Timekeeping Implementation
It is understood that the Systems Administration Guide had been followed completely and that all other modules are working prior to the Time Keeping installation. The Time Keeping module requires the Payroll, General Ledger, and the System module files in order to function.
As with all Avail modules, the module must first be installed as directed in the System Administration Guide. Briefly, this includes (1) copying the data files, program files, server database, and the client master database, (2) running the configuration program, (3) copying the client master for individual use.
Timekeeping Setup
Misc Codes (TK)
This Card is used to establish/maintain certain default values within Timekeeping.
ShiftId
Here HR or the supervisors will name the shifts used in Timekeeping. See Samples below.
TimeClock
TimeImport
This setup sets the path for importing timekeeping records in ETMS.
Timesheet
Select Timesheet from the dropdown.
| Code | Value |
|---|---|
| AllowEmployeeToPrint | True: allows the user to print their timesheet; False: removes the print button on the form |
| DefaultPayPeriod | BW - Bi-Weekly WK - Weekly SM - Semi Monthly MO - Monthly |
| DefaultPayrollYear | Enter the current payroll year (this should be updated every year) |
| DefaultTimeEntryMode | H: Enter hours and minutes D: Decimal If H is selected the user will see a checkmark in the Enter Time As Hours and Minutes field on both the timesheet entry and approval form |
Manager and Authorization Setup
This form is used by all three timekeeping options (Schlage Interface, Time Clock in ETMS, and Time Sheet). This form has two separate functions. The first is to set up the managers who will be responsible for overseeing and approving employee time in the timekeeping module. The second function of the form is to assign Employees to Managers.
This setup feature should be restricted via card permissions to IT or Payroll personnel.
Employees
To see what employees are assigned to a manager, select the Manager #.
If there are employees assigned to the manager, they will show on the screen. Users add new employees by selecting them from the Employee # dropdown. If an employee needs to be removed due to an internal department transfer or termination, users do that here. They click on the row and then click Delete on their keyboard.
Managers
To see what managers are set up, click Managers.
Double-click on a Manager’s # to see what employees are assigned to them.
Click Print to print a report on current managers. The user can also select a manager from the dropdown and print just their employee list.
Authorizations
Click Authorizations to view and/or edit the number of manager authorizations (approval) required for each employee.
The user can view/assign the authorizations for all employees at once by leaving the manager # blank, or they can select the manager and then click Authorizations just for that manager.
The Authorizations Required field cannot be blank. It can also be populated during the Build process.
Build
This process allows users to assign all the employees in a specific department to a manager at one time.
Select a manager from the dropdown and click Build.
| Field Name | Description |
|---|---|
| Department # | Select the department to be assigned to the selected manager. All active employees from the department will be assigned. |
| Authorizations Required | Enter the number of managers who must approve time prior to transferring to payroll. This field cannot be blank – must enter at least 1. |
Click Start.
The following prompt will display. Click Yes to continue or No to cancel.
If Yes was selected, the following prompt will display. Click Yes to continue or No to cancel.
Click Yes to delete existing entries for the department selected and add all the employees or click No to add only employees who aren’t there.
This completion confirmation will be displayed when the build is complete. Click OK.
Deleting Managers and Employees
To delete a manager from the list, select the manager from the dropdown. Highlight the employee rows and click Delete on your keyboard. If you are just removing specific employees, just highlight their row and click delete on your keyboard.
If you’ve removed all employees, you will no longer see the manager in the list when you click Managers. If you’ve only removed a selection of employees, the manager will no longer see those individuals in their approval form.
Timekeeping Pay Code Setup
Pay codes are assigned to the department(s)so they can be available for all employees assigned to those departments for use with either Time Clock or Time Sheet. Only those pay codes that the payroll department deems necessary for employee use should be assigned in Timekeeping. If a new pay code is added in payroll and it will be used in Timekeeping, it must be assigned to the applicable department(s).
Select the Department #.
Use the dropdown for Pay Code to assign only those pay codes available for use by the department employees. If one is added in error, highlight the row and click Delete on your keyboard.
This will allow you to print the list of codes assigned to the department. It can be run for a specific department or for all departments by leaving Department # blank.
Time Sheet Notes Entry
Notes added here will appear on the screen when employees access their Time Sheets.
Click Notes.
| Field Name | Description |
|---|---|
| Period Ending | Enter the last day of the pay cycle. |
| Week # | Select the week number that you want the note to appear. |
| Note | Enter the message in this field. Messages will be visible to employees and managers, and it will print on the timesheets. |