Employee Filter and Selection tools

Allow you to select the specific employee whose records you want to view. You can enter an employee name in the text box or use the lookup button () to select one. The navigation buttons ( and ) allow you to scroll through the employees in your currently selected filter, and you can 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). As you move from one employee to the next, your date selection and Timecard Manager preferences will remain in effect.

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

As with all of the pages that use the employee filter, the Timecard Manager will default to the last employee filter used, even if the filter was set from a different page.

To view or print an employee's configuration information, click the button. For more information about viewing and printing employee information, see the Employee Information window.

Pay Date Range tools

Indicate the period of time for which information is currently being displayed and allow you to change the time period. You can select a predefined range (such as Previous Pay Period or Current Pay Period) using the drop-down menu selections or you can specify a User-Defined Date Range.

Note: If you select a predefined range, the Timecard Manager will refresh immediately when you make the selection. If you enter a custom date range, 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 a 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.

Add Dates link

Opens a pop-up window that allows you to select one or more date(s) for which you would like to add a new row to the timecard.

Note: This link only appears if you have set your Timecard Manager preferences to "Hide Unscheduled Days" and/or "Rows per day (0)." The pop-up window will display only dates that fall within the date range specified in the Pay Date Range field of the Timecard Manager and are not already being displayed on the Timecard Manager.

Printable View link

Opens the Timecard View for [name of employee] pop-up window, which displays a printable version of an employee's timecard. For more information, see Printing an Employee's Timecard.

Payroll Summary link

Opens a pop-up window containing the employee's payroll summary information for the same time period you are viewing in the Timecard Manager. See Viewing an Employee's Payroll Summary Information.

Schedules link

Opens the Monthly Schedule page to display four weeks of the employee's schedule, beginning with the date or range being viewed in the Timecard Manager.

Supplemental Earnings link

Opens the Supplemental Earnings page, which you can use to enter, view, and edit supplemental earnings for the employee. See Supplemental Earnings Overview.

Note: This link will only be available if your company has activated the supplemental earnings feature.

View Accrual Balances link

Opens a pop-up window containing the employee's accrued personal benefits, such as vacation or sick time.

The View Accrual Balances link is available only if the employee has a defined benefits program.

Multiple Employee View link

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

Select column

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

When any changes have been made to a row, but the changes have not yet been saved, a blue triangle is displayed in the lower right part of the Select column.

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 containing more detailed information about the status of the 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

Allow you to approve employees' time pairs. The Supervisor Approval check box is editable if the employee is a member of a security group to which you have access or if the employee has been loaned to you. The Loan Approval check box is available if the employee has been loaned to you and has charged time to a labor category for which you are responsible.

Note: If your company has chosen not to display the Supervisor Approval column, the column does not appear on the Timecard Manager page.

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 not active.

Active Row indicator

When you select a field or other item in a row, a black border is displayed around the row to indicate that something in the row has been selected.

Day and Date columns

Indicate the day and date of record for the time pair.

Note: To insert an additional row for a particular date, click the button. If you have set your Timecard Manager preference to "Do not clear on insert," the new row will contain a copy of all of the values of the original row (except the Notes). To insert a blank row instead, change your preference to "Clear on insert" before clicking .

Main data columns

Display/accept information about the employee's worked time. The specific columns that appear will vary depending upon the employee's time-entry type, your Timecard Manager preferences, and your company's time recording policies. For more information about entering or editing data in these columns, see Creating a New Time Pair for an Employee and Editing an Employee Time Pair.

Time In and Time Out columns - Display/accept clock in and lunch out or clock out times. These columns will only be visible for clocking and time-based employees. If the employee has been assigned a schedule, the scheduled in and out times will be displayed in these columns in light gray text for scheduled days for which no actual times have yet been recorded.

Hours column - Displays/accepts 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 will be 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.)

Daily Totals column - Displays the total hours recorded for each pay date. The daily total is displayed on the same row as the last time pair for each pay date. Alternate shading is used between pay dates to help you distinguish between different pay dates.

Notes:
The following rules apply to the Daily Totals column:

- For processed time-pairs, the amounts in the column are based on the calculated Hours column, which reflects any lunches that have been deducted or paid.

- For unprocessed time pairs, the amounts in the column are based on the actual elapsed time of the time pairs. This results in an un-rounded total.

- When an in or out time is edited, the total is updated immediately. The page does not have to be submitted.

- Pay dates with a missing in or out punch are displayed in red with a question mark.

- Payroll adjustments do not have a daily total.

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 is only visible for clocking and time-based employees.

Earnings Code column - Allows you to charge the employee's 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 will be 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 the employee's hours 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 will be 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 the employee's pay rate. This column will only be 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 the employee's calculated shift rule for the time pair. This column will only be 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/accepts 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 timecard (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 and you do not manually enter an edit reason, 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 "Operation Successful" message. If the validity tests fail, an error message will provide troubleshooting information.

Note: Clicking the Save button does not cause the timecard processor to run. Entries that are saved successfully with the Save button will display the icon until the timecard processor runs. Although the data passed basic validity tests when it was saved, timecard exceptions, warnings, or errors may be generated when the entries are processed. To process new or changed time pairs immediately, use the Save & Calculate button.

A Save button is displayed above the Timecard Manager table and one is displayed below the Timecard Manager table. Both buttons have the same functionality.

Save & Calculate button

Validates, saves, and then processes all new, changed, and selected time pairs. A message window will indicate that processing is in progress. If the entries are successfully processed, they will be marked with the icon. If there is a problem with an entry when it is processed, the error icon () or warning icon () will be displayed next to the entry instead. You can click the or to view a brief description of the problem.

A Save & Calculate button is displayed above the Timecard Manager table and one is displayed below the Timecard Manager table. Both buttons have the same functionality.

Insert button

Inserts one or more new row(s) in the timecard being viewed. 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 will appear 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, 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 will appear in the status column of any rows you have marked for deletion and the data in the rows will be displayed in red, but they will 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 Delete.