Timekeeping

Select managers who can approve or deny employee overtime requests, and to assign reviewer purposes to reviewer lists.

Assign, edit, or delete job-related information and assignments, including:

Specify paycodes, work rule profiles, and other information.

Note: If multiple manager roles are enabled, then the profiles for Pay Codes "Edit" Profile, Work Rule Profile, Reports Profile, and Labor Category Profile are visible here (with the profiles for the manager's default role), but are controlled in Manager Role-Assignments.

• Pay Codes “Edit” Profile — Identifies the group of pay codes that the manager can edit. Also allows the manager to edit durations.
• Pay Codes “View” Profile — Identifies the group of pay codes that a manager can see, but not edit. Note that the Pay Codes View Profile does not limit the pay codes that a manager can view in a timecard, Dataview A configurable tool for analyzing data and taking actions on a group of employees or an organization., or report.
• Work Rule Profile — Identifies the work rules that the manager can select.
• Reports Profile — Identifies the reports that the manager can access.
• Labor Category Profile — Specify the labor category profile. This assignment determines the Labor Category values that may be entered by a manager when initiating Group Edits Changes made to more than one employee record at a time, for example, add or delete a paycode or punch to a group of timecards..
• Currency Display Preference — Assign the currency display preference for the manager. This is how managers can view monetary values of employees (which may be different from how they are paid). The value of Default is the default currency assigned to the system.
• Attestation The act of confirming or attesting that something is true. For example, when punching out, users may need to attest that they took their meal breaks. Profile — Specify the Attestation profile. An Attestation profile contains one or more Attestation assignments (for example, when reviewing a request, a manager might be required to respond to different Attestation questions for sign-off and approve actions). This setting lets you specify different Attestation profiles to different managers or groups of managers to support business compliance and regulatory needs. See Attestation Profiles for more information.
• Users can be assigned both employee Attestation profiles and manager Attestation profiles. The Attestation profile in effect during a session is determined by the role (employee or manager) associated with the login credentials.
• The effective date is the date on which the Attestation profile becomes effective for the manager.
• Can Approve Overtime Request — When selected, the manager can approve overtime requests and his or her name is included on the list of Approvers on the Approvals and Reviewers page.
• Employee Group — Specify the employee group for the manager. An employee group defines the employees that are eligible to work for a manager.
• Hyperfind A search engine that filters and selects groups of employees through queries that specify conditions or locations (criteria). Query for Home Employee — Specify a Home Employees Hyperfind query that defines additional criteria for the employee group.
• Manager Job Transfer Set — In the schedule, managers can transfer employees to jobs that are in their Manager Job Transfer Set.
• In a group edit, the Manager Job Transfer Set defines the jobs the manager can select for the group edit initially. However, validation of the Employee Job Transfer Set and Manager Additions is applied for each employee processed in the group edit. If the validation fails, the group edit fails for that individual employee.
• The Manager Job Transfer Set does not impact the jobs a manager can transfer an employee to in their timecard. This is governed by the Employee Job Transfer Set and Manager Additions.

Note: If the number of job transfer sets is too large to display in the drop-down list, the system displays an informational message instructing you to search for more results. The default value, 1000, is specified in the site.BusinessStructure.OrganizationalSets.limit.pagination system setting.

Create and define roles for managers. You can define up to 10 roles per manager. Managers switch roles from the main menu (under their user name > My Roles).

Existing managers are assigned the Initial Role by default. This role contains all of the relevant attributes currently assigned to the manager in their person record. You can edit this role. New managers will need to have a role created.

Note: To configure Manager Role-Assignments, you must have the Multiple Manager Roles system setting (global.peopleeditor.multiplemanagerroles.enable) enabled.

FAP requirements

To create a new manager role certain function access control points must be set to Allowed in the user's function access profile so that they can assign all role attributes. These FACPs are:

• Access Profiles view — Add > Allowed
• (Manager - Common Setup > People Editor > Employee Group > Access Profiles view)
• Manager Role - General view — Add > Allowed
• (Manager - Common Setup > People Editor > Timekeeping Group > Manager Role - General view)
• Employee Group setup — View > Allowed
• (Manager - System Configuration > Setup > Employee Group setup)

Note: All of these FACPs must be set to Allowed in order to successfully create a new manager role. If any of these are set to Disallowed, then you will not be able to save a new role.

Create or edit a manager role

1. Go to Main menu > Maintenance > People Information.
2. Select the manager you want to create (or edit) a role for.
3. Expand Timekeeping > Manager Role-Assignments.
4. In the table, click Add Row and enter the Name and Description. Name is the text that appears on the Switch Roles menu.
5. Select if this will be the Default role. The default role is the role that is selected upon login.
6. Note: Take caution when changing the default role as it can impact existing people import integrations. With existing people import integrations, the default role is the role that receives data. If required, integrations can be modified to support multiple manager role imports.
6. Click Assign Role Attributes to specify role attributes as needed. Employee Group, Manager Job Transfer Set, Function Access Profile, and Display Profile are required attributes.
7. The Assign Role Attributes form appears.
8. Use the upper table in this form to specify the required Employee Group and Manager Job Transfer Set role attributes and the optional Schedule Incentive Profile and Generic Data Access Profile role attributes. Use the lower table to specify the required Function Access Profile and Display Profile role attributes and other optional role attributes.
9. Use this procedure to specify role attributes:
1. Click Tap Add Row .
2. Click Tap the Type field and select the appropriate value from the drop-down list.
3. Click Tap the Attribute field and select the appropriate value from the drop-down list.
4. For Employee Group and Manager Job Transfer Set role attributes, click tap the Effective Date field and enter an effective date for that attribute.
5. Click Tap Add Row to specify other role attributes as needed.
6. Note: You can define multiples of some role attributes, but only one is ever in effect at a given time, as determined by its Effective Date. Role attributes that allow multiples display an enabled Add Row button; if multiples are not supported, the button is disabled.
6. Click Tap Apply.
7. Click Save .

• Time Entry Method — Determines how the employee can view and enter time:
  • Hourly View — Employee punches in by start and stop times.
  • Project View — Employee enters time by total number of hours they worked for the day, along with the labor category and paycode to which the time is charged.
  • Timestamp — Employee uses the timestamp entry method.
  • Timestamp & Hourly View — Employee uses the timestamp and hourly entry methods.
• Note: Display and access to the Punch tile A container that provides navigation or action from its summary view. depends on the time entry method of the employee. If the employee has a time entry method of Timestamp or Timestamp & Hourly View, they can view and add the Punch tile to their home page The page that is presented to the user upon login, which contains the tiles that let the user access or navigate to common tasks.. For employees with a time entry method of Hourly View or Project View, they cannot view the Punch tile on their home page or add the Punch tile to their home page.
• Activity Tracking Status — Tracking status type to specify how employees log time to activities. Activity tracking status types include:
  • Activity Duration Entry — Employee tracks the amount of time worked on an activity rather than entering stop and start times for the activity.
  • Start and Stop — Employees start an activity and either stop the activity or clock out.
  • Start Only — Employees start an activity and remain on that activity until they start another activity or clock-out.
  • Stop Only — Employees are logged on to a system-generated activity when they clock in, and remain on that activity until they stop the activity. When they stop the activity, they specify the actual activity they performed.
  • The system records either the clock-in time or the end time of the first activity event as the start time of the next activity.
• Pay Codes “Edit” Profile — The group of pay codes that the employee can edit.
• Work Rule Profile — The group of work rules that the employee can select.
• Labor Category Profile — Specify the labor category profile. The primary purpose of this assignment is to define the labor category values that are valid for the employee to transfer to in each labor category. If a value is in the validation list assigned to the employee's work location and the value is in the validation list assigned to the profile specified here, then it will be a valid option for the employee to select during a labor category transfer. If a value does not meet both criteria, it will not be an available option.
• If a Labor Category Profile is not specified, then the employee cannot make labor category transfers.
• Labor Category Profile - Manager Additions — In addition to the labor category values employees can be transferred to from their Labor Category Profile, managers can also transfer employees to the labor category values specified in this labor category profile.
• Approval Method — Select the employee's timecard approval method.
  • Single Approver — Managers with permission to approve the employee's timecard can approve the entire timecard.
  • Job Approval by Location Manager — Enables multiple timecard approvers. In the timecard, managers approve the time worked for the locations and jobs that are within their manager job transfer set. Also see Approve and sign off timecards > Timecards with multiple approvers help topic.
• Attestation Profile — Specify the Attestation profile. An Attestation profile contains one or more Attestation assignments (for example, when punching out, employees may need to confirm—or attest—that they took their meal breaks). See Attestation Profiles for more information.
• Users can be assigned both employee Attestation profiles and manager Attestation profiles. The Attestation profile in effect during a session is determined by the role (employee or manager) associated with the login credentials.
• The effective date is the date on which the Attestation profile becomes effective for the employee.
• Employee Job Transfer Set — The jobs an employee or manager can select from when performing a transfer in the employee timecard or punch tile.

Note: In the schedule, the jobs an employee can transfer to are those defined in the Manager Job Transfer Set. The Employee Job Transfer Set is used in scheduling as part of optional rules validations and as part of self-service requests.

• Click Create to create a new transfer set, or select a row in the table and click Edit to edit an existing transfer set. This field can be defined without defining Manager Additions.

  Note: If the number of job transfer sets is too large to display in the drop-down list, the system displays an informational message instructing you to filter for more results. The default value, 1000, is specified in the site.BusinessStructure.OrganizationalSets.limit.pagination system setting.

  When you select a job transfer set, a second table appears on the People Information page listing location and job details. A filter is displayed if the number of locations/jobs exceeds the value specified in the site.scheduling.jobs.limit.pagination system setting, which is 1000 by default.

  • Manager Additions — The jobs identified here are added to the employee job transfer set so that the available jobs a manager can transfer an employee to consist of all the jobs in the employee job transfer set and all the jobs in the manager additions. Manager Additions cannot be defined unless the corresponding Employee Job Transfer Set has been defined. Employees cannot transfer themselves to jobs in the manager additions, they can only transfer to jobs in the employee job transfer set. Create and edit manager additions the same way you would create or edit employee job transfer sets.
  • Manager Additions are not used in scheduling.

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

• Override Wage & Work Rules — Allows you to override the employee's default wage and work rule assignments for specific locations and jobs. For more information, see Override Wage and Work Rules.
• Shift Template A shift that has a name and defined segments and attributes, but no date or assigned employee. Profile — The group of shift templates that can be assigned to the employee.
• Selected Job Transfer Set — Displays the job transfer set currently selected in Employee Job Transfer Set. This value determines what is displayed in the job attributes table that follows.
• The job attributes table lets you specify (or update) preference scores and define scheduling contexts for specific jobs. You do this by specifying a preference for each job in the Job Preference column. The Schedule Assistant uses these preferences for the Can Cover for Selected Job criterion. If multiple employees can work a particular job, the Schedule Assistant and the Schedule Generator Creates or assigns shifts based on the workload, shift templates or profiles, employee and organizational rules, and engine settings. use the Shift Job List preference to rank employees.

Note: Information in the job attributes table in Timekeeping > Employee Role is not used for multiple assignments employees. To specify job preferences settings for multiple assignments employees, see Configure multiple assignments.

• As of — Information in Job Transfer Sets can change over time: new jobs can be added, locations can change, and so on. The system uses this date to retrieve the contents of the selected Job Transfer Set as of the date you specify; results are displayed in the job attributes table.
• Location — The location of the job based on the current Job Transfer Set.
• Job — The job associated with that location.
• Note: The employee's primary job is always displayed in the first row of the table, regardless of whether or not the primary job is part of the current Job Transfer Set.
• Seniority Date — (Optional) Specify the employee's seniority date for the job.
• Job Preference — (Optional) The rank associated with the job. This value is generated by the system for location and job preferences if they have been specified by the employee; this value is a 10 (the highest) if both the job and location were specified as a preference by the employee; if only one element, the job or location, matches an employee's specified preference, the value is a 9.
• Note: The employee's primary job always has a job preference rank of 10, regardless of whether or not it is one of the employee's specified preferences.
• Employee Choice? — Indicates whether the value displayed in the Job column was specified by the employee or by the manager.
• Scheduling Context — For a given job, select one or more Scheduling Contexts to associate with that job. Schedule generation strategies, matching rules for procedure sets Sorts employees, matches employees to an open shift, and assigns employees with the best match., open shift A shift that is scheduled for a job, but no employee is assigned to work it. request subtypes Classifications of schedule requests from employees., and self-scheduling request subtypes can be configured to consider only those jobs in the employee's job transfer set that are associated with a specific Scheduling Context. See Configure Scheduling Contexts for more information.

Note: You can filter the data shown in the table using the filter control above each column header.