Shift Definition Setup
Shifts must be created and assigned before an employee can use the time clock. To complete this task, select Time Clock Approval from the menu.
Enter your Manager # (Employee #) and press enter on your keyboard. The following form will display. Enter your PIN # and press enter on your keyboard.
The following form will display.
Create Shifts
Click Templates to create the shifts.
Click the green check ( ) to open the miscellaneous code list and create the Shift IDs.
| Code | Value |
|---|---|
| Code | Enter a name for the shift – it can be alpha, numeric or a combination. The character limit is 20. This is what the employee will see when they are selecting the shift from the time clock. |
| Value | Enter a description for the shift – it can be alpha, numeric or a combination. This is what the employee will see when they are selecting the shift from the time clock. |
| Field Name | Description |
|---|---|
| Shift ID | Select the shift ID from the dropdown. The description will automatically populate. |
| Shift Start Time | Enter the shift start time |
| Start Time Allowance | If the employee clocks in within the allowance time, the paid time will default to the shift start time. If the employee is paid for actual hours worked, leave this blank and the pay time will calculate from the clock in time. |
| Shift End Time | Enter the shift end time |
| End Time Allowance | If the employee clocks in within the allowance time, the paid time will default to the shift end time. If the employee is paid for actual hours worked, leave this blank and the pay time will calculate from the clock out time. |
| Non-Paid Break Time | If the employee is not paid for their breaks, enter the break time here. Example, 30–60-minute lunch, the time entered will be subtracted from the total hours to be paid. |
| Time | This will automatically calculate with the total hours to be paid based on the shift start/end time and if there is non-paid break time. |
| Pay Shift Start Time | Check this box if you want the pay time to start as of the shift start time without setting an allowance. |
| Ignore Shift Times | Check this box if you want the pay time to start and end with the employee’s actual punch times. This will prevent the employee from showing on the variance form. |
| Transfer to Payroll | This box should ALWAYS be checked unless you are using the time clock to track time, and the employee is being paid through another method (AD/OT, timesheet, manual labor entries). |
Assign Shifts
Managers can only assign shifts to those employees assigned to them. Select an Employee # and click Shifts.
Multiple shifts can be assigned to one employee. Simply select the Shift ID from the dropdown and the rest of the data will automatically populate based on what was set up in the templates.
Clock In/Out Entry
Employees will use this form to clock in and out. They set up their PIN in ETMS under MyProfile on the main screen.
Time Clock Entry
Enter Employee #. Pin # field appears. Enter PIN. Click Enter Time. This form will open.
| Field Name | Description |
|---|---|
| Dept # | The first time you clock in, select the department from the dropdown. It will default to the last used for all future entries. |
| Pay Code | The first time clocking in, select the pay code from the dropdown. It will default to the last used for all future entries. Can be edited. |
| Project # | Select the project number if applicable. |
| Payroll Date | Enter the payroll date if applicable. |
| Shift | Select the shift from the dropdown. This must be done prior to clocking in. |
| Time In | Will display once clocked in. |
| Time Out | Will display once clocked out. |
| 1st Break/2nd Break | For CA Employees only – this is used to acknowledge they took their breaks. |
| Note | The approving manager will see all notes entered by the employee when approving time. |
To clock in/out, click the Clock or press enter on the keyboard. The following prompt will appear. Click Yes to continue or No to cancel.
If Yes is selected, the following confirmation prompt will appear. Click OK.
This process can be repeated to clock out. Employee enters number and PIN. Click on the clock to clock out.
The time entry will now move to the bottom of the screen, and the top will be ready for the next clock in.
Click Print to print a copy of the time punches for a specific date range.
Select the From and Thru dates and click Start.
Leave
Click Leave to see the available leave hours.
This is meant to provide an accurate snapshot of the employee’s actual current balance. The Earned column reflects what their balance is as of the last pay period. Used will reflect any time entry that has been made for that plan during the current pay period. Current Balance now (Earned – Used = Current Balance).
Multiple Clock In/Out Entries in a Day
When an employee records multiple punches during the day, they will receive the following prompt when clocking back in.
If the employee is being paid for breaks, or starting a new task, click Yes to use the last clock out time as the clock in time.
If the employee is taking an unpaid break, click No. The time in will then be the current time and the employee will not be paid for the break.
Time Clock Approval
Payroll cannot be transferred to payroll until all time clock entries have been approved.
After entering the Manager # and PIN # the following form will display.
| Field Name | Description |
|---|---|
| Employee # | Select an employee from the dropdown. Only those employees assigned to the manager will be in the list. |
| Pay Period | Will automatically populate based on selection. |
| Department # | Will automatically populate based on selection. |
| Display/Print History | Check this box to see time entries from a prior pay period. The only options available when this is checked are Department Totals, Variances, Print and Time Missing. |
| From Date | Select the first date of time to be reviewed/approved. |
| Thru Date | Select the last date of time to be reviewed/approved. |
Edit Time
This form allows the manager to review and approve the employees’ time entries. Any notes made on the time clock form will show up here. Managers can also edit the time and compute the new hours to be paid.
Click Edit Time
| Field Name | Description |
|---|---|
| Dept # | Automatically populates with what was selected when clocking in/out. This field can be changed by the manager. |
| Pay Code | Automatically populates with what was selected when clocking in/out. This field can be changed by the manager. NOTE: If the dept. # was changed, this pay code used will disappear – the manager will need to select one from the dropdown. |
| Project # | Automatically populates with what was selected when clocking in/out. This field can be changed by the manager. |
| Time In | This is the actual time the employee clocked in. |
| Time Out | This is the actual time the employee clocked out. |
| Shift | Automatically populates with what was selected when clocking in/out. This field can be changed by the manager. |
| 1st Break/2nd Break | Automatically populates with what was selected when clocking in/out. This field can be changed by the manager. |
| Approved | If this box is checked, the day and time of the approval will populate. |
| Paid Time | This is the time in/out that will be used to determine what the employee will be paid. |
| Payroll Date | The first date is the payroll date generated by the system. The second is the payroll date that the employee entered. The time in and the date and time out. These fields can be adjusted by the manager. |
| Break | If the shift includes an unpaid break time, that will show in this box. |
| Time | The time that the employee is being paid based on the paid time in/out. |
| Void | Manager can void the entry by clicking this box. |
| Employee Note | Automatically populates with what was entered by the employee. |
| Manager Note | The manager can enter notes here – the employee will see them on their time clock screen. |
| Compute Time | Clicking this will recalculate the time to be paid if any changes were made by the manager. |
| Approve All/Un-Approve All | Clicking these buttons will approve or un-approve all the time entry for the employee at one time. |
Add Time
Managers can enter work time for the employees using this form. Click Add Time.
| Field Name | Description |
|---|---|
| Dept # | Select the department from the dropdown. |
| Pay Code | Select the pay code from the dropdown. |
| Project # | Select the project number if applicable. |
| Payroll Date | Enter the payroll date. |
| Date In | Enter the date of the clock in. |
| Time In | Enter the time of the clock in. |
| Date Out | Enter the date of the clock out. |
| Time Out | Enter the time of the clock out. |
| Shift | Select the shift from the dropdown. This must be done prior to clocking in. |
| 1st Break/2nd Break | For CA Employees only – this is used to acknowledge they took their breaks. |
| Note | The approving manager will see all notes entered by the employee when approving time. |
| Compute Time | Click this to compute the hours the employee will be paid. |
Time entered using this form is automatically approved. To view/edit the time, the time will need to be reselected in the from Date and/or Thru Date at the top of the form.
Dept. Totals
After selecting a date range at the top of the form, click to view Actual Time, Shift Time and the Variance between the two times for the employee (if an employee is selected) or for the department(s) (leave employee # blank)
Reset Pin
This button is grayed out. Employees set their PIN numbers in their My Profile.
Lockout Employee and Unlock Emp
Lockout is no longer available.
Shifts
Managers can only assign shifts to those employees assigned to them. Select an Employee # and click Shifts.
Multiple shifts can be assigned to one employee. Select the Shift ID from the dropdown and the data will automatically populate based on what was set up in the templates.
Variances
This form allows managers to see variances between the employees’ actual paid time to the shift time during a specified period.
Select a date range using the From Date and Thru Date and click Variances.
Click Print at the bottom of the form to print the variance report.
Payroll
This form allows you to transfer time (labor entries) for one employee (select the Employee #) or all employees (leave employee # blank) for a specific period. Only approved time will transfer to payroll.
Select the Employee # (or leave blank for all employees) and select the From Date and Thru Date. Click Payroll. The following prompt displays:
Click Yes to continue or No to cancel. If yes is selected, the following prompt displays:
Click Yes to continue or No to cancel. If yes is selected, the following prompt displays. The system audits the time being transferred and will notify the manager if time is missing or unapproved.
Click Yes to continue or No to cancel. If yes is selected, the following confirmation displays:
Print Approval Report
An approval report can be run for a specific employee (enter Employee #) or for all employees (leave employee # blank) for a specified date range.
Select an Employee # (or leave blank for all) and select a From Date and Thru Date. Click Print.
Who’s Here
This form will show the manager which employees are currently clocked in and the time that they clocked in.
Click Who’s Here.
Clock Out
A manager can clock out employees who forget or are at another location. Select the Employee # and click Clock Out.
Click the Clock face on the right. The following prompt displays. Click Yes to continue or No to cancel. If yes is selected, the following confirmation displays:
Templates
Click Templates to create/maintain shifts.
Click the green check ( ) to open the miscellaneous code list and create the Shift IDs.
| Code | Value |
|---|---|
| Shift ID Name | Enter a name for the shift – it can be alpha, numeric or a combination. The character limit is 20. This is what the employee will see when they are selecting the shift from the time clock. |
| Description | Enter a description for the shift – it can be alpha, numeric or a combination. This is what the employee will see when they are selecting the shift from the time clock. |
| Field Name | Description |
|---|---|
| Shift ID | Select the shift ID from the dropdown. The description will automatically populate. |
| Shift Start Time | Enter the shift start time. |
| Start Time Allowance | If the employee clocks in within the allowance time, the paid time will default to the shift start time. If the employee is paid for actual hours worked, leave this blank and the pay time will be calculated from the clock in time. |
| Shift End Time | Enter the shift end time. |
| End Time Allowance | If the employee clocks in within the allowance time, the paid time will default to the shift end time. If the employee is paid for actual hours worked, leave this blank and the pay time will be calculated from the clock out time. |
| Non-Paid Break Time | If the employee is not paid for their breaks, enter the break here. Example, 30–60-minute lunch. The time entered will be subtracted from the total hours to be paid. |
| Time | This will automatically calculate with the total hours to be paid based on the shift start/end time and if there is non-paid break time. |
| Pay Shift Start Time | Check this box if the pay time will start as of the shift start time without setting an allowance. |
| Ignore Shift Times | Check this box if the pay time will start and end with the employee’s actual punch times. This will prevent the employee from showing on the variance form. |
| Transfer to Payroll | This box should ALWAYS be checked unless the time clock is only used to track time, and the employee is being paid through another method (AD/OT, timesheet, manual labor entries). With this box unchecked, the selected employee’s time will not be transferred to payroll from the Timekeeping module. |
Time Missing
To see which employees are missing approvals, select a From Date and Thru Date and click Time Missing. A report will display on screen. The Timecard Missing column will show which employees have no punches recorded (a checked box means it’s missing) and Management Approval Missing will show which employees have not been approved (a checked box means it’s missing).
Other Time
This form allows the user to enter time for an employee outside of their regular working time (vacation, sick, etc.) without having to enter a start and end time. The user may enter the total number of hours that the selected employee should be paid.
Select an Employee # and click Other Time.
| Field Name | Description |
|---|---|
| Shift ID | Select the shift ID from the dropdown. The description will automatically populate. |
| Shift Start Time | Enter the shift start time. |
| Start Time Allowance | If the employee clocks in within the allowance time, the paid time will default to the shift start time. If the employee is paid for actual hours worked, leave this blank and the pay time will be calculated from the clock in time. |
| Shift End Time | Enter the shift end time. |
| End Time Allowance | If the employee clocks in within the allowance time, the paid time will default to the shift end time. If the employee is paid for actual hours worked, leave this blank and the pay time will be calculated from the clock out time. |
| Non-Paid Break Time | If the employee is not paid for their breaks, enter the break here. Example, 30–60-minute lunch. The time entered will be subtracted from the total hours to be paid. |
| Time | This will automatically calculate with the total hours to be paid based on the shift start/end time and if there is non-paid break time. |
| Pay Shift Start Time | Check this box if the pay time will start as of the shift start time without setting an allowance. |
| Ignore Shift Times | Check this box if the pay time will start and end with the employee’s actual punch times. This will prevent the employee from showing on the variance form. |
| Transfer to Payroll | This box should ALWAYS be checked unless the time clock is only used to track time, and the employee is being paid through another method (AD/OT, timesheet, manual labor entries). With this box unchecked, the selected employee’s time will not be transferred to payroll from the Timekeeping module. |
Alerts
Like Variances this option will show a summary of employees who had early or late start and out times.
Select an Employee #, From Date and Thru Date and click Alerts.
If an employee started/quit early or late, the appropriate box will be checked.
Leave
Allows the manager review an employee’s leave balance at any time. Data displayed is updated as of the last updated payroll.
Enter an Employee # and click Leave.