employee functions...4 time and attendance–employee functions l e ss o n • 1: h om e s cree n...

Time and Attendance–Employee Functions

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2018

Employee Functions

Time and Attendance

Learn eSTAR navigation and functions related to reporting time, activities, and absences in the system.


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Table of Contents

Lesson 1: Home Screen Navigation ........................................................................................ 2

Logging into the Home Screen .................................................................................................... 2 eSTAR Functions .................................................................................................................. 3

Time Entry ................................................................................................................................ 3 Schedules.................................................................................................................................. 3 Reports ..................................................................................................................................... 3 Settings .....................................................................................................................................

3 Other Home Screen Information ............................................................................................. 4

Customizing the Home Screen .................................................................................................... 4 Online Help ..................................................................................................................................

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Lesson 2: The Time Entry Window ......................................................................................... 6

Function Buttons ......................................................................................................................... 6 Changing the Pay Period............................................................................................................ 7 Timesheet Views........................................................................................................................ 8

List View ................................................................................................................................. 8 Table View .............................................................................................................................. 9

Showing All Weeks .................................................................................................................... 9

ACT Balances Tab ................................................................................................................... 10 Exceptions Tab ....................................................................................................................... 11 Results Tab ............................................................................................................................. 12 Schedule Tab .......................................................................................................................... 14 Leave Tab................................................................................................................................ 15 Printing the Timesheet ........................................................................................................... 18

Lesson 5: Swapping Shifts .................................................................................................... 20

Lesson 6: Editing Contact Information.................................................................................. 25

Lesson 7: The WebClock ...................................................................................................... 27

Accessing the WebClock ............................................................................................................ 27

Lesson 8: My Calendar ......................................................................................................... 29

Using My Calendar..................................................................................................................... 29

Lesson 9: Requesting Time-Off............................................................................................. 31

E-mail Notification ..................................................................................................................... 33 Canceling a Time Off Request.................................................................................................... 34


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Lesson 10: Generating Reports ............................................................................................ 35

Report Favorites ........................................................................................................................ 37

Creating a Report Favorite ..................................................................................................... 37 Removing a Report Favorite................................................................................................... 37

Generating a Report from the Time Entry Window .................................................................. 38

Lesson 11: Premium Calculations ......................................................................................... 39

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About This

About This Guide

This guide supplements instructor-led classroom training to help you learn the most commonly used functions in eSTAR Time and Attendance.

eSTAR automates and standardizes time collection, approval processes, and delivers the functionality and flexibility to enforce your HR, payroll, and union policies across the organization.

Objectives Following this session, you will be able to:

• Identify functions represented on the home screen • Customize the home screen • Request time off • Generate reports

Conventions This guide uses the following notational conventions:

• Bold text depicts tab labels, menu names, policy labels (Pay Code policy), function buttons (Submit Timesheet button), and computer keyboard keys (press Enter).

• Bold text and the right arrow symbol ( ) depict hierarchical choices in menus. • Bold italics represents field labels (Status_Code_1 field). • Shaded sans serif text represents program code or data.

Bordered text depicts notes, cautions, or warnings.

EXAMPLE: Shaded text represents examples.

TIP: The image at left is depicts helpful tips.

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Lesson 1: Home Screen

Lesson 1: Home Screen Navigation

Access eSTAR through a web browser or clock interface to perform functions such as entering time, time-off requests, work schedules, and time-off balances. The method you use to log in depends on how your system is configured. Access to the system is browser-based.

You could potentially access eSTAR through one or more of the following mediums:

• Web-based interface; eSTAR supports the Google Chrome, Microsoft Internet Explorer, Mozilla Firefox, and Apple Safari web browsers.

• WebClock on a State of Delaware owned computer • “Punching” a hardware time clock

Logging into the Home Screen 1. Log into eSTAR by entering your User ID and Password into the Login window.

2. The first time you log into eSTAR, the following dialog appears.

3. Click OK.

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TM01 Time and Attendance–Employee Functions

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The employee home screen appears. The home screen is configured to suit your organization’s requirements. The following figure shows an example of an employee home screen.

eSTAR Functions The employee home screen typically provides links to the following time and attendance related functions. The functions on your home screen may vary from those described here.

Time Entry • My Timesheet: View timesheet data through the timesheet.

Schedules • My Calendar: Shows your personal calendar which displays events such as time off, pending

time off, and holidays. • My Time Off: Submit time off requests, track the status of your requests, and view past

request history. • My Swap Requests: Trade scheduled shifts with other employees only if you are scheduled

through eSTAR’s Advance Scheduler.

Reports • View Reports: eSTAR includes reports for employees. Employees can access general

reports to view timesheet information for a certain period, or comments on timesheets.

Settings • My Contact Preferences: Update your contact information (for limited use with Advance

Scheduler callouts).

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Lesson 1: Home Screen

Other Home Screen Information • The Time Off Requests frame shows Time Off status (Pending, Approved, and Unapproved)

and dates. • The Bank Balances frame shows balances, if the employee is eligible for: A n n u a l Leave C o m p Time F l o a t i n g Holiday M i l i t a r y Taken S i c k Leave

Customizing the Home Screen eSTAR supports the following Time and Attendance home screen customization features:

Rearranging Function Links

To rearrange the order in which functions appear within a category, click and drag the function link.

Creating a Favorites category for frequently-used functions

Hover the mouse pointer over the function’s star icon and click it to move the function to the Favorites section of the home screen.

Removing a Function from Favorites

Hover the pointer over the respective function link and click the star icon.

The function returns to its original category.

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Online Help Once logged into the home screen, you have access to online documentation through the Help link.

When clicking on the Help button, it opens to ask what area you need help with.

Once you make the help selection, it opens the online version of the eSTAR End User Guide in a new browser window.

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Lesson 2: The Time Entry

Lesson 2: The Tim

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Function Buttons Several buttons reside at the top of your timesheet. These buttons execute certain program functions.

Button Button Name

Function

Period Selector

Selects the pay period to view. Click the calendar icon to access a pop-up calendar from which to select a Pay Period.

Save Saves your timesheet data. This is typically done

every time new data or changes are made.

More

The More button reveals the Print, Print Preferences, Employee Information (reports), and Reload Data buttons.

The Print Preferences function enables you select the components to be printed:

Reload Data refreshes the timesheet with the previously saved data.

Select the List View or Table View of the timesheet.

View The view you select alters the format of the Timesheet tab.

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Button Button Name

Function

Calendar

Opens an interactive calendar from which you can navigate to a specific date or pay period. Additionally, this calendar may be configured to display days containing timesheet exceptions or planned time off.

Click the question mark icon to access a legend that details the colors used in the calendar.

Changing the Pay Period The pay period selector allows you to move forward or backward one period at a time, using the arrow icons, or to select a specific period to move to using the calendar icon.

1. Click the respective arrow on the Pay Period icon to retreat or advance a pay period.

2. Click the Pay Period icon to access a pop-up calendar, and then select a pay period or click the Default Period button.

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3. If your pay period is longer than a week and you want to enter time for the entire period, select the Show All Weeks checkbox.

Timesheet Views ESTAR provides views (or formats) for displaying timesheet information: List View and Table View. Each view displays timesheet information for an entire Pay Period.

Select the respective view through the View button.

List View The List View is the default view; it displays the days in the selected Pay Period as a list.

Totals per time slice appear on the right side of the window, with the sum total for the Pay Period displayed in the bottom right corner.

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Table View

Totals per pay code appear on the right side of the window, and totals for each day at the bottom of the window.

Showing All Weeks If your pay period is longer than a week and you want to enter or view time for the entire period, select the Show All Weeks checkbox.

Information Tabs The time entry layout shows one or more information tabs, depending on your role.

The Time Entry Tab The Time Entry Tab shows the time entry window.

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ACT Balances Tab The ACT Balances tab in the timesheet frame shows the usage graphs by leave type for your open cases. The ACT Balances tab is available to all employees. More information is available in the ACT training course.

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Exceptions Tab

The Exceptions Tab displays exception messages. An exception is a conflict noted between your time and attendance information and the rules under which your timesheet is processed. Exceptions generate messages which appear in the Exceptions tab on the Time Entry window. A common exception message would include working less than your scheduled hours in a week or attempting to use vacation hours in excess of available hours.

Some messages are informational and require no action; others require a satisfactory resolution before the timesheet can be successfully submitted. Error level exceptions must be corrected before the respective time is paid.

Each exception message shows the:

• Date of the exception • Exception message describing the problem and any action that may be required • Severity of the exception (Informational, Error, or Warning)

Exception messages are color-coded to identify the level of severity: • White: No exceptions or only informational messages present • Yellow: Warnings present • Red: Errors present

By default, exception messages are displayed in decreasing order of severity. The rank of severity codes, from lowest to highest, is as follows:

Severity Level Field Options

Most Severe

Least Severe

Error – entire timesheet not paid/held

Error – record not paid

Warning – paid differently than entered

Warning

Informational message – action may be

Informational message – no action required

No Exceptions

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Time entries associated with exceptions appear on the timesheet marked with a colored pin.

1. Click on the pin to display the exception message.

1. To view the exception, click the Exception button. 2. The Time Entry window opens the timesheet in the period containing the cross-period

exception.

Results Tab The Results tab reports the calculated results of the data input on the main timesheet, including overtime, shift premiums, etc.

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Note the following features:

• You can sort the data according to any column. By default, the data is sorted by Pay Code. Click a column title to display the sorting arrow and sort in increasing order. Click it again to sort in decreasing order. All columns can be sorted.

• Click and drag the line separating two columns to modify the width of the left-hand column. • Click and drag a column title to change the display order of the column. • Click the arrow on top of the right-hand scroll-bar to display the menu that allows you to

show/hide columns by checking or un-checking the appropriate check boxes.

The following figure depicts a customized view of the Results tab: the results are sorted in Work Date order; the Amount, Combo Code, Optional Project, Additional Data, and Wilmington Wage Tax columns are hidden.

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Schedule Tab The Schedule tab shows your work schedule for the current or selected period.

Note: The Schedule tab view can be toggled between the Table and List views using the View button.

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Leave Tab The Leave tab shows the employee’s leave balances for the period in each balance, taking into account any hours earned or used during the current period. It includes initial and ending balances for the period.

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Leave Tab cont’d: For any given bank, notice the interface functions in the following example:

• Click the Show Details link in the lower right corner of a bank to see more details about the period’s bank transactions.

• Click the Hide Details link to return to the summary view.

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Lesson 3: Basic Time

Lesson 3: Basic Time Entry

General rules for employees include the following:

• The workday runs from 12:00 a.m. (midnight) to 11:59 p.m. • Shifts crossing midnight will be recorded as time worked on the day the shift starts.

The following figure shows a general overview of the time entry/time off request process.

1. Display the body of your timesheet using the default view or the view of your choice. 2. To change the view, click the arrow on the View button to access its drop-down menu, then

highlight and click a menu item to select a different view.

3. Ensure that the correct pay period displays.

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4. To change the pay period, click the respective arrow on the Pay Period icon to retreat or advance a pay period.

a. Click the Pay Period icon to access a pop-up calendar, and then select a pay period or click the Current Period button.

b. If your pay period is longer than a week and you want to view time for the entire period, select the Show All Weeks checkbox.

Printing the Timesheet You can print the information from all of the tabs in your Time Entry window.

1. In the Time Entry window, click the More button and select Print. A Print Preview window and Print dialog box appear.

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If the Print dialog does not open, click the Print link in the upper right area of the Print Preview Window.

2. Select your print options and click OK. 3. Click the Close link to close the Print Preview window.

Note: You can view timesheet data up to 400 days past the current day.


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Lesson 4: Submitting and Am

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Lesson 5: Swapping Shifts

If you are an employee that is scheduled through the Advanced Scheduler tool, you can trade (swap) scheduled shifts with other employees (Shift Trade policies apply).

Shift swapping can be thought of as Employee A needing to take next Tuesday off and Employee B being able to work that shift. Employee A can send a request to Employee B to work his Tuesday shift so he can take it off. This way the shift is covered and Employee A can take the day off. This allows an organization to manage schedule trades within the system without any intervention or manual time entry updates. Employees will have the opportunity to swap or trade one of their scheduled shifts they are not able to work with another employee’s scheduled shift. This is a two way process, they each work the others scheduled shift.

Note: In addition to using the tools available for shift swaps, you can generate the Employee Swap Request Event report to view lists of swap requests in which you were involved.

In general, the process involves initiating requests to trade scheduled shifts from the My Calendar window …

…and then viewing and changing the status of requests from the home screen and Employee Swap window.

To perform a shift swap, do the following:

1. Select Schedules My Calendar. 2. Select a scheduled time.


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Lesson 5: Swapping

3. Select Swift Swap.

4. The Swap your Shift dialog appears.

Note: The employee must have been scheduled by Advanced Scheduler and that schedule must be posted to the employee’s scheduled tab on the timesheet. The shift swap feature is configured to require manager approval for the swap. Select the day of the shift you wish to swap. Shift Trade policy applies.


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5. You can search for available employees to swap with by name or you can see all available employees that can work the shift on a particular day in the Available Shifts pane. SHIFT TRADE POLICIES APPLY. Approvals are determined by your agency’s Policies and Procedures.

6. Search by Date tab: Select a date, an available shift, and select an employee.

7. Search by Employee tab: Select an employee and select an available shift.


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Lesson 5: Swapping

8. Click the Submit Request button. The request is acknowledged.

Once selected, that employee (the requester) will receive notification of the swap (either through e-mail or their home screen) and can either accept or reject the swap request. At any point the swap requestor can cancel the request.

Note: In addition to using the tools available for shift swaps, run the Employee Swap Request Event report to view lists of swap requests in which you were involved. For more information, see the eSTAR Advanced Scheduler Report Reference Guide.

9. Select Schedules My Swap Requests. 10. To view Pending requests, select My Pending Requests from the Show pull-down list.

The Employee Swap screen appears, showing the details of the proposed swap request.


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11. To review the date and time of the request, and the requestor, select View History. The employee of whom you are requesting a shift swap (the requested) will see the following dialog box:

The requested can accept or decline the request.

12. If the request is accepted, it will appear in the Show pull-down list as a Completed Request once the manager approves.


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Lesson 6: Editing Contact

The Final Status of the request will appear as Accepted.

Lesson 6: Editing Contact Information

You can update your contact information, for use with Advanced Scheduler callouts.

1. Select Settings My Contact Preferences. The Edit Contact Preferences dialog appears.


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Cont

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You can update your contact information if you want to be contacted to work an extra shift that is filled using a callout in Advanced Scheduler. ** Not all agencies utilize Call out Feature. The following fields and options are available:

• Current Info: If populated, the field contains the current contact method used by eSTAR. If blank, eSTAR uses the methods defined in your employee record.

• Primary Voice Phone and Secondary Voice Phone: Enter the phone number preceded by 1. Enter only the digits in the number, such as 19895551212.

• Text Phone: Enter the phone number, preceded by 1, at which you can receive text messages. Enter only the digits in the number, such as 19895551212.

• Email Address: should be left blank as no email notifications will be used for callouts • Mailing Address: Should be left blank as eSTAR will not be using this information • Allow Contact For Automatic Callout: This column appears only if eSTAR is configured to

support automatic callouts. Select the checkbox for your preferred contact method. If you select multiple methods, the system will use each method at the same time.

• Reset to Default: Select the checkbox to use the contact method defined in your employee record. You must clear this checkbox to update a contact method.

Editing Contacts

1. Select My Contact Preferences from the Settings area of the Home screen. The Contact Preferences window appears.

2. Clear the Reset To Default checkbox for each contact method you want to edit. 3. Enter the new contact method. 4. (Automatic callout only) Select the Allow Contact for Automatic Callout checkbox for your

preferred contact method. 5. Click Save. A confirmation message appears. 6. Click OK and the Home screen appears.

Automatic Callout May not be available for all State Agencies.


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Lesson 7: The

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Lesson 7: The Web Clock

The Web Clock tracks employee in and out times. It functions like a traditional time clock. The Web Clock includes a button for going on lunch breaks.

• Web Clock employees use the following buttons on the Web Clock: • The pay code associated with the In button is CLOCK_W Clock (W) • The pay code associated with the Out button is CLOCK_W Clock (W)

• When the Web Clock is not utilized within 10 seconds, the system will automatically log the employee out.

Accessing the Web Clock Web Clock users log in to the ESTAR Web Clock through the eSTAR home screen or through a dedicated web link. These employees use the Web Clock to clock in and out.

1. To access the Web Clock, select Time Entry Go to Web Clock link.


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The Web Clock interface appears.

The Web Clock interface includes the following fields and buttons:

• In: Records the start of work time. A successfully recorded In swipe is reported as follows:

• Out: Records the end of work time.


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Lesson 8: My

• Callback In: Clock in for a callback shift. • Callback Out: Clock out of a callback shift. • Home: Displays the Home Screen • Logout: Logs you out of eSTAR

When the Web Clock is not utilized within 10 seconds, the system will automatically log you out.

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Lesson 8: My Calendar

The My Calendar window displays events such as time off, pending time off, schedules, unavailability, and holidays. Calendar items appearing on the Calendar window are called calendar categories. To see the calendar categories and the respective color coding, hover your mouse pointer over the Legend label. You can see holidays, pending time off, scheduled time, and time off.

Some of your calendar categories are integrated from other areas of eSTAR and will not be editable from My Calendar. These items are viewable on the calendar to provide a more complete accounting of your time.

Note: If you are assigned to multiple slots during a scheduled time period, the entire amount of time scheduled appears as a single entry on your calendar.


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Buttons reside at the top right corner of the calendar.

The following table describes the My Calendar buttons:

Table 2: Calendar Buttons and Their Functions

Button Description

Prints the calendar for the month you are viewing.

The Previous and Next icons takes you to the previous or following month.

Navigate to the current day.

Using My Calendar The actions you can perform on My Calendar are found on the Calendar Selection menu, which appears when you click a date on the calendar. The actions available on this menu depend on your configuration.


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Lesson 9: Requesting

Lesson 9: Requesting Time-Off

You can submit time off requests, track the status of your requests, and view the history of past requests using the My Time Off function. When you request time-off, email is sent to notify the manager that a request was made. The following figure depicts the time off request workflow.

1. From the home screen, select Schedules My Time Off. The Request List window appears.

2. Select Create New Request. The Create Time Off Request window appears.


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3. Choose the type of time off from the Pay Code drop-down list.

4. Enter the day on which you want to begin your time off in the Start Date field, or click the Calendar icon on the right of the date field to display a calendar from which you can choose the date. Ensure that the Start Date is today’s date or later.

5. Enter the day on which you want to end your time off in the End Date field, or use the Calendar icon.

6. If necessary, enter a note to accompany your request in the Comments field. 7. Select Next to display the details of your time off request.

The Request Details window appears. The hours request defaults to the scheduled hours for that day. You can modify the hours requested and also select another pay code from the Pay Code column.

8. Click the Insert icon in the Action field of a row to add another row for that day, select the Pay code and enter the hours for that type. Remember to adjust the other hours for that day accordingly, if necessary.

9. If exceptions prevent you from submitting the request, do one of the following:

• Click the Back button to return to the previous window and make a different selection, or

• Reduce the hours selected by the clicking the Delete icon in the Action field of a row to remove the hours from that row, and then click the Update button.


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Lesson 9: Requesting

10. If no exceptions prevent you from submitting the request, click the Submit button to submit your request. You are notified of a successful submission.

11. Click OK. You are returned to the Request List window. Your new request appears in the Request List window as Pending. A request email is sent to your manger.

When your manager/leave approver approves the Time-Off Request, the requested time posts to your timesheet as time off. You receive an email message when your manger approves or rejects your request.

E-mail Notification E-mail messages are sent to the following recipients when time off requests are submitted. The following table shows when the event triggering the e-mail, the recipients, and the content of the message.

Table 3: Time Off Requests Email Notifications, Triggering Events and Recipients

Event Triggering Email Message Subject Message Recipients

Submission of time off request Time Off Request –

Pending “Employee Name” has requested time off. Please review.

Manager and Delegates

Approval of time off request Time Off Request – Your time off request has been Employee Approved approved.

Rejection of time off request Time Off Request – Rejected

Your time off request has been rejected.

Employee

Submission of time off request BEFORE TOR is approved

Time Off Request – “Employee Name” has cancelled his Manager and Cancelled by Employee or her request for time off. Delegates

Rejection of approved time off request

Time Off Request – Cancelled by Manager

The manager has cancelled the employee’s request for time off.

Employee


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Canceling a Time Off Request You can cancel a time off request while in Pending status. After a request has been approved, the Manager or Leave Approver must cancel the request in eSTAR. 1. Go to Schedules My Time Off. 2. Select the Current tab. 3. Select the respective time off request.

The View/Cancel Time Off Request window appears listing the details and history of the request.

4. Click Cancel Request button to withdraw your request.

The Reason for Cancellation window appears. Enter your reason for cancellation, if necessary.

5. Select Cancel Request.

The My Time Off window appears again, showing the status of the request as cancelled.

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[Type the course code and product name]–[Type the course title]

About This

Lesson 10: Generating Reports

eSTAR supports report generation for employees and managers. Employees can access general reports to view timesheet information for a certain period, roles delegated to them, time spent by project, or comments on timesheets.

1. To generate a report: from the home screen, click Reports View General Reports.

A list of report categories appears.

2. Do one of the following:

• Select a report category to display the respective reports or

• Search for the report.

• Enter the name or part of the name of the report in the Search field.

Reports with the search criteria in their name appear in the Search Results pane as you type.

3. Click the name of the report you want to generate.

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A second pane appears in which you specify report criteria.

4. Complete the respective fields. 5. Select your preferred output format:

• Excel to view/print the report as a Microsoft Excel spreadsheet. • HTML (the default) to view the report in the browser window as a web page. • PDF to view/print the report in Adobe Acrobat PDF format.

Adobe Acrobat Reader is required to view this format. The Reader is available at: http://get.adobe.com/reader/.

6. Click Run Now to generate the report.

The following figure shows a sample report in PDF format.

http://get.adobe.com/reader/

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About This

Data from an amended timesheet will not be included in reports unless the amended timesheet has been approved or approved and locked.

Report Favorites Report favorites give you quick access to frequently run reports by letting you store those reports in a top-level folder. You have the ability to specify and store your own report favorites.

Creating a Report Favorite 1. From the home screen, select View Reports. 2. The Report window appears. 3. Navigate to and select the report you want to designate as a favorite. 4. Click the Favorites icon (the star). The star color changes to yellow.

The report is now listed in the Favorites folder.

Removing a Report Favorite 1. To remove a report favorite, highlight the report name to be removed. 2. Click on the Favorites icon. 3. The report is removed from the Favorites folder and the star icon turns gray.

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Generating a Report from the Time Entry Window Depending on your configuration, you may be able to run reports directly from the Time Entry window.

1. To run a timesheet report, click the More button and select Employee Information.

2. From the Employee Information menu, select the report to generate. The following message appears while the report is generated.

The report appears in a new window.

3. If you need a different date range, select Change Dates. The Change Report Dates dialog box appears.

4. Select different Start and/or End Date(s) as necessary. 5. Click the Change button to generate the report with the different date range.

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About This

Lesson 11: Premium Calculations

A premium is extra pay received when certain conditions are met. The most commonly known premium is “Overtime” and the most commonly known condition for earning overtime is working more than forty hours in a week. Your organizational premiums have been set up in eSTAR based on the conditions stated in the established project business and pay rules.

eSTAR automatically calculates most premiums with no special action required on your part. Only rarely will you need to take some action to cause an employee to receive an earned premium. Check the Results tab on the employee timesheet to verify that the system calculated the expected premium.

employee functions...4 time and attendance–employee functions l e ss o n • 1: h om e s cree n...

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