account. 2. Partial Access Grants permission to view only the employees assigned to the user and allows access to selected sections of Web Time. This security level is appropriate for department managers and supervisors who need to view and edit their employees information. 3. User Access Only Grants permission to view only the user's employee information and allows access to selected sections of Web Time. Timesheet Audit Trails Quickly view timesheet audit trails for employees by payroll policy or date range. 1. Select date range or the applicable payroll policy from the Payroll Policy Duration drop down. 2. Select the employee from the Employee drop down. 3. Use the Supervisor drop down to see employees by who their supervisor is. 191
4. Click "+" or expand» icon to view any changes made to the employee in the applicable date range. If only an employee is selected, all changes impacting the employee's timecard in the applicable date range will be viewable. If only a supervisor is chosen, any changes the supervisor made to any employee's timecard will appear. If an employee and a supervisor are selected, any changes in the applicable date range that the supervisor made to the selected employee's timecard will appear. 5. Click the collapse» icon close the expanded detail. Benefit Policies Create benefit policies and assign them to employees. Add Benefit Policy» 1. Click Add to create a new benefit policy. 192
2. Enter the Benefit Name. 3. Select the Salary Type. 4. Click Add to enable the Benefit Types drop down. 5. Select the Benefit Type from the drop down. 6. Complete the applicable Settings information. 7. Scroll down. 8. Complete the applicable Time Off Requests information. 9. Click Save to apply the updated information. 10. Click Cancel to discard the changes close the window. 193
11. A message will appear confirming that the new record has been saved successfully. Edit Benefit Policy» 1. Select the Benefit Policy and click Edit to display or modify the details. 2. Update the Benefit Name. 3. Update the Salary Type. 4. Click Add to enable the Benefit Types drop down. 5. Select the Benefit Type from the drop down. 6. Complete the applicable Settings information. 194
7. Scroll down. 8. Complete the applicable Time Off Requests information. 9. Click Save to apply the updated information. 10. Click Cancel to discard the changes close the window. 11. A message will appear confirming that the new record has been saved successfully. 195
Assign Benefit Policy» 1. Select the Benefit Policy and click Assign to assign the benefit policy to the employees. Delete Benefit Policy» 1. Select the Benefit Policy and click Delete to delete the benefit policy. 2. Click Yes to confirm the deletion. 3. A message will appear confirming that the record has been deleted successfully. 196
Assign Benefit Policy Assign benefit policies to employees. Users may filter the display of information. 1. Click Assign» on the Configure Benefit Accruals page. 2. Check the box adjacent to the Employee Name in the Available Employees section to add the employee to the Selected Employees section. 3. Click the X adjacent to the selected employee in the Selected Employees section to delete the selected employee from the group. 4. Click Save to apply the updated information. 5. Click Cancel to discard any changes and close the window. 197
6. A notification will appear after clicking Save to indicate that the updates were saved successfully. Blackout Periods Create blackout periods for time off requests. Add a Blackout Period» 1. Click Add a Blackout Period to create a new blackout period entry. 198
2. Select or enter the Start Date. 3. Select or enter the End Date. 4. Select the Type from the drop down. 5. Enter the applicable Notes. 6. Select the Employee Group from the drop down to apply the blackout days to the group. 7. Click Update to apply the information. 8. Click Cancel to discard the changes. 9. A message will appear confirming that the new record has been created successfully. Edit a Blackout Period» 1. Click Edit to modify the details. 2. Select or enter the Start Date. 199
3. Select or enter the End Date. 4. Select the Type from the drop down. 5. Enter the applicable Notes. 6. Select the Employee Group from the drop down to apply the blackout days to the group. 7. Click Update to save the changes. 8. Click Cancel to discard the changes. 9. A message will appear confirming that the record has been updated successfully. Delete a Blackout Period» 1. Check the box next to the blackout period by clicking into it. 2. Click Delete to remove the blackout period. 3. Click OK to confirm the deletion. 4. Click Cancel to go back to the Blackout Periods home screen. 200
5. A message will appear confirming that the record has been deleted successfully. Holidays Configure the holiday setup for the company. Add a Holiday List» 1. Click Add New Holiday List. 2. Enter the name of the Holiday List in the Holiday List field. 3. Click Add New Holiday to enter any applicable holidays. 4. Enter the name of the holiday and complete the rest of the fields. 5. Click Update. 6. Click Save to apply the updates. 7. Click Cancel to discard the changes. 201
8. A notification will appear indicating that the save was successful. Add a Holiday» 1. Click Add New Holiday. 2. Enter the Holiday name. 3. Select or enter the Holiday Date. 4. Check the Active box to activate the holiday. 5. Enter the length of the holiday in the Days field. 202
6. Check the Include Weekends box for additional days if applicable. 7. Check the Company Worked box if applicable. Checking this box impacts the holiday rules of the associated payroll policy. 8. Click Save. Assign a Holiday List» Holiday List Assignment via Web Pay 1. Via Web Pay, access the applicable employee on the Employees Employee Info page. 2. Select the Web Time tab. 3. In the Payroll section, select the applicable holiday list from the Holiday List drop down. 4. Click Save. 203
5. A notification will appear to confirm the updates. Holiday List Assignment via Web Time *For Web Time companies not integrated with Web Pay. 1. Access the Configuration Holidays page. 2. Click Edit to make changes to the applicable holiday list. 204
3. Click Members at the top right of the list page. 4. Click the + next to the employee record in the Available Employees section to add to the Selected Employees section. Click the X next to the employee record in the Selected Employees section to remove from the holiday list. 5. Click Save to apply the updates. View Members via Web Time 1. Access the Configuration Holidays page. 2. Click Edit next to the applicable holiday list. 3. Click Members. 205
Delete a Holiday» 1. Click Edit for the applicable holiday list. 2. Click Delete. 206
Edit a Holiday» 1. Click Edit for the applicable holiday list. 2. Click Edit for the applicable holiday. 3. Select or enter the Holiday Date. 4. Check the Active box to activate the holiday. 5. Enter the length of the holiday in the Days field. 6. Check the Include Weekends box for additional days if applicable. 7. Check the Company Worked box if applicable. Checking this box impacts the holiday rules of the associated payroll policy. 8. Click Update to apply the updated information. 207
9. Click Save to apply the updates. Time Off Request Notifications Create time off request notifications. Users can view these notifications in Messages. 1. Check the box to enable the applicable time off notification. 2. Click Save to apply the updated information. Notifications Schedule Offers the ability to send notifications to users to take action on items such as approving timesheets. Add Schedule Notification» Notification schedules are configured based on feature access templates. 208
1. Type Notifications into the Search field and select Notifications Schedule. 2. Click + Schedule a Notification. 3. Select the Feature Access Template via the drop down. 4. Choose the Message Template. In this case, Approve Timesheets is applicable. 5. Click into the Days of the Week field to select the day (s) of the week notification of edits will be sent to employees. 6. Select the time of day the notifications will be sent by clicking on the clock icon in the Time of Day field or by manual entry. 7. Click into the Notification Methods field to add how the feature access template users will receive the notifications: Work Email, Personal Email, and/or Push Notification. 8. Click Update to save the notification schedule. 9. A notification will appear to confirm that the record has been saved. Edit Schedule Notification» 1. Access the Notifications Schedule page via Configuration Home General Miscellaneous Settings. 2. Click Edit for the notification entry. 3. Make any necessary configuration changes as applicable and click Update. 4. A notification will appear to confirm that the record has been saved. 209
Delete Schedule Notification» 1. Access the Notifications Schedule page via Configuration Home General Miscellaneous Settings. 2. Check the box next to the entry that is to be deleted. Has to be checked for the X Delete action to be able to be clicked. 3. Click X Delete. 4. Click OK once the Confirm Delete? window appears. 5. A notification will appear to confirm that the entry has been removed. Important Notes The messages contained within the e-mails to employees cannot be configured. Work Email is set up in Web Pay on the Employee Info > Work > Location page in the Email field. Personal Email is set up in Web Pay on the Employee Info > Personal > Demographics page in the Email address field. 210
Attendance Policies Configure Attendance Policies for the company. The specific attendance policies will enable the attendance points to be accurately distributed based on the employee's clocking in and out actions. *If enabled, Attendance Points will replace Attendance Exceptions on the Supervisor Dashboard». Request for Attendance Points to be Enabled To start using attendance points from attendance policies when in Web Time implementation, make a request to your Web Time Implementation Consultant (IC) to have Attendance Points enabled. To start using attendance points from attendance policies when not in Web Time implementation, make a request to your dedicated Account Manager (AM) to have Attendance Points enabled. Add Attendance Policy and Points» Add Attendance Policy 1. Access the Attendance Policies page via the Configuration menu. 2. Click Add New Attendance Policy. 3. Enter a name for the policy. 211
4. Click Save. Add Attendance Points Rules 1. Click + Add New Points Rule. 2. Enter a name for the rule. 3. Select a Points Rule Type from the drop down. If Pay Type is selected, this will be the only way that the Pay Type drop down can be configurable. On the Employee Time Card page», a pay type transaction can be added and the points configured here will be applied. 4. Configure the minimum and/or maximum minutes tied to the rule via the arrows or manual entry. 5. Select the start date from the calendar or manually enter. 6. If applicable, select the end date from the calendar or manually enter. 7. Use the arrows to input the positive or negative points value, or manually enter. 8. Click Update to save the rule. 9. Click Save to apply the update to the policy. 212
Edit Attendance Policy and Points» 1. Access the Attendance Policies page via the Configuration menu. 2. Click Edit next to the policy which needs to be configured. 3. Click Edit next to the rule which requires an update. 4. Update the name. 5. Update the points rule type via the drop down. 6. Adjust the minimum and maximum minutes via the arrows or manual entry. 7. Change the start date if incorrectly entered. 8. If a rule type is no longer needed, enter an End Date via the arrows or manual entry. The expired rule type will remain visible for historical purposes. 9. Input the positive or negative points value via the arrows or manual entry/ 10. Click Update to save the rule. 11. Click Save to apply the update to the policy. 213
Assign Attendance Policy» Via Web Pay 1. Access the applicable employee record's employee info page. 2. Click on the Web Time tab. 3. Navigate to the Attendance Policy section. 4. Select the attendance policy via the drop down. 5. Click Save. View Assigned Employees via Web Time 1. Access the Attendance Policies page via the Configuration menu. 2. Click on the number in the Number of Employees Assigned column to view any employees assigned to the policy. 214
Delete Attendance Policy» 1. Access the Attendance Policies page via the Configuration menu. 2. Click Delete next to the policy which will be removed. 3. Click OK to delete the policy. Attendance Policies can only be deleted if no employees are assigned to the policy. The Delete button cannot be pressed if an employee is assigned to the policy. 215