To add a new time pair for an employee:

1. From the Time & Attendance menu, select Timecards. Either the Single Employee Timecard Manager or the Multiple Employee Timecard Manager will open, depending upon your Timecard Manager Preferences.

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

2. If the Timecard Manager opens in Multiple Employee View, click the Single Employee View link near the upper right corner of the page.

   Tip: If the employee for whom you want to create a new time pair is listed in the Multiple Employee Timecard Manager, you can click the button to open the Single Employee Timecard Manager for the employee.

3. If necessary, use the employee filter and selection tools in the Single Employee View Timecard Manager to navigate to the correct employee.

   Tip: You can enter the employee's name in the text box, use the lookup button () to select the employee from a list, or use the navigation buttons ( and ) to scroll through the employees in your currently selected filter. If necessary, use the employee filter button () to change which employees are included in the selected filter or switch to a different filter.

4. If necessary, use the date selection tools to select date range that includes the date for which you want to create a new time pair.

   Tips:
   Although you can use the date selection tools to view timecard information for any date range, you can only create new time pairs for dates that fall within the current or next pay period.
   
   You can use the Pay Date Range drop-down menu to select the current or next pay period, or you can use the start and end date fields (or the buttons) to define a range of dates. If you select a predefined date range, the Timecard Manager refreshes immediately. If you enter a start and end date manually or use the buttons, you must click Find to refresh the page with data for the dates you have chosen.

5. If a blank row does not appear for the date for which you need to create a new time pair, click the button on an existing row to create a new row. The new row will have the same date as the original row.

   Tips:
   You can also create a new row by clicking the Select box for an already existing row and then clicking the Insert button.
   
   The amount of data included in a newly created row depends on your Timecard Manager Preferences. If you have selected the "Do not clear on insert" preference, newly inserted rows will contain the same data (minus any associated notes) as the rows from which they were cloned. If you have selected "Clear on insert," new rows will be blank except for the date.
   
   If no rows exist for the date for which you need to add a new time pair, even though you have the date range set correctly, click the Add Dates link to select the date or dates for which you need to add rows. This link only appears if you have set your Timecard Manager Preferences to "Hide Unscheduled Days" and/or "Rows per day (0)."

6. Enter the employee's working time or total hours. The exact procedure will depend upon whether the employee is a time-based employee or an hours-based employee:

   • Time-Based Employee Procedure (For employees who are required to record actual working times)

     1. In the Time In column on the row for the appropriate day, enter the start time for the time pair.

        Tip: If the employee has been assigned a schedule, the scheduled start and stop times appear in light gray text in the Time In and Time Out columns. If you want to accept and enter these default times, as well as any default earnings codes or labor categories associated with them, click the check box in the Select column for the appropriate line and skip to step 8 of the main procedure.

     2. In the Time Out column, enter the end time for the time pair.

        Notes:
        After you have entered the out time and moved your cursor to another field, Time & Attendance module automatically displays the calculated hours for the entry in the Hours column. This total will not reflect any lunch plan or rounding rules, which are not applied until the time pair is processed.
        
        Although you can type in the Hours field, entering data in this column for a time-based employees will cause an error when the time pair is processed. There are only two instances in which you can enter data into the Hours column for time-based employees: when using hours-based earnings codes (as when recording non-worked time) or when recording a 24-hour shift. (To record a 24-hour shift, enter the same time in the Time In and Time Out columns and enter "24" in the Hours column.)

     3. If your employees are required to use the Out Type column to indicate whether or not they take lunch, select either Lunch Period or No Lunch from the drop-down menu in the Out Type column.

        Note: The effect of the Out Type selection on the employee's calculated total hours depends upon your company's lunch policies and Time & Attendance module configuration. Using the Out Type column incorrectly, or if it is not required, can reduce an employee's reported working hours. You will be able to tell if any lunch deductions were made from the employee's time pair after the time pair is processed (which you can initiate by using the Save & Calculate button).

   • Hours-Based Employee Procedure (For employees who are required only to record their total hours)

     • In the Hours column for the appropriate day, enter the total number of hours worked by the employee. You can record fractions of an hour by using up to two decimal places. For instance, if the employee worked 4 hours and 15 minutes, type 4.25 in the Hours column.

       Tip:  If the employee has been assigned a schedule, the total number of scheduled hours for the day appear in light gray text in the Hours column. If you want to accept and enter this default hours total, as well as any default earnings codes or labor categories associated with it, click the checkbox in the Select column for the appropriate line.

7. If you need to assign a special earnings code to the time pair, use the button in the Earnings Code column to select the appropriate code.

   Tips:
   Earnings codes are most often used to record non-worked time, such as vacation or illness, but your company may use earnings codes for other situations.
   
   Some earnings codes are hours-based. If an hours-based earnings code is selected and the Hours field is left blank or set to 0, Time & Attendance module will use the default number of hours defined for the earnings code.

8. If you need to assign the employee's hours to one or more specific labor categories (such as a department and a job), use the button in the relevant columns to select the appropriate codes.

   Tips:
   The specific labor category columns that appear on the Timecard Manager (if any) will depend upon your company's categories and your personal Timecard Manager Preferences.  
   
   If your company uses many different labor categories, you may need to scroll to the right to view all of the Timecard Manager columns.
   
   If you do not enter new codes in a labor category column, the codes that appear by default in the employee's timecard (if any) will be used.

9. If you need to adjust the employee's pay rate for the new time pair, enter a valid code in the Rate Modifier column or use the button to select a code. The Rate Modifier column is only visible if you have enabled it in your Timecard Manager Preferences.

10. If you need to override or adjust the employee's calculated shift rule for the time pair, enter a valid code in the Shift Override column or use the button to select a code. The Shift Override column is only visible if you have enabled it in your Timecard Manager Preferences.

11. 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 field, or use the button to select a code.

    Notes:
    If you have set a default edit reason code in your user options, it will automatically be displayed in the Edit Reason field. 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 field.
    
    The Edit Reason column is only visible if you have enabled it in your Timecard Manager Preferences.
    
    An edit reason is required for every change you make to an employee's timecard, even if the Edit Reason column is not visible.

12. If you want to include any additional information about the new time pair, click the button on the right side of the page, enter a note in the pop-up window, and click the Done button.

    Notes:
    When you click the 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:
    
    - 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.
    
    - All text has been deleted from a note window, but the page has not been submitted since the text was deleted.
    
    - A note exists for a row and the page has been submitted since the note was added or edited.
    
    - A note exists for a row, but the page has not yet been submitted since the note was added or edited.

13. If you need to create another new time pair in the displayed date range, repeat steps 6-13.

14. Click the Save button to save the new time pair (or time pairs), or click the Save & Calculate button to save the new time pair(s) and initiate immediate processing of all of the employee's unprocessed time pairs.

    Tip: Using the Save & Calculate button allows you to check whether the new time pair generates 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:
If you will be doing extensive editing of employee timecards, you may benefit from using the Timecard Manager's cut and paste features. You can also use the Multiple Employee Timecard Manager to edit timecards for a single day for multiple employees.

If you create a new time pair or otherwise edit an employee's timecard after the employee has approved it, the approval will be cleared and the employee will have to approve the timecard with the new changes.

As a practitioner, you can also edit, delete, or split (charge to different labor categories) existing time pairs in the current or next pay period. Any edits you make to an employee's timecard will be recorded in an edit audit trail.