Timekeeping Profiles

After you select Timekeeping from the Standard Profiles landing page, the Timekeeping Profiles list page opens. This page is a grid that displays the current Timekeeping Profiles and the attributes of each profile. To modify the attribute headings, click and select or clear the listed options.

  1. You can edit the existing profiles, create new ones, or export the page to an Excel .csv file.
    • To create a Timekeeping Profile, click Add .
    • To edit a Timekeeping Profile, select a profile from the list and click Edit .

      To select more than one profile, hold down the Ctrl key while selecting profiles.

      To select the maximum number of profiles (100 rows), click Select Maximum . To clear all selections, click Unselect All .

    • To export the list page to an Excel .csv file, click Export , then select the .csv link at the bottom of the page.
  2. If you select Add or Edit , add or edit the following attributes:

    Note:
    • Select No Change if you do not want the profile to overwrite the previous value when the profile is applied to an updated employee. If you select No Change and the profile is assigned to a new employee, the default value for the field is assigned, which is usually nothing, or blank, depending on the existing behaviors.
    • Select Unassign to remove or end date an existing value. This is typically used for employee job changes, leave cases, or terminations. If you select Unassign for a new employee, the employee is assigned default values.

    • Profile Name — Enter or edit the Timekeeping Profile name. The name must be unique.
    • Status — Select Active or Inactive.
    • Employment Terms — Select the applicable employment terms from the list. These are defined in Main Menu > Administration > Application Setup > Employment Terms > Employment Terms.
      Note:

      Employment terms cannot be assigned before the employee’s date of hire.

      Time gaps can exist between employment terms assignments, and can be determined by checking the start and end dates of the displayed assignments.

      The employment terms assignment start and end dates must fall within the effective dates of the active employment terms version. They can cannot fall in employment terms version gaps, or overlap multiple employment terms versions.

      When you delete an employment terms assignment, the previous assignment is not affected. The previous assignment does not become effective through the deleted assignment's end date. If you want to extend the previous assignment, change its end date.

    • Pay Rule — Select a pay rule from the list. A pay rule, which is defined in Main Menu > Administration > Application Setup > Pay Policies > Pay Rules, contains general payroll information, such as type of pay period (for example, weekly). A complete pay rule controls such items as the pay period length, the day divide, when punches link to schedules, when data collection devices accept and reject punches, which holidays give holiday credits, and the order in which hour types are processed.
    • Percentage Allocation Rule — Select a percent allocation rule if the employee holds multiple jobs or is funded from multiple sources. If an employee’s time is equally divided between two projects, the employee is paid through two accounts, which might not pay the same wage. If an employee is funded from multiple sources, each of which has specific conditions, such as allowing overtime or add-on incentives then the time spent on each job is paid according to the pay rules for the labor category.

      These rules are defined in Main Menu > Administration > Application Setup > Pay Policies > Percent Allocation Rules.

    • Paycode Values Profile — Select a Paycode Values Profile to define how time-off requests are handled for an employee. Each time-off paycode (for example, vacation, sick, personal, and so on) is computed based on the properties defined in the Paycode Values Profile (as a fixed amount of time, time according to the employee’s schedule, time according to their contract, and so on). Paycode Value Profiles can also specify if an employee can charge time in full days, half days, or in hours for a given pay code.

      These profiles are defined inMain Menu > Administration > Application Setup > Employee Self Service > Pay Code Values Profile.

    • Manager Paycode Edit Profile — Select a Manager Paycode Edit Profile to identify the group of paycodes that the manager can edit and to enable the manager to edit durations.
    • Paycode View Profile — Select a Manager Paycode View Profile to identify the group of paycodes that a manager can see, but not edit. Note that the Pay Codes View Profile does not limit the paycodes that a manager can view in a timecard. It limits the view in areas outside of the timecard, such as Dataviews and reports.
    • Manager Work Rule Profile — Select a Manager Work Rule Data Access Profile to identify the work rules that the manager can select. These profiles are defined in Administration > Application Setup > Access Profiles > Data Access Profiles > Work Rules.
    • Reports Profile — Select a Reports Data Access Profile from the list. These profiles are defined in Main Menu > Administration > Application Setup > Access Profiles > Data Access Profiles > Reports.
    • Manager Labor Category Profile — Select a Labor Category Profile to determine the Labor Category values that may be entered by a manager when initiating group edits. These profiles are defined in Main Menu > Administration > Application Setup > Business Structure Setup > Labor Category Profiles.
    • Can Approve Overtime Request — Select True if the manager can approve overtime requests. Select False if the manager cannot approve overtime requests.
    • Employee Group — Select an employee group from the list. An employee group defines the employees that are eligible to work for a manager. These are defined in Main Menu > Administration > Application Setup > Business Structure Setup > Employee Groups.
    • Manager Job Transfer Set — Select a job transfer set from the list to define the jobs to which the manager can transfer.
    • Time Entry Method — Select the employee time entry method to define how the employee can view and enter time:
      • Hourly View — Employee punches in by start and stop times.
      • Project View — Employee enters time by total number of hours they worked for the day, along with the labor category and paycode to which the time is charged.
      • Time Stamp — Employee uses the timestamp entry method.
      • Time Stamp & Hourly View — Employee uses the timestamp and hourly entry methods.
      • No Change
    • Activity Tracking Status — To specify how employees log time to work activities, select one of the following:
      • Activity Duration Entry — Employees track the amount of time worked on an activity rather than entering stop and start times for the activity.
      • Start and Stop — Employees start an activity and stop the activity or clock out.
      • Start Only — Employees start an activity and remain on that activity until they start another activity or clock out.
      • Stop Only — Employees are logged on to a system-generated activity when they clock in, and remain on that activity until they stop the activity. Then, they specify the actual activity they performed.
      • No Change
      • Unassign
    • Employee Paycode Edit Profile — Select a Pay Codes Data Access Profile that the employee can edit. These profiles are defined inMain Menu > Administration > Application Setup > Access Profiles > Data Access Profiles > Pay Codes.
    • Employee Work Rule Profile — Select a Work Rule Data Access Profile to define the group of work rules that the employee can select.

      These profiles are defined in Main Menu > Administration > Application Setup > Access Profiles > Data Access Profiles > Work Rules.

    • Employee Labor Category Profile — Select a Labor Category Profile from the list. The primary purpose of this assignment is to define the labor category values that are valid for the employee to transfer to in each labor category. If a value is in the validation list assigned to the employee's work location and the value is in the validation list assigned to the profile specified here, then it will be a valid option for the employee to select during a labor category transfer. If a value does not meet both criteria, it will not be an available option.

      If a Labor Category Profile is not specified, then the employee cannot make labor category transfers.

      These profiles are defined in Main Menu > Administration > Application Setup > Business Structure Setup > Labor Category Profiles.

    • Employee Job Transfer Set — Select a job transfer set from the list to define the jobs to which the employee can transfer.

      Note: To retain and not overwrite the current value of the job transfer set that is assigned to an employee, select No Change for the Employee Job Transfer Set attribute in the timekeeping profile. Then, People Import integration runs do not overwrite the employee's job transfer set.

    • Device Group — Select a device group from the list. These are defined in Main Menu > Administration > Devices.
    • Adjustment Rule — Select No Change (default), Empty Profile (blank), or an adjustment rule for a pay policy. For details, see the Adjustment Rules topic.
    • Manager Additions — Select No Change (default), Empty to unassign, or choose from one of the options for manager additions that are tied to the options available in the Employee Job Transfer Set. The options are defined in People Information > Timekeeping Profiles.

      Note: The Employee Job Transfer Set and Manager Additions fields share the same Effective Date.

    • Labor Category Profile — Manager Additions — Default = No Change. Unassign (blank) is not supported.
    • UDM Device Profile (Default) = No Change. Select a UDM device profile from the list. These are defined in Main Menu > Administration > Devices. You can also select Unassign.
    • Manager Currency Display — Select the currency display preference.
      • The Manager license must be enabled.
      • If the value is No Change, the default base currency is assigned.
    • Approval Method — Select one of the following employee timecard approval methods:
      • Single Approver (default)
      • Job Approval by Location Manager
      • No Change: If No Change is selected and a new employee is added, the Approval Method is set to Single Approver in the employee's People Record.
    • Hyperfind Query for Home Employee — Select a configured Hyperfind Query for Home Employee that adds additional criteria to the manager's Employee Group. This value has the same effective date as the manager's Employee Group. Alternatively, you can select No Change or Unassign. For information about hyperfinds, see the Hyperfind queries topic.

  3. When finished, click tap Save.

    Caution: You can click tap to remove your edits only if you have not saved the entry. After you save the entry, you can change the status to Inactive but you cannot delete the entry.