The Multiple Employee Timecard Manager

Employee Filter

Displays the name of the currently selected filter, which controls which employees' records are displayed in the Timecard Manager. Use the filter button () to change which employees are included in the selected filter, or to switch to a different filter (see Finding Employee Records).

Notes:
You can only view timecard information for employees who are assigned to security groups to which you have access or who are on loan to you.

The Multiple Employee Timecard Manager display is limited to 300 rows. If you have access to a very large number of employees, or if you have a large number of employees who regularly have multiple time pairs per day, you may need to use employee filters to create subsets of your employees that will result in fewer than 300 rows per day.

Pay Date selection tools

Indicate the date for which information is currently being displayed and allow you to select a different date. You can use the navigation buttons ( and ) to move one day forward or backward, or you can select a specific date by entering it in the text box or using the button.

Note: If you use the navigation buttons to change the date, the Timecard Manager refreshes immediately when you click or . If you enter a specific date or select one using the button, you must click Find to update the page.

Preferences menu and link

Allow you to set preferences that control the appearance of the Timecard Manager. The most commonly accessed preferences are listed on the drop-down menu. To view and set these preferences, click the button. To access more advanced settings, click the Preferences link. For more information, see Setting Your Timecard Manager Preferences.

Single Employee View link

Changes the view of the Timecard Manager from Multiple Employee to Single Employee.

Select column

Allows you to perform an action, such as marking entries for deletion, on multiple rows at once. Simply click the Select check box for each row on which you wish to perform the action and then click the appropriate action button at the bottom of the page. To select every row of the Timecard Manager, click the Select box in the header row.

Status column

Contains icons that indicate the processing status of each timecard entry. You can click a status icon to open a pop-up Time Pair Detail window that contains more detailed information about an entry. (This is particularly useful if an entry has a warning or error status). The most common status icons are described below.

Supervisor and Loan Approval columns

Allows you to approve employees' time pairs. The Supervisor Approval check box is editable for employees who belong to security groups to which you have access. The Loan Approval check box is available for employees who have been loaned to you and have charged time to a labor category for which you are responsible.

Notes:
The Supervisor Approval column is not displayed if all of your employees have the Supervisor Approval feature disabled. If some of your employees have the Supervisor Approval feature enabled and some have the feature disabled, then the Supervisor Approval column is always displayed on the page. However, for employees who have the Supervisor Approval feature disabled, the approval check boxes are unavailable.

Only time pairs that have already been successfully processed can be approved. If a time pair has not yet been processed, or has been processed with errors, the approval check boxes are unavailable.

Employee ID

Displays the Employee ID of the employee whose time pair or hours total is recorded on a given row.

Name

Displays the name of the employee whose time pair or hours total is recorded on a given row. This column is optional and is only displayed if you have set your Timecard Manager preferences to Show Employee Names.

Tip: To view or print basic employee information, click the employee name in this column. The Employee Information window opens and displays the same employee contact and employment information that is available on the Information tab of the My Employees page.

button

Opens the Single Employee Timecard Manager for the employee listed on the row from which the button was clicked.

Date In column

Indicates the date of record for each time pair being viewed. This is a read-only column. To change the date associated with a time pair, click the to open the Single Employee Timecard Manager, from which you can modify the date (for time pairs in the current or next pay period only).

Main data columns

Display/accept information about each employee's time. The specific columns that appear will vary depending on your Timecard Manager preferences and your company's time recording policies. For more information about entering or editing data in these columns, see Editing Multiple Employee Timecards at Once.

Note: You cannot edit the timecard records of hours-based employees from the Multiple Employee Timecard Manager, although you can view hours that have already been recorded.

Time In and Time Out columns - Display/accept clock in and lunch out or clock out times. If an employee has been assigned a schedule in the Time & Attendance module, the scheduled in and out times are displayed in light gray text in these columns for scheduled days for which no actual hours have yet been recorded. For hours-based employees, the time in column displays a default start time and the time out value will be calculated using the default start time and the reported (or scheduled) number of hours. The time in and time out columns never contain actual time in and time out data for hours-based employees, since such employees do not report this information.

Hours column - Displays the total hours worked (for hours-based employees) or indicates the total calculated hours for the time pair (for clocking and time-based employees). If an hours-based employee has been assigned a schedule, the scheduled hours are displayed in light gray text in the Hours column for scheduled days for which no actual hours have yet been recorded.

Note: There are only two instances in which the Hours column can be used to enter data 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.)

Out Type column - Indicates whether the Time Out represents a "Lunch Punch" or a regular out punch (column is blank). For clocking or time-based employees whose companies use automatic lunch deductions, the "No Lunch" setting indicates that no deduction should be assessed to the time pair. This column never contains data for hours-based employees.

Earnings Code column - Allows you to charge employees' time to a specific earnings code (e.g., Jury Duty or Vacation) as necessary. If an employee has been assigned a default earnings code, it is displayed in this column in light gray text on any lines for which actual data has not yet been recorded.

Labor Charge columns - Allow you to charge employees' time to specific labor categories. The number and names of the labor charge columns will vary according to your company's usage and your Timecard Manager preferences. If an employee has been assigned default labor charge codes, they are displayed in these columns in light gray text on any lines for which actual data has not yet been recorded.

Rate Modifier column - Allows you to override or adjust an employee's pay rate. This column is only visible if you have enabled it in your Timecard Manager preferences. To override an employee's pay rate, you must enter a valid code in this column or use the button to select one.

Shift Override column - Allows you to override or adjust an employee's calculated shift rule for the time pair. This column is only visible if you have enabled it in your Timecard Manager preferences. To override an employee's shift rule, you must enter a valid code in this column or use the button to select one.

Edit Reason column - Displays the edit reason code associated with each time pair. Although this column will only be visible if you have enabled it in your Timecard Manager preferences, every timecard edit must be associated with an edit reason. If you have specified a default edit reason code in your user options, it will automatically be assigned to any changes you make to an employee's record (unless you manually enter another valid edit reason in this column). If you have not specified a default edit reason code in your user options, your company's default edit reason code will be used.

Notes button

Appears in the far right column for each row in the Timecard Manager. Allows you to add, view, or edit notes for a row. 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 been added and submitted, the following buttons are displayed:

Save button

Runs basic validity tests on any new or changed data and, if the data is valid, saves it and displays an "Operational Successful" message. If the validity tests fail, an error message containing troubleshooting information is displayed.

Note: Clicking the Save button does not cause the timecard processor to run. Entries that are saved successfully with the Save button are marked with display the icon until the timecard processor runs.

Insert button

Inserts one or more new row(s) to the timecard view. New rows that are created using the Insert button are based on rows you have selected or, if no rows are selected, on the row in which your cursor is currently located.

To insert one or more new row(s), click the check box in the Select column for each row for which you want to create a new row and then click the Insert button. A new row appears immediately under each selected row.

Note: If you have set the "Do not clear on insert" Timecard Manager preference, each new row you create with the Insert button will contain all of the same data (except for any associated notes) as the row on which the newly inserted row was based. To insert a new blank row that contains only the date of a selected row, change your preference to "Clear on insert" before using the Insert button.

Copy and Paste buttons

Allow you to copy and paste time pairs to different days or employees. See Using the Timecard Manager Editing Buttons.

Clear button

Removes data from the Time In, Time Out, Hours, Out Type, and Earnings Code fields. This is most useful if you need to correct or remove data that you have begun entering but have not yet saved.

Notes:
The Clear button does not remove data from the Day, Date In, Labor Charge, Rate Modifier, Shift Override, or Edit Reason columns and does not remove any Notes associated with the selected row or rows.

The Clear button is intended to clear records that you are editing but have not yet saved. To remove a time pair that has already been saved, use the Delete button instead.

Delete button

Marks selected rows for deletion.

Note: The icon appears in the status column of any rows you have marked for deletion. The data in such rows is displayed in red, but is not be deleted until you click the Save button. If you decide not to delete a row that has been marked for deletion, click the Select check box for the row and click the Delete button again.