Enhanced Time & Attendance for ManagersB6857CF5-9810...ENHANCED TIME & ATTENDANCE FOR MANAGERS HANDOUT MANUAL Copyright 2015 ADP, LLC 12 V10051572261ET8 What Are Timecard Exceptions

V10051572261ET8

Copyright © 2015 ADP, LLC

Enhanced Time & Attendancefor Managers

Handout Manual

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Copyright © 2015 ADP, LLC. ADP Proprietary and Confidential − All Rights Reserved. These materials may not be reproduced in any format without the express written permission of ADP, LLC.

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ENHANCED TIME & ATTENDANCE FOR MANAGERS PREFACE

Copyright 2015 ADP, LLC iii V10051572261ET8

Contents

Course Introduction

Navigating Live Meeting ....................................................................................... 1

Course Purpose....................................................................................................... 2

Course Agenda ....................................................................................................... 2

Materials Overview ................................................................................................ 2

Introducing Enhanced Time & Attendance

Overview ................................................................................................................ 3

The Time & Attendance Workflow ........................................................................ 3

Explore: Using Workspaces ................................................................................... 5

Explore: Navigating Your Workspaces .................................................................. 6

What Are QuickNavs? .......................................................................................... 7

Locating an Employee Using Employee Find ........................................................ 8

Filtering and Locating Employee Records

Overview ................................................................................................................ 9

The Filtering and Locating Employee Records Process ......................................... 9

Applying Basic Timecard Edits

Overview .............................................................................................................. 10

Editing Punches Job Aid ...................................................................................... 10

Activity: Editing Punches ..................................................................................... 11

What Are Timecard Exceptions and Errors? ........................................................ 12

Activity: Resolving Alerts .................................................................................... 13

Types of Editing Functions .................................................................................. 14

Activity: Selecting Multiple Employees for Edit ................................................. 15

Activity: Adding Pay Codes ................................................................................. 16

Activity: Canceling Meal Deductions .................................................................. 17

Activity: Editing Labor Account Transfers and Work Rules ............................... 18

Managing Schedules and Requests

What Is a Schedule? ............................................................................................. 19

Explore: The Schedule Planner ............................................................................ 20

Explore: The Schedule Planner Icons .................................................................. 21

Activity: Creating Daily Schedules ...................................................................... 22

Activity: Creating Ad Hoc Schedules .................................................................. 23

Activity: Requesting Time Off as an Employee .................................................. 24

Activity: Responding to Time-Off Requests from Others ................................... 25

ENHANCED TIME & ATTENDANCE FOR MANAGERS PREFACE

Copyright 2015 ADP, LLC iv V10051572261ET8

Running Reports

Overview .............................................................................................................. 26

Types of Enhanced Time & Attendance Reports ................................................. 26

Types of Employee and Manager/Practitioner Reports ........................................ 27

Activity: Viewing Manager/Practitioner Reports ................................................. 28

Activity: Sending and Printing Reports ................................................................ 29

Finalizing Timecards

Overview .............................................................................................................. 30

The Finalizing Timecards Process ....................................................................... 30

Activity: Entering and Approving Timecards as an Employee ............................ 31

Activity: Approving Timecards as a Manager ..................................................... 32

Course Closing

Course Objectives ................................................................................................ 33

Training Evaluation .............................................................................................. 34

ENHANCED TIME & ATTENDANCE FOR MANAGERS HANDOUT MANUAL

Copyright 2015 ADP, LLC 1 V10051572261ET8

Course Introduction

Navigating Live Meeting



Course Purpose This course prepares you to use Enhanced Time & Attendance to edit timecards, to resolve timecard exceptions, to assign employees to schedules, to run reports, and to finalize timecards.

Course Agenda Introducing Enhanced Time & Attendance




Running Reports


Materials Overview Use the job aids in this handout manual when you return to your job.



Introducing Enhanced Time & Attendance

Overview Enhanced Time & Attendance simplifies the job of collecting your employees’ time and attendance information and moving it quickly and accurately through the payroll process.

The Time & Attendance Workflow The following illustration shows each stage of this workflow.

Stages and Descriptions The following table describes the stages of the Time & Attendance workflow.

Stage Description

1 Employees enter their time data in Enhanced Time & Attendance and the timecard punches are collected. The application applies rounding rules, totals hours, calculates overtime, and highlights missed punches and other exceptions.

2 The supervisor or manager reviews and edits time information and generates reports. Managers can also approve time online, if your company is set up for this feature.

3 The administrator or practitioner signs off on timecards so no further entries can be made, adjusts the payroll as necessary, closes the pay period, and creates the paydata and punch detail files.

4 The administrator or practitioner submits the payroll to ADP.

5 ADP processes the payroll.

6 The administrator or practitioner receives and verifies paychecks from ADP and starts a new payroll cycle.



Roles and Descriptions The following table describes the tasks for the employee, manager, and Payroll practitioner roles in the Time & Attendance workflow.

Role Description

Employee Enters own timecard data (if applicable)

Approves own timecard

Views own time detail, schedule, and accrual information using reports

Enters own password change (if applicable)

Requests time off (if applicable)

Manager Resolves all alerts and corrects timecards

Modifies employee schedules (if applicable)

Creates and assigns schedules (if applicable)

Approves employee timecards (if applicable)

Approves time off (if applicable)

Generates reports

Payroll practitioner Creates schedules (if applicable)

Applies on-going schedules to employees

Edits employee timecards

Maintains employee information

Signs off on all timecards

Generates reports

Prepares Time & Attendance data for payroll processing

Submits payroll to ADP and verifies payroll when received



Explore: Using Workspaces

Overview The Navigator workspaces provide access to your Enhanced Time & Attendance data by helping you quickly and efficiently navigate to your most frequent tasks.

Workspaces and Descriptions The following table describes commonly used workspaces. You may or may not have access to all of the workspaces. Security configuration determines access to the workspaces, fields, and functions that you can view.

Workspace Description

Manage My Employees Provides a quick view and easy access to the tasks that a manager uses that are necessary to manage the workforce on a daily basis

My Information Provides employees with access to their timecard information using the appropriate time-entry method as well as the ability to view accrual information, to view their calendar, or to change passwords (if applicable)

Go to Widgets – Timecards Provides quick access to timecards in the selected time period



Explore: Navigating Your Workspaces

Overview The following illustration displays the top portion of the Manage My Employees workspace.

Elements and Descriptions

Element Description

Alerts toolbar Provides a quick view of the type and number of tasks that you need to address, such as timecard exceptions or errors or time-off requests. It includes the following alerts:

Exceptions: Notifies you of all missed timecard punches and schedule exceptions for the current period

Requests from Others: Notifies you of any employee requests for time off or any requests from managers to delegate their time and attendance responsibilities while they are away from work

Notifications (if applicable): Notifies you when your manager has responded to your time-off request

Workspaces carousel Displays all workspaces that are available to you

QuickNavs Provides quick navigation to view and group frequently needed employee information for actions such as timecard edits, schedules, and approvals

(search) Provides the ability to search across data and to return a list of employees based upon that data

Enlarge button Maximizes or minimizes the widget workspace

Related Items panel Includes additional widgets and QuickNavs



What Are QuickNavs?

Overview QuickNavs enable immediate access to frequently needed information and let managers generate inquiries on the spot. During system implementation, your company identified the QuickNavs most useful for your time and attendance tasks. Some QuickNavs may be customized to meet your business needs.

Example You want to determine which employees are on the premises. Selecting the appropriate QuickNav easily displays the required information.

QuickNavs and Descriptions The following table describes some of the predefined QuickNavs.

QuickNav Name Description

Employee Find Displays all employees for whom a manager has viewing access rights.

Reconcile Timecards Displays exceptions appearing on individual timecards so you can address them.

On-Premise Check Displays on-premise employees and any unscheduled absences; helpful at the beginning of a shift.

Check Overtime Displays employees who have started earning overtime.

Approve Timecards Displays employee and manager approvals and exceptions that need to be reviewed.

Hours Summary Displays a summary of pay code types and totals by employee.

Accrual Balances Displays available balances of non-worked time such as vacation or sick time.

Worked Account Summary

Displays the total hours that were charged to each labor account.



Locating an Employee Using Employee Find Job Aid

Instructions

Step Action

1 Select Workspaces > Manage My Employees.

2 In the QuickNavs field, select Employee Find.

3 In the Name or ID field, enter the data and click (search).

Tip: You may enter an entire name or a partial name plus an asterisk.




Overview You can filter and locate records as your business requires using the Show field and Time Period field within a QuickNav.

The Filtering and Locating Employee Records Process The following table describes the stages to filter and to locate employee records:

Stage Description

1. Select a QuickNav. Select the QuickNav that provides you with the view of your labor force that you need at a glance.

2. Select what to show (hyperfind queries).

Filter employee records so only those records that you want are displayed. The Show text that is displayed provides information about the query.

3. Select a time period. Select the time period that you want to include in your report.




Overview You apply basic timecard edits on the Timecard page.

You can apply several types of edits to employee timecards, including adding a punch, changing a punch time or time zone, overriding a punch, or canceling automatic deductions. Managers can also delete punches.

While managers use the Timecard page to view and edit transactions, Payroll practitioners use it to make timecard edits that managers may not have rights to perform.

Editing Punches Job Aid

Scenario Kenneth Johnson’s timecard was flagged as having exceptions on Thursday and Friday because he did not clock in. You have learned that he was off site, and he could not clock in on those days. You will enter the correct punches for him as 9 a.m. in and 6 p.m. out.

Instructions Starting Point: Workspaces > Manage My Employees > Reconcile Timecards

Step Action

1 Highlight the row with the employee that you want to select.

2 Double-click the employee's name.

Result: The employee's timecard is displayed.

3 Click the field that requires the edit.

4

If You Want To Then

Add or change a punch Enter the correct information

Delete a punch Highlight the punch and press Delete

5 Click Save.



Activity: Editing Punches

Scenario Samuel Barbato worked 8 a.m. to 5 p.m. on Monday. He normally works 9 a.m. to 6 p.m. On Tuesday, he had approval to come in at 11 a.m. due to an activity at his child’s school. He did not provide an out time. You need to add comments, delete the existing out time, and adjust his timecard accordingly.


Step Action

1 Highlight the row for Samuel Barbato and double-click.

2 In the Time Period field, select Previous Pay Period and click Apply.

3 In the first row for Monday, double-click in the In field and enter 8.

4 In the Out field, enter 5p.

5 In the first row for Tuesday, in the In field, enter 11.

6 Right-click and, in the Punch Actions window, click Comments.

7 In the Comments list, select Approved.

8 In the Note section, enter School Event and click Add.

9 Click OK.

10 In the Out field, press Delete.

11 Click Save.

Important Information

When you add a comment to a system-generated punch, the punch displays as a user-generated punch (black text), indicating that an edit has been made.

Employees who can log on see any comments that you enter.

You must have an entry to add a comment or a note.



What Are Timecard Exceptions and Errors?

Overview Timecard exceptions are unexpected or unusual transactions, such as when employees work outside of their scheduled time periods or days. Some exceptions are triggered by application rules set up during implementation. Exceptions may be associated with dates, punches, or durations. Not all exceptions require action.

An error is generally a missed in or out punch and is indicated by a solid red field and must be corrected before you complete end-of-period tasks.

After employees enter their time data, you may need to edit their timecards to make corrections. Enhanced Time & Attendance displays visual cues on the timecard when you are performing edits. Specific information about exceptions is displayed when you point to an exception.

Indicators and Descriptions

Indicator Description

A red icon in a date field indicates an unexcused absence for the day. Pointing to the field provides more information.

A blue icon in a date field indicates an excused absence for the day.

A solid red field indicates an error caused by a missed in or out punch. You must enter the missing punch to ensure that the employee is paid for that period. Pointing to the field provides more information.

A blue bubble inside of a field indicates a comment associated with the field contents.

A red icon inside of an In or Out field indicates an exception to the time stamp. Pointing to the field provides more information.

A red icon in a time field indicates an exception associated with the time stamp. A blue bubble inside of a field indicates a comment associated with the field contents.

A green icon indicates that the practitioner or manager has reviewed the exception.

A purple punch indicates that the transaction was system-generated.

A gray field indicates that you cannot edit the transaction.

An (x) before a labor account indicates that the account is not the primary account indicated in the transfer.

A gray triangle in the top right of any field indicates that the entry was edited by another user.



Activity: Resolving Alerts

Overview The Exceptions alert notifies you when timecard exceptions occur, such as missed punches or employees who are off schedule. The most critical task that you can perform as a manager is to quickly resolve timecard alerts. Clicking the Exceptions Alert icon shows you which employees have timecard exceptions in the current pay period.

Scenario Your alert notification shows that you have exceptions to resolve. You have learned that Chris Pringle has a missing punch when he forgot to punch out at 6 p.m. You need to resolve the error for Chris.

Instructions Starting Point: Workspaces > Manage My Employees

Step Action

1 At the top of the Manage My Employees page, click the Exceptions alert.

2 In the Exceptions window, under Missed Punch, select Pringle, Chris.

3 In the Out field for Tuesday, enter 8p and press Tab.

4 Click Save.

5 To return to Reconcile Timecards, on the Manage My Employees widget, click (preferences) and select Pop-Out.



Types of Editing Functions

Overview Depending on access privileges, managers can perform certain edits to employee timecards.

Reasons to Edit a Timecard Correct missing timecard punches, hours, or pay code amounts.

Fix timecard errors and exceptions before proceeding to the next pay period.

Cancel meal deductions.

Transfer time to a different labor account.

Add or delete comments.

Approve a timecard.



Activity: Selecting Multiple Employees for Edit

Scenario You have three employees who require adjustments in the previous pay period. Rather than selecting them one at a time, you can select all three employees and display their timecards.


Step Action

1 In the Time Period field, select Previous Pay Period and click Apply.

2 Highlight the row for Samuel Barbato.

3 Press Ctrl and select Kenneth Johnson and Gary Walters.

4 On the icon bar, click Go To.

Result: The Go To menu is displayed.

5 Click Timecards.

Result: The timecard pages for all selected employees are displayed.

Tip If the employee names are adjacent, select the first employee, press Shift, and then select the last employee. If the employee names are not adjacent, select the first employee, press Ctrl, and select the additional employees.



Activity: Adding Pay Codes

Overview Enhanced Time & Attendance uses pay codes to organize time and money or to account for various types of time exceptions. Your company policy determines how to set up and apply pay codes. For all types of time exceptions, you add pay codes to the timecard in the same manner.

Scenario 1 Samuel Barbato took a sick day on Thursday. You need to erase the punches for that day because you cannot enter a pay code if you already have a punch for the day.

Instructions: Adding Pay Codes to a Daily Hours Timecard Starting Point: Workspaces > Go to Widgets – Timecards

Step Action

1 In Samuel Barbato's timecard, at the beginning of the first row for Thursday, click X to delete the existing punches.

2 Click Save.

3 In the Pay Code field, click the down arrow and select Sick.

4 In the Amount field, select Full Schedule Day and press Tab.

5 Click Save.

Scenario 2 Gary Walters, who enters total worked hours, took a personal day on Monday.

Instructions: Adding Pay Codes to a Project View Timecard Starting Point: Workspaces > Go to Widgets – Timecards

Step Action

1 In the field next to Samuel Barbato's name, click the down arrow and select Gary Walters.

2 In the Hours Worked Pay Code row, select the first Monday, highlight 8, and press Delete.

3 Click Save.

4 In the blank Pay Code field, click the down arrow and select Vacation.

5 In the Monday column, enter 8 and press Tab.

6 Click Save.



Activity: Canceling Meal Deductions

Overview You can configure the system to deduct a meal break automatically from an employee's time worked. The pay rule that was assigned to the employee determines the amount of time deducted.

You must add a break back to the total hours worked when an employee works through a meal break or does not take one. You add the break by editing the shift and canceling the meal deduction. Depending on your company's features, you may have a list of possible cancelation options.

The Cancel Deduction option applies only to the current shift. If employees work multiple shifts in a day, you must select this option each time it applies to other shifts worked.

Scenario While Kenneth Johnson has eight hours total for Thursday, he worked through his meal break. You need to add the break back to the total hours worked by canceling his meal deduction.

Instructions Starting Point: Workspaces > Go to Widgets – Timecards

Step Action

1 In the field next to Gary Walters' name, click the down arrow and select Kenneth Johnson.

2 In the row for Thursday, right-click in the In or Out fields.

Result: The Punch Actions window opens.

3 Select Edit.

4 In the Cancel Deduction field, select 1 Hour Meal Deduction.

5 Click OK.

6 Click Save.

Tip To reverse a canceled meal deduction, select None in the Cancel Deduction field.



Activity: Editing Labor Account Transfers and Work Rules

Overview Employees can transfer to another department or job. A labor account represents the department or job in which the employee worked. Managers complete labor account transfers for employees who did not enter the transfer or did not enter it correctly.

If applicable, managers can also complete work rule transfers. A work rule transfer associates the appropriate payroll rules with the worked time.

Scenario On the first Saturday of the month, Kenneth Johnson was called in and started work at 9 a.m. in his primary account as a registered nurse (RN) in the operating room. At 11 a.m., he transferred to the Pediatrics unit as an RN. He then worked in the Pediatrics unit until the end of his shift. Because Kenneth worked on-call, he must receive the work rule of on-call.

Instructions Starting Point: Workspaces > Go to Widgets – Timecards

Step Action

1 On the first Saturday, in the In field, enter 9 and leave the Out field blank.

2 Click Add Row.

3 In the In field, enter 11.

4 In the same row, in the Transfer field, click Search.

Result: The Transfer window opens. A list of recent transfers is also available.

5 Select Labor Account.

6 In the Department field, click the down arrow and select Department 315, Pediatrics.

7 Select Work Rule.

8 Click the down arrow, select On-Call, and then click Apply.

9 In the Out field, enter 6p.

10 Click Save.

Result: Enhanced Time & Attendance generates a second punch. System-generated punches appear in purple. The labor account code is displayed in the Transfer field and the Out field is automatically populated with 11:00 a.m.


Always enter the transfer in the In field. After you save the entry, the system supplies the Out field punch for that transfer event.

Anytime you enter a labor account transfer, you must add a row under the one that you are currently editing to continue your entries.




What Is a Schedule? In Enhanced Time & Attendance, a schedule is a series of shifts with start and end times that occur over a period of time. A schedule indicates the hours that an employee is expected to work on any given day. Your practitioner will create all predefined shift templates and assign them to employees. You can modify an employee’s shift as needed.

Schedule Types and Descriptions The following table describes the three types of schedules.

Type Maintained By Description Example

Ad hoc Manager or practitioner

Use to meet temporary and immediate scheduling needs to account correctly for an employee’s time, such as used as a temporary override of an existing schedule.

John Morton will cover a 4-hour shift for a sick employee. On Tuesday, he will work 7 p.m. to 11 a.m. instead of his normal early shift. His manager will enter John’s new in and out times in the appropriate cells on his schedule.

Daily Manager or practitioner

Use to create an employee’s schedule for a specific day or days, such as for an employee without a recurring schedule.

Kenneth Johnson will work on Monday from 1 p.m. to 10 p.m. His manager will enter the 1 p.m. to 10 p.m. shift for this Monday only.

Recurring practitioner Use to assign a pattern that repeats for multiple days.

Jane Nitta will work from 9 a.m. to 5 p.m. on Monday through Thursday. Using a predefined shift template, her manager will assign to her the ongoing 9 a.m. to 5 p.m. schedule.

Schedule Tasks and Roles The following table describes whether the manager or the practitioner can perform a specific scheduling task.

Task Manager Practitioner

Create and assign ad hoc schedules.

Create a schedule for the day.

Create recurring schedules.

Assign recurring schedules.



Explore: The Schedule Planner

Gantt View

Tabular View

Overview You can modify a schedule in several ways. The easiest way is to edit the start and stop times directly in the cells on the Schedule Planner. If an employee has an assigned shift, the new values that you enter in the cell override the existing schedule, creating an ad hoc schedule.

Elements and Descriptions

Element Description

Grid Lists employees and their related schedules

Icon bar Provides access to change views and perform tasks

Gantt view Displays the start and stop times of each shift

Tabular view Lists the start and stop times of each shift per day in a grid format

Totals Lists daily and schedule period totals



Explore: The Schedule Planner Icons

Overview The following illustration displays the icons on the Schedule Planner. Depending on the features chosen by your company, you may see fewer or more icons.

Icons and Descriptions

Icon Description

Quick Actions Provides one-click shortcuts to complete common, multiple-step tasks, speeds up data entry, and reduces errors. Quick Actions include tasks such as Insert Shift Template, Assign Pay Code, and Add Comments.

View Provides a view of the scheduling grid by employee or by schedule group.

Column Selection Provides the ability to select additional reference columns, such as project hours and mobile phone numbers. You can also hide columns that you do not need.

Visibility Filter Controls whether you can view assigned shifts, accruals, or pay codes by employee.

Gantt View/Tabular View Displays schedules in either a Gantt or Tabular view. You must be in Tabular View to edit in the cell.

Sorting Sorts employees by name or primary account.

Refresh Redisplays data after making changes. Refresh discards unsaved changes.

View Comments Lists all comments within the selected schedule period.

Share Prints the screen or exports data to Excel.

Go To Provides access to additional widgets and workspaces.



Activity: Creating Daily Schedules

Scenario Susan Montgomery is needed for a late shift on the Wednesday and Thursday of the next schedule period. You need to assign the work hours to Susan who does not use a recurring schedule.

Instructions Starting Point: Workspaces > Manage My Employees > Schedule Planner

Step Action

1 In the Time Period field, select Next Schedule Period.

2 Change the view to Tabular View.

3 In the row for Susan Montgomery, in the first Wednesday, enter 330p - 11p and press Tab.

4 In Wednesday's cell, right-click and select More Actions.

5 Click Copy.

6 Highlight Wednesday's cell, right-click, and select Paste.

7 Click Save.

Result: The new start and stop times are displayed.



Activity: Creating Ad Hoc Schedules

Overview You can also use the Schedule Planner workspace to meet temporary scheduling needs in an instant to correctly account for employees’ time. Similar to a timecard, you can include pay codes in an ad hoc schedule.

Scenario Kenneth Johnson will work from 9:00 a.m. to 2:00 p.m. on Wednesday. He will then receive bereavement pay while attending a funeral from 2:00 p.m. to 6:00 p.m.

Instructions Starting Point: Workspaces > Schedule Planner > Current Schedule Period

Step Action

1 Double-click Kenneth Johnson’s Wednesday shift.

Result: The Edit Shift page is displayed.

2 On the graph, drag the end time from 6pm to 2pm and click Apply.

3 Right-click in the Wednesday cell.

Result: A window with additional options opens.

4 Select Add Pay Code.

Result: The Add Pay Code page is displayed.

5 In the Effective Date field, enter Wednesday's date.

6 In the Pay Code field, select Bereavement.

7 In the Amount field, enter 4 and clear the Override Shift check box.

8 In the Start Time field, enter 2p.

9 Click Apply.

10 Click Save.

Important Information If the employee uses a recurring schedule, the next schedule period reverts to the original schedule. Any changes that you make affect only the schedule that you are editing. The changes do not roll forward. The practitioner must adjust the pattern to modify the schedule permanently.



Activity: Requesting Time Off as an Employee

Overview When an employee submits a request, such as for time off or for a manager delegation, you receive a Requests from Others alert. You can review the request and compare it to the needs of the department to determine whether the request can be approved. Your company’s configuration determines what other requests are displayed.

Scenario Log on as Alan Riley using arileyXX, and request a vacation day for next Monday. The request will be sent to Alan’s manager Chris Powers for approval. The request will be displayed in Chris’s Requests from Others alert.

Instructions Starting Point: Workspaces > My Information

Step Action

1 On the Calendar widget, click (preferences) and select Pop-Out.

2 Change Time Period to Next Pay Period.

3 Click Request Time Off.

4 In the Start Date and End Date fields, enter the date for the first Monday of the next pay period.

5 In the Pay Code field, select Vacation.

6 In the Start Time field, select 9a

7 In the Length field, enter 8.

8 Click Submit.

Result: The green Time Off icon is displayed on the calendar.



Activity: Responding to Time-Off Requests from Others

Overview The manager receives a Requests from Others alert when an employee submits a time-off request.

Scenario Manager Chris Powers receives a Requests from Others alert from Alan Riley, an employee who reports to him. Approve Alan’s time-off request.

Instructions Starting Point: Workspaces > My Employees

Step Action

1 Log on as cpowersXX.

2 Click the Requests from Others alert.

3 Click Time Off.

4 Highlight the request to view the details.

5 To approve the request, click Approve.

Result: The Approve Time-Off Request window opens.

6 Click Approve.

Result: The request is removed from the Manage Requests page.



Running Reports

Overview You can use the Reporting tool to extract information from the Enhanced Time & Attendance database in an easy-to-read format, and then print or send that information as an email attachment to employees and managers.

Types of Enhanced Time & Attendance Reports

Types and Descriptions The following table provides a brief description of the types of Enhanced Time & Attendance reports.

Type Description

Employee Employees who enter time using a web browser can also access reports about their time detail, schedules, and accruals for a specific time frame and view them on the desktop in HTML format.

Manager/practitioner Based on their access privileges, managers and practitioners can generate and view reports that provide information about employees, groups of employees, and other time and attendance information.


Access rights to employee and manager/practitioner reports are set up in the security user’s report profile.



Types of Employee and Manager/Practitioner Reports

Employee Report Types and Descriptions The following table provides a brief description of each employee report type.

Report Type Description

Accrual Balances and Projection

Displays an employee’s current balances, projected future takings and debits, projected future earnings or credits, and projected balances

Schedule Displays an employee's schedule data

Time Detail Displays detailed data about employee punches, time periods, and pay code edits

Manager/Practitioner Report Types and Descriptions The following table provides a brief description of some common manager/practitioner report types.

Report Type Description

All Contains all reports available to managers in Enhanced Time & Attendance

Accrual Details Displays types of accrual transactions for each employee

Work Rules Lists the work rules defined

Absent Employee Displays an employee’s excused and unexcused absences through the current day

Hours by Labor Account Displays money, hours, and wages for each labor account

Employee Schedule – Weekly Displays schedules of employees whose home locations are selected

Employee Transactions and Totals

Displays pay code transactions and totals by employee for a selected time period

Exceptions Displays exceptions or comments attached to the start or end of a pay period



Activity: Viewing Manager/Practitioner Reports

Scenario You need to run the Time Detail report so you can monitor totals and view employees who required edits in the previous pay period. You want to view only the actual punch information and exclude adjustments made to past hours.

Instructions Starting Point: Manage My Employees > Related Items > Reports

Step Action

1 Select All > Time Detail.

2 In the People field, leave the default of All Home.

3 In the Time Period field, leave the default of Previous Pay Period.

4 In the Page Break between Employees field, select Yes.

5 In the Actual/Adjusted field, leave the default of Show Hours Credited to This Period Only.

6 In the Output Format field, leave the default of Adobe Acrobat Document (pdf).

7 Click Run Report.

Result: The Check Report Status page is displayed.

8 Click Refresh Status until Complete is displayed in the Status column.

9 Click View Report.

10 Click (close) to close the report.

Important Information If you previously selected an option in the People field, that filter option remains active.



Activity: Sending and Printing Reports

Overview You can send a report as an email attachment or send it to a printer as needed.

Scenario You need to send the Time Detail report to Kenneth Johnson. Keep the same report setup.

Instructions Starting Point: Workspaces > Manage My Employees > Related Items > Reports

Step Action

1 Select the report and related criteria.

2 Click Email.

3 Enter [email protected].

4 Click OK.

5 Click Refresh Status until Complete is displayed in the Status column.

Important Information Be cautious when sending reports as email attachments. Reporting information is based on the access rights of the user creating the report, not the user receiving it.




Overview The process of finalizing timecards consists of timecard approval and sign-off. Typically, only payroll managers or their direct reports approve timecards.

Approval—conducted by employees and then by their managers. The approval prevents the employee from making further edits. Depending on your configuration, an employee can remove the approval to apply an edit if the manager has not yet approved the timecard.

Sign-off—conducted by the Payroll practitioner only. The sign-off prevents any further editing or totaling in the pay period.

The Finalizing Timecards Process

Stages and Descriptions The following table describes the stages required to finalize timecards.

Stage Description

1 Employees and managers complete timecard edits for the pay period.

2 Employees approve their own timecards. Managers approve their employees' approved timecards.

3 Once managers approve the timecards, the practitioner signs off on the timecards and prepares the data for transmission.

Note: Depending on the timecard-approval process adopted by your company, multiple levels of approval may be required.


Approvals prevent further edits to timecard information.

Approvals can include a single day or a range of dates, including future dates.

Only the person who gives approval or someone who has higher security rights can remove that approval.



Activity: Entering and Approving Timecards as an Employee

Overview Authorized employees and managers can access and update their own time and labor information by accessing the My Information workspace. Employees can also save and approve their own timecards.

Scenario Log on as Gary Walters and enter your own timecard information. Your schedule has supplied your daily hours, so you only need to indicate changes. Report vacation time on Monday and Tuesday of the previous pay period.

Instructions: Editing My Timecard Starting Point: Workspaces > My Information

Step Action

1 Log on as gwaltersXX.

2 In the Time Period field, select Previous Pay Period.

3 In the Hours Worked row for the second week, in the cell for Monday, highlight 8:00 and select Delete. Repeat this step for Tuesday.

4 In the second row for the second week, in the Pay Code field, click the down arrow and select Vacation.

5 In that same row, in the cell for Monday, select Full Sch. Repeat this step for Tuesday.

6 Click Save.

Result: A new row is available for additional entry.

Instructions: Approving My Timecard Starting Point: Workspaces > My Information

Step Action

1 In the Time Period field, leave the default of Previous Pay Period.

2 On the icon bar, click Approve Timecard.

3 Select Approve Timecard.

Result: The timecard color changes to light orange and becomes read-only.

4 Click Log Off.


After you approve your timecard, you can no longer edit it unless you remove the approval.

Once your manager approves it, the timecard is locked and cannot be edited by you until the approval is removed.



Activity: Approving Timecards as a Manager

Overview Your company may require multiple levels of timecard approval. For example, an employee, a supervisor, and a department manager may approve a timecard or a group of timecards, for any time period, one after the other. You can approve timecards from many of the QuickNavs. The Approve Timecards QuickNav displays approval data.

Each approval is recorded on the Sign-Offs & Approvals tab. The final sign-off by the practitioner locks the timecard to prevent further edits. Only a practitioner can remove the sign-off to make a change.

Scenario Your company has a manager who approves timecards before the timecards go to the Payroll practitioner for sign-off. Log on as Alan Riley, Gary Walters’s manager, and approve Gary’s timecard.

Instructions Starting Point: Workspaces > Manage My Employees

Step Action

1 Log on as arileyXX.

2 In the QuickNavs field, select Approve Timecards.

3 In the Time Period field, select Previous Pay Period and then click Apply.

4 Select Gary WaltersXX.

5 On the icon bar, click the down arrow and select Approve Timecard.

6 In response to the message to approve your selection, click Yes.

7 Click Refresh.

Result: The Manager Approval column displays a “1,” indicating that one manager approved the timecard for the previous pay period.

8 To display the approved records first, click the Manager Approval column heading.

9 Click Sign Out.


Employee approvals are indicated by a check mark in the Employee Approval column in the Approve Timecards QuickNav.

Manager approvals are indicated by a number in the Manager Approval column in the Approve Timecards QuickNav.

The colors on the timecard indicate different levels of approval.



Course Closing

Course Objectives Now that you have completed this course, you are prepared to do the following:

View and edit employee timecards.

Modify employee schedules.

Create ad hoc schedules.

Manage requests.

Run reports.

Finalize timecards.



Training Evaluation Please take a moment to complete the evaluation.

Enhanced Time & Attendance for ManagersB6857CF5-9810...ENHANCED TIME & ATTENDANCE FOR MANAGERS HANDOUT MANUAL Copyright 2015 ADP, LLC 12 V10051572261ET8 What Are Timecard Exceptions

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