© 2008 General Parts International, Inc. Written permission is required to copy or forward to anyone other than the intended recipient. TeammateTime DC.

© 2008 General Parts International, Inc.Written permission is required to copy or forward to anyone other than the intended recipient.

TeammateTime DC Management Training

Time & Attendance


2

Agenda

• Daily time and attendance tasks, such as:– Fixing unpaired punches– Entering non-worked hours (sick, vacation)– Reviewing punch edit approvals

• Steps to close a pay period• Quick Pay Requests and running reports


3

Tour of the Site Manager

You perform most daily tasks from the Home tab and manage teammate profiles from the Employee tab.

Perform tasks by clicking buttons (also called “widgets”). A red number on a button means there is something for you to read or do.

Buttons for related tasks are grouped under menus or “task flows.”


4

Daily Overview

Click the Daily Overview button to see the shift schedule and punches for the current day.


5

Daily Overview

Click the name of a teammate to view or edit the teammate’s timecard.

The Daily Overview page displays today’s scheduled teammates, their punches and current status.

Hover over a warning icon to see the punch exception message, such as “Long Meal.”

You can change the date here to view a different day.


6

Awaiting Approval

In MyTmT, Teammates can submit requests to swap shifts.

If you see a red number on the Awaiting Approval button, click the button to review and approve/deny the requests.


7

Punch Rejections & Exceptions

•Punch rejections: Punches are validated against the schedule. Teammates’ punches will be rejected if they are not on the schedule or if it is too soon or too late to punch. They will have to wait and punch later (if too soon) or get a manager to override the clock.

•Exceptions: Exceptions are notifications of events that occurred during a shift. Not all exceptions are for punch rejections; for example, a teammate can punch out late; the punch will be accepted and an exception will be generated to notify the manager.


8

Punch Rules for DCs

• If a teammate punches out more than one minute early or more than five minutes late, the punch will be accepted. A punch exception will be generated to notify the manager.

•Teammates may punch in as much as five minutes early or five minutes late. The time will be rounded to the scheduled start of shift. (Example: Teammate has an 8:00 shift start; he punches at 7:55; the punch is accepted and rounded to 8:00.)

• If a teammate tries to punch in more than five minutes early or more than five minutes late, the punch will be rejected. (There will be a record of the attempted “raw” punch attempt.) The teammate cannot punch in more than five minutes early or more than five minutes late without a manager override at the clock.


9

Unpaired Punches

If a teammate forgets to punch or if his punch is rejected and an override is not done at the clock, the manager will be notified with a red number on the Unpaired Punches button.


10

Unpaired Punches

To fix a teammate’s unpaired punch, click the teammate’s name.


11

Unpaired Punches

The teammate’s accepted punches display on the left. The word “Time” displays in the field that is missing a punch.

The raw punches tab on the right shows all accepted and rejected punches.

The teammate’s timecard for the day appears.


12

Unpaired Punches

Type the missing punch in the Time field.

After entering the time of the missing punch, click the Submit button.


13

Unpaired Punches

Any time you edit a timecard, the system will require you to select a reason for the edits in the Audit Reason pop-up box.


14

Time Off Requests

Note: Tracking of sick time and vacation use and accruals began in 2012. Balance updates are managed in Oracle and fed into TeammateTime at the end of each pay period. Balances for hourly teammates are visible to teammates and their management in TeammateTime.

This tracking is done in Self Service for salaried teammates.


15

Time Off Requests

From the All Time Off Requests button, you can approve or deny time off requests as well as enter time off requests on a teammate’s behalf.


16

Approve Time Off Requests

Click the Request Calendar tab to view all Time Off Requests in a calendar view.


17


Click the Pending tab to return to the list of requests pending approval.


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To view a time off request pending approval, click the teammate’s name.


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Review the request.

You can also click the Peer Requests tab to see other time off requests that conflict with this one.

Click the Approve or Deny button.

Accruals and balances display here.


20

Punch Exceptions

The number on the Punch Exceptions button tells you how many punch exceptions your teammates generated during this pay period.


21

Punch Exceptions

Note: From your dashboard in the Core, you can run the Scheduled vs. Actual report, which shows punch exceptions and variance in minutes. You’ll see this later in the training.


22

Minor Exceptions

If the punches of any minor-aged teammates violates federal, state, or provincial law, a red number will display on the Minor Exceptions button.

Note: Minors display on the schedule with an (m) next to their name.

If you have teammates who are minors and if their punches violate any minor work rules, a red number will display on the Minor Exceptions button.


23

Approaching Overtime

If the punches of any minor-aged teammates violates federal, state, or provincial law, a red number will display on the Minor Exceptions button.

Note: Minors display on the schedule with an (m) next to their name.

If there is a red number on the Approaching Overtime button, click it to see who is approaching overtime.


24

Approaching Overtime

The Projected hours shows how many hours a teammate is projected to have by the end of the week based on what they’ve punched and what they are scheduled to work for the rest of the week. The number is red if the teammate is approaching time-and-a-half pay.


25

Timecard Summary

The Timecard Summary button gives you access to view teammate timecards and edit punches.


26

Timecard Summary

Click the teammate’s name to view the teammate’s timecard summary for the week.

Note: Only Directors, Warehouse Managers, and Customer Service Managers can see pay information on the Timecard Summary.


27

Timecard Summary

Click a day to view and edit the timecard.

Notice that you are now on the Employee tab. Click the Home tab to return to your Home menu.


28

More Tasks

Click the More Tasks menu button to expand the menu.


29

Non-Worked Hours

The Non-Worked Hours button allows you to enter pay adjustments for non-worked hours, such as sick time.

Click the Non-Worked Hours button.


30

Non-Worked Hours

Click the Add Adjustment button.

Then click the teammate’s name in the list.


31

Non-Worked Hours

Click Submit.

Fill in the form:

Date: Enter the date the non-worked hours occurred.

Job: Select the TM’s job from the list.

Type: Select from list, such as Sick or Vacation.

Amount: Type the hours.

Reference: Enter the date the non-worked hours occurred.

Comment: Enter any notes.


32

Pay Exceptions

Click the Special Pay Exceptions button to view and approve payment for missed breaks.

In some US states, such as California, we are required to pay for breaks. If a teammate did not take a full break when required, a red number will display on the Special Pay Exceptions button.


33

Before Closing a Pay Period

Before closing a pay period, review the status of timecard edit approvals. You need to go into the Core to do this.

– Teammates should discuss with you any concerns they have about the edits. (If you cannot reach an agreement, the teammate may reject the punch – DCs will track this outside of the system.)


34

Punch Edit Approval

Before closing the pay period, go to Core and click the Punch Edit Approval task to review the status of approvals.


35

Punch Edit Approval

The Punch Edit Approval page is shows the status of each punch edit approval for the current pay period. •If possible, teammates should approve all punch edits before the close of the pay period. •However, if they do not you can still close the pay period; teammates will be paid based on the edited punches.


36

Close Pay Period

WARNING: Supervisors must not close the pay period. One person must close the pay period for the entire DC.

Important: You cannot close a pay period before the pay period is over (after 12:01 AM Saturday in the US; after 12:01 AM Sunday in Canada).

Click the Close Pay Period menu button to expand the menu.


37

Close Pay Period

If a red number appears, click the Unpaired Punches button and fix the unpaired punches.

To close a pay period, you must complete the tasks in the order displayed under the Close Pay Period taskflow.


38

Close Pay Period

Click the Run Pay Engine button. An icon on the button will spin as the engine runs.

After fixing all unpaired punches, the Run Pay Engine button becomes active.


39

Close Pay Period

Click the Timecard Summary button. Review the timecard summary. Make any necessary edits to the timecards.

After the spinning icon on the Run Pay Engine button changes to a green checkmark, the Timecard Summary button becomes active.


40

Close Pay Period

Click the Close Pay Period button. An icon on the button will spin while the pay period is closing and data is being exported to Payroll.

After clicking the Timecard Summary button, a green checkmark displays on it and the Close Pay Period button becomes active.


41

Close Pay Period

Note: To make payroll corrections after closing the pay period, contact Payroll.

When the pay period has finished closing, a green checkmark displays on the Close Pay Period button. All buttons in this workflow become grayed out until it is time to close the next pay period.


42

Quick Pay Request & Reports

Let’s briefly look at the following in the Core:• Quick Pay Requests• Running Reports


43

Quick Pay Request

Some US states require immediate payment after termination. In this situation, you should submit a Quick Pay Request.

From the Core, type “quick” in the Quick Find box and click Quick Pay Request. Then, follow the instructions in your TmT Manager’s Guide.


44

Reports

On the dashboard of the Core, click Scheduled vs. Actual.

From your dashboard in the Core, you can access a number of reports.

For instance, the Scheduled vs. Actual report compares what was scheduled to what was punched.


45

Scheduled vs. Actual Report

Select the Pay Period you want to view.

Click Run Report.

To run the report for a specific teammate, choose Employee in the Select By field and choose the teammate in the All field.

In the Select field, choose Pay Period.


46

Scheduled vs. Actual Report

Click the Print button to print the report.

The report displays the punch exceptions for each teammate, including variance in minutes.


47

Pay Summary Report

For payroll information, run the Pay Summary report.


48

Review

In this session you learned:• Daily time and attendance tasks, such as:

– Fixing unpaired punches– Entering non-worked hours (sick, vacation)– Reviewing punch edit approvals

• Steps to close a pay period• Quick Pay Requests and running reports


49

Questions?

© 2008 General Parts International, Inc. Written permission is required to copy or forward to anyone other than the intended recipient. TeammateTime DC.

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