Workforce Timekeeper™ v6.2 Managing Timecards & …roselle.sharpschool.net/UserFiles/Servers/Server_3152275/File... · TimeMaker, Visionware, Workforce Accruals, Workforce Central,

Workforce Timekeeper™ v6.2 Managing Timecards & Preparing

for Payroll

Practice Summary

Revision A4704488-001Version 6.2

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Workforce Timekeeper 6.2Managing Timecards & Preparing for Payroll

Document Revision History

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Document Revision Product Version Release Date

A Workforce Timekeeper 6.2 January 2011

© 2011 Kronos Incorporated or a related company. All rights reserved. iiiWorkforce Timekeeper 6.2Managing Timecards & Preparing for Payroll

Table of Contents

Module 1: Using the Workforce Timekeeper Interface ................................................... 1-1

Lesson 2: Basic navigation ......................................................................................... 1-1

Logging on and off .................................................................................................. 1-1Show me: Log on and off as the payroll clerk ...................................................... 1-1Guide me: Log on to Workforce Timekeeper ....................................................... 1-1

Getting around Workforce Timekeeper................................................................. 1-1Show me: Using the Sign Off Process Wizard..................................................... 1-1

Accessing the classic user interface .................................................................... 1-1Guide me: Navigating in WTK Navigator and access the classic view ................ 1-1

Lesson 4: Accessing employee data using Workforce Genies................................ 1-2

About Workforce Genies ........................................................................................ 1-2Guide me: Use Genies to access employee timecard data ................................. 1-2

Lesson 5: Using reports............................................................................................... 1-3

Running and viewing reports................................................................................. 1-3Show me: Generate an Employees Currently Earning Time (On Premise) report ....

1-3Guide me: Run a report ....................................................................................... 1-3

Module 2: Adding a New Employee to Workforce Timekeeper ..................................... 1-3

Lesson 1: People basics .............................................................................................. 1-4

People information.................................................................................................. 1-4Guide me: Review an employee’s People record ................................................ 1-4

Lesson 2: Creating new employee Workforce Timekeeper records........................ 1-4

Adding People records ........................................................................................... 1-4Show me: Viewing an existing People record - Person workspaces ................... 1-4Guide me: Add Person data for a new employee ................................................ 1-4Show me: Viewing an existing People record - Job Assignment workspaces ..... 1-5Guide me: Add Job Assignment data for a new employee .................................. 1-5Guide me: Add Person data for a new employee ................................................ 1-6Let me: Add a new employee .............................................................................. 1-8

Duplicating People records.................................................................................. 1-10Guide me: Duplicate a People record ................................................................ 1-10

Lesson 3: Assigning base schedules....................................................................... 1-11

Assigning schedule patterns ............................................................................... 1-11Show me: Assign a schedule pattern................................................................. 1-11Show me: Modify an assigned schedule pattern ............................................... 1-11Guide me: Assign a schedule pattern ................................................................ 1-12Guide me: Modify an assigned schedule pattern............................................... 1-12Let me: Assign a schedule pattern..................................................................... 1-12

iv © 2011 Kronos Incorporated or a related company. All rights reserved.Workforce Timekeeper 6.2

Managing Timecards & Preparing for Payroll

Adding and modifying schedule group assignments ....................................... 1-13Guide me: Remove an employee from a schedule group ................................. 1-13Guide me: Assign an employee to a schedule group ........................................ 1-13Guide me: Assign an employee to two schedule groups................................... 1-13

Module 3: Scheduling Staff for Specific Periods .......................................................... 1-14

Lesson 1: Scheduling staff to meet workload requirements ................................. 1-14

Modifying shift assignments................................................................................ 1-14Show me: Add a schedule assignment.............................................................. 1-14Show me: Use the copy and paste function to add a shift assignment ............. 1-14Show me: Use Insert Shift to assign a schedule ............................................... 1-14Guide me: Add a shift assignment..................................................................... 1-14Let me: Assign an employee to several shifts ................................................... 1-15Show me: Edit a scheduled shift........................................................................ 1-15Show me: Delete a shift..................................................................................... 1-15Guide me: Edit a scheduled shift ....................................................................... 1-16Guide me: Delete a shift .................................................................................... 1-16Let me: Restore a previously deleted shift......................................................... 1-17

Scheduling non-worked hours and amounts ..................................................... 1-17Show me: Schedule planned sick time.............................................................. 1-17Guide me: Schedule planned personal time for two consecutive days ............. 1-17Let me: Schedule planned vacation time for two consecutive days .................. 1-17

Scheduling transfers and off shifts..................................................................... 1-18Show me: Schedule a full-day transfer to another cost center .......................... 1-18Guide me: Schedule an off shift to another cost center..................................... 1-18Let me: Schedule a transfer to another job........................................................ 1-18

Locking shifts and days ....................................................................................... 1-19Show me: Lock a day or shift............................................................................. 1-19Guide me: Lock a day or shift ............................................................................ 1-19Guide me: Unlock a day or shift......................................................................... 1-19

Managing group schedules.................................................................................. 1-19Show me: Assign a schedule at group level that employees inherit.................. 1-19Guide me: Assign a schedule at group level that employees inherit ................. 1-19Show me: Add an ad hoc shift to an employee with an inherited schedule....... 1-20Let me: Lock and unlock a day/shift for an employee with an inherited schedule, then

modify group schedule for week including that day...................................... 1-20Let me: Assign an inherited group schedule to employees and create 2 ad hoc shifts

for one employee in the group...................................................................... 1-20Show me: Perform a group transfer from a Genie............................................. 1-20

Paying employees from schedules ..................................................................... 1-21Show me: Pre-populate a timecard from the employee’s schedule................... 1-21Guide me: Pre-populate a timecard from the employee's schedule .................. 1-21

Module 3: Monitoring Timecards to Facilitate Payroll Processing ............................. 1-21

Lesson 1: Reviewing notifications of time data ...................................................... 1-22

© 2011 Kronos Incorporated or a related company. All rights reserved. vWorkforce Timekeeper 6.2Managing Timecards & Preparing for Payroll

Using the Exceptions alert and widget ............................................................... 1-22Guide me: Review Exceptions in the Exceptions widget ................................... 1-22

Reviewing timecard views and timecard tabs .................................................... 1-22Show me: Accessing hourly timecards .............................................................. 1-22Show me: Accessing project timecards ............................................................. 1-22

Using the Reconcile Timecard Genie .................................................................. 1-22Guide me: Identify shift exceptions in the Reconcile Timecard Genie............... 1-22

Using Workforce Worksheet ................................................................................ 1-23Show me: Identifying shift exceptions in the Reconcile Timecard Genie using Work-

force Worksheet ........................................................................................... 1-23

Viewing the Exceptions report............................................................................. 1-23Guide me: Generate and review an Exceptions report ...................................... 1-23

Using the Work & Absence Summary calendar ................................................. 1-24Guide me: Use the Work & Absence Summary calendar to identify patterns of tardi-

ness .............................................................................................................. 1-24

Lesson 2: Analyzing and resolving exceptions in the Exceptions widget............ 1-24

Resolving exceptions in the Exceptions widget ................................................ 1-24Guide me: Change a missed punch to scheduled time ..................................... 1-24Guide me: Add a missed punch......................................................................... 1-24Guide me: Add a comment to a punch .............................................................. 1-25Guide me: Mark an exception as reviewed........................................................ 1-25Show me: Remove an employee's punch.......................................................... 1-25Guide me: Remove an employee’s punch ......................................................... 1-26Show me: Justify an employee’s missed time ................................................... 1-26Guide me: Justify an employee’s missed time................................................... 1-26

Using pay codes to track non-worked time ........................................................ 1-27Show me: Add sick time to an employee's time data......................................... 1-27Guide me: Add personal time to an employee's time data................................. 1-27

Lesson 3: Analyzing and resolving differences in hourly timecards .................... 1-28

Resolving time data discrepancies in the hourly timecard view ...................... 1-28Show me: Calculate and cancel timecard edits ................................................. 1-28Guide me: Pay an employee for a meal............................................................. 1-28Show me: Move hours in an employee's timecard............................................. 1-28Show me: Approve an employee's overtime hours............................................ 1-29Guide me: Disapprove an employee's overtime hours ...................................... 1-29Let me: Approve some of an employee's overtime hours .................................. 1-29Show me: Transfer hours to another job............................................................ 1-29Guide me: Transfer hours to another cost center .............................................. 1-30Let me: Transfer hours to another work rule same issue................................... 1-30Let me: Transfer hours to another cost center................................................... 1-30

Lesson 4: Analyzing and resolving differences in project timecards ................... 1-30

Resolving time data discrepancies in the project timecard view ..................... 1-30Show me: Add worked hours with a comment to an employee's timecard ........ 1-30

vi © 2011 Kronos Incorporated or a related company. All rights reserved.Workforce Timekeeper 6.2


Guide me: Edit worked hours ............................................................................ 1-31Let me: Resolve issues with worked hours in an employee's timecard............. 1-31Guide me: Add vacation time to an employee's timecard.................................. 1-31

Module 4: Reviewing and Submitting Timecards ......................................................... 1-32

Lesson 2: Approving timecards................................................................................ 1-32

Approving employee timecards........................................................................... 1-32Show me: View the Approval Wizard................................................................. 1-32Guide me: Review notification of missing employee approvals......................... 1-32Guide me: Finalize time data and validate employee approval ......................... 1-32Guide me: Apply approval ................................................................................. 1-32Guide me: View the results of the approval ....................................................... 1-33

Removing your approval ...................................................................................... 1-33Show me: Removing and re-applying your approval ......................................... 1-33Guide me: Removing and re-applying approval ................................................ 1-33

Module 6: Processing Payroll for a Pay Period ............................................................ 1-34

Lesson 2: Signing off timecard data......................................................................... 1-34

Performing time data sign off .............................................................................. 1-34Guide me: Signing off time data using the Sign Off Process wizard ................. 1-34

Removing time data sign off ................................................................................ 1-36Guide me: Remove sign off ............................................................................... 1-36

Lesson 3: Transferring timecard data to the payroll system ................................. 1-36

Extracting time data from Workforce Timekeeper ............................................. 1-36Guide me: Run an interface and view the results .............................................. 1-36

Lesson 4: Locking timecard data.............................................................................. 1-37

Locking timecard data .......................................................................................... 1-37Guide me: Apply a payroll lock .......................................................................... 1-37

Module 7: Making Corrections to Previous Pay Periods ............................................. 1-37

Lesson 1: Identifying and evaluating required corrections ................................... 1-37

Reviewing employee timecard data .................................................................... 1-37Guide me: Review employee timecard data ...................................................... 1-37

Lesson 2: Making the correction in the historical records..................................... 1-38

Making a manual historical edit........................................................................... 1-38Show me: Enter a manual historical edit ........................................................... 1-38Guide me: Enter a manual historical edit........................................................... 1-38Let me: Enter a manual historical edit ............................................................... 1-39

Making a historical edit with retroactive pay...................................................... 1-39Guide me: Add a historical edit with retroactive pay (hours only)...................... 1-39Guide me: Make a historical edit with retroactive pay (with wages) .................. 1-39Let me: Make a historical edit with retroactive pay (hours only) ........................ 1-40

© 2011 Kronos Incorporated or a related company. All rights reserved. viiWorkforce Timekeeper 6.2Managing Timecards & Preparing for Payroll

Deleting a historical edit ....................................................................................... 1-40Guide me: Delete a historical edit ...................................................................... 1-40

Module 8: Updating Employee Information ................................................................... 1-41

Lesson 1: Modifying employee information............................................................. 1-41

Modifying employee information ......................................................................... 1-41Guide me: Modify an employee’s People record ............................................... 1-41Let me: Modify an employee’s People record.................................................... 1-41

Lesson 2: Managing accrual balances ..................................................................... 1-42

Tools for managing accrual balances ................................................................. 1-42Show me: Reviewing the Accrual Reporting Period Genie and tab................... 1-42

Modifying accrual balances ................................................................................. 1-42Guide me: Update accrual balances.................................................................. 1-42Guide me: Reset accrual balances .................................................................... 1-43Guide me: Move accrual balances..................................................................... 1-43

Paying out accrual balances ................................................................................ 1-44Show me: Pay out an accrual ............................................................................ 1-44Guide me: Pay out an accrual............................................................................ 1-44Let me: Pay out an accrual ................................................................................ 1-44

Lesson 3: Processing leaves of absence................................................................. 1-45

Placing employees on leave................................................................................. 1-45Guide me: Place an employee on leave of absence.......................................... 1-45Let me: Place employee on leave of absence ................................................... 1-45

Returning employees from leave......................................................................... 1-45Guide me: Return an employee from leave of absence..................................... 1-45Let me: Return an employee from a leave of absence ...................................... 1-46

Lesson 4: Terminating employees............................................................................ 1-46

Terminating employees ........................................................................................ 1-46Guide me: Terminate an employee.................................................................... 1-46

viii © 2011 Kronos Incorporated or a related company. All rights reserved.Workforce Timekeeper 6.2


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© 2011, Kronos Incorporated or a related company. All rights reserved. 1-1Workforce Timekeeper 6.2Managing Timecards & Preparing for Payroll

Practice Exercises

Module 1: Using the Work-force Timekeeper Interface

Lesson 2: Basic navigation

Logging on and off

Show me: Log on and off as the payroll clerk

The payroll clerk for Olsen Tire periodically logs on to Workforce Timekeeper to review all employee time data. As the payroll clerk, log on to (and then off of) the Workforce Timekeeper application.

Guide me: Log on to Workforce TimekeeperAs a department manager, you need to periodically log on to Workforce Timekeeper to review all employee time data. Log on to the Workforce Timekeeper application.

1. From the desktop, double-click the Workforce Central NGUI icon.

2. Log on as the payroll manager with the following credentials: User Name: cfryman Password: cfryman

3. Click the Log On icon or press the Enter key.

4. The department manager’s default logon screen appears.

Getting around Workforce Timekeeper

Show me: Using the Sign Off Process WizardThe payroll manager is preparing to approve payroll at the end of the pay period. She logs in to Workforce Timekeeper and uses the Sign Off Process Wizard.

Accessing the classic user interface

Guide me: Navigating in WTK Navigator and access the classic viewNavigate the navigator configured for your role and access the classic Workforce Timekeeper pages.

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1-2 © 2011, Kronos Incorporated or a related company. All rights reserved.Workforce Timekeeper 6.2


1. Activate the DM Time Exceptions widget.

2. Click the Expand Right button in the upper-right corner of the widget.

3. Click the Expand Right button again.

4. Activate the Classic Online Help widget and maximize it.

5. When finished exploring, minimize the widget.

6. Activate the WTK Classic Links and maximize it.

7. Click QuickFind.

8. When finished exploring the Quick Find page, click Back to WTK Classic Links.

9. Minimize the widget to the center active area.

10. Activate and maximize the Approval Process widget.

11. Review the data that is gathered in each step of the process. Click Next and Prev to move from page to page.

12. When you reach the last step, click Done and then OK.

13. Minimize the widget to the center active area.

14. Click the gear icon in the upper right corner of the inactive Time-Off Requests widget and select Collapse.

15. Click the gear icon again and then select Expand.

16. Finally, click the gear icon and select Pop-out.

Lesson 4: Accessing employee data using Workforce Genies

About Workforce GeniesGuide me: Use Genies to access employee timecard dataYou want to check the current pay period’s employee timecards to identify irregularities such as missing punches, early ins, and late outs. Use the Reconcile Timecard Genie to review employee timecards.

1. Activate the WTK Classic Links widget and double-click Reconcile Timecard.

2. Maximize the widget.

3. In the Show field, make sure that All Home displays.

4. From the Time Period drop-down field, select Previous Pay Period.

5. Sort the Unexcused Absences column by clicking the column header two times.

6. Select the employees with Unexcused Absences, right-click and then select Timecard.

7. Use the Next Employee button or the Name & ID drop-down list to view each timecard.

8. After reviewing the timecards, click Back to WTK Classic Links.

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9. Minimize the widget.

Lesson 5: Using reports

Running and viewing reports

Show me: Generate an Employees Currently Earning Time (On Premise) reportOn a daily basis, you run the Employees Currently Earning Time (On Premise) report so that you can quickly determine which employees have reported to work that day. Generate the Employees Currently Earning Time report for All Home employees.

Guide me: Run a reportFor auditing and validation purposes, you want to review all pay code data and totals that have been tracked for employees in Cost Center 401 for the previous pay period. Generate an Employee Transactions and Totals report to review this information.

1. From the WTK Classic Links widget, select Reports.

2. On the Select Report tab, expand the All category and select the Employee Transactions and Totals report.

3. From the Show drop-down list, select Cost Center 401.

4. From the Time Period drop-down list, select Previous Pay Period.

5. Click the Set Options tab. Select the Actual/Adjusted option and confirm that Show hours credited to this period only is selected.

6. Select the Pay Codes option and confirm that all the available pay codes appear in the Selected list.

7. Click Run Report. Then click Refresh Status until Complete appears in the Status column.

8. Highlight the Employee Transactions and Totals report and click View Report. Note that the report opens in a separate window. Click the tab above the current window to open the report tab.

9. When finished viewing the report, close the report window by clicking the X on the report tab.

10. Click Back to WTK Classic Links and then minimize the widget.

Module 2: Adding a New Employee to Workforce

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Timekeeper

Lesson 1: People basics

People information

Guide me: Review an employee’s People recordYou want to access the People Editor to view information about how an employee’s worked hours will be calculated. Use the QuickFind Genie to locate the employee and then access his People record. Review the Person Summary, the Job Assignment, and the Employee Role workspaces to identify the employee’s accrual profile, primary labor account, primary job assignment, pay rule assignment, work rule assignment, and time entry view method.

1. Activate the WTK Classic Links widget and then double-click QuickFind.

2. Enter Smith and click Find.

3. Right-click on Jack C. Smith and then click People.

4. Maximize the widget.

5. On the Person tab, review the Person Summary workspace.

6. Click the Job Assignment tab.

7. Click the Employee Role workspace.

8. When finished, click Back to WTK Classic Links.

Lesson 2: Creating new employee Workforce Timekeeper records

Adding People records

Show me: Viewing an existing People record - Person workspacesYou need to add a new employee to the Workforce Timekeeper database. Before doing so, review the Workforce Timekeeper People record of an existing employee to refresh your memory on the types of data you’ll need to gather for the new employee.

Guide me: Add Person data for a new employeeA new Payroll manager for the Final Assembly area was hired last week. Over the weekend, some of the data for the new hire was imported into Workforce Timekeeper from the HR system. You need to modify the new hire’s Person record to include the additional data listed below.

1. From the WTK Classic Links widget, double-click QuickFind.

2. In the Name & ID field enter Crowsoft and then click Find.

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3. Select Michael Crowsoft, and then select Edit from the Person drop-down list.

4. Populate the Person workspaces of the People record using the information in the following table:

5. Click Save.

Show me: Viewing an existing People record - Job Assignment workspacesReview an existing employee’s People record so that you are familiar with the Job Assignment information you will need to add for a new employee.

Guide me: Add Job Assignment data for a new employee1. Populate the Job Assignment workspaces of Michael Crowsoft’s

People record using the information in the following table:

Workspace Field name Value to enter

Accruals & Leave

Accrual Profile Full Time Employees

Start Date Today’s date

End Date Forever

Contacts Receives notifications via e-mail address

Turn on

Process Profiles

Manager Profile Manager Process Profile

Employee Profile Employee Process Profile


Primary Account

Reports To Beryl Jones

Seniority Date Today’s date

Timekeeper Base Wage Rate 40.00 (Effective Date: Today)

Scheduler Group Assignment Salaried

Start Date Today’s Date

End Date Forever

Access Profiles Function Access Profile Payroll Manager using Organizational Map

Display Profile Payroll Manager

Generic Data Access Profiles

Payroll Manager (Start today and end Forever)

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2. Click Save. Then, minimize the widget.

3. Click Sign Out.

4. Log on as Mike Crowsoft (user name mcrowsoft, password changeme).

5. Review the options that appear for Mike.

6. Click Sign Out.

7. Log on as Beryl Jones (user name bjones, password bjones).

8. Access the QuickFind Genie.

9. In the Name or ID field, enter crowsoft and click Find.

10. Select Michael’s record and then click the Person > Edit.

11. Select Person > User Information.

12. Select the Require password change at the next logon check box.

13. Click Save.

14. Click Back to WTK Classic Links.

Guide me: Add Person data for a new employee A new supervisor was hired last week. Over the weekend, some of the data for the new hire was imported into Workforce Timekeeper from the HR system. Modify the new hire’s Person record to add the additional data listed below.

1. Log on to the application as Christy Fryman (cfryman/cfryman).

Manager Role – General

Employee Group Levels 4,5- 3-19,20,21,22

Can See Transferred Employees

Select the check box

Labor Level Transfer Set Levels 4,5- 3-19,20,21,22

Pay Codes “Edit” Profile All Pay Codes

Pay Codes “View” Profile All Pay Codes

Work Rule Profile All Work Rules

Reports Profile Manager

Organizational Group Olsen Tire Payroll Mgr (Effective Date: Today)

Job Transfer Set Payroll Manager (Effective Date: Today)

Manager Role – Scheduler

Schedule Group Profile Basic Scheduler

Shift Template Profile Basic Scheduler

Pattern Template Profile Basic Scheduler

Employee Role Labor Level Transfer Set 4,5- 3-19,20,21,22

Time Entry Method Project View



Job Transfer Set Payroll Manager (Effective Date: Today)


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2. Activate the WTK Classic Links widget and double-click QuickFind.

3. In the Name or ID field, enter boy and click Find.

4. Select Mary Boyd and select Person > Edit.

5. Maximize the widget and populate the Person workspaces of the People record using the information in the following table:

6. Populate the Job Assignment workspaces of the People record using the information in the following table.

Workspace Field name Value to enter or verify

Accruals & Leave Accrual Profile Full Time Employees


End Date Forever

Contacts Receives notifications via e-mail address

Turn on


Primary Account Reports To Christy Fryman


Timekeeper Base Wage Rate 35.00 (Effective Date: Today)

Access Profiles Function Access Profile Other Manager Using Organizational Maps

Display Profile Department Manager

Delegate Profile Department Manager-Delegates

Generic Data Access Profiles

Depart Manager (Start today and end Forever)

Manager Role – General

Employee Group Levels 4,5- 3-19,20,21,22

Can See Transferred Employees

Select the check box

Labor Level Transfer Set Levels 4,5- 3-19,20,21,22

Pay Codes “Edit” Profile Manager Timecard Edits

Pay Codes “View” Profile All Pay Codes


Reports Profile Manager

Can Approve Overtime Select the check box

Organizational Group Olsen – Assembly (Effective Date: Today)

Job Transfer Set Assembly Supervisor (Effective Date: Today)

Manager Role – Scheduler

Schedule Group Profile Basic Scheduler

Shift Template Profile Basic Scheduler

Pattern Template Profile Basic Scheduler

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7. Click Save.


9. Click Sign Out and then log back in as bjones/bjones.

Let me: Add a new employeeYour organization hired a new production monitor to replace an employee who was terminated as of today. Add the new employee to the Workforce Timekeeper database. Use the new hire information that follows to create the employee’s People record.


2. Select Person > New.

3. Fill out the new employee’s People record using the following information.

Employee Role Labor Level Transfer Set 4,5- 3-19,20,21,22

Time Entry Method Project View



Job Transfer Set Assembly Supervisor (Effective Date: Today)


Person workspace

Field name Value to enter

Licenses Workforce Timekeeper Select the check box

Workforce Employee Select the check box

General Information

Last Name Smith

First Name Georgia

Short Name Georgie

ID 555

Birth Date 2/29/1980

Accruals & Leave Accrual Profile VAC and Sick Only


End Date Forever

User Information User Name gsmith

Password gsmith

Confirm Password gsmith

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Use the information in the following table to populate the Job Assignment workspaces.

Contacts Address 927 Pine Way

City Boston

State/Province MA

Zip Code 02116

Country USA

Home Phone 222-555-1111

Work Phone 222-555-2222

E-mail [email protected]

Generic Workflow Notifications

Receive notifications in Inbox

Additional Information

Maiden Name Anderson

Process Profiles Employee Profile Employee Process Profile

Job Assignment Workspace

Field Name Value to enter

Primary Account Primary Job Olsen > FT > Test > PMon

Primary Labor Account 102/203/319/401/531

Reports To Christy Fryman


Timekeeper Worker Type PART-TIME

Daily Hours 4

Weekly Hours 20

Per Pay Period Hours 20

Pay Rule Part Time

Effective Date Today’s date

Base Wage Rate 15.00


Badge Number 56789

Scheduler Group Assignment Day Part Time


End Date Forever

Access Profiles Function Access Profile Time Stamp and Hourly Employee Using Org Maps

Person workspace


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1. Click Save. Then, minimize the widget.

2. Click Sign Out.

3. Log on as Georgia Smith (user name and password gsmith) via the Workforce Central_wfc icon.

4. Review the display options that appear for Georgia.

5. Click Log Off.

6. Via the Workforce Central NGUI icon, log on as bjones/bjones.

Duplicating People records

Guide me: Duplicate a People recordor she You need to create a People record for an employee who has been hired as a part-time Receiver. You know of another employee who also works as a part-time Receiver, so you plan to duplicate the other employee’s record to create the new one.


2. In the Name or ID field, enter Babson and then click Find.

3. Select Mildred Babson, and then select Person > Duplicate.

4. Maximize the widget and then use the information in the following table to update Peter Thomson’s Person workspaces.

5. Be sure to review the data in any workspace that you do not update.

Employee Role Labor Level Transfer Set Levels 4,5- 3-19,20,21,22

Time Entry Method Timestamp & Hourly View

Pay Codes Profile Employee Only

Work Rule Profile Timestamp Employee

Job Transfer Set Final Test


Job Assignment Workspace

Field Name Value to enter


General Information

Last Name Thomson

First Name Peter

ID 67890

Birth Date 11/10/1969

User Information User Name pthomson

Password pthomson

Confirm Password pthomson

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6. Use the information in the following table to update Peter’s Job Assignment workspaces.

7. Be sure to review the data in any workspace that you do not update.

8. Click Save.


Lesson 3: Assigning base schedules

Assigning schedule patterns

Show me: Assign a schedule patternAn employee does not have an assigned schedule pattern. You want to permanently schedule the employee to work 3:00 P.M. to 11:30 P.M. Monday through Friday every week starting Sunday of the current schedule period.

Show me: Modify an assigned schedule patternAn employee requested a change in his hours. He wants to work 3:00 P.M. to 11:30 P.M. Monday, Tuesday, Wednesday, and Friday, and from 2:30 P.M. to 11:00 P.M. every Thursday with no end date to accommodate acupuncture visits. He wants this change effective Sunday of the current schedule period. You approved this schedule change and need to modify his assigned schedule pattern.

Contacts Address 4 Elm Street

City Chelmsford

State MA

Zip Code 01824

Country USA

Home Phone 333-555-1111

Work Phone 333-555-2222

E-mail [email protected]

Job Assignment workspace


Primary Account Seniority Date Today’s date

Timekeeper Base Wage Rate 10.00


Badge Number 67890

Employee Role Labor Level Transfer Set

Levels 4,5-3-19,20,21,22


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Guide me: Assign a schedule patternYou need to assign a base schedule to a new manager who was hired today. You want to permanently schedule her to work 9:00 A.M. to 6:00 P.M. Monday through Friday every week.

1. Access the Schedule Editor. Verify that All Home displays in the Show field and that Current Schedule Period displays in the Time Period field.

2. Click a date cell for Ann Moore.

3. Select Shift > Add Pattern.

4. Click Insert Pattern. Select 9 to 6 M-F and click OK.

5. Click the Work Start Date cell and specify Monday’s date for the current schedule period.

6. Verify that the Forever option is selected.

7. Ann is not currently assigned to any patterns, so verify that the Override other patterns check box is clear.

8. In the Recurring box, select 1 and then verify that the Weeks option is selected.

9. Verify that the day cells contain the correct shifts and click OK.

10. Click Save.

11. Click OK and Refresh if necessary.

Guide me: Modify an assigned schedule patternAn employee requested a change in her hours. She currently works M-F, 7:00 to 3:30 P.M and has requested to work from 7:30 A.M. to 4:00 P.M., effective Sunday of the current schedule period. You approve this schedule change and need to modify her assigned schedule pattern.

1. Click the Monday date cell for Katherine Torres.

2. Select Shift > Edit Pattern from the menu options.

3. Click the End Date option and specify Sunday’s date for the previous schedule period.

4. Click OK.

5. Click Yes two times to confirm the schedule changes.

6. Click Save, and then click OK and Refresh if necessary.

7. Click the Monday date cell for Katherine Torres again.


9. In the Work Start Date field, specify Monday’s date for the current schedule period.

10. For M-F, enter 730-4p and click OK.

11. Click Save.


Let me: Assign a schedule patternReview an employee's assigned schedule pattern. Assign the employee to the 9 to 6 M-F schedule pattern on a weekly basis starting Monday of the current schedule period with no end date.

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Adding and modifying schedule group assignments

Guide me: Remove an employee from a schedule groupA new employee is assigned to the Salaried schedule group. He will no longer be working hours consistent with the Salaried schedule group as of Wednesday of the next schedule period. Remove the employee’s Salaried schedule group assignment effective Wednesday of the next schedule period.

1. In the Schedule Editor, click the By Group tab.

2. From the Time Period drop-down list, select Next Schedule Period.

3. Select Michael Crowsoft (in the Salaried group).

4. Select Group > Remove from Group from the menu options.

5. From the Schedule Group list, select Salaried.

6. In the Start Date field, specify Wednesday’s date for the next schedule period.

7. In the End Date field, specify Forever.

8. Click OK and then click Save.

9. Click OK and then Refresh if necessary.

Guide me: Assign an employee to a schedule groupOn Wednesday of the next schedule period, a new employee is not assigned to a schedule group. You want to assign him to the First Shift schedule group so that you can edit his schedule when you edit other First Shift employee schedules. You want to make the assignment effective Wednesday of the next schedule period.

1. Select Michael Crowsoft (in the Salaried group).

2. Select Group > Add to Group from the menu options.

3. From the Schedule Group list, select First Shift.

4. In the Start Date field, specify Wednesday’s date for the next schedule period.

5. In the End Date field, select Forever.


7. Click OK and then Refresh if necessary.

Guide me: Assign an employee to two schedule groupsReview Peter Thomson’s schedule group assignments for the current schedule period. Using the Schedule Group Multi-Line Genie, perform the necessary edits to assign Peter to the following schedule groups. When you finish, ensure that he is assigned to both groups for the current schedule period.

Day Part Time as of his hire date with no end date Day Office schedule group from today of the current schedule

period through Sunday of the current schedule period

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Module 3: Scheduling Staff for Specific Periods

Lesson 1: Scheduling staff to meet workload requirements

Modifying shift assignments

Show me: Add a schedule assignmentA float employee does not have a regular schedule assigned to her. You usually create her schedule each schedule period. After assessing your workload needs for the next schedule period, you want to schedule the float employee to work from 7:00 A.M. to 3:30 P.M. on Monday of the next schedule period.

Show me: Use the copy and paste function to add a shift assignmentYou want to schedule the shift employee for the same shift on Tuesday of the next schedule period. Use the copy and paste functions to copy the employee’s Monday shift information into Tuesday’s cell.

Show me: Use Insert Shift to assign a scheduleYou realize you need to schedule the float employee for the 3:00 P.M. to 11:30 P.M. shift on Wednesday. You have a shift template for this shift and will use the Insert Shift feature to schedule the employee’s hours on Wednesday.

Guide me: Add a shift assignmentOn Monday of the next schedule period, you need an employee to work the following shift segments:

Regular shift type from 9:00 A.M. to 12:00 P.M. Break shift type from 12:00 P.M. to 12:30 P.M. Regular shift type from 12:30 P.M. to 5:30 P.M.

Use the Shift Editor to add this shift to the employee’s schedule for Monday of the next schedule period.

1. In the WTK Classic Links, access the Schedule Editor. Make sure that All Home displays in the Show field. From the Time Period drop-down list, select Next Schedule Period.

2. Click Monday’s cell for Jean Johnson.

3. Delete the existing schedule.

4. Select Shift > Add.

5. Verify that Jean Johnson’s name appears in the Employee box and Monday’s date appears in the Start Date cell.

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6. Verify Regular appears in the Type box.

7. In the Start Time box, enter 9 and press Tab.

8. In the End Time box, enter 12 and press Tab.

9. Validate that the Sch Hrs column displays 3.0, which equals the total hours for this segment.

10. Click Insert Row. Validate that Monday’s date appears in the Start Date column and 12:00PM appears in the Start Time column.

11. In the Type box, select Break.


13. Validate the Sch Hrs column displays 0.5.

14. Click Insert Row. Validate that Monday’s date appears in the Start Date column and 12:30PM appears in the Start Time column.

15. In the Type box, select Regular.

16. In the End Time box, enter 530p and press Tab.

17. Validate that the Sch Hrs column displays 5.0.

18. In the Shift Label box, type RB for Regular-Break and click OK.

19. Click Save.


Let me: Assign an employee to several shiftsAfter assessing your workload needs for the next schedule period, you identified shifts that you need Bob Brooks to work. Assign him to the following shifts for the next schedule period.

On Monday, 6:30 A.M. to 3:00 P.M. On Tuesday, 6:30 A.M. to 3:00 P.M. On Wednesday, 7:00 A.M. to 3:30 P.M. On Thursday, 7:00 A.M. to 3:30 P.M. On Friday, 6:00 A.M. to 10:30 A.M., then schedule a 30-minute

unpaid break. After the break, 11:00 A.M. to 2:30 P.M.

Show me: Edit a scheduled shiftAn employee is scheduled to work 3:00 P.M. to 11:30 P.M. Monday, Tuesday, Wednesday, and Friday and from 2:30 P.M. to 11:00 P.M. on Thursday every schedule period for the foreseeable future. The employee informed you that on Monday of the next schedule period, he would like to change his hours to 7:00 A.M. to 3:30 P.M. to accommodate a doctor’s appointment. You have reviewed and approved this change. Change the employee’s Monday schedule for the next schedule period.

Show me: Delete a shiftAn employee is scheduled to work 7:00 A.M. to 3:30 P.M. Monday through Friday every schedule period for the foreseeable future. The employee informed you that on Monday of the next schedule period, he will be unable to work as he just won two tickets to a major league baseball game for that day. Remove the employee’s scheduled hours for

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Monday of the next schedule period using the Cut option in the Workforce Timekeeper menu.

Guide me: Edit a scheduled shiftAn employee mentioned she would like to work Wednesday in the next schedule period from 7:00 am. to 5:00 P.M. with a 2-hour unpaid break from 11:00 A.M. to 1:00 P.M. to run some errands. You have reviewed and approved this change. Use the Shift Editor to change the employee’s schedule for Wednesday of the next schedule period so she is scheduled to work in her primary labor account from 7:00 A.M. to 11:00 A.M. and from 1:00 P.M. to 5:00 P.M. with a break scheduled from 11:00 A.M. to 1:00 P.M.

1. Click Wednesday’s cell for Ann Moore.

2. Select Shift > Edit from the menu options.

3. Verify that Ann Moore’s name appears in the Employee field and that Wednesday’s date for the next schedule period appears in the Start Date cell.

4. Verify that Regular appears in the Type field.

5. In the Start Time field, type 7 and press Tab.


7. Verify that the Sch Hrs column displays 4, which equals the total hours for this segment.

8. Click Insert Row. Verify that Wednesday’s date appears in the Start Date column and that 11:00AM appears in the Start Time column.

9. In the Type field, select Break.


11. Verify that the Sch Hrs column displays 2.

12. Click Insert Row. Verify that Wednesday’s date appears in the Start Date column and that 1:00PM appears in the Start Time column.

13. In the Type box, select Regular.


15. Verify that the Sch Hrs column displays 4.

16. In the Shift Label box, enter RLB for Regular-Long Break and click OK.

17. Click Save.


Guide me: Delete a shiftAn employee mentioned that she will be unable to work Friday of the next schedule period because she needs to attend her brother’s wedding in another city. Remove the employee’s schedule for Friday of the next schedule period using the Cut option in the shortcut menu.

1. Click Friday’s cell for Katherine Torres.

2. Select Actions > Cut.

3. Click Save.

4. Click Refresh if necessary.

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Let me: Restore a previously deleted shiftKatherine Torres’ brother called off his wedding. She would now like to work her previously deleted shift of 7:30 A.M. to 4:00 P.M. on Friday of the next schedule period. Use the Restore feature to restore Katherine’s shift for Friday of the next schedule period.

Scheduling non-worked hours and amounts

Show me: Schedule planned sick timeAn employee cannot work Friday of the next schedule period because her son is having his tonsils removed. The employee has requested 8 hours of Sick time for Friday and you have approved this time. Add 8 hours of Sick time to the employee’s schedule for Friday of the next schedule period, ensuring that she does not get paid for her scheduled work hours of 7:00 A.M. to 3:30 P.M. Include the Approved comment with this edit.

Guide me: Schedule planned personal time for two consecutive daysAn employee mentioned she will be unable to work Monday and Tuesday of the next schedule period because she needs to take her father for medical tests. The employee has requested 8 hours of Personal time each day for Monday and Tuesday of the next schedule period and you have approved this time. Schedule the employee for two consecutive 8-hour days of Personal time for Monday and Tuesday of the next schedule period using the Number of Days option. Make sure that she does not get paid for her scheduled work hours of 3:00 P.M. to 11:30 P.M. on those days, and include the Approved comment with this edit.

1. Click Monday’s cell for Pat George.

2. Select Pay Code > Add.

3. Verify that Monday’s date for the next schedule period appears as the effective date.

4. In the Pay Code field, select Personal.

5. In the Amount field, enter 8.

6. Verify that 3:00PM appears in the Start Time field.

7. In the Repeat for (D) field, enter 2.

8. In the Comments field, select Approved.

9. Verify that the Override Shift check box and the Whole Shift options are selected.

10. Click OK.

11. Click Save.

12. Click Refresh if necessary.

Let me: Schedule planned vacation time for two consecutive daysFor the next schedule period, Bob Brooks has requested the following changes:

8 hours of vacation time on Wednesday 8 hours of vacation time on Thursday

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Perform the necessary scheduling edits, ensuring that Bob does not get paid for any worked hours scheduled during his requested non-worked hours. Include comments as appropriate.

Scheduling transfers and off shifts

Show me: Schedule a full-day transfer to another cost centerOn Wednesday of the next schedule period, you need an employee to work her entire shift in Cost Center 402, which is not the employee’s primary labor account assignment. Schedule the employee to work 7:00 A.M. to 3:30 P.M. on Wednesday of the next schedule period in Cost Center 402.

Guide me: Schedule an off shift to another cost centerAn employee usually works Monday-Friday, 9-2p. However, she is available to work extra hours if she is needed. If she does work extra hours, her time should be tracked to Cost Center 404. Schedule the employee for an Off shift on Saturday of the next schedule period and specify Cost Center 404 in the Transfer cell.

1. Click Saturday’s cell for Jean Johnson.

2. Select Shift > Add.

3. Verify that Jean Johnson’s name appears in the Employee field and Friday’s date for the next schedule period appears in the Start Date field.

4. In the Type list, select Off.

5. In the Start Time field, enter 9 and press Tab.

6. In the End Time field, enter 2p and press Tab.

7. Verify that Friday’s date for the next schedule period appears in the End Date field.

8. Verify that 5.0 appears in the Sch Hrs field.

9. Click the Transfer field to view your recent transfers and click Search.

10. In the Select Transfer dialog box, click Cost Center. The Available Entries list contains Cost Center labor level entries.

11. Click 404, 404-444444 and then click OK.

12. In the Shift Label field, type SAT-OFF.



Let me: Schedule a transfer to another jobYou have a backlog in the Materials department and need to schedule additional help for Monday of the next schedule period. You want to schedule Jen Kilian to labor level entry 540 in the Job labor level, which is not her primary labor account assignment. When working hours in this labor account, Jen is paid according to the Administration work rule.

Perform the necessary scheduling edits, ensuring that the eight hours Jen is scheduled to work on Monday of the next schedule period are tracked to the appropriate labor account and work rule.

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Locking shifts and days

Show me: Lock a day or shiftYou recently made some edits to an employee’s schedule and want to protect the changes from being edited or deleted. Lock the Monday-Friday shifts for an employee in the current schedule period.

Guide me: Lock a day or shiftYou recently made some edits to an employee’s schedule and want to protect the changes from being edited or deleted. Lock the Monday-Friday shifts for an employee in the current schedule period.

1. Select the Monday shift for Liam Hoyle.

2. From the Actions menu, select Lock > All Shifts.

3. Confirm the lock visual indicator appears in the lower-right corner of each shift in the current schedule period.

4. Click Save.


Guide me: Unlock a day or shiftYou realize that you need to modify an employee’s locked schedule for one day in the current pay period. Unlock the shift for Friday of the current schedule period.

1. Select the Friday shift for Liam Hoyle.

2. From the Actions menu, select Unlock > Selected Shift.

3. Confirm the lock visual indicator disappears from the lower-right corner of the shift.

4. Click Save.


Managing group schedules

Show me: Assign a schedule at group level that employees inherit

You need to assign a new schedule to the 3rd Shift DIST-i schedule group. This group currently has two members. The schedule that needs to be assigned is M-F, 10p-6:30a.

Guide me: Assign a schedule at group level that employees inherit

For the next week, employees in the 3rd Shift DIST-i schedule group will need to work the following schedule: M-F, 3p-11:30p. You must assign this schedule to the 3rd Shift DIST-i schedule group.

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2. Delete the M-F schedule for the 3rd Shift DIST-i row.

3. Click in Monday’s cell for the 3rd Shift DIST-i row.


5. Select Monday through Friday and click Insert Pattern.

6. Select the 3 to 1130 M-F pattern and click OK.

7. In the Work Start Date field, enter the Monday of the next schedule period.

8. In the End Date field, enter Sunday’s date of the next schedule period.


10. Click OK and Refresh and view the results.

Show me: Add an ad hoc shift to an employee with an inherited schedule

An employee is currently assigned to the 1st Shift DIST-i schedule group. As a member of this group, she acquired a schedule of M-F, 9a-2p. On Tuesday of the next schedule period, the employee has agreed to work an extended shift, from 8a-5p. Create an ad hoc shift for the employee on Tuesday.

Let me: Lock and unlock a day/shift for an employee with an inherited schedule, then modify group schedule for week including that dayDonna Stock, an employee assigned to the Day Office-i schedule group, has agreed to come in an hour and a half early on Tuesday and Wednesday of next week to be available to the maintenance staff who are working in the office.

In addition, the schedule for Day Office-i schedule group is changing from a schedule of 7a-3:30p, to a schedule of 8a-4:30p.

Create ad hoc schedules for Donna and lock the shifts. Then, modify the group schedule.

Let me: Assign an inherited group schedule to employees and create 2 ad hoc shifts for one employee in the group

Employees in the 1st Shift DIST-i schedule group work M-F, 9a-2p. You need to assign this schedule group to a new schedule of M-F, 7a-3:30p.

In addition, Gary Sullivan needs to attend to some family business on Tuesday and Wednesday of next week. He has asked to come in and leave an hour earlier than usual. You have agreed to his request and will create ad hoc schedules for him on those days.

Show me: Perform a group transfer from a GenieYou have been informed that the corporate office needs to be closed the first two days of the next pay period so that it can be fumigated. During

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the two days, employees assigned to the Day Part Time group will need to work in the Testing facility.

Paying employees from schedules

Show me: Pre-populate a timecard from the employee’s scheduleAn employee plans to work off site at a customer’s location on Tuesday of the next schedule period. He will be unable to punch in and out at the customer’s site. Pre-populate the employee’s timecard for Tuesday of the next schedule period with his scheduled shift.

Guide me: Pre-populate a timecard from the employee's scheduleAn employee has been assigned to a special project and will work from home on Monday and Tuesday of the next schedule period. He will not be able to punch in and out for those days. Pre-populate the employee’s timecard for Monday and Tuesday of the next schedule period.

1. From the WTK Classic Links, access Reconcile Timecard.

2. Make sure that All Home appears in the Show field.


4. Click Raymond Aguirre.

5. Select Schedule > Pay From Schedule > Add from the menu options.

6. In the Effective Start Date field, select Monday’s date for the next schedule period.

7. In the Effective End Date field, select Tuesday’s date for the next schedule period.

8. Click OK.

9. From the WTK Classic Links, access Group Edit Results. Review the information in the Pay From Schedule Added transaction to ensure the edit completed successfully.

10. Access Reconcile Timecard again.

11. Right-click Raymond Aguirre and select Timecard. Review Monday and Tuesday’s In and Out cells to verify that the timecard contains the scheduled time of 9:00 A.M. to 2:00 P.M. You might have to select Actions > Refresh from the menu options to update the timecard information.


Module 3: Monitoring Time-cards to Facilitate Payroll

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Processing

Lesson 1: Reviewing notifications of time data

Using the Exceptions alert and widget

Guide me: Review Exceptions in the Exceptions widgetYou log in to Workforce Timekeeper to monitor time data frequently to identify any issues that require your immediate attention.

1. Hover the mouse over the Exceptions alert icon.

2. From the list of employees, click Julie Adams.

3. Once the Exceptions widget becomes active, maximize it to full screen.

4. Hover your mouse over the Monday date (in red). What happens?

5. Double-click in the In field for Monday, enter 9 and then press Tab. What happens?

6. Click Show Schedule.

7. Click Cancel and then click Yes.

8. Click Summary.

9. Sort the Unexcused Absences column in descending order (click two times on the column header).

10. Select all employees with exceptions and then click Details.

11. After reviewing the details for multiple employees with exceptions, click Summary.

Reviewing timecard views and timecard tabs

Show me: Accessing hourly timecardsAccess an hourly timecard for an employee via the Exceptions widget and classic quick link.

Show me: Accessing project timecardsAccess an hourly timecard for an employee via the Exceptions widget and classic quick link.

Using the Reconcile Timecard Genie

Guide me: Identify shift exceptions in the Reconcile Timecard Genie

1. From the WTK Classic Links widget, click Reconcile Timecard.


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4. Click the Missed Punch column header two times to sort information by that column.

5. Click the Late In column header two times to sort information by that column.

6. Question: What do the check marks in each of the columns represent?

Using Workforce Worksheet

Show me: Identifying shift exceptions in the Reconcile Timecard Genie using Workforce WorksheetTo save Genie or report data outside of Workforce Timekeeper, click the disk icon in the upper-left corner of the sheet and specify the Excel filename and location.

You want to review employees' worked hours for the previous pay period to identify any missed punches using Workforce Worksheet.

Viewing the Exceptions report

Guide me: Generate and review an Exceptions reportYou want to review information about employees whose worked hours deviated from their scheduled hours for the previous pay period. Generate and review information in an Exceptions report for both excused and unexcused absences with all exceptions.

1. In the active widget, click Back to WTK Classic Links.

2. From the list, click Reports.

3. On the Select Report tab, expand the Timecard category and select Exceptions.



6. Click the Set Options tab.

7. To include all types of absences, from the Options list click Absences, and then click Both.

8. From the Options list, click Exceptions. Notice that by default, all exceptions are included.

9. Click Run Report.

10. On the Check Run Status tab, click Refresh Status several times until Complete appears in the Status column.

11. Click to select the Exceptions report and then click View Report to review the report contents. (Note that the report opens in a new window and can be accessed via a tab.)

12. When finished, close the Report window by clicking X on the report tab.


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Using the Work & Absence Summary calendar

Guide me: Use the Work & Absence Summary calendar to identify patterns of tardinessYou want to review information about only those employees whose worked hours deviated from their scheduled hours for the previous pay period. Use the Work & Absence Summary calendar to identify these patterns.

1. From the WTK Classic Links list, click Work & Absence Summary.

2. In the Show field, make sure that All Home displays. From the Name or ID list, select Smith, Jack C.

3. From the Time Period list, select Previous Pay Period.

4. Confirm the View Width option is set to Month and then click Apply.

5. Using the legend, review the information in the columns to identify the meaning of the colored boxes.

6. When finished, minimize the widget.

Lesson 2: Analyzing and resolving exceptions in the Exceptions widget

Resolving exceptions in the Exceptions widget

Guide me: Change a missed punch to scheduled timeAn employee forgot to punch out but left at her usual scheduled end time. Use the Exceptions widget to access the missed out punch and change it to her regularly scheduled out time.

1. Activate and maximize the DM Time Exceptions widget.

2. If necessary, click Summary.

3. From the time period selection, select Previous Pay Period.

4. Select Jill Carpenter and click View Details (1).

5. Select the Tuesday cell containing the missing Out punch, and click Change to Scheduled.

6. Click Save.

Guide me: Add a missed punchAn employee had to leave early one day last pay period and forgot to punch out. She informed you that she started work at 6 A.M. In the Exceptions widget, modify her Out punch.

1. Click the missing Out punch for Wednesday and then click Add Punch.

2. In the Add Punch dialog box, select Out Punch from the Insert drop-down list.

3. In the Date field, enter Thursday’s date.

4. In the Out field, enter 6am. Then, click Add.

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5. Click Save.

6. Review the punch data. Why did this edit generate an exception? What type of exception was generated?

Guide me: Add a comment to a punchYour employee who left early and forgot to punch out during the last pay period explained that she had a family emergency. You want to add a comment to her 12:15 A.M. punch as a reminder of why the employee left early.

1. Add the Early Out – Family Emergency comment to the employee’s early out punch. In the Exceptions widget, click the 6am Out punch.

2. Click Comment.

3. In the Add Punch Comment dialog box, select Family Emergency.

4. Click the + sign to add a clarifying note: She made up the time on a different day.

5. Click OK then click Save.

6. Hover over the comment to review its content.

7. To see comment notes again, select the punch and click Comment.

8. Scroll down and click the right-facing arrow next to the selected comment. The note text displays.

9. Click Cancel.

Guide me: Mark an exception as reviewedYou recently modified time data for an employee who left early one day during the previous pay period. You also added a comment to the exception. Now, use the Mark as Reviewed feature to document that you have already addressed the exception.

1. Click the 6am Out punch.

2. Click Mark as Reviewed.

3. Click Save.

4. Validate the results.

Show me: Remove an employee's punchAn employee could not remember if he punched out at the end of his shift Monday of the previous pay period. He punched a second time to ensure that he recorded his end of shift time.

While reviewing the employee’s timecard, you notice that two out-punches appear for the employee’s end of shift on Monday. You want to delete the employee’s second (which registers as an in-punch) of 3:33 P.M.

Display the employee’s timecard for the previous pay period and delete the 3:33 P.M. punch for Monday.

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Guide me: Remove an employee’s punchAn employee could not remember if he punched in at the start of his shift Tuesday of the previous pay period. He punched a second time to ensure that he recorded his start of shift time.

While reviewing the employee’s timecard, you notice that two in-punches appear for the employee’s start of shift on Tuesday. You want to delete the employee’s first in-punch of 7:01 A.M.

Display the employee’s timecard for the previous pay period and delete the 7:01 A.M. punch for Tuesday.

1. Click Summary to return to the list of employees.

2. Select Jack C. Smith and click View Details (1).

3. Click Tuesday’s cell that contains the 7:01 A.M. punch and click Comment.

4. Select Double Punch from the Comments list and click OK.

5. Click Save.

6. Click in Tuesday’s 7:01 A.M. cell and press Remove.

7. Click Save. Review the results.

8. To see how the issue was resolved in the employee’s timecard, click View Timecard.

9. Click Exceptions Details.

10. Click Summary to return to the list of employees.

Show me: Justify an employee’s missed time One of your direct reports left work early on Monday to attend a mandatory training off-site. Your organization auto-resolves early out exceptions as Unpaid Missing Time. Your employee has already viewed the exception and justified the missing time and explains that she left work to attend a mandatory company safety training event. You agree that she attended the training and that she should be paid for the time. You will have to approve the change.

Guide me: Justify an employee’s missed timeAn employee mentions to you that she reported to work late last Monday because she attended the mandatory corporate diversity training session before reporting to work. Your company autoresolves late in exceptions, and she has already justified the exception. You will use the Exceptions widget to approve the employee’s justification for this exception.

1. Minimize the navigator window.

2. Log into Workforce Timekeeper via the Workforce Central_wfc icon as boertel/boertel.

3. Access My Information > My Timecard.

4. Modify the In punch for Monday to 9am and then click Save.

5. Right-click the Monday In punch and then select Justify Exception.

6. From the Duration Pay Code drop-down list, select MT-Training. Then click OK.

7. Click Save and then click Log Off.

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8. Maximize the navigator window. In the Summary view, click Refresh.

9. Click the name column to sort the employee records alphabetically.

10. Select Barbara Oertel, and click View Details (1).

11. Hover the cursor over the 9:00am In time for Monday to view the system recommendation for resolving the exception.

12. Click on the cell containing the 9:00am In time and then click Justify.

13. View the employee’s reason for the late in and click OK.

14. Click Save.

15. Verify that the Pay Code has changed from MT-Unpaid to MT-Training and that the In time has changed from red to green.

Using pay codes to track non-worked time

Show me: Add sick time to an employee's time dataAn employee called in sick on Monday of the current pay period. Add a pay code amount for 8 hours of sick time for the employee.

Guide me: Add personal time to an employee's time dataAn employee was involved in a car accident and was unable to work on Monday of the previous pay period. Enter Personal time for the employee.

1. From the Summary view of the exceptions widget, select Previous Pay Period.

2. Select Bob Brooks and click View Details (1).

3. Click Show Schedule and make note of the employee’s scheduled start time. (9am)

4. Hover your mouse over the Pay Code field for Monday.

5. Click the + icon.

6. In the Pay Code Amount dialog box, select Personal from the Pay Code drop-down list.

7. The Amount and Start Time fields default automatically. Validate that they are correct.


9. Review the results. Notice that the timecard data for Monday is purple which means it was entered by the application.

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10. Click Summary and then minimize the widget.

Lesson 3: Analyzing and resolving differences in hourly timecards

Resolving time data discrepancies in the hourly timecard view

Show me: Calculate and cancel timecard editsAn employee has asked you to enter punches for the time she worked on Wednesday of the previous pay period. The employee started her shift at 8:57 A.M. and ended at 2:03 P.M.

Guide me: Pay an employee for a mealAn employee left work earlier than her scheduled time on Thursday of the previous pay period due to childcare issues. She also worked through her lunch break on Friday of the previous pay period to make up for leaving earlier the day before. Edit the employee’s end shift time for Thursday of the previous pay period to include the Early Out – Child Dismissed Early comment. Also, cancel her meal deduction for Friday of the previous pay period.

1. Click Reconcile Timecard.


3. Right-click on Kim Tesch and click Timecard.

4. Click the Thursday Out cell, delete the existing punch, and then enter 2p in the Thursday Out cell.

5. Select Comment > Add Comment.

6. Select Early Out – Child Dismissed Early and click OK.

7. Right-click the Friday Out cell and select Edit Punch.

8. From the Cancel Deduction list, select 30 Minute Meal Deduct.



Show me: Move hours in an employee's timecardAn employee was scheduled to work 7a-3:30p on Wednesday of the previous pay period. However, he did not work that day. Instead, he attended an all day training session. You want to accurately record his hours for the day. Access the employee’s timecard for the previous pay period. Use the Move feature to transfer 8 hours of the Regular pay code to the Training pay code and include the Approved comment.

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Show me: Approve an employee's overtime hoursAn employee worked two hours of overtime on Friday of the previous pay period. Approve the two overtime hours and add the Approved comment.

Guide me: Disapprove an employee's overtime hoursAn employee punched in early Wednesday of the previous pay period and accumulated 30 minutes of overtime. Approve no overtime and then move the 30 minutes that Jack worked on Wednesday to the Regular pay code.

1. Click Reconcile Timecard. Then, click Refresh.

2. Select Specific Date from the Time Period list and then select Wednesday’s date in the previous pay period.

3. Click the Overtime column header two times to sort by employees with overtime hours.

4. Right-click on Jack Rogers and then click Timecard.

5. Select Approvals > Approve Overtime.

6. In the Overtime Date field, confirm Wednesday’s date of the pervious pay period is displayed.

7. To disapprove of the 30 minutes of overtime, select None. Click OK.

8. In the Totals & Schedule tab, right-click Unapproved OT and select Move. Click Yes to proceed.

9. Enter the following information in the Move Amount dialog box:

In the Pay Code field, select Regular. In the Amount box, type 0:30. In the Effective Date box, confirm Wednesday’s date of the

previous pay period is displayed.10. Click OK and then Save.


Let me: Approve some of an employee's overtime hoursReview Owen Tedder’s timecard for the previous pay period. He was scheduled to work 2 hours of overtime Thursday of the previous pay period. Approve up to 2 hours of overtime for Thursday, adding appropriate comments. Move the remaining time, if any, to the Regular pay code.

Show me: Transfer hours to another jobOn Tuesday of the second week in the previous pay period, an employee worked 8 hours as a QA Engineer in the Final Test department. As the Payroll Manager, access the employee’s timecard for the previous pay period. Transfer the 8 hours of the Hours Worked pay code for Monday of the second week in the previous pay period to the QA Engineer (QAE) job.

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Guide me: Transfer hours to another cost centerOn Tuesday of the previous pay period, an employee worked in her primary labor account from 7:00 A.M. to 11:00 A.M. She then worked in Cost Center 402 from 11:00 A.M. to 3:30 P.M. As the Payroll Manager, access the employee’s timecard for the previous pay period. Transfer her worked hours for Tuesday from 11:00 A.M. to the end of her shift to Cost Center 402.

1. Click Reconcile Timecard Genie.

2. Right-click on Kim Tesch and then click Timecard.

3. Click the second In cell for Tuesday and type 11.

4. Click in the Transfer cell for Tuesday (after the 11:00 A.M. punch) and select Search.

5. In the Labor Account section of the Select Transfer dialog box, select the Cost Center labor level option.

6. Select 402,402,222222 from the Available Entries list and click OK.

7. Click Save.


Let me: Transfer hours to another work rule same issueReview Katherine Torres’ timecard for the previous pay period. Perform the appropriate actions according to the following correspondence:

Katherine worked Tuesday from 9:00 A.M. to 6:00 P.M. in the Human Resources office on a special project. Her hours for Tuesday need to be calculated using the Full Time 60 Min work rule.

Let me: Transfer hours to another cost centerReview Brian Radue’s timecard for the current pay period. Perform the appropriate actions according to the following correspondence:

On Wednesday, in addition to working his regular job from 11:30 PM to 2:00 AM, he was needed to work from 2:00 A.M. to 7:30 A.M. as the Team Leader in the Test location of the Final Test department. His time should also be charged to Cost Center 404, 404-444444.

Lesson 4: Analyzing and resolving differences in project timecards

Resolving time data discrepancies in the project timecard view

Show me: Add worked hours with a comment to an employee's timecard

An employee forgot to enter his worked hours for Thursday of the second week of the previous pay period because he attended an all-day company meeting. The employee worked 8 hours that Thursday. Add 8 hours to the

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employee’s timecard for Thursday of the second week of the previous pay period and include the Off-Site Seminar comment.

Guide me: Edit worked hoursAn employee worked 10 hours on Monday of the second week this pay period due to a department shortage. Because the employee’s timecard is pre-populated with entries from her schedule, 8.5 hours appear for that day. You want to change the employee’s worked hours for Monday to reflect the actual 10 hours worked. You also want to include the comment “Department Shortage” with your entry.


2. Right-click on Rita Metzler and then click Timecard.

3. From the Time Period drop-down list, select Current Pay Period.

4. Click Monday’s cell for the second week. Delete the 8:30 hour duration and enter 10.

5. Select Comment > Add Comment. Select Department Shortage and click OK.

6. Click Save.


Let me: Resolve issues with worked hours in an employee's timecardReview Douglas Jones’ timecard for the first week in the previous pay period. Perform the appropriate actions according to the following correspondence:

He worked 8 hours each day Tuesday through Thursday of the first week in the previous pay period.

He worked 6 hours on Monday of the first week in the previous pay period due to childcare issues; he did not request any pay for the 2 hours he did not work.

He worked 10 hours on Friday of the first week in the previous pay period due to a department shortage.

Guide me: Add vacation time to an employee's timecard An employee’s daughter visited her from Ireland last week. Jane took 4 hours of vacation last Friday so that she could go sightseeing with her daughter. Access the employee’s timecard for the previous pay period. Add 4 hours of Vacation for Friday and include the Approved comment.


2. Right-click on Jane Fallon and then click Timecard.

3. Click in the Pay Code cell that is associated with Friday of the previous pay period to display the available pay code selections.

4. From the Pay Code list, select Vacation.

5. Click in the Amount cell for Friday and enter 4.

6. Click Save.


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Module 4: Reviewing and Submitting Timecards

Lesson 2: Approving timecards

Approving employee timecards

Show me: View the Approval WizardYou want to familiarize yourself with the Wizard associated with timecard approval process. Access the Approval Wizard, and explore the Workforce Timekeeper pages that are linked in the Wizard.

Guide me: Review notification of missing employee approvalsYou are ready to start the time data approval process. Activate the Approval Process wizard that was configured to meet your organization’s requirements.

1. Activate the Approval Process wizard and maximize it.

2. On the Review Notifications tab, click the Messages tab of the Inbox page.

3. Review any messages.

4. If necessary, contact the employee or the employee’s manager to follow up.

Guide me: Finalize time data and validate employee approval1. Before time data can be sent to payroll for processing, you need

to make sure that there are no end of pay period time data discrepancies that might prevent payroll from running such as missed punches.Click Next.

2. In the Pay Period Close, sort the Missed Punches column.

3. Validate that there are no check marks.

4. If necessary, update the time data to remove any missed punch exceptions.

5. Sort the Employee Approval Column and verify that there is a check mark for every employee.

6. If necessary, contact the employee or the employee’s manager to follow up.

Guide me: Apply approvalThere are no timecard exceptions which will prevent payroll processing. You are now ready to apply your approval.

1. Click Next.

2. Select Actions > Select All.

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3. Select Approvals > Approve.

4. Click Yes to confirm the approval.

Guide me: View the results of the approvalYou have just applied approval to employee timecards. You want to make sure that it was applied successfully.

1. Click Next.

2. On the Group Edit Results page, view the contents of the Results column.

3. If there is a Failure, click on the link for details.

4. Click Done and then click Cancel.


Removing your approval

Show me: Removing and re-applying your approvalYou have been informed that an employee forgot to punch for his Monday shift of the previous pay period. He worked from 9:00 a.m. to 2:00 p.m. You have already approved the employee’s timecard for the previous pay period. You need to remove your approval for Monday of the previous pay period, add a 9:00 a.m. in-punch and a 2:00 p.m. out-punch for Monday, and then reapply your approval for that day.

Guide me: Removing and re-applying approvalYou have been informed that an employee forgot to enter 4 hours of sick time for Wednesday of the previous pay period. You have already approved the employee’s timecard for the previous pay period. You need to remove your approval for Wednesday of the previous pay period, add 4 hours of sick time and then reapply your approval for that day.

1. From the WTK Classic Links, access and maximize Pay Period Close.

2. From the Time Period drop-down list, select Specific Date.

3. Specify Wednesday of the previous pay period. Click OK.

4. Select Jane Fallon.

5. Select Approvals > Remove Approval, then click Yes.


7. Click Group Edit Results and review the information for the Approval Removed transaction.

8. Access Pay Period Close again. Right-click on Jane Fallon and click the Timecard.

9. If necessary, unlock the timecard by selecting Actions > Refresh. Enter 4 hours of Sick for Wednesday. Click Save.

10. Select Approvals > Approve.

11. Review the Sign-offs, Requests & Approvals tab to verify that the approval was successful.


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Module 6: Processing Pay-roll for a Pay Period

Lesson 2: Signing off timecard data

Performing time data sign off

Guide me: Signing off time data using the Sign Off Process wizardIt is the end of the pay period and you are ready to sign off on time data so that it can be sent to payroll for processing. Use the Sign Off Process wizard to assist with this task.

A. Review Manager Approvals

Once you have validated that all time data is accurate for employees and that there are no exceptions that will prevent sign off, this is the first step in the Sign Off Process wizard.

1. Activate and maximize the Sign Off Process wizard.

2. Review the manager approval column to validate that managers have approved their time data. Follow up with managers as necessary.

B. Review Worked Hours

You are monitoring time data totals across several departments. You want to see how many hours were worked in those departments during the previous pay period and obtain detailed information about who worked those hours.

You will use the Worked Hours Genie to view the hours worked in a department during a pay period.

You will use the Detail Genie to view the time data totals of employees who contributed hours during the same pay period.

1. Click Next two times.

2. In Worked Hours, make sure that All Home displays in the Show field.


4. Click the Account Name (102/203/321/403/543) to see employee details.

5. To view the timecard of an employee, double-click on an employee name (Oertel, Barbara).

6. View the employee’s timecard to verify the employee’s hours.

C. Review employee hour totals in the Employee Hours by Labor Account report

Run the Employee Hours by Labor Account report to review hour totals for employees for the previous pay period.

1. Click Next.

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2. On the Select Report tab, expand the All Category and click Employee Hours by Labor Account.

3. Make sure that All Home displays in the Show field.


5. Click the Set Options tab. Click Actual/Adjusted and verify that Show hours credited to this pay period only is selected.

6. Click Pay Codes and verify that all pay codes appear in the Selected field.


8. Click Refresh Status several times until Complete appears in the Status column.

9. Highlight Employee Hours by Labor Account in the Report Name column and click View Report. Note that the report opens in a second window and can be viewed by clicking on the report tab.

10. Review each employee’s information to determine whether the worked hours fall within the expected range for the pay period. When finished, close the report tab.

D. Review employee hour totals in the Actual vs. Schedule by Labor Account report

You want to run the Actual vs. Schedule by Labor Account report to review hour totals for a department manager’s employees for the previous pay period.

1. On the Select Report tab, expand the All Category and click Actual vs. Schedule by Labor Account.

2. Make sure that All Home displays in the Show field and that Previous Pay Period displays in the Time Period field.

3. Click the Set Options tab.

4. Click Pay Codes and verify that all pay codes appear in the Selected box.


6. Click Refresh Status several times until Complete appears in the Status column.

7. Highlight Actual vs. Schedule by Labor Account in the Report Name column and click View Report.

8. Review each employee’s information to analyze the scheduled versus actual worked hours, and to identify any discrepancies for the pay period. When finished, close the report tab.

E. Sign off employees

It is the end of the pay period and you want to sign off employees’ timecards for Cost Center 402 and 403. You then want to view Group Edit Results to make sure the sign off succeeded.

1. Click Next.

2. Select Actions > Select All. Then, deselect Georgia Smith and Peter Thomson.

3. Select Approvals > Sign Off, and then click Yes.

F. View the results

You just applied Sign Off to multiple timecards and want to validate that the task was successful.

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1. Click Next.

2. How many employees were successfully signed off? ________

3. Click Done and then click Cancel.


Removing time data sign off

Guide me: Remove sign offAfter signing off the previous pay period, you were notified that an employee forgot to punch on Friday of that pay period. The employee arrived at work at 9:00 A.M. and completed her shift at 2:00 P.M. Because you have not yet processed payroll, you want to remove sign off from the employee’s timecard for the previous pay period, enter the missing punches, and then sign off on her timecard again:

1. From the WTK Classic Links, double-click Pay Period Close.


3. In the Time Period field, make sure that Previous Pay Period displays.

4. Select Mildred Babson.

5. Select Approvals > Remove Sign Off, then click Yes.

6. Click Back to WTK Classic Links and access Group Edit Results to validate that the sign off was successfully removed.

7. Access Pay Period Close again.

8. Right-click on Mildred Babson and then click Timecard.

9. Maximize the timecard view.

10. For Friday, enter 9 in the In cell and 2p in the Out cell, then click Save.

11. Access Pay Period Close again. You may need to click Refresh.

12. Select Mildred Babson.

13. Select Approvals > Sign Off, then click Yes.

14. Click Refresh. View the Signed Off column to verify that all employees in Cost Center 402, including Mildred Babson, are signed off.


Lesson 3: Transferring timecard data to the payroll system

Extracting time data from Workforce Timekeeper

Guide me: Run an interface and view the results The payroll manager is ready to run the payroll interface that creates the Workforce Timekeeper output file she normally transmits to her payroll

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service. She runs the interface from within her Workforce Central Session.

Lesson 4: Locking timecard data

Locking timecard data

Guide me: Apply a payroll lockThe previous pay period for Cost Center 402 has been reviewed, edited, and signed off. All employees have received paychecks. You are now planning to archive this data. You want to apply a payroll lock for all employees in Cost Center 402 for the previous pay period to permanently prevent future system recalculations of this pay period and ready the data for archiving.

1. From WTK Classic Links, double-click Pay Period Close.

2. In the Show field, make sure that Cost Center 402 displays.

3. In the Time Period field, make sure that Previous Pay Period displays.

4. Select Actions > Select All.

5. Select Approvals > Lock Payroll.

6. In the Effective Date field, select Sunday of the previous pay period and click OK.

7. Access Group Edit Results and validate that payroll was successfully locked.

8. Access John D. Smith’s timecard and try to edit one of his punches. What happens?


Module 7: Making Correc-tions to Previous Pay Peri-ods

Lesson 1: Identifying and evaluating required corrections

Reviewing employee timecard data

Guide me: Review employee timecard data Mildred’s default schedule is 9am-2pm Monday through Friday with a paid 1-hour lunch; she usually works 20 hours/week.

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The previous pay period has been reviewed and signed off, and paychecks have been distributed. An employee notifies you that she was not paid for 4 hours of sick time she took last Thursday, so her paycheck reflected 4 fewer hours than she expected. Review the employee’s timecard data to validate that the time needs adjustment, and then determine the type of historical pay code edit to perform.

1. Click Pay Period Close. Make sure that All Home displays in the Show field, and that Previous Pay Period displays in the Time Period field.

2. Highlight Mildred Babson’s record and verify that a check mark appears in the Signed Off column.

3. Access her Timecard.

4. Verify that Sick hours have not been entered for Thursday and that Mildred’s total hours are 4 hours fewer than expected.

5. Which type of historical edit is needed? (Note that Mildred’s pay rate has not changed and these hours do not affect overtime calculation.) Check one:

_____ Manual historical edit

_____ Historical edit with retroactive pay


Lesson 2: Making the correction in the historical records

Making a manual historical edit

Show me: Enter a manual historical edit An employee worked 4 hours in Cost Center 401 on Wednesday of the previous pay period. These hours were tracked to her primary labor account in error. Apply a manual historical edit to transfer these hours to Cost Center 401, effective on Friday of the current pay period. You have already validated that the edit is justified and has not already been completed.

Guide me: Enter a manual historical editMake a manual historical edit to pay an employee for the 4 hours of sick time that she took Friday but was not paid.

1. Click Pay Period Close.

2. Right-click Mildred Babson’s record and select Timecard.

3. Select Amount > Add Historical.

4. In the Historical Date field, select Thursday of the previous pay period.

5. In the Pay Code field, select Sick.


7. In the Effective Date field, select a date in the current pay period.

8. Select the Include in totals for effective date and Impact accruals check boxes.

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9. Click Comments. Select Retro Adjustment — See Payroll for backup and click OK.

10. Click Save to close the Add Historical Amount dialog box.

11. Select Current Pay Period from the Time Period list.

12. Select Actions > Refresh.Verify that the adjustment appears on the Totals & Schedule and Historical Amounts tabs.


Let me: Enter a manual historical editDonna Stock notified you that her timecard data for the previous pay period is incorrect. The training that she attended on Monday of the previous pay period was recorded as Regular hours instead of Training hours. The previous pay period has already been processed, so you need to make a historical edit to adjust Donna’s timecard data. You have already validated that the edit is justified and has not been completed.

Making a historical edit with retroactive pay

Guide me: Add a historical edit with retroactive pay (hours only)When an employee reviewed her paycheck, she noticed that although she worked on Saturday from 9:00 A.M. to 12:00 P.M, she was not paid for those hours. Add the hours using the Add Historical with Retroactive Pay Calculation feature so the system calculates the appropriate overtime based on the pay rules.


2. Right-click on Katherine Torres and then click Timecard.

3. Select Amount > Add Historical with Retroactive Pay Calculation.

4. In Saturday’s In cell, enter 9a and in Saturday’s Out cell enter 12p.

5. For the Effective Date, select Friday of the current pay period.

6. Click Calculate Differences.

7. Click the Include In Totals cell.

8. Click the arrow in the Comments cell. Select Approved and select Retro Adjustment — See Payroll for backup, then click OK and Save.

9. View Katherine’s timecard for the current pay period. Select Actions > Refresh. To which pay code are the hours tracked? _______


Guide me: Make a historical edit with retroactive pay (with wages)Due to recent contract negotiations, all employees in Cost Center 404 received a $1.00 wage increase effective the first of the previous month. The employees’ next paychecks should reflect their new salary and the retroactive pay amount. You need to add a historical amount with retroactive pay calculation for these employees.

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3. Select Actions > Select All then select Person > Edit.

4. For each employee:

a. Select Job Assignment > Timekeeper.

b. Enter a new base wage rate that is $1.00 more than the old rate, specifying an effective date of the first of the previous month.

c. Click Save.

5. Access Pay Period Close again. Verify that all Cost Center 404 employees are still selected.

6. Select Amount > Add Historical with Retroactive Pay Calculation.

7. For the Start Date, select the first day of the previous month.

8. For the End Date, select the Sunday of the previous pay period.

9. In the Pay Code field, select Retro$.

10. Select the Include In Totals For Effective Date check box.

11. Click Comments, select Retro Adjustment — See Payroll for backup, and click OK.

12. Click OK to close the dialog box.

13. Access Group Edit Results to verify that the edit was successful for all employees.

14. Access Pay Period Close again and review the Pending Historical Amount column. You may need to click Refresh.

15. Access the timecard of an employee whose historical edit has finished processing. Verify that the adjustment appears in the correct pay period on the Totals & Schedule and Historical Amounts tabs, and in the body of the timecard.


Let me: Make a historical edit with retroactive pay (hours only)An employee worked additional hours from 2 P.M. to 6 P.M. on Saturday of the previous pay period to get ready for inventory. These hours were omitted from his paycheck. You need to apply a historical edit with retroactive pay to the employee’s timecard, effective on Friday of the current pay period.

Deleting a historical edit

Guide me: Delete a historical editAfter talking with the department manager who worked the previous Saturday, you determined that an employee was mistaken. The employee did not work from 2 P.M. to 6 P.M. the previous Saturday but is scheduled to work some hours this coming Saturday. You need to delete the Saturday hours that you added to his time with a historical edit.



3. Select Raymond Aguirre and then select Approvals > Remove Sign-Off.

4. Right-click on Raymond Aguirre and then click Timecard.

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5. Select the Historical Amounts tab.

6. Select the first historical amount row.

7. Select Amount > Delete Historical, then Yes to confirm.

8. Repeat steps 6 and 7 for the second historical amount row.

9. Click Save.

10. Select Approvals > Sign Off.


Module 8: Updating Employee Information

Lesson 1: Modifying employee information

Modifying employee information

Guide me: Modify an employee’s People recordAn employee informed you that he moved over the weekend. He has a new address and home phone number. You want to view his People Record to modify his contact data:

1. Click QuickFind.

2. In the Name or ID field, enter Anderson and click Find.

3. Select James Anderson and then select Person > Edit.

4. Click the Contacts workspace.

5. In the Address field, change the address to 600 Konifer Boulevard.

6. In the City field, change the city to Natick.

7. Confirm that the State/Province field contains MA.

8. In the Zip Code field, change the zip code to 01760.

9. In the Home Phone field, change the phone number to 617-555-2345.

10. Click Save.

Let me: Modify an employee’s People recordAn employee changed his hours from full-time to part-time. The following table lists the data that you need to update in his People record to reflect his new full-time status, effective today:

Field name Value

Employee name James Anderson

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After updating James' People record, perform the following task:

Use the Schedule Editor to change his schedule to 9-2 M-F starting today.

Lesson 2: Managing accrual balances

Tools for managing accrual balances

Show me: Reviewing the Accrual Reporting Period Genie and tab An employee has requested 8 vacation hours for Friday of the current pay period so that he can pick up his new car. You want to view the employee’s vacation accrual data to identify whether he has enough time to cover the request. Access this information using the Accrual Reporting Period Genie.

Modifying accrual balances

Guide me: Update accrual balancesAn employee recently changed his hours from part-time to full-time, but his Accrual profile was not updated in a timely manner. You need to correct the amount of his last accrual grant.


2. Select Bob Brooks.

3. Select Accruals > Update.

4. From the Accrual Code drop-down list, select Sick.


Accrual Profile

Effective date

Vac and Sick Only

Today

NOTE:End Donald’s previous accrual assignment as of yesterday

Worker Type Part Time

Standard Hours: Daily 4

Standard Hours: Weekly 20

Standard Hours: Per Pay Period 20

Pay Rule

Effective Date

Part Time

Today

Scheduler Group Assignment Day Part Time

NOTE:End Donald’s previous schedule group as of yesterday.

Field name Value

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6. In the Effective Date field, select Friday’s date for the current pay period, and then click OK.

7. Click Back to WTK Classic Links, and access Group Edit Results to ensure the edit was successful.

8. Click Back to WTK Classic Links, and then access QuickFind.

9. In the Name or ID field, enter Books.

10. From the Time Period drop-down list, select Current Pay Period.

11. Right-click on Bob Brooks and then click Timecard.

12. Click the Accruals Reporting Period tab. Compare Bob's Sick balance on Thursday and Friday of the current pay period.


Guide me: Reset accrual balancesWhen the administrator imported employees’ accrual balances, the Personal balance was incorrect for three employees. You need to reset their amounts.


2. Select Ginger Baker and Rodney Davis.

3. Select Accruals > Reset.

4. From the Accrual Code drop-down list, select Personal.

5. In the Vested Amount field, enter 60.

6. In the Effective Date field, select Friday’s date for the current pay period, then click OK.

7. Click Back to WTK Classic Links, and access Group Edit Results to ensure the edit was successful.


Guide me: Move accrual balancesAn employee needs a medical procedure performed next week. She will be out all of this week and next week, as well. She wants to use 40 hours of sick time. Her sick accruals balance indicates that she does not have enough sick time to cover her absence. Her organization allows employees to use vacation time for sick purposes, but likes to track the time to the correct code. You need to move 10 hours of the employee’s vacation accrual time to her sick accrual code.

1. Click ReconcileTimecard.

2. Right-click on Mildred Babson’s and then click Timecard.

3. Click the Accruals Reporting Period tab.

4. Click the Vacation code, and then right-click and select Move.

5. From the To: Accrual Code drop-down list, select Sick.


7. In the Effective Date field, select Friday’s date for the current pay period, then click OK and Save.

8. Click Actions > Refresh.

9. Click the Accruals Reporting Period tab and validate that the move was successfully processed.


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Paying out accrual balances

Show me: Pay out an accrualAn employee is leaving the company. Her last day is today. One of your responsibilities is to pay out an employee’s unused vacation time at termination in accordance with the company’s policies. You need to review the employee’s vacation accrual balance and pay it out.

Guide me: Pay out an accrualAn employee’s last day at the company will be Friday of the current pay period. You need to pay out the employee’s unused vacation time so that he receives the payment in his last paycheck. Pay the employee using the Pay from Schedule feature:

1. Click QuickFind and conduct a search for John D. Smith as of the current pay period.

2. Right click on John’s record and then click Timecard.

3. Click one of Friday’s cells and then select the Accruals Reporting Period tab.

4. What is John’s vacation balance? ________

5. Access the QuickFind again to select John D. Smith if he is not already selected.

6. Select Accruals > Payout.

7. Select Vacation from the Accrual Code list.

8. Select Saturday of the current pay period for the Effective Date, and then click OK.

9. Access Group Edit Results and validate that the transaction completed successfully.

10. Access QuickFind Genie to view John’s timecard for the current pay period again to verify that his vacation balance will be paid. (Hint: You might need to select Actions > Refresh to view the payout transaction.)


Let me: Pay out an accrualThe company gives employees the option of being paid for floating holiday time if they do not take the time off. An employee opted to take a payout of her floating holiday time. You need to include an accruals transaction on the employee’s timecard to pay out her floating holiday balance. Pay the employee using the Pay from Schedule feature.

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Lesson 3: Processing leaves of absence

Placing employees on leave

Guide me: Place an employee on leave of absenceYou have been notified that an employee—a Team Leader for the company—is taking a leave of absence starting next Monday. You need to inactivate his employment status in Workforce Timekeeper:


2. Select Melvin Warden and then select Person > Edit.

3. On the Person tab, click General Information.

4. In the blank cell for Employment Status, select Inactive.

5. In the blank cell for Effective Date, select next Monday’s date.

6. Click Save.

7. Access Reconcile Timecard again.

8. Right-click Melvin’s record and then click Timecard.

9. Verify that Melvin is being paid from schedule for the current pay period.

10. In the Time Period field, select Next Pay Period.

11. Verify that Pay from Schedule hours do not appear for Melvin in the next pay period.


Let me: Place employee on leave of absenceKim Tesch is taking a leave of absence starting today. You need to inactivate her employment status.

Returning employees from leave

Guide me: Return an employee from leave of absenceAn employee plans to return from a leave of absence on the Monday after next. You need to activate his employment status in Workforce Timekeeper:


2. Select Melvin Warden and then select Person > Edit.


4. In the blank cell for Employment Status, select Active.

:



5. In the blank cell for Effective Date, select the Monday after next.

6. Click Save.


Let me: Return an employee from a leave of absenceAn employee plans to return from her leave of absence starting on the first day of next month. Activate her employment status starting on the first business day of next month.

Lesson 4: Terminating employees

Terminating employees

Guide me: Terminate an employeeThe company’s Human Resources department notified you that an employee will be terminated as of today. You need to terminate the employee.

1. Click QuickFind and conduct a search for Jane Fallon as of the Current Pay Period.

2. Select Jane’s record and then select Person > Edit.


4. From the Employment Status list in the blank row, select Terminated and then select today’s date for the Effective Date.

5. Click Save.

6. Click Back to WTK Classic Links, and then minimize the widget.

Documents

Workforce Timekeeper™ v6.2 Managing Timecards & …roselle.sharpschool.net/UserFiles/Servers/Server_3152275/File... · TimeMaker, Visionware, Workforce Accruals, Workforce Central,