The "Step 2 - Review Time Clock Cards" tab of Pay Period Processing displays an overview of each employee's recorded time clock data for the selected pay period.
- Expand 'Settings', expand 'Time and Labor Mgmt', then click Time and Attendance from the menu.
- Click the Step 2 - Review Time Clock Cards (#) tab.
Understanding the Menu
Use the drop-down menus to filter the time cards and pay period to review:
The "Step 2 - Review Time Clock Cards" will provide the following columns:
-
Employee - Click the employee name to view their time clock card. There will be an
info icon if there are any comments/entry notes associated with a time record for the pay range.
- Employee ID
- Regular Hours
- Overtime Hours
- Dbl Time Hours
- Paid Time Off Hours
- Unpaid Time Off Hours
- Deduction Hours
- Total Hours
- Pay Amount
- Date Submitted - When the time card was submitted, generally by an employee.
- Date Approved - When the time card was approved, generally by a time manager.
- Detail - Hovering over the icon will indicate the time card submitter and approver.
Clicking the filter icon allows you to filter the time cards based on their submission or approval status:
The Actions drop-down menu will allow you to:
-
Mark Selected as Submitted - Mark the selected card(s) as submitted. The "Date Submitted" column will update with the date of submission.
- Marking a time card as submitted is generally performed at the employee level to serve as the employee's acknowledgment of the accuracy of the card. For "Time Clock - Entry" and "Timesheet" entry methods once a card is marked as submitted the employee will no longer be able to edit the time for that pay period.
- Mark Selected as Not Submitted - Removes the submission date and submitter's name from the selected card(s).
-
Mark Selected as Approved - Mark the selected card(s) as approved. The "Date Approved" column will update with the date of approval.
- Marking a time card as approved is generally performed at the manager level to indicate that the card has been reviewed.
- Mark Selected as Not Approved - Removes the approval date and approver's name from the selected card(s). Marking a card as not approved will also trigger the workflow event "Time Card Denied."
- Email Selected Employees
Time Clock Card Details
Clicking the employee's name link will allow you to view their time card.
Use the provided drop-down menu to jump to other employees and/or approve their time card:
The Time Clock Card Details will provide a series of tabs:
- Records
- Time Off Detail
- Pay Transactions
- Comments
- Emails
- Submit Time Card
The records tab will provide the following columns:
- Week Day - The day and date of the record with the transaction type. Clicking the link will allow you to update the time record.
- Time In - When the employee began working.
- Time Out - When the employee stopped working.
-
Detail - Hovering over the
-
Project/Cost Center - Hover over the
-
Entry Note - Hover over the
- Reg Hours
- OT Hours
- DT Hours
- Paid Time Off Hours
- Unpaid Time Off Hours
- Deduction Hours - Deducted time for auto-meal deductions or DLST transitions.
- Bonus Reg Hours - Hours based on meal penalties for qualifying California employees. These hours are not considered when calculating overtime.
- Total Hours
- Pay Amount - Clicking the pay amount link allows you to view the pay details of the transaction.
-
Pay Rate - Hover over the
The Actions drop-down menu allows you to:
- Create Time Clock Records
- Delete Selected Records
Creating/Editing Time Clock Records
- Go to the Actions drop-down menu and click Create Time Clock Records to create a new time record or click the day & date of an existing record.
- Enter the following information for the time record:
- Transaction Type - Determines if the time record transaction is a regular, meal break, or rest period time. Regular and rest period are paid hours and may be calculated as regular, overtime, or double time based on pay group settings. Meal break is unpaid time.
- Time In Date - Specifies the date that the time record transaction occurs.
- Time In Time - Used to specify the in time for the punch. The system recommends a format of HH:MM AM/PM, however, it will accept most other time formats including seconds.
- Time Out Time - Used to specify the out time for the punch. The system recommends a format of HH:MM AM/PM, however, it will accept most other time formats including seconds. If the time out time should on the date following the time in date, the "Date of Time Out is on day following Time in Date" should be enabled.
- Deductions (in minutes) - Primarily used by the system when handling auto-meal deductions or when account for DLST transition. It can be used manually to reduce the total time of a transaction.
- Bonus Regular Hours (in minutes) - Used by the system to apply a meal penalty for California employees with qualifying transactions. It is not used to apply additional hours to a time card as the time entered into the bonus hours field is not considered when calculating overtime.
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Date of Time Out is on day following Time in Date - If enabled, the time out time for the record should be interpreted as occurring for the date following the time in time. This setting is generally used for employees that work overnight/through midnight.
- For example, if the option is not enabled and you add a transaction that should go from Monday 8PM to Tuesday 4AM, would instead be seen as Monday 8PM to Monday 4AM which is not possible.
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Entry Note - contain any system notes regarding changes automatically made to the transaction, it is also where managers/admins should not when an entry is modified.
- These notes are visible to the employee, but cannot be entered or edited by the employee unless they are set to the Time Clock - Entry entry method.
- Project/Cost Centers - If configured to require projects or cost centers and values have been assigned to the employee, project/cost center drop-down menus will be available under the "Entry Note" field.
- Save your time record when finished.
Deleting a Time Record
- Use the checkboxes towards the right to select the time records to delete.
- Click Delete Selected Records from the Actions drop-down menu.
- Confirm the deletion.
Updating Pay Amount
To adjust the pay rates applied to a time record:
- Click the pay amount link.
- Select the new rate from the Pay Rate drop-down menu.
- Click Recalculate Rates.
- Click Save Rates when finished.
This menu does not allow the adjusting of how hours within a single transaction are split, only which rates apply to each split. The splits are determined automatically by the system based on pay group settings.
The Time Off Detail tab provides the ability to manage Time Off Transaction Records.
If Accrual Rules are defined within the system then "Accrued" Transaction Records will be created automatically via the Nightly Accrual Process.
This menu provides the following columns:
- Transaction Date - Clicking the transaction date allows you to update the time off detail record.
- Type - The time off type of the transaction.
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Transaction Type - The type of time off transaction:
- Accrued - Generally indicates an increase to the Balance as specified in the Units field.
- Carried Forward - Reserved for specifying the number of Units carried forward from one year to the next.
- Granted - Indicates a pending (not yet taken) decrease to the Balance as specified in the Units field.
- Taken - Indicates a completed (already taken) decrease to the Balance as specified in the Units field.
- Units - The amount of time for the time off transaction.
- Balance - The amount of time off balance.
- Comment
- Date Modified
- Last Modified By
Clicking the filter icon allows you to filter the time off transactions by their year and/or time off type:
The Actions drop-down menu allows you to:
- Add New
- Delete
Creating/Editing a Time Off Detail
- Go to the Actions drop-down menu and click Add New to create a new transaction or click the date of an existing record.
- Enter/update the information for the time off transaction.
- Time Off Type - The time off type of the transaction.
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Transaction Type - The type of time off transaction:
- Accrued - Generally indicates an increase to the Balance as specified in the Units field.
- Carried Forward - Reserved for specifying the number of Units carried forward from one year to the next.
- Granted - Indicates a pending (not yet taken) decrease to the Balance as specified in the Units field.
- Taken - Indicates a completed (already taken) decrease to the Balance as specified in the Units field.
- Transaction Date
- Units - The amount that should be taken or added to a balance.
- Comments
- Click Add Transaction or Save Transaction to save the transaction record.
Delete Time Off Detail Record
- Use the checkboxes towards the right to select the time off detail record(s) to delete.
- Click Delete from the Actions drop-down menu.
- Confirm the deletion.
The Pay Transactions tab allows an administrator to maintain unlimited compensation activity that falls outside of base pay compensation. Each transaction is time-stamped and tagged with a transaction type that provides details such as stipend, bonus, commission and any additional pay.
The menu provides the following columns:
- Start - The date that the record is effective. Clicking the start date allows you to edit the transaction record.
- End - The end date of the pay transaction.
- Pay Code - The pay code of the pay transaction.
- Rate Code - The rate code of the pay transaction.
- Amount
- Type - The type of pay transaction.
- Category
- Notes
- Detail - Hovering over the icon will provide a time stamp and modifier of the transaction.
- Synced to Payroll
The Actions drop-down menu allows you to:
- Create Transaction Record
- Delete Selected Records
Creating/Editing a Transaction Record
- Go to the Actions drop-down menu and click Create Transaction Record to create a new transaction or click the date of an existing record.
- Enter/update the information for the pay transaction.
- Pay Code - (Required) The pay code of the pay transaction. The pay code cannot be updated when editing an existing pay transaction.
- Rate Code - (Required) The rate code of the pay transaction.
- Employer Code - If Employers are enabled, specify the employer that the pay transaction is associated with.
- Start - (Required) The date that the record is effective
- End - (Required) The date that the record should be marked inactive. If this transaction represents a one-time payment then the Stop Date should be set equal to the Start Date.
- Agency
- Amount - (Required)
- Type
- Category
- Notes
- Click Add Record or Save Record to save the transaction record.
Deleting a Pay Transaction Record
- Use the checkboxes towards the right to select the pay transaction record(s) to delete.
- Click Delete Selected Records from the Actions drop-down menu.
- Confirm the deletion.
The Comments tab displays comments that have been recorded by the employee.
Please note that reports containing comment data will only populate comments recorded on a date that also contains worked hours.
The menu provides the following columns:
-
Action - Click the
icon to update an existing comment.
- Comment
- Date
- Modified By
The Actions drop-down menu allows you to:
- Delete Selected Records
Adding a Comment
- Specify a date and enter a comment.
- Click Add Comment when finished.
Editing a Comment
- Click the edit icon under the Action column on the left-hand side.
- Update date and/or comment fields as necessary.
- Click Save Comment when finished.
Deleting a Comment
- Use the checkboxes towards the right to select the pay transaction record(s) to delete.
- Click Delete Selected Records from the Actions drop-down menu.
- Confirm the deletion.
The Emails tab lists the emails generated from the system as a result of actions in the Time and Attendance module.
The menu will provide the following columns:
-
Action - Click the
icon to open a new tab/window and view the email contents.
- From
- To
- Sent
- Subject
- Rejected
Clicking the filter icon allows you to filter the emails list:
The Submit Time Card tab is primarily used by the employee to mark a time card as submitted.
From this tab, the time card can be downloaded as a PDF or Excel file. Click the PDF or EXCEL icon for the desired file format. Your web browser will download the selected file.
The Acknowledgement text is configurable, specify this text on the General Settings tab of Time and Attendance Settings.
The card is marked as submitted by clicking Submit Time Card. This will enter a date in the "Date Submitted" column of the time clock cards overview and record the submitter's name.