Your company may charge employee labour to various labour categories (such as departments or jobs) for accounting and management purposes. Employees and supervisors can charge employee time to the correct categories by associating the appropriate labour category codes with each reported time pair.

To simplify this process, employees can be assigned default labour categories. If defaults are assigned, all of an employee's reported hours will be charged to his or her default labour categories unless the labour category codes are overwritten in the Timecard Manager. To assign an employee's reported hours to a labour category other than the employee's default categories, simply follow the procedures in Editing an Employee Time Pair to change the labour categories associated with a time pair.

In some cases, you may need to charge part of an employee's time pair to one set of categories and another part of the time pair to different categories. To do this, you will need to split the time pair into two time pairs and associate each with the appropriate categories, as described below.

  1. Navigate to a Single Employee Timecard Manager page that displays the time pair you need to charge to different labour categories.

  2. On the Single Employee Timecard Manager page, click the Down Arrow next to the Preferences link.

  3. If the "Do not clear on insert" setting appears on the drop-down menu, select it. (If "Clear on insert" is visible on the menu, move your cursor off of the menu without selecting anything.)

  4. In the Timecard view, click the Add button on the row for the time pair you need to split.

    Note: This adds a new row with the same date as the row you clicked. Because you have set your Timecard Manager Preferences to "Do not clear on insert", this new row will contain all of the same data as the original row, except for any notes associated with the original time pair.

  5. On the original row, edit the Time Out value (for time-based employees) or the Hours value (for hours-based employees) to create a time pair that represents the time the employee spent in the first set of labour categories. For example, you might change a time-based employee's time pair from 8:00-12:00 to 8:00-10:00 and an hours-based employee's hours from 4 to 2.

  6. If necessary, edit the labour category codes for this newly edited time pair.

    Tip: If the employee spent this portion of time working in his or her default categories, you may not need to edit the labour charge categories for this time pair.

  7. For time-based employees, in the Time In column of the newly inserted row, enter a value that represents the time at which the employee began working in different labour categories. Ordinarily, this will be the same time as the Time Out value you just entered for the original row (10:00 in the previous example). For hours-based employees, enter the number of hours the employee worked in the second group of categories.  

  8. Edit the values in the labour category columns for the new row to reflect the department, job, etc. to which the work should be charged.

    Tip: You can use the Lookup buttons to select a valid code for each column. If these buttons are not visible, click the Down Arrow next to the Preferences link and select "Show Lookup Button."

  9. If you want to specify an edit reason code that is different from your default edit reason code, enter a valid code in the Edit Reason column of both rows, or use the Lookup button to select a code for each row.

    Notes:
    If you have set a default edit reason code in your user options, it will automatically be displayed in the Edit Reason column. If you have not set a default edit reason code in your user options, your company's default edit reason code will be displayed in the Edit Reason column.

    An edit reason is required for every change you make to an employee's timecard, even if the Edit Reason column is not visible. The Edit Reason column will only be visible if you have enabled it in your Timecard Manager Preferences.

  10. If you want to include any additional information about an entry, click the Note button on the right side of the page for the appropriate row, enter a note in the pop-up window, and click the Done button.

    Notes:
    When you click the Notes button, the Notes window opens above the row and the row is highlighted so that you can see which row you are adding, viewing, or editing notes for. Depending on whether a note has already been added and submitted for a row, the following buttons are displayed:

    Blank Note - A note does not exist for a row. This is also the default note icon which is displayed before any notes have been added to a row.

    Deleted Note but not Submitted - All text has been deleted from a note window, but the page has not been submitted since the text was deleted.

    Written and Submitted Note - A note exists for a row and the page has been submitted since the note was added or edited.

    Written Note but not Submitted - A note exists for a row, but the page has not yet been submitted since the note was added or edited.

  11. Click the Save button to save the edits, or click the Save & Calculate button to save the edits and initiate immediate processing of all of the employee's unprocessed time pairs and edits.

    Tips:
    Using the Save & Calculate button allows you to check whether the new edits will generate errors during processing. After you click Save & Calculate, the processor will take a few minutes to run, and then the Timecard Manager will be displayed again, showing the status for each time pair. See Single Employee Timecard Manager for a description of the time pair status icons.

Notes:
Any edits you make will not be saved until you click Save or Save & Calculate. Each edit you do save will be recorded in an edit audit trail.

If you edit an employee's timecard after you or the employee has approved it, the supervisor and employee approvals will be removed and both you and the employee will have to approve the timecard again.

For time-based employees, you can also use the Quick Charge feature to split an existing time pair and assign different labour categories. The Quick Charge feature allows you to split time pairs and assign labour categories for multiple employees in one transaction.