Time Entry Record

20.11 and earlier. Navigation to Time Entry is not available beginning with version 22.4.

Use the Time Entry item in the Payroll Information group on the Employee Information detail page's Action Bar to access the Time Entry Employee Information page. This page provides access to the employee's encrypted password, Time Entry department, and supervisor setting.

Menu Path

From the Human Resources menu, select Entry & Processing. From the Employee menu, select Employee Information. Search for and select an employee, then click Accept. From the Employee Information detail page Action Bar, click Payroll Information, and then select Time Entry.

Action Bar Item

The Time Entry Employee Information page's Action Bar includes the following item:

Update Password

Displays the Change Password page, where you can enter and confirm a new password for the employee.

Action Button

If the employee's Supervisor checkbox is selected to indicate the employee is a Time Entry supervisor, then the following button on the Time Entry Employee Information page is activated:

Supervisor Info

Accesses the page's Department Cd (Code) fields, which are used to assign departments to the employee and define the employee's Approval Level.

Time Entry Passwords

When an employee starts using Time Entry, the employee's ID number serves as the password. After the employee first logs into Time Entry, the system requires changing the password. The employee then maintains his or her own Time Entry password.

Fields and Descriptions

Time Entry Employee Information

Use this section to assign the employee's department and supervisory status for Time Entry purposes.

Department

Time Entry department for the employee. This determines how an employee's time is approved and posted. It also groups employees for Time Entry reports.

Supervisor

Checkbox determines whether the employee is a Time Entry supervisor with responsibility for approving timecard information for other employees.

Select the checkbox to use the Supervisor Info button to determine which departments to associate with the employee for timecard approval.

Supervisor Information

Use this section to associate Time Entry departments with a supervisor for timecard approval and determine the employee's approval level for each department. To access the section, select the employee's Supervisor checkbox, and then click the Supervisor Info button.

Field

Description

Dept Cd

Code identifies the Time Entry department to assign to the supervisor for timecard approval. This department is available to the supervisor after logging into Time Entry. The department's employees will then display in the Time Entry approval page, at which point the supervisor can approve or reverse approval of an employee's time.

For each department assigned to a supervisor, an approval level must be defined.
If a department is associated with sub-departments, the supervisor can select the higher level department to display employees in all the sub-departments for timecard approval.
For information on sub-departments, refer to Department Table

Approval Level

Level of approval assigned to the supervisor for a Time Entry department. When this supervisor approves an employee's timecard information, the system checks this setting along with the approval level for the pay code tied to the approved time.

If the supervisor's approval level is greater than or equal to the pay code's approval level, the system allows full approval of time entered for the pay code.
If the supervisor's approval level is less than the pay code's approval level, the system marks the entered time with the supervisor's approval level. You cannot post the pay code's time until it is approved by a supervisor whose approval level is greater than or equal to the pay code's setting.

Example: Pay code 001 has an approval level of 3. Employee 111 wants to approve time against this pay code for an employee in Time Entry department ADMIN. However, employee 111 has an approval level of 2 for the ADMIN department.

When employee 111 tries to approve time entered for pay code 001 by an employee in the ADMIN department, the system records the supervisor's approval level, 2 (approved by level 2 supervisor). It does not assign A (fully approved).