Manager Time Keeping Step By Step Guide

Manager Time Keeping Step By Step Guide

This article will cover all details related to timekeeping, including profiles, timesheet edits, approvals, managing time change requests, and time-related reports. The video at the end of the article will walk through the employee experience leading to the manager's steps. 

 

Prior to Timesheet Updates: Familiarize yourself with time-keeping profiles/audit employee settings.

 

Profiles play a huge role in the way an employee views the system as well as any/all automation that takes place in regard to timekeeping (and other functions). Below is a breakdown of the important profiles to keep in mind when managing employee time functions.

 

In order to update profiles, navigate to Hamburger Menu> Team Icon> My Team >Employee Information >choose the employee information icon >fine "Profiles" >Manage Profiles - then make any changes needed based on the details below.

 

To see current profiles assigned, go to the employee information screen and instead of clicking into an employee, choose the "ellipses" icon in the upper right (bottom set), choose "Add/Remove Columns", search "Profiles" select all, "Add", the profiles will move to the right, "Apply". This will show you all the current profiles assigned.  You can save or export this data by clicking the "Ellipses" again, and choosing the option.

 

Profiles

Timesheets:

This profile will indicate if the employee should be clocking in/out, if bulk hours will be added, or if they are salary employees using Time Off Only.

The choices are typically "Hourly Clock Punch" - used primarily for hourly employees, "Salary Time Off" - used primarily for salary employees, or "Bulk Hour Entry" - rarely used, but for employees that add bulk hours rather than in/out.


Pay Calculation:

This profile tells the system how to calculate the hours being tracked. For example, if you have hourly employees in California and Texas, as well as Salary, you'd see the following options: "Hourly OT CA", "Hourly OT40", and "Salary". In this case, you'd select the appropriate option based on the type of calculation needed. If you offer worked holidays at 1.5 x the employee's rate, you may have a variation of the hourly profile that indicates the hourly employees will receive holiday work at 1.5 the rate.


Pay Type:

This profile tells the system if the employee is "Hourly" or "Salary" in regards to how they get paid. If you're changing any of the profiles related to timesheets and pay calculations, this profile should be updated as well. If this profile is not assigned you will get an error at the time of processing time sheets. 


Security Profile:

By default, all rank-and-file employees are assigned to the "Employee" security profile, which gives access to the employee views and privileges. If the company policy allows employees to use the mobile app to actually punch in and out, then change this profile to "Employee Mobile Punch Enabled*" NOTE: All users can access all other functions via the mobile app, the function of actually punching is the only difference.  


Holiday:

The holiday profile will assign the employees to which holiday policy applies to them. For example, if your company offers paid holidays to Full-Time Exempt employees, and Non-Exempt Full Time only gets holidays when working at 1.5x their rate, you may see 2 options in your Holiday profile drop-down. In this case, assign the applicable policy. Holidays aren't applicable for a group, you can leave them blank.


Accruals:

In the Elevated system, all accruals are built in a way that applies all applicable to a certain group and assigns the accrual to the employee via the accrual profile. For example, if you have a PTO and Sick policy for Full-Time and Sick only for Part-Time, you may see 2 options, 1. Full-Time, 2. Part-Time. The Full-Time will include PTO and Sick (and all others applicable), whereas the Part-Time will only include sick. We typically name these policies in a manner that is very apparent. If you need clarification, navigate to the Hamburger Menu > Gear Icon > Profiles & Policies> Choose Accruals - this will show your options and the details of each option.


Manager 1:
Manager 1 (or the naming convention updated during implementation) will dictate where any Change Requests and Time Off Requests go. If there is no Manager 1 assigned to an employee, the requests put in by the employee will not go to any individual to alert of the request or change. Please be sure that all employees have a Manager 1 assigned prior to the going live date on timekeeping. 

 

 

Now that you understand profiles, let's get started on timekeeping!


To understand the full workflow, the timesheets go from "Open" status, meaning the timesheet is opened and the employee can still clock in and out as well as put in requests. The next stage of the timesheet is "Submitted". Submitted means the employee has submitted the timesheet and therefore will lock them out of any further clock in/out function as well as any additional requests for the time period. If an employee does not submit, the timesheet will auto-submit typically the day after the pay period end (unless another time was requested). After the employee has "Submitted" the next stage is for the manager to "Approve" which is the final stage we want ALL timesheets to be in by the time the payroll has started. All timesheets for terminated employees and all timesheets with no data must also be "Approved Pay Prep Ready". If an employee has submitted early (locking themselves out) or a manager has "Approved" early (locking the employee out), a manager can "Reject" the timesheet, therefore opening it back up for further edits. The end goal is to get ALL timesheets in "Approved" status with NO incomplete records. 

 

Step 1: Approve/Reject Change Requests

 

To Approve or Reject pending change requests, look to your "Mailbox" on your dashboard. You can approve or reject right from the mailbox by clicking on the blue arrow next to the request, then you'll see approve or reject. For more detailed info prior to approval choose "Open Timesheet" to view the timesheet in more detail. You can then navigate back to the mailbox to execute. Once approved, changes will automatically update on the timesheet. If rejected, an email will trigger the employee (if your company chose this option).

 

 

To view a report on all outstanding change requests, navigate to: Hamburger Menu > Team Icon >Time > Timesheets > Change Requests

 

*Note: you may need to change the view in order to see the pay period you're looking for.

 

Report Settings Step 1B:

In order to do so, click the "Time Entry Date" blue pill icon

For the "Type" dropdown, choose "Pay Period", for the "Profile" dropdown, choose the frequency. (be sure not to choose "My Profile"), under "Pay Period" choose "Current". Hit Apply.  

 

Now save your filter for the future by clicking the "ellipses"

"Save View As", name the view, "Current Pay Period".

Repeat the filters and save for "Next" and "Previous" pay periods in order to quickly toggle between pay periods. Once filters are created, you can toggle under "Current View" on the left side of the screen, then choose "Saved". You'll see all filters you create here.

You can now see all outstanding requests and if you'd like to view the timesheet as is, click the "Edit Timesheet" icon highlighted below. Note: all action needs to take place for approving/denying via the inbox mentioned above.

 

 

 


Step 2: Editing and Approving Time Sheets


Main Navigation would be via Time Keeping Widget > Timesheets

2nd Option: Hamburger Menu > Team Icon > Time > Timesheets > All Timesheets

Once in the timesheet view, please ensure the date range is showing based on the pay period in order to view by "current", "previous", or "next" pay period.

 

To do so, click on the "Timesheet Dates" blue pill button in the upper right. Then refer to the steps from Report Settings Step 1B.

 

After you have configured the view/filter to display the current pay period (or the previous depending on the time frame you're looking to update), then start working on the timesheets.

 

When looking at the list of pending timesheets, you can see "Open" to the far right, indicating that the timesheet has not been approved. If you'd like to only see "Open" you can enter the word Open in the "Approved" Filter and hit enter to only see those open. Then hit the "Edit Timesheet" icon circled below.

 

 

 

 

 

For Hourly Employees, the timesheet will look similar to the layout below.

 

The first tab is "Time Entry" which shows all of the punches made by the employee.

The entries made by the employee will show extended as shown below. Any edits that are needed can simply be overridden by typing over the existing punch (be sure to pay attention to AM/PM). To add additional lines, choose the + sign on the same line as the day to add a line. Please note: if employees are using "Change Request", no manual changes should be necessary.

For any day without punches, expand the day, by clicking the arrow next to the date to be edited.

 

Any time off should be handled via time off requests by the employee and once approvals are done by management, the time off will show on the timesheet automatically. If a request was not done through the system and needs to be manually added, simply choose the time off category from the time off column, then enter in the total hours under "raw total". The system will pay the employee and will deduct from totals if accruals are being utilized.

 

 

For CA clients, meal penalties may be built into your timekeeping, meaning that a meal penalty will auto-populate based on the time of the day the employee takes a lunch or if they did not stay clocked out for 30 minutes minimum. If a meal penalty is not resolved by edits and needs to be rejected for any reason, navigate to the "time entry" tab, next to the date of meal penalty incurred, choose the drop-down to "Cancel Meal Penalty"

 

 

"Extra Pay" is an optional tab based on the company setup, that allows your employees or managers to add an outside pay amount on the timesheet, such as mileage, reimbursements, etc.

When you click on the "+Add Extra Pay & Counter Adjustment" settings the company allowed for data entry will appear.   

The paperclip icon will allow employees or managers to upload proof of expense, etc. 

 

Depending on your company settings, the dropdown will allow choosing which "counter/pay" to enter into the time sheet.

Once selected, the $ Amount will become fillable.

 

"Calc Detail Tab" will give a full breakdown of how the system is calculating time. This will show when meals are determined, paid breaks, calc totals, overtime, meal penalties, etc. "m" represents any missed punches that were edited. "?" represents missing punches.

N/A represents scheduling is not live. If your account utilizes scheduling, the schedule would be posted here to see side-by-side punches vs. schedule.

 

 

Summary By Day will give grand totals for the pay period broken out by pay type such as "Regular", "Overtime", "Meal Penalty", etc. This tab will also show any "incomplete" days, which means there are missing punches.

The top bar will indicate the pay types and break out the hour totals below based on the day. Any additional pay types such as "double time", etc. will become visible when incurred on the timesheet. Depending on the time of the week, you may only see Regular.

From this tab, you can clearly identify what may need editing or attention. By clicking on the day/date link, the system will redirect back to the time entry screen for any additional edits to be made.

 

Step 3: Approve, Reject (one by one or in Bulk)

 

During an open pay period only SAVE your work.

Submitting will move the timesheets to the next level of approval within your organization (for example: employee submits, manager 2 submits, manager 1 approves).

Approving will be the final step to prep for payroll. If your organization only has 1 approver, you can skip submitting and only approve.

CAUTION: If timesheets are approved prematurely employees will be locked out of the pay period and will not be able to clock in or make change requests.

 

 

 

 

 

 

 

Once approved, hit the back button, and the timesheet status will update as seen below.

 

In order to retract approval, check the box next to the timesheet, and choose Reject in the upper right. The system will ask for a reason. Once rejected, changes can be made, then approved again to move along into payroll and allow for employees to continue to clock in/out and/or request any further changes.

 

In order to mass approve, click as many boxes as needed, then choose Approve in the upper right.

 

In order to click through more than one timesheet at a time, choose the boxes next to the timesheets and choose "View". Once in view mode, the timesheets can be updated and clicked through by choosing the arrows found by the number. 

For Salary Employees, their timesheet is only tracking Time Off. Which will show as seen below. If the employee entered a request off, the time off type would be already chosen and the number of hours in the day to correspond is shown below.

If no request was entered and Time Off needs to be manually added, choose the drop-down under Time Off, then choose from the browse list. Once chosen, enter in the hours to pay in the day that corresponds with the employee's Time Off. (similar to above). 

 

NOTE: Salary/Hourly Settings are all determined by Profiles found in the profiles section.

 

Step 4: Pull Reports to Check Totals

 

Navigate to the Hamburger Menu > Team Icon > Time > Reports > Time Allocation > Detailed Hours Overview PDF.

 

This report is customizable by date range and will show totals. Any "?" can be clicked into to see missed punches still pending.

 

After all, the steps are complete, you're now ready to start payroll. During the payroll process, the payroll admin will be directed to ensure all time cards are approved in order to start the process. Be sure to Approve in a timely manner!

 

 

FAQ's:

  1. Why doesn't my employee see a clock-in/out option?
    1. If an employee doesn't have the clock in/out option, the timesheet profile would need to be updated. By updating to "Hourly Clock Punch" the problem should be resolved.
  2. Why don't I see the "Extra Pay" tab on the timesheets?
    1. This is set up custom to your company set up. If the option is not there and you'd like it to be set up, please reach out to your Payroll or Implementation Specialist.
  3. What do I do if an employee has been termed? 
    1. If an employee has been termed and the hours are correct, you'd still "Approve" the time card and upon processing payroll, if the employee was already paid, you can omit the hours in payroll. All timesheets should be approved to process going into payroll. 
  4. What if I have timesheets for users that should not have timesheets?
    1. If the user has a timesheet profile, the system will create a timesheet for them. In the timesheet section, you can delete the timesheet by selecting the timesheet, choosing the ellipses, then "delete". Then ensure the account's profile is updated to ensure no future timesheets populate. 
  5. What if the employee accidentally "submitted" but needs to still make changes? 
    1. The employee's manager can simply go to the timesheet and "Reject" this will open up the timesheet again and allow the employee to finish making edits. 
  6. What if the manager "Approves" and still has edits?
    1. If a manager approves and needs to "re-open" the timesheet for additional edits, simply "Reject" the timesheet, and you will be able to continue working on the timesheet. 
  7. How can I see time off balances while on the timesheet?
    1. Choose the upper right ellipses, and choose "Time Off Counts".

 

 

 

 

 

Employee Tools & Additional Resources:

 

Employee videos related to timekeeping specifically : https://desk.zoho.com/portal/greenleafbizsolutions/en/kb/employee/my-time-keeping

Employee Level Knowledge Center:

https://desk.zoho.com/portal/greenleafbizsolutions/en/kb/employee

Mobile App:

Download HCMtoGo - The employee will need your company's short name, user name, and password.

For any new users, the user name will be FirstInitialLastname, the password will be "Greenleaf123!". Upon the first login, the user will be prompted to update the password.

Videos on users, password reset, etc:

https://desk.zoho.com/portal/greenleafbizsolutions/en/kb/articles/credentials-user-name-password-login

All other manager articles and videos can be found on the Knowledge Center:


VIDEO:





If you have any setting change requests or need assistance, please reach out to your Payroll or Implementation Specialist. 

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