Time & Attendance Manager Training

Table of Contents „ „ „ „ „ „ „ „ „ „ „ „ „

What is Time & Attendance – 3 Why have a Timecard – 4 Time Types – 5 & 6 Logging In – 7 Changing your Password – 8 Home Screen – 9 Timecard Management Summary – 10 Employee’s Timecard – 11 Transaction Screen – 12 Rounding – 13, 14 Accruals Screen – 16 Entering Forgotten Punches – 17, 18, 19 Audit Screen – 20

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Deleting Rows – 21 Exception Time – 22, 23 Exchange Time – 24, 25, 26 & 27 Error Conditions – 28 Salaried Non-Exempt & Forecasting Hours – 29 Overtime & Exception Time – 30 Exception Time Trick – 31 Non-Paid Excused Time – 32 Reports – 33, 34, 35, 36, 37, 38, 39 & 40 Approving Timecards – 41 & 42 Key Take-A-Ways – 43 Questions – 44

What is “Time & Attendance” Ceridian Time & Attendance is a web-based time tracking system for non-exempt (overtime eligible) employees https://sourcetimepro.ceridian.com/sta.asp

Time & Attendance tracks In and Out times, Meal times, and accruals (vacation, minor illness, paid excused, etc.) „ „ „

Employees enter their own time Managers review and approve Managers should track exempt employee time on their own- not tracked in this system

Why have a Timecard? Federal Wage & Hour law mandates that non-exempt employees maintain an accurate record of time worked „ „

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Easier to calculate overtime Web punching eliminates questions about actual times at work Can run reports on IP addresses employees punch from Easier to track Exception Time

Time Types Regular Time (RG)- Time Worked z Minor Illness (MI)- Absences due to

z

personal or family illness or doctor and dental appointments for you or a family member,

z

Vacation (VA)-Scheduled by supervisors according to the department workload and, when possible, the preference of the individual employees

z

Paid Excused (PE)-absences should be

for personal business that cannot be handled before or after work or on weekends, home repairs or deliveries, obtaining licenses, funeral attendance for other than immediate family members, etc.

Time Types z

z

z z z

(cont’ (cont’d)

Bereavement (BR)-If the deceased is a parent, adult child, brother, sister, grandparent, grandchild or any of these relationships by marriage, such leaves normally should not exceed one to two business days plus required travel time Major Illness (MJI) absent longer than three (3) consecutive business days, beginning with the first day of your absence if the medical necessity for the absence is documented by a treating physician. Jury Duty (JD)Military Leave (ML) Non Paid Excused (NPE) SOME FORM OF TIME SHOULD BE ENTERED FOR EVERY WORK DAY

Logging In

Type in User Name, Password & Company id Check Remember Me box (will save user name & company ID)

Click Go

Changing Your Password „ „ „ „ „

Current Password = Clock Number New password must have 6 characters Click Submit Password Successfully Changed Choose HOME from drop down box

Home Screen

Click SUBMIT to see your employees

Timecard Management Summary „ „ „

View a list of employees View a summary of each employee’s time Shows Non-Exempt & Exempt Employees (Exempt Employees do not use this system.)

Employee’s Timecard „ „

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Click on an employee’s name to view their timecard The transaction screen shows each punch & exactly when they punched Provides a summary of time worked Shows if punch is manual or a web punch

Transaction Screen Summary of Time Worked Navigational Tabs

Error Message – Manager must acknowledge & click submit

Individual Punches

“WBCLK” is a web punch

Timecard Screen „ „

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Shows each day horizontally Ceridian rounds each punch to the nearest quarter hour Useful for calculating exception time Useful for finding overtime Employee Punches between

System Rounds to:

Employee Punches between

System Rounds to:

11:53 - 12:07

12:00

12:08 – 12:22

12:15

12:23 – 12:37

12:30

12:38 – 12:52

12:45

Rounding The Department of Labor only allows rounding when applied consistently across the board Employees should punch in via the web clock If you notice a trend in unapproved overtime or tardiness, you should address as a performance issue Time WORKED= Time PAID- It’s the Law!

Shows time code used Each Punch is rounded

Shows where OT is

Accruals Screen

This column shows Floating Holiday used. Stays Zero until floating holiday code is added These columns indicate how much time is remaining. The “Future” column takes into account exception time entered on future days. These columns match as the days end. HR manually adds accruals for new hires within two weeks of hire date.

Entering Forgotten Punches„

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In the Transaction screen select the date Can view one date prior to and one date after the current timecard period

Forgotten Punches „

Insert the appropriate Time. z z

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Be sure not to have either a space or an “m” in your time 4:50P or 11:30A

Choose Type Click Submit

We only use 5 punch types: In

Out

Meal In

Meal Out Manual TC

(for exception time only)

Forgotten Punches This should be a very rare occurrence. If you are regularly noticing forgotten punches, you should address this as a performance issue with the employee A line showing both an “A”, an “M” and “WBCLK” means the employee initially web punched and then changed the entry manually. Adding a comment to a web punched line will give it all three indicators.

Here is our new entry. Note the “A” and “M” which indicate that this has been a manual change. The “WBCLK” under Source indicates that an employee has used their Punch Button.

Audit Screen „

Employee & Supervisors can view manual changes z z z

Date & Time change was made Who made the change Previous & Modified punches

Deleting Rows

Place a check in the box to the left of the row you want to delete. Click Submit. Deleted rows will appear in the audit tab.

Exception Time „

Exception time includes z z z z z z z z

Minor Illness (MI) Vacation (VA) Paid Excused (PE) Bereavement (BR) Jury Duty (JD) Major Illness (MJI) Military Leave (ML) Non Paid Excused (NPE) (and others)

Entering Exception Time: Partial Day: There should be an “IN” and “OUT” punch for each time the employee left or returned to the office plus a separate line for the exception time. Full Day: There should be one line for the entire day. This line must include: Date and Time Type: Manual TC (from pull-down menu) The Appropriate Time code (from pull-down menu) The number of hours Enter hours in HH:MM format

Exchange Time „

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Allows employees to “make up” time from one day to the next without accruing overtime Rules Must be worked within a 5 day calendar week (Mon-Fri) per Federal Law z Must have supervisor’s permission z

Exchange Time „

Directions z

z

z

Punch IN and OUT as normal on both days Leave short day alone (don’t change times to remove the error message) Adjust Long Day „

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Change OUT time to reflect 7.5 hours (Timecard screen is useful for calculating) On a new line, choose date of long day, enter in new OUT time, use manual TC for TYPE and enter in exchanged minutes or hours Put a comment in the box explaining where time is being used

Before Exchange Time is Used

Employee Has 5:30 OT Employee is 1 hour short on 3/4 (used Timecard screen to calculate)

After Exchange Time is Used

Employee has 4:30 OT Created a Exchange Time Error for manager to acknowledge. This hour will not show as Regular Time until Manager acknowledges error.

Error Conditions „

Yellow Errors- Non Critical z z z z

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Do not adjust time to remove them TIME WORKED = TIME PAID Manager acknowledges Usually “Maximum Work Length Exceeded” (OT) or “Minimum Work Length not Reached” (not enough hours)-

Red Errors- Critical z z

Must be fixed before timecard can process Usually something is missing „ „

z

“Missing Stop Time” “Missing Meal Out Time”

Also caused by adding a “M” to your time (4:00pm)

Salaried Non-Exempt and Forecasting hours „

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Per Federal Wage & Hour Law NonExempt employees are paid for the number of hours they work. W&R Chooses to forecast those hours. 7.5 hrs/day * 5 days/wk * 52 wks/yr = 1,950 working hrs

z

Paid twice a month – 24 pay periods 1,950 working hrs/24 pay periods = 81.25 hrs/pay check

z z z

Creates a consistent base pay Will rarely work exactly 81.25 regulars hours a pay period Payroll system is designed to automatically pay base pay

Overtime & Exception Time „

Checks are created 3 days before payday z

z z

OT & Exception time are calculated by the timecard system and exported to payroll OT can not appear on the pay stub until the next pay period (in arrears) For Pay Period 3/1/08 – 3/15/08 „ „ „

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Pay date is 3/14/08 Checks are created on 3/11 and mailed to HR Worked OT on 3/13/08 – time system can not include overtime because checks were already created Overtime is paid on 3/28/08 paycheck

Exception Time Trick „

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Though exception time appears in arrears, employee are not paid for this time in arrears. Exception time is paid at a regular rate, not a variant or overtime rate. Vacation & holidays take the place of regular work days and are already accounted for in the total number of hours worked per year. Since an employee receives a semimonthly check based upon forecasted hours, they are paid for their exception time on a current basis.

Non Paid Excused Time „

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Can be used when an employee has used all of their exception time Enter in Non Paid Excused (NPE) on timecard and the number of hours they should not be paid for Hours will be deducted from the following paycheck Only entry that will reduce pay

Reports „ „

Managers can run History Scan reports Choose reports from the dropdown box (upper left corner)

Select Employees

Selected Time codes

Enter in Date Range

Choose Reports

Choose Output Type

Click Schedule

Reports Employee Selection Screen „

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Click the circle next to the employee’s name Click Apply Selections

Reports Time code Selection Screen Uncheck the “ALL” box if you only want certain time codes Select those time codes Click Apply Selections

Reports Date Range & Available Reports

Enter in Date Range Choose Available Report: For one employee ~ use Employee Detail For more than one employee ~ use All assigned Detail

Report Output Type

Three Output Types: Excel (can manipulate data) HTML (webpage) PDF (can not manipulate data) Click Schedule

Scheduling Reports

Do not change date or time if you want the report immediately Click Submit This will return you to the History Scan Report Criteria page

Requested Reports Click Requested Reports This will take you to the Requested Reports List

You can View or Download your requested Reports. To delete – put a check in the box on the left and click Delete Reports are saved here for 7 days before the system deletes them

Approving Timecards „ „ „ „ „

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Click on the employee in the Timecard Management Summary Screen Make sure employee has signed timecard (if not, logout and have employee sign) Fix any red errors (or ask employee to fix) Review and acknowledge all yellow errors and click Submit Make sure all days are on the timecard (does not provide error messages for missing days) Click Approve Timecard Employees cannot change their timecard once you have approved it

KEY TAKE-A-WAYS!!!! „

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TIME WORKED = TIME PAID We must pay employee for what they workno exceptions. However, performance issues should be addressed with the employee including excessive manual punches or forgotten punches, unapproved overtime, etc REFLECT ACTUAL TIME WORKED Manual punches should be kept to a minimum. Forgotten punches should be very rare. The system should be an accurate reflection of time worked by the employee

Questions „

For questions or assistance email [email protected]