eTime Sheet and Time Clock Combination Processing The eTime Sheet and Time Clock Combination Process allows employees to be paid through Electronic

Time Sheet Processing for the regular hours schedule while also tracking any actual time recorded

through login/logout using timeclock.

The eTime Sheet and Timeclock Combination offers the following detections:

If only an ETimesheet is found for an employee, no timeclock hours will be visible.

If only Timeclock hours are recorded for an employee, the system will create an eTime Sheet

record and record the Time Clock hours.

If Timeclock hours are recorded for an employee, the system will look for an eTime Sheet record

for that date. If an eTime Sheet Record is found, then the Time Clock record will be posted to

the eTime Sheet line item for that date, along with the eTime Sheet hours.

STEP 1 - SDS Web Office Settings for eTime Sheet/Timeclock Processing

1. Login WFO. 2. Click on Administrative Utilities 3. Click on SDS Web Office Settings 4. Locate the General Heading and enter Et in the field “Special/Custom Feature Activation Key” 5. Scroll down to the following options and select "Y" for each one

1. Enter a “Y” in the field “Activate Group Authorization Option” under the Finance Heading. 2. Enter a “Y” in the field “Activate Employee Portal” under the Payroll Employee Portal

Heading. 3. Enter a “Y” in the field “Daily Electronic Time Sheets” under the Payroll Section 1 Heading. 4. Enter a “Y” in the field “Multiple Employees for One Position” under the Payroll Section 2

Heading. 5. Enter a “Y” in the field “Payroll Time Clock” under Payroll Section 2 Heading.

6. Select “Save Changes” at the top or bottom of the screen. Log out of the system and then Log Back In for these changes to take affect.

STEP 2 - Optional SDS Web Office Settings for Recording Timeclock Entries

1. Determine if each of the items below is an option you would like to activate for use with Timeclock entries.

2. Select Administrative Utilities | SDS Web Office Settings 3. Locate the Heading “Payroll Section 2”. 4. Review each of the items below to determine if you wish to activate each.

i. Employee Time Clock No Position Selected: This can be used when you have an employee(s) with more than one position. If “N” is selected, the employee will not have to select the position they are clocking in for. The system will automatically select the first position they were assigned. If “Y” is selected, then the employee will have to select the position they are clocking in for, each time.

ii. Employee Time Clock Notes: If the selection option for the employee notes is changed to a “Y”, the employee will be able to add notes when they log in or out of the time clock. If the selection is an “N”, the employee will not be able to add notes to their time clock time as they log in and out of the time clock.

iii. Automatically Round Time Clock Entries: This option will determine how you want your time clock time to round. The rounding options are listed below.

1. “00” The system will not round the time on the time card 2. “05” The system will round to the nearest 5 minutes 3. “10” The system will round to the nearest 10 minutes 4. “15” The system will round the time to the nearest quarter hour.

iv. Employee Time Clock Remove Manual ID Entry: If this selection is set to an “N”, the employee will be able to log into the time clock area with either a key pad, push buttons, or swiping a card. If the selection is set to a “Y”, the employee will only be allowed to use a magnetic swipe card to log into the time clock system. The keypad and push buttons will be disabled.

v. Time Clock Uses Server Time: If this selection is set to “N”, the time used for the time clock will be the workstation’s date/time. If the option is set to “Y”, the server’s time zone is used. You will also need to pick your time zone for the correct time to appear in the time clock option.

5. Once you have changed the selection options, as needed, scroll to the top or bottom of the screen and select “Save Changes”.

6. In order for the changes to take place you need to log out of the system and log back into WFO.

STEP 3 - Setup Security

In order to create eTime Sheets for employees to view and authorize, each user must be set up with Security Credentials. SDS offers an automated security setup that will allow users to view their eTime Sheets, authorize them, and to see their own personal information. This security can be customized based upon the extent of options that you wish your employees to be able to see.

1. Select Administrative Utilities

2. Select Security-Application Access

3. Select “Options” Menu Heading, then select “Mass Create Look and Browse Users”

The screen below will allow for password format selection and creation of the Look and Browse Users

4. Select the password format that you would like to use.

5. Recommendation: Select the checkbox “User must change password at next login”. This would allow each user to change the assigned temporary password to a secure password of their choosing.

6. Select “Create Employee Look and Browse Users”

The system will create a Security Group named _Emp_LB and will create a Login and a Password for each employee.

Select the close button after the process is complete.

7. To print individualized letters for each employee with the assigned Login information, and instructions on how to access Web Financial Office, select the dropdown menu (highlighted below) and choose from the listed options. Select the Printer Icon to Preview the individual letters.

STEP 4 - Changing the Security Setup for the _Emp_LB Group

1. Select Security-Application Access

2. Select “All Users” Menu Heading

3. Select “Security Groups”

4. Select _Emp_LB

5. At the right under “All Applications”, highlight “eTime Sheet-Employee Payroll Approval”, then select the “Access” icon to add access to the eTime Sheet Option as an Employee Portal Option for ALL Look and Browse Users. You may also select any/all of the other options listed under “Employee Portal” and select “Access” to give access to any of the other Portal Options.

6. After making all needed Access changes, select another menu item to continue working. There is not a set “Save” option in Security.

7. Any changes are saved as they are completed.

STEP 5 - Setting up the Positions

Setup of Positions is an important part of the eTime Sheet/Timeclock Combination Process. The first setup of Positions is in the Position Master. The Positions can be entered in a generic fashion where each record represents a general position within the district. These Position records can also be entered in a detailed manner where every position held by an employee in the district is entered separately.

1. Select Master File Vertical Data Entry and Changes

2. From the Entry Options Dropdown, select Position Master

3. Setup the various positions that are needed.

STEP 6 - Assigning the positions to each employee

Each employee will need to be assigned a position record. This position record will be instrumental in determining the information for the employee’s eTime Sheet Record and in recording Timeclock entries.

1. Under either Human Resources or Payroll Processing select Employee, Contracts, Deductions/Benefits

2. Under the Entry Views Dropdown, select Employee eTime Sheet Information

3. Select the employee to whom a position is to be assigned.

4. The information that needs to be entered for each employee is as follows:

Position Number

Position Description

Hourly Rate – unless this process is used for employees that do not have an hourly rate

Hours Per day

Unpaid Hours – This is used for breaks or lunch time that is not being paid. Example: If the employee is to work 8 hours during the day and they start at 8 am, their work day would end at 4 pm with no unpaid hours (if no hours were entered into this field). If 1 hour was entered into this field, then this employee’s work day would end at 5 pm.

Start Time Worked Days – M- Monday, T-Tuesday, W-Wednesday, R-Thursday, F-Friday

Percent of Full Time

Account Numbers, the Percent for each account number, and the Benefits Distribution Indicator.

Gross code –The gross code needs to be assigned for each employee based on the gross code that has been used for this employee as it relates to each account.

The gross codes have been assigned for each employee from either the employee demographics screen or the employee contracts screen.

The gross code(s) will be used later in the process for grouping the employees.

Current Year- Enter a Y to allow the supervisor the ability to assign the employee an extra job that they have done during the current payroll period.

STEP 7 - Assigning Employees to a Supervisor

This step will allow you to assign Job Positions to Supervisors. This will give the Supervisor the ability to authorize time for the job positions assigned to them in this step.

1. On the SDS menu tree, select Administrative Utilities |Security-Data Access Control

2. Select the employee in the security area that is the Supervisor

3. Select the “Authorize Time” heading in the bottom right of the screen.

4. At the far right side of the screen, select the “Value” dropdown 5. Select a Position the Supervisor will be responsible for authorizing 6. Select the “Add” icon to assign this position to “Restriction for Authorize Time”

Continue repeating this process until the Restriction Screen shows all positions this Supervisor will be authorizing.

7. Select “Close” to return to the Security Page

STEP 8 - Assigning Timeclock Credentials

This process provides a method to assign information to the swipe card, if used, and record a Badge ID

to an employee. There are a couple Methods to choose between; however, ultimately, this process will

allow the system to recognize an employee when they swipe a timecard/login to record a timeclock

entry.

Method 1: Assigning a badge ID using a magnetic strip reader

1. Enter WFO.

2. Select Administrative Utilities | Time Clock with Administrative Options

3. Select the + option next to Administrative Options and select “Settings for magnetic strip reader”

4. Run a card through the magnetic reader. This will assign your district’s unique information onto the strip on the card. Select the next card to run through the magnetic reader. Continue this process with each of your swipe cards.

5. Next select the + sign next to Administrative Options and select “Assign Badge IDs to Employees”

6. Select an employee, swipe a badge in the reader, the ID from the ID card will be displayed. Push the “Save” button or “Save and Advance”.

Method 2: Assigning a badge ID by using the employee number or other assigned number If you have chosen to use the keypad or the mouse for the employees to use for log in/out of the time clock, instead of the swipe cards, you can assign each employee a new ID number or you can use their employee number as their badge ID number. If they will use their employee number as the badge ID number, you do not need to assign them a new badge ID number.

To assign employees a new Badge ID, click on the link “Select” next to the employee’s name. The screen will display a field for you to enter the new Badge ID.

After entering a Badge ID number, select either “Save” or “Save and Advance”.

STEP 9 - Timeclock Link for Recording Time

When employees’ login/logout to record their start/end times of work, they will need a dedicated computer/ipad that has internet access and is able to reach the following URL.

The link for login/logout of Timeclock entries is: http://your school web address/FinanceOffice/TimeCLock.aspx

Access to this link should be available 24/7 for your employee’s convenience. In addition, access will also be needed for the bar code scanner, a proximity card, or a swipe card reader. If employees are manually entering their badge ID#, a mouse or keyboard will need to be available. Employees will log in each morning and log out when switching positions or leaving for the day. Note: You can set this link as a favorite in your browser for your convenience. You can also have your technical staff set a shortcut to the appropriate link to the time clock display. If possible, an automated activation of the timeclock login screen would expedite the login process for your employees. Consult your technical support staff for assistance in setting up a login station. If they have any questions have them contact SDS.

Note: The timeclock login link can also be used on a mobile device/ipad to allow the employees to clock in and out of the time clock system. The following link would display a timeclock login screen that shows larger buttons for ease of use with mobile devices. The link for mobile devices is http://yourschoolwebaddress/FinanceOffice/TimeClockbb.aspx.

When an employee logs into the time clock, by entering their badge ID number or using a card reader, the screen will display the name of the employee and their position. If the employee has more than one position, they need to select the position they are logging in for. The screen will also tell the employee if they are just logging in for the day or if they are leaving or returning. The time stamp on the time clock record will reflect the selected option in the SDS WEB Office settings. Please refer to Step 2 item E: Time Clock Uses Server Time.

The employee will also be able to enter a note for the login or logout on this screen. This option is available to the employees if the option has been changed to a “Y” for “Employee notes” in the SDS Web Office Settings area. Please refer to Step 2 item B: Employee Time Clock Notes.

STEP 10 - Setting up the Payroll

1. Select Payroll Processing | Activate/Open a Payroll 2. Select Calendar Setup 3. In the Calendar Setup Options area, select a date on the calendar or enter the ”Payroll Date” in the

first calendar. In the second Calendar select a date on the calendar or enter the “First Work Day” for the Payroll date being recorded. In the third calendar select a date on the calendar or enter the “Last Work Day” for the Payroll date being recorded.

4. At the right side of the screen, select the button “Record new Payroll for X/XX/XXXX.

STEP 11 - Setup for eTime Sheet Approval

This step allows for creation of eTime Sheet records that will be approved by employees, supervisors, and the business office prior to being transferred to payroll and used for payment of the employees.

1. Select Human Resources |eTime Sheet – Setup 2. Select the Payroll Date. 3. Select the Pay Groups to be paid. The groups are created by the number assigned in the field “Gross

Code” in the “eTime Sheet Information” View in “Employees, Contracts, Deductions”. Ex: Count: 4 would represent any employees who have been assigned a Gross Code of 4 in the “eTime Sheet Information” View

4. Select the Day Type to be paid. All combinations of days worked that have been assigned to an employee position record will be displayed. The next column will show the individual days for this pay period.

5. The Pay Dates Column will display each individual day that is included in the range selected by the “First Work Day” and the “Last Work Day” selected in the Payroll Calendar. Check the days that should be paid by the eTime Sheet option.

6. To select the employees for payment, select either “Check All”, to pay all employees in the list, or select the specific employees for which you would like to create an eTime Sheet entry.

7. Select “Create Entries” to create the eTime records. If a record has already been found, a second record will not be created.

8. If there is an employee in this area that should NOT be in the file, just select that employee’s name and select the “Delete” icon.

9. If the employee was not setup with a set number of hours, the system will use what is listed on the screen in the field “Default Hours” (see screen below)

STEP 12 - What does the Employee See?

The employee will need to log into the system and select Employee Portal |eTime Sheet – Employee Payroll Approval

The employee will see all of the days, for the pay period, that they were assigned to work. The Hours listed will be determined from the Position Record assigned to the employee. If the hours need to be adjusted on any of the days, the employee can make the appropriate changes and then select “Save Changes”.

The Employee can also enter any Notes that they wish to pass along to the Supervisor/Business Office regarding any of the specific days. Select the “Save Diskette” above the Notes area to save this information.

When the employee has verified the accuracy of the eTime Sheet records, select the green “Checkmark” icon to select all records and then select “Authorize if Checked”.

The employee should log in weekly to approve and check their time.

There is not a notification that is sent to the employees to remind them to approve their time.

Once the employee has approved their time, the records do not “disappear” from the screen. A date/time stamp is displayed on the screen in the column “Employee Approved” to indicate the employee has approved the time.

Once the time has been authorized, the employee will see the following:

STEP 13 - What does the Supervisor see?

1. Have the supervisor log into the system. Then select Human Resources| eTime Sheet-Supervisor Payroll Approval

2. The supervisor will see all of the days that his/her group of employees has been assigned to work. If the hours need to be adjusted, the supervisor can make the appropriate changes to the hours, then Save the changes.

To authorize, the supervisor can select the green “Checkmark” icon, then select the “Authorize if Checked” icon.

STEP 14 - What does the Business Office See?

Have the business office (payroll) log into the system. Then select Human Resources |eTime Sheet – Business Office Payroll Approval.

All records will be displayed for each employee. The records can be viewed by employee or by date. If the hours need to be adjusted, the business office, can make the appropriate changes and Save the changes.

To authorize the eTime sheets, the business office can select the green “Checkmark” icon and select the “Authorize if Checked” icon.

If an eTime record is not approved by the Business office, the time will not be transferred or paid.

Recording an Extra Pay

To Record Extra pay or hours not displayed on the screen:

1. Select the Extra Pay Icon 2. In the new screen, select the Job for the Extra Pay 3. Select the Date for the work being added 4. Enter the Regular Hours worked that day 5. Enter any Unpaid Hours for the day 6. Enter the Start Time hour the work started 7. Enter the Start Time minutes the work started 8. Enter AM/PM that corresponds to the Start Time 9. Select “Record/Pay Now” 10. Select Close Extra Pay Option

NOTE: The End Time will be automatically computed based on the indicated start time and the number of hours worked that day.

Pay Using Options

If Checked Pay Using, The system will load the type of pay for the checked line item(s):

eTime eTime Values would be loaded for any checked line items.

Clock Timeclock Values would be loaded for any checked line items.

Both eTime Sheet or Timeclock values would be loaded for any checked line items.

Display Criteria

Display Criteria, check the appropriate box(s) to display the records to be viewed:

E-Time Pay: Displays records generated through eTime Sheets

Clock pay: Displays records that contain time worked as recorded through Timeclock entries Both: Displays records that were generated through eTime and contain Timeclock entries. Missing Punch: Displays any entry that is missing a clock in or clock out punch through timeclock.

STEP 15 - Reports To print reports for verification of time, select the dropdown menu at the top right corner of the screen called “Print Time Sheet Report”

1. Select the Paydate range of dates to be reported 2. Select one of the following reports:

eTime Sheet Detail Authorized Pay Report Authorized Summary Pay Distribution

STEP 16 - Notes

Notes can be entered by employees, supervisors, or the business office. Select the “Save” icon to save these notes. Notes can also be entered for payrolls where the time has already been paid. Enter the Note in the “Notes” field and select the “Save” icon to save the entry.

STEP 17 - How to transfer the e Time Sheets to Payroll 1. Select Human Resources |eTime Sheet – Send to Payroll 2. A list of all eTime cards that have been approved by the employee, supervisor, and Business

Office will be displayed. 3. To transfer these eTime sheets into the payroll area, select the records to be paid and select

“Transfer if checked”. This will create records in “Gross pay entry and adjustments” under Payroll Processing

4. Continue processing the payroll as normal.