Note: These instructions are intended for practitioners who do not have access to the Manager role. If you have user rights, we recommend that you perform this task while using the Manager role.

When you are using the Practitioner role, you can create individualized daily schedules for employees who are assigned to security groups to which you have access. An individualized schedule is a schedule for a single employee for a specific day. Unlike recurring schedules, which can cover multiple days and be assigned to multiple employees, an individualized schedule is created for one employee and one day at a time.

Note: You can use individualized and recurring schedules together for the same employee. For example, if an employee is assigned to a recurring schedule, you can create an individualized schedule for the employee for days on which the employee needs to deviate from the standard recurring schedule. For instructions, see Creating a Deviation from a Recurring Schedule.

An individualized schedule must include a date in, a time in, a date out, and a time out. You can also associate an earnings code, a lunch plan, a shift rule, and/or one or two labor charge categories with an individualized schedule.

To create an individualized schedule for an employee on a specific day:

  1. From the Time & Attendance menu, select Timecards.

    Note: If the Timecards option is not visible, make sure that you have selected Practitioner in the Role Selector.

  2. If the Multiple Employee Timecard Manager opens, click the Single Employee View link near the upper right corner of the page to view the Timecard Manager for one employee. If the single employee Timecard Manager opens, skip this step.

  3. On the Timecard Manager, click the Select button (next to the Find button). The Employee ID Lookup window opens. Select the employee for whom you want to create a schedule. The Timecard Manager refreshes and displays timecard information for the selected employee.

  4. Click the Schedule link above the table of timecard data. The Monthly Schedule page opens and displays in a calendar view the employee's schedule for the four-week period that begins with the week that was being viewed in the Timecard Manager.

    Tip You can use the Select Previous Week and Select Next Week date buttons to move the monthly schedule backward or forward one week at a time. You can also use the Week Of drop-down menu to navigate to a specific starting week for the monthly schedule. To return to a monthly view beginning with the current week, click the Select Current Week button.

  5. Click the calendar cell for the date for which you want to create a schedule. The Edit Schedule page opens for the selected date.

    Tip: If a date cell on the Monthly Schedule page contains a time pair (for example, 08:00 AM-05:00 PM), the employee has been assigned at least one schedule for that day. If the employee has been assigned multiple schedules for the day, the time pair is made up of the employee's earliest scheduled in time and latest scheduled out time for the day, and the Multiple Schedules icon appears next to the time pair.

  6. In the left pane of the Edit Schedule page, click New Schedule.

    Tip: If the employee has no schedules for the selected date, New Schedule is automatically selected.

  7. In the Time In and Time Out fields, enter the times at which you expect the employee to start and stop working on the selected day.

    Tips: The Date In and Date Out fields default to the date you selected in the monthly schedule.

  8. If the shift you are scheduling spans two days (that is, if the time out falls on the day after the time in), adjust the value in the Date Out field.

  9. If you want to specify the earnings code, lunch plan, shift rule, Flextime rule and/or labor charge field values to be associated with the schedule, click the Select buttons next to the Earnings Code, Lunch Plan, Shift Rule, Flextime Rule and Labor Charge Fields text boxes and select the appropriate values.

    Tips:
    These fields are optional. If you do select or enter values for these fields, they will override the employee's assigned defaults.

    Although your company may use more than two labor charge categories, only two labor charge fields can be associated with a schedule. Your ADP Time & Attendance Representative has configured which labor charge fields are available for scheduling.

  10. If you have selected an hours-type earnings code, enter the total number of hours to be scheduled and applied to the earnings code.

    Notes:
    If you enter a value in the Total Hours field and you have specified an hours-type earnings code, the Time & Attendance module recalculates the Time Out value after you click the Submit button. The calculated out time is based on the Time In and Total Hours values you entered.

    If you are not using an hours-based earnings code, any value you enter in the Total Hours column is ignored. After you click the Submit button, the Time & Attendance module     calculates the total hours for the new schedule, taking into account your company's time calculation and lunch plan rules, and displays the result in the Total Hours field.

  11. Click the Submit button.

Note: An employee can be assigned to multiple schedules on a given day, as long as no scheduled time pairs overlap.