Time Sheet Entry
The Time Sheet Entry form allows each employee to create their own electronic timesheet. Leave Balances for sick, vacation and personal leave time can be reviewed.
The employee may have the option to print the timesheet. This is based on how the Edit Miscellaneous Codes option is set for allow printing of time sheets. Once the employee has confirmed the accuracy of their time sheet, they will be required to authorize it. Once authorized, they can no longer make changes to it unless a manager resets the timesheet.
| Field Name | Description |
|---|---|
| Enter Time As Hours and Minutes | If Miscellaneous Codes were previously set up to default to Enter Time As Hours and Minutes (H), this box will be checked. If the Miscellaneous Codes were set up as decimal (D) the box would not be checked. If time is to be entered as Hours and Minutes, the box can be checked on this form. |
| Pay Period | This will automatically populate based on the information setup in Miscellaneous Codes. |
| Payroll Year | This will automatically populate based on the information setup in Miscellaneous Codes. |
| Scheduled Cycle | Select the payroll cycle from the dropdown list. |
| Period Starting | This will automatically populate based on the cycle selected. |
| Period Ending | This will automatically populate based on the cycle selected. |
| Check Date | This will automatically populate based on the cycle selected. |
| Employee Number | Enter the employee number. |
| Department | This will automatically populate based on the employee number entered. |
| PIN # | When employee enters their emp #, the PIN field will appear. Key in PIN and hit Enter. |
| Hire Date | This will automatically populate based on the employee number entered. |
| Seniority Date | This will automatically populate based on the employee number entered. |
| Union Local | This will automatically populate based on the employee number entered. |
| Hourly/Salary | This will automatically populate based on the employee number entered. |
| Exempt From OT | This will automatically populate based on the employee number entered. |
| Week # | Select the appropriate week from the dropdown list. Weekly will only have 1 week showing, Bi-Weekly will have 1 and 2, etc. |
| Note | This is where time sheet notes will show if created (Time Sheet Notes Entry). |
Time Sheet
Click Time Sheet and the following form will display:
| Field Name | Description |
|---|---|
| Pay Code | Select the pay code from the dropdown. |
| Pay Category | Automatically populates based on the pay code selected. |
| Sun – Sat (Days of Week) | Enter the hours worked for each day. |
| Weekly Total | Automatically populates with the row total. |
| Total Hours | Automatically populates with the daily and weekly totals, respectively. |
Notes
Notes field will allow the employee to enter a message that the manager will see when approving time.
Click Notes and the following will display:
Approve
Employees must approve all time entry for the cycle. So, if it’s a biweekly payroll, they must approve week 1 and week 2. Once the time is approved, they cannot make any changes to the time.
Click Approve and the following prompt appears:
Click Yes to continue or No to cancel. If yes was selected, the following prompt will appear:
Click Yes to continue or No to cancel. If yes was selected, the following confirmation will appear:
Leave Balances
Employees can see what hours they have available for any leave plans they are enrolled in.
Click Leave Balances and the following will display:
Earned balances are shown as of the last updated payroll cycle. Any leave taken during the current pay cycle or scheduled for future cycles will be reflected in the used total (in addition to what has been used to date).
If the employee is not enrolled in any leave plans, they will receive this message:
Clone Time Sheet
For employees who work the same days/hours to the same pay code, they can clone the time sheet from one week to the next.
Click Clone Time Sheet and the following will display:
| Field Name | Description |
| Payroll Year | Select the payroll year from the dropdown. |
| Starting/Ending | Will automatically populate based on the payroll year selected |
| Scheduled Cycle | Select the payroll cycle from the dropdown that you are cloning/copying |
| Period Starting/Period Ending/Check Date | Will automatically populate based on the cycle selected |
| Week # | Select the week you are cloning TO. If you entered time for week #1, then you would select week #2. |
Click Start. The following prompt will appear:
Click Yes to continue or No to cancel. If Yes is selected, you’ll receive the following confirmation.
If you are using this function, and the previous week had any time that was paid time off (vacation, holiday, etc.) you will want to edit the pay code for the week. Change the Week # at the top and click Time Sheet. From here you can select the correct pay code(s).
Print Time Sheet
Employees can print a copy of their timesheet before and/or after they have approved it.
Click Print Time Sheet and the following report will generate:
The report will only be printed for the week selected.
Time Sheet Approval
This form’s main function is to allow the managers to approve employee time sheets. If weekly, manager must approve each separately. Only managers that were set up in Manager & Authorizations Setup should be given permissions to this card. The number of managers that are required to approve a time sheet per employee must be set up before the Time Sheet Approval option can take place.
| Field Name | Description |
| Manager # | Enter employee number. |
| PIN # | If this is the first time logging in, you will receive a prompt to create a PIN number. Otherwise, enter the PIN #. |
| Enter Time As Hours and Minutes | If Miscellaneous Codes were previously set up to default to Enter Time As Hours and Minutes (H), this box will be checked. If the Miscellaneous Codes were set up as decimal (D) the box would not be checked. If time is to be entered as Hours and Minutes, the box can be checked on this form. |
| Pay Period | Automatically populates based on the information setup in Miscellaneous Codes |
| Payroll Year | Automatically populates based on the information setup in Miscellaneous Codes |
| Scheduled Cycle | Select the payroll cycle from the dropdown list. |
| Period Starting | Automatically populates based on cycle selected. |
| Period Ending | Automatically populates based on cycle selected. |
| Check Date | Automatically populates based on cycle selected. |
| Employee Number | Select an employee from the dropdown. |
| Department | Populates based on the emp # entered. |
| Hire Date | Populates based on the emp # entered. |
| Seniority Date | Populates based on the emp # entered. |
| Union Local | Populates based on the emp # entered. |
| Hourly/Salary | Populates based on the emp # entered. |
| Exempt From OT | Populates based on the emp # entered. |
| Week # | Select the appropriate week from dropdown list. Weekly will only have 1 week showing, Bi-Weekly will have 1 and 2, etc. |
| Note | This is where time sheet notes will show if created (Time Sheet Notes Entry). |
Display Time
Managers can check the hours and pay codes that were entered by the employee for the dates worked but cannot make any changes on this Display Time form.
Click Display Time and the following displays:
Edit Time
The manager can edit the employee’s timesheet, but it will need to be re-approved by the employee before the manager can approve and submit to payroll.
Click Edit Time and the following prompt will appear:
Click Yes to continue or No to cancel. If Yes is selected the timesheet will open and the user can make changes.
Approve Time
If the employee’s timesheets require multiple authorizations the timesheets cannot be transferred to payroll until all authorizations are completed. To authorize a single employee, enter their employee number in the Employee # field. To authorize all employees assigned to manager, leave the Employee # field blank. You must approve both weeks, each one separately.
Click Approve Time.
To open the approval screen, double click on the Emp #. Open each employee and approve their time individually.
Click Approve to approve the time. If the time was approved in error, click Unapprove to remove the approval. Managers can also reply to the employee note using the Manager Note.
When the time is approved, the Date Approved will populate and the Approved box will be checked on the employee record.
Reset Pin
The button is not available. To reset a PIN, users go to their home screen and click on their name in the upper right corner. They choose My Profile and change the PIN themselves on the second tab, Settings.
Lockout Employee
This button is not available currently.
Unlock Employee
This button is not available currently.
Print Time Sheet
Managers can print the employee’s timesheet either before or after it’s approved.
Click Print Time Sheet. The following report will display for the week that is selected. Notes will be displayed in the printout as well.
Manager Notes
Managers can enter/review notes for the specified cycle/week.
Click Manager Notes.
Approvals
View the employee/manager(s) approvals for an employee. Missing approvals will be noted in red.
Click Approvals and the following will display:
Missing Approvals
Managers can view the status of the time sheets and approvals for employees that are assigned to them. Only those employees who are missing anything will appear. If the box is checked that item is missing.
Click Missing Approvals.
Click Print above the last column of check boxes to get a report by department.
All Approvals
This will show the status of all employees assigned to the manager.
Click All Approvals.
If the box is checked that item is missing. Click Print to print a report by department.
Leave Balances
Managers can view the employees’ available leave balances.
Click Leave Balances and the following will display:
Earned balances displayed are as of the last payroll cycle. Any leave taken during the current pay cycle or scheduled for future cycles will be reflected in the Used column (in addition to what has been used to date).
Approve All
This should be used with extreme caution. This button will approve all time sheets for the employees assigned to the manager. If this is clicked in error, the manager must use the Approve Time button and select Unapprove for each employee that was approved in error.
Click Approval All and the following prompt will display:
Click Yes to continue or No to cancel. If Yes is selected, the following confirmation will appear:
Missing Employee Approval
This allows a manager to approve the existing time for an employee who may be out. It will only approve time that is entered, no additional time entry is allowed using this function.
Click Missing Emp Approval and the following will prompt will appear:
Click Yes to continue or No to cancel. If Yes is selected, the following confirmation will appear:
When the manager goes to do the manager approval, they will see this in the employee note:
Time Sheet Transfer to Payroll
This will transfer the approved employee time to payroll for each week of the pay period.
| Field Name | Description |
| Fiscal Year | Select the fiscal year from the dropdown. |
| Pay Period | Select the pay period from the dropdown. |
| Payroll Year | Select the payroll year from the dropdown. |
| Starting/Ending | This information will populate based on the payroll year selected. |
| Scheduled Cycle | Select the scheduled cycle from the dropdown. |
| Period Starting/Period Ending/Check Date | This information will populate based on the scheduled cycle selected. |
| Department # | If transferring time for a specific department, select it from the dropdown. |
| All Departments | If transferring all departments, leave checked. If you have selected a specific department from the dropdown, the box will uncheck automatically. |
| Week # | Select the week that you are transferring to payroll. |
| Employee # | If transferring time for a specific employee, select the employee number from the dropdown, otherwise leave blank. |
| Department # | This will populate based on the employee number selected. |
Click Xfer to Payroll. The following prompt will appear:
Click Yes to continue or No to cancel. If Yes is selected, the system will audit the selected employees to determine the status of their time sheets and approvals. The following will display:
Click Yes to continue or No to cancel. If Yes is selected, the system will perform another audit to see if time was already transferred for this period. If there are existing labor entries, the following prompt will appear:
Click Yes to delete all previously transferred time for the period selected or No to leave the previously transferred time in labor entries and add the new entries. Selecting yes will complete the transfer. If No is selected, the following prompt will display:
Click Yes to continue or No to cancel. If Yes is selected the following confirmation will appear:
Print Time Sheets
Timesheets can be printed for all types of time (entered but not approved, approved, transferred to payroll).
| Field Name | Description |
| Department # | Select a department from the dropdown or leave blank for all departments. |
| All Departments | This box will uncheck if a department is selected. |
| Employee # | Enter (or use “?” to search) an employee number or leave blank for all employees. |
| From Date/Thru Date | Enter the date range for the report. |
| Pay Period | Select the pay period from the dropdown. |
| Week # | Select the week number from the dropdown or leave blank for all weeks. |
| All Weeks | The box will uncheck if a week number is selected. |
Click Print. The following prompt will appear:
Click Yes to continue or No to cancel. If Yes is selected, the report will generate:
The report will page break by employee and week #.