Time & Attendance How-To Guide

Employer Edition

Table of Contents
What is Time & Attendance? Initial Setup Overview of the Intranet Home Page Overview of the Employee Timesheet Reviewing Employee Timesheets Editing Employee Timesheets Editing Employee Paid Time Off Hours Exporting Employee Timesheets Frequently Asked Questions 03 04 05 06 07 08 09 10 11

What is Time & Attendance?

Time & Attendance, brought to you by FutureOffice Network, lets employers easily track their employees time. Whether its vacation or holiday time, this tool logs all employee paid time off and precise clock-in and clock-out times. Employees can view their timesheet each pay period while employers monitor the information. The system also completes necessary calculations for you, including paid time off availability and overtime hours. For employers who wish to merge this information with their current payroll system, Time & Attendance data exports seamlessly.

Initial Setup
In order for Time & Attendance to be accessible on your company Intranet, you must first complete the Time & Attendance Setup Wizard, which is located in your User Maintenance panel (Maintenance > Users > View). The Setup Wizard is used to input information about your company. You will navigate through the following categories: EMPLOYEE INFO: Download the employee spreadsheet to add new or update employee data that is crucial to Time & Attendance, such as employee start date and department. DEPARTMENT(S): Add or edit company departments to allow sorting by managers or supervisors. WORK WEEK: Define your work week, pay period and punch rounding settings. PTO ADMINISTRATION: Choose your paid time off benefits and new balance cycle; enter individual employee paid time off details. Once youre finished with the Time & Attendance Setup Wizard, youre ready to start using Time & Attendance! You can always change your settings along the way by going back into the User Maintenance panel and selecting Time & Attendance Settings. 4

Overview of the Intranet Home Page

CLOCKING IN & OUT: Employees will use the clock icon to clock in and out. When they are clocked in, the icon will show a green check mark. The icon will show a red X when they are clocked out. Managers must communicate that all employees will clock out for all unpaid time, including meal breaks. VIEWING THE TIMESHEET: Employees will click on the calendar icon to view their current timesheet. This will take them to the calendar view where they can see all past and present clock-in and clock-out times, as well as available paid time off hours. The only way to access Time & Attendance is from the company Intranet. When you are on the H.R./Benefits or P&C/Commercial portals, the Time & Attendance icons will not appear. Click on the Intranet link on the navigation bar to access the Intranet.

Overview of the Employee Timesheet

1. EMPLOYEE INFORMATION: Displays basic employee information, including name, department and start date. 2. EXPORT TIMESHEET: Export the active timesheet to a Microsoft Excel (2007) spreadsheet for employee records. 3. PAY PERIOD NAVIGATION: Use the arrows to navigate through pay periods one-by-one or use the navigation at the bottom to navigate by year and month. The active pay period is highlighted in light gray, while the inactive days are dark gray. This is helpful for knowing when the current pay period begins and ends. 4. EDIT BUTTON: Use the edit buttons to modify clockin and clock-out detail, enter paid time off, comment on activity or mark the day with a flag for further review. 5. PAID TIME OFF LEGEND: View year-to-date paid time off availability using this color-coded legend. This also helps with identifying paid time off on the calendar.
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Reviewing Employee Timesheets

There may be a time when you have to edit an employees timesheet since employees are not able to edit their clockin and clock-out times. If an employee forgets to clock in or out, you will need to manually enter the time. In order to do this, enter the User Maintenance panel, select an employee and click on View Timesheet. This will take you to the calendar view of that employees timesheet, where you will be able to edit all sections. When an employee has flagged dates, that employees name will appear in red in the User Maintenance panel. When you see an employees name in red, view that employees timesheet and address the flagged dates in the current pay period. Dont forget to uncheck the Flagged/ Needs Review check box when youre done reviewing the days. When all of the flagged dates have been addressed and unchecked, the employees name will no longer be red. Be sure to create a policy for flagged dates to ensure proper usage of this feature.

Editing Employee Timesheets

As an employer or administrator, you have access and editing capability for clock-in and clock-out times for all employees. Details are displayed as follows: 1. TIMESHEET: Edit or manually enter worked time. 2. PAID TIME OFF: Add or edit holiday, personal or sick time, depending on which benefits you chose in the Time & Attendance Setup Wizard. 3. COMMENTS: Use this section if your company requires explanation of daily duties. This section can also be used to explain why a day has been flagged for review. 4. TOTAL: Calculates the hours from the Timesheet and Paid Time Off sections of the edit screen. 5. FLAGGED/NEEDS REVIEW: Check the Flagged/Needs Review checkbox if the detail from this day needs to be revisited at a later time. A flag will be added to the date on the calendar view of the timesheet as a reminder for further review.
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Editing Employee Paid Time Off Hours

There are three different ways you can edit an employees paid time off hours: 1. TIME & ATTENDANCE SETUP WIZARD: After the initial Paid Time Off Administration section, the wizard will continue on to a second page where you have the ability to enter in each employees New Cycle Balance and Used to Date hours. These two numbers will be calculated to show the amount of paid time off remaining to the employee and is visible to the employee via his/her Timesheet Calendar. 2. USER MAINTENANCE: This is the recommended method of entering paid time off after completing the Time & Attendance Setup Wizard. You can select employees and click View PTO for editing multiple users. 3. USER DETAILS: Edit a single users paid time off detail. When entering New Cycle Balance hours under the Holiday and Other sections, it is recommended that this column is left blank since the initial balance can vary depending on the fiscal year and the employee.

Exporting Employee Timesheets

Time & Attendance allows you to export employee timesheets by pay period which can then be provided to your current payroll system or filed for your company records. Export from the User Maintenance panel by selecting employees and clicking on Export Timesheet. There are two different spreadsheets that you can export: 1. VIEW DETAILS: This spreadsheet displays specific information from each employees pay period. If multiple employees are selected, each employee appears on a separate sheet of the Microsoft Excel (2007) file. 2. VIEW TOTALS: This spreadsheet displays the total number of regular, overtime and paid time off hours for all employees selected. You can view your spreadsheets before exporting them by clicking on the Preview button. This is useful if you want to see the information without exporting it to a spreadsheet. By selecting Close Pay Period, the selected pay period is no longer editable to your employees. This is recommended when you are submitting employee time to your payroll.

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Frequently Asked Questions

Q: I input my settings during the initial setup process, but now the company has changed our pay period setup. How do I change this in Time & Attendance once Ive already completed the setup wizard? A: Once youve completed the Time & Attendance Setup Wizard, you can edit your settings later via the User Maintenance panel by clicking on Time & Attendance Settings. Q: One of my employees forgot to clock out for the day but doesnt have the capability to input the time herself. How do I put that time in for her? A: From the User Maintenance panel, select the employee and click on View Timesheet. From there you can edit her timesheet just like you would edit your own as an administrator. Q: My company just started using Time & Attendance and my employees already have paid time off used for the year. How do I enter it in the system to make it show the correct remaining balance? A: You can access your paid time off hours three different ways (see page 9 for details). In the case of adding in paid time off hours mid-year, New Cycle Balance represents the number of hours that the employee starts off with at the beginning of the fiscal or calendar year. The Used to Date represents the number of hours that the employee has used as of the current date. When these two numbers are entered correctly, the number displayed to the employee is the number of paid time off hours he/she has available to use.

Still have questions? Contact a FutureOffice Network representative. 262.432.0707 | [email protected]

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