Reference Guide: Working with Time Management

Table of Contents
Introduction ...................................................................................................................................................................... 2 Employee Role Matrix................................................................................................................................................. 2 Accessing Time Management ..................................................................................................................................... 3 Using Time Management............................................................................................................................................... 4 Time Views Tab......................................................................................................................................................... 4 Timesheet Tab .......................................................................................................................................................... 4 Recording, Submitting and Modifying Hours Worked .............................................................................................. 5 Using the Time Views Tab........................................................................................................................................... 5 Record and Submit Hours Worked ....................................................................................................................... 5 Modify or Delete Submitted Hours Worked ........................................................................................................ 9 Using the Timesheet Tab .......................................................................................................................................... 11 Record and Submit Hours Worked ..................................................................................................................... 11 Modify or Delete Submitted Hours Worked ...................................................................................................... 14 Creating, Submitting and Modifying Exceptions to Hours Worked ..................................................................... 16 Using the Time Views Tab......................................................................................................................................... 16 Create and Submit an Exception to Hours Worked ....................................................................................... 16 Modify or Delete an Exception to Hours Worked ........................................................................................... 20 Using the Timesheet Tab .......................................................................................................................................... 23 Create an Exception to Hours Worked ............................................................................................................. 23 Modify or Delete Submitted Timesheet ............................................................................................................. 25 About the Approval Process ....................................................................................................................................... 27 Approval Flow ............................................................................................................................................................ 27 Email Notifications ..................................................................................................................................................... 27 Time Quota ..................................................................................................................................................................... 28

Introduction
EuHReka Workspace Time Management can be used to enter, submit for approval and approve; hours worked and exceptions to your hours worked, i.e. Overtime, Vacation, Sick, etc. Your requirement to submit hours worked or exceptions are determined by your employee role within euHReka Workspace. Please see the Employee Role matrix below to help you determine if you are required to submit hours or exceptions to hours worked for approval. Time Management can also be used by all employees to view vacation quota. Employees falling into one of these categories will not have access to euHReka Workspace Time Management: employees part of the CTB Kronos legal entity employees part of the JDPA legal entity all MHE weekly employees

Employee Role Exempt Guild Non Exempt Regular Seasonal BiWeekly Temp BiWeekly

Required to Submit Hours Worked* No No No Yes Yes

Employee Role Matrix

Required to Submit Exception to Hours No Yes Yes Yes Yes

*Employees not required to submit hours worked will be paid automatically according to their work schedule.

Accessing Time Management

1. In euHReka Workspace, navigate to Time Management.

Ms. Jane Doe

123456

Using Time Management

EuHReka Workspace provides two options to enter hours worked or exceptions to hours worked; through the Time Views tab and/or through the Timesheet tab. You will choose the option that best suits you. Remember, your requirement to submit hours worked or submit exceptions to hours worked for approval is determined by your employee role. Please see the Employee Role matrix located on Page 2 of this document to determine your role in the system. Time Views Tab The Time Views tab allows you to use a Monthly Calendar view to: Create Absence Enter Sick time, Vacation time, etc. Record Attendance - Enter hours worked for a selected day. You will also have the ability to select recurring hours worked. Record Overtime Enter Overtime hours for a selected day. euHReka Workspace will not calculate the type of overtime pay an employee is to receive. Note, the need to record overtime is determined by each employees position.

Timesheet Tab The Timesheet tab allows you to use a Pay Period view to: Enter hours worked by day or Pay Period, depending on your employee role. Submit exception reporting to hours worked by day or Pay Period, depending on your employee role. Some examples of exception reporting are Overtime and Vacation. Save a draft and submit a request later. Time Sheet Tab
Ms. Jane Doe [123456]

Time Views Tab

Screen capture data is for example only

Recording, Submitting and Modifying Hours Worked

Submitting hours worked is determined by an employees role within the payroll system. If you are not sure of your role, please see your Manager.

Note: The information selected in the steps below are for example, only. Requirements for submitting hours worked and the types of hours to submit are determined by each employees role in the payroll system. Using the Time Views Tab
Record and Submit Hours Worked 1. From the Time Management screen, select the Time Views tab.

Ms. Jane Doe

123456

2. Place your cursor on and click the day you wish to record attendance. The Record Attendance option appears.

3.

Click the Record Attendance link.

4. The Attendance request screen appears.

Ms. Jane Doe

. Enter attendance information in the fields displayed. Note: Required fields are denoted with an asterisk (*). Complete the following fields:

Type: Select the Type of attendance request from the drop-down menu. In this example, Regular Hours is being selected. The types of attendance codes you select will be determined by your employee role. Please see the Time Management Codes Quick Reference Guide for the codes available to each employee role. From and To date ranges: Enter dates in the fields or select the date from a calendar by clicking the calendar icon alongside the From and To date fields. Number of hours: (000:00 hour/minute format) enter the number of hours by using a three digit hour and a two digit minute. Examples are: 007:30 = seven hours, thirty minutes; 008:00 = eight hours, no minutes.

Note: There is an option available to enter recurring hours worked. To enter recurring hours, follow Steps 5 7. If you are entering hours worked for an individual day, do directly to Step 8. Recurring Hours 5. Click the Recurrence icon.

Ms. Jane Doe

6.

The Recurrence screen appears.

 7.

Select the Recurrence pattern and Recurrence range. In this example, a Daily pattern and a range from 12/04/2012 12/07/2012 have been selected.

Click Save.

8. The attendance request screen will display your selections.

Ms. Jane Doe

Click Submit to complete the process. The request will be routed to a Manager for approval.

After submitting your hours worked for approval, the Monthly Calendar will display the recorded hours. An icon will appear on each calendar day that contains recorded hours. The icon will contain a symbol: ? = Request submitted for approval. D = Draft request saved. Not submitted for approval. No Icon appears Submitted request has been approved by manager.

You can also view the status of your submitted hours by clicking on the day or date range.

Ms. Jane Doe

Mr. John Doe, Mr. John Smith

The Attendance maintenance screen will display the status of the request. Modify or Delete Submitted Hours Worked 1. You can modify or delete submitted attendance before it is approved. To modify or delete attendance, click the attendance date in the Monthly Calendar.
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2.

The Attendance maintenance screen appears.

Ms. Jane Doe

Mr. John Doe, Mr. John Smith

In the Attendance maintenance screen, you can either: o o o Modify the hours recorded and reSubmit for approval. Delete the hours recorded. Cancel and return to the Monthly Calendar view.
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In this example, the date and hours recorded will be deleted by clicking Delete. After selecting your option, you will be redirected to the Monthly Calendar. Note in this example, the hours recorded no longer appear for the December 5 date.

Using the Timesheet Tab

Record and Submit Hours Worked 1. From the Time Management screen, select the Timesheet tab.

Mr. John Doe

Mr. John Doe [1234567]

1234567

2.

The Timesheet screen appears.

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Mr. John Doe [1234567]

In the Timesheet screen, you can enter hours worked or you can enter exception reporting, i.e. Overtime, Emergency Leave and more. The options for exception reporting are determined by each employees role in the payroll system. Please see the Employee Role Matrix on Page 2 of this document. If you are not sure of your role, please see your Manager. Note: In the example above, attendance submitted for approval, (12/03/2012- 12/07/2012), using the Time Views tab is carried over and displayed in the Timesheet tab. Attendance submitted using the Time Views tab can only be modified or deleted using the Time Views tab. To record time, complete the fields. You can select different time periods using the back and forward buttons alongside the displayed time period. Time type Using the drop down menu, select the hours worked or exception you are recording. The options that will appear are associated with your Employee Role. Tip You can type in the field and corresponding search results will begin to appear for you to select. #Hours Enter the hours for the Status Time type selected. Hours format: 00.00 = hour/fraction of hour. Enter the number of hours by using a two digit hour and a two digit fraction of hour. Examples are: 07.50 = seven hours, thirty minutes; 08.25 = eight hours, fifteen minutes. Comment Optional. Copy You can click the copy icon to copy line items recorded for a Date.

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Paste After copying line items, click in any field of the desired date and click the paste icon to copy line items into fields. Plus sign Use the plus sign that appears at the end of a date line to add additional lines for a selected date. Example, if you are recording 6.00 Regular hours worked and 2.00 hours of Emergency Leave. Date lines that are shaded represent weekends.
Mr. John Doe [1234567]

3.

After all fields are completed, you can either: Click Save to save your work and Submit for approval at later time. Click Submit Timesheet to send hours recorded for approval.

In this example, Submit Timesheet will be selected. Your hours will be submitted for approval. After submitting your hours worked for approval, the Monthly Calendar will display the recorded hours. An icon will appear on each calendar day that contains recorded hours. The icon will contain a symbol: ? = Request submitted for approval. D = Draft request saved. Not submitted for approval. No Icon appears Submitted request has been approved by manager.

You will also be able to view your submitted Timesheet hours from the Monthly Calendar.

13

Modify or Delete Submitted Hours Worked You will have the ability to modify or delete time recorded on a Timesheet after it has been submitted for approval and before it is approved. 1. To modify line items on a submitted Timesheet, click the Timesheet tab and select the time period.

2. Edit line items. In this example, the hours will be edited for 11/26/2012 from 8.00 Regular hours to 4.00 Regular hours.
Mr. John Doe [1234567]

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3.

After edits are complete, click Submit Timesheet to resend for approval. Hours that are submitted for approval will then have an icon that appears in the Status column. An icon will appear on each calendar day that contains recorded hours. The icon will contain a symbol: ? = Request submitted for approval. D = Draft request saved. Not submitted for approval. No Icon appears Submitted request has been approved by manager.

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Creating, Submitting and Modifying Exceptions to Hours Worked

EuHReka Workspace is used to submit an exception to hours worked. Examples of exceptions are Overtime, Vacation, Sick, etc. The requirement to submit an exception and the types of exceptions available to you in the payroll system are determined by your employee role.

Note: The information selected in the steps below are for example, only. Requirements for submitting exceptions to hours worked and the types of exceptions to submit are determined by each employees role in the payroll system. Using the Time Views Tab
Create and Submit an Exception to Hours Worked 1. The Time Views tab will display the current month and year. From the Monthly Calendar, click the desired date.
Mr. John Doe

1234567

2. You can either Create Absence or Record Overtime. In this example, we will click Create Absence.

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3. After clicking Create Absence, the Absence Request screen will appear. If Record Overtime had been selected, the Overtime request screen would appear.

Mr. John Doe

Complete required fields. Type of Request Select the type request. In this example, we will select Vacation. TIP: Instead of selecting your request from the drop down menu, you can also type in the cell free-form, and your desired type of request should be shown in the drop down menu. From and To: Enter the dates or date range for the request. Number of hours: (000:00 = hour/minute format) enter the number of hours by using a three digit hour and a two digit minute. Examples are: 007:30 = seven hours, thirty minutes; 008:00 = eight hours, no minutes. All Day you can select this option to select your entire scheduled workday. Note: There is an option available to enter recurring hours worked. To enter recurring hours, follow Steps 4 8. If you are entering hours worked for an individual day, do directly to Step 9.

Creating a Recurring Request 4. After selecting date(s) for your requested time off, click on the Recurrence icon.

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Mr. John Doe

5. After clicking on the

icon, the Recurrence screen will appear.

6. In the above screen, you will have the ability to choose the recurrence pattern (i.e. Daily, Weekly or Monthly). You can also choose the frequency of the request, and the date range 7. Click on Save when you have entered your pattern and range. 8. After clicking on Save, you will be redirected to the Absence Request screen where you will be able to view your recurring request to check for accuracy.

18

Mr. John Doe

9. After reviewing your information for accuracy, click Submit.

19

Modify or Delete an Exception to Hours Worked Requests that are submitted for approval will have an icon that appears in each requested date. The icon will contain a symbol: 1. ? = Request submitted for approval. D = Draft request saved. Not submitted for approval. No Icon appears Submitted request has been approved by manager.

From the Monthly Calendar, select the request for time off. Click the date in which you would like to modify or delete the absence of request for time off.

2.

After clicking on the date, the Absence maintenance screen will appear.

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Mr. John Doe

Ms. Jane Smith

You can view the status of your request from the Status field. You will have the ability to: Modify your request and click Submit to resubmit your request to your manager. Delete your request. Cancel and return to the Monthly Calendar.

In this example, the request for Vacation will be deleted. 3. You will then be prompted with a confirmation dialog box.

4. If you wish to Delete the request, click Yes; If you have made a mistake or no longer want to Delete the request, click No. In this example, we will click Yes.

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After clicking Yes, the request will take approximately 5 seconds to process, and then bring you back to the main Time Views screen. In this screen you will be able to review your changes and ensure they are reflected in the calendar. Here we can see that the request for December 27th (Vacation Day) has been deleted and is no longer reflected in the calendar.

22

Using the Timesheet Tab

Create an Exception to Hours Worked Using the Timesheet tab enables you to save a request in draft form. 1. From the Time Management screen, select the Timesheet tab.

Mr. John Smith

Mr. John Smith [1234567]

1234567

2.

The Timesheet screen appears.

Mr. John Smith [1234567]

23

In the Timesheet screen, you can enter hours worked or you can enter exception reporting, i.e. Overtime, Vacation and more. The options for exception reporting are determined by each employees role in the payroll system Note: In the example above, vacation submitted for approval, (1/21/2013), using the Time Views tab is carried over and displayed in the Timesheet tab. Requests submitted using the Time Views tab can only be modified or deleted using the Time Views tab. You can select different time periods using the back and forward buttons alongside the displayed time period. Complete all fields. Time type Using the drop down menu, select the exception you are recording. Tip -You can type in the field and the corresponding search results will begin to appear for you to select. #Hours Enter the hours for the Status Time type selected. Hour format: 00.00 = hour/fraction of hour. Enter the number of hours by using a two digit hour and a two digit fraction of hour. Examples are: 07.50 = seven hours, thirty minutes; 08.25 = eight hours, fifteen minutes. Comment Optional. Copy You can click the copy icon to copy line items recorded for a Date. Paste After copying line items, click in any field of the desired date and click the paste icon to copy line items into fields. Plus sign Use the plus sign that appears at the end of a date line to add additional lines for a selected date. Example, if you are recording 06.00 Vacation hours and 01.50 hours of Emergency Leave. Date lines that are shaded represent weekends.

Mr. John Smith [1234567]

3.

After all fields are completed, you can either:

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Click Save to save your work and Submit for approval at a later time. Click Submit Timesheet to send hours recorded for approval. Mr. John Smith [1234567]

In this example, Submit Timesheet will be selected. Your hours will be submitted for approval. Requests submitted for approval will have an icon that appears in the Status column. The icon will contain a symbol: ? = Request submitted for approval. D = Draft request saved. Not submitted for approval. No Icon appears Submitted request has been approved by manager.

You will also be able to view your submitted Timesheet hours from the Monthly Calendar.

Modify or Delete Submitted Timesheet You will have the ability to modify a request recorded on a Timesheet after it has been submitted for approval and before it is approved. 1. To modify line items on a submitted Timesheet, click the Timesheet tab and select the time period.

2. Edit line items. In this example, the vacation hours will be deleted from 1/25/2013. Note: Whenever a modification is made to a previously submitted timesheet, the time sheet must be submitted again with the modifications. 3. After edits are complete, click Submit Timesheet to resend for approval.

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Mr. John Smith [1234567]

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About the Approval Process

Approval Flow
Hours worked and exceptions to hours worked submitted for approval will immediately appear in your managers Inbox in euRHeka Workspace. After three days, if a request has not been either approved or rejected, it will escalate one time to the next level manager in the approval hierarchy.

Email Notifications
Managers Will receive an email notification for submitted timesheets. Email notifications are generated by the payroll system at 12:01 am each morning. Employees Will receive an email notification immediately when a request has been approved or rejected.

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Time Quota
Time Quota is available for review in the Time Quota tab.

Mr. John Smith

1234567

28