Timekeeping
In the Timekeeping section of People Information, you can enter or modify information in the Approvals & Reviewers, Timekeeper, Manager Role-General, Manager Role-Assignments, and Employee Role groups.
Select managers who can approve or deny employee overtime requests, and to assign reviewer purposes to reviewer lists.
- Purpose — Select a purpose, which describes what is to be reviewed (Administration > Application Setup > Common Setup > Reviewer Purposes).
- Reviewer List — Select the list of reviewers for the selected purpose (Administration > Application Setup > Common Setup > Reviewer lists).
- Approval Level — Approval must be provided in the order in which approvers are listed. When you add a new row, the Approval Level increments by one.
For example, Approver 1 and Approver 2 must approve a request before Approver 3 can approve it. The last listed manager is the final approver.
- Overtime Approver — For each level, select an approver. Managers who can approve overtime requests must have:
- Can Approve Overtime Request selected under Timekeeping > Manager Role – General.
- The function access points Approve Overtime Request and Delete Overtime Request options set to Allowed in the reviewer’s Function Access Profile. (See Administration > Application Setup > Access Profiles > Function Access Profiles: Workforce Manager - Department Manager > Timecard Editor for Managers > Approval in Timecard Editor.)
Approve Within (D) — Number of days in which the approval process must be complete. If the request is not approved within this time, the overtime remains unapproved and the employee does not receive overtime pay. The value in this column provides the “timer” for accepting or denying overtime requests in the timecard and Process Manager.
Note: To use the timer in Process Manager, configure the Timer template in Process Manager setup. For information about Process Manager templates, see the Process Manager online Help.
Assign, edit, or delete job-related information and assignments, including:
Working hours definitions.
- 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.
- For employment terms with inheritance, employees do not inherit shifts and paycodes when those entities are contained in, or span the day divide of, their signed-off period. However, any shifts or duration paycodes that have a start time that occurs after the signed-off period are inherited. Non-duration paycodes are not inherited on a partially signed-off day.
For example, if an employee has a day divide of 9 PM, and his signed-off period ends at 9 PM Monday November 7, they only inherit shifts and duration paycodes that have a start time of 9 PM Monday November 7 or later, and inherit non-duration paycodes after the signed-off day.
Assigns pay rules and effective dates to employees. A pay rule 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.
The effective date is the date on which the assigned pay rule becomes effective for the employee. The date can be a past or future date, including days before the employee's hire date and days when the employee's timecard is signed off or payroll locked.
Note: Changes made to an employee's timecard in a signed off time frame will trigger historical corrections.
The employee’s preferred currency. The value of Default is the default currency assigned to the system.
The employee's base wage and the effective date.
Select an overtime rule, then, depending on your access, Add, Edit, or Delete the rule.
- Overtime Rules displayed as of — Select a date from the calendar.
- Reset Interval — Specify the reset interval.
- Overtime Rule — Enter an Overtime Rule to create or edit an employee’s Personal Overtime limit. For example, an overtime rule grants overtime to a full-time employee exceeding 8 hours in a day or 40 hours in a week. A part-time employee could have a Personal Overtime rule that granted overtime for time exceeding 6 hours in a day or 20 hours in week.
- Overriding Personal Rule
- Effective Date — The effective date of an Overtime Rule must be later than the employee’s last sign-off date. A weekly effective date must be on the same day of the week as the “Reset on” date in the overtime rule.
- Personal Overtime is often based on scheduled hours and overtime limits are set when an employee is scheduled.
- If an employee is a member of a contract group for which a schedule exists, the contract schedule overrides the employee’s personal schedule. The overtime amount is determined from the contract group schedule. If a contract group schedule does not exist, the overtime reverts to the rule associated with the employee’s pay rule.
- Personal Overtime rules appear in the People report.
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.
Specifies the amount of the adjustment or bonus for multiple labor categories or jobs.
Specify the employee's pay code values profile.
A pay code values profile dictates how time-off requests are handled for an employee. Each time-off pay code (for example, vacation, sick, personal, and so on) is computed based on the properties defined in the pay code values profile (as a fixed amount of time, time according to the employee’s schedule, time according to their contract, and so on). Pay code value profiles can also specify if an employee can charge time in full days, half days, or in hours for a given pay code.
Only active pay code value profiles are available.
Specify paycodes, work rule profiles, and other information.
Note: If multiple manager roles are enabled, then the profiles for Pay Codes "Edit" Profile, Work Rule Profile, Reports Profile, and Labor Category Profile are visible here (with the profiles for the manager's default role), but are controlled in Manager Role-Assignments.
- Pay Codes “Edit” Profile — Identifies the group of pay codes that the manager can edit. Also allows the manager to edit durations.
- Pay Codes “View” Profile — Identifies the group of pay codes that a manager can see, but not edit. Note that the Pay Codes View Profile does not limit the pay codes that a manager can view in a timecard. It limits the view in areas outside of the timecard, such as Dataviews and reports.
- Work Rule Profile — Identifies the work rules that the manager can select.
- Reports Profile — Identifies the reports that the manager can access.
- Labor Category Profile — Specify the labor category profile. This assignment determines the Labor Category values that may be entered by a manager when initiating Group Edits.
- Currency Display Preference — Assign the currency display preference for the manager. This is how managers can view monetary values of employees (which may be different from how they are paid). The value of Default is the default currency assigned to the system.
- Attestation Profile — Specify the Attestation profile. An Attestation profile contains one or more Attestation assignments (for example, when reviewing a request, a manager might be required to respond to different Attestation questions for sign-off and approve actions). This setting lets you specify different Attestation profiles to different managers or groups of managers to support business compliance and regulatory needs. See Attestation Profiles for more information.
- Users can be assigned both employee Attestation profiles and manager Attestation profiles. The Attestation profile in effect during a session is determined by the role (employee or manager) associated with the login credentials.
- The effective date is the date on which the Attestation profile becomes effective for the manager.
- Can Approve Overtime Request — When selected, the manager can approve overtime requests and his or her name is included on the list of Approvers on the Approvals and Reviewers page.
- Employee Group — Specify the employee group for the manager. An employee group defines the employees that are eligible to work for a manager.
- Hyperfind Query for Home Employee — Specify a Home Employees Hyperfind query that defines additional criteria for the employee group.
- Manager Job Transfer Set — In the schedule, managers can transfer employees to jobs that are in their Manager Job Transfer Set.
- In a group edit, the Manager Job Transfer Set defines the jobs the manager can select for the group edit initially. However, validation of the Employee Job Transfer Set and Manager Additions is applied for each employee processed in the group edit. If the validation fails, the group edit fails for that individual employee.
- The Manager Job Transfer Set does not impact the jobs a manager can transfer an employee to in their timecard. This is governed by the Employee Job Transfer Set and Manager Additions.
Note: If the number of job transfer sets is too large to display in the drop-down list, the system displays an informational message instructing you to search for more results. The default value, 1000, is specified in the site.BusinessStructure.OrganizationalSets.limit.pagination system setting.
Create and define roles for managers. You can define up to 10 roles per manager. Managers switch roles from the main menu (under their user name > My Roles).
Existing managers are assigned the Initial Role by default. This role contains all of the relevant attributes currently assigned to the manager in their person record. You can edit this role. New managers will need to have a role created.
Note: To configure Manager Role-Assignments, you must have the Multiple Manager Roles system setting (global.peopleeditor.multiplemanagerroles.enable) enabled.
FAP requirements
To create a new manager role certain function access control points must be set to Allowed in the user's function access profile so that they can assign all role attributes. These FACPs are:
- Access Profiles view — Add > Allowed
- (Manager - Common Setup > People Editor > Employee Group > Access Profiles view)
- Manager Role - General view — Add > Allowed
- (Manager - Common Setup > People Editor > Timekeeping Group > Manager Role - General view)
- Employee Group setup — View > Allowed
- (Manager - System Configuration > Setup > Employee Group setup)
Note: All of these FACPs must be set to Allowed in order to successfully create a new manager role. If any of these are set to Disallowed, then you will not be able to save a new role.
Create or edit a manager role
- Go to Main menu
> Maintenance > People Information. - Select the manager you want to create (or edit) a role for.
- Expand Timekeeping > Manager Role-Assignments.
- In the table, click Add Row
- Select if this will be the Default role. The default role is the role that is selected upon login.
- Note: Take caution when changing the default role as it can impact existing people import integrations. With existing people import integrations, the default role is the role that receives data. If required, integrations can be modified to support multiple manager role imports.
- Click Assign Role Attributes to select the necessary role attributes. Employee Group, Manager Job Transfer Set, Function Access Profile, and Display Profile are required attributes.
- Click Save
- Time Entry Method — Determines 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.
- Timestamp — Employee uses the timestamp entry method.
- Timestamp & Hourly View — Employee uses the timestamp and hourly entry methods.
- Note: Display and access to the Punch tile depends on the time entry method of the employee. If the employee has a time entry method of Timestamp or Timestamp & Hourly View, they can view and add the Punch tile to their home page. For employees with a time entry method of Hourly View or Project View, they cannot view the Punch tile on their home page or add the Punch tile to their home page.
- Activity Tracking Status — Tracking status type to specify how employees log time to activities. Activity tracking status types include:
- Activity Duration Entry — Employee tracks 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 either 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. When they stop the activity, they specify the actual activity they performed.
- The system records either the clock-in time or the end time of the first activity event as the start time of the next activity.
- Pay Codes “Edit” Profile — The group of pay codes that the employee can edit.
- Work Rule Profile — The group of work rules that the employee can select.
- Labor Category Profile — Specify the labor category profile. 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.
- Labor Category Profile - Manager Additions — In addition to the labor category values employees can be transferred to from their Labor Category Profile, managers can also transfer employees to the labor category values specified in this labor category profile.
- Approval Method — Select the employee's timecard approval method.
- Single Approver — Managers with permission to approve the employee's timecard can approve the entire timecard.
- Job Approval by Location Manager — Enables multiple timecard approvers. In the timecard, managers approve the time worked for the locations and jobs that are within their manager job transfer set. Also see Approve and sign off timecards > Timecards with multiple approvers help topic.
- Attestation Profile — Specify the Attestation profile. An Attestation profile contains one or more Attestation assignments (for example, when punching out, employees may need to confirm—or attest—that they took their meal breaks). See Attestation Profiles for more information.
- Users can be assigned both employee Attestation profiles and manager Attestation profiles. The Attestation profile in effect during a session is determined by the role (employee or manager) associated with the login credentials.
- The effective date is the date on which the Attestation profile becomes effective for the employee.
- Employee Job Transfer Set — The jobs an employee or manager can select from when performing a transfer in the employee timecard or punch tile.
- Click Create to create a new transfer set, or select a row in the table and click Edit to edit an existing transfer set. This field can be defined without defining Manager Additions.
- Manager Additions — The jobs identified here are added to the employee job transfer set so that the available jobs a manager can transfer an employee to consist of all the jobs in the employee job transfer set and all the jobs in the manager additions. Manager Additions cannot be defined unless the corresponding Employee Job Transfer Set has been defined. Employees cannot transfer themselves to jobs in the manager additions, they can only transfer to jobs in the employee job transfer set. Create and edit manager additions the same way you would create or edit employee job transfer sets.
- Manager Additions are not used in scheduling.
Note: If the number of job transfer sets is too large to display in the drop-down list, the system displays an informational message instructing you to filter for more results. The default value, 1000, is specified in the site.BusinessStructure.OrganizationalSets.limit.pagination system setting.
When you select a job transfer set, a second table appears on the People Information page listing location and job details. A filter is displayed if the number of locations/jobs exceeds the value specified in the site.scheduling.jobs.limit.pagination system setting, which is 1000 by default.
Note: The Employee Job Transfer Set and Manager Additions fields share the same Effective Date.
- Override Wage & Work Rules — Allows you to override the employee's default wage and work rule assignments for specific locations and jobs. For more information, see Override Wage and Work Rules.
- Shift Template Profile — The group of shift templates that can be assigned to the employee.
- Selected Job Transfer Set — Displays the job transfer set currently selected in Employee Job Transfer Set. This value determines what is displayed in the job attributes table that follows.
- The job attributes table lets you specify (or update) preference scores and define scheduling contexts for specific jobs. You do this by specifying a preference for each job in the Job Preference column. The Schedule Assistant uses these preferences for the Can Cover for Selected Job criterion. If multiple employees can work a particular job, the Schedule Assistant and the Schedule Generator use the Shift Job List preference to rank employees.
- As of — Information in Job Transfer Sets can change over time: new jobs can be added, locations can change, and so on. The system uses this date to retrieve the contents of the selected Job Transfer Set as of the date you specify; results are displayed in the job attributes table.
- Location — The location of the job based on the current Job Transfer Set.
- Job — The job associated with that location.
- Note: The employee's primary job is always displayed in the first row of the table, regardless of whether or not the primary job is part of the current Job Transfer Set.
- Seniority Date — (Optional) Specify the employee's seniority date for the job.
- Job Preference — (Optional) The rank associated with the job. This value is generated by the system for location and job preferences if they have been specified by the employee; this value is a 10 (the highest) if both the job and location were specified as a preference by the employee; if only one element, the job or location, matches an employee's specified preference, the value is a 9.
- Note: The employee's primary job always has a job preference rank of 10, regardless of whether or not it is one of the employee's specified preferences.
- Employee Choice? — Indicates whether the value displayed in the Job column was specified by the employee or by the manager.
- Scheduling Context — For a given job, select one or more Scheduling Contexts to associate with that job. Schedule generation strategies, matching rules for procedure sets, open shift request subtypes, and self-scheduling request subtypes can be configured to consider only those jobs in the employee's job transfer set that are associated with a specific Scheduling Context. See for more information.
Note: In the schedule, the jobs an employee can transfer to are those defined in the Manager Job Transfer Set. The Employee Job Transfer Set is used in scheduling as part of optional rules validations and as part of self-service requests.
Note: Information in the job attributes table in Timekeeping > Employee Role is not used for multiple assignments employees. To specify job preferences settings for multiple assignments employees, see Configure multiple assignments.
Note: You can filter the data shown in the table using the filter control above each column header.