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Employee Setup and Management

User Guide

User Guide

Insperity™, a trusted advisor to America’s best businesses for more than 26 years, provides an array of human resources and business solutions designed to help improve business performance.

Insperity and the compass icon, and the Inspiring Business Performance tagline are trademarks of Insperity, Inc.

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The information contained in this document is subject to change without notice. Nothing in this document should be construed as constituting an additional warranty. Insperity shall not be liable for technical or editorial errors or omissions contained in this document.

Copyright © 2018 Insperity.All Rights Reserved.

First Edition: January 26, 2018

1 Employee Setup and Management

User Guide

Contents1. Introduction.............................................................................................................................................6

2. Setting Up and Updating Employees Interfaced from an HR System.......................................................7

2.a. Bulk Assignments and Updates.........................................................................................................7

2.b. Individual Assignments and Updates................................................................................................8

2.c. Auto-Generated Assignments Made Within an HR System..............................................................9

3. Setting Up and Updating Employees Not Interfaced from an HR System..............................................10

3.a. Reviewing/Editing Employee Assignments.....................................................................................12

4. Detail of all Employee Setup/Management Pages.................................................................................13

4.a. User Update Page...........................................................................................................................13

4.a.a. Navigating to the User Update Page........................................................................................13

4.a.b. Reviewing the User Update Page.............................................................................................14

4.a.c. Setting Up User Security for New Employees...........................................................................16

4.a.d. Editing User Security................................................................................................................17

4.b. Employee Update Page...................................................................................................................18

4.b.a. Navigating to the Employee Update Page...............................................................................18

4.b.a.a. Missing Pay Group............................................................................................................18

Assigning a Pay Group................................................................................................................18

Reviewing/Editing a Pay Group Assignment..............................................................................19

4.b.a.b. Pay Group.........................................................................................................................19

Updating Pay Groups for Many Employees...............................................................................19

Reviewing/Editing a Pay Group Assignment..............................................................................19

4.b.a.c. Missing Supervisor Level...................................................................................................19

Assigning a Supervisor Level......................................................................................................20

Reviewing/Editing a Supervisor Level Assignment.....................................................................20

4.b.a.d. Supervisor.........................................................................................................................20

Assigning a Supervisor...............................................................................................................21

Reviewing/Editing a Supervisor Assignment..............................................................................21

4.b.a.e. Schedule Group.................................................................................................................21

Assigning a Schedule Group.......................................................................................................21


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Reviewing/Editing a Schedule Group Assignment.....................................................................22

4.b.a.f. Organization Level.............................................................................................................22

Assigning Organization Level Items............................................................................................22

Reviewing/Editing Organization Level Item Assignments..........................................................23

4.b.a.g. Accrual Group...................................................................................................................23

Assigning an Accrual Group.......................................................................................................23

Reviewing/Editing an Accrual Group Assignment......................................................................23

4.b.a.h. Accrual Plan......................................................................................................................24

Assigning Accrual Plans..............................................................................................................24

Reviewing/Editing Accrual Plan Assignments............................................................................24

4.a.b.i. Request Workflow Group..................................................................................................24

Assigning a Request Workflow Group........................................................................................25

Reviewing/Editing a Request Workflow Group Assignment......................................................25

4.c. Security Setup Page........................................................................................................................26

4.c.a. Navigating to the Security Setup Page.....................................................................................26

4.c.b. Reviewing the User Security Page – Properties Tab.................................................................27

4.c.c. Reviewing the User Security Page – Restrictions Tab...............................................................30

4.d. Employee Maintenance Pages........................................................................................................33

4.d.a. Pay Group Assignment.............................................................................................................33

Navigating to the Pay Group Assignment Area..............................................................................33

Assigning a Pay Group...................................................................................................................34

Editing a Pay Group Assignment....................................................................................................34

4.d.b. Supervisor Level Assignment...................................................................................................34

Navigating to the Supervisor Level Assignment Area....................................................................34

Assigning a Supervisor Level..........................................................................................................35

Editing a Supervisor Level Assignment...........................................................................................36

4.d.c. Supervisor Assignment.............................................................................................................36

Navigating to the Supervisor Assignment Area..............................................................................36

Assigning a Supervisor...................................................................................................................37

Editing a Supervisor Assignment....................................................................................................37

4.d.d. Schedule Group Assignment....................................................................................................38


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Navigating to the Schedule Group Assignment Area.....................................................................38

Assigning a Schedule Group...........................................................................................................38

Editing a Schedule Group Assignment...........................................................................................39

4.c.d. Organization Level Items Assignment......................................................................................39

Navigating to the Organization Level Page....................................................................................39

Assigning/Editing Organization Level Items...................................................................................40

4.c.e. Accrual Group Assignment.......................................................................................................40

Navigating to the Accrual Group Assignment Area........................................................................41

Assigning an Accrual Group...........................................................................................................41

Editing an Accrual Group Assignment............................................................................................41

4.c.f. Accrual Plan Assignment...........................................................................................................42

Navigating to the Accrual Plans Page.............................................................................................42

Assigning Accrual Plans..................................................................................................................42

Editing Accrual Plan Assignments..................................................................................................43

4.c.g. Request Workflow Group Assignment.....................................................................................43

Navigating to the Request Workflow Group Assignment Area......................................................43

Assigning/Editing the Request Workflow Group Assignment........................................................44

4.c.h. Badge Number Assignment......................................................................................................44

Navigating to the Badge Number Assignment Area.......................................................................44

Assigning a Badge Number............................................................................................................45

Editing a Badge Number Assignment.............................................................................................45

4.c.i. PBJ Identifier Assignment..........................................................................................................46

Navigating to the PBJ Identifier Field.............................................................................................46

Assigning/Editing a PBJ Identifier...................................................................................................47

4.c.j. Vehicle Assignment...................................................................................................................47

Navigating to the Vehicle Assignment Area...................................................................................47

Assigning a Vehicle........................................................................................................................48

Editing a Vehicle Assignment.........................................................................................................48

4.c.k. Labor Allocation Assignments..................................................................................................48

Navigating to the Labor Allocations Page......................................................................................49

Assigning Labor Allocations...........................................................................................................49


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Editing Labor Allocation Assignments............................................................................................50

4.c.l. Normal Hours/Period Assignment.............................................................................................50

Navigating to the Normal Hours/Period Field................................................................................50

Assigning/Editing Normal Hours/Period........................................................................................51

4.c.m. PTO Start Date Assignment.....................................................................................................51

Navigating to the PTO Start Date Field..........................................................................................51

Assigning/Editing the PTO Start Date.............................................................................................52

4.c.n. Time Zone Assignment.............................................................................................................52

Navigating to the Time Zone Field.................................................................................................52

Assigning/Editing the Time Zone Field...........................................................................................53

5. Terminating an Employee......................................................................................................................54

5.a. Terming an Employee Interfaced With the HR System...................................................................54

5.b. Terming an Employee Within Time and Attendance......................................................................54

6. Frequently Asked Questions..................................................................................................................56

6.a. I do not see an employee in the drop down list. Where are they?.................................................56

6.b. Is there a way to lessen the amount of employees in the display to select from when making assignments?.........................................................................................................................................56

6.c. I have a supervisor that reports to a supervisor at the same level. How do I make this assignment?...............................................................................................................................................................56

6.d. Why is it that when I select an employee in the drop down to review their User Profile, a different User Profile shows?...............................................................................................................................56

6.e. Why does my employee receive a “no pay period assigned” error when they log in?...................56

6.f. Is there a way for me to test an employee’s setup before they log in?...........................................56

6.g. Why am I not receiving alerts via e-mail?.......................................................................................57

6.h. I have a temporary/independently contracted employee who I created manually in Time and Attendance who is now hired with the company. Their name is listed twice in the drop down – is there a way to merge the two accounts together?.........................................................................................57


User Guide

1. IntroductionSetting up and maintaining employee settings for Insperity Time and Attendance is important for ensuring that users have the appropriate access to the system and that their time is calculated correctly. Workflows for doing so are largely dependent on company set up and individual preferences. It is therefore recommended to work closely with a Time and Attendance representative for the most appropriate and efficient options.

This guide is split into the below sections:

Setting Up and Updating Employees Interfaced from an HR system o An overview of the process for making and editing assignments for employees

interfaced from an HR system. Links in this section lead to the Employee Setup/Management Pages chapter, containing the specific steps to make and edit each assignment.

Setting Up and Updating Employees Not Interfaced from an HR system o An overview of the process for making and editing assignments for employees that have

not been interfaced from an HR system. Terminating an Employee

o Introduces the steps for terminating an employee. Detail of all Employee Setup/Management Pages

o Includes detail of all employee setup and employee management pages with steps for how to use them to apply, review, and edit assignments. Chapters two and three use links to refer to the content in this section.

Frequently Asked Questions o FAQs on the employee setup process.

In general, employees can be set up using three locations; Time and Attendance, an HR system, and/or sometimes Payroll. The charts introduced in chapter 2a and 2b indicate the items that may need to be set up for an employee in Time and Attendance and where they can be located. It is important to understand where each item is maintained for your company. Please contact your Time and Attendance representative if you have questions.


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2. Setting Up and Updating Employees Interfaced from an HR SystemEmployees in Time and Attendance are often interfaced through from an HR system once hired into the company. Additional set up of these employees may be required depending on the status of the implementation and company requirements.

Assignments and edits can be made in bulk, individually within Time and Attendance, and/or through an HR system. Please review the use of each method below and use the link to navigate to the most appropriate option.

Bulk Assignments and Updates o Used at the start of a project to set up all employees in the system at one time, often

introduced during the first Administrator Training with a Time and Attendance representative.

o Used to set up or update more than one employee at a time.o Used often a preferred place to set up a new employee as it allows for the administrator

to perform the majority of required set up from a single section of Time and Attendance.

Individual Assignments and Updates and Updates o Used to set up one employee at a time.o Used for required employee set up that is not available from the Bulk Assignment area.o Used for reviewing current assignments and making updates to most employee set up.

Auto-Generated Assignments Made Within an HR System o Used to apply a majority of required assignments to employees during the onboarding

process within an HR system that then flows through Time and Attendance via interface.

2.a. Bulk Assignments and UpdatesThis area of Time and Attendance is used for the following reasons:

At the start of a project to set up all employees in the system at one time, often introduced during the first Administrator Training with a Time and Attendance representative.

To set up or update more than one employee at a time. As a preferred place to set up a new employee as it allows for the Administrator to perform the

majority of required set up from a single section of Time and Attendance.

Below is a list of assignment options for employees. Requirements for this set up vary depending on system configuration, company specifics, and implementation status. Use the provided links to learn more about the page and how to assign or edit the assignment within Time and Attendance.

Type Required for system use?

Description


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Security Profile Yes Drives what a user can see and what actions they can take in the system. Includes username, password, security group, and additional user-specific restriction fields.

Pay Group Yes Contains the pay period assignment and all time calculation rules.

Supervisor Level Yes Establishes an employee’s level within the organizational hierarchy.

Supervisor Strongly Recommended

Assigns direct supervisor(s) to employee(s). Supervisors are often responsible for approving time off requests and timesheets.

Schedule Group No Attaches schedule rules to employee.Organization Level Items

No Assigns home organization level items for reporting, time allocation, and/or job costing purposes.

Accrual Group No Contains accrual plans which determine how employees earn time off.

Accrual Plan No Determines how employees earn time off.Request Workflow Group

No Used when multiple supervisor approvals are required for time off requests.

Unavailable Through Bulk Assignments (Must be Assigned Per Employee)Badge No Assigns a badge number when a hardware clock is in use.PBJ Identifier No Entry point for CMS-provided PBJ Identifier for tracking staffing

data on a quarterly basis.Vehicle No Attaches vehicle specifics for tracking mileage.Labor Allocations No Used when time allocation/job costing is logged to organization

level items, pay types, pay rates, and/or shift types via fixed percentages.

Normal Hours/Period

No Used for certain calculations within the system.

PTO Start Date No Used for calculating accruals in certain types of accrual plans.Time Zone No Establishes time zone for an individual employee, important for

accurate time recording when a company spans multiple time zones.

2.b. Individual Assignments and UpdatesThis area of Time and Attendance is used for the following reasons:

To set up one employee at a time. Required employee set up that is not available from the Bulk Assignment area. To review current assignments and make updates to most employee set up.

Below is a list of assignment options for employees. Requirements for this set up vary depending on system configuration, company specifics, and implementation status. Use the provided links to learn more about the page and how to assign or edit the assignment within Time and Attendance.

Type Required for Description


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system use?Security Profile Yes Drives what a user can see and actions they can take in the

system. Includes username, password, security group, and additional user-specific restriction fields.

Pay Group Yes Contains the pay period assignment and all time calculation rules.

Supervisor Level Yes Establishes an employee’s level within the organizational hierarchy.

Supervisor Strongly Recommended

Assigns direct supervisors to employee(s). Supervisors are often responsible for approving time off requests and timesheets.

Schedule Group No Attaches schedule rules to employee.Organization Level Items

No Assigns home organization level items for reporting, time allocation, and/or job costing purposes.

Accrual Group No Contains accrual plans which determine how employees earn time off.

Accrual Plan No Determines how employees earn time off.Request Workflow Group

No Used when multiple supervisor approvals are required for time off requests.

Badge No Assigns a badge number when a hardware clock is in use.PBJ Identifier No Entry point for CMS-provided PBJ Identifier for tracking staffing

data on a quarterly basis.Vehicle No Attaches vehicle specifics for tracking mileage.Labor Allocations No Used when time allocation/job costing is logged to organization

level items, pay types, pay rates, and/or shift types via fixed percentages.

Normal Hours/Period

No Used for certain calculations within the system.

PTO Start Date No Used for calculating accruals in certain types of accrual plans.Time Zone No Establishes time zone for an individual employee, important for

accurate time recording when a company spans multiple time zones.

2.c. Auto-Generated Assignments Made Within an HR System During the onboarding process, many assignments can often be made within your HR system, eliminating or significantly reducing the assignments to be made once in the Time and Attendance system.

This option may not turned on until a client is live with Time and Attendance, so alternate methods for employee set up may need to be used during implementation. Additionally, any edits to assignments originally made here may need to be made within Time and Attendance, or may need to be made in the HR system, depending on what HR system is being used.

For more information on what assignment options are available from HR and from where to edit an assignment, please contact a Time and Attendance representative.


User Guide

3. Setting Up and Updating Employees Not Interfaced from an HR System Some employees, such as those who are contracted or temporary, may not be paid through the company’s normal payroll but still need their time tracked. In these cases, the employees must be created manually within Time and Attendance and restricted from the payroll. For more information on this process, follow the steps below.

1. In the Main Navigation menu, open the Employee Maintenance folder. 2. Open the Employee Information subfolder. 3. Click on the Profile page.

The Profile page opens.4. Click the Add button.

The Detail View pop-up window launches.5. Fill out or edit the tabs with the applicable information as outlined below. Available fields are

dependent on company set up, and not all fields must be completed.a. Employee

i. Name – Employee name (required)ii. Pay Group – Contains the pay period assignment and all time calculation rules

(required)iii. Supervisor Level – Establishes level within organizational hierarchy (required)iv. Effective Date – The start date of the first pay period in which the employee is

active (required)v. PBJ Identifier – CMS-provided PBJ Identifier for tracking staffing data on a

quarterly basisb. Primary

i. Employee Number – Identification number. Recommended to choose a number that will not conflict with employees interfaced from the HR system. Often four digit numbers will work well here.

ii. Badge Number – Badge number for when clocks are in use (must be 9 digits in Time and Attendance - if less, front fill with zeros).

iii. SSN – Social Security number. This field is often left blank for security purposes and maintained only in the HR/Payroll systems.


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iv. Title – Job titlev. Time Zone – Establishes the time zone for an individual employee, important for

accurate time recording when a company spans multiple time zonesvi. Export Override – Determines whether or not the employee is a part of the

payroll export. Except when creating test employees, this should always be set to “Include Employee”, as this setting also controls end of period background processing for reporting purposes. Employees who should not be exported to payroll should instead be suppressed by assigning them to a unique Client ID which should be suppressed during the payroll process.

c. Employmenti. Employment Type – Employment type (ex. full time, part time, etc.)

ii. Hire/Re-Hire Date – Hire dateiii. Normal Hours/Period – Normal hours worked in a pay period, most often used

in certain holiday award calculationsiv. Pay Rate – Pay rate. This field is often left blank for security purposes and

instead maintained only in Payrollv. Pay Status – Pay status (ex. hourly, salary, etc.)

vi. Salary – Annual salary. This field is often left blank for security purposes and instead maintained in Payroll.

vii. Withholding – Withholding status (ex. required, exempt)viii. Work Shift – Shift code

d. Org Level – Displays the organization levels specific to the company. Select the employee’s home organization level items from these drop downs.

e. Supervisor – Supervisor assignment. Use the Supervisor drop down to select the

supervisor, and click the green plus button to add the selected supervisor to the employee.

A pop-up window will launch that asks “Assign yourself as a supervisor to this employee?” Click OK to add the loved in user as a supervisor, or click Cancel to return to the new employee wizard.

f. Groupsi. Request Workflow Group – Assigned when multiple supervisor approvals are

required for time off requestsii. Schedule Group – Contains schedule rules for an employee

iii. Vehicle – Vehicle specifics for tracking mileage iv. Accrual Group – Determines how employees earn time off

g. Securityi. User Name – User name

ii. Password – Password (case-sensitive)iii. Confirm Password – Reenter password (case-sensitive)


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iv. Authentication – How the login should occur (TimeStar, TimeStar – Strong Passwords, LDAP, or Windows. This will typically remain set to the default of TimeStar – Strong Passwords).

v. E-mail Address – E-mail address, especially important for alerts and requestsvi. Generate exceptions at login – Determines whether or not to generate alerts

upon login. This should most often be set to “Yes”. vii. Force user to change password at next login – Forces the user to change their

password at the next login. It is recommended that this is set to “Yes”. viii. Company Memberships – Default company in which the user belongs. If not

already assigned, select only one company from the right box and use the double left arrow button to complete the assignment.

ix. Group Memberships – Security Group in which the user belongs. Select only one Security Group from the right box and use the double left arrow button to complete the assignment.

6. Click Save. If any sections are not completed, a pop-up window will launch stating which tabs were not changed. Click OK to complete the employee creation process.

Additional employee assignments may also be made from separate screens. Please see the sections “Security Setup Page “and “Employee Maintenance Pages” within this guide for additional options.

3.a. Reviewing/Editing Employee Assignments To edit the aforementioned assignments for employees that have not been interfaced from the HR system, two options are available:

1. In the Profile page where the original assignments were made, click the Update button. The Detail view window will open. Move thorough the tabs as needed, making any necessary updates. When finished, click Save.

2. Use the “Employee Maintenance Pages” chapter to find the assignment(s) to update and follow the steps in the edit section(s).


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4. Detail of all Employee Setup/Management PagesThis portion of this guide goes into depth on all employee setup pages mentioned in previous sections. Each section is split in to an overview of the page, and steps for making those assignments on an employee or employees.

4.a. User Update PageThe User Update page is used for setting up security, usernames, passwords, and other user-specific information for new employees that have come through the interface from an HR system. This area is often only used at the start of a project. Once live with Time and Attendance, many of these settings may be made elsewhere and flow to Time and Attendance automatically.

4.a.a. Navigating to the User Update Page1. In the Main Navigation menu, open the Global Update folder. 2. Click on the User Update page.


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4.a.b. Reviewing the User Update Page

1. Employees – Lists the employees with no user profile assigned within the right box. Employees should be selected in groups from this list by the Security Group they will be assigned to moved to the left box for assignment using the double left arrow button.


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2. User Account Properties – Assigns the username and password format to the selected employees from step 1. Field definitions are below:

a. Username Format – Options for username format of the selected users. Options are below:

i. Employee Number – May be required when logging in from a different system (ex. Insperity Premier)

ii. First 6 Chars Of Last + First Init + Middle Initiii. First Initial + Last Name (recommended)iv. First Name + Last Initial v. First Name + Last Name (recommended)

vi. Last Name + First Initialvii. Social Security Number (no dashes)

viii. Social Security Number (w/dashes)ix. Badge

b. Trim Leading Zeros – To be selected when using employee and badge number username formats as the username if leading zeros exist.

c. Default Password – Original password format of the selected users. Options are below:i. Default password

ii. Lowercase usernameiii. Uppercase usernameiv. Custom password

d. Authentication – To be selected when using LDAP or Windows Authentication. Options are below:

i. LDAPii. TimeStar

iii. TimeStar – Strong Passwords (default)iv. Windows

e. Default Company – Default company. Typically remains unchanged. f. Max. Period View – Default for this setting is typically set in a separate area of the

system by the Time and Attendance representative and should therefore be left blank here.

g. Session Timeout – Default for this setting is typically set in a separate area of the system by the Time and Attendance representative and should therefore be left blank here.

h. Active? – Should be set to “Yes” for all new employeesi. User Lockout – Default for this setting is typically set in a separate area of the system by

the Time and Attendance representative and should therefore be left blank here.j. Restrict Access by IP Address? – Restricts selected users to login from specified IP

addresses only. k. Generate Exceptions at Login? – Generates alerts at login for the selected users. Should

be set to “Yes”.


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l. Access to All Companies? – Often set to “No,” except for administrators of multi-company setups. Company access typically selected in step 4.

m. Force Password Change at First Login? – Forces selected users to change their password upon first login. Should be set to “Yes”, but may need to be set to “No” if logging in from a different system (ex. Insperity Premier).

3. Employee List Filtering – Used to set a filter to the selected users’ employee list upon logging in. If the filter can be removed by the users, the Allow edits by user drop down should be set to “Yes”.

4. Company Memberships – Sets the company to which the selected users belong. This is typically set by default, but if it is not, available companies will be in the right box. Once selected, the

company should be moved to the left box for assignment using the double left arrow button.

5. Group Memberships – Lists available Security Groups for assignment within the right box. Only one Security Group should ever be selected at one time, therefore the highest appropriate security should be assigned. To do so, select the Security Group from the right box, and move it

to the left box for assignment using the double left arrow button. 6. Additional Tools

a. Print – Prints data displayed on the page

b. Online Help – Launches Time and Attendance online help for the User Profile page

4.a.c. Setting Up User Security for New EmployeesTo set up a new employee with a security profile, follow the steps below.

1. In the section Select Employees for Login Generation, choose employees in which to assign the security profile. Employees should be selected in groups by the Security Group they will be assigned to (ex. All supervisors selected at once).

a. Multiple employees can be chosen by holding down the Ctrl button on the keyboard during selection.

b. Use the double left arrow button to move the selected employees to the left box for security profile assignment.

2. Determine settings in the User Account Properties section. Definitions of each field can be found in section 2 of Reviewing the User Update Page. The most used, most important fields are listed below:

a. Username Formatb. Default Passwordc. Generate Exceptions at Logind. Force Password Change at First Login?

3. Set a filter if necessary under the Employee List Filtering section. This is used to set a filter to the selected users’ employee list upon logging in. If the filter can be removed by the users, the


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Allow edits by user drop down should be set to “Yes”. For more information on filters, see the Employee Filter section of the “General Navigation” User Guide.

4. In the section of Company Memberships, set the company to which the selected users belong. This is typically set by default, but if it is not, available companies will be in the right box. Once

selected, the company should be moved to the left box for assignment using the double left arrow button.

5. In the Group Memberships section, only one Security Group should ever be selected at one time, therefore the highest appropriate security should be assigned. To do so, select the Security

Group from the right box, and move it to the left box for assignment using the double left arrow button.

6. Click Save.7. Repeat steps 1-6 for all remaining employees.

Additional restrictions can also be placed on a user profile, including allowable Pay Types and Organization Level Items. See the “Security Setup Page” section for more information.

4.a.d. Editing User Security To edit User Security including username, passwords, security groups, and more, see the Security Setup Page section of this guide.


https://tsstatic.insperity.com/resourcecenter/v8/FAQ/documents/User%20Guide%20-%20General%20Navigation.docx#Employee_Filter_Steps

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4.b. Employee Update PageThe Employee Update page is used for setting up Pay Groups, Supervisor Levels, Supervisors, Schedule Groups, Organization Levels, Accrual Groups, and Accrual Plans for new employees that have come through the interface from an HR system. This section of Time and Attendance allows for many employees to be set up at one time. It is often used only at the start of the project, and may be set up using an HR system during the onboarding process once live with Time and Attendance.

4.b.a. Navigating to the Employee Update Page1. In the Main Navigation menu, open the Global Update folder. 2. Click on the User Update page.

3. Use the Select a Function drop down at the top right of the Employee Update screen to select the appropriate assignment function(s). The sections below explore each option.

4.b.a.a. Missing Pay GroupPay Groups contain the pay period assignment and all time calculation rules. It is therefore a required assignment. The Missing Pay Group option will show all employees who do not have a Pay Group assigned, so it is best used when making initial Pay Group assignments. To change a Pay Group for multiple employees at once, visit the “Pay Group” portion of this section. To assign a Pay Group to a single employee, the steps in the “Assigning Pay Group” section of this guide may also be used if preferred.

Assigning a Pay Group 1. If not yet on the Missing Pay Group section of the Employee Update page, follow the steps in

the “Navigating to the Employee Update Page” section, ensuring the “Missing Pay Group” option is selected from the Select a Function drop down on Step 3.

2. Use the Pay Group drop down to select the Pay Group to assign. 3. Ensure the Effective/Stop Date fields have the Effective field completed with the appropriate

date. This date should always be at the start of a pay period that is specific to the Pay Group selected, and will default to the start of the current pay period displaying at the top right of the system.

4. Select employees to be assigned to the selected Pay Group within the right box, and move them

to the left box for assignment using the double left arrow button. Multiple employees can be chosen by holding down the Ctrl button on the keyboard during selection.


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5. Click Save. 6. Repeat steps 2-5 for remaining employees and Pay Groups.

Reviewing/Editing a Pay Group Assignment To edit a Pay Group assignment, visit the “Editing a Pay Group” section of this guide.

4.b.a.b. Pay GroupPay Groups contain the pay period assignment and all time calculation rules. It is therefore a required assignment. The “Pay Group” area of the Employee Update Page is best used to update Pay Groups for many of employees. To make the initial Pay Group assignments for a group of employees, it is best to use the Missing Pay Group option, explained in the “Missing Pay Group” section of this guide. To assign a Pay Group to a single employee, the steps in the “Assigning Pay Group” section of this guide may also be used.

Updating Pay Groups for Many Employees 1. If not yet on the Pay Group section of the Employee Update page, follow the steps in the

“Navigating to the Employee Update Page” section, ensuring the “Pay Group” option is selected from the Select a Function drop down on Step 3.

2. Use the Pay Group drop down to select the Pay Group to assign. 3. Ensure the Effective/Stop Date fields have the Effective field completed with the appropriate

date. This date should always be at the start of a pay period that is specific to the Pay Group selected, and will default to the start of the current pay period displaying at the top right of the system.

4. Select employees to be assigned to the selected Pay Group within the right box, and move them


5. Click Save. 6. Repeat steps 2-5 for remaining employees and Pay Groups.

Reviewing/Editing a Pay Group Assignment To edit a Pay Group assignment, visit the “Editing a Pay Group Assignment ” section of this guide.

4.b.a.c. Missing Supervisor Level Supervisor Levels establish a level for an employee within the organizational hierarchy. It is therefore a required assignment. The Missing Supervisor Level option will show all employees who do not have a Supervisor Level assigned. After the initial assignment at the start of a project, it is likely that this assignment is made automatically, assuming most employees are beginning at the company at the lowest Supervisor Level. To update this assignment, see the “Editing a Supervisor Level” section of this


User Guide

guide. To assign a Supervisor Level to a single employee when necessary within Time and Attendance, the steps in the “Assigning a Supervisor Level” section of this guide may also be used.

Assigning a Supervisor Level1. If not yet on the Missing Supervisor Level section of the Employee Update page, follow the steps

in the “Navigating to the Employee Update Page” section, ensuring the “Missing Supervisor Level” option is selected from the Select a Function drop down on Step 3.

2. Use the Supervisor Group drop down to select the level to assign. 3. Ensure the Effective/Stop Date fields have the Effective field completed with the appropriate

date. This date should always be at the start of the earliest active pay period that is assigned to any employees being selected, and will default to the start of the current pay period displaying at the top right of the system.

4. Select the appropriate option from the View Limit Preference drop down. This setting is used to dictate how far down the organizational chain the selected employees will see. This is usually set to the maximum amount (Direct Reports + [Max] levels down), meaning, in other words, that a high-level manager would be able to see the time of all employees down to the base level.

5. Select the appropriate option from the Alert Limit Preference drop down. This setting is used to determine from how far down the organizational chain the selected supervisors will receive alerts. This is usually set to the minimum amount (Direct Reports), meaning, in other words, that a high-level manager would only receive alerts from employees that directly report to them.

6. Select employees to be assigned to the selected Supervisor Level within the right box, and move

them to the left box for assignment using the double left arrow button. Multiple employees can be chosen by holding down the Ctrl button on the keyboard during selection.

7. Click the Save button. 8. Repeat steps 2-7 for remaining employees and Supervisor Levels.

Reviewing/Editing a Supervisor Level Assignment To edit a Supervisor Level assignment, visit the “Editing a Supervisor Level Assignment” section of this guide.


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4.b.a.d. SupervisorThe Supervisor assignment is used to assign supervisor(s) to employee(s). Supervisors are often responsible for approving time off requests and timesheets. This is a strongly recommended assignment to make. Unlike some of the other areas in the Employee Update section of the Time and Attendance system, the Supervisor option does NOT filter employees who have already been assigned to a supervisor, so it is important to keep track of completed assignments during the initial bulk setup process. To assign a Supervisor to a single employee, the steps in the “Assigning a Supervisor” section of this guide may also be used.

Assigning a Supervisor 1. If not yet on the Supervisor section of the Employee Update page, follow the steps in the

“Navigating to the Employee Update Page” section, ensuring the “Supervisor” option is selected from the Select a Function drop down on Step 3.

2. Ensure that the Assignment Action drop down is set to “Add”. a. This drop down can also be used to do the following:

i. Change – Specify a new assignment, stopping all current assignments excluding those with the same effective date.

ii. Delete – Choose an existing assignment and delete it.iii. Replace – Choose an existing assignment to stop, and specify a new assignment

to replace it with.iv. Stop – Choose an existing assignment and stop it.

3. Complete the Effective Date field with the start date for the assignment. This field will default to the start of the current pay period displaying at the top right of the system.

4. The New Stop Date field should be completed if an existing assignment is being stopped using the “Stop” assignment action.

5. Use the Depth/Org Level drop down to filter the employee list if needed.6. Select employees to be assigned to the selected Supervisor within the right box, and move them


7. Click Save. 8. Repeat steps 2-7 for remaining employees and Supervisors.

Reviewing/Editing a Supervisor Assignment To edit a Supervisor assignment, visit the “Editing a Supervisor Assignment” section of this guide.

4.b.a.e. Schedule Group The Schedule Group assignment is used to assign schedules to employee(s). This is not a required assignment unless Schedules are being used. Unlike some of the other areas in the Employee Update


User Guide

section of the Time and Attendance system, the Schedule Group option does NOT filter employees who have already been assigned to a schedule, so it is important to keep track of completed assignments during the initial bulk setup process. To assign a Schedule Group to a single employee, the steps in the “Assigning a Schedule Group” section of this guide may also be used.

Assigning a Schedule Group1. If not yet on the Schedule Group section of the Employee Update page, follow the steps in the

“Navigating to the Employee Update Page” section, ensuring the “Schedule Group” option is selected from the Select a Function drop down on Step 3.

2. Use the Schedule Group drop down to select the Schedule Group to assign. If the schedule groups are not yet available, they can be created by following the steps in the “Creating a Schedule Group” section of the Schedules User Guide.

3. Ensure the Effective/Stop Date fields have the Effective field completed with the start date for the assignment. This field will default to the start of the current pay period displaying at the top right of the system.

4. Select employees to be assigned to the selected Schedule Group within the right box, and move


5. Click Save. 6. Repeat steps 2-5 for remaining employees and Schedule Groups.

Reviewing/Editing a Schedule Group Assignment To edit a Supervisor Level assignment, visit the “Editing a Schedule Group Assignment ” section of this guide.

4.b.a.f. Organization Level The Organization Level Item assignment is used to assign home organization level items to employee(s). This is not a required assignment unless Organization Level Items are being used, and often is assigned automatically using an interfaced HR system. Unlike some of the other areas in the Employee Update section of the Time and Attendance system, the Organization Level option does NOT filter employees who have already been assigned to organization level items, so it is important to keep track of completed assignments during the initial bulk setup process. To assign Organization Level Items to a single employee, the steps in the “Assigning/Editing Organization Level Items” section of this guide may also be used.

Assigning Organization Level Items1. If not yet on the Organization Level section of the Employee Update page, follow the steps in

the “Navigating to the Employee Update Page” section, ensuring the “Organization Level” option is selected from the Select a Function drop down on Step 3.

2. Use the Depth/Org Level drop down to select the Organization Level to select items from.


https://tsstatic.insperity.com/resourcecenter/v8/FAQ/documents/User%20Guide%20-%20Schedules.docx#SchedulesScheduleGroup

https://tsstatic.insperity.com/resourcecenter/v8/FAQ/documents/User%20Guide%20-%20Schedules.docx#SchedulesScheduleGroup

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The drop down adjacent to the Depth/Org Level drop down will change accordingly to include the items within the depth/org level selected.

3. Use the drop down adjacent to the Depth/Org Level drop down to select the org level item to assign.

4. Ensure the Effective/Stop Date fields have the Effective field completed with the start date for the assignment. This field will default to the start of the current pay period displaying at the top right of the system.

5. Select employees to be assigned to the selected Org Level Item within the right box, and move


6. Click Save. 7. Repeat steps 2-6 for remaining employees and Org Level Depths and Items.

Reviewing/Editing Organization Level Item Assignments To edit Organization Level Item assignments, visit the “Assigning/Editing Organization Level Items Assignment” section of this guide.

4.b.a.g. Accrual GroupThe Accrual Group assignment is used to assign an Accrual Group to employee(s). This is not a required assignment unless Accrual Groups are being used. Once an Accrual Group is assigned, earnings begin immediately, so assignments are often only made once the system is live and initial balances are imported. Please coordinate appropriate timing with your Time and Attendance representative. Unlike some of the other areas in the Employee Update section of the Time and Attendance system, the Accrual Group option does NOT filter employees who have already been assigned to an Accrual Group, so it is important to keep track of completed assignments during the initial bulk setup process. To assign an Accrual Group to a single employee, the steps in the “Assigning an Accrual Group” section of this guide may also be used.

Assigning an Accrual Group 1. If not yet on the Accrual Group section of the Employee Update page, follow the steps in the

“Navigating to the Employee Update Page” section, ensuring the “Accrual Group” option is selected from the Select a Function drop down on Step 3.

2. Use the Accrual Group drop down to select the Accrual Group to assign.3. Select employees to be assigned to the selected Accrual Group within the right box, and move


4. Click Save. 5. Repeat steps 2-4 for remaining employees and Accrual Groups.


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Reviewing/Editing an Accrual Group AssignmentTo edit an Accrual Group assignment, visit the “Editing an Accrual Group Assignment” section of this guide.

4.b.a.h. Accrual PlanThe Accrual Plan assignment is used to assign an Accrual Plan to employee(s). This is not a required assignment unless Accrual Plans are being used. Once an Accrual Plan is assigned, earnings begin immediately, so assignments are often only made once the system is live and initial balances are imported. Please coordinate appropriate timing with your Time and Attendance representative. Unlike some of the other areas in the Employee Update section of the Time and Attendance system, the Accrual Plan option does NOT filter employees who have already been assigned to an Accrual Plan, so it is important to keep track of completed assignments during the initial bulk setup process. To assign Accrual Plans to a single employee, the steps in the “Assigning Accrual Plans” section of this guide may also be used.

Assigning Accrual Plans1. If not yet on the Accrual Plan section of the Employee Update page, follow the steps in the

“Navigating to the Employee Update Page” section, ensuring the “Accrual Plan” option is selected from the Select a Function drop down on Step 3.

2. Use the Accrual Plan drop down to select the Accrual Plan to assign. 3. Use the Action drop down to choose whether to “Add to existing plans” or “Replace all existing

plans”.4. Select employees to be assigned to the selected Accrual Plan within the right box, and move


5. Click Save. 6. Repeat steps 2-5 for remaining employees and Accrual Plans.

Reviewing/Editing Accrual Plan Assignments To edit an Accrual Plan assignment, visit the “Editing Accrual Plan Assignments” section of this guide.

4.a.b.i. Request Workflow GroupThe Request Workflow Group assignment is used to assign a request workflow to employee(s). This is not a required assignment unless Request Workflow Groups are being used. Unlike some of the other areas in the Employee Update section of the Time and Attendance system, the Request Workflow Group option does NOT filter employees who have already been assigned to a request workflow group, so it is important to keep track of completed assignments during the initial bulk setup process. To assign an Request Workflow Group to a single employee, the steps in the “Assigning/Editing a Request Workflow Group” section of this guide may also be used.


User Guide

Assigning a Request Workflow Group1. If not yet on the Request Workflow Group section of the Employee Update page, follow the

steps in the “Navigating to the Employee Update Page” section, ensuring the “Request Workflow Group” option is selected from the Select a Function drop down on Step 3.

2. Use the Request Workflow Group drop down to select the Request Workflow Group to assign. 3. Select employees to be assigned to the selected Request Workflow Group within the right box,

and move them to the left box for assignment using the double left arrow button. Multiple employees can be chosen by holding down the Ctrl button on the keyboard during selection.

4. Click Save. 5. Repeat steps 2-4 for remaining employees and Request Workflow Groups.

Reviewing/Editing a Request Workflow Group AssignmentTo edit a Request Workflow Group assignment, visit the “Assigning/Editing a Request Workflow Group” section of this guide.


User Guide

4.c. Security Setup PageThe Security Setup page is most often used for editing up security, username, password, and other user-specific information, if this information is maintained within Time and Attendance. If any of these assignments are maintained within the HR system, that information must be edited there, or it will be overridden. Additionally, many of these items may be set in Group Security as a default by your Time and Attendance representative. If this is the case, the Security Group that is attached will contain all pertinent settings, therefore meaning that they do not need to be set within the individual’s User Security page. Please contact your Time and Attendance representative if you have questions as to where and/or which items should be edited.

4.c.a. Navigating to the Security Setup Page1. Use the main employee drop down to select the employee whose Security Setup is to be

reviewed/edited.2. In the Main Navigation menu, open the Security Setup folder. 3. Click on the User Security page.


User Guide

4.c.b. Reviewing the User Security Page – Properties Tab

1. Tab Selection – Properties or Restrictions options can be selected here. This section will explore the items included within the Properties tab.

2. User Properties – Information for the user within the Select User drop down shown in box 5 above. Field definitions are below.

a. Username – Username of the selected user. b. Password – Use the link to reset the password if passwords are maintained directly

within Time and Attendance. If passwords are maintained within the HR system, it is important to edit them there or the changes made here will be overridden.

c. Default Company – Selected user’s default company. d. Employee – Employee attached to the selected user. e. Authentication – To be selected when using LDAP or Windows Authentication. Options

are below:i. LDAP

ii. TimeStar


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iii. TimeStar – Strong Passwords – Default iv. Windows

f. Max. Period View – Default is typically set in a separate area of the system by the Time and Attendance representative and can therefore be left blank here.

g. Session Timeout – Default is typically set in a separate area of the system by the Time and Attendance representative and can therefore be left blank here.

h. E-mail Address – E-mail address of the user, important for users who must receive Time and Attendance alerts by e-mail.

i. Active? – Marks if the user profile is active. An inactive profile will disallow the user from logging in. Terminating an employee will automatically deactivate the user profile.

j. Prevent Impersonate/Password change – Hides the impersonate button for the selected user, and disallows them from accessing the password change area of Time and Attendance.

k. Restrict Access by IP Address or DNS – Restricts selected users to login from only specified IP addresses. If IP restrictions should apply to a large group of employees at once, these items can be maintained via User Security Group instead by your Time and Attendance Representative.

i. Manage Restrictions – This link will open a pop-up window to establish allowable IP addresses. If this list should apply to more than one user, it is best to create this list within the Group Security section of Time and Attendance, (typically maintained by your Time and Attendance representative) and then assigned via User Security Group.

l. Generate Exceptions at Login? – Generates alerts at login for the selected users. This item can be maintained via User Security Group, as well, if this should be applied to many employees at once.

m. Access to All Companies? – Often set to “No” except for Administrators of multi-company setups, with company access typically selected in box 3 in the screenshot above.

n. Force Password Change at First Login? – Forces selected users to change password upon first login. Should be set to “Yes”, but should be set to “No” when logging in through other means (an HR system, LDAP, Windows Authentication).

o. Delete saved favorites – Removes user’s saved favorites upon each new login.p. Mobile Profile – Attaches a mobile profile for those who require access to the mobile

application. For more information on this setup, please see the “Insperity Mobile Time and Attendance Application Setup” User Guide.

3. Company Memberships – The Company to which the selected user belongs is within the left box.

Available companies for assignment are within the right box. The double arrow button should be used to remove/assign a new Company to/from the right box.

4. Group Memberships – The Security Group to which the selected user is assigned is located within the left box. Available Security Groups for assignment are within the right box. Only one


User Guide

Security Group should ever be selected at one time, therefore the highest appropriate security

should be assigned. The double arrow buttons can be used to remove/assign a new Security Group to/from the right box.

5. User Selection and Additional Toolsa. Select User drop down – Used to view the Security Profile of the user selected here.

Alternatively, the user may also select the employee name from the main Time and Attendance Employee drop down, which will adjust the selected user automatically. If, however, the User Profile is not yet created for the selected employee, the selected user will not match.

b. Show Inactive check box – When checked, the drop down list is updated to include inactive users for selection.

c. Print – Prints data displayed on the page

d. Online Help – Launches Time and Attendance online help for the User Profile page


User Guide

4.c.c. Reviewing the User Security Page – Restrictions Tab

1. Tab Selection – Properties or Restrictions options can be selected here. This section will explore the items included within the Restrictions tab.

2. User Restrictions – User information for the user within the Select User drop down shown in box 3 above. If any of the below fields should apply to a large group of employees at once, these items can instead be maintained via User Security Group, typically by your Time and Attendance Representative.

a. Employee List Filtering – Sets a filter to the selected user’s employee list upon login. If the filter can be removed by the user, the Allow edits by user drop down should be set to “Yes”.


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b. Pay Type Access Restrictions – Restricts selected user to accessing only selected Pay

Types. Available Pay Types are within the right box. The double arrow buttons can be used to remove/assign a Pay Type to/from the right box. Multiple Pay Types can be chosen by holding down the Ctrl button on the keyboard during selection.

c. Restrict Future Pay Types – Restricts the selected employee from entering hours to Pay Types listed in the left box to any future dates.

d. Org Level Access Restrictions – Restricts the selected user to accessing only selected organization level items. To set or edit the restrictions, follow the below steps:

i. Select the Company from the Company drop down if necessary. ii. Select the Depth form the Depth drop down.

The boxes of assigned and available options below the drop downs will change accordingly to include the items within the depth/org level selected.

iii. Select the appropriate permissions from the Permissions drop down. Options include:

1. All Items – Allows access to all items within the depth selected.2. Home Items Only – Allows access to only home organization level items

within the depth selected.3. Disallow All Access – Disallows access to all organization level items

within the depth selected.4. Selected Org Level Items – Allows access to only the assigned

organization level items within the depth selected. When this option is chosen, the user must use the boxes immediately below the drop down to choose the organization level items to restrict access to. Available

organization level items are within the right box. The double arrow buttons can be used to remove/assign an item to/from the right box. Multiple items can be chosen by holding down the Ctrl button on the keyboard during selection.

iv. Repeat steps i. through iii. until all organization level item restrictions are assigned/edited as needed.

e. Org Level Comment Required – Forces the selected user to place in a comment when allocating time to any organization level items specified in this section. To set or edit the restrictions, follow the below steps:

i. Select the Company from the Company drop down if necessary. ii. Select the Depth form the Depth drop down.

The boxes of assigned and available options below the drop downs will change accordingly to include the items within the depth/org level selected.

iii. Select the organization level items for which the forced comments will apply.

Available organization level items are within the right box. The double arrows button can be used to remove/assign an item to/from the right box.


User Guide

Multiple items can be chosen by holding down the Ctrl button on the keyboard during selection.

iv. Repeat steps i. through iii. Until all organization level item restrictions are assigned/edited as needed.

3. User Selection and Additional Toolsa. Select User drop down – Used to view the Security Profile of the user selected here.

Alternatively, the user may also select the employee name from the main Time and Attendance Employee drop down, which will adjust the selected user automatically. If, however, the User Profile is not yet created for the selected employee, the selected user will not match.

b. Print – Prints data displayed on the page

c. Online Help – Launches Time and Attendance online help for the User Profile page


User Guide

4.d. Employee Maintenance PagesThe Employee Maintenance pages are used for setting up all items for a single employee at time, as well as making edits to all assignments except Security Profile-related items. These assignments may not be required, may be assigned within the HR system, or may be assigned automatically via Time and Attendance defaults. Please contact your Time and Attendance representative if you have questions as to where each item should be edited.

4.d.a. Pay Group AssignmentThe Pay Group assignment contains the pay period and all time calculation rules for an employee. It is therefore a required assignment. To assign the Pay Group to a single employee at a time or to review/edit a Pay Group assignment, review this section. For assigning Pay Groups to more than one employee at a time, follow the steps in the “Assigning a Pay Group (Initial Assignment)” section of this guide.

Navigating to the Pay Group Assignment Area1. Use the main employee drop down to select the employee whose Pay Group is to be

reviewed/edited. 2. In the Main Navigation menu, open the Employee Maintenance folder. 3. Open the Employee Assignments subfolder.4. Click on the Groups page.

The Groups page opens.5. Ensure the Pay Group tab is open.


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Assigning a Pay Group1. If not yet on the page of Time and Attendance containing the Pay Group assignment area with

the appropriate employee selected, follow the steps in the “Navigating to the Pay Group Assignment Area” section.

2. Click on the Add New drop down and fill in the fields defined below:a. Pay Group – Pay Group to be assigned to the selected employee. b. Effective Date – Effective date of the Pay Group assignment.c. Stop Date – Stop date of the Pay Group assignment. This is not a required field and may

be left blank. 3. Click Save.

Editing a Pay Group Assignment1. If not yet on the page of Time and Attendance containing the Pay Group assignment area with

the appropriate employee selected, follow the steps in the “Navigating to the Pay Group Assignment Area” section.

2. The current assignment will be located on the left half of the page. Follow steps 2-3 of the “Assigning a Pay Group” section to change the current assignment. Use the same effective date as the current assignment to override an incorrect assignment, or use a new effective date if the employee will simply be switching Pay Groups.If the new assignment does not display in place of the old assignment, move the Pay Period forward to the Pay Period that contains the new Pay Group’s effective date. This will allow for a confirmation of the update.

4.d.b. Supervisor Level AssignmentThe Supervisor Level assignment establishes a level for an employee within the organizational hierarchy. It is therefore a required assignment. After the initial assignment at the start of a project, it is likely that this assignment is made automatically, assuming most employees are beginning at the company at the lowest Supervisor Level. To assign the Supervisor Level to a single employee at a time or to review/edit a Supervisor Level assignment, review this section. For assigning Supervisor Levels to more than one employee at a time, follow the steps in the “Assigning a Supervisor Level” section of this guide.

Navigating to the Supervisor Level Assignment Area1. Use the main employee drop down to select the employee whose Supervisor Level is to be

reviewed/edited. 2. In the Main Navigation menu, open the Employee Maintenance folder. 3. Open the Employee Assignments subfolder.4. Click on the Supervisors page.


User Guide

The Supervisor page opens.5. Open the Supervisor Level Assignments tab.

Assigning a Supervisor Level1. If not yet on the page of Time and Attendance containing the Supervisor Level section with the

appropriate employee selected, follow the steps in the “Navigating to the Supervisor Level Assignment Area” assignment area.

2. Click on the Add New drop down and fill in the fields defined below:a. Supervisor Group – Level to assignb. Effective Date – Effective date of the Supervisor Level assignmentc. Stop Date – Stop date of the Supervisor Level assignment. This is not a required field

and may be left blank. d. View Limit Preference – Dictates how far down the organizational chain the selected

employees will see. This is usually set to the maximum amount (Direct Reports + [Max] levels down), meaning, in other words, that a high-level manager would be able to see the time of all employees down to the base level.

e. Alert Limit Preference – Determines from how far down the organizational chain the selected supervisors will receive alerts. This is usually set to the minimum amount (Direct Reports), meaning, in other words, that a high-level manager would only receive alerts from employees that directly report to them.

3. Click Save.


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Editing a Supervisor Level Assignment1. If not yet on the page of Time and Attendance containing the Supervisor Level assignment area

with the appropriate employee selected, follow the steps in the “Navigating to the Supervisor Level Assignment Area” section.

2. The current assignment will be located on the left half of the page. Directly edit any of the following fields as necessary.

a. Supervisor Group – Level to assignb. Effective Date – Effective date of the Supervisor Level assignmentc. Stop Date – Stop date of the Supervisor Level assignment. This is not a required field

and may be left blank. d. View Limit Preference – Dictates how far down the organizational chain the selected

employees will see. This is usually set to the maximum amount (Direct Reports + [Max] levels down), meaning, in other words, that a high-level manager would be able to see the time of all employees down to the base level.

e. Alert Limit Preference – Determines from how far down the organizational chain the selected supervisors will receive alerts. This is usually set to the minimum amount (Direct Reports), meaning, in other words, that a high-level manager would only receive alerts from employees that directly report to them.

3. Click Save.

4.d.c. Supervisor AssignmentThe Supervisor assignment attaches supervisor(s) to an employee. Supervisors are often responsible for approving requests and timesheets. This is a strongly recommended assignment to make. To assign the Supervisor to a single employee at a time or to review/edit a supervisor assignment, review this section. For assigning supervisors to more than one employee at a time, follow the steps in the “Assigning a Supervisor” section of this guide.

Navigating to the Supervisor Assignment Area1. Use the main employee drop down to select the employee whose direct Supervisor is to be

reviewed/edited. 2. In the Main Navigation menu, open the Employee Maintenance folder. 3. Open the Employee Assignments subfolder.4. Click on the Supervisors page.


User Guide

The Supervisor page opens.5. Ensure the Supervisor Assignments tab is open.

Assigning a Supervisor1. If not yet on the page of Time and Attendance containing the supervisor assignment area with

the appropriate employee selected, follow the steps in the “Navigating to the Supervisor Assignment Area” section.

2. Click on the Supervisor drop down at the top right of the page, and select the supervisor to

assign. Then click the Plus button. If more than one direct supervisor exists for the employee, repeat this step for the additional supervisor(s). The supervisor(s) will add into the main portion of the page.

3. If necessary, update the Effective Date field. The Stop Date field is optional. 4. Click Save.

Editing a Supervisor Assignment1. If not yet on the page of Time and Attendance containing the supervisor assignment area with

the appropriate employee selected, follow the steps in the “Navigating to the Supervisor Assignment Area” section.

2. The current assignment will be located on the main portion of the page. a. To remove a supervisor, either place in a stop date in the Stop field, or use the Delete

button. b. To add a supervisor, follow steps 3-5 in the “Assigning a Supervisor” section.

3. Click Save.


User Guide

4.d.d. Schedule Group AssignmentThe Schedule Group assignment is used to assign schedules to employee(s). This is not a required assignment unless Schedules are being used. To assign a Schedule Group to a single employee at a time or to review/edit a Schedule Group assignment, review this section. For assigning Schedule Groups to more than one employee at a time, follow the steps in the “Assigning a Schedule Group” section of this guide.

Navigating to the Schedule Group Assignment Area1. Use the main employee drop down to select the employee whose Schedule Group is to be


The Groups page opens.5. Open the Schedule Group tab.

Assigning a Schedule Group1. If not yet on the page of Time and Attendance containing the Schedule Group assignment area

with the appropriate employee selected, follow the steps in the “Navigating to the Schedule Group Assignment Area” section.

2. Click on the Add New drop down and fill in the fields defined below:a. Schedule Group – Schedule Group to be assigned to the selected employee. b. Effective Date – Effective date of the Schedule Group assignment.


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c. Stop Date – Stop date of the Schedule Group assignment. This is not a required field and may be left blank.

3. Click Save.

Editing a Schedule Group Assignment1. If not yet on the page of Time and Attendance containing the Schedule Group assignment area

with the appropriate employee selected, follow the steps in the “Navigating to the Schedule Group Assignment Area” section.

2. The current assignment will be located on the left half of the page. Follow steps 2-4 of the “Assigning a Schedule Group” section to change the current assignment. Use the same effective date as the current assignment to override an incorrect assignment, or use a new effective date if the employee will simply be switching Schedule Groups.If the new assignment does not display in place of the old assignment, move the Pay Period forward to the Pay Period that contains the new Schedule Group’s effective date. This will allow for a confirmation of the update.

4.c.d. Organization Level Items AssignmentThe Organization Level assignment is used to assign home organization level items to employee(s). This is not a required assignment unless Organization Levels are being used, and often is assigned automatically using an interfaced HR system. To assign Organization Level Items to a single employee at a time or to review/edit Organization Level Item assignments, review this section. For assigning Organization Level Items to more than one employee at a time, follow the steps in the “Assigning Organization Level Items” section of this guide.

Navigating to the Organization Level Page1. Use the main employee drop down to select the employee whose Organization Level Items are

to be reviewed/edited. 2. In the Main Navigation menu, open the Employee Maintenance folder. 3. Open the Employee Assignments subfolder.4. Click on the Org Levels page.


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Assigning/Editing Organization Level Items1. If not yet on the page of Time and Attendance containing the Organization Level Items with the

appropriate employee selected, follow the steps in the “Navigating to the Organization Level Page” section.

2. The current assignments will display on the page, with a line for each depth. Directly edit any of the following fields as necessary within each depth.

a. Organization Level Item (first drop down in the row) – Organization Level Item to be assigned to the selected employee.

b. Effective Date – Effective date of the Organization Level Item assignment.c. Stop Date – Stop date of the Organization level Item assignment. This is not a required

field and may be left blank. 3. Click Save.

4.c.e. Accrual Group AssignmentThe Accrual Group assignment is used to assign an Accrual Group to employee(s). This is not a required assignment unless Accrual Groups are being used. Once an Accrual Group is assigned, earnings begin immediately, so assignments are often only made once the system is live and initial balances are imported. Please coordinate appropriate timing with your Time and Attendance representative. To assign an Accrual Group to a single employee at a time or to review/edit an Accrual Group assignment, review this section. For assigning Accrual Groups to more than one employee at a time, follow the steps in the “Assigning an Accrual Group” section of this guide.


User Guide

Navigating to the Accrual Group Assignment Area1. Use the main employee drop down to select the employee whose Accrual Group is to be


The Groups page opens.6. Open the Accrual Group tab.

Assigning an Accrual Group 1. If not yet on the page of Time and Attendance containing the Accrual Group assignment area

with the appropriate employee selected, follow the steps in the “Navigating to the Accrual Group Assignment Area” section.

2. Click on the Add New drop down and fill in the fields defined below:a. Accrual Group – Accrual Group to be assigned to the selected employee.

3. Click Save.

Editing an Accrual Group Assignment1. If not yet on the page of Time and Attendance containing the Accrual Group assignment area

with the appropriate employee selected, follow the steps in the “Navigating to the Accrual Group Assignment Area” section.

2. The current assignment will be located on the left half of the page. Follow steps 3-4 of the “Assigning an Accrual Group” section to change the current assignment.


User Guide

4.c.f. Accrual Plan AssignmentThe Accrual Plan assignment is used to assign an Accrual Plan to employee(s). This is not a required assignment unless Accrual Plans are being used. Once an Accrual Plan is assigned, earnings begin immediately, so assignments are often only made once the system is live and initial balances are imported. Please coordinate appropriate timing with your Time and Attendance representative. To assign an Accrual Plan to a single employee at a time or to review/edit/suspend an Accrual Plan assignment, review this section. For assigning Accrual Plans to more than one employee at a time, follow the steps in the “Assigning Accrual Plans” section of this guide.

Navigating to the Accrual Plans Page1. Use the main employee drop down to select the employee whose Accrual Plans are to be

reviewed/edited. 2. In the Main Navigation menu, open the Employee Maintenance folder. 3. Open the Employee Assignments subfolder.4. Click on the Accrual Plans page.

Assigning Accrual Plans1. If not yet on the page of Time and Attendance containing the Accrual Plans with the appropriate

employee selected, follow the steps in the “Navigating to the Accrual Plans Page” section.2. Click on the Accrual Plans drop down at the top right of the page, and select the Accrual Plan to

assign. Then click the Plus button. If more than one Accrual Plan exists for the employee, repeat this step for the additional Accrual Plan(s). The Accrual Plan(s) will add into the main portion of the page.

3. Click Save.


User Guide

Editing Accrual Plan Assignments1. If not yet on the page of Time and Attendance containing the Accrual Plans with the appropriate

employee selected, follow the steps in the “Navigating to the Accrual Plans Page” section.2. The current assignment will be located on the main portion of the page.

a. To permanently remove an Accrual Plan, use the Delete button. b. To add a new Accrual Plan, follow steps 3-5 in the “Assigning Accrual Plans” section.c. To suspend an Accrual Plan, follow the below steps:

i. Click the Add Accrual Suspension button on the row of the plan to suspend.An additional row opens below the plan.

ii. Fill in the below fields:1. From – Start date of the suspension2. To – End date of the suspension3. Comment – Comment to attach to the suspension (optional)

3. Click Save.

4.c.g. Request Workflow Group AssignmentThe Request Workflow Group assignment is used to assign a request workflow to employee(s). This is not a required assignment unless Request Workflow Groups are being used. To assign a Request Workflow Group to a single employee at a time or to review/edit an Request Workflow assignment, review this section. For assigning Workflow Groups to more than one employee at a time, follow the steps in the “Assigning a Request Workflow Group” section of this guide.

Navigating to the Request Workflow Group Assignment Area1. Use the main employee drop down to select the employee whose Request Workflow Group is to

be reviewed/edited. 2. In the Main Navigation menu, open the Employee Maintenance folder. 3. Open the Employee Assignments subfolder.4. Click on the Groups page.


User Guide

The Groups page opens.7. Open the Request Workflow Group tab.

Assigning/Editing the Request Workflow Group Assignment1. If not yet on the page of Time and Attendance containing the Request Workflow Group with the

appropriate employee selected, follow the steps in the “Navigating to the Request Workflow Group Assignment Area” section.

2. Use the Request Workflow Group drop down to select the appropriate Group.3. Click Save.

4.c.h. Badge Number Assignment This assignment is required when a hardware clock is in use. Badge numbers can only be assigned to, or edited for one employee at a time, but can often be imported in bulk by your Time and Attendance representative at the start of a project.

Navigating to the Badge Number Assignment Area1. Use the main employee drop down to select the employee whose Badge Number is to be

reviewed/edited. 2. In the Main Navigation menu, open the Employee Maintenance folder. 3. Open the Employee Information subfolder.4. Click on the Profile page.


User Guide

The Profile page opens.5. Open the Badge tab.

Assigning a Badge Number1. If not yet on the page of Time and Attendance containing the Badge Number assignment area

with the appropriate employee selected, follow the steps in the “Navigating to the Badge Number Assignment Area” section.

2. Click on the Add New drop down and fill in the fields defined below:a. Badge Number – Badge number to be assigned to the selected employee for the

hardware clock. This number must be 9-digits long and can be prefaced by 0’s to reach the 9-digit requirement.

b. Effective Date – Effective date of the badge assignment.c. Stop Date – Stop date of the badge assignment. This is not a required field and may be

left blank. 3. Click Save.

Editing a Badge Number Assignment1. If not yet on the page of Time and Attendance containing the Badge Number assignment area

with the appropriate employee selected, follow the steps in the “Navigating to the Badge Number Assignment Area” section.

2. The current assignment for the selected employee will be located on the left half of the page. Directly edit any of the following fields as necessary:

a. Badge Number – Badge number for the hardware clock. This number must be 9-digits long and can be prefaced by 0’s to reach the 9-digit requirement.


User Guide

b. Effective Date – Effective date of the badge assignment.c. Stop Date – Stop date of the badge assignment. This is not a required field and may be


4.c.i. PBJ Identifier Assignment The Payroll Based Journal (PBJ) is a system from the Centers for Medicare and Medicaid Services (CMS) to track staffing data on a quarterly basis. This is not a required field unless PBJ reporting is necessary. PBJ identifiers can only be assigned to, or edited for one employee at a time.

Navigating to the PBJ Identifier Field1. Use the main employee drop down to select the employee whose PBJ Identifier is to be

reviewed/edited. 2. In the Main Navigation menu, open the Employee Maintenance folder. 3. Open the Employee Information subfolder. 4. Click on the Profile page.

The Profile page opens.5. Ensure the Employee tab is open.


User Guide

Assigning/Editing a PBJ Identifier1. If not yet on the page of Time and Attendance containing the PBJ Identifier field with the

appropriate employee selected, follow the steps in the “Navigating to the PBJ Identifier Field” section.

2. Enter or directly edit the selected employee’s CMS-provided PBJ Identifier into the PBJ Identifier field within the External Identifiers section of the page.

3. Click Save.

For more information on Payroll Based Journal functionality, review the PBJ User Guide.

4.c.j. Vehicle Assignment This assignment attaches vehicle specifics for tracking mileage. This is not a required assignment unless mileage is being tracked by vehicle. Vehicles can only be assigned to, or edited for one employee at a time.

Navigating to the Vehicle Assignment Area1. Use the main employee drop down to select the employee whose Vehicle is to be


The Groups page opens.5. Open the Vehicle tab.


User Guide

The Vehicle tab opens.

Assigning a Vehicle1. If not yet on the page of Time and Attendance containing the Vehicle assignment area with the

appropriate employee selected, follow the steps in the “Navigating to the Vehicle Assignment Area” section.

2. Click on the Add New drop down and fill in the fields defined below:a. Vehicle – Vehicle to be assigned to the selected employee. If required vehicle is

unavailable from the drop down, please contact your Time and Attendance representative.

b. Effective Date – Effective date of the vehicle assignment.c. Stop Date – Stop date of the vehicle assignment. This is not a required field and may be


Editing a Vehicle Assignment1. If not yet on the page of Time and Attendance containing the Vehicle assignment area with the

appropriate employee selected, follow the steps in the “Navigating to the Vehicle Assignment Area” section.

2. The current assignment will be located on the left half of the page. Directly edit any of the following fields as necessary:

a. Vehicle – Vehicle to be assigned to the selected employee. If required vehicle is unavailable from the drop down, please contact your Time and Attendance representative.

b. Effective Date – Effective date of the vehicle assignment.c. Stop Date – Stop date of the vehicle assignment. This is not a required field and may be


4.c.k. Labor Allocation Assignments Labor Allocations are used when time allocation/job costing is logged to organization level items, pay types, pay rates, and/or shift types via fixed percentages. It is not a required assignment unless Labor Allocations are necessary. Labor Allocations can only be assigned to, or edited for one employee at a time.

Navigating to the Labor Allocations Page1. Use the main employee drop down to select the employee whose Labor Allocations are to be

reviewed/edited.


User Guide

2. In the Main Navigation menu, open the Employee Maintenance folder. 3. Open the Employee Assignments subfolder.4. Click on the Labor Allocations page.

Assigning Labor Allocations1. If not yet on the page of Time and Attendance containing the Labor Allocations with the

appropriate employee selected, follow the steps in the “Navigating to the Labor Allocations Page” section.

2. Click the Add button.

The Detail View pop-up window opens. 3. Fill out the below fields as needed:

a. Name – Name of the labor allocationb. Percent – Percent of allocation. Percentages of individual allocations must together

equal 100%.c. Pay Rate – Pay rate in which to assign the allocation if applicabled. Worked Pay Type – Worked pay type in which to assign the allocation if applicablee. Worked Shift Type – Worked shift type in which to assign the allocation if applicablef. Effective Date – Effective date of the allocationg. Stop Date – Stop date of the allocation if applicableh. Org Levels – Organization level items in which to assign the allocation if applicable

4. Click Save.5. Repeat steps 3-5 for remaining percentages.


User Guide

Editing Labor Allocation Assignments1. If not yet on the page of Time and Attendance containing the Labor Allocations with the

appropriate employee selected, follow the steps in the “Navigating to the Labor Allocations Page” section.

2. Each line of the allocations can be directly edited from the main page, or can be edited using the

edit icon . The edit icon will display additional fields. Field definitions are below:a. Name – Name of the labor allocation.b. Percent – Percent of allocation. Percentages of individual allocations must together

equal 100%.c. Pay Rate – Pay rate in which to assign the allocation if applicabled. Worked Pay Type – Worked pay type in which to assign the allocation if applicablee. Worked Shift Type – Worked shift type in which to assign the allocation if applicablef. Effective Date – Effective date of the allocationg. Stop Date – Stop date of the allocation if applicableh. Org Levels – Organization level items in which to assign the allocation if applicable

3. Click Save.

4.c.l. Normal Hours/Period AssignmentThe Normal Hours/Period assignment is used for certain calculations within Time and Attendance. Should your Time and Attendance representative deem it necessary to complete this field, they can only be assigned to, or edited for one employee at a time.

Navigating to the Normal Hours/Period Field1. Use the main employee drop down to select the employee whose normal hours/pay period are

to be reviewed/edited. 2. In the Main Navigation menu, open the Employee Maintenance folder. 3. Open the Employee Information subfolder.4. Click on the Profile page.


User Guide

The Profile page opens.5. Open the Employment tab.

Assigning/Editing Normal Hours/Period1. If not yet on the page of Time and Attendance containing the Normal Hours/Period field with

the appropriate employee selected, follow the steps in the “Navigating to the Normal Hours/Period Field” section.

2. Enter or directly edit the selected employee’s normal hours/period into the Normal Hours/Period field.

3. Click Save.

4.c.m. PTO Start Date AssignmentThe PTO Start Date assignment is used for calculating accruals in certain types of accrual plans, and is otherwise not a required field. The PTO Start Date field can only be assigned to, or edited for one employee at a time.

Navigating to the PTO Start Date Field1. Use the main employee drop down to select the employee whose PTO Start Date is to be



User Guide


Assigning/Editing the PTO Start Date1. If not yet on the page of Time and Attendance containing the PTO Start Date field field with the

appropriate employee selected, follow the steps in the “Navigating to the PTO Start Date Field” section.

2. Enter or directly edit the selected employee’s PTO start date into the PTO Start Date field.3. Click Save.

4.c.n. Time Zone AssignmentThe Time Zone assignment establishes the time zone for an individual employee, which is important for accurate time recording when a company spans multiple time zones. It is a required field, but is often automatically assigned through an HR interface or system default. The Time Zone field can only be assigned to, or edited for one employee at a time.

Navigating to the Time Zone Field1. Use the main employee drop down to select the employee whose time zone is to be



User Guide


Assigning/Editing the Time Zone Field1. If not yet on the page of Time and Attendance containing the Time Zone field with the

appropriate employee selected, follow the steps in the “Navigating to the Time Zone Field” section.

2. Enter or directly edit the selected employee’s PTO start date into the Time Zone field.3. Click Save.


User Guide

5. Terminating an EmployeeThere are two ways to terminate an employee from Time and Attendance. The process selected is dependent on whether or not the employee is interfaced with an HR system, or unique to Time and Attendance. Both options are explained below.

5.a. Terming an Employee Interfaced With the HR SystemWhen an employee is interfaced from the HR system, the employee must be termed there. The term then comes across automatically to Time and Attendance overnight and places a stop date on the employee’s profile page. The employee name will remain in the overall employee list for the remainder of the pay period so any worked time will be sent to payroll at the time of export. After the pay period is closed, the employee name will be removed from the list for all future pay periods.

5.b. Terming an Employee Within Time and AttendanceWhen an employee is created within Time and Attendance (not interfaced from the HR system), the employee should be manually termed within Time and Attendance. Follow the below steps for this process.

1. Using the main employee drop down, select the employee to terminate.2. In the Main Navigation menu, open the Employee Maintenance folder. 3. Open the Employee Information subfolder.4. Click on the Profile page.

The Profile page opens.5. Ensure that the Employment tab is selected.


User Guide

6. Click the Terminate button.

The Detail View pop-up window opens. 7. Fill out the below fields as needed:

a. Last Pay Period – Last pay period the employee was activeb. Termination Date – Last day of employmentc. Termination Code – Reason for the employee’s terminationd. Active Code – Employee’s active statuse. Deactivate User Account – Determines whether to inactivate the employee’s user

accountf. Export Override – Determines whether or not the remaining hours should be included

in the payroll export file8. Click Terminate.


User Guide

6. Frequently Asked Questions

6.a. I do not see an employee in the drop down list. Where are they?There are several reasons why an employee may not appear in the drop down when they are interfaced from an HR system, especially during the beginning of the implementation. If it has been longer than 60 minutes since your employee was primed and they are still not appearing in Time and Attendance, please contact your Time and Attendance representative to help troubleshoot the issue.

6.b. Is there a way to lessen the amount of employees in the display to select from when making assignments?A filter can be used to shorten the number of employees that display in any of the bulk assignment areas under the Global Update folder. To review how to set up a filter, see the Employee Toolbar section of the “General Navigation” User Guide, part “f”.

6.c. I have a supervisor that reports to a supervisor at the same level. How do I make this assignment?If one supervisor must report to a supervisor at the same level, the assignment cannot be made using the Employee Maintenance page. Instead, make this assignment using the Supervisor section within the Employee Update page.

6.d. Why is it that when I select an employee in the drop down to review their User Profile, a different User Profile shows?If an employee is selected from the overall employee drop down to review or edit their User Security page, and a different employee’s User Security page shows, it is because a security profile has not yet been created for them. To create a security profile, follow the steps in the Setting Up User Security for New Employees section of this guide.

6.e. Why does my employee receive a “no pay period assigned” error when they log in? If an employee receives a “no pay period assigned” error when logging in, or if no pay period displays in the main pay period drop down when the employee is selected, no Pay Group has been assigned. A Pay Group assignment is required for an employee to use Time and Attendance. To assign one within Time and Attendance, follow the steps under “Assigning a Pay Group (Initial Assignment)” or “Assigning a Pay Group”.

6.f. Is there a way for me to test an employee’s setup before they log in? An Administrator is able to log in as an employee to test their set up. To do so, select the employee drop the main employee drop down, then open the Security Setup folder and select the User Security page. Once there, click the Impersonate button. This button will launch a separate window or tab in the


https://tsstatic.insperity.com/resourcecenter/v8/FAQ/documents/User%20Guide%20-%20General%20Navigation.docx#GeneralNavigationEmployeeToolbar

User Guide

browser, logged in as the employee. Any changes made from this screen (ex. logging a punch), will be recorded as if the employee themselves had done so, so be careful not to make changes here. From this view, an Administrator can easily verify any setup issues such as improper security (menus missing from the main navigation menu), or missing supervisor assignments (if there is no “New Request” button on the Request page, or if a supervisor has no employees displaying in the main employee drop down).

6.g. Why am I not receiving alerts via e-mail? Alerts can be sent via e-mail in addition to displaying within Time and Attendance with initial setup from your Time and Attendance representative. E-mail addresses must also be entered within the User Security page of anyone who should receive them. These are often automatically brought through when interfacing with an HR system, and should therefore often be entered there.

6.h. I have a temporary/independently contracted employee who I created manually in Time and Attendance who is now hired with the company. Their name is listed twice in the drop down – is there a way to merge the two accounts together?If an employee was created manually within Time and Attendance and is later brought in automatically from an HR system with a different employee number, a duplicate employee name will be created. To merge the two, the below steps must be followed:

1. Obtain the employee number of the employee interfaced from the HR system. The employee number can be found via the following instructions:

a. Using the main employee drop down, select the employee from the HR system.b. In the Main Navigation menu, open the Employee Maintenance folder. c. Open the Employee Information subfolder.d. Click on the Profile page.

The Profile page opens.e. Review the Employee Number field, and write down this number!

2. Remaining on the employee from the HR system, click the Delete button. Click OK when the pop-up appears requesting confirmation.

3. Select the version of the employee from the main employee drop down that was originally created within Time and Attendance. Place the employee number that was written down in step 1e. in to their Employee Number field. Click Save.

When the interface syncs, typically overnight, the two accounts will merge together.


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