module time and attendance workbook asm100mylearning.starbucks.com.edgesuite.net/mylearning/... ·...

| 1 |ASSISTANT STORE MANAGER 100 © 2008 Starbucks Coff ee Company.

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A S S I S T A N TA S S I S T A N TSTORE MANAGERSTORE MANAGER100 LEVEL TRAINING100 LEVEL TRAINING

time and attendance workbooktime and attendance workbooktime and attendance workbook

why time and attendance management is important

Th e Time and Attendance program records time worked by partners. Th is system tracks how many hours partners have worked and allows you to see how many overtime and benefi t hours have been worked in the store. It is also the vehicle for submitting punched time at your store to the Payroll department.

Because labor is Starbucks largest controllable expense, understanding time and attendance management directly benefi ts the store’s contribution and investment in store partners.



time and attendance workbooktime and attendance workbooktime and attendance workbooktime and attendance workbook

Manuals:

0 Labor Management Resource Manual – Time and Attendance Reference Guide

Other:

0 Automated Labor Scheduling TBT

0 Time and Attendance TBT

0 Wage and Hour TBT

0 Time and Attendance and ALS Quick Reference Cards

0 Labor Management Resource Manual – ALS Reference Guide

Th is module will take approximately 1.25 hours to complete. Completing the Time and Attendance technology-based training (TBT) is only the fi rst step. You will continue practicing what you have learned by reviewing the Punch Communication Log, editing and modifying time records. When your training is complete, you will assist your manager with payroll processing.

Time and Attendance and the Payroll Process

Modifying Partner Time Records

Adding/Editing Benefi ts

Reconciling Payroll

Completing the Payroll Process

Mastery Challenge

module fl ow




0 Add and modify time punches.

0 Add/edit benefi ts and adjustments.

0 Run Time and Attendance reports: – Audit Report – Hourly Time Sheet – by employee report – Payroll Summary Report – Salary Time Sheet – by employee report

0 Assist the store manager with processing payroll.

0 Be able to process payroll on time if your store manager is unavailable.

performance expectations for time and attendance

how to use this workbook

Use this workbook to answer questions as you listen and watch the TBT. Once you have completed the module, this workbook will be a personalized learning resource.

Start the TBT from the Manager’s Workstation.

As you are watching the TBT, answer the questions. Answers appear at the back of this workbook.

Read the additional tips to begin building your knowledge of Time and Attendance.

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think about your experience

What prior experience have you had in managing time and attendance?

Why is it important to you as an ASM or SM to ensure that time and attendance are accurately refl ected?

Why is it important to your partners, customers and business that time and attendance are accurately refl ected?

Partners:

Customers:

Business:




time and attendance and the payroll process

When you have completed this lesson, you will be able to:

0 List the factors that go into the payroll process.

0 Explain how payroll is processed using the Time and Attendance system.

0 Describe how to log into and navigate the Time and Attendance system.

You will begin to understand how the Time and Attendance program assists you with tracking and managing overall store labor.

Tip:

Th e common key strokes and icons are listed on the Time and

Attendance Quick Reference Card. Keep this card available

for reference as you go through the TBT and this workbook.

Th e following questions are designed to be a guide for you to follow as you participate in the Time and Attendance TBT.

What are the benefi ts of using the Time and Attendance program? (slide 3)




time and attendance and the payroll process (cont.)

From the list of tasks involved in payroll processing, which of these tasks are recommended as daily tasks and which are weekly tasks? Place a check mark under the appropriate column. (slide 4)

Payroll Tasks Daily Tasks Weekly Tasks

0 Payroll analysis

0 Payroll processing

0 Punch modifi cation and verifi cation

0 Punch analysis

0 Time punching

0 Post-payroll analysis

0 Paycheck distribution

Where do you record written documentation of missed punches or punch changes? (slide 4)

How do you access the Time and Attendance program on the Manager’s Workstation (MWS)? (slide 5)

In the Time and Attendance program on the MWS, how can you distinguish between the original time record and a record that has been edited? (slide 6)

Follow-up Questions for MCM/SM:

Th roughout your training, use this space to record any questions that you have about the

Time and Attendance program. Be sure to connect with your MCM/SM to discuss your

questions. Th ere is additional space for notes at the back of this workbook.




modifying partner time records

When you have completed this lesson, you will be able to: 0 Analyze a partner’s time record using the Punch Communication and Borrowed Partner logs.

0 Modify a partner’s time record, as needed.

0 Modify a time record type.

Why should you analyze punch records daily? (slide 2)

What is a Punch Exception window? (slide 2)

How can you toggle between punch records and the ALS schedule? (slide 4)

When verifying a missed punch, what resources should you use? (slide 5)

Aft er making any modifi cations to a partner time record, what fi nal steps must be performed? (slide 5)




modifying partner time records (cont.)

How do you enter 1:00 p.m. in the system for a partner’s punch? (slide 8)

How do you edit a punch type? (slide 9)





adding/editing punches and benefi ts

When you have completed this lesson, you will be able to: 0 Add benefi ts to a partner’s payroll record.

0 Adjust a partner record during the current week’s payroll.

Why would you need to complete a benefi t adjustment? (slide 2)

List three common benefi t types used in the Time and Attendance system. (slide 2)

What are the steps to add a partner benefi t in Time and Attendance? (slide 2)

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adding/editing punches and benefi ts (cont.)

Under what circumstances would you need to enter a prior period adjustment? (slide 4)

What are the steps to enter a prior period adjustment? (slide 4)





reconciling payroll

When you have completed this lesson, you will be able to: 0 Save any payroll changes.

0 Run the reports used to reconcile payroll.

0 Analyze report data to verify payroll accuracy.

What reports should be reviewed prior to processing payroll? (slides 3, 5)

What information is found on each of these reports? (slide 3)

Report Report Details

Hourly Time Sheet by Employee

Salary Time Sheet by Employee

Payroll Summary Report

Audit Report




reconciling payroll (cont.)

What are the only types of punch edits you should make for a salaried exempt manager? (slide 5)

Why is it important to carefully review reports prior to processing payroll? (slide 5)





completing the payroll process

When you have completed this lesson, you will be able to: 0 Complete the steps to process weekly payroll.

Which report should be stapled to the Punch Communication Log? (slide 3)

Which report is printed once payroll checks arrive? (slide 4)

What do partners do with the report to verify hours are correct and acknowledge receipt of their check? (slide 4)

What should you do if a partner’s check is incorrect? (slide 5)

Reminders:

0 Make sure your partners are punching accurately every shift . Th e company expectation

is that partners punch in and out for all shift s and meals.

0 Manage your punches daily to ensure you can verify all punch edits prior to Monday

morning.

0 Payroll should be processed prior to 11 a.m. every Monday morning.

0 Print the Attendance Absence Report from the Store Portal and have all partners sign

when they receive their paycheck.

0 Save the Attendance Absence Report and send in with bi-annual return of confi dential

documents.




completing the payroll process (cont.)





mastery challenge

Complete the Time and Attendance Mastery Challenge. You will be presented with a series of questions. Answer the questions to ensure comprehension of the material.

Review Your Performance ExpectationsPlease review the performance expectations stated at the beginning of this section, if you have any questions please ask your MCM or SM.

Performance expectations:

0 Add and modify time records.

0 Add/edit benefi ts and adjustments.

0 Run Time and Attendance reports:

– Audit Report

– Hourly Time Sheet – by employee report

– Payroll Summary Report

– Salary Time Sheet – by employee report

0 Assist the store manager with processing payroll.

0 Be able to process payroll on time if your store manager is unavailable.

time and attendance wrap-up




Follow-up Activities

You have had the opportunity to learn new information about your role in supporting Time and Attendance management. Here is your opportunity to practice your newly acquired skills.

Over the next two weeks, partner with your SM to ensure that you have an opportunity to practice the listed tasks. Enter the completion date as tasks are accomplished. Add any notes as a reminder for discussion with your SM or MCM.

Tasks Date Completed

Analyze the Punch Communication Log to see if there are any edits or modifi cations needed.

Make needed additions or modifi cations in Time and Attendance.

Add your initials to the Daily Records Book Punch Communication Log to show that the edit has been entered.

Review overall payroll and run Weekly Labor Recap for accuracy of punched hours and benefi ts.

Observe your SM processing next Monday’s payroll.

Print the Audit Report and review with the assistance of your SM.

Assist with paycheck distribution by printing the Attendance Absence Report and ensuring that partners sign upon receipt of their checks.

time and attendance wrap-up (cont.)




Get Your Module ApprovedWith your MCM or SM, discuss your results from the mastery challenge and the following questions to check for understanding and certify completion of this module.

How did you plan and schedule time to complete daily and weekly Time and Attendance activities?

What challenges did you face in each of the following areas: • Modifying time records?

• Adding/modifying benefi ts and adjustments?

• Running payroll reports and processing payroll?

Describe conversations that took place with partners who failed to punch accurately and/or did not record missed punches in the Punch Communication Log.

How did you celebrate partners who regularly recorded time worked accurately?





In addition to the questions above, your SM/MCM will observe your new skills to address any remaining questions and celebrate your learnings.

Tasks Observation Notes

Analyze the Punch Communication Log to see if there are any edits or modifi cations needed.

Make needed additions or modifi cations in Time and Attendance.

Add your initials to the Daily Records Book Punch Communication Log to show that the edit has been entered.

Review overall payroll and run Weekly Labor Recap for accuracy of punched hours.

Observe your SM processing next Monday’s payroll.

Print the Audit Report and review with the assistance of your SM.

Assist with paycheck distribution by printing the Attendance Absence Report and ensuring that partners sign upon receipt of their checks.





time and attendance training is certifi ed complete

Partner Name Date

Store Manager Name Date




Time and Attendance and the Payroll ProcessWhat are the benefi ts of using the Time and Attendance program? (slide 3)

Saves management partner’s time by automating the scheduling process, accurately tracks time worked and benefi ts, and accurately processes payroll.

From the list of tasks involved in payroll processing, which of these tasks are recommended as daily tasks and which are weekly tasks? (slide 4)

Questions & Answers

Daily Tasks Weekly Tasks

0 Time punching

0 Punch analysis

0 Punch modifi cation and verifi cation

0 Payroll analysis

0 Payroll processing

0 Post-payroll analysis

0 Paycheck distribution

Where do you record written documentation of missed punches or punch changes? (slide 4)

All time punch changes must be documented in the Punch Communication Log located in the Daily Records Book.

HINT: Th e TBT referred to, but didn’t defi ne “Salaried Exempt” and “Salaried Non Exempt” partners. Salaried Exempt means a salaried partner who does not punch in and out, and does not receive overtime pay. All of our SMs (except in California) are in this category. Salaried Non Exempt means a salaried partner who does punch in and out and does receive overtime pay. All ASMs plus SMs in California are in this category.

How do you access the Time and Attendance program on the Manager’s Workstation (MWS)? (slide 5)

Time & Attendance > User Name & Password (security screen) > Click OK.

In the Time and Attendance program on the MWS, how can you distinguish between the original time record and a record that has been edited? (slide 6)

Edited punches appear in red, original punches appear in black.




Questions & Answers (cont.)

Modifying Partner Time RecordsWhy should you analyze punch records daily? (slide 2)

Th e TBT doesn’t directly answer this. However, experience will quickly teach you that waiting until Monday to analyze punches and resolve open punches will make it diffi cult or impossible to contact all the partners with issues to accurately resolve questions.

What is a Punch Exception window? (slide 2)

Th e Punch Exception window identifi es incomplete punches or punches that have broken a punch rule. Example – an “out” punch that doesn’t have an earlier “in” punch.

How can you toggle between punch records and the ALS schedule? (slide 4)

CTRL-V or toggle icon on left navigation buttons.

When verifying a missed punch, what resources should you use? (slide 5)

Punch Communication Log and ALS schedule (TA punches). Note that the store manager must verify a missed punch with the partner prior to making any adjustments. Partners must initial the Punch Communication Log to confi rm the time entered.

Aft er making any modifi cations to a partner time record, what fi nal steps must be performed? (slide 5)

Save punches and write initial/date of changes in the Punch Communication Log

How do you enter 1:00 p.m. in the system for a partner’s punch? (slide 8)

0100p

How do you edit a punch type? (slide 9)

Select punch to be edited > Select drop-down menu for punch type attributes > Select desired type > Enter.





Adding/Editing Punches and Benefi tsWhy would you need to complete a benefi t adjustment? (slide 2)

Anytime a partner is to be paid for time not actually worked (e.g., vacation day).

List three common benefi t types used in the Time and Attendance system. (slide 2)

All partners may have benefi t types of accrued vacation, personal holiday, jury duty, and bereavement hours. Salaried partners may have all of the above plus sick time, holiday benefi t hours, and manager teach.

What are the steps to add a partner benefi t in Time and Attendance? (slide 2)

Select employee from drop-down list > Click Day of the Week > Click Edit Benefi ts/Adjustments button > Click the Add Benefi ts/Adjustments button > Enter benefi t hours > Click Type drop-down arrow and select the type of benefi t > Click OK.

Under what circumstances would you need to enter a prior period adjustment? (slide 4)

To correct errors in benefi ts or hours worked during previous pay periods.

What are the steps to enter a prior period adjustment? (slide 4)

Click employee drop-down menu and select partner > Click Add/Benefi t adjustments button > Click Add > Enter hours in the hours box and press Tab > Enter original date the hours were earned > Click the type drop-down menu and select Regular > Click OK > Click Close.

HINT: Th e TBT exercise on slide 7 directs you to add two personal holiday benefi t hours to the partner’s time record. Th is confl icts with the Starbucks standard for personal holiday. SMs and ASMs must take all eight hours at one time. Baristas and shift supervisors should request eight hours in the system, but will be paid for hours based on their average hours for the past eight weeks. (Example – if they have averaged thirty hours per week over the past eight weeks, they will be paid six hours personal holiday.)





Reconciling PayrollWhat reports should be reviewed prior to processing payroll? (slides 3, 5)

0 Hourly Time Sheet0 Salary Time Sheet0 Payroll Summary Report0 Audit Report0 Weekly Labor Recap0 Punch Communication Log (from DRB)

What information is found on each of these reports? (slide 3)

HINT: In addition to the four reports and processes mentioned in the TBT, it is also recommended to compare each partner’s punched hours in TA to the scheduled hours for the week. If there is a signifi cant diff erence, it may indicate that a partner completely missed punching for an entire shift , or the partner punched non-coverage hours as coverage (or vice versa).

Report Report Details

Hourly Time Sheet by Employee

Lists each hourly partner’s total punched hours and benefi ts.

Salary Time Sheet by Employee

Lists salaried exempt management partners’ scheduled hours, salaried non-exempt management partners’ punched hours, all benefi ts, non-coverage and overtime hours as well as regular fl oor hours.

Payroll Summary Lists all hours paid to each partner for each day of the week; includes each in and out punch and its punch type.

Audit Report Lists modifi cations to partner punches made during the week.





Reconciling Payroll (cont.)What are the only types of punch edits you should make for a salaried exempt manager? (slide 5)

Benefi ts hours (example – vacation or sick time). All other salaried exempt hours should be edited in the schedule in ALS.

Why is it important to carefully review reports prior to processing payroll? (slide 5)

Once payroll has been processed you cannot make any changes.

Completing the Payroll ProcessWhich report should be stapled to the Punch Communication Log? (slide 3)

Audit Report

Which report is printed once payroll checks arrive? (slide 4)

Attendance Absence Report from the Store Portal

What do partners do with the report to verify hours are correct and acknowledge receipt of their check? (slide 4)

Initial their name to verify hours are correct and paycheck receipt.

What should you do if a partner’s check is incorrect? (slide 5)

Have the partner sign the report to indicate they received their check and note the discrepancy on report. Th e store manager will investigate and contact the Partner Contact Center (PCC) to correct errors. Partners must be paid for all time worked.

DATE:

NOTES: TIME AND ATTENDANCE WORKBOOK




module time and attendance workbook asm100mylearning.starbucks.com.edgesuite.net/mylearning/... ·...

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