The "Pay Period Processing" tab is the primary tab for Core HR managers to:
- View important time clock/timesheet card information, such as employees clocked in, approved time, etc.
- Review and manage time clock/timesheet cards.
- Add expense details to an employee's expense report.
- Email employee(s) about their time clock/timesheet.
Menus and options available will differ depending on what has been configured by your Administrator. If you need assistance with something you cannot interact with, consult your Administrator first.
- Expand Manager Links and click Manage/Approve Time from the menu.
- Or click the number from the "Management" widget on the Employee Portal homepage.
Table of Contents
- Employee & Pay Period Filter
- Step 1 - Review Summary Tab
- Step 2 - Review Time Clock Cards
- Step 3 - Review Timesheet Cards
Employee & Pay Period Filter
The top of the page allows you to filter time data by the manager, year, schedule, and pay period. The "Manager" filter defaults to the manager currently logged in. Filtering is important to show the time clock cards/timesheets for the given pay period.
Step 1 - Review Summary
The "Step 1 - Review Summary" tab of Pay Period Processing displays a dashboard overview of time data, submission/approval status, and alerts for the selected pay period.
Pie Chart
The pie charts displayed for "Time Cards Submitted" and "Time Cards Approved" reflect the total percentages of all the manager teams listed in the table below. If downstream functionality is enabled, a manager can filter by any lower-level manager and review that team's data.
Grid
The grid to the left of the pie charts displays various alerts and pay period-relevant data at a glance. Clicking the link text will take you to a page with a list of employees who count towards the number or to your calendar:
- Pay Period Status - Indicates whether the pay period has been locked.
- Emps Off Today - References the time off calendar to give a count of employees who have a time off transaction for the current date.
- Emps Off Tomorrow - References the time off calendar to give a count of employees who have a time off transaction for tomorrow's date.
- Alerts Needing Action - Alerts generated by the system that impact time calculation (Overlapping punches, Missing Punches, etc)
- Informational Alerts - Alerts generated as a result of configuration options. (Max punch duration, max lunch duration, etc)
- Approaching OT - Indicated employees within 5 hours of weekly overtime. (Based on pay group setting)
- Clocked In - Count of employees currently clocked in.
- Clocked out - Count of employees currently clocked out.
- In Late - Count of employees who have punched 15 minutes or later from the start of their schedule.
- On Break - Count of employees currently punched to break.
- At Lunch - Count of employees currently punched to lunch.
- Out Early - Count of employees who have punched out 15 minutes or earlier to the end of their schedule.
*If employees in California meet eligibility for a meal break penalty, the alerts for "Emps Off Today" and "Emp Off Tomorrow" will be combined in the grid, and a meal break penalty alert will be present.
Step 2 - Review Time Clock Cards
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.
This tab provides the following columns:
-
Employee - Clicking the name of the employee will take you to a detailed breakdown of the employee's time clock card. You will also see the following icons next to the employee name:
-
Used to indicate any warnings relating to the time clock cards.
-
Used to indicate any comments relating to the time clock cards.
-
- 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.
The Filter icon allows you to filter the visible time clock cards by submitted, unsubmitted, approved, or unapproved.
The Actions dropdown menu allows you to:
-
Mark Selected as Submitted - Mark the selected card(s) as submitted. The date of submission will populate the "Date Submitted" column.
- Submitting timecard(s) is generally performed at the employee level to serve as the employee's acknowledgement of the accuracy of the card. For Time Clock 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 the "Submitted by" name from the selected card(s).
-
Mark Selected as Approved - Mark the selected card(s) as approved. The date of approval will populate the "Date Approved" column.
- by inserting the date into the Date Approved column. Indication of who marked the card as approved will also appear in the over details ? for the employee's card. Marking a 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 the "Approved by" from the selected card(s). Marking a card as not approved will also trigger the workflow event "Time Card Denied."
- Email Selected Employees - Email employees about their time.
Record Details
The "Records" menu for an employee will list transaction-level details for an employee's time card.
This view (as well as on subsequent tabs) allows you to mark the time card as approved or not approved with the buttons next to the "Selected Employee" dropdown menu. You can also select an employee to view their time card without needing to return to the overview screen.
The "Records" tab will provide the following columns:
- Week Day - Clicking the date will allow you to update the time record for the day.
- Time In
- Time Out
-
Detail - Hover over the i icon to view additional details such as actual vs. rounded time, total hours by type, and details regarding the last instance the record was modified.
- Please note that the system regularly marks a record as modified when performing calculations as new transactions are added to the week.
- Project / Cost Center - Hover over the i icon to view a list of projects and/or cost centers assigned.
- Entry Note
- Reg Hours
- OT Hours
- DT Hours
- Paid Time Off Hours
- Unpaid Time Off Hours
- Deduction Hours
- Bonus Reg Hours
- Total Hours
- Pay Amount - Clicking the pay amount will allow you to update the pay rates for the time record.
- Pay Rates
The Actions dropdown menu allows you to:
- Create Time Clock Records
- Delete Selected Records
Create/Edit Time Clock Record
When creating or editing a time clock record, you will have a series of tabs that you can complete:
The edit/creation screen for a time clock record provides the following fields/options:
- Transaction Type - The transaction type dropdown determines if the transaction is for regular, meal break, or rest period time. Regular and rest periods 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 - The Time In Date specifies the date the transaction occurs. If the out punch occurs on the following date, the check box beneath the date field should be marked.
- Time In Time - The Time In Time field is 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 - The Time Out Time field is 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.
- Deductions - The Deductions field is primarily used by the system when handling auto-meal deductions or when accounting for DLST transition. It can be used manually to reduce the total time of a transaction.
- Bonus Regular Hours - The Bonus Hours field is 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.
- Date of Time Out is on day following Time In Date - This checkbox is used if a time record would span across midnight.
-
Entry Note - The Entry Note field will contain any system notes regarding changes automatically made to the transaction. It is also where managers/admins should note 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 by your Administrator, you will be required to select projects and cost centers for the transaction.
Click to Add Record or Save Record to save the time clock record.
The "Time Off Detail" will list any changes to an employee's time off balance and allows you to create time off transaction records. The time off transaction records will default to the latest possible year with records.
The "Time Off Detail" tab will provide the following columns:
- Transaction Date - Click the transaction date to modify a time off transaction.
- Type
- Transaction Type
- Units
- Balance
- Comment
- Date Modified
- Last Modified By
The Filter icon allows you to filter the time off details by year and time off type.
The Actions dropdown menu allows you to:
- Add New
- Delete
Add/Edit Time Off Transaction
- Click Add New from the actions dropdown menu. If editing an existing time off transaction, click the transaction date.
- Enter the appropriate information for the time off transaction record.
- Time Off Type - The time off type options will differ depending on what has been configured by your Administrator.
-
Transaction Type
- 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 number of units that should be added or taken away to/from the balance.
- Comments
- Click Add Transaction when finished.
The "Expense Reports" tab will provide the following columns:
- Employee Name
- Start Date
- End Date
- Title
- Total Amount
- Date Submitted
- Date Approved
- Date Paid
The Filter icon allows you to filter the expense reports by approved, not approved, submitted, or not submitted expense reports.
The Actions dropdown menu allows you to:
- Delete
- Mark Selected as Submitted
- Mark Selected as Not Submitted
- Mark Selected as Approved
- Mark Selected as Not Approved
Adding Expense Details
While a manager cannot create an expense report, they can add expense details to an expense report.
- Click the employee's name.
- Click the Expense Report Details tab.
- The "Expense Report Details" tab lists individual expenses and allows you to add additional details.
- Click Create Expense Report Item from the Actions dropdown menu.
-
Enter the appropriate information for a typical or mileage expense
- Expense Date
- Account - The type of expense
- Notes - Enter any applicable notes for the expense.
- Total Amount
- Receipt Upload - Upload the relevant receipt(s) for the expense.
If a mileage expense account is selected, additional fields will be available for odometer/miles traveled.
- Expense Date
- Account - The type of expense
- Notes - Enter any applicable notes for the expense.
- Starting Odometer Reading - Enter the beginning mileage reading from the vehicle.
- Ending Odometer Reading - Enter the ending mileage reading from the vehicle. Click Calculate to determine the total number of miles traveled. The miles traveled will be used to determine the total amount for the expense item (Total Miles x Pay Rate = Total Amount).
- Receipt Upload - Upload the relevant receipt(s) for the expense.
If you did not record the odometer readings, you can enter 0 for the starting odometer reading and the distance traveled in miles for the ending odometer reading to help calculate the total miles traveled. We recommend checking with your manager/administrator for your organization's best practices.
- Click Add Record when finished.
- Repeat steps 4-6 until you have added all relevant expense records.
The "Pay Transactions" tab lists any compensation added by managers or administrators that fall outside of base pay compensation.
The "Pay Transactions" tab provides the following columns:
- Start - Managers can click the start date to modify some details of a pay transaction.
- End
- Pay Code
- Rate Code
- Amount
- Type
- Category
- Notes
- Detail
- Synced to Payroll
The Actions dropdown menu allows you to:
- Create Transaction Record
- Delete Selected Records
Creating/Editing a Payroll Transaction
- Click Create Transaction Record from the Actions dropdown menu. You can also click the start date to update an existing record. Some fields will not be available when modifying an existing record.
- Complete the given fields for the payroll transaction record.
- Pay Code - (Required) The type of pay for the transaction.
- Rate Code - (Required)
- Employer Code - If your organization has multiple sub-organizations, specify the employer the transaction is related to.
- Start Date
- Stop Date - (Required)
- Agency
- Amount - (Required)
- Type
- Category
- Notes
- Project/Cost Center - If enabled, you can specify the project and cost center(s) for the transaction.
- Click Save Record when finished.
The "Comments" tab allows you to provide comments to employees/administrators relating to the employee's time clock cards.
Adding a Comment
Specify the date and enter your comment for your time clock cards. Click Add Comment.
Editing a Comment
Click the edit icon . The contents of the comment will populate the fields. Adjust your comment as needed. Click Save Comment when finished.
The "Emails" tab lists the emails generated from the system as a result of actions in the Time and Attendance module.
The "Emails" tab provides the following columns:
-
Action - Click the
icon to open a new tab/window and view the email contents.
- From
- To
- Sent
- Subject
- Rejected
The "Submit Time Card" tab allows you to submit the employee's time card for approval and download the time card can be downloaded as a PDF or Excel file. Time cards are typically submitted by the employee. When satisfied with the time card, click Submit Time Card.
Pay Amount
Clicking the pay amount for a time clock record allows you to view and update the details of how rates are applied to the transaction. The menu does not allow you to adjust 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. To update the rate for a pay amount:
- Click the pay amount from the menu.
- Select a new rate from the Pay Rate drop-down menu.
- Click Recalculate Rates.
- Click Save Rates.
Step 3 - Review Timesheet Cards
The "Step 3 - Review Timesheet Cards" tab of Pay Period Processing displays an overview of each employee's recorded time clock data for the selected pay period. This tab provides the following columns:
-
Employee - Clicking the employee name will show a detailed breakdown of the timesheet for the employee for the given pay period. You will also see the following icons next to the pay range dates:
-
-
- Employee ID
- Regular Hours
- Overtime Hours
- Dbl Time Hours
- Paid Time Off Hours
- Unpaid Time Off 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 list by those that have been submitted, unsubmitted, approved, or unapproved.
The Actions dropdown menu allows you to:
-
Mark Selected as Submitted - Mark the selected timesheet(s) as submitted. The date of submission will populate the "Date Submitted" column.
- Submitting timesheet(s) is generally performed at the employee level to serve as the employee's acknowledgement of the accuracy of the timesheet. Once a timesheet 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 the "Submitted by" name from the selected card(s).
-
Mark Selected as Approved - Mark the selected card(s) as approved. The date of approval will populate the "Date Approved" column and the approver will populate the "Details" columns.
- Marking a 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 the "Approved by" from the selected card(s). Marking a card as not approved will also trigger the workflow event "Time Card Denied."
- Email Selected Employees - Email employees about their time.
Record Details
The "Records" menu for an employee will list transaction-level details for an employee's time card.
This view (as well as on subsequent tabs) allows you to mark the timesheet as approved or not approved with the buttons next to the "Selected Employee" dropdown menu. You can also select an employee to view their timesheet without needing to return to the overview screen.
The pay period tabs will provide the following columns:
- Project
- Days of the Week
- Total
- Pay Amount - Clicking the pay amount will allow you to update the rate codes used to calculate the pay for the given day.
Create/Edit Timesheet Details
When creating or editing a timesheet, you will have a series of tabs that you can complete.
- If enabled, specify the projects and cost centers for the line item. Click Add to Timesheet to add the line item to the timesheet.
- Enter the hours worked for the given line items on the timesheet. Click Save Timesheet when finished. Click the X towards the right to remove a line item.
- Repeat as necessary for other line items and pay periods.
The "Time Off Detail" will list any changes to an employee's time off balance and allows you to create time off transaction records. The time off transaction records will default to the latest possible year with records.
The "Time Off Detail" tab will provide the following columns:
- Transaction Date - Click the transaction date to modify a time off transaction.
- Type
- Transaction Type
- Units
- Balance
- Comment
- Date Modified
- Last Modified By
The Filter icon allows you to filter the time off details by year and time off type.
The Actions dropdown menu allows you to:
- Add New
- Delete
Add/Edit Time Off Transaction
- Click Add New from the actions dropdown menu. If editing an existing time off transaction, click the transaction date.
- Enter the appropriate information for the time off transaction record.
- Time Off Type - The time off type options will differ depending on what has been configured by your Administrator.
-
Transaction Type
- 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 number of units that should be added or taken away to/from the balance.
- Comments
- Click Add Transaction when finished.
The "Expense Reports" tab will provide the following columns:
- Employee Name
- Start Date
- End Date
- Title
- Total Amount
- Date Submitted
- Date Approved
- Date Paid
The Filter icon allows you to filter the expense reports by approved, not approved, submitted, or not submitted expense reports.
The Actions dropdown menu allows you to:
- Delete
- Mark Selected as Submitted
- Mark Selected as Not Submitted
- Mark Selected as Approved
- Mark Selected as Not Approved
Adding Expense Details
While a manager cannot create an expense report, they can add expense details to an expense report.
- Click the employee's name.
- Click the Expense Report Details tab.
- The "Expense Report Details" tab lists individual expenses and allows you to add additional details.
- Click Create Expense Report Item from the Actions dropdown menu.
-
Enter the appropriate information for a typical or mileage expense
- Expense Date
- Account - The type of expense
- Notes - Enter any applicable notes for the expense.
- Total Amount
- Receipt Upload - Upload the relevant receipt(s) for the expense.
If a mileage expense account is selected, additional fields will be available for odometer/miles traveled.
- Expense Date
- Account - The type of expense
- Notes - Enter any applicable notes for the expense.
- Starting Odometer Reading - Enter the beginning mileage reading from the vehicle.
- Ending Odometer Reading - Enter the ending mileage reading from the vehicle. Click Calculate to determine the total number of miles traveled. The miles traveled will be used to determine the total amount for the expense item (Total Miles x Pay Rate = Total Amount).
- Receipt Upload - Upload the relevant receipt(s) for the expense.
If you did not record the odometer readings, you can enter 0 for the starting odometer reading and the distance traveled in miles for the ending odometer reading to help calculate the total miles traveled. We recommend checking with your manager/administrator for your organization's best practices.
- Click Add Record when finished.
- Repeat steps 4-6 until you have added all relevant expense records.
The "Pay Transactions" tab lists any compensation added by managers or administrators that fall outside of base pay compensation.
The "Pay Transactions" tab provides the following columns:
- Start - Managers can click the start date to modify some details of a pay transaction.
- End
- Pay Code
- Rate Code
- Amount
- Type
- Category
- Notes
- Detail
- Synced to Payroll
The Actions dropdown menu allows you to:
- Create Transaction Record
- Delete Selected Records
Creating/Editing a Payroll Transaction
- Click Create Transaction Record from the Actions dropdown menu. You can also click the start date to update an existing record. Some fields will not be available when modifying an existing record.
- Complete the given fields for the payroll transaction record.
- Pay Code - (Required) The type of pay for the transaction.
- Rate Code - (Required)
- Employer Code - If your organization has multiple sub-organizations, specify the employer the transaction is related to.
- Start Date
- Stop Date - (Required)
- Agency
- Amount - (Required)
- Type
- Category
- Notes
- Project/Cost Center - If enabled, you can specify the project and cost center(s) for the transaction.
- Click Save Record when finished.
The "Comments" tab allows you to provide comments to employees/administrators relating to the employee's time clock cards.
Adding a Comment
Specify the date and enter your comment for your time clock cards. Click Add Comment.
Editing a Comment
Click the edit icon . The contents of the comment will populate the fields. Adjust your comment as needed. Click Save Comment when finished.
The "Emails" tab lists the emails generated from the system as a result of actions in the Time and Attendance module.
The "Emails" tab provides the following columns:
-
Action - Click the
- From
- To
- Sent
- Subject
- Rejected
The "Submit Time Card" tab allows you to submit the employee's time card for approval and download the time card can be downloaded as a PDF or Excel file. Time cards are typically submitted by the employee. When satisfied with the time card, click Submit Time Card.
Pay Amount
Clicking the pay amount for a time clock record allows you to view and update the details of how rates are applied to the transaction. The menu does not allow you to adjust 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. To update the rate for a pay amount:
- Click the pay amount from the menu.
- Select a new rate from the Pay Rate drop-down menu.
- Click Recalculate Rates.
- Click Save Rates.
Emailing Employees
When emailing the selected employee(s), you will be taken to the email form. It will indicate the number of employees that will be emailed. Fill out the subject and body text boxes to compose the email, then click Send Email. Click Close when finished.