participant’s guide time entry...

Time Entry & Approval Guide

PARTICIPANT’S GUIDE

Time Entry Training

Time Entry PG Version 5.1 M a y 2 0 1 7

Contents

Overview ................................................................................................................................................................................. 1

WHAT IS THE GOAL? ................................................................................................................................................................ 1

WHAT WILL BE COVERED? ....................................................................................................................................................... 1

ADDITIONAL HELP AND RESOURCES ....................................................................................................................................... 2

TABLE A: SHIFT PATTERNS................................................................................................................................................... 3

TABLE B: SHIFT CODES ........................................................................................................................................................ 4

TABLE C: PREMIUM CODES ................................................................................................................................................. 4

TABLE D: LIEU HOLIDAY CODES ........................................................................................................................................... 5

TABLE E: MINUTES CONVERSIONS ...................................................................................................................................... 5

TABLE F: OVERTIME CODES................................................................................................................................................. 5

TABLE G: ABSENCE CODES .................................................................................................................................................. 6

TABLE G: ABSENCE CODES Cont. ......................................................................................................................................... 7

TABLE H: ICON LEGEND ....................................................................................................................................................... 7

TABLE I: GLOSSARY OF NEW TERMS ................................................................................................................................... 8

Practice Scenarios: LOGGING ON ............................................................................................................................................ 9

SCENARIO 1: Locate one or more employee timesheets................................................................................................. 13

SCENARIO 2: Enter a shift pattern or schedule for a new employee ............................................................................... 16

SCENARIO 3: Assign a new shift to an employee and schedule a day off ........................................................................ 22

SCENARIO 4: Change the work times for an employee using the override and copy function ....................................... 25

SCENARIO 5: Enter an absence override in an employee’s timesheet to record a sick day payroll adjustment ............. 28

SCENARIO 6: Enter an absence override in an employee’s schedule, and then edit the override due to a change ........ 29

SCENARIO 7: Various components of the schedule including work details, edits and navigation across pay periods .... 31

SCENARIO 8: Code overtime for extra hours that have been worked over and above a regular shift. ........................... 33

SCENARIO 10: Code a late start for an employee ............................................................................................................. 38

SCENARIO 11: Code a LIEU Holiday.................................................................................................................................. 39

SCENARIO 12: Review an error generated by an insufficient override balance ............................................................... 40

SCENARIO 13: Edit the position of an employee for a shift .............................................................................................. 41

SCENARIO 15: Swap or exchange a shift with another employee .................................................................................... 43

SCENARIO 16: Swap or exchange a shift with vacation and/or banked time. ................................................................. 44

Time Entry Participant’s Guide May 2017

Page 1 of 45

Overview

WHAT IS THE GOAL?

The Time Entry training session are designed to prepare you for entering time and attendance and scheduling

data into the time entry system.

WHAT WILL BE COVERED?

The following tasks will be covered:

1. Locating employees

2. Assigning shift patterns and schedules

3. Assigning shifts and days off

4. Changing work times

5. Entering an absence override

6. Editing an override

7. Viewing components of a schedule

8. Coding overtime for extra hours worked

9. Entering a shift charge out

10. Coding a late start

11. Coding a LIEU holiday

12. Reviewing an error

13. Editing an employee position

14. Coding a cancelled shift

15. Swapping or exchanging a shift

16. Swapping or exchanging a shift for vacation


Page 2 of 45

Overview

ADDITIONAL HELP AND RESOURCES

Questions and Issues

Space has been provided for you to record your own notes and questions. Please remember, it is not possible

to cover everything so your question(s) may not get answered during the classroom training. Questions can be

directed at any time to [email protected]

Labels, Codes and Legends

The following tables have been included for easy reference.

Table A: Shift Patterns

Table B: Shift Codes

Table C: Premium Codes

Table D: LIEU Holiday Codes

Table E: Minutes Conversion

Table F: Overtime Codes

Table G: Absence Codes

Table H: Icon Legend

Table I: Glossary of Terms

mailto:[email protected]


Page 3 of 45

TABLE A: SHIFT PATTERNS


Page 4 of 45

TABLE B: SHIFT CODES

Time Code Description

BRK-UNPAID Unpaid Break

BT 1.0 Bank time at 1.0

BT 1.5 Bank time a 1.5

BT 1.5-CB Bank Call back time at 1.5

BT1.5-PC Banking Phone Consultations

BT2.0 Bank time at 2.0

CB Call Back

CB-REMOTE Call Back remote

MW-HOSP Modified Work

MW-LTD Modified work LTD

MW-WSIB WSIB Worked

PCE 3.0 – Operating Pressure

PCO Corporate Orientation PCOP

PCR Orientation Relocate PCOP

RD Redeployment

RDSW Redeployment stat worked

SB Standby

SBSH Standby – statutory holiday

SWAP Used for shift swap

TC Telephone consultation hours worked

TRM Mandatory training

UBB Union Business - hospital

UBO Union business - OWU

UBS Union business – SEIU1

UBS2 Union business – SEIU2

WRK Work - Regular

TABLE C: PREMIUM CODES


BT1.5-PC Banking Phone Consultations

GL Group leader premium

KM Distance traveled in kilometers

MA Meal allowance

NSS Nursing student Supervision

P Mentorship premium

PC Phone Consultations

RA Responsibility allowance premium

SCA Scoring Assignments – 1 hour represents 1 scoring assignment

SN New sick incident

SNU New sick incident – part time and casual

SN-X Cancel sick incident increment

TL Team leader premium

UL Unit leader premium


Page 5 of 45

TABLE D: LIEU HOLIDAY CODES

TABLE E: MINUTES CONVERSIONS

TABLE F: OVERTIME CODES

Holiday Name Description

BOXING DAY Boxing Day

CANADA DAY Canada Day

CHRISTMAS DAY Christmas Day

CIVIC DAY Civic Day

FAMILY DAY Family Day

FLOATING HOLIDAY 1 Floating Holiday 1

FLOATING HOLIDAY 2 Floating Holiday 2

GOOD FRIDAY Good Friday

LABOR DAY Labor Day

NEW YEARS DAY New Year’s Day

THANKSGIVING DAY Thanksgiving Day

VICTORIA DAY Victoria Day

Minutes Conversion

5 = 0.08

10 = 0.17

15 = 0.25

20 = 0.33

25 = 0.42

30 = 0.50

35 = 0.58

40 = 0.67

45 = 0.75

50 = 0.83

55 = 0.92

60 = 1.00

Hour Type Description

CB2.0 Call Back Double time beyond shift

OT1.5 One and a half time

OT2.0 Double Time

OT2.5 Double and a half time

UNPAID Unpaid Time


Page 6 of 45

TABLE G: ABSENCE CODES


BL Bereavement leave

CX-I Insufficient notice for cancelling a shift

CX-S Sufficient notice for cancelling a shift

EL Education leave

HOL-FLOAT Floating Holiday

HOL-STAT Statutory Holiday

HOL-HALF-STAT Half Floating Holiday

HOL-HALF-FLOAT Half Statutory Holiday

JD Jury Duty

LCOM Family compassionate leave

LCRDD Crime Related Death or Disappearance Leave

LCRIT Critically ill Child Care Leave

LEM Emergency leave

LFC Family Caregiver Leave

LIEU-OT Lieu time off from OT bank

LIEU-REG Lieu time off from regular bank

LMAT Maternity leave

LOAS Unpaid time - scheduled less than 30 days

LOAU Unpaid time - unscheduled

LOL Scheduled LV long term other greater than 30 days

LPAR Parental leave - unpaid

LSNP Suspended - unpaid

LSWP Suspended - paid

LTD Long term disability - unpaid

LTWP Transitional WSIB period

LTWPL Transitional LTD program

LWCB Worker's compensation

MLTRY Military

OD Organ donor leave of absence

PL Paid leave

PLO paid leave orientation

S Sick time

SP Sick - part time/casual

SWAP-OFF Working swapped shift

SWO Sick without pay

TRM Mandatory training

V Vacation


Page 7 of 45

TABLE G: ABSENCE CODES Cont.

TABLE H: ICON LEGEND

Load Load button, loads new timesheet information.

Magnifying Glass /

Look Up

Look up icon opens a window that allows you to search through a

database of employee names, employee numbers, codes, shifts

etc.

Drop Down Menu

Drop down menu provides a list of menu options that you can select

from. Click on the arrow to open the menu.

Calendar

Popup calendar opens a calendar and allows you to select a

specific date rather than typing a date into a date field.

Expanding/ Collapsing Arrows

Expanding and collapsible arrows allow you to open and close a specific section of the page.

Pencil Icon Pencil icon allows you to create an override.

Double Pages

Double pages allows you to copy overrides. Click the selection box beside the icon and Submit.

Trash Can / Delete

Trash can icon allows you to delete overrides. Click the selection box beside the icon and Submit.

Selection Box Selection box allows you to select an item.

Comment Box Comment box allows you to add a comment.

Twisty Twisty allows you to expand the work details for a specific day.

Red X

Red ex indicates that time scheduled has not been authorized or approved.

Green check

Green check mark indicates that time scheduled have been authorized or approved.


VAC-ADV Unpaid Decrements Balance

V-PT Vacation - part time/casual

VR Vacation - retirement

WD Witness duty


Page 8 of 45

TABLE I: GLOSSARY OF NEW TERMS

Term / Acronym Description

Team Terminology for department or area

Accounting unit or GL (general ledger)

Terminology for cost centre

Activity Account number

WFM Refers to ‘work force management’

DA Refers to an ‘alternate position’. Position is new terminology for DA and is located under the Position option in the override menu (accessed from the pencil icon).

Team name Description field to describe your department

Team number Number assigned to your department or team

Shift pattern Schedule for time and attendance employee

Shift label Shift work with a start and end time

Override An action used to adjust or edit a shift


Page 9 of 45

Practice Scenarios

LOGGING ON

Sign in to the application using your extended user name smh\username for each login screen that pops up. Refer to “Signing ON to Time Entry and Approval” quick reference guide for further information if needed.

HOME SCREEN To return to your Home screen at any time just click on Home

MESSAGES To access your messages click on your Messages tab These messages are also linked with your outlook account


Page 10 of 45

TIMESHEETS Once you have logged on to the system, you will be able to access all of the employee timesheets for your area or department which is referred to as a team.

EMPLOYEE DETAILS Details about the employee will show when you hover over the employees name.


Page 11 of 45

EMPLOYEE OVERRIDE SCREEN

Once you click on the employees name than you can access the full employee detailed

When you click on the employee’s name the Employee Override screen will appear. The First Four rows will show the employees ID Number, Last Name, First Name and the Time that they stat their shift.

Shift patterns can be preset if an employee works a regular schedule. For example: Mon-Friday 7.5 hours. Note there are various start times.

Calc Group represents the union that the employee is part of.

Pay Group represents the group that is responsible for paying the employee.

The system also shows you the Hire Date, the Benefits Date, Termination Date and the Status of the employee.

If the box is selected then the employee is on probation.

It will be removed automatically after 90 days

A checkmark will be shown if any of the five categories

apply to the employee. From example: This employee is

exempt from OT

Standard Hours represents the number of hours the

employee normally works in a day

Seniority Date will be used in Phase 2

Averaging Period: the hours of work in a 2, 4, 6 or 12

week period based on the Employee Standards Act.

Leave Reason: long term leaves will be populated by HR

Expected Return Date is the expected date of return


Page 12 of 45

If any of the following employee information is incorrect that it would need to be updated in the HR system.

FTE: number of hours worked in one year. For example: 1

= 1950 hrs.

Vacation Accrual Differential is for employees that

negotiate higher vacation on their hire date

Scheduling Type: for ONA members only if an employee

works DDNN

Job Level: Job

Type: Status


Page 13 of 45

SCENARIO 1: Locate one or more employee timesheets

OPTION 1: LOCATE AN EMPLOYEE TIMESHEET USING THE LOOKUP ICON

1. Logon to the system.

2. From the Home page, navigate to Timesheet to open the Timesheet Selection Window.

3. Click on the lookup icon in the Employee field. This will open a window with a list of employees and

employee ID numbers.


Page 14 of 45

4. In the Employee window, enter the last name (or ID number) of the employee in the respective fields and

click Submit.

If you enter a partial name (or ID number) you will get a list of all of the employees starting with those letters or ID numbers.

5. Click directly on the name of the employee or the employee’s ID number to load the employee. You can

also click the selection box and click Submit.

TIP: Depending on the size of the team you will be adjusting schedules for, all employee names may not be displayed in the first Employee window. Click the Next button to see additional names if you are adjusting schedules for a larger team of people. Once the employee name you are looking for is displayed, you can simply click on either the name or employee number to load the employee into the Timesheet Selection field.

6. Once the employee name is loaded, use the drop down menu in the Date field to select a specific period

of time (ie. current pay period).

7. Click Go or Load to open the timesheet.

8. Review specific information about the employee by hovering over his/her name in the timesheet.


Page 15 of 45

OPTION 2: LOAD A NEW EMPLOYEE TIMESHEET FROM AN OPEN TIMESHEET

From an open timesheet, you may want to load the timesheet of a different employee.

• In the Timesheet Selection field, you can use the lookup icon as you did before and click the Load

button once an employee has been selected.

It is important to remember to click the Load button beside the Timesheet Selection field once you have selected an employee or the new timesheet will not load. The Submit button at the bottom of the page is used to submit changes made to a timesheet, whereas the Load button is always used for loading a new timesheet.

OR . . .

Click on the arrow at the far right on the Timesheet page to return to an expanded version of the Timesheet Selection. Remember to click the Load button once an employee has been selected.


Page 16 of 45

SCENARIO 2: Enter a shift pattern or schedule for a new employee

Refer to Table A to view the list of available shift patterns.

1. Navigate to the timesheet for Arthur Brooke.

2. Click the employee’s name above the schedule to open the Employee Override window.

OPTION 1: ASSIGN A SHIFT PATTERN TO A NEW EMPLOYEE (Time and Attendance)

A new, permanent employee, Arthur Brooke, has been hired and onboarded by Human

Resources. You have been asked to assign a shift pattern of Monday to Friday, 7.5 hour days.


Page 17 of 45

3. Using the drop down menu, select a shift pattern.

4. Enter a start date at the bottom of the Employee Override page or ensure that the existing date is correct and

click Submit. In this case, you will want to ensure that Permanent is checked.

TIP: If a date selection is required, you can use the Calendar icon to select a date from the calendar.

____________________________________________________________________________________________________________

____________________________________________________________________________________________________________

____________________________________________________________________________________________________________

____________________________________________________________________________________________________________


Page 18 of 45

Refer to Appendix A to view the list of available shift labels.

1. From the timesheet, use the arrow to expand the Timesheet Selection area.

2. Search for the employee Rajeet Singh and load his timesheet.

3. Select the Manual Date Range option from the drop down menu in the Dates field and enter the start and end dates for the pay period. Your instructor will tell you what dates to enter.

TIP: You can use the calendar icon in the date fields to select a date.

4. Click the Load button to load the new timesheet.

5. Click the pencil icon to assign a 7.5 shift (d730) for the first Monday listed in the schedule.

OPTION 2: ENTER A SIX WEEK SCHEUDLE FOR AN EMPLOYEE (Schedulers)

You have been asked to assign a six week, 07:30 to 15:30, sleep lab schedule for Rajeet Singh.

Use the table provided in step 10 to enter the schedule. Remember, that a lower case letter in shift labels indicates a regular 7.5 hour shift and that an upper case letter indicates an extended 11.25 hour shift.


Page 19 of 45

6. Select the Shift override from the menu.

7. In the override window, search for the shift label d730.

There are two ways to enter shift labels in the override window.

If you already know the shift label (d730), enter it in the Shift field and click Submit.


Page 20 of 45

OR . . .

Use the lookup icon to locate the shift label from the list and click Submit.

The new shift should now be visible in the timesheet.

8. Next, click the Show Edits button at the bottom left of the timesheet to make sure that all edits are visible as you proceed. Note the Delete, Copy or Edit options that are now available for each override item.

9. In the listed edits and overrides for the first Monday, select the Copy icon. (You will need to click the selection box to the right of the icon to select it.)

of 45

10. Once you have selected the Copy icon, select all the other dates that shift is scheduled for in the six week time period listed in the table below.

11. Click the Submit button at the bottom of the timesheet to enter the new shifts.

It is important to remember that the Submit button at the bottom of the timesheet is used to apply changes to the

schedule and that the Load button at the top of the timesheet is used to load the timesheet of an employee.

12. Follow the same procedure to assign an 11.25 (N1930) shift to the other N dates indicated in the table.

Time Entry Participant’s Guide August 2016 Page 22 of 45

SCENARIO 3: Assign a new shift to an employee and schedule a day off

Refer to Appendix A to view the list of available shift labels.

PART 1: SCHEDULE A NEW SHIFT

1. From the timesheet, use the arrow to expand the Timesheet Selection area.

2. Search for the employee Arthur Brooke and load his timesheet.

3. Select the Current Pay Period option from the drop down menu in the Dates field.

4. Click the Load or Go button to load the new timesheet.

It is important to remember that the Submit button at the bottom of the timesheet is used to apply changes to the

schedule and that the Load button at the top of the timesheet is used to load the timesheet of an employee.

5. Click on the pencil icon for the first Saturday of the current pay period.

6. From the override menu, select the Shift option.

7. In the override window, search for the shift label d730.

There are two ways to enter shift labels in the override window.

The employee, Arthur Brooke, who is scheduled to work Monday to Friday, needs to have

his schedule adjusted for the first week of the current pay period.

Part 1: Assign Arthur Brooke a shift for the first Saturday of the current pay period. Use

the shift label d730.

Part 2: Schedule the first Monday off.


If you already know the shift label (d730), enter it in the Shift field and click Submit.

OR . . .

Use the lookup icon to locate the correct shift label in the list of shifts and click Submit.

The schedule should now be visible in the timesheet.


PART 2: SCHEDULE THE MONDAY OFF

1. Click the pencil icon for the first Monday and select Shift from the override menu.

2. In the override window, use the lookup icon to open the list of shift labels and select OFF. There should

now be no shift displayed for Monday.


SCENARIO 4: Change the work times for an employee using the override and copy function

PART 1: EDIT THE MONDAY SHIFT

1. Ensure you have the timesheet for Rajeet Singh loaded for the current pay period.

2. Click the Show Edits button at the bottom left of the timesheet to make sure that all edits and edit functions are displayed as you proceed.

3. Click Edit Shift for the first Monday of the schedule.

You receive a request to change Rajeet Singh’s shift for the first Monday and Tuesday of the

current pay period from a 7:30 to 15:30 shift to an 8:30 to 16:30 shift.

Part 1: Edit the Monday shift

Part 2: Copy the shift to Tuesday


4. In the Override window, enter the shift label (d830) or use the lookup icon to select the correct shift label

from the list.

The new shift times should now be displayed in the schedule:


PART 2: COPY THE SHIFT TO TUESDAY

1. Click the Show Edits button at the bottom left of the timesheet to make sure that all edits are visible as you proceed. Note the Delete, Copy or Edit options that are now available for each override item.

2. To copy the new time to the Tuesday shift, select the Copy icon displayed for the Monday shift. (You will need to click the selection box to the right of the icon to select it.)

Once you have selected the Copy icon, select the day that you would like to copy the schedule to. In this case, click the selection box for the first Tuesday of the pay period.

3. Click the Submit button at the bottom of the timesheet to enter the new shifts.

____________________________________________________________________________________________________________

____________________________________________________________________________________________________________

____________________________________________________________________________________________________________


SCENARIO 5: Enter an absence override in an employee’s timesheet to record a sick day payroll adjustment

Refer to Table E for a list of absence codes.

Absence Codes As with most codes, absence time codes will be familiar to you. If you come across a code that you are unfamiliar with, refer to the description column. Every code is accompanied by a description for easy reference. Take note of the difference in codes between a full time and part time employee. Sick leave and vacation time have been marked with the letter P for part time or casual employees.

1. Navigate to the timesheet for Dana Masterson. Make sure you have entered the correct pay period.

2. Click the pencil icon and select the Absence override from the override menu.

Leave codes will appear only to your applicable status and/or entitlement.

3. In the Override window, use the lookup icon to find the Sick code in the Absence override list and

Submit.

TIP: Check the employee details by hovering over the employee name to determine why the only available sick code is SP.

The employee, Dana Masterson, took a sick day on the first Wednesday of the current

pay period. Adjust her schedule using the absence override to record the sick day.


SCENARIO 6: Enter an absence override in an employee’s schedule, and then edit the override due to a change

PART 1: SCHEDULE A VACATION

1. Navigate to the timesheet for Colleen Rubin.

2. Click the pencil icon beside the first Wednesday to create a vacation override. You will need to select the Absence override from the menu.

3. Select Vacation from the list of absence overrides.

PART 2: ADJUST THE HOURS

1. Ensure Show Edits is on so that all edits are displayed

2. Click on the Edit Absence link beside the Wednesday marked as vacation.

3. Enter start and end times to accommodate 3 hours of vacation from 13:30 to 16:30 and Submit.


SCENARIO 7: View various components of the schedule including work details, edits and navigation across pay periods

1. View the Code Summary balance at the bottom of the schedule. Note that all absences will be listed in the summary depending on your union group.

2. View the work details for specific days by clicking on the arrow (twisty) in the left column next to the day. Note the colour labels used to represent each of the time codes. Refer to Table F: Time Code Label Colours

3. View balances by clicking of the ellipsis in the grey box directly below the work details.

Review the following timesheet details to see how the system automates and displays

data. Start with the timesheet you are currently in, and then load and view other

employee timesheets.


4. Review the time marked as work and the time marked as vacation in a schedule.

TIP: Break times are inserted by the system and do not necessarily reflect actual break times.

DO NOT delete any entries that have been entered through WorkBrain.

TIP: Adjustments to entries can be performed for the previous pay period and the system will make the adjustment for payroll automatically.

TIP: When entering an appointment of 4 hours for vacation time in the afternoon, start the vacation at 12:30 as the previous 30 minutes is unpaid break.

NB


SCENARIO 8: Code overtime for extra hours that have been worked over and above a regular shift.

Refer to Table B for the list of shift codes.

1. Load the timesheet for Kim Lee.

2. Click the pencil icon to edit the first Wednesday shift and select the Code override option from the menu.

3. Search the list of shift codes and select the Work-Regular option.

4. In the Work field, indicate the start and end times of the additional time worked. For example, if one hour extra

was worked at the end of the day, you would enter 16:30 to 17:30.

Kim Lee who works a regular 7.5 hour day was asked to work an extra hour on the

first Wednesday of the pay period. Adjust his timesheet to reflect the extra hour

worked as overtime.


Review the schedule to ensure that the extra hour worked has been recorded in the schedule.


SCENARIO 9: Enter a shift charge out to a different accounting unit or general ledger (GL)

Entering accounting units When inputting an accounting unit number in the new time entry system, only enter the primary 9 digit code. For example:

Empath (old system) Infor (new system)

%1711101003 305

%1 711101003 305

If the employee is part of a Research, Trust, Capital or Secondment charge out, an activity number must be entered as well.

Kim Lee worked the first Monday and Tuesday of the current pay period in another department.

Charge out the cost to a different accounting unit or general ledger (GL).

Part 1: Charge out the first day

Part 2: Copy the charge to the second day


PART 1: CHARGE OUT THE MONDAY (DAY 1)

1. Load the timesheet for Kim Lee.

2. Click the pencil icon to edit the first Monday of the current pay period and select the GL (general ledger) override option.

3. In the GL override window, enter the accounting unit number of the employee. You will need to know the accounting unit number for your team.

4. If the employee is part of Research, Trust, Capital or Secondment, you will need to know both the accounting unit number and the activity number. Note that the example below illustrates an entry that includes both an accounting unit and an activity code.


PART 2: COPY THE CHARGE TO THE TUESDAY (DAY 2)

1. Select the selection box for the copy icon beside the Monday displaying the accounting code and the selection box for the Tuesday that you want to copy the accounting code to, and click Submit.


SCENARIO 10: Code a late start for an employee

1. Load the timesheet for Colleen Rubin.

2. Click the pencil icon next to the first Monday of the current pay period.

3. Select the Absence override, select LOAU (Unpaid time - unscheduled).

4. Enter the start and end times 08:30-10:30 in the override window and Submit.

5. Click the arrow (twisty) icon to expand work details and confirm that the information has been entered correctly.

On the first Monday of the current pay period, Colleen Rubin slept in, the TTC was

delayed and she was two hours late for work. When she arrived, she worked her full

shift. Code the late start using the LOAU code.


SCENARIO 11: Code a LIEU Holiday

Refer to Table D for the list of available lieu holidays.

1. Navigate to the timesheet for Rajeet Singh. Ensure you are in the current pay period. 2. Select the pencil icon on the date the employee is requesting the holiday. Ensure a shift is scheduled for that

date. 3. Select the Lieu Holiday override option, select the correct lieu holiday (Good Friday) from the holiday list and

Submit.

Note: When selecting the lieu holiday, it will award 7.5 hours and automatically assign 3.75 vacation unless the LOAS check box is selected.

Review the schedule to ensure the lieu holiday has been recorded.

Rajeet Singh is requesting a stat holiday on the second Monday of the current pay

period. He is not a time and attendance employee and does not have a shift pattern

assigned.

Note: For employees that are on a shift pattern, the stat holiday will automatically be

assigned on the designated calendar date if the employee is entitled to stat holidays.


SCENARIO 12: Review an error generated by an insufficient override balance

1. Navigate to the timesheet for Sarah Price and ensure you are in the current pay period and that the

timesheet is set to Show Edits.

2. From the Absence override list, select Vacation.

3. In the override window, enter the vacation start and end dates.

4. Check the schedule to ensure the scheduled vacation days have been recorded. An error should have been

generated due to an insufficient vacation balance.

Hover the cursor over the alert icon to review the error message.


SCENARIO 13: Edit the position of an employee for a shift

1. Locate the timesheet for Kim Lee.

2. Select the pencil icon for the second Monday of the current pay period. 3. Select the Position override, select the position MRI Tech, enter the time from 8:30 to 16:30 that she worked as an

MRI Tech, and click Submit.

Kim Lee, who normally works as a Clerical Assistant, was asked to change positions and

work as an MRI Tech on the second Monday of the current pay period. Record the

position Kim Lee worked on the second Monday.


SCENARIO 14: Code a cancelled shift for an employee

Refer to Table E for the list of available absences.

There are two codes that are used for a cancelled shift. CX-S code: Used for a shift cancelled due to a change once the employee has arrived at work. This code pays the employee a minimum of 4 hours. CX-I code: Used for a shift cancelled prior to the shift start without proper notice. This code doesn’t pay the employee for that shift but pays the employee time and a half for the next shift worked. Note: For this scenario you will be using the code CX-S.

1. Locate the timesheet for Rajeet Singh and select the current pay period.

2. Select the pencil icon on the Thursday that the he came to work and was sent home.

3. Select the Absence override and the CX-S option from the absence list.

4. Enter the start and end times of the time worked and click Submit.

5. Click the arrow (twisty) to expand the work details to review the time codes recorded.

Rajeet Singh came to work on the first Thursday of the current pay period. He worked

for 2 hours and was then informed that he was no longer needed due to a change in

staffing. Record the change using the CX-S absence code.


SCENARIO 15: Swap or exchange a shift with another employee

1. Locate the timesheet for Rebecca Steene.

2. Select the pencil icon for the second Thursday of the current pay period. 3. Select the Absence override, select SWAP-OFF from the Absence override list, and Submit.

4. Locate the timesheet for Sarah Price.

5. Select the pencil icon for the Thursday Sarah Price will be exchanging with Rebecca Steene.

6. To schedule Sarah Price for the shift, select the Shift override, select the shift label (n2330), and Submit.

7. While still in Sarah Price’s timesheet, select the pencil icon for the same Thursday, select the Code override, select SWAP from the list of codes, and click Submit.

Rebecca Steene has requested a shift exchange with Sarah Price for the Thursday of the second

pay week of the current pay period.


SCENARIO 16: Swap or exchange a shift with vacation and/or banked time.

1. Locate the timesheet for Rebecca Steene.

2. Select the pencil icon for the second Wednesday of the current pay period, the day that Rebecca wants to use her vacation time for by swapping with Anita Starr.

3. Select the Absence override option, select SWAP-OFF, and Submit.

4. While still in Rebecca’s timesheet, select the pencil icon for the same Wednesday, select the Absence override option, select V for vacation, and click Submit.

5. Locate the timesheet for Anita Starr.

6. Select the pencil icon for the Wednesday shift she will be working for Rebecca.

7. Select the Shift override, select the shift label she will be working (n2330), and Submit.

Rebecca Steene has requested a shift exchange with Anita Starr. Rebecca would like to

exchange her Wednesday shift of the second pay week with Anita, who is a part time

employee, and use her vacation time of 7.5 hours.


8. While still in Anita’s timesheet, select the pencil icon for the same Wednesday; select the Code override option, select SWAP, and Submit.

Next Steps

Practice by inputting your employee’s schedules. Maintain absences and edits daily

If you have any questions or concerns please address them to [email protected] or call x.3888

mailto:[email protected]

participant’s guide time entry...

Documents