Instructions for Correcting, Approving and Locking V2 Timecards

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 

Understanding what's on your V2 Timecard

Contents

Viewing Timecards

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 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.

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 
   • Elevated Users, Approvers, and Employees can override values on the Timesheet (top panel) 
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

7. Otherwise, Select “Edit Absence” 
   
8. 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:

• 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,

• Adding Shifts
• Adding Ancillary Jobs
• Deleting Rows
• Timecard Overrides
• Approving a Timecard
  • Only if they are also assigned as an Approver 1,2 or 3
• Removing Approvals
• Locking Timecards

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:

• Work Schedule & Calendar
• Base Pay Rates
• Pay Modifier Group
• Position Parameters
• Position Staff Parameters
• Budget Codes
• Remove All Overrides & Shift Notes

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