Time Systems Support

Time Systems Support

kb Knowledge Base Article

XactTime Time Sheet Section

Environment

The information in this article applies to:

Summary

Time Sheet Section

The Time Sheet Section is a convenient display of the current employee’s hours for the
specified week. At a glance, you can view any pay type, which has hours for this period such
as work, lunch, break, sick, vacation, and personal as well as totals. You can also edit your
employees’ time from this view.

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Terminology

The following table defines some of the terms used in timesheets; (see the figure of a
timesheet below for further reference).

Term Definition

Shift A shift is a block of time.
Work Shift A Work shift is a shift defined by a clock in and a clock out,
usually entered by the employee punching in and out.
Administrators may also enter work shifts for an employee
through the Day Timesheet page, if necessary.
Non-Work Shift A Non-work shift is a block of time associated with a pay
type other than work and is usually entered by the
administrator through the Day Timesheet page. Employees
who have been given permission to submit timesheets for
non-work hours may also enter non-work shifts.
Add A Partial Shift Select the Add a Partial Shift function to add any of the
above details.
Mass Transaction
Editor

Allows the user to post a Work Shift, Partial Shift, Non-Work
Shift, Pay Adjustment or Delete Transactions for multiple
employees at the same time.

Adding, Editing, Deleting and Approving a Timesheet

Add a Work Shift

When an employee is not able to clock in or out normally you may need to add a work shift.
For example, this could be useful if the employee is working away from the office while
traveling or at training.
1. Click Add Work Shift. The Work Shift page loads.

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2. Fill in the settings as appropriate.

SHIFT Section

a. Clock In: Defines the date and time the employee clocked in.
b. Date: Enter the date of the clock in or click the date picker icon to navigate in the
calendar.
c. Time: Enter the time for the clock in.
d. Supervisor Notes: Enter any notes you wish to associate with the clock-in entry.
e. Employee Notes: Displays any notes that the employee has entered
f. Supervisor Approved: Select this option to approve the shift entered.
g. Swipe and Go: Select this option if shift details are Swipe and Go.
h. Clock Out: Defines the date and time at which the employee clocked out.
i. Date: Enter the date of the clock out.
j. Time: Enter the time for the clock out.

RECURRENCE Section
This section defines a recurring pattern for the shift to be entered. By default, the
recurrence is set to zero to indicate that the shift should be entered only once. Entering
a number in the recurrence section causes the shift to be duplicated for the number of
days specified. Use this when entering the same basic information for several days in a row. You could also use this to enter time for an employee out of the office at training for
a week, as an example.
a. Duplicate this entry for the next XX days: Enter the number of additional days for
which to create this entry.
b. Include weekends when creating recurring entries: By default, XactTime will
duplicate the entries only on weekdays. Select this option if XactTime should also
create entries on weekend days.
c. Change Labor Levels: Click this link to change the labor level assigned to this shift,
by default this labor level is the employee’s default labor level.
3. To complete the entry, click Apply. The Time Sheet page will refresh to display the new
entry. Note: The shift will not be added if you do not click Apply.

Add a Non-Work Shift


Use the Add a Non-Work Shift section to enter time associated with any time other than
the work pay type. This is used to enter vacation, sick, and personal time used, as well
as any custom pay types your company may use.
1. Click Add Non-Work Shift. The Non-Work Shift page loads.

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2. Fill in the settings as appropriate:

SHIFT (Non-Work) Section:


a. Pay Type: Choose the pay type to associate with this shift.
b. Date: Enter the date for the shift.
c. Number of Hours: Enter the number of hours for the shift.
d. Notes: Enter any notes you wish to associate with this shift.
e. Employee Notes: Displays employee notes.
f. Supervisor Approved: Select this option to approve the non-work time entered.
g. Pay Level: Select whether non-work time is paid at regular, OT1, OT2, or unpaid.
h. Apply towards OT: Select whether the hours apply towards overtime for the week.

Recurrence Section:


This section defines a recurring pattern for the shift to be entered. By the default, the
recurrence is set to zero to indicate that the shift should be entered only once. Entering a
number in the recurrence section causes the shift to be duplicated for the number of
days specified. Use this when entering the same basic information for several days in a
row. You could also use this to enter time for an employee out of the office at training for
a week, as an example.

a. Duplicate this entry for the next XX days: Enter the number of additional days for
which to create this entry.

3. To complete the entry, click Add Shift. The Day Timesheet page loads to display the
new entry.
Note: The shift will not be added if you do not click Add Shift.

Mass Transaction Editor:


1. Choose the type of transaction from the drop down menu you wish to post (Work Shift,
Non-Work, Partial, Pay Adjustment or Delete Transaction)
2. Select the employees you want to post the transaction to from the box on the left and
move them to the box on the right with the single arrow. Note: If you click the double
arrow it will move all of the employees over.
3. Enter the transaction information you want to post.
4. Click Apply.

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Edit timesheets:


1. In the Current Employee section, verify that the employee whose timesheet you wish to
edit is displayed.
2. Navigate to the week containing the shift you wish to edit.
3. Change the In Time or Out Time cells that correspond to the day you wish to change
and click the save icon. Or, edit the shift by clicking the expand timesheet icon
,which brings up the timesheet detail page shown below.
4. Change the value in the Time field for Clock In, Clock Out, and Labor Levels, add a
note, and click Apply to update the timesheet.

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Delete a Shift


Use the Delete a Shift section when a shift is entered in error. This can happen when an
employee double punches (i.e., accidentally clocks in or out twice.)
Deleting a shift removes only the shift selected.
1. Navigate to the date on which the shift to be edited occurred.
2. Click the Delete Shift X icon . The Confirmation page loads.
3. To confirm the deletion, click Yes or to cancel and return to the Day Timesheet page,
click No.

Add a Partial Shift

Use the Add a Partial Shift section to manually enter work, lunch, and break details. This is
useful when an employee forgets to clock out to or in from a lunch or break.
1. Click Add a Partial Shift. The Partial Shift page loads.

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2. Fill in the settings as appropriate:

a. Pay Type: Choose clock in, out, start lunch, start break, end lunch, end break or
transfer option.
b. Date: Enter the date for the detail. This must be the same date as the shift in which
you are entering the detail.
c. Time: Enter the time for the detail. This must be within the range of the shift in which
you are entering the detail.
d. Supervisor Notes: Enter a note if appropriate.
e. Employee Note: Displays a note that an employee has entered.
f. Supervisor Approved: If the shift entered is approved, select this option.
g. Swipe and GO: Select this option if detail is Swipe and Go.

RECURRENCE Section:

This section defines a recurring pattern for the shift to be entered. By the default, the
recurrence is set to zero to indicate that the shift should be entered only once. Entering a
number in the recurrence section causes the shift to be duplicated for the number of days
specified. Use this when entering the same basic information for several days in a row. You
could use this to enter time for an employee out of the office at training for a week, for
example.

Change Labor Level: If a labor level change is necessary, change the labor level before
applying changes.
Click Apply. The Day Timesheet page loads to display the changes. Note: The detail will
not be added if you do not click Apply.
Daily Timesheet Approvals/Un-approvals
You can approve timesheets on a daily basis from the Time Sheet section.
1. Navigate to the date for which you would like to approve timesheets.
2. Above the shift you would like to approve or disapprove, click Supervisor Approved.
The link changes to reflect your request.
Alternatively, you could try the following procedure.

Timesheet Approvals Link

Click Time Sheet Approvals link to view the Timesheet Approval page. Use this page
to list employees with unapproved or approved time within a specified date range. Once
identified, group approvals or unapprovals can then be performed collectively.
An asterisk appearing to the right of a day of the week indicates that the timesheet is unapproved.


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1. In the Current Employee section, verify that the employee displayed is the one for which
you wish to approve or disapprove timesheets (if not, select the name from the Search
Results section).
2. On the Admin Home page, click Timesheet Approvals.
3. Fill in the settings as appropriate:
a. Date Filter - Based on Payroll Policy: Use the Based on Payroll Policy option to
choose a date range specified in one of the policies. You must select a new payroll
policy from the pick list to change the payroll policy.
b. Previous: Returns to the previous pay period for the selected policy.
c. Current Pay Period: Selects the current pay period for the selected policy.
d. Next: Advances to the next pay period for the selected policy.
e. Date Filter - User Defined: Select the User Defined option to enter any date range.
f. Employee Filter:
(1) Show employees: The options are with Unapproved-time or that are
Approved. Only employees with all their time approved will appear when you
select that are Approved.
(2) Employee Access Group: Choose from the pick list the appropriate Employee
Access Group.
g. Results Summary: Shows result from Employee Filter settings – Total Employees,
Employees with exceptions, and Timesheets not approved by employees.
h. Result Filter: Choose form pick list from – Show Exceptions only, Employee
Unapproved Timesheet or Exception and Unapproved.
i. Employee List: Used check boxes to approve.
j. Process all employees on this page: use to select all employees to process.
Note: Processing a large number of approvals may take some time. Please be patient while the processing takes place.
To finish timesheet approvals, select all the employees that need their timesheets approved and
click Approve Checked Employees. This approves the selected employees and generates a
timesheet audit trail of the transaction. You may also refer to the legend to explain any icons
that may appear next to an employee’s name.

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Article

KB0067 Published 27th Jan 2014


THE INFORMATION IN THIS DOCUMENT IS PROVIDED ON AN AS-IS BASIS WITHOUT WARRANTY OF ANY KIND. PROVIDER SPECIFICALLY DISCLAIMS ANY OTHER WARRANTY, EXPRESS OR IMPLIED, INCLUDING ANY WARRANTY OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE. IN NO EVENT SHALL PROVIDER BE LIABLE FOR ANY CONSEQUENTIAL, INDIRECT, SPECIAL OR INCIDENTAL DAMAGES, EVEN IF PROVIDER HAS BEEN ADVISED BY USER OF THE POSSIBILITY OF SUCH POTENTIAL LOSS OR DAMAGE. USER AGREES TO HOLD PROVIDER HARMLESS FROM AND AGAINST ANY AND ALL CLAIMS, LOSSES, LIABILITIES AND EXPENSES.

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