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Employee Role – Using Web Clock to Clock In and Out

Using web clock to clock in and out

  1. Navigate to the Hour Timesheet login page
  2. Enter username
  3. Enter password
  4. Click the “Clock In” button to capture the current “In” time on the timesheet  (see screenshot)

Clock In

Employee Role – Viewing Prior Period Timesheets

Employee Role – Viewing Prior Period Timesheets

  1. Navigate to My Timesheet menu
  2. Click the Calendar icon
  3. Select the Date of the timesheet wanting to view.

Employee Role – Viewing Past Timesheet Data [Video Clip]

Correction Timesheets –

Once a timesheet is Processed, the only way to change the data on the timesheet is to create a Correction timesheet.  Clicking the Create Correction link on the Review Timesheet page, a 2nd copy of the timesheet is created.  Once a correction exists, the employee and/or supervisor can make the required adjustments.  Notes about Corrections

  1. Correction timesheets must still be signed and approved.
  2. Correction timesheet data will not be exported to payroll for QuickBooks integration. A report summarizing the corrected data will be available on the Report page.

Employee Role – Submitting a Timesheet

Signing a Timesheet (Creating Electronic Timesheet Signatures)

  1. Login to Hour Timesheet
  2. Navigate to My Timesheet menu
  3. Click Submit button
  4. Click Submit again in the popup box

Employee Role – Submitting a Timesheet [Video Clip]

Upon submitting a timesheet, your manager will receive a notification that your timesheet is ready to be approved

Approving Timesheet Data (as a supervisor)

To Approve an Employee Timesheet follow the step below:

  1. Login to Hour Timesheet
  2. Navigate to Review Timesheet menu
  3. Click the Approve button to approve a timesheet for the period. This action will add a signature row to the timesheet along with a record in the audit trail. This action will also auto generate an email to the employee if notifications have been turned on in the Settings page.

Why Approve Timesheet Data?

  1. Only timesheets that have been approved by a Supervisor or Admin will be exported to payroll.
  2. Both Supervisors and Admins have access to approve timesheets.
  3. Timesheets can be approved without an employees signature.
  4. Employees can not change timesheet data after a supervisor or admin has approved the timesheet.

Employee Role – Adding Leave Hours

Adding Leave Hours

  1. Login to Hour Timesheet
  2. Navigate to My Timesheet menu
  3. Click the Add Leave Hours button
  4. Select the appropriate Leave Code
  5. Click Save
  6. Enter Hours to appropriate date/day on timesheet

Employee Role – Charging to Leave [Video Clip]

Additional information regarding leave hours and leave balances

Timesheet behavior is dependent on setup of leave policy.

  • Balance is reduced after timesheet is submitted at the end of each timesheet period.
  • User receives error message upon entering time that exceeds current balance.
  • User may be allowed to “go into the negative” if feature is configured.
  • System will stop accruing leave once limit “ceiling” is reached. Additional leave earned or accrued after leave ceiling is reached is moved to the “lost” column.
  • System will reset balance to “carry-over” value each year
  • Balance will reflect manual adjustments (if any).

Employee Role – Completing a Timesheet

Menu Item: My Timesheet

  1. Login to Hour Timesheet
  2.  Navigate to My Timesheet menu

Timesheet Sections

The “My Timesheet” can be subdivided into 4 sections

  1. Clock In/Clock Out – this section is OPTIONAL
  2. Hours Worked – this section is required for QuickBooks timesheet integration.
  3. Notes/Summary – section for entering daily hours worked notes or viewing leave balance data or timesheet summary overview.
  4. Timesheet Audit Log – non-editable activity log of all entries on the employee timesheet.

Section 1. Clock In/Clock Out

This section is auto populated with employee who clock in/out utilizing the web clock on the Hour Timesheet login page.  Daily hours are totaled by calculating the time between “clocked in” and “clocked out”.  A user may have as many in/out pairs as required.  This feature is optional and is hidden by default if no values are present in the in/out section of the timesheet.

Section 2. Adding Work Hours and Leave Hours

  • Adding Work Hours – this section contains a set of drop down boxes that are available once the user clicks the “Add Work Hours” button on the timesheet. These codes are referred to as “Employee Authorized Charges”. These selections are designed limited to codes each user is “authorized” to use when charging time on the timesheet.
  • Adding Leave Hours – this section contains a set of drop down boxes that are available once the user clicks the “Add Leave Hours” button on the timesheet. These codes are the leave types that are available to each user of Hour Timesheet.
  • Copy Previous Timesheet Codes – this feature allows the user to copy the codes from the previous timesheet period to the current period.

Section 3. Timesheet Notes/Hours Summary/Leave Balance

  • Adding Notes – there are two types of notes that may be entered in the timesheet. General notes are notes that apply to the entire timesheet.  Daily hours worked notes apply to the single entry of time entered for a specific authorized charge code on a specific day.
  • Hours Summary – This graphic shows the breakdown of hours worked on the current timesheet divided into the following categories 1) Regular Hours 2) Leave Hours 3) Overtime Hours
  • Leave Balances – Displays the current leave balance for each employee.

Section 4. Timesheet Audit Log

This section of the timesheet is auto populated with each entry into the employee timesheet.  The audit trail captures the username of the person who made the timesheet entry, the IP address of the person who made the entry along with a time and date stamp of the entry made.  The audit trail is not editable.

Adding Hours Worked

  1. Click the Add Work Hours button
  2. Select the appropriate Charge Code
  3. Click Save
  4. Enter Hours to appropriate date/day on timesheet
  5. Click the tab button on your keypad or move out of the cell to save the entry.

Adding Comments to Daily Hours

  1. Enter Hours to appropriate date/day on timesheet
  2. Enter Comments/Notes
  3. Click Save

Adding Leave Hours

  1. Click the Add Leave Hours button
  2. Select the appropriate Leave Code
  3. Enter Hours to appropriate date/day on timesheet

Copy Previous Timesheet Codes

This feature allows the user to copy the codes from the previous timesheet period to the current period.

Viewing Employee Leave Balances

  1. Navigate to My Timesheet menu
  2. Click the Leave Balance tab

Additional leave balance notes

  • Balance is reduced after timesheet is submitted at the end of each timesheet period.
  • User receives error message upon entering time that exceeds current balance.
  • User may be allowed to “go into the negative” if feature is configured.
  • System will stop accruing leave once limit “ceiling” is reached. Additional leave earned or accrued after leave ceiling is reached is moved to the “lost” column.
  • System will reset balance to “carry-over” value each year

Viewing Prior Period Timesheets

  1. Navigate to My Timesheet menu
  2. Click the Calendar icon
  3. Select the Date of the timesheet wanting to view.

Using web clock to clock in and out

  1. Navigate to the Hour Timesheet login page
  2. Enter username and password
  3. Click the “Clock In” button to capture the current “In” time on the timesheet

Signing a Timesheet

  1. Click Submit button
  2. Click Submit again in the popup box

Menu Item: Request Leave

  1. Navigate to Request Leave menu
  2. Click Create New Leave Request
  3. Complete the form
  4. Click OK

Watch video clips below

→Entering hours worked without in_out times [Video Clip]

→Entering hours worked with in_out times [Video Clip]