EmpowerTime Supervisor User Guide

Table of Contents

Supervisor Quick Guide ........................................................................................................ 1-2

Timecard Edits ......................................................................................................................... 3

Daily Tasks – Dashboard ........................................................................................................ 4

Absences .............................................................................................................................. 5-6

Time off requests ................................................................................................................. 7-8

Approving Employee Timecards ........................................................................................ 9-10

Exceptions ............................................................................................................................. 11

In/Out Board .......................................................................................................................... 12

Attendance Calendar ........................................................................................................ 13-14

Scheduling ........................................................................................................................ 15-16

Reports Quick Guide .............................................................................................................. 17

Reports .............................................................................................................................. 18-20

Unitime Systems – Supervisor Guide This document provides an overview of the supervisory functions and responsibilities that need to be completed within the UNITIME Automated Timekeeping System. Please note that this document is only a guideline and the order of events may differ depending on the configuration and use of UNITIME. Initial Login

• Login: Enter your user name and password. Each user in UNITIME may have different permissions Employee Maintenance

• Search for an Employee: Use the navigation buttons or the Search utility • View Employee Profile: Click on the Main and Time Attendance screens • Timecard Edit:

• Punches

• Punch Colors • Black – Unedited punches from clock or WebEntry • Green – Edited or manually added punches • Red – Missing punches

• Add Punches

• Click on the button • Select or input the Punch details

• Punch Type • IND – In for the Day • INL – In from Lunch • IDA – In for the Day Again (Less than 8 hours since the last OUTD) • OUTD – Out for the Day • OUTL – Out for Lunch

• Punch Time • Input the desired time in Military or Standard time format i.e. 700a

• Punch Date • Input the desired date or click on the button to select the date from a calendar view

• Click on the button • Click on the button to add another punch or click on the button to return to the

Timecard screen

• Edit Punches • Missing Punch edit or punch time update can be applied on the Timecards screen directly

• Highlight the Actual Time field of the punch, and input the punch time • All Missing Punches and punch time updates can be applied before posting the edits

• Punch type, and punch date must be edited from the Timecard Edit screen

• Highlight the punch in question, and click on the button • Edit the desired fields and click on the button • Click on the buttons to edit another punch or click on the button to

return to Timecards screen

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NOTE: If you review an employee’s timecard while he or she is still clocked in, you will see a missing punch record for the OUTD punch. This missing punch record will be removed when the employee punches out for the day.

• Delete Punches

• Option 1 • Highlight the punch in question, and press the F7 key • When prompted with the confirmation, click on the Yes button

• Option 2

• Highlight the punch in question, and click on the button • Click on the button, and confirm the deletion • Click on the button to return to Timecards tab

• Post Punches

• Any edits to a timecard must be posted for the daily and weekly totals to recalculate • From the Timecards tab, click on the button • From the Timecard Edit screen, click on the button

• Pay Records Edit:

• Pay Records are used to track non-worked hours such as Bereavement, Jury Duty, and Holiday

• Add Pay Records

• Click on the button • Select or input the Pay Record details

• Date • Number of hours • Pay Type

• Click on the button • Click on the button to add another pay record or click on the button to return to the

Timecard screen

• Edit Pay Records

• Highlight the desired pay record, and click on the button • Make the desired edits • Click on the button • Click on the buttons to edit another pay record or click on the button to

return to the Timecard screen

• Delete Pay Records • Option 1

• Highlight the Pay Record in question, and press the F7 key • When prompted with the confirmation, click on the Yes button

• Option 2

• Highlight the Pay Record in question, and click on the button • Click on the button, and confirm the deletion Click on the Close button to return to Timecards tab

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Timecard Edits – Splitting an Employee’s Day between Two Jobs, or Two Departments Most organizations urge employees to return to the time clock to physically punch into a new job title, or punch into a new cost center code, such as a department, location, or other project code when they will begin work there. If an employee forgets to do this, or if you as their supervisor decide their worked hours should be split, you will need to edit their timecard. To split an employee’s day between multiple jobs and departments in UNITIME: 1. Select the Employee Menu, and the Timecards selection.

2. Navigate to the appropriate employee using the navigation

buttons at the top of the screen.

3. Locate the day the employee’s time should be split for. In this example, I can see the employee only had an In Punch (IND) and an Out Punch (OUTD) with no transfer punches throughout the day. His entire 8 hour day is being contributed toward job code “3100” and Department “Assembly.”

At noon that day, I asked the employee to work on some training activities, so I want to split the 8 hours between 2 jobs and 2 departments. I will need to add a new punch to the timecard at 12:00pm:

4. Select the Add Button to create a new punch.

5. Select the Punch Type “MAX” (Multi-Level Transfer). This Punch type will allow you to select multiple levels of change, such as a change to a job and a department at the same time.

6. Enter in the appropriate punch time and date. For this example, I am adding a transfer at 12:00pm on 11/05/2007.

7. You are now ready to “override the detail” associated with the punch. Select the Override Detail button.

8. On the Punch Detail window, use drop downs to select the appropriate codes that the day is being split into. In this example, I am splitting the day into Job Codes 999999 and the Department “Other”.

9. Select Close and then Save. The timecard will now include a transfer punch (MAX) at 12:00 pm, splitting hours between the two different jobs, and the two departments.

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Part 1: Completing Daily and Pay Period Tasks in UNITIME v8:

Daily Workflow and the UNITIME Task Dashboard The UNITIME Task Dashboard is located at the top of the UNITIME home screen. It is intended to quickly notify you of common tasks, or pending action items, such as entering in pay records when someone is absent from work, or approving Time Off Requests. Several of the items listed will include a “Count Number” in parentheses ( ) below the task icon, indicating how many Absences, Missing Punches, or pending requests are awaiting your action. Other Count Numbers simply indicate a count for your review, but may not require any action to be taken.

Taking Action The following items should be reviewed daily, with appropriate action taken:

• Absences • Missing Punches • Time Off Requests

The following items may only require action once per pay period:

• Employee Approvals

Daily Notifications The following items are used for daily notification purposes only, and may not require action:

• Exceptions • In / Out Board

Reviewing Performance The following items are used for tracking long term performance, either for individual employees, or your entire staff:

• Attendance Calendar

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Taking Action Daily: Reviewing Absences and entering Pay Records Absences are flagged when an employee has been scheduled, but never punched a time clock, entered in hours, or had an approved time off request approved. Absences can be removed by entering in a pay record for the employee on the date they are being flagged absent for. Note: The most common Absences that require a Pay Record are when employees are Sick, have forgotten to submit a Time Off Request for Vacation, or otherwise have failed to show up for work, such as an unpaid No Call No Show.

To remove an absence warning:

1. Click on the Absences icon on the Task Dashboard.

2. Double click on the employee name to open up the pay records window.

3. Select the Add Button to create a new Pay Record.

4. Enter in the appropriate Date the employee was absent, select the appropriate Paid or Unpaid Pay Type Code, and number of hours. NOTE: Absence reasons and all other codes are optional, however you should check with your organization’s policy for tracking non worked hours.

For cost accounting purposes, some organizations track non worked hours against specific departmental or cost center codes.

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5. Select the Close Button and the absent flag will be remove from your list. You are now ready to move onto the next employee who is being flagged as absent. Appropriate Paid hours will now be sent over to Payroll at the end of the Pay Period.

Taking Action Daily: Correcting Missing Punches Missing Punches are flagged when an employee has punched in at least once already that day, but has not completed the normal pairing of punches expected. For example, if an employee punches In for day (IND) in the morning, a missing Out for Day (OUTD) punch is created should the employee forget to punch out at the end of the day. Similarly, if an employee punches out at the end of the day, a missing IND punch is immediately created because UNITIME expects that the in punch should have already been completed. Lunch Punches and Break Punches work similarly.

To correct a missing punch:

1. Click on the Missing Punch icon on the Task Dashboard.

2. Review what type of Punch the employee forgot to complete. For example, if IND is listed, this means the employee forgot to punch In for Day, but did already complete their Out for Day (OUTD) punch.

3. If the employee has been scheduled within UNITIME, you will see their Scheduled IN and OUT times for the day to help you determine the appropriate time to enter for that employee.

4. To correct the missing punch, enter in the time into the Time field. You can simply type in the AM / PM time as 0500p instead of the entire 05:00 PM format shown.

5. Press your Enter Key to submit the corrected time. This will remove the employee from your list.

NOTE: You may also Double Click on an employee name to open up the full employee timecard for further details.

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Taking Action Daily: Approving Time Off Requests – Page 1 Time Off Requests (TORs) are set to pending when an employee submits for a day, or multiple days off, using UNITIME WebEntry / WebESS. You may also be notified of a pending TOR via an email notification if UNITIME is configured to communicate with your email system. TORs are typically submitted for Vacation Days, Personal Days, Floating Holidays, Sick days, or any other days off that your organization may have as an employee benefit.

To approve / decline a Time Off Request (TOR):

1. Click on the TOR’s icon on the Task Dashboard.

2. Select the Calendar View Tab at the bottom of the screen to view TORs in a Calendar view.

3. If any requests are pending, they will display with a Question mark icon. Double click on the employee’s name to pop-up the approval / decline window.

Approved Requests will display with a Green Checkmark. Declined requests will display with a Red Cancelled Circle.

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Taking Action Daily: Approving Time Off Requests – Page 2

4. The date being requested off, along with the employee’s comments, hours being request off, and available benefits balances are listed. Type in any comments you wish to provide to the employee in the Supervisor comment field, and Select the Accept or Decline button.

5. If the request has been accepted, this automatically creates the UNITIME Pay Record, which will be exported to Payroll at the Pay Period’s end. If the request has been declined, no further action is required.

If UNITIME is tracking the employees email address, UNITIME can also automatically email your employees with the appropriate Accepted or Declined notification, and your Supervisor comments.

6. The next time the employee logs into UNITIME WebEntry/WebESS, they can also see the appropriate Approved Green Checkmark , or Declined Red Cancelled Circle .

NOTE: You may also view approved, pending, or declined TORs within UNITIME’s Scheduler.

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Taking Action Every Pay Period: Approving Employees Timecards Depending on your organization’s pay periods and policies, you may be required to approve employee’s time for payroll purposes weekly, biweekly, or semi-monthly. During the appropriate closing timeframe, UNITIME offers several methods for viewing employee’s timecards, and total hours worked for approving time.

To approve employees hours worked (All Employees Summary View):

1. Click on the Employee Approvals icon on the Task Dashboard.

2. In this view, all your employees will be listed along with their hours worked, broken down by category. You can sort the hours by clicking on the column headings. For example, you may wish to see who worked the most overtime. Clicking on the overtime column will sort the hours least to most, or again for most to least.

3. Double clicking on an employee name will pop-up their timecard in a separate window, for further review of actual punch times, or to correct any issues.

4. After you have had a chance to review employee hours, correct any mistakes or missing punches, and are satisfied with the hours being sent to payroll. Check the appropriate approval box.

5. You may be notified of excessive hours worked, or overtime issues. Select OK and the hours will still be approved if no additional modifications are necessary.

If you are notified that the employee has “Fatal Errors” that require correcting, double click on the employee and correct any missing punches on the time card screen.

NOTE: You may also approve employees one at a time, by selecting the Employees menu, then the Approvals / Review selection.

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Timecard Approvals – Approving Employees One at a Time You have two ways of approving your staff’s hours for payroll. The first method was covered in the section titled “Taking Action Every Pay Period: Approving Employees Timecards.” That method involved viewing all employees at the same time, on a summary view. In addition to viewing all employees on a summary screen, you can also view one employee at a time, and also see their hours broken out by day, for a more detailed view of how the employee performed each pay period. To remove approve hours one employee at a time: 1. Select the Employee Menu, and the Approvals / Reviews selection.

2. Navigate to the appropriate employee using the navigation

buttons at the top of the screen.

3. Within this Approvals Screen, you will see the employee’s hours divided into Weekly Pay Type Groupings, or categories of hours. In this example, the employee has worked Regular and Overtime hours, and also has non-worked hours, such as Sick Time, and Jury Duty, divided into Benefits and Miscellaneous categories:

4. To see how the hours were accumulated by day, select the plus button next to each Pay Type Grouping and the weekly

hours will expand into a daily view.

NOTE: Exceptions, such as leaving early, or coming to work late, will also be displayed at the bottom of the screen.

5. After reviewing the hours worked, you can approve the timecard by checking the approval box next to your appropriate approval level at the top.

6. You may be notified of excessive hours worked, or overtime issues. Select OK and the hours will still be approved if no additional modifications are necessary.

If you are notified that the employee has “Fatal Errors” that require correcting, navigate to the time card screen to correct any missing punches.

7. You can now navigate to the next employee and approve their individual hours using the navigation buttons at the top.

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Daily Notification: Exceptions Exceptions are typically based on employee’s schedules, and help indicate who is coming to work late, leaving work early, taking too long of a lunch, or over 30 other exceptions. The number indicated in parenthesis is the count of exceptions, which you are being notified of for your staff only. This number is used for notification purposes only, as no additional action is usually required.

To review exceptions daily:

1. Click on the Exceptions icon on the Task Dashboard.

2. You can quickly filter which exceptions you want to be notified of by typing into the blank field below the “Error Message” Field heading, and begin typing in the exception phrase you want to view. For example, typing in the phrase “tardy” will quickly eliminate all other exceptions so you can easily view who was late to work exclusively.

3. Similarly, you can select the appropriate day you want to view exceptions for by clicking on the Payroll Date drop down arrow, and selecting which day to display exceptions for on the calendar:

NOTE: You can control which exceptions you want to be notified of using the configuration button on the top right side of the exceptions window. Selecting the exceptions you are primarily concerned with being notified of. All other exceptions can still be tracked with reports, or by checking employee timecards directly.

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Daily Notification: In / Out Board The In / Out Board is a quick and easy utility to verify who is currently present at work, right now. Most organizations use this utility for a quick roll call, or head count, but it can also be useful should emergencies arise and you need to quickly track who may be on the premises.

To review the In / Out Board daily:

1. Click on the In Out Board icon on the Task Dashboard.

2. Employees, who are currently clocked in, will be shown to be present with a green checkmark under the “Present” column.

Employees who are absent, or who have not yet clocked in, will be shown as not present with a Red Circle X.

3. You can quickly sort by locations, job titles, or other UNITIME organization levels by typing in the appropriate title into the empty filtering fields. In example below, I can see only 3 employees are present at my “Beavercreek” location, because I typed in the phrase “beavercreek”.

NOTE: You can configure which locations, jobs, or other organizational levels are available to sort by, by selecting the Field Chooser icon at the top-left corner of the grid. The pop-up window will allow you to check which fields you want to have as available selections to sort by.

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Reviewing Performance: Attendance Calendar – Page 1 The Attendance Calendar is a visual tool for quickly identifying common employee trends, or analyzing ongoing patterns either for your entire staff or employees, or individual employees. Most organizations use this utility to stay informed if reoccurring problems seem to be happening, such as the same employees coming to work late on Mondays, or if certain months, more than others, have reoccurring absenteeism problems.

All employees view of the Attendance Calendar To view your entire staff of employees at once:

1. Click on the Attendance Calendar icon on the Task Dashboard.

2. To see if Fridays seem to be the most frequent days that employees leave work early, use the Exceptions drop down menu, and check the Exception “Early Out” a warning color, such as red, and hit Enter.

The resulting screen will show every day that has an early out with a red warning. Click on any “red day” on the calendar to see a list of the employees who were Early Out that day, listed at the bottom of the screen. In this example, Mondays and Thursdays are the only days with employees who were early out.

3. Similarly, you could select only SICK Pay Types to see if employees choose Mondays, more than other days, to call in Sick.

4. In addition to individual exceptions, or pay records, you can select multiple choices and “gradient” the colors to view if some days, more than others, have increased severity of work related problems. For example, I will choose “Tardies” as a “White day.” “Very Lates” as a “Pink Day”, and “Absences” as a “Red Day.” Now I can quickly see, the more red the day, the more severe the problems I had that day.

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Reviewing Performance: Attendance Calendar – Page 2 Using the Attendance Calendar for just one employee at a time can often pinpoint performance related issues or patterns, without viewing other employees on screen. Most organizations find this utility helpful when preparing for an annual employee performance review, or just as an additional historical research tool when investigating how an employee is performing month to month. Individual employee view of the Attendance Calendar To view one employee’s performance at a time using the Attendance Calendar:

1. Select the Employees menu from the top of UNITIME, and then select

the Attendance Calendar on the slide out menu.

2. This attendance calendar is used the exact same way the calendar for all employees is used, however only one employee is being displayed at a time.

3. When reviewing how frequently this employee has gotten into Overtime, I have selected the OT pay type, and a warning color of green.

4. To view the other employees, use the navigation radio

buttons at the top of the screen.

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UNITIME Scheduling – Page 1 Using the UNITIME Scheduler Scheduling may be a daily or weekly event for you, depending upon how many of your staff require consistent schedule management. Employees assigned to schedule templates will have their schedules automatically rolled forward every pay period. 1. Select the Scheduler Menu, and then select the Scheduler menu selection. 2. By Default, the UNITIME Scheduler will only be sorting employees by their Employee ID and name. 3. The first step in using the scheduler is configuring how you want to sort employees:

Select the Processes Menu, then the Settings selection. 4. Select which fields you want to sort employees by. For this example, I want to sort my staff by their

home locations and then by their job titles. Move Location and Job from the left column (Fields) to the Right column (Selected) using the right arrow button. I also removed the “Employee ID” from the right column by double clicking on it. I have kept the First and Last name fields. Next, move those fields to the top of the selection window using the Up button. Location and Job will now be the first fields I see on the Scheduler for sorting purposes. Select the Save button when finished

5. Back on the Scheduler View, I can now see Location, Job, First Name, and Last Name, in that order, as sortable fields:

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UNITIME Scheduling – Page 2 6. Select the employee you want to schedule by clicking on their

name. There are several ways to schedule an employee:

a. Manually enter a start and stop time by typing in the time in the appropriate field. This is similar to filling out an Excel spreadsheet.

b. Copy the employee’s assigned template from the Processes Menu: Select the Processes Menu. To copy a schedule template for one employee, select “Copy template” To copy schedule templates for all employees currently on the scheduler view, select “Copy templates for all employees”

c. You may also use the processes menu to copy days, or copy employees schedules to different weeks.

Identifying Schedule Conflicts: Once employees have been scheduled using the various methods above, you can also use the scheduler to easily identify understaffed or overstaffed days Using the Scheduler Totals: At the bottom of the scheduler view are employee totals to assist you with counting if there is enough staff. In this example, I have sorted my staff by my “Beaver Creek” location and then by “Administrative Assistant” jobs. I see I have only 5 people scheduled for that day to work as Administrative Assistants. I may need to schedule staff from other jobs to fill in should I require more than 5 people that day.

Using Color Codes In this example, I can also see that employee Marian Juarez has a “Red Day” flagged. This indicates that the employee has been approved for a scheduled day of Vacation. I may need to reschedule a different employee to fill in for Marian that day. The color codes can be configured using the Processes Menu and the Settings selection.

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Reports

• Exceptions Report: Displays missing punches that need to be corrected as well as other exceptions • Timecard Report: Displays each employee’s timecard and highlights missing punches • Overtime Report: Displays each employee who has incurred overtime in the active pay period • Approaching Overtime Report: Displays each employee who has worked the threshold amount of hours

defined on the option screen • Hours Worked Detail Report: Displays each employee’s Timecard, Payroll, and Pay Period information • Hours Worked Simplified Report: Displays each employee’s Day, and Lunch punch details, daily total,

and exception • Hours Worked Summary Report: Displays each employee’s total hours by pay type

• Run Reports

• Click on the desired report • Choose the Sort and/or Range Field options • If applicable, input the desired date range • Click on the button

• Print Reports

• Click on the Printer icon in the upper-left corner. • Make the printer selections and click on the button

• Save Reports

• Click on the Printer icon in the upper-left corner • Check the Print to File checkbox • Select the Type of file to save as from the dropdown list • Specify the location to save the report to in the Where field • Click on the button

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Part 3: Running Reports in UNITIME v8

UNITIME Reports – Page 1 There are over 60 standard reports that come with UNITIME, however you may only have access to a handful of reports that apply directly to your supervisory role. To access reports in UNITIME: 1. Select the Reports Menu, and the All selection.

A listing of every report you have been given access to will display.

2. Click on the report name you want to generate.

3. Next, decide if you want to sort the report. For this example, I want the report to be sorted by the different locations I manage, and then further sorted by employee job titles. Lastly, I will have employees sorted alphabetically by their name:

4. If you wish to only see one location, or only one set of employees on the report, you can “range” the report by selecting what locations, jobs, or other “organizational levels” you want to restrict by. In this example, I only want employees who work in my “Beaver Creek” location to display on the report. .

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UNITIME Reports – Page 2

Accessing Generated Reports: 1. After you have selected the appropriate Report Options, Select the Run Report Button to begin the report generation

process. You may be prompted to enter in a date range, or other options specific to the report you selected.

2. The report will not immediately display on your screen, as it requires the UNITIME server to process the report.

3. To view the report, select the Pending and Ready selection on the Reports Menu.

4. A listing of all previously generated reports and the current report you selected to be generated will be listed.

If the report is still pending, a blue question mark icon will display. You may click on the Refresh button to check the status again, or simply wait until the report has completed processing. If the report was previously viewed already, an open book icon will display. If the report is ready to be viewed, a Green checkmark icon will display next to it.

5. Once the report has completed processing, you may select the Green Checkmark Ready button to bring up the

report. NOTE: Reports that have no data will display with a Red X. You may need to change your selection options for the report, such as the date range, or other criteria you are ranging by, such as locations, departments, or job titles.

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UNITIME Reports – Page 3 Printing & Saving Reports to MS Excel, Word, PDF, or other formats: After the selected report has been generated and you bring it up, you will have several options when printing or saving the report. 1. Select the “Print Icon” at the top of the report’s Print Preview Screen.

2. The Print Options Window will allow you to print to an actual printer as normal, or you can select from several file formats including MS Word (RTF), MS Excel (XLS), Adobe Acrobat (PDF), Web (HTML), or others.

3. If printing to a file format, such as Excel, check the Print to File checkbox.

4. Select the appropriate File Type from the drop down.

5. Use the Three Dots button to navigate to a folder on your computer to save the file to.

6. Click the OK button. The file may take a couple seconds to save to your local hard drive.

7. Select the Close button to exit the Print Preview and return to UNITIME.