using enterprise etime v6.3 with navigator for managers

V07111272256ET63

© 2012 ADP, Inc.

Using Enterprise eTIME V6.3with Navigator for ManagersHandout Manual

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© 2012 ADP, Inc. and its licensors. All rights reserved.

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USING ENTERPRISE ETIME V6.3 WITH NAVIGATOR FOR MANAGERS PREFACE

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Contents

Course Introduction Navigating Live Meeting ............................................................................................................. 1 Course Purpose ............................................................................................................................ 2 Course Agenda ............................................................................................................................. 2 Materials Overview ...................................................................................................................... 2

Introducing Enterprise eTIME The Time and Attendance Process ............................................................................................... 3 The Punch-In to Paycheck Process .............................................................................................. 4 Explore: Logging On Enterprise eTIME ..................................................................................... 6 Explore: Using Workspaces ......................................................................................................... 7 Explore: Navigating Your Workspaces ....................................................................................... 8

Filtering and Locating Employee Records Overview ...................................................................................................................................... 9 How to Filter and Locate Employee Records .............................................................................. 9 What Are QuickNavs? ............................................................................................................... 10 Activity: Using a QuickNav....................................................................................................... 11

Applying Basic Timecard Edits Editing Punches Job Aid ............................................................................................................ 12 Activity: Editing Punches .......................................................................................................... 13 Types of Editing Functions ........................................................................................................ 14 What Are Timecard Exceptions? ............................................................................................... 15 Activity: Resolving an Alert ...................................................................................................... 16 Activity: Refreshing the Timecard ............................................................................................. 17 Adding Pay Codes Job Aid ........................................................................................................ 18 Activity: Adding Pay Codes ...................................................................................................... 19 Activity: Canceling Meal Deductions ........................................................................................ 20 Activity: Editing Labor Account Transfers ............................................................................... 21 Activity: Adding Comments and Notes ..................................................................................... 22 Activity: Editing Punches that Cross the Day Divide ................................................................ 23 Completing a Group Edit Job Aid ............................................................................................. 24 Printing Employee Timecard Information Job Aid .................................................................... 25 Editing a Work Rule Job Aid ..................................................................................................... 26

Assigning Schedules Overview .................................................................................................................................... 27 Schedules Types and Descriptions ............................................................................................. 27 Explore: Using the Schedule Editor ........................................................................................... 28 Activity: Assigning a Daily Schedule Using a Shift Template .................................................. 29 Activity: Assigning a Recurring Schedule ................................................................................. 30

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Maintaining Schedules Activity: Modifying an Existing (Ad Hoc) Schedule for the Current Period Only ................... 31 Activity: Adding a Pay Code to an Employee’s Schedule ......................................................... 32 Activity: Inserting a Shift Transfer ............................................................................................ 33

Running Reports Types of Enterprise eTIME Reports .......................................................................................... 34 Types of Employee and Manager/Practitioner Reports ............................................................. 35 Activity: Viewing Manager/Practitioner Reports ...................................................................... 36 Activity: Sending and Printing Reports ..................................................................................... 37

Finalizing Timecards Overview .................................................................................................................................... 38 The Finalizing Timecards Process ............................................................................................. 38 Activity: Entering and Approving Timecards as an Employee ................................................. 39 Activity: Approving Timecards as a Manager ........................................................................... 40 Activity: Removing Timecard Approval ................................................................................... 41

Course Closing Course Objectives ...................................................................................................................... 42 Support after Class ..................................................................................................................... 42 Training Evaluation ................................................................................................................... 43

TIME & ATTENDANCE SUPERVISOR BASICS FOR ADP WORKFORCE NOW PREFACE

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Estimated Time

Topic Duration

Course Introduction 5 minutes

Introducing Enterprise eTIME 10 minutes

Filtering and Locating Employee Records 15 minutes

Applying Basic Timecard Edits 20 minutes

Assigning Schedules 25 minutes

Maintaining Schedules 10 minutes

Running Reports 15 minutes

Finalizing Timecards 15 minutes

Course Closing 5 minutes

Total 2 hours

USING ENTERPRISE ETIME V6.3 WITH NAVIGATOR FOR MANAGERS HANDOUT MANUAL

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Course Introduction

Navigating Live Meeting


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Course Purpose This course prepares you to use Enterprise eTIME to edit timecards, resolve timecard exceptions, assign employees to schedules, finalize timecards, and run reports.

Course Agenda Introducing Enterprise eTIME

Filtering and Locating Employee Records

Applying Basic Timecard Edits

Assigning Schedules

Maintaining Schedules

Running Reports

Finalizing Timecards

Materials Overview Use the job aids in this handout manual when you are back at your office.


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Introducing Enterprise eTIME

The Time and Attendance Process

Overview Enterprise eTIME is a comprehensive Web-based time and labor management solution. During the time and attendance process, Enterprise eTIME works seamlessly with various time entry and human resource and payroll applications to help you easily manage your time and labor tasks.

Stages and Descriptions The following table describes the stages of the time and attendance process:

Stage Description

1 Time entry Employees enter their time using a time clock, a telephone, or an Internet browser. The information is stored in the Enterprise eTIME database.

2 Enterprise eTIME Information is transmitted electronically to Enterprise eTIME, which applies company-defined rules and work policies to the data. You will use Enterprise eTIME for:

Timecard editing and approval

Reporting

Scheduling

Transmitting time and labor data to payroll

3 HR/Payroll HR/Payroll:

Applies federal, state, and local tax deductions

Enables you to generate and verify pay statements

Sends employee data to Enterprise eTIME to update existing information (for example, accrual balances) or to add new employee records

Time Entry Methods and Descriptions Enterprise eTIME accepts four types of time entry methods:

Time Entry Method Description

Time stamp Used for employees who punch in and out using a PC or time clock but cannot change time stamps

Hourly view Used for employees who enter their shift start times (in punch), stop times (out punch), meal breaks, and other nonworked times

Time stamp/hourly view Used for employees who can use either of the above two methods

Project view Used for employees who record their total worked hours on a daily basis


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The Punch-In to Paycheck Process

Overview Enterprise eTIME simplifies the job of collecting your employees’ time and attendance information and moving it quickly and accurately through the payroll process.

Stages and Descriptions The following table describes the stages of the punch-in to paycheck process:

Stage Description

1 Employees enter their time data in Enterprise eTIME.

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

3 The practitioner signs off on each timecard (so no further entries can be made), adjusts the payroll as necessary, closes the pay period, and creates and exports the paydata and punch detail files.

4 The practitioner imports these files into the ADP payroll product and submits the payroll to ADP.

5 ADP processes the payroll.

6 The practitioner receives and verifies paychecks from ADP and starts a new payroll cycle.

7 The practitioner locks the previous pay period in Enterprise eTIME.

Note: Although this step can be performed every payroll, it is recommended that it be performed on a quarterly basis.


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Roles and Descriptions The following table describes the tasks for the employee, manager, and practitioner roles:

Role Description

Employee Enters his or her own timecard data (if applicable)

Approves his or her own timecard

Views his or her own time detail, schedule, and accrual information using reports

Enters his or her own password change (if applicable)

Manager Corrects timecards

Assigns employee schedules (if applicable)

Approves employee timecards (if applicable)

Generates reports

Payroll practitioner Creates schedules (if applicable)

Edits employee timecards

Maintains employee information

Signs off on all timecards

Generates reports

Prepares Time & Attendance data for payroll processing*

Submits payroll to ADP and verifies payroll when received

*Note: If your company has a Time & Attendance practitioner, he or she would perform this activity.


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Explore: Logging On Enterprise eTIME

Overview Enterprise eTIME is a Web-based application. It requires no additional software except for a browser. You can use Microsoft® Internet Explorer® or Mozilla® Firefox®.

Instructions

Step Action

1 Open your Web browser.

2 Enter the URL to access the application and press Enter.

Result: The Enterprise eTIME Logon page displays.

3 Enter your user name.

4 In the Password field, type welcome and click the logon (arrow) button.

Important Information Your user name and password are case-sensitive. Both entries are required.

If you perform no activity in Enterprise eTIME for a period of time, you will receive a message that your session is about to time out. To continue, you must re-enter your password.


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Explore: Using Workspaces

Overview The Navigator workspaces provide access to your Enterprise eTIME data by helping you quickly and efficiently navigate to the tasks that you perform most frequently.

Types and Descriptions The following table describes commonly used workspaces for Managers. You may or may not have access to all of the workspaces. Security configuration determines access to the workspaces, fields, and functions that users can view.

Type Description

Manager Provides a quick view and easy access to the tasks a manager uses that are necessary to manage the workforce on a daily basis

My Information – Project View Employee Employees access their timecard information using the time entry method appropriate for them. They might also view accrual information or change passwords here.


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Explore: Navigating Your Workspaces

Overview The following illustration is an example of a Manager workspace.

Elements and Descriptions The following table describes the elements of the Manager workspace:

Element Description

Alerts Allow managers to quickly view the type and number of tasks that they need to address such as timecard exceptions or time-off requests

Additional Workspaces A carousel displays all workspaces available to you.

QuickNavs Quickly navigate to view frequently needed information and generate inquiries on the spot.

Enlarge button Opens the widget to view in a larger format

Widgets Self-contained views into your labor force that will help you complete specific tasks

Pop-out Brings the dormant widget to the active window

Show field Select the records to appear in your QuickNav. This is also called a hyperfind query.

Time Period field Select the time period to appear in your QuickNav. Time periods include the current pay period, the previous pay period, a specific date, or a range of dates from the past or future.

Menu bar All functions related to editing a timecard and approving it are located on the menu bar.

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

Related Items Additional widgets and QuickNavs are located in Related Items.

Additional Resources For more information about navigation, refer to the Enterprise eTIME Navigator Overview WBT that your company’s ADP Training Master downloaded from ADP’s iLearn or the Navigator Quick Reference Card that came with your installation.


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Filtering and Locating Employee Records

Overview You can use Enterprise eTIME to filter and locate records as your business requires using the Show and Time Period fields within a QuickNav.

How to Filter and Locate Employee Records The following table describes the stages to filter and locate employee records:

Stage Description

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

2. Select what to show (hyperfind queries).

Filter employee records so only those records you want display. The appearance of the Show text provides information about the query:

Bold text: The query is visible to everyone.

Gray text: The query is standard within Enterprise eTIME.

Regular text: The query is visible only to the user who created it.

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

Important Information Depending on your configuration, you may be able to set default settings for the Show and Time Period fields to apply to all of the widgets within that workspace. Set the default values in the Time Period and Show fields located at the top of the page in the banner near the workspace title and then click the Synchronize button.


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What Are QuickNavs?

Overview QuickNavs enable immediate access to frequently needed information and let managers generate inquiries on the spot. During system implementation, your company identified the QuickNavs most useful for your time and attendance tasks. Some may be customized to meet your business needs.

Example You want to determine which employees are on premises and work in a specific department. You go to the On-Premise Check QuickNav and select the department using the appropriate hyperfind query in the Show field. A list of all employees that are scheduled to begin a shift displays.

QuickNavs and Descriptions The following table describes some of the predefined QuickNavs:

QuickNav Name Description

Reconcile Timecards Displays exceptions appearing on individual timecards so you can address them

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

Check Overtime Displays employees who have started earning overtime

Hours by Labor Account Links you to the report writer where you can create the Hours by Labor Account report for the pay period. You can also run other reports.

Group Edit Results Displays the results of any edit that you have made to a group of employees

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

QuickFind Displays all employees for whom a manager has viewing access rights

Shift Start Displays all employees scheduled to begin a shift

Shift Close Displays all employees scheduled to end a shift, which employees are still on premises, and who clocked in early and late


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Activity: Using a QuickNav

Overview QuickNavs are located in your workspaces to help you get the information you need at a glance without having to run a report.

Scenario For the current pay period, you would like to learn:

Who had an unexcused absence

What appears on Kenneth Johnson’s timecard

Whether any employees started earning overtime

Whether any employees reported vacation time

To which primary account does Kenneth Johnson charge

Instructions: Exploring QuickNavs Starting Point: Workspaces > Manager > Reconcile Timecards

Step Action

1 Click the Unexcused Absence column heading twice so that these records display first.

2 Double-click Kenneth Johnson to see his timecard.

3 Click Check Overtime.

4 Click the Name column heading to see the records in reverse alpha order.

5 From Select Related Information, select Hours Summary.

6 Click the Close button, the X in the upper-right corner, to close.

Instructions: Finding an Employee by Using QuickFind

Step Action

1 Click Select Related Information.

2 Click QuickFind.

3 Click Find.

4 Click Johnson, Kenneth to highlight his name.

5 Double-click the row to select Kenneth Johnson.

Important Information Your workspace displays information gathered when the QuickNav first displayed. This information changes as employees punch in and out during the day. To display these changes, you can click Refresh (located next to the Time Period field) to update the page.

Do not click the Refresh button in your browser. If you do, you may lose unsaved data.


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Applying Basic Timecard Edits

Editing Punches Job Aid

Overview You 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, payroll practitioners use it to make timecard edits that managers may not have rights to perform.

Scenario Kenneth Johnson’s timecard was flagged as having exceptions on Thursday and Friday because he did not clock in. You have learned that he was off site and could not clock in those days. You will enter the correct punches for him as 9 a.m. in and 6 p.m. out.

Instructions

Step Action

1 In any QuickNav, double-click the row with the employee that you wish to select.

2 Click the field that requires the edit.

3

IF you want to: THEN:

Add or change a punch Enter the correct information

Delete a punch Press Delete

4 Click Save.

Important Information

The color of the page title Timecard in the upper left changes from orange to blue when you save changes. The text below changes to Last Saved with the date and time.

A red flag indicates that the totals do not match the entries on the timecard. Once you save the timecard and total the new entries, the flag will clear.

You must save your edit before you navigate away from the current page. .


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Activity: Editing Punches

Scenario Samuel Barbato worked 8 a.m. to 5 p.m. on Monday. He normally works 9 a.m. to 6 p.m. On Tuesday, he came in at 11 a.m. but did not provide an out time. You need to delete the existing out time and adjust his timecard accordingly.

Instructions Starting Point: Workspaces > Manager > Reconcile Timecards

Step Action

1 Double-click the row to select Samuel Barbato.

2 In the Time Period list, select Current Pay Period.

3 In the first row for Monday, in the In field, type 8, and press Tab.

4 Click the Out field and type 5p and press Tab.

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

6 Click the Out field and press Delete.

7 Click Save.


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Types of Editing Functions

Overview Depending on access privileges, managers can perform certain edits to employee timecards. Informational tabs are located below the timecard to help monitor the edits made to employee timecards.

Reasons to Edit a Timecard The following list describes reasons to edit a timecard:

Correct missing timecard punches, hours, or pay code amounts.

Fix timecard exceptions before rolling the pay period.

Cancel meal deductions.

Transfer time to a different labor account.

Add or delete a comment or notes.

Sign off on or approve a timecard.

Tabs and Descriptions Each timecard contains the Totals & Schedule, Accruals, and Audit tabs. Other tabs display when that type of content is entered on the timecard, for example, a comment or approval entry.

Tab Description

Totals & Schedule Displays total hours by account and pay code. The employee schedule appears in a separate frame on the right.

Accruals Displays accrued time such as sick and vacation

Audits Displays edits made to a timecard by each user

Comments Displays any comment or note entered

Sign-Offs, Requests & Approvals Displays timecard approvals by employees and managers or overtime requests


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What Are Timecard Exceptions?

Overview Timecard exceptions are unexpected or unusual transactions, such as when employees work outside their scheduled time frames or days. Some exceptions are triggered by application rules set up during implementation.

More critical exceptions have a greater impact on pay. For example, a missed in or out punch is indicated by a solid red field. You must enter the missing punch to ensure the employee is paid for that period.

After employees enter their time data, you may need to edit their timecards to make corrections. Enterprise eTIME displays visual cues on the timecard when you are performing edits.

Exception Indicators and Descriptions The following table describes the indicators used to identify timecard exceptions.

Exception Indicator Description

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

A blue border around a date indicates an excused absence for the day.

A solid red field indicates a missed in or out punch. You must enter the missing punch to ensure the employee is paid for that period. Pointing to the field provides more information.

A yellow box inside a field indicates a comment associated with the field contents.

A red border around a time indicates an exception associated with the time stamp. Pointing to the field provides more information.

A red border around a time indicates an exception associated with the time stamp. A yellow box inside a field indicates a comment associated with the field contents.

A purple punch indicates that the transaction was system-generated. If the field is gray, you cannot edit the transaction.

A gray field indicates that you cannot edit the transaction.

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


Exceptions may be associated with dates, punches, or durations. Your company will work with the ADP implementation consultant to determine which exceptions should be configured in Enterprise eTIME.

Specific information about exceptions, such as “Missed Out-Punch,” “Late,” or “Excused,” displays when you point to an exception.


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Activity: Resolving an Alert

Overview You can configure navigators to notify you when specific events occur. The notifications are called alerts. When you point to an alert, a description of the type of alert that your company is using displays. For example, the exceptions alert indicates all timecard exceptions. Clicking the exceptions Alert icon will show you which employees have timecard exceptions.

Scenario Your alert notification shows that you have exceptions to resolve. You have learned that Samuel Barbato has reported an end time of 8 p.m. on Tuesday. Currently, there is no out time reported. You need to resolve the exception for Samuel.

Instructions Starting Point: Workspaces > Manager

Step Action

1 Click the exceptions Alert icon.

2 In the Exceptions window, select Barbato, Samuel.

3 Double-click the Out field for Tuesday, type 8p, and press Tab.

4 Click Save.

5 On the Exceptions tab, click the Close button, the X in the upper-right corner, to close.


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Activity: Refreshing the Timecard

Overview You can clear an entry that you have not yet saved by clicking Actions > Refresh on the menu bar.

Scenario The payroll administrator entered an in time of 10 by mistake, refreshed the page, and then realized the entry was required.


Step Action

1 Double-click Heather Duncan.

2 Click the first row for Monday, and in the In field, highlight the text, type 10, and press Tab.

3 Select Actions > Calculate Totals.

4 Select Actions > Refresh.

5 In response to the prompt, click Yes.

6 Click the first row for Monday, and in the In field, highlight the text, type 10, and press Tab.

7 Click Save.

8 Click Reconcile Timecards.

Use the Refresh option on the menu bar rather than the Refresh button on your browser toolbar. Clicking the browser Refresh button may cause you to exit the application and lose your edits. The other two Refresh buttons, one next to Time Period and one next to Alerts, are not used now.

Tip You can view how a timecard punch change can affect an employee’s totals by selecting Actions > Calculate Totals.


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Adding Pay Codes Job Aid

Overview Enterprise eTIME uses pay codes to organize time and money or to account for various types of time exceptions. Your company policy determines how to set up and apply pay codes. Regardless of the type, you add pay codes to the timecard in the same manner.

Instructions Perform the following after accessing the employee’s timecard through any QuickNav:

Step Action

1

IF in the row to which you want to add the pay code, the employee:

THEN:

Has entered hours Click the X in the first column to clear the punches

Has not entered hours Go to step 2

2 In the Pay Code field, click the down arrow and select the applicable pay code in the list.

3 In the Amount field, enter the number of hours or dollars associated with the pay code.

4 Click Save.

Result: The pay code information is updated.


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Activity: Adding Pay Codes

Scenario 1 Samuel Barbato took a sick day on Thursday. You need to erase the punches for that day because you cannot enter a pay code if you already have a punch for the day.

Instructions: Adding Hours to a Daily Hours Timecard Starting Point: Workspaces > Manager > Reconcile Timecards

Step Action

1 Double-click the row for Samuel Barbato00.

2 In the row for Thursday, click the Delete (the X) icon to clear the punches.

3 Click Yes in response to the system prompt.

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

5 In the Amount field, type 8 and press Tab.

6 Click Save.

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

Instructions: Adding Hours to a Project View Timecard

Step Action

1 Click Reconcile Timecards.

2 Double-click the row for Gary Walters00.

3 Click the first Monday cell, highlight the 8 hours and press Delete.

4 Click the Add (arrow) icon in the second column to insert a new row.

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

6 In the Monday column, type 8 and press Tab.

7 Click Save.

Important Information You may need to move an amount (for example, dollars or hours) from one pay code to another to correct a discrepancy. This activity is primarily handled by a Payroll practitioner.


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Activity: Canceling Meal Deductions

Overview Your ADP representative can configure Enterprise eTIME to deduct a meal break automatically from an employee's time worked. The pay rule assigned to the employee determines the amount of time deducted.

You must add a break back to the total hours worked when an employee works through a meal break or does not take one. You can either cancel a meal deduction for an employee for a specific shift or cancel all meal deductions for the entire day.

The cancel meal deduction option applies only to the current shift. If employees work multiple shifts in a day, you must select this option each time it applies to other shifts worked.

Scenario While Heather has eight hours total for Tuesday, she worked through her one hour meal break. You need to add the break back to the total hours worked by canceling her meal deduction.


Step Action

1 Double-click the row for Heather Duncan.

2 Click the first Tuesday out punch.

3 Select Punch > Edit.

Note: Another method is to right-click the punch and select Edit Punch.

4 In the Cancel Deduction field, click the down arrow and select 1 Hour Meal Deduct.

5 Click OK.

6 Click Save.


To reverse canceled deductions, in the Cancel Deduction list, select <None>.

If you cancel a deduction that is not assigned to the employee, Enterprise eTIME does not remove any break or meal in the shift. For example, if you cancel a 30-minute meal but a 60-minute deduction was applied to that shift, Enterprise eTIME makes no adjustment.

Select the meal deduction amount carefully as it does affect the employee’s pay.


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Activity: Editing Labor Account Transfers

Overview Employees can transfer to another department or job. A labor account represents the department or job in which the employee worked. Managers complete labor account transfers for employees who did not make an edit or who edited it incorrectly. You can add a missing labor account transfer, or you can edit a transfer that the employee recorded incorrectly.

Scenario On the first Saturday of the month, Kenneth Johnson started work at 9 a.m. in his primary account as a registered nurse (RN) in the operating room. At 11 a.m., he transferred to the Pediatrics unit as an RN. He then worked in the Pediatrics unit until the end of his shift.


Step Action

1 Double-click the row for Kenneth JohnsonXX.

2 On the first Saturday, in the In field, type 9 and leave the Out field blank.

3 In the same row, in the second In field, type 11.

4 In the same row, in the second Transfer field, click the down arrow.

Result: You see your list of recent transfers. You can select any transfer that you previously used for another employee, or you can create a new transfer.

5 Select Search.

6 On the right side of the window, click Department.

7 In the Available Entries list, select Department 315, Pediatrics and click OK.

8 In the second Out field, type 6p.

9 Click Save.

Result: Enterprise eTIME generates a second punch. System-generated punches appear in purple. An "(x)" appears in the Account field at the bottom of the page next to the entry indicating that it is a transfer.


Always enter the transfer in the In field. The transfer supplies the Out field punch.

If you need to transfer time to a different labor account more than twice daily, you must add a row under the one you are currently editing to continue your entries.

If you enter a labor account transfer for a shift that has two or more consecutive transfers, the first out punch will be automatically generated and cannot be edited.


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Activity: Adding Comments and Notes

Overview Comments provide more information about a punch or amount and are predefined by your company. They can be attached to an in punch or out punch, durations, a pay code amount, a move amount, or a historical amount. Comments can have free-form text notes associated with them.

Scenario Earlier, you changed Samuel Barbato’s schedule to reflect that he came to work at 11 a.m. on the first Tuesday. You need to add a comment to indicate the approval and then add a note to describe that he came in late due to a late start at his child’s elementary school.


Step Action

1 Double-click the row for Samuel BarbatoXX.

2 Click the row for the first Tuesday.

3 In the In field, point to 11am and right-click.

4 Select Add Comment.

5 Select Approved.

6 In the Note field, type Late Start Elementary School.

7 Click OK.

Result: A comment icon displays next to the punch time or amount, and the comment displays in the Comments tab at the bottom of the timecard.

8 Click Save.

9 On the bottom of the timecard, select the Comments tab.

Result: The comment that you just added displays.


When you add a comment to a system-generated punch, the punch becomes a real punch. This is the same as editing the punch.

You can associate more than one comment with a punch by selecting the first comment, pressing Ctrl, and then selecting another comment.

Employees with the ability to log on will see any comments that are entered.

You can delete comments from the Comments tab.

You must have an entry to add a comment or note. You can enter a pay code and zero hours and add a comment or note attached to it.


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Activity: Editing Punches that Cross the Day Divide

Overview Not all shifts begin and end on the same day. When an employee works a shift that crosses the day divide, typically at midnight, Enterprise eTIME follows certain rules about where to place punches on the employee's timecard.

Rules Enterprise eTIME can be set up to apply worked hours to the day:

On which the shift starts or ends

On which the hours are worked

With the majority of hours

Scenario Chris Pringle and Susan Montgomery both worked from 11 p.m. to 7:30 a.m. This shift crossed the day divide.


Step Action

1 Click Susan Montgomery and then press Ctrl and click Chris PringleXX.

2 Right-click and select Timecard.

3 Click the right arrow to the right of the Employee ID field to view Chris's timecard.

4 In the row for Saturday, in the In field, type 11p.

5 In the row for Saturday, in the Out field, type 730 and click Save.

Result: The 7.5 hours for the entire shift are applied to Saturday even though most of the hours were actually worked Sunday morning.

6 Click the left arrow to the right of the Employee ID field to view Susan's timecard.

7 In the row for Monday, in the In field, type 11p.

8 In the row for Monday, in the Out field, type 730 and click Save.

Result: The hours worked are applied across the day divide.


If you add time to an In or Out field, Enterprise eTIME recognizes the punch as either an in punch or an out punch. For example, if you have an 11 p.m. in punch for Monday and you need to add an out punch for 7:30 a.m. on Tuesday morning, enter the 7:30 a.m. out punch in the Monday row in the Out field.

If a punch is entered for a time that falls in the middle of an existing shift, Enterprise eTIME assigns the punch to the next day.


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Completing a Group Edit Job Aid

Overview Group edits are changes you make for multiple employees at the same time. For example, you can 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 a background process so you can continue to use Enterprise eTIME.

Types of Group Edits The following list describes reasons to perform a group edit:

To add or delete a punch

To add or delete a pay code amount

T add or delete a historical amount

To approve or sign off timecards

Scenario You need to pay a bonus to three employees. You can enter the bonus once with a group edit.

Instructions Perform the following by accessing the employee’s timecard through any QuickNav:

Step Action

1 Locate the employees whose records you wish to edit.

2 Select the first employee.

3 Press Ctrl and select the other employees whose records you wish to edit.

4 Complete the edits.

Note: The selected employees’ rows display in blue.


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Printing Employee Timecard Information Job Aid

Overview Enterprise eTIME allows you to print:

All the rows and columns of the timecard, including those that can be viewed only by scrolling

The timecard “image,” which includes only those areas that are visible on the screen

To your email tool

You can also export to Microsoft Excel®.

Instructions: Printing Employee Timecards Perform the following after accessing the employee’s timecard through any QuickNav:

Step Action

1 Select Actions > Print.

Result: The Print window opens.

2 In the Print window, click Print.

Result: The application prints the timecard grid and the section that is visible at the bottom of the workspace, for example, Totals & Schedule, Accruals, Comments, or Audits.

Instructions: Printing the Timecard Workspace Perform the following after accessing the employee’s timecard through any QuickNav:

Step Action

1 Select Actions > Print Screen.

Result: The Print window opens.

2 In the Print window, click Print.

Result: The application prints only the areas that are visible on your screen.


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Editing a Work Rule Job Aid

Overview A work rule transfer allows you to apply a different set of rules to an employee’s shift. For example, if an employee is temporarily working in the Administration department, that employee’s pay should be based on the Administration department's work rules, including meal breaks and rounding.

A work rule transfer associates the appropriate payroll rules with the worked time.

Scenario On Tuesday, Chris was called in to work in the Maternity unit as an RN. When an employee works in Maternity as an RN, the pay and work breaks are treated differently.

Instructions Perform the following after accessing the employee’s timecard through any QuickNav:

Step Action

1 Click the Transfer field that corresponds to the shift you want to edit.

2 Click the down arrow and select the appropriate transfer.

3 In the Work Rule list, select the appropriate work rule.

4 Click OK.

Result: The new work rule displays in the timecard Transfer field.

Important Information A work rule is always an in punch.


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Assigning Schedules

Overview A schedule in Enterprise eTIME is a series of shifts with start and end times that occur over a period of time. It indicates the hours an employee is expected to work on any given day. Your practitioner will create all predefined shift templates. The manager will assign the shifts.

Schedule Types and Descriptions There are three types of schedules:

Type Description

Ad hoc Use to meet temporary scheduling needs “on the fly” to correctly account for employees’ time.

Example: John Morton is needed to cover for a night-shift employee who is sick. On Tuesday, he will work 7 p.m. to 3 a.m. instead of his normal early shift. His manager will change his schedule by entering the in and out times in the appropriate cells on his schedule.

Daily Use to assign a schedule using a predefined shift template to one or more employees only for specific days.

Example: Kenneth Johnson works this Monday from 1 p.m. to 10 p.m. Using a predefined shift, his manager will assign the 1 p.m. to 10 p.m. shift for this Monday only.

Recurring Use to assign a pattern that repeats for multiple days.

Example: Jane Nitta will work from 9 a.m. to 5 p.m., Monday through Thursday. Using a predefined shift, her manager will assign the ongoing 9 a.m. to 5 p.m. schedule to her.

Role Differences by Task The following table lists basic scheduling tasks and the users who can perform them. Only practitioners can create predefined recurring or daily schedules.

Task Managers Practitioners

Create and assign ad hoc schedules. √ √

Assign daily schedules. √ √

Create daily schedules. √

Assign recurring schedules. √ √

Create recurring schedules. √


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Explore: Using the Schedule Editor

Overview The Schedule Editor is used to create, view, and edit schedules for your employees. Schedules define when your employees are expected to work.

Scenario For the current schedule period, you would like to learn:

Who is scheduled for the second shift

Which employees have a 40-hour week

Which employees do not have a schedule


Step Action

1 Click the gear icon on the Schedule Manager widget and select Pop-Out.

Result: The Schedule Editor appears.

2 Click the Sched Grp column heading twice so that the second shift records display first.

3 Click the Totals column heading twice so that the 40 hour employees records display first.

4 Scroll down until you see employees with a 0.00 total.


You can export the Schedule Editor data to an Excel file to format or process the schedule information as needed to produce operational reports.

Sort information by clicking the column header; for example, click the Schedule Group column heading to list employees by the schedule group to which they are assigned.


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Activity: Assigning a Daily Schedule Using a Shift Template

Overview You can assign a daily schedule by inserting a predefined shift template. A shift template contains start and stop times that are saved in a template so they can be applied multiple times to employees' schedules.

Scenario Kevin French will work this Monday, 3 p.m. to 11:30 p.m. You need to assign this shift to his schedule for this Monday only.

Instructions Starting Point: Workspaces > Manager > Schedule Manager

Step Action

1 In the Time Period list, select Next Schedule Period.

2 Click the cell for Monday for Kevin French.

3 Select Shift > Insert Template.

Result: The Insert Shift Template window opens.

4 Select the 3p – 11:30p shift template.

5 Click OK.

6 Click Save.

Result: The selected shift is inserted in the cell and applied to the day.

Important Information If you schedule an additional shift for an employee, both shifts will display in the cell.


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Activity: Assigning a Recurring Schedule

Overview A recurring schedule repeats over a period of time. You can assign one or more shifts to a recurring schedule. Assigning a pattern to the schedule defines which days the shift is worked.

Scenario Chris just learned that Kevin French will work from 9 a.m. to 5 p.m., Monday through Friday, starting in the next scheduled period. You need to replace the daily schedule with a recurring schedule.


Step Action


2 Click the row for Kevin French.

3 In the cell for Monday, highlight the existing shift (3 pm – 11:30 pm) and press Delete.

4 Select Shift > Add Pattern.

5 Click Insert Pattern.

Result: The Select Pattern window opens.

6 Select the 9a-5p pattern and click OK.

7 In the Work Start Date field, select Monday, in the Next Scheduled Period. Do not change the pattern start date.

8 Select Forever and click OK.

9 Click Override other Patterns.

10 Click OK.

11 Select Yes in response to the message “Selecting ‘Override’ may delete shifts or unavailable days – except for locked days or locked shifts. Are you sure that you want to do this?”

12 Click Save.

13 Click Refresh to the right of the Time Period field.

Result: The shift hours now display for each day in the next schedule period.


If you change the pattern for an employee (for example, when the employee is out on vacation or the hours have changed), the pattern for other employees is not affected.

By selecting Override other Patterns, you ensure that you do not accidently add a second schedule where one already exists.


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Maintaining Schedules

Activity: Modifying an Existing (Ad Hoc) Schedule for the Current Period Only

Overview There are several ways to modify a schedule. The easiest way is to edit the start and stop times directly in the cells. If an employee has an assigned shift, the new values you enter in the cell override the existing schedule.

Scenario Samuel Barbato wants to work a later shift on the first Monday and Tuesday of the next scheduled period. You need to assign new start and stop times to override his currently scheduled shift and reflect the new work hours.


Step Action


2 In the first Monday in Samuel Barbato's row, highlight the current value, type 330p-11p, and press Tab.

3 Click in Monday's cell, right-click, and select Copy.

4 Point to Tuesday's cell, highlight the cell, right-click, and select Paste.

5 Click Save.

Result: The new start and stop times override the previously assigned shift.

6 Click the enlarge button to reduce the Schedule Editor.

7 Click the gear icon on the Daily Tasks widget and select Pop-Out.

8 Double-click Samuel Barbato’s name to open his timecard.

Result: Samuel’s Monday and Tuesday shifts are now 3:30 p.m. to 11:00 p.m.

Important Information If an employee's schedule is applied to a pattern, the next schedule period will revert back to the original schedule. Change the pattern to change the schedule permanently.


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Activity: Adding a Pay Code to an Employee’s Schedule

Overview You can add a pay code to an employee’s schedule to specify time or money. For example, use a pay code for nonworked time, such as vacation time, personal time, or jury duty. You can also add a pay code amount, such as a bonus.

Scenario Kenneth Johnson wants to take a paid time off (PTO) day next Tuesday to attend his child’s school play. You need to add a pay code for his time off.


Step Action

1 In the Time Period list, verify Next Schedule Period is selected.

2 Click the cell for Tuesday for Kenneth Johnson.

3 Click Pay Code > Add.

4 In the Pay Code list, select PTO.

5 In the Amount field, type 8.

6 Click OK.

7 Click Save.


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Activity: Inserting a Shift Transfer

Overview The Insert Transfer function makes it easy to enter a department or job transfer. You can select an individual or a group of employees and enter a transfer for a specific time and date. If an employee is paid by schedule, the shift transfer is recorded on the employee’s timecard. You can build a transfer into the schedule. The affected employee is still required to punch in and out, and the transfer would happen automatically.

Scenario On Wednesday of the current time period, Samuel Barbato will transfer at 9 a.m. to Pediatrics, department 315, as a Charge Nurse (job number 513).


Step Action

1 In the Time Period list, select Current Schedule Period.

2 Select Samuel Barbato’s row and then select Shift > Insert Transfer.

3 In the Effective Date column, click the down arrow and select Wednesday of the current week.

4 In the Transfer Start Time, enter 9 a.m.

5 In the Transfer field, click the down arrow and select Search.

6 Select Department 315, Pediatrics and Job 513, Charge Nurse.

7 Click OK.

Result: An (X) now displays next to Samuel’s transferred time.

8 Click Save.

9 Point to the cell on Wednesday to view details of the transfer.


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Running Reports

Overview Reporting is a tool that allows you to extract information from the Enterprise eTIME database in an easy-to-read format and then print it or send it as an email attachment to employees and managers.

Types of Enterprise eTIME Reports

Types and Descriptions The following table provides a brief description of Enterprise eTIME report types:

Type Description

Employee Employees who enter time through a Web browser can also access reports regarding their time detail, schedule, and accruals for a specific time frame and view them on the desktop in HTML format.

Manager/practitioner Based on their access privileges, managers and practitioners can generate and view reports providing time and attendance information about employees or groups of employees.

Important Information Access rights to employee and manager/practitioner reports are set up in the security user’s report profile.


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Types of Employee and Manager/Practitioner Reports

Employee Report Types and Descriptions The following table provides a brief description of each employee report type:

Report Type Description

Accrual Balances and Projection

Displays an employee’s current balances, projected future takings/debits, projected future earnings or credits, and projected balances

Schedule Displays an employee's schedule data

Time Detail Displays detailed data about employee punches, time periods, and pay code edits

Manager/Practitioner Report Types and Descriptions The following table provides a brief description of some common manager/practitioner report types:

Report Type Description

All Contains all reports available to managers in Enterprise eTIME

Accrual Details Displays types of accrual transactions for each employee

Work Rules Lists the work rules defined

Absent Employee Displays an employee’s excused and unexcused absences through the current day

Hours by Labor Account Displays money/hours/wages for each labor account

Employee Schedule – Weekly

Displays schedules of employees whose home locations are selected

Employee Transactions and Totals

Displays pay code transactions and totals by employee for a selected time period

Exceptions Displays exceptions or comments attached to the start or end of a pay period


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Activity: Viewing Manager/Practitioner Reports

Scenario You need to run the Time Detail report so you can see all employees who missed punches in the current pay period. You may want to view only the actual punch information and exclude adjustments made to past hours.


Step Action

1 Click Related Items.

2 Click Reports.

3 Select All > Time Detail.

4 In the People field, leave the default of All Home.

5 In the Time Period field, leave the default of Current Pay Period.

6 In the Actual/Adjusted field, leave the default of Show Hours Credited to This Period Only.

7 In the Page Break between Employees field, select Yes.

8 In the Output Format field, leave the default of Adobe Acrobat Document (pdf).

9 Click Run Report.

10 Click Refresh Status until Complete displays in the Status column.

11 Click View Report.

12 Close the report by clicking the X in the upper-right corner.


Only pay codes configured to display totals appear in the list of selectable pay codes within the report option. The Display Totals setting for a pay code is part of your application setup.

If you had previously selected an option in the People field, that filter option will remain active.

The output type can vary based on the options chosen.

The ability to report is tied to security access and options in Enterprise eTIME.


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Activity: Sending and Printing Reports

Overview You can send a report as an email attachment or send it to a printer as needed.

Scenario You need to send the Time Detail report to Kenneth Johnson. Keep the same report setup.


Step Action

1 Click Email.

2 Type [email protected].

3 Click OK.

4 Click Refresh Status until Complete displays in the Status field.


Be cautious when sending reports as email attachments. Reporting information is based on the access rights of the user creating the report, not the user receiving it.

You can schedule any report to run at some future time or repeatedly at specified intervals by choosing Schedule Report when selecting report criteria.


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Finalizing Timecards

Overview The process of finalizing timecards consists of timecard approval and sign-off. Typically, only managers approve timecards.

Approval – conducted by authorized employees and then by their managers. The approval prevents the employee from making further edits. Depending on your configuration, an employee can remove the approval to apply an edit if the manager has not yet approved.

Sign-off – conducted by the Payroll practitioner only. The sign-off prevents any further editing or totaling in the pay period.

The Finalizing Timecards Process

Stages and Descriptions The following table describes the stages required to finalize timecards:

Stage Description

1 Employees and managers complete timecard edits for the pay period. Managers review the exceptions alert and apply any necessary changes.

2 Employees approve their own timecards. Managers approve their employees' approved timecards.

3 Once managers approve the timecards, the practitioner signs off on the timecards and prepares the data for transmission.

Note: Depending on the timecard approval process adopted by your company, multiple levels of approval may be required.

Important Information Approvals prevent further edits to timecard information.

Approvals can include a single day or a range of dates, including future dates.

Only the person who gives approval can remove that approval.


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Activity: Entering and Approving Timecards as an Employee

Overview Authorized employees and managers can access and update their own time and labor information using the My Information workspace. Employees can also save and approve their own timecards.

Scenario You will log on as Gary Walters and enter your own timecard information. Your schedule has supplied your daily hours so you only have to reflect any changes. In the current week, report vacation time on Monday and Tuesday.

Instructions: Editing My Timecard Starting Point: Workspaces > My Information – Project View Employee

Step Action

1 In the Time Period list, select Previous Pay Period.

2 In the row for the second week, click Add Row.

3 In that same row, in the Pay Code field, click the down arrow and select Vacation.

4 In that same row, in the cell for Monday, type 8. Repeat this for Tuesday.

5 In the Hours Worked row for the second week, in the cell for Monday, highlight 8:00 and press Delete. Repeat this for Tuesday.

6 Click Save.

Instructions: Approving My Timecard Starting Point: Workspaces > My Information – Project View Employee

Step Action

1 In the Time Period list, leave the default of Previous Pay Period.

2 Click Approve.

3 Click Sign Out.


After you approve a timecard, the X (delete) icon and Add (arrow) icon no longer display, meaning that you can no longer edit unless you remove the approval.

You can approve any unapproved time period.

Once a manager approves it, the timecard is locked and cannot be edited by the employee until the approval is removed.


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Activity: Approving Timecards as a Manager

Overview Your company may require multiple levels of timecard approval. For example, an employee, a manager, and a department manager may approve a timecard or group of timecards, for any time period, one after the other. You can approve timecards from any of the QuickNavs pages except Schedule Editor. The Pay Period Close QuickNav displays approval data.

Each approval is recorded on the Sign-Offs & Approvals tab. The final sign-off locks the timecard to prevent further edits. You can remove the sign-off to make a change.

Scenario Your company has a manager that approves timecards before it goes to the Payroll practitioner for sign-off. Log on as Alan Riley, Gary Walter’s manager, and approve Gary’s timecard.


Step Action

1 Click the gear icon on the Manager Approvals widget and select Pop-Out.

2 In the Time Period list, select Previous Pay Period and then click Submit.

3 Click Next until you reach Approve Timecards.

4 Select Gary WaltersXX.

5 Select Approvals > Approve.

6 Click Yes in response to the message to approve your selections.

7 Click Approve Timecards

Result: The Manager Approval column displays a “1,” indicating that one manager approved the timecard for the previous pay period.

8 Double-click Gary Walters.

9 Click the SIgn-Offs, Requests & Approvals tab.


Employee approvals are indicated by a check mark in the Employee Approval column in the Approve Timecards QuickNav.

Manager approvals are indicated by a number in the Manager Approval column in the Approve Timecards QuickNav.


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Activity: Removing Timecard Approval

Overview When a manager approves an employee’s timecard and then later notices it is missing a punch, has an incorrect time code, or requires further work, the manager must remove the timecard approval. A manager can remove approval from an employee’s timecard for any time period. Once a manager approves a timecard, an employee cannot edit it unless the manager removes the approval.

Scenario You realize that Gary Walters’ timecard has a missing punch. You need to remove the approval so it can be repaired. Assume the missing punch was added and then approve his timecard again.

Instructions Starting Point: Workspaces > Manager > Manager Approvals

Step Action

1 Select Approvals > Remove Approval.

2 Click Pay Period Close.

3 Select Approvals > Approve.

4 Click Approve Timecards.

5 Click the Manager Approval column heading so the approved records appear first.

6 Click Sign Out.


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Course Closing

Course Objectives Now that you have completed this course, you are prepared to:

View and edit employee timecards

Assign employee schedules

Run reports

Finalize timecards

Support after Class See your Payroll practitioner for more information about training resources available to help you on the job.


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Training Evaluation Thank you for attending this course. Please take a moment to complete the evaluation.

using enterprise etime v6.3 with navigator for managers

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