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.
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 record non-worked time is listed
in the Multiple Employee Timecard Manager, you can click the 
button to open the Single Employee Timecard
Manager for the employee.
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.
If necessary, use the date selection tools to select date range that includes the date for which you want to record non-worked time.
Tips:
Although you can use the date selection tools to view timecard information
for any date range, you can only record non-worked time 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.
If a blank row does not appear
for the date for which you need to record non-worked time, 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 record non-worked
time, 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)."
In the Hours column, enter the total number of non-worked hours to be reported for the selected day.
Notes:
Every earnings code is defined as either hours-based or time-based,
irrespective of an employee's time-entry type. Most earnings codes
used to report non-worked time will be hours-based. For instance,
if you are recording vacation or jury duty for an employee, you will
simply enter the total number of hours, rather than specific "in"
and "out" times, even if the employee is a time-based employee.
If an hours-based earnings code is selected and the Hours field is
left blank or set to 0, the Time & Attendance module
will use the default number of hours (if any) defined for the earnings
code.
In the Earnings Code column,
enter the appropriate code or use the buttons
to select one.
If you need to assign the
non-worked 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
(if any) that appear by default in the employee's timecard will be
used.
If you need to adjust the
employee's pay rate for the non-worked time, enter a valid code in
the Rate Modifier column or use the button to
select one.
Note: This column is only visible if you have enabled it in your Timecard Manager Preferences.
If you need to override or
adjust the employee's calculated shift rule for the non-worked time,
enter a valid code in the Shift Override column or use the button to select one.
Note: This column is only visible if you have enabled it in your Timecard Manager Preferences.
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 on the Options page, it will automatically
be displayed in the Edit Reason field. If you have not set a default
edit reason code on the Options page, your company's default edit
reason code will automatically 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.
If you want to include any
additional information about the non-worked time, 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.
If you need to record additional non-worked time in the displayed date range, repeat steps 6-13.
Click the Save button to save the new records, or click the Save & Calculate button to save the records 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.