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V2 Timecard Management

James Guentner
  • Updated

The article details Timecard management roles: Personal Profile Only (view own), Timecard Approvers (view/edit assigned), and Elevated Users (full access except own approval). It explains Timecard pages—Select Staff, Approvals View, and Time Cards—for reviewing, correcting, and approving timecards. Features include adding/deleting shifts, overriding punches, managing absences, and locking timecards. Elevated Users have extra capabilities like overriding Totals tab and rebuilding timecards. Tabs provide summaries, comments, history, and leave balances.

Applicable Roles

  • Personal Profile Only (PPO) - All users (with Timekeeping enabled) can view their own Timecard read only. However, Administrators can grant additional rights on a Position that allow Staff the ability to edit and even approve their own timecards.
  • Timecard Approvers - can view and edit all Timecards for which they are assigned as Approver 1,2 or 3 (regardless of role).  However, they are restricted from making edits to the Totals tab.  Only elevated users* can modify Timecard totals on the Totals tab and lock Timecards.
  • Elevated Users - can view, edit (override), rebuild, and lock everyone's* Timecard including rows on the Totals Tab.  Elevated Users are anyone with the following Roles in the system:
    • Business Office role
    • Administrators role
    • HR Admin** role
    • Attendance Administrator** role

* Elevated Users can not approve or edit their own timecards. Like users with Personal Profile Only roles, they must be granted additional rights on their Position that gives them the ability to edit and even approve their own timecards.

** When enabled in Feature Administration > Time Keeping >

Prerequisites

Attendance Enabled

Timekeeping Enabled 

Contents

Viewing Timecards

The [Select Staff] Page

The [Approvals View] Page

The [Time Cards] Page

Time Sheets

Timecard Tabs

Totals Tab

Correcting and Approving Timecards

Adding Shifts

Adding Ancillary Jobs

Deleting Rows

Editing (Overriding) a Timecard

Adding New Absences to the Timecard

Editing Existing Absences on the Timecard

Creating an Absence Change Request from the Timecard

Canceling Absences from the Timecard

Overriding Punches

Overriding Calendar Events, Schedule, Lunch (Minutes), Hours, and Shift Notes

Saving Changes to a Timecard [Save/Recalculate]

Approving a Timecard from the [Time Cards] Page

Approving a Timecards in Mass from the [Approvals View] Page

Elevated User's have Additional Capabilities

Overriding Information on the Totals Tab

Rebuilding a Timecard [Reapply Parameters]

Locking / Unlocking a Timecard

Locking / Unlocking a Timecard (In Mass)

Exporting Timecards to Payroll

Appendix

Attendance Timecard Overrides - Overview

Comments Tab - Add Comments to a Timecard

History Tab - View Changes made to a Timecard

Information Tab - View a Employee's Timecard Override Permissions

Calculation Parameters - View Parameters used to Generate the Timecard

Leave Balances Tab - View a Employee's Accrual Balances

Snapshots Tab - Legacy Timecard Audit Log

Viewing Timecards

Timecards are viewed by opening the Timecard Management Pages from the left hand menu: Time & Attendance > Time Cards.  The system provides Approvers and Elevated Users the following Timecard Management pages for reviewing, correcting and approving Timecards:

  • [Select Staff] Page - Approvers can view, sort, and filter the list of Timecards where they are Approvers. Staff selected on this page becomes the set of Timecards to review and approve on the next two pages.
  • [Approvals View] Page - Lists summary Timecard data for the Staff and Pay Period selected on the [Select Staff] grid.  Approvers and Elevated Users can use this page to identify problem Timecards and to approve and lock Timecards in mass when they are done with their reviews and corrections.
  • [Time Cards] Page - Displays individual Timecard details. Gives Approvers and Elevated Users the tools to review individual Timecards and correct problems when needed.

The [Select Staff] Page

Displays the list of active Timecards that the logged in user has permission to view. It's a Standard Grid, so the list can be further sorted and filtered as needed. Use this page to select the Pay Period and Timecards you need to process.

Pay Period and Staff checked here become the set of timecards for both the [Time Cards] or [Approval View] pages.

  1.  
    Quickly switch between the three Timecard management pages by selecting these buttons at the top of the Timecard. 
    • Visible only to Approvers and Elevated Users.
    • The system will maintain Staff selection and Pay Period settings when switching between each of the Timecard management pages.
  2. Because Approvers and Elevated Users can view multiple Timecards, the system opens the [Select Staff] page first. It will list all the active* Timecards where they are assigned as a Approver 1,2, or 3.
    • *Active Staff Positions are those that have not ended (current date < Staff Position's "End Date").
  3. Check the timecards you wish to view
    • Like other grids in the system, checking none is the same as checking all of them

  4. Change the Pay Period using the Pay Period pull down.

    Pay Period and Staff checked here become the set of timecards for both the [Time Cards]  or [Approval View] pages. 

The [Approvals View] Page

The Approvals View page, lists summary Timecard data for the Staff and Pay Period selected on the [Select Staff] grid.  Approvers and Elevated Users can use this page to identify problem Timecards, drill-in to individual Timecards to fix problems, and to approve and lock Timecards in mass when they are done with their reviews and corrections.

  1.  
    Quickly switch between the three Timecard management pages by selecting these buttons at the top of the Timecard. 
    • Visible only to Approvers and Elevated Users.
    • The system will maintain Staff selection and Pay Period settings when switching between each Time Card management page.
  2. Use the grid to review Timecard summary information for potential problems. for the Employees you checked on the [Select Staff] Page. You can further refine your selection with the sort and filter options like any other standard grid:
    • "Last Name" - Last name on the Timecard
    • "First Name" - First Name on the Timecard
    • "Approved" - True if the Timecard has been approved by at least one approver
    • "Errors" - Lists any errors with the Timecard
    • "Hours" - Totals hours
    • "Holiday Hours" - Total paid holiday hours that also count towards your weekly OT threshold
    • "OT Hours" - Total weekly OT hours
    • "Shift Diff Hours" - Total Shift Differential 1-3 hours
    • "Straight Time" - Total Straight Time
    • "Absences" - Total hours absent
    • "Early In Minutes" - Total minutes punched in early with the Position's "Timecard Reporting Metrics" (the grace period allowed by the Districts for early and late punches), subtracted out.
    • "Late In Minutes" - Total minutes late with the Position's "Timecard Reporting Metrics" (the grace period allowed by the Districts for early and late punches), subtracted out.
    • "Early Out Minutes" - Total hours punched out early with the Position's "Timecard Reporting Metrics" (the grace period allowed by the Districts for early and late punches), subtracted out.
    • "Late Out Minutes" - Total minutes punched out late with the Position's "Timecard Reporting Metrics" (the grace period allowed by the Districts for early and late punches), subtracted out.
    • "Unscheduled Hours" - Total unscheduled hours worked with the Position's "Timecard Reporting Metrics" (the grace period allowed by the Districts for early and late punches), subtracted out.
    • "Missed Scheduled Hours" - Total scheduled hours not worked up until the current date. NOTE: The system will consider any shift with missing Acutely In and Actual Out punches (real or overrides) as a missed shift.
    • "Missed Punches" - Count of missed punches on the timecard
    • "Employee Approved at" - Date and time employee approved their own Timecard
    • "Locked" - True when Timecard has been locked
    • "Approval 1" - Approval 1 information: Date and Time of the approval and the Name of Approver 1
    • "Approval 2" - Approval 2 information: Date and Time of the approval and the Name of Approver 2
    • "Approval 3" - Approval 3 information: Date and Time or the approval and the Name of Approver 3
    • "Payroll Sign Off" - The name of the user that locked the Timecard
    • "Payroll Sign Off Date" -  The date the Timecard was locked
    • "Line Item Comments" - List of Shift Notes from the Timesheet
    • "Comments" - List of comments from the Comments Tab at the bottom of the Timecard
    • "Approved Count" - Count of Approvers that have approved the timecard (0-4)
    • "Potential Approver" - True when the logged in user is an Approver AND they have not approved the timecard yet
    • "Pending My Approval" - True when the logged in user is an Approver, they have not approved the timecard, AND they still can approve the Timecard (its not locked)
  3. Select or to open any individual Timecard to work on OR
  4. Mass update Timecards by by first checking rows to update and then
  5. Use the Action drop down to perform the desired action on the selected rows:
    • "Recalculate” -  Performs a Recalculate on the checked Timecards if confirmed
    • “Approve” - Approves the checked Timecards
    • "Remove Approval” - Removes your approval on the checked Timecards 
    • “Add Comment” - Appends a comment to the checked Timecards
    • “Commit & Lock” - Locks the checked Timecards after confirmation
    • “Unlock” - Unlocks the checked Timecards after confirmation

The [Time Cards] Page 

Approvers and Elevated Users use this page to review, correct (override), approve, and lock individual timecards.

Time Sheets

The "Timesheet" is the top pane of the Timecard. The timesheet lists all paid hours, Holidays, and employee attendance within a Pay Period. 


  1. Quickly switch between the three Timecard management pages by selecting these buttons at the top of the Timecard. 
    • Visible only to Approvers and Elevated Users.
    • They appear on each of the three pages (Select Staff grid, Time Cards view, and Approval view). 
    • The system will maintain Staff selection and Pay Period settings when switching between each Time Card management page.
  2.  
    This pull down lists the staff checked on the Select Staff page.  Use it to quickly open up the Timecard for the selected Staff User. 
    • To quickly modify the list, check the desired Staff on the Select Staff page, then switch back.

  3. The Employee and Approvers 1-3 approval status is listed for each of the Employee’s Position(s) at the top of the page as follows:
    • Overall timecards approval status - is represented by the following icons:
    • Approver status - is represented by the following icons:
    • Employee Approval Status - IF the Employee is an Approver, the status of their approval will appear as:

      *”CUSTO” is the abbreviated version of “CUSTODIAN” from the Totals tab.  It can be customized by changing the Position’s “Timecard Display Name”
  4.  
    Use this pull down to switch Pay Periods for all three pages. 
    • The system will maintain Staff selection and Pay Period settings when switching between Timecard management pages.
  5.  
    Delete selected rows on the Timesheet.  [Delete] is visible to Approvers 1-3, Employee, and Elevated Users. Selectable when timecard is unlocked / unapproved.
  6.  
    Used by  Approvers and Elevated Users to approve timecards and to remove lower numbered approvals*.
    • [Approve] - Approve the Timecard. Selectable when you are an Approver, timecard is unlocked, and it does not have errors.
    • [Remove Approval] - Remove your approval on the Timecard. Selectable when you have approved the Timecard, and Timecard is unlocked.
    • [Remove Lower Approvals] - Selectable when timecard is unlocked and there are lower Approvals*.

      * The Employee is the lowest level Approver, followed by Approver 1, then Approver 2, and then Approver 3.  Approver 2 can remove Approvers 1 and the Employees approval, Approver 1 can only remove the Employee's approval, Approver 3 can remove everyone's approval.
  7.  
    Makes the entire timecard read only (except for comments and shift notes). [Commit & Lock] - is visible to Elevated Users. Selectable when timecard is unlocked. 

  8. Rebuilds the Timecard. It's only visible to Elevated Users on unlocked Timecards. Use when changes have been made to Timecard parameters so the Timecard can be updated. 
  9.  
    Use when changes are made to the timesheet (overrides). It recalculates totals and saves the Timecard.
  10.   
    Adds a row (shift) to the Timesheet.
  11.  
    Calendar Events are paid time off (holidays). Editable (overridable) on unlocked Timecards for users with the correct permissions.
    • Calendar Events are setup in the Staff User's Work Calendar and will appear on the Timecard when the  Timecard's Pay Period includes the date of the event.  
    • Selecting will pop-up the name of the event. 
    • The hours listed next to the icon are the employee's scheduled hours for that shift. Those hours will be credited to the timecard's total worked hours.   

  12. The "Position & Schedule" rows list a shift's scheduled in and out times from the Staff User's Work Schedule.

  13. Timecard in/out punches for each shift (row).
    • In / Out Actual Punches - Actual punches entered from the Time Clock, or Kiosk by the Employee.
    • In / Out Rounded Punches - The result after Rounding Rules have been applied to the actual Punches.  Rounding Rules are optionally setup on a user's Position.
    • Editable (overridable) on unlocked / unapproved Timecards for users with the correct permissions.
    • deletes both punches.
  14.  
    The worked hours and Lunch deduction for each shift (row)
    • Lunch (Minutes) - are the number of minutes scheduled for Lunch from the Staff User's Work Schedule.
    • Hours - are total worked hours = Out Rounded Punch - In Rounded Punch - Lunch (Minutes.
    • Editable (overridable) on unlocked / unapproved Timecards for users with the correct permissions.

  15. New Absences and Absence Changes can be made from the timecard.
    • New Absences - New Absences can be created from the Timesheet. Click on the timecard to open a new Absence Request form.
    • Absence Changes - Past / Approved Absences can be changed or canceled from the Timesheet. Click on any past row on the timesheet to open a Absence Change Request and change or cancel the request.
      Key.  Future absence requests can only be canceled or canceled and resubmitted.

      •   Approved absence requests are highlighted green

      •   Pending (not approved) absence and absence change requests are highlighted red

  16. Read only calculated Day and Week summaries for each shift (row)
    • Day Sum - Paid hours for the shift
    • Week Sum - Sum of Day Sums up until that shift

  17. Payroll Corrections (Overrides) are highlighted orange.  
    • Select   blue or red wrenches to pop-up override details.  A red wrench signifies a missed punch was overridden.

  18. Click to add Shift Notes
    • Anyone that can view timecards can add comments to them

Timecard Tabs

Information is summarized and organized using tabs at the bottom of the Timecard.

  1. Totals Tab -  Summarizes a Timesheet's hours, rate, factors (rate multipliers), pay, and budget center allocations all of which can be overridden if needed by Elevated Users.  
  2. Comments Tab - Previous and new comments can be viewed and entered on this tab by anyone that can view the Timecard.  
  3. History Tab - Lists the employee's timecard related auditing events from the system Audit Log.  
  4. Information Tab - Summarizes relevant setup parameters for each active Position on the Timecard
  5. Calculation Parameters Tab - Are each active Position's calculation parameters used to generate the timecard.  Position, Staff Position and Pay Modifier Groups are used to set most of the settings listed on this tab.
  6. Leave Balances Tab - This tab lists the User's leave balances for all active Positions and Attendance codes that have non zero balances. This tab reflects what is listed on the Employee Balances grid and is a quick way to view your balances from the Timecard.
  7. Snapshots Tab - Every time a change is saved to the Timecard, the system records a snap shot (image) of the changes (highlighted orange) with a timestamp and the user who made the change 

Totals Tab

Is the default tab when the timecard opens. It summarizes a Timesheet's: Hours, Base Pay Rates, Factors (rate multipliers), Pay, and Budget Center Allocations. Editable on unlocked Timecard by Elevated Users.

  1. "Position" and "Type" - Identifies the Position and type of hours for each row on the Totals Tab. Types include:
    • "Regular Hours" - The total non overtime hours worked in the Pay Period. Each Position with worked (has a row on the timesheet) during the Pay Period will have a row for regular hours on the Totals tab.
    • "Ancillary Job: [job description]" - The total Ancillary Job hours worked from the Timesheet.  Each Ancillary Job with worked hours on the timesheet will have a row on the Totals tab. Ancillary Jobs are optionally setup on each Position.
    • "Straight Time" - The total Straight Time hours worked from the Timesheet.  Straight Time hours are worked hours over the threshold set on the Pay Modifier that are not considered overtime by the system.
    • "Weekly Overtime" - The total hours the system considers "Weekly Overtime" from the Timesheet.  Weekly Overtime hours are worked hours over the threshold set on the Pay Modifier that are considered overtime by the system.
    • "[Day] Daily OT" - The total hours the system considers Daily OT from the Timesheet.  Daily OT are hours worked over the day / threshold set on the Pay Modifier.
    • "Holiday" - The total hours the system considers "Holliday" pay or overtime.  Holiday overtime are hours worked on a day the system has been setup to be a paid holiday. Holidays are setup on a users Work Calendar.
    • "Consecutive Day" - The total hours the system considers "Consecutive Day" overtime from the Timesheet.  Consecutive Day overtime are hours worked after a consecutive number of days threshold has been surpassed on the timesheet. The threshold and minimum hours required to work on each day are set on the Pay Modifier.
  2. "Hours" - Total hours for the row / type of hours from the Timesheet
  3. "Shift Differential Hours" Column - Total hours the system considers Shift Differential hours. Only populated when the row Type = Shift Differential 1, 2 or 3
  4. "Hours Override" Column - Override the total in the Hours column for a row by entering a new value here.
  5. "Base Pay Rate", "Factor" and "Factor Override" Columns: 
    • "Base Pay Rate" - is the active pay rate for the Position / Type.  Pay Rate is set on the Staff Position. 
    • "Factor " - is the multiplier the system will use for calculating "Pay".  Regular hours are typically 1, Weekly OT is typically 1.5, Holiday OT is typically 2.
    • "Factor Override" -  Override the value in the "Factor" column for a row by entering a new value here.
  6. "Covert to Accruals" and "Conversion Amount (Hours)" Columns - Regular and Overtime hours can be converted to Attendance Accruals by entering new value here.
  7. "Final Pay Rate" and "Pay Rate Override" Columns:
    • "Final Pay Rate" = "Base Pay Rate" * "Factor"
    • "Pay Rate Override" - Override the "Final Pay Rate" by entering a value here.
  8. "Pay Type" and "Pay" Columns - are the final totals for the row taking into account all overrides
  9. "Budget Code", "Budget Code Override" and "Allocation" Columns - When configured the system can assign a percentage of "Pay" to be allocated from a defined Budget Center.  Budget Codes are assigned on a Position, % allocation on the Staff Position.
  10. "Comments" Column - Add comments here
  11. Totals Tab action buttons - Add / remove totals rows for any type of hours (#1 above) and/or [Save/Recalculate] changes to the Totals tab.

Correcting and Approving Timecards

Approvers, Elevated Users, and Employees* can correct timecards using the following tools on the [Time Cards] Page.

* When their Position is setup to allow it

Adding Shifts

Elevated Users, Approvers, and Employees can add Shifts to a Timecard.  

  1. Click the plus icon on the day you need to add a shift 
  2. Select the Position from the pull-down list 
  3. Click [Create] 

  4. The system will add a blank row* to the Timecard for you to populate

    * You can add multiple rows, [Save/Recalculate] is no longer required for each row

Adding Ancillary Jobs

Elevated Users, Approvers, and Employees can add Ancillary Job Shifts to a Timecard.  

  1. Click the plus icon on the day you need to add an Ancillary Job 
  2. Select the Position from the pull-down list 
  3. Select “Anc. Job” from the pull-down list 
    • If “Anc. Job” is not selectable, the Position does not have Ancillary Jobs setup.  Contact your Solution Architect or Administrator 
  4. Click [Create] 
  5. The system will add a blank Ancillary Job row to the Timecard for you to populate

Deleting Rows

Elevated Users, Approvers, and Employees can delete rows (shifts) on a Timecard. 

Note: 

  • Rows can not be deleted if they have punches. Remove all row Punches before deleting, otherwise [Delete Row] will only clear the schedule, comments, and overrides.
  • [Reapply Parameters] will restore the row (unless it was manually entered)
  1. Check the row(s) you want deleted 
  2. Click
  3. Confirm the selected record count in the pop-up 
  4. Click [Confirm Delete(s)]

Editing (Overriding) a Timecard

Unlocked, unapproved Timecards can be (edited and saved) by users with the correct roles and rights.

  1. Timesheet Overrides 
  2. Totals Tab Overrides
    • Only Elevated Users can override values on the timecard’s Totals Tab (lower panel) 
  3. Cells that have been overridden are highlighted orange
  4. Attendance overrides have an orange (edit)
     or grey (new) pencil icon 
  5. Clicking the wrench  will pop-up override details 
    • The red wrench only appears when a missed punch was overridden (added afterwards).
  6. Clicking the orange pencil will allow you to view the completed absence form, cancel or edit the request. Entries are color coded by status:

Adding New Absences to the Timecard

Select on the timecard to launch a preconfigured Absence Request form. 

  1. Click on the timecard 
  2. From the pop-up, select a “Form*” from the dropdown list 
    • If the list is empty, contact your Solution Architect 
  3. Select a “Date Range*” from the drop-down list 
  4. Select a “Position*” from the drop-down list 
  5. Select an “Absence Code*” from the drop-down list 
  6. Click [Create Form(s)]

Editing Existing Absences on the Timecard

Pending, future requests and approved Change Requests can be Edited.  An "Edit" in the system will Cancel the existing Absence, credit balances and create a new Absence Request with the desired changes.

  1. Select any future pending or approved Absence Request by clicking on the pencil
  2. From the “Edit Absence” Pop-up select: 
    • “Cancel Exiting Request and Submit a new Request” 
  3. Click [Continue] and 
  4. Fill in the changes you want to make on the new form. 
  5. Select [Create Form]. The system will then: 
    • Cancel the exiting form and credit your balances 
    • Create a new Absence Request Form for the desired edits.

Creating an Absence Change Request from the Timecard

Past / Approved Absence Requests are now overridden using a preconfigured Change Request Process form:

  1. Click any approved Absence Request (green)
  2. IF the Absence is a Past / Approved Absence Request, then the system will prompt you to: 
    • Submit a Change Request form, or 
    • View the form 
  3. Select “Submit a Change Request” 
  4. Click [Continue] 
  5. From the pop-up, select a “Form*” from the dropdown list 
    • If the list is empty, contact your Solution Architect.
  6. IF you want to cancel the request, select 
    • “Remove the Absence Request (I was present)”

and the system will remove the request and credit your balances

  1. Otherwise, Select “Edit Absence” 
  2. Click [Create Form(s)]

Canceling Absences from the Timecard

Both Absence and Absence Change Requests can be canceled from the timecard.

  1. Select any Absence Request by clicking on its orange pencil 
  2. From the “Edit Absence” Pop-up select: 
    • “Cancel Exiting Request” 
  3. Click [Continue] and the system will then remove the Absence from the timecard by canceling the existing form and crediting your balance

Overriding Punches

Punches can be overridden on unlocked / unapproved* timecards

*Approved timecards (top panel) can not be modified. The Totals Tab (lower panel) however, can be modified when approved but not after it’s been locked

  1. New / overridden punches are highlighted orange with a blue wrench
  2. Missed / overridden punches are highlighted orange with a red wrench
  3. Clicking the red deletes the punch 
  4. Clicking the wrench will pop-up override details

Overriding Calendar Events, Schedule, Lunch (Minutes), Hours, and Shift Notes

Most fields can be overridden on unlocked / un-approved timecards by Elevated Users, Approvers, and Employees with the correct Roles and Rights

  1. Overridable Timecard Fields: 
  2. Cells that have been overridden are highlighted orange 
  3. Clicking the wrench will pop-up override details 
  4. Click to add a Shift Note.  
    • Anyone that can view the Timecard can add shift notes

Saving Changes to a Timecard [Save/Recalculate]

Changes to Timecards are saved by clicking the Use when changes (overrides) are made to the timesheet or Totals Tab. It recalculates totals and saves the Timecard.

  • Visible to Approvers 1-3, Employee, and Elevated Users. 
  • Selectable when timecard is unlocked / unapproved
  1. Select [Save Recalculate] in the upper right corner to save changes to the Timesheet
  2. Select [Save Recalculate] in the lower left corner to save changes to the Totals Tab

Approving a Timecard from the [Time Cards] Page

Unlocked Timecards without errors can be approved by an Approver. Approving a Timecard means that you have reviewed it and agree that it is accurate. The system will record the time and date of the approval. Approved Timecards become read only**. Approvals can also be removed by higher numbered Approvers* and Elevated Users. 

The Approvers and status of their approval are now listed for each of the Employee’s Position(s) at the top of the page.  Use the following buttons to approve the Timecard:

  • image.png Selectable when you are an Approver, timecard is unlocked, and it does not have errors. Selecting this locks the Timesheet, updates the approvals status Icon for your name and records the date and time of the approval.
  • Remove your approval on the Timecard. Selectable when you have approved the Timecard, and Timecard is unlocked.
  • Selectable when timecard is unlocked and there are lower Approvals*.

    * The Employee is the lowest level Approver, followed by Approver 1, then Approver 2, and then Approver 3.  Approver 2 can remove Approvers 1 and the Employees approval, Approver 1 can only remove the Employee's approval, Approver 3 can remove everyone's approval.

    **Timesheet (top pain) becomes read only when approved. The Totals Tab is still overridable on a approved Timecard by Elevated Users while its unlocked.

Approving a Timecards in Mass from the [Approvals View] Page

You can also approve one or many timecards from the [Approvals View] page.

  1. Check the Timecards to approve
  2. Select Approve from the Action menu.  
  3. The system will skip rows that the action cant be preformed on.  Skipped rows will be list in a pop-up window

Elevated User's have Additional Capabilities

Elevated Users - In addition to the following Approver and Employee capabilities,

can view, edit (override), rebuild, and lock everyone's Timecard including rows on the Totals Tab.  

Overriding Information on the Totals Tab

Most Totals Tab fields can be overridden on unlocked timecards by Elevated Users.  The details of what information is listed on the Totals Tab is discussed below.

  1. adds a new blank row (shift) to the Totals Tab 
  2. removes selected row(s) from the totals tab 
  3. Auditing - Totals tab override are audited by the system.  They can be viewed on the History tab
  4. Hours - Total Hours of any Type can be overridden on the Totals Tab
  5. Factors - (pay multipliers) are overridable.  Like the timecard pane, overridden cells are highlighted orange (without a wrench)
  6. Convert to Accruals - Both Regular and OT Hours can be converted to Accruals (additional PTO hours)
  7. Pay Rate Override - Pay Rates can be overridden.
  8. Budget Code Overrides - Budget Code and % Allocation are overridable. 

Rebuilding a Timecard [Reapply Parameters]

Timecards are generated using a snapshot of information at the beginning of a Pay Period or when they are initially viewed.  That information is NOT updated real-time if something changes for an Employee (i.e. they get a un expected raise or change jobs after a Timecard is generated). 

When / if something changes for an Employee after a Timecard is generated, Elevated Users can selectively rebuild parts of the Timecard and Totals tab using the. Use this feature when any of the following Attendance and Timekeeping Employee information changes during a Pay Period:

Locking / Unlocking a Timecard

Locked Timecards are read only (except for comments).  Elevated Users can lock timecards

  1. Select to lock the timecard.  When Timecards are locked, Date, Time and User information is listed at the top of the timecard.  
  2. Select to unlock it

Locking / Unlocking a Timecard (In Mass) 

You can also lock one or many timecards from the [Approvals View] page. Timecards with red box errors will be skipped by the system.

  1. From the Approvals Page, select the Timecards to Lock
  2. From the "Select Action" pull-down, select "Commit & Lock" to lock and "Unlock" to unlock.
  3. The system will skip rows that the action cant be preformed on.  Skipped rows will be list in a pop-up window

Exporting Timecards to Payroll

See Export Timesheets to Wincap or nVision

 

Appendix

Attendance Timecard Overrides - Overview

Timecard Attendance Overrides now use Process Forms. They must be pre-configured. More information can be found here: Timecard Initiated Attendance overrides .

  1. Clicking will pop up a window where you select from of list of pre-configured Absence Request forms
  2. Clicking will allow you to change, edit, or cancel an existing request based on its state:

Comments Tab -  Add Comments to a Timecard

Previous and new comments can be viewed and entered on this tab by anyone that can view the Timecard.

History Tab - View Changes made to a Timecard

This tab lists all Timecard related audit events (any change to the Timecard) from the systems Audit Log.  More information can be found in the Timecard Audit Log (History Tab) Knowledge Base article.

Information Tab - View a Employee's Timecard Override Permissions

Summarizes relevant setup parameters for each active Position on the Timecard

Calculation Parameters - View Parameters used to Generate the Timecard

Lists relevant calculation parameters used to generate the timecard for each active Position. Position, Staff Position and Pay Modifier Groups are used to set most of the settings listed on this tab.

Leave Balances Tab - View a Employee's Accrual Balances

This tab lists the User's leave balances for all active Positions and Attendance codes that have non zero balances. This tab reflects what is listed on the Employee Balances grid and is a quick way to view your balances from the Timecard.

Snapshots Tab - Legacy Timecard Audit Log

Every time a change is saved to the Timecard, the system records a snap shot (image) of the changes (highlighted orange) with a timestamp and the user who made the change 

 

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