Manager Guide

Instructions for Department Manager Functions

Manager Guide...................................................................................................................1
Logging In........................................................................................................................2
Common Icons and Screen Functions..............................................................................2
Navigation Bars...............................................................................................................3
Common Navigation Options........................................................................................3
Search.............................................................................................................................4
Filters...............................................................................................................................4
Configuring Tabs.............................................................................................................7
Settings for the Widgets............................................................................................7
Timesheet Maintenance..................................................................................................8
Timesheet Exception Maintenance................................................................................10
Timesheet Change Request Approval............................................................................11
Time Off Request Approval............................................................................................12
Timesheet Approval.......................................................................................................12

[Title] 11/18/2024 4:04 AM PAYSERVSYSTEM.COM

Logging In

To log into the Time & Labor Module, do the following:

1. Point your web browser to the URL provided by your administrator.
2. Enter your username and password and click Login.
When logging in as an administrator, you will have more menu options than basic level employees and managers. Menu
options are determined by your security level and the software modules that are enabled on your system. Example: If your
company is not using the Time & Labor Module to track benefit accruals, the accruals menu will not appear within your
menus. An administrator’s menu bar typically contains the following options:
 My Account - Use this menu to work on your own timesheets, time off requests and other information.
 My Employees - Used to manage users in the company, and can also include accruals, which would be used to
run accrual rules against timesheet data, depending on enabled functionality.
 Manage Time - Use this menu to manage all timesheets and time off requests. The options here may also vary
depending on your system access, as well as which modules have been enabled.
 Schedules - Used to create, modify and assign schedules to employees on a recurring basis or for one instance.
 Manage Payroll - Will allow you to process and export payroll.
 Time Prep - Used to apply pay rules against timesheet data and export the data to your payroll provider for
processing.
 My Reports - Use this menu to run reports.
 Our Company – Allows for the uploading and referencing of company documents and more.
 Company Settings - Use this menu to change settings to pay calculations, timesheet profiles, security and more
within the system.

Common Icons and Screen Functions

Listed below are some of the most common icons and their functions which can be found throughout the Time & Labor
Module interface. Hovering your mouse over an icon will display a tool tip describing the function of that icon.

Icon Function

Provides calendar pop-up for you to select a date

Delete current selection

View/Edit current selection

Add a note

More menu options available

Print timesheet

Report settings

Export

Lookup options for current selection

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 Icon Function

Run or Refresh

View history

Employees

View time off counts

Select, add, or approve

Add/change settings of a report

Navigation Bars

Each page in the Time & Labor Module contains a navigation bar that provides buttons for performing actions specific to
that area of the software. Always use the navigation bar buttons along with the Time & Labor Module menu options to
navigate throughout the application, rather than the Back button offered in your web browser.

Common Navigation Options

BACK button: Returns you to the previous page.

HOME button: When clicked, will return to your Home view.

Page Options: All page options are located at the top-right of the page.

Refresh Options:
From the Home page, the REFRESH button will update the Home view.

Other pages and reports will contain the Refresh Data option and when clicked will update the page.

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More Options Available: When a page has more than three options available, they will be accessed by clicking the
button.

Search

There is a Search Bar within the system that allows you to search for items throughout the system. This field will allow you
to search for configuration pieces that are clickable, as well as specific employees (by name, Id, or badge). You will only
be able to search for items based on your Security.

Filters

Many pages in the Time & Labor Module offer filters for sorting data that appears on the page (see example). These filters
can be very helpful if you are looking for a specific record within a long list of data.
Example: You might be trying to find an employee account amongst a long list of employees. You can find that employee
account quickly by entering the first few letters of an employee’s last name in the Last Name filter field, selecting the
starts with option, and clicking Refresh Data. The page will refresh and display all users who fit the criteria entered. (Ex.,
If you enter in Smi, both Sally Smith and Jane Smiley will display.)

You will notice most column headings in the filter area contain G and X symbols. The G symbol allows you to group the
data on the page by that data type. The X symbol allows you to remove that data column altogether from the results on
the page.

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In the drop-down menu, you will also see a variety of other symbols that allow you to search more specifically for an item.
The following table defines and provides an example for each symbol.
Symbol Definition Example
= Entry is exactly this The entry equals 11/30/16
!= Entry is not this The entry does not equal 11/30/16
starts with Entry starts with Entry starts with abc
not starts with Entry does not start with Entry does not start with abc
like Entry is like Entry contains abc
not like Entry is not like Entry does not contain abc
< Entries are less than The entry is before 11/30/16
> Entries are greater than The entry is after 11/30/16
<= Entries are not less than The entry is before or on 11/30/16
>= Entries are not greater than The entry is on or after 11/30/16
is null Entries that are blank The entry is blank
is not null Entries that are not blank The entry has been filled in
In Entries that include The entry includes 11/30/16
not in Entries that do not include The entry does not include 11/30/16
Entries between two values This only applies to numerical date
Between values and cannot be used with
alphabetical values

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The Employee Filter icon will allow you to filter reports by choosing specific employees or groups of employees.

Once you click the icon, a screen appears (as shown below) with six tabs at the top of the screen.

 Not Selected - Shows all available employees. You can check the boxes to individually select employees to
include in the report. Click the ADD SELECTED button to include the selected employees.
 Selected - Shows selected employees.
 Saved Lists - Indicates previously saved lists. You can create new lists by clicking the SAVE LIST AS button.
 Company Groups - Allows you to filter the report by company groups.
 Company Profiles - Allows you to filter the report by company profiles.
 Advanced Filters - Allows you to create a custom filter based on the settings that you choose.

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Configuring Tabs

By clicking the Edit Tabs button, the Tabs Configuration window will open. From here you can drag and drop the widgets
you would like to include on each tab. Each tab may contain six (6) widgets. You can add more tabs, if necessary and edit
the existing tabs in both content and name.

To edit the tabs, do the following:

1. Click the desired tab under the My Tabs column. This will activate that tab for editing.
2. You can optionally change the name of the tab, at the top of the window, in the Tab Name field. In this area, you
can also elect to Show All Forms Minimized, which will force the user to open each window upon logging in to
their session. This option is available for each tab; it is not a global setting for all tabs.
3. You can also determine which tab will display after the user logs in to their session. Click the drop-down arrow for
On Entry Show and select the default tab the user will see upon logging in.
4. From the Available Windows column begin dragging and dropping the widgets into the active tab. These can
easily be moved by clicking and dragging the widget to a new location, or if you do not want to use a widget after
dragging it into place, you can drag it back to the Available Windows column.
5. You can create additional tabs by clicking the Add Tab button. The system will add a space for the tab, and you
can then edit the name of the tab.
6. The tabs within the My Tabs column may be moved by dragging and dropping the order of the tabs. To remove a
tab, click the X icon.
7. When your dashboard is complete, click the Save button.

Settings for the Widgets

Each widget contains its own settings, which can be accessed by clicking the gear icon in the upper-right corner of each
widget. To collapse the window for a widget, click the double arrow icon in the upper-right corner.
Each widget, as a minimum, will allow you to edit the size of the widget. You can either adjust the height, or in some
cases, both the height and width. Many of the widgets have additional settings. Below are some commonly used
examples.

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Timesheet Maintenance

To get to your current timesheet you will navigate to Manage Time →Manage Timesheets →
Current. From here you will see a list of all your employees. Click on the edit timesheet button
to go into an employee’s timesheet.

Once there, you will see the hours they have worked, vacation, holiday time they have used,
what work locations they were at. It also shows the Raw & Calc. totals. You can also toggle
through different timesheets by dates.

If you have an employee who forgot to clock in or out, you can manually enter the times by
typing them in. Or maybe they just need an adjustment. (Ex. They forgot to clock in, so they
clocked in when they remembered so you just need to adjust it to when they really came in.)

From the Time Off section, you’ll see a drop-down menu. If someone called off but has some
vacation, holiday, etc. time they would like to use so they still get paid for the day you can
choose that. Then towards the right you’ll see a column that says Raw Total. Here you would
just put how many hours they are taking. (Ex. 8.0, for an 8 hour day)

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It is also possible to change which location they worked in. Under the column Work Location
there will be a drop-down menu. If you do not see the location there, towards the right you will
see a magnifying glass. This will give you a list of all the locations & you can choose from there.

If you have an employee who has worked more than one completely different shift in the same
day you can just add a new row. If you made a mistake you can also delete the row.

At the very end of the columns you will see the employees scheduled shift & any exceptions.
This is helpful for if they do have an exception to see why, all on one screen.

In the upper right-hand corner, you will always want to save whatever changes you have just
made. Up there you will also see where you can submit for approval or just go ahead & approve.

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All the previous information is where you can adjust an employee’s timesheet. There are other
tabs on this same page that you can toggle through.

Exceptions – Will show any exceptions that the employee may have. It will also show what the
exception is & if you would like to clear it with a drop-down menu.

Calc. Detail – This is a configuration of the time & counters in total.

Counters – This is a total of exceptions.

Summary by Day – This will show the employees total hours worked.

Timesheet Exception Maintenance

To manage exceptions on Employees timesheets you will navigate to: Manage Time → Manage
Timesheets → All Timesheets. From here you will choose which Employees timesheet you
need to go into & click on the edit timesheet icon. Then go to the Exceptions tab.

Along the top you will see all the exception/flag types.

If there are any exceptions on a timesheet, you will see a colored flag. To the left of that flag is
the correlating drop down menu. This drop-down menu allows you to either clear the exception
or enforce it.

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In the picture above, you can see where one exception has not been cleared or enforced (the
one with a colored flag.) Then you also see one that has been previously cleared. Once you have
saved any changes you can still go back & change if needed.

Timesheet Change Request Approval

From the Manage Time > Manage Timesheets > Pending Timesheet Change
Requests menu option, you can view your employee’s pending timesheet change
requests. These are requests employees have made in order to make a change to their
timesheet. Once approved, the system will make the change for you.

To review and approve requests:

1. Navigate to: Manage Time > Manage Timesheets > Pending Timesheet Change Requests
2. For requests you are approving, select those requests you would like to approve, then click
Approve Checked Requests
3. For requests you are rejecting, select those requests you would like to reject, then click Reject
Checked Requests

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 o View/Edit Timesheet - Allows you to view and edit the employee’s timesheet. Keep in
mind that an approved timesheet change request will update the employee’s timesheet.

Time Off Request Approval

From the Manage Time > Time Off Requests > Pending Approval menu option,
you can view your employee’s pending time off requests. This will allow you to review
and approve or reject time off requests for your employees.

To review and approve requests:

1. Navigate to: Manage Time > Time Off Requests > Pending Approval
2. For requests you are approving, select those requests you would like to approve, then click
Approve Checked Requests
3. For requests you are rejecting, select those requests you would like to reject, then click Reject
Checked Requests
4. For requests you would like to modify, select those requests you would like to modify, then click
Modify Requests

o View Time Off Counts – View the time off counts for the employee

o Modify Time Off Request - Allows you to modify the time off request

o View Timesheet - Allows you to view the timesheet for the pay period in which the time off
request falls
o Approve Selected Requests – Approves the selected time off request(s)
o Reject Selected Requests – Rejects the selected time off request(s)
o Modify Requests – Allows you to modify the selected time off request(s)

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Timesheet Approval

From the Manage Time > Manage Timesheets > Current menu option, you can
view your employee’s current timesheets. This option will also allow you view or edit the
timesheets, submit the timesheets for approval, or approve or reject them. This option
will default to the current system date. You may change the date, but this option does
not allow a date range.

To review timesheets, submit them for approval, and approve them, do the following:
1. Navigate to: Manage Time > Manage Timesheets > Current.
2. When satisfied with the timesheets, check one or more of the timesheets for your employees and
click an option at the top of the screen. Options will include:
o View Timesheets – View the timesheet, and if security rights allow, editing may also be done
from this option.
o Submit for Approval – This option will put the timesheets into a “Submitted” approval state. If
you are not the approving manager, but instead have a hierarchy of approving managers,
this option may be used to indicate the timesheets are ready to be approved.
o Approve – If you are the approving manager, you can select one or more timesheets and click
the Approve button. The timesheet status will change to “Approved (PayPrep Ready).”
o Reject – When rejecting a timesheet, a comment may be required. Once rejected, the
timesheet will change to “Open (Rejected)” and can then be edited and either submitted or
approved again.
o More Options – Under this button, is the Reject option, as well as the Print, Refresh, Delete, or
view the selected timesheet(s) in Split View options.
3. Shown below are examples of how the timesheets may look after using the various options.

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