managing timecards part 1 - adp · enhanced time & attendance is a comprehensive,...

Enhanced Time &Attendance

Managing TimecardsPart 1

Handout Manual

V0114202072260ET8.1.X

Copyright © 2015-2020 ADP, LLC

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Published by ADP Enterprise LearningJanuary 2020

ENHANCED TIME & ATTENDANCE PREFACE

Copyright Ó 2015−2020 ADP, LLC ii V0114202072260_1ET8.1.X

ContentsEnhanced Time & Attendance

Course Introduction ............................................................................................................ 1

Navigating WebEx ....................................................................................................... 1

Course Purpose ........................................................................................................... 2

Course Agenda ............................................................................................................ 2

Implementation Questions ......................................................................................... 3

Part 1: Managing Timecards

Part 1 Introduction ......................................................................................................... 1-1

Introducing Enhanced Time & Attendance ................................................................... 1-2

Overview .................................................................................................................. 1-2

The Time and Attendance Workflow ..................................................................... 1-3

Explore: Using Workspaces .................................................................................... 1-4

Explore: Navigating Your Workspaces ................................................................... 1-5

What Are QuickNavs? ............................................................................................. 1-6

What Is the Manage My Employees Workspace? ............................................... 1-7

Filtering and Locating Employee Records ..................................................................... 1-8

Overview .................................................................................................................. 1-8

The Filtering and Locating Employee Records Process ........................................ 1-8

Applying Basic Timecard Edits ....................................................................................... 1-9

Overview .................................................................................................................. 1-9

Editing Punches Job Aid .......................................................................................... 1-9

Activity: Editing Punches ...................................................................................... 1-10

What Are Timecard Exceptions and Errors?........................................................ 1-11

Activity: Resolving Alerts ...................................................................................... 1-12

Types of Editing Functions .................................................................................... 1-13

Activity: Adding Pay Codes ................................................................................... 1-14

Activity: Canceling Meal Deductions ................................................................... 1-15

Activity: Editing Labor Account Transfers and Work Rules ................................ 1-16

Activity: Adding Pay from Schedule ..................................................................... 1-17

ENHANCED TIME & ATTENDANCE PREFACE

Copyright Ó 2015−2020 ADP, LLC iii V0114202072260_1ET8.1.X

Completing a Group Edit Job Aid ......................................................................... 1-18

Practice: Managing Timecards ............................................................................. 1-19

Practice Results: Managing Timecards ................................................................ 1-20

Part 1 Closing ................................................................................................................ 1-21

Part 2 Preview ....................................................................................................... 1-21

Enhanced Time & AttendancePart 1: Managing Timecards

Instructor Guide

V0114202072260_1ET8.1.X Copyright Ó 2015−2020 ADP, LLC

PART 1: MANAGING TIMECARDS HANDOUT MANUAL

ENHANCED TIME & ATTENDANCE

Copyright Ó 2015−2020 ADP, LLC 1-1 V0114202072260_1ET8.1.X

Part 1 IntroductionIn this part:

Introducing Enhanced Time & Attendance

Filtering and Locating Employee Records

Applying Basic Timecard Edits




Introducing Enhanced Time & Attendance

OverviewEnhanced Time & Attendance is a comprehensive, time-and-labor-management solution. Itconsolidates all time and labor information into a single, centralized database.

Features and BenefitsThe following table lists the features and benefits of Enhanced Time & Attendance.

Feature Benefits

Multi-user capabilities · Authorized employees can view their own records.· Managers can access information that helps them to effectively

manage their staff.· Practitioners can focus on completing the payroll.

Employee self-service Authorized employees and managers can access and update theirown time and labor information, view accruals, and create reports.

Customizable views Configurable navigators display information in easy-to-understandviews called workspaces. These views can help you to quickly andaccurately identify many workforce-related issues and findresolutions.

Alerts and notifications Alerts notify managers when specific events occur, such as timecardexceptions or errors, or when employees request time off.

Manage time-off requests(if applicable)

Employees can submit time-off requests with multiple date rangesand durations. Managers are alerted to the requests and can thencompare the requests to the department schedule, and accept ordeny those requests.

Manager delegation Managers can delegate their tasks and responsibilities to anothermanager while they are away from work.

QuickNavs Managers can immediately access frequently needed information andgenerate inquiries on the spot.

Integration with payroll data You can integrate payroll data with other business solutions.

Benefit accruals Employees and managers can check the remaining sick or vacationtime that is available. Managers can be notified if the amount of timethat is allocated for these purposes exceeds the amount of time thatis allowed.

Attendance information Managers can access annual attendance exceptions for analysis,evaluations, and performance appraisals.

Timecard history Historical timecard information is stored in an easy-to-access formatthat complies with federal wage and hour requirements.

Reports You can run various reports to provide management with up-to-the-minute pay-period information for detailed analysis of labor costs.




The Time & Attendance Workflow

OverviewEnhanced Time & Attendance simplifies the job of collecting your employees’ time andattendance information and moving it quickly and accurately through the payroll workflow.The following illustration shows each stage of this workflow.

Stages and DescriptionsThe following table describes the stages of the punch-in to paycheck workflow.

Stage Description

1 After the new payroll cycle starts, employees enter their time data in Enhanced Time &Attendance, and the timecard punches are collected. The application applies rounding rules,totals hours, calculates overtime, and highlights missed punches and other exceptions.

2 The supervisor or manager reviews and edits time information and generates reports. Managerscan also approve time online, if your company is set up for this feature.

3 The administrator or practitioner signs off on timecards so no further entries can be made. Thepractitioner adjusts the payroll as necessary, closes the pay period, and creates and exports thepaydata and punch detail files.

4 The administrator or practitioner imports these files into the ADP payroll solution and submits thepayroll to ADP.

5 ADP processes the payroll.

6 The administrator or practitioner receives and verifies paychecks from ADP and starts a newpayroll cycle. You can now move to a new pay period in Time & Attendance.




Explore: Using Workspaces

OverviewThe Navigator workspaces provide access to your Enhanced Time & Attendance data byhelping you quickly and efficiently navigate to your most frequent tasks.

Workspaces and DescriptionsThe following table describes commonly used workspaces. You may or may not have access toall of the workspaces. Security and Display profile assignments determine access to theworkspaces, fields, and functions that you can view.

Workspace Description

Close Pay Period Provides a wizard for completing all end-of-period tasks, includingsigning off on the payroll, reporting, and exporting your payroll data.

My Information Provides employees with access to their timecard information usingthe appropriate time-entry method; also provides them with the abilityto view accrual information.

Go to Widgets – Timecards Provides quick access to timecards in the selected time period.

General Maintenance Provides access to setup and system configuration features. Consultyour implementation consultant before you make any changes.

Manage My Employees Provides a quick view and easy access to the tasks that a managerneeds to perform to manage the workforce on a daily basis. This is adefault workspace in the training environment.




Explore: Navigating Your Workspaces

OverviewThe following illustration displays the top portion of the Manage My Employees workspace.

Elements and Descriptions

Element Description

Alerts toolbar Provides a quick view of the type and number of tasks that you need to address,such as timecard exceptions or errors or time-off requests. It includes thefollowing alerts:· Exceptions: Notifies you of all missed timecard punches and schedule

exceptions for the current period· Requests from Others: Notifies you of any employee requests for time off or

any requests from managers to delegate their time and attendanceresponsibilities while they are away from work

· Notifications (if applicable): Notifies you when your manager has responded toyour time-off request

Add the workspaceicon

Displays all workspaces that are available to you

QuickNavs Provides a list of quick navigation options to view and group frequently neededemployee information for actions such as timecard edits, schedules, andapprovals

(search) Provides the ability to search across data and to return a list of employees basedupon that data

Enlarge button Maximizes or minimizes the widget workspace

Related Items panel Includes additional widgets and QuickNavs




What Are QuickNavs?

OverviewThe QuickNavs list enables immediate access to frequently needed information and managerscan use it to generate inquiries on the spot. During system implementation, your companyidentified the QuickNavs most useful for your time and attendance tasks. Some QuickNavsmay be customized to meet your business needs.

ExampleYou want to determine which employees are on the premises and work in a specificdepartment. From the QuickNav list, select On-Premise Check, and then from the Show field,select the appropriate hyperfind query for your department. A list of all employees who arescheduled to begin a shift is displayed.

QuickNavs and DescriptionsThe following table describes some of the predefined QuickNavs.

QuickNav Name Description

Employee Find Displays all employees for whom a manager has viewing access rights.

Reconcile Timecards Displays exceptions appearing on individual timecards so you can addressthem.

On-Premise Check Displays on-premise employees and any unscheduled absences; helpful atthe beginning of a shift.

Check Overtime Displays employees who have started earning overtime.

Approve Timecards Displays employee and manager approvals and exceptions that need to bereviewed.

Hours Summary Displays a summary of pay code types and totals by employee.

Accrual Balances Displays available balances of non-worked time such as vacation or sicktime.

Payroll Close Summary Displays the total number of employee timecards that are pending sign-offand approval. Timecards are listed in order of labor account.




What Is the Manage My Employees Workspace?

OverviewThe following illustration displays the bottom portion of the Manage My Employeesworkspace.

Elements and Descriptions

Element Description

Widgets Complete specific tasks with these self-contained views into your laborforce.

Show field Select the records to display in your QuickNav. These predeterminedgroups, also called hyperfind queries, act as a filter on the widget or page.

Time Period field Select to refine the time period that you are viewing. Time periods include avariety of dates such as the current pay period, the previous pay period, aspecific date, or a range of dates from the past or future.

Refresh button Use to refresh your data after making changes or to cancel unsavedchanges. A Refresh button is also available at the top of each page's tabsand to the left of the Alert icons.

Icon bar Access tasks such as selecting all employees, approving or removing anapproval, sending an email message, or exporting a file in Excel or CSVformat.

Related Items panel Access additional widgets and QuickNavs.

Active widget The widget in the center workspace is the active one.

Additional ResourcesFor more information about navigation, see the following:

· Enhanced Time & Attendance Navigator Overview web-based training that wasdownloaded from ADP

· Navigator Quick Reference card that came with your installation· The appendix in this handout manual




Filtering and Locating Employee Records

OverviewYou can filter and locate records as your business requires using the Show field and the TimePeriod field within a QuickNav.

The Filtering and Locating Employee Records ProcessThe following table describes the stages to filter and to locate employee records.

Stage Description

1. Select a QuickNav. Select the QuickNav that provides you with the view of your labor forcethat you need at a glance.

2. Select what to show (hyperfind queries).

Filter employee records so only those records that you want aredisplayed. The Show text that is displayed provides information aboutthe query.

3. Select a time period. Select the time period that you want to include in your view.




Applying Basic Timecard Edits

OverviewYou apply basic timecard edits on the Timecard page.You can apply several types of edits to employee timecards, including adding a punch,changing a punch time or time zone, overriding a punch, or canceling automatic deductions.Managers can also delete punches.

While managers use the Timecard page to view and edit transactions, practitioners use it toassist managers or to make timecard edits that managers may not have rights to perform.

Editing Punches Job Aid

ScenarioKenneth Johnson was scheduled to work on Thursday and Friday. His timecard was flagged ashaving exceptions on these days, because he did not clock in. You have learned that he was offsite, and he could not clock in on those days. You will enter the correct punches for him as 9a.m. in and 6 p.m. out.

InstructionsStarting Point: Manage My Employees > Reconcile Timecards

Step Action

1 Highlight the row with the employee that you wish to select.

2 Double-click the employee's name.Result: The employee's timecard is displayed.Note: Make sure that the correct pay period is selected.

3 Click the field that requires the edit.

4If You Want To Then

Add or change a punch Enter the correct information

Delete a punch Highlight the punch and press Delete

5 Click Save.




Activity: Editing Punches

ScenarioSamuel Barbato worked 8 a.m. to 5 p.m. on Monday. He normally works 9 a.m. to 6 p.m. OnTuesday, he had approval to come in at 11 a.m. due to an activity at his child’s school. He didnot provide an out time. You need to add comments, and adjust his timecard accordingly.


Step Action

1 Highlight the row for Samuel Barbato and double-click.

2 In the Time Period field, select Previous Pay Period.

3 In the first row for Monday, in the In field, enter 8.

4 In the Out field, enter 5p.

5 In the first row for Tuesday, in the In field, enter 11.

6 Right-click the In cell for Tuesday and, in the Punch Actions window, click Comments.

7 In the Comments list, select Approved.

8 In the Note section, enter School Event and click Add.

9 Click OK.

10 In the first row for Tuesday, leave the Out field blank.

11 Click Save.

Important Information· When you add a comment to a system-generated punch, the punch is displayed as a

user-generated punch (black text), indicating that an edit has been made.

· Employees who can log on will see any comments that you enter.

· You must have an entry to add a comment or a note.




What Are Timecard Exceptions and Errors?

OverviewTimecard exceptions are unexpected or unusual transactions, such as when employees workoutside of their scheduled time periods or days. Some exceptions are triggered by applicationrules set up during implementation. Exceptions may be associated with dates, punches, ordurations. Not all exceptions require action.An error is generally a missed in or out punch and is indicated by a solid red field and must becorrected before you complete end-of-period tasks.After employees enter their time data, you may need to edit their timecards to makecorrections. Enhanced Time & Attendance displays visual cues on the timecard when you areperforming edits. Specific information about exceptions, such as Missed Out-Punch, Late, orExcused, is displayed when you point to an exception.

Indicators and Descriptions

Indicator Description

A red icon in a date field indicates an unexcused absence for the day.Pointing to the field provides more information.

A blue icon in a date field indicates an excused absence for the day.

A solid red field indicates an error caused by a missed in or out punch.You must enter the missing punch to ensure that the employee is paidfor that period. Pointing to the field provides more information.

A blue bubble inside of a field indicates a comment associated with thefield contents.

A red icon inside of an In or Out field indicates an exception to the timestamp. Pointing to the field provides more information.

A red icon in a time field indicates an exception associated with thetime stamp. A blue bubble inside of a field indicates a commentassociated with the field contents.

A green icon indicates that the practitioner or manager has reviewedthe exception.

A purple punch indicates that the transaction was system-generated.

A gray field indicates that you cannot edit the transaction.

An (x) before a labor account indicates that the account is not theprimary account indicated in the transfer.

Important InformationA gray triangle in the top right of any cell indicates the entry was edited by another user.




Activity: Resolving Alerts

OverviewYou can configure navigators to notify you when specific events occur. The notifications arecalled alerts. When you point to an alert, it describes the type of alert that your company isusing. For example, the exceptions alert indicates all timecard errors and exceptions. Clickingthe Exceptions Alert icon will show you which employees have timecard exceptions in thecurrent pay period.

ScenarioYour alert notification shows that you have exceptions to resolve. You have learned that ChrisPringle has a missing punch when he forgot to punch out at 6 p.m. You need to resolve theerror for Chris.

InstructionsStarting Point: Manage My Employees

Step Action

1 At the top of the Manage My Employees page, click the Exceptions alert.

2 In the Exceptions alert, the employee's name are displayed.Result: The Exception Summary appears.

3 Double-click Chris Pringle’s name.

4 Click in the Out field for Monday, and enter 6p and press Tab.

5 Click Save. Remember to refresh the alerts to see the change in exceptions.

6 To return to Reconcile Timecards, on the Manager List tab click and select Pop-Out.




Types of Editing Functions

OverviewDepending on access privileges, managers can perform certain edits to employee timecards.

Reasons to Edit a Timecard· Correct missing timecard punches, hours, or pay code amounts.· Fix timecard errors and exceptions before proceeding to the next pay period.· Cancel meal deductions.· Transfer time to a different labor account.· Add or delete comments.· Sign off on or approve a timecard.




Activity: Adding Pay Codes

OverviewEnhanced Time & Attendance uses pay codes to organize time and money or to account forvarious types of time exceptions. Your company policy determines how to set up and applypay codes. For all types of time exceptions, you add pay codes to the timecard in the samemanner.

Scenario 1Samuel Barbato was scheduled to work on Thursday, but called in sick. You need to enter aSick Day on Thursday.

Instructions: Adding Pay Codes to a Daily Hours TimecardStarting Point: Manage My Employees > Reconcile Timecards

Step Action


2 Highlight the row for Samuel Barbato, click Go To, and select Timecards.

3 In the first row for Thursday, in the Pay Code field, click the down arrow and select Sick.

4 In the Amount field, select Full Schedule Day and press Tab.

5 Click Save.

Scenario 2Gary Walters, who enters total worked hours, took a personal day on Monday.

Instructions: Adding Pay Codes to a Project View TimecardStarting Point: Manage My Employees > Reconcile Timecards

Step Action


2 Highlight the row for Gary Walters, and then click Go To and select Timecard.

3 In the Hours Worked Pay Code row, select the first Monday, highlight 8, and press Delete.

4 In the blank Pay Code field, click the down arrow and select Vacation.

5 In the Monday column, enter 8 and press Tab.

6 Click Save.




Activity: Canceling Meal Deductions

OverviewYou can configure the system to deduct a meal break automatically from an employee's timeworked. The pay rule that was assigned to the employee determines the amount of timededucted.You must add a break back to the total hours worked when an employee works through a mealbreak or does not take one. You add the break by editing the in or out punch of the shift andcanceling the meal deduction. Depending on your company's features, you may have a list ofpossible cancelation options.The Cancel Deduction option applies only to the current shift. If employees work multipleshifts in a day, you must select this option each time it applies to other shifts worked.

ScenarioWhile Kenneth Johnson has eight hours total for Thursday, he worked through his meal break.You need to add the break back to the total hours worked by canceling his meal deduction.


Step Action


2 Highlight the row for Kenneth Johnson, then click Go To and select Timecard, or double-clickhis name.

3 In the row for Thursday, right-click the in or out punch for the day.Result: The Punch Actions window opens.

4 Select Edit.

5 In the Cancel Deduction field, select 1 Hour Meal Deduction and click OK.

6 Click Save.

TipTo reverse a canceled meal deduction, select None in the Cancel Deduction field.




Activity: Editing Labor Account Transfers and Work Rules

OverviewEmployees can transfer to another department or job. A labor account represents thedepartment or job in which the employee worked. Managers complete labor account transfersfor employees who did not enter the transfer or did not enter it correctly.If applicable, managers can also complete work rule transfers. A work rule transfer associatesthe appropriate payroll rules with the worked time.

ScenarioOn the first Saturday of the month, Kenneth Johnson was called in and started work at 9 a.m.in his primary account as a registered nurse (RN) in the operating room. At 11 a.m., hetransferred to the Pediatrics unit as an RN. He then worked in the Pediatrics unit until the endof his shift. Because Kenneth worked on-call, he must receive the work rule of on-call.


Step Action


2 Highlight the row for Kenneth JohnsonXX and double-click.

3 On the first Saturday, in the first In field, enter 9 and leave the first Out field blank.

4 In the second In field, enter 11.

5 In the same row, in the Transfer field, click Search.Result: The Transfer window opens.

6 Select Labor Account.

7 In the Department field, click the down arrow and select Department 315, Pediatrics.

8 Select Work Rule.

9 Click the down arrow, select On-Call, and click Apply.

10 In the second Out field, enter 6p.

11 Click Save.Result: Enhanced Time & Attendance generates a second punch. System-generated punches aredisplayed in purple. The labor account code is displayed in the Transfer field and the Out field isautomatically populated with 11:00 a.m.

Important Information· Always enter the transfer in the In field. After you save the entry, the system supplies

the Out field punch for that transfer event.

· Anytime you enter a labor account transfer, you must add a row under the one that youare currently editing to continue your entries.




Activity: Adding Pay from Schedule

ScenarioSamuel Barbato and Chris Pringle both have schedules, but they are not automatically set up tobe paid from them. They are to be paid from their schedules for the next pay period.

Instructions: Adding Pay from ScheduleStarting Point: Manage My Employees > Schedule Group Multi-Line

Step Action

1 Click Samuel Barbato.

2 Press Ctrl and click Chris PringleXX.

3 On the icon bar, select Schedule > Add Pay from Schedule.Result: The Add Pay from Schedule window opens.

4 In the Effective Start Date field, enter the first day of the next pay period as the date to beginpaying from the schedule.

5 In the Effective End Date field, enter the same day next month to stop paying from theschedule.

6 Click Add Comment.

7 Select Approved and click Add.

8 Click Apply.

Instructions: Reviewing Pay from ScheduleStarting Point: Manage My Employees > Schedule Group Multi-Line

Step Action

1 In the Time Period field, select Next Pay Period.

2 Select Chris and Samuel following the instructions you used above, and then click Go To andselect Timecards.Result: The scheduled hours in purple are applied to all of the timecards that you have paidfrom schedule.

3 To view Chris Pringle’s record, next to 1 of 2, click the right arrow.

Important InformationYou can set up employees to be paid from schedule automatically.

Best PracticeTo verify that the edits for all of the employees in the group were successful, select Group EditResults from the Related Items panel. If a failure occurs, the Details link is displayed. ClickRefresh to see the most current group edit status.




Completing a Group Edit Job Aid

OverviewGroup edits are changes you make for multiple employees at the same time. For example, youcan add a punch for three employees who forgot to punch out for lunch.When you perform a group edit, your changes are submitted at once. These changes run as abackground process so you can continue to use Enhanced Time & Attendance.

Types of Group Edits· Add or delete a punch.· Add or delete a pay code amount.· Add or delete a historical amount.· Reset or pay out accruals.· Approve or sign off timecards.

ScenarioYou need to pay a bonus to two employees. You can enter the bonus once with a group edit.

InstructionsStarting Point: Manage My Employees> Schedule Group Multi-Line

Step Action

1 Locate the employees you wish to edit.

2 Select the first employee.

3 Press Ctrl and select the other employees whose records you wish to edit.Note: The selected employees’ rows are displayed in blue.

4 On the icon bar, click Timekeeping.

5 On the Timekeeping menu, select an action such as Add Punch, Add Pay Code, Add Pay fromSchedule, and so on.

6 Complete the edits.

7 On the Related Items panel, select Group Edit Results.




Practice: Managing Timecards

Scenario 1Make the following updates to Kevin French’s timecard in the current pay period:

· On Monday, Kevin punched in at 8 a.m., but he did not punch out. Save this entry.

· On Tuesday, Kevin called in sick. Add a comment to approve the 8-hour sick day.Save your comments.

· On Wednesday, Kevin split his time as follows:– From 9 a.m. to 11 a.m., he worked in his home labor account.

– At 11 a.m., he transferred to department 304, Engineering, cost center 401, where he worked as a 505 programmer until 6 p.m.

– Make the transfer and save the entries.

· On Thursday, update Kevin's timecard to show he worked from 9 a.m. to 3 p.m. Hedid not take a meal break so you need to make the adjustment. Save this entry.

· On Friday, Kevin worked from 9 a.m. to 6 p.m. Save this entry.

Scenario 2Using the Alert icons at the top of the workspace, find Kevin French’s missed punch andresolve it by adding an out time of 5 p.m. You may need to refresh the Alerts.

InstructionsLog on to Enhanced Time & Attendance using cpowersXX and make time and attendanceentries to manage timecards. When you are finished, compare your results with the resultsprovided on the next page.

Practice Login InformationRecord your login information here:___________________________________




Practice Results: Managing Timecards

Scenario 1 Results

Scenario 2 Results




Part 1 Closing

Part 2 PreviewThe next part of the course includes the following topics:

· Building and assigning schedules· Maintaining schedules· Managing requests

managing timecards part 1 - adp · enhanced time & attendance is a comprehensive,...

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