USER GUIDE Time and Attendance Manager and Attendance...Import captured time, absences and premiums...

© Ormed Information Systems Ltd. Version 1.4 (January 2015)

Human Capital Management

Suite

USER GUIDE

Time and Attendance Manager

© Ormed Information Systems Ltd. Page 1/32

What’s Inside

What’s Inside .............................................................................................................................................................1

Introduction ...............................................................................................................................................................3

Procedures ................................................................................................................................................................4

Logging In .............................................................................................................................................................4 Global .....................................................................................................................................................................5

System Preferences ............................................................................................................................................................. 5 Floating .............................................................................................................................................................................................. 5 Workstation settings ........................................................................................................................................................................... 5 Shift Lead-Time ................................................................................................................................................................................. 5 Time rounding .................................................................................................................................................................................... 5 Previous day time entries ................................................................................................................................................................... 6 User administration ............................................................................................................................................................................ 6 Clock-in correction ............................................................................................................................................................................. 6 Auto Clock-out Settings ..................................................................................................................................................................... 6

Shift Lead Times .................................................................................................................................................................. 7 Stat. Holidays ...................................................................................................................................................................... 8 Clock In Accumulators ........................................................................................................................................................ 8 Absence Accumulators ........................................................................................................................................................ 9 Overtime Accumulators ..................................................................................................................................................... 10

Badges ................................................................................................................................................................ 10 Badge Rules Definition ..................................................................................................................................................... 10

To use employee number as the employee badge number: .............................................................................................................. 11 To enable sequential numbering scheme: ......................................................................................................................................... 11 To enable manual badge assignment: ............................................................................................................................................... 12

Badge Assignment ............................................................................................................................................................. 13 Automatic assignment of badge numbers using Employee Number: ............................................................................................... 13 Automatic assignment of badge numbers using Sequential Value: .................................................................................................. 14 Manual assignment of employee badge numbers: ............................................................................................................................ 14

Lunch Deductions ............................................................................................................................................. 14 Lunch Deduction Rules ..................................................................................................................................................... 14 Lunch Rules Assignment ................................................................................................................................................... 16

Setting Default Rules for a Group .................................................................................................................................................... 16 Setting Individual Employee Overrides ........................................................................................................................................... 17

Time Adjustments .............................................................................................................................................. 18 Time Adjustment Rules ...................................................................................................................................................... 18 Time Adjustment Rules Assignment .................................................................................................................................. 19

Differentials ........................................................................................................................................................ 21 Differential Rules .............................................................................................................................................................. 21 Differential Rules Assignment ........................................................................................................................................... 22

Floating Options ................................................................................................................................................ 22 Positions and Labor Distributions .................................................................................................................................... 23 Employees ......................................................................................................................................................................... 24

Workstations ...................................................................................................................................................... 24 Workstation Setup ............................................................................................................................................................. 24

User Administration .......................................................................................................................................... 25 Maintenance Reasons ....................................................................................................................................................... 25 Labor Distribution User Access Rights ............................................................................................................................. 25

Types of Users: ................................................................................................................................................................................ 26 Assigning Rights for a Timekeeper: ................................................................................................................................................. 26 Assigning Rights for a Super-User: .................................................................................................................................................. 27

Overtime ............................................................................................................................................................. 28 Overtime Rules .................................................................................................................................................................. 28 Overtime Rules Assignment............................................................................................................................................... 29


Salary .................................................................................................................................................................. 30


Salary Rules ...................................................................................................................................................................... 30 Salary Rules Assignment ................................................................................................................................................... 31


Contact Us .............................................................................................................................................................. 32

Questions and Support ..................................................................................................................................... 32 What Are Your Thoughts? ................................................................................................................................ 32


Introduction

Ormed Time and Attendance is a web-based system. It allows for the definition of timekeeping rules and automates the capture of employee ‘actual’ time. With Ormed Time and Attendance, you can:

View timekeeping system via the internet

Automate badge number creation

Automate lunch deductions based on pre-defined rules

Capture overtime when predefined rules are triggered

Automate shift differentials and holiday premiums using rule-based definition

Capture employee clock in and clock out times, across multiple positions if needed

Track employee absences

Import captured time, absences and premiums to payroll timesheets

Maintain clocked employee time with audit trail of changes

Ormed Time and Attendance is organized into three modules, each of which has its own distinct functions:

Time & Attendance Manager: This module houses the setup configuration to control how the other modules will work. This is where rules are defined and assigned to control the behavior relating to clock activity. This is also where employees are assigned badges to enable them to use Time and Attendance Terminal.

Time & Attendance Terminal: This is the module that the bulk of the users will access. It is where employees will clock in and out daily to record their work activity. Data captured via this module is exported to payroll timesheets to automate the payroll process. Employees can preview their clock activity for the pay period to ensure that all time has been captured accurately prior to sending it to payroll.

Time & Attendance User Administration: This is a maintenance module that allows key timekeepers to review and edit clocked time, as well as to record absences for import to payroll. Once a pay period is reviewed, it is locked by the timekeeper to signify that it is ready for import into Payroll and to prevent further edits.


Procedures

Logging In

In order to access Ormed Time and Attendance you will need to log in.

To login to TA Manager or TA User Administration:

1. Open an internet browser and navigate to the desired Ormed Time and Attendance module. Each site has its own web address for Ormed Time and Attendance and each module has a slight variation of that address.

Figure 1: View of the main Log-In screen for TA Manager.

2. Enter your Username and Password.

3. Click the Login button. The Ormed Time and Attendance home page opens and displays a sidebar of buttons on the left side of the page.

Note: The Remember Me checkbox can be used to save your user id for future sessions. If you are at a shared computer and do not wish to have your user id stored, uncheck this field before logging in. Your password is never saved, and will be required at each login.

Hint: If you forget your password, click on the Forgot Password? link and an email will be sent to the address on file, allowing you to reset your password.


Global

System Preferences

Floating

If Allow floating is checked, it indicates that the site is planning to use the optional floating logic at the Time and Attendance terminal. If enabled, users will be permitted to select alternate labor distribution codes when they clock in to indicate that they are working in an area other than their home cost center. To fully enable floating, sites must also set up the valid combinations of position codes and labor distribution codes in the Floating Options section in order to activate the pick lists. Only those employees who have been individually granted float rights will be able to use the feature. If Allow floating is unchecked, then the float feature is deactivated globally and the Floating Options section becomes irrelevant.

Workstation settings

If Enforce click operations permissions is checked, then employees will only be permitted to access TA Terminal from workstations that are registered in the Workstations screen and have the Clock operations allowed checkbox indicated. Leaving Enforce click operations permissions unchecked disables the validation and allows users to access TA Terminal from any workstation using the URL provided. Use the Default time zone picklist to choose the time zone that the workstations will default to.

Shift Lead-Time

If Consider lead-times when making shifts available for clock-in is checked, then the available picklist of shifts on the TA Terminal screen will be filtered to include only those which are scheduled to begin within a pre-set lead time (and those which are currently in progress, to allow for staff to clock in late if needed). Shifts that begin further into the future than the lead time indicated will be filtered out of the picklist. If unchecked, then all shifts will be presented upon clock in. Use the Default lead-time field to indicate a default number of minutes that will be used if a shift does not have a specific override value stored. Individual shifts can also be given unique lead times in the Shift Lead Time screen.

Time rounding

If Round the clock-in and clock-out times is checked, then each clock activity will be rounded according to the specified Rounding method. The actual clock in/out time is also recorded for auditing purposes, but the rounded value is the one that will be used for determining paid hours and premiums for the employee.


Rounding methods include: 1. Up – always rounds up. 2. Down- always rounds down. 3. Math – rounds according to standard math rules.

If Time Rounding is enabled, specify the number of Minutes in the rounding interval. For example, selecting Math as the Rounding method and 5 as the Minutes would round all times to the nearest 5 minute interval.

Previous day time entries

There are circumstances where night shifts might cross over to the next day. In such cases, if the employee clocks out for a meal break prior to midnight, it is possible that he/she may return to clock in after midnight. To avoid splitting that shift into two days, the system can attribute the return portion to the same date as the initial clock in if it falls within a specified window of time. Use the Max. gap between sessions that start on different dates field to indicate the largest number of minutes that would be attributed to a meal break. If an employee clocks back in within that time frame, it will be considered a continuation of the prior shift, whereas if more time has elapsed, it will be tracked as a separate shift on the next day.

User administration

If Require reason for time records maintenance is checked, then all edits in the TA User Administration module will also require a pre-defined Maintenance Reason to be selected. If unchecked, edits without specified reasons will be permitted. The Maintenance Reasons are set up in the User Administration tab of TA Manager.

Clock-in correction

The Correction window specifies the number of seconds that a clock in/out activity will be available for editing and correcting in TA Terminal. Once this window passes, employees will not be able to correct their own entries, and will require assistance from a Timekeeper in the TA User Administration module. For example, if the window is set for 30 seconds, if an employee clocks in and immediately realizes that he/she forgot to override the cost center for a float shift, he/she can clock in again within the 30 second window and the system will disregard the original action.

Auto Clock-out Settings

From time to time, an employee may clock in but forget to close the session by clocking out. To prevent an open ended session from continuing indefinitely, the automatic clock out feature will close the session once a predetermined length of time has elapsed. Use the Automatically clock out after: field to indicate the number of hours that will be considered a forgotten clock out. For example, if staff routinely work 12 hour shifts and it is conceivable that someone might stay an hour or so extra, then a trigger of 14 hours might be reasonable. With this setting, the system will automatically insert a clock out


action for anyone who has not manually done so after 14 hours. This value cannot exceed 999 hours. The Shift length field is used to specify how many minutes the automatically clocked out shift shall receive. Given that automatic clock out typically does not reflect the actual departure time of the employee, it might be preferable to give them zero minutes of time until the Timekeeper adjusts it to reflect the actual worked time. Alternatively, if your staff typically work 8 hour shifts, then perhaps a default of 480 minutes would be accurate more often than not. This value cannot exceed 1,440 minutes. Either way, the Timekeepers always have the option to modify clock in/out times using the TA User Administration module.

Note: When an Auto Clock Out has been triggered, employees will see a message when they next sign in to TA Terminal warning them that an Auto Clock Out has occurred. This will remind them that they need to follow up with the Timekeeper to review (and possibly correct) the arbitrary shift that was created.

Shift Lead Times

Shift lead times are used in conjunction with the System Preference indicator which determines whether the full set of shifts appears when an employee clocks in, or whether the list is filtered to only include those shifts beginning within a pre-set number of minutes.

Shifts that are currently in progress will also be displayed in TA Terminal to allow employees to log into their shift late if their arrival was delayed for some reason.

While the lead times are maintained in TA Manager, any changes to Standard Shifts themselves would be done in Payroll Manager. TA Manager simply reads the existing list of shifts from the Payroll setup tables.

To assign a lead times to a shift:

1. Open the Shift Lead Times window. A list of existing shifts is displayed.

2. If needed, use additional search features (starts with, contains, ends with), type in value, and press the Find button.

3. Highlight the shift in the grid by clicking on it. The shift Code and Description will appear in the edit window to the right. These fields cannot be edited.

4. To use the default lead time indicated in System Preferences, check the Use default lead time box.

5. If a lead time other than the default one is desired, leave the checkbox empty and enter the desired number of minutes for the unique Lead time using the picklist.

6. Click the save button after each edit.


Stat. Holidays

The Stat Holiday screen is used to define the timing of additional premiums which are to be paid if an employee works on a day that is set up in Payroll Manager as a statutory holiday. You can define the exact start and end times for premium calculations for each holiday, or indicate that the premium applies to the entire day.

While the start and end times are maintained in TA Manager, any changes to Stat. Holidays themselves would be done in Payroll Manager. TA Manager simply reads the existing list of dates from the Payroll Manager set up table.

To assign timings for a Stat. Holiday:

1. Open the Stat. Holidays window. A list of the existing holidays will be displayed.

2. If needed, use additional search features (starts with, contains, ends with), type in value, and press the Find button.

3. Highlight the holiday in the grid by clicking on it. The shift Holiday and Date will appear in the edit window to the right. These fields cannot be edited.

4. Choose one of the Options to indicate how the premiums will be applied to the day:

a. Entire day – any time clocked at all on that day will be eligible for premiums.

b. Starts at – enter the starting time for the premium if it applies only to the latter portion of the day.

c. Ends at – enter the time at which the premium would stop if it applies only to the beginning portion of the day.

5. Click the save button after each edit.

Clock In Accumulators

TA Terminal allows employee to clock in using regular time or a variety of other pre-set pay codes such as overtime, on call, etc.

The Clock In Accumulators screen is where you indicate which codes will be available to the employees when clocking in. Accumulators of types H, P, L, C, U, and O are presented for consideration.

To select the Clock In Accumulators:

1. Open the Clock In Accumulators window.

2. Move the desired accumulators back and forth as needed between Available and

Selected using the arrow keys. Use Control click to access multiple accumulators that are not side by side, or Shift click to access a cluster of codes that appear together.


3. Specify the most often-used accumulator in the Default Accumulator field. This code will appear at the top of the TA Terminal picklist so that employees will only have to choose a code if it differs from this one. Typically sites would choose Regular Hours as the default.

4. Click the save button once the desired accumulators appear on the Selected side.

Tip: To increase efficiency when adding new accumulators to the Payroll system, the accumulator set up screen also contains a checkbox that reads back to the Clock In Accumulators screen. New and existing codes can be selected or deselected from either screen. This will enable Payroll staff to proactively set the TA choices when a new code is created after the initial setup has been completed.

Absence Accumulators

TA Administration contains a screen which allows the Administrative Users the option to record absences to complement the clock in/out activity of employees at work.

Note that while the Absence screen was intended for recording time away from work that could not be entered via TA Terminal, it can also be used to record other items such as On Call, etc. Keep in mind that premiums are not attached to entries that originate in the Absence screen because start and end times are not recorded for such entries.

The Absence Accumulators screen is where you indicate which codes will be available to the Administrators when logging absences. Accumulators of types H, P, L, C, U, and O are presented for consideration.

To select the Absence Accumulators:

1. Open the Absence Accumulators window.




Tip: To increase efficiency when adding new accumulators to the Payroll system, the accumulator set up screen also contains a checkbox that reads back to the Absence Accumulators screen. New and existing codes can be selected or deselected from either screen. This will enable Payroll staff to proactively set the TA choices when a new code is created after the initial setup has been completed.


Overtime Accumulators

For sites who wish to build rule-based Overtime Premiums, it is necessary to indicate which types of hours worked will be considered when evaluating the minimum hours trigger. For example, perhaps Regular Worked Hours are considered for the weekly hours trigger, but Paid Time Off is disregarded.

The Overtime Accumulators screen is where you indicate which codes will be tallied up to measure against the daily, weekly or pay period thresholds to trigger overtime premium. Accumulators of types H and U are presented for consideration.

Note that this list is related only to the trigger of overtime. If a blended overtime rate is in place, the list of accumulators that affect the blended rate would be entered elsewhere.

To select the Overtime Accumulators:

4. Open the Overtime Accumulators window.




Tip: To increase efficiency when adding new accumulators to the Payroll system, the accumulator set up screen also contains a checkbox that reads back to the Overtime Accumulators screen. New and existing codes can be selected or deselected from either screen. This will enable Payroll staff to proactively set the TA choices when a new code is created after the initial setup has been completed.

Badges

Badge Rules Definition

There are a variety of badge numbering schemes that are supported within TA Manager:

Employees can be assigned their existing employee number as a badge number.

Employees can be assigned a sequential badge number that is unrelated to their employee number.

Employees can be given a manual badge number assignment. This might be used with pre-numbered badge cards where you simply record the badge card number that has been given to the employee.


Depending on site preference, one of the following procedures would be used.

To use employee number as the employee badge number:

1. Open the Badge Rules Definition window.

2. Select the checkbox Employee Number as Badge Code

Note: Max. length and formatting settings are disabled as employee number naming

convention is used.

Figure 2: View of the Badge Rules Definition page with employee number option.

To enable sequential numbering scheme:


2. Select the checkbox Automatic Assignment of Next Number. Leave other boxes unchecked if you only want a next number assigned.

3. Choose a maximum length of for your badge numbers.

4. Select Prefix Numeric Badge with 0’s if you want your badge number to be padded with leading zeros (up to the maximum length you have chosen).

5. Choose a starting value that you would like the next number to increment from. The starting value must be higher than any existing badge code in the system.


6. If you have no existing badge numbers in the system you can choose to begin from zero.

Note: Badge formatting is defaulted as numeric, as a sequential numbering schema does not support alpha characters.

Figure 3: View of the Badge Rules Definition page with automatic assignment option.

To enable manual badge assignment:


2. Select the checkbox Manual Badge Assignment.

Note: You may also select to allow automatic numbering and use employee number as

the badge code if all options are allowed.

3. Choose a maximum length for your badge numbers.

4. Select Alphanumeric if you will allow alpha characters in the badge number.


Figure 4: View of the Badge Rules Definition page with manual assignment options.

Badge Assignment

Once the Badge Rules have been established, badge numbers can be assigned to existing employees to allow them to use TA Terminal for clocking in and out.

To find an employee record that needs a badge number assigned:

1. Open the Badge Assignment window.

2. Type in the employee number, first name or last name and press the Find button.

3. Use additional search features (starts with, contains, ends with), type in value, and press the Find button.

4. Highlight the record(s) in the grid by clicking, or mark Select all to highlight all records in the grid.

Tip: Use your Shift and Ctrl keys for multiple selections if you are using the automatic assignment. Manual assignment must be done individually.

Automatic assignment of badge numbers using Employee Number:

1. With record(s) selected press Use Emp No button.

2. The employee record(s) will be assigned a badge number identical to the employee number(s).


Automatic assignment of badge numbers using Sequential Value:

1. With record(s) selected press Next Number button.

2. The employee record(s) will be assigned the next available badge number(s) as per the Greatest Badge Assigned value field on the Badge Rules Definition window, incremented by one.

Manual assignment of employee badge numbers:

1. With employee record selected enter the value you would like to use for the employee badge number.

2. Press Assign.

Note: Special charaters and spaces are not allowed. Alpha charaters may be allowed

depending on your setup in the Badge Rules Definition window.

Note: The system will not allow duplicate badge numbers.

Lunch Deductions

Lunch Deductions can be set up to automatically deduct a predetermined number of minutes for an employee’s meal break, without the employee clocking out and back in to log the time away.

Rules surrounding the number of minutes to deduct, as well as the minimum shift length to apply deductions to are set up, and the appropriate rule can be applied to employee group codes, with specific employee overrides used to handle exception cases.

If your site has a policy that requires employees to clock out during break times, then there is no need to configure any automatic lunch deductions.

Lunch Deduction Rules

To setup system to automatically calculate lunch deductions:

1. Click on the Lunch Deduction Rules button. Any existing rules will be displayed on the navigator.

2. Click the icon to add a new rule.

3. Enter a Code and Description for the lunch deduction rule.

Note: Codes can be up to 10 characters long and alphanumeric. Descriptions can

contain up to 100 characters.


4. Select the duration for the lunch deduction amount using the hours and minutes selection boxes in the Amount to deduct fields.

5. Use the Work times grid to control the triggers for the deduction.

a. The Work at least fields indicate the hours and/or minutes that must be worked before the initial deduction is taken. The For the first/next hours and minutes are used to indicate if a second deduction might be needed for longer shifts.

For example, if shifts over 5 hours receive a 30 minute deduction, then you might set it up to work at least 5 hours for the first/next 8 hours.

b. Click the Add button to insert the hours and minutes data into the grid.

c. Repeat steps a and b if additional entries are required.

Note: The Work Times grid can accept multiple entries to manage complex

deductions that depend on overall length of shift.

6. Choose whether the deduction will be taken from total clocked time or for each individual session.

7. If total clocked time, select whether time gaps between sessions will be considered in the deduction calculation. If so, select the hours and minutes to indicate the maximum duration for the gap.

8. If needed, enter a range of time where the lunch deduction does not apply. This may come into play for night shifts where no relief is available and staff do not receive meal breaks.

9. Select Default Lunch deduction rule if this rule will be used for all employees by default.

Note: Overrides for the default rule can be made by labor distribution groups or

individual employee levels.

10. Click the save button.


Figure 5: View of Lunch Deduction Rules window.

Lunch Rules Assignment

Setting Default Rules for a Group

To set up groups for automatic lunch deduction:

1. Click on the Lunch Rules Assignments button. A list of groups will be displayed along with the rule that has been assigned to each one. If needed, use search features (starts with, contains, ends with), type in value, and press the Find button to find the desired group.

2. Click to highlight the group to assign a lunch rule to. The details will appear on the right hand side.

3. Make a selection as to which rule applies:

a. Click the Use the default rule checkbox if the lunch deduction rule that was specified as the default applies to the selected group.

b. Or, click on the Group deduction rule dropdown arrow to find a lunch deduction rule for this group.

4. Click the save button. The default has now been defined for the group.

5. If required, continue on to set up individual overrides for exception employees.


Setting Individual Employee Overrides

To set up exceptions for individual employees:

1. Click on the Lunch Rules Assignments button. A list of groups will be displayed along with the rule that has been assigned to each one. If needed, use search features and press the Find button to find the desired group.

2. Click to highlight the group to which the exception employee(s) belong. The details will appear on the right hand side and all employees belonging to the selected group will appear in the lower grid.

3. Use the search features to locate the desired exception employee(s) and click to select the employee(s) for which an override is to be applied.

Tip: Use Shift + Click or Control + Click to select multiple employees at once. Select the Clear all employee overrides if you wish to remove all existing overrides for employees in this group.

4. Use the Select deduction rule picklist to choose the exception rule that applies.

5. Click Apply to register the new rule. The override rule will now appear in the Rule column of the employee listing.


Figure 6: View of Lunch Rules Assignment window.


Time Adjustments

Time Adjustments are used in conjunction with Standard Shifts to control how much forgiveness there is for late and/or early clock actions at the beginning and end of a shift. Variances that fall within the adjustment window are ignored, resulting in the employee being paid for the expected length of shift. However, if the Time Adjustment value is exceeded, the employee will be paid the actual worked time, whether that is higher or lower than expected.

If the Time Adjustment rule is set to allow for up to 15 minutes across the entire shift, any clock activity that results in a duration that is within 15 minutes of the expected duration will be treated as if it happened exactly on time. Each sit designates its own threshold when the Time Adjustment rules are built.

For example, an employee who normally works 8-4:30 clocks in at 8:05 and out at 4:22 Assuming that lunch deductions are standard, the employee has worked 13 minutes less than expected. If the Time Adjustment threshold is set for 15 minutes, then this would be considered close enough and the employee would receive a positive Time Adjustment to bring the total hours up to a full day’s pay. However, if the Time Adjustment threshold is set for 10 minutes, then this employee has exceeded the allowable variance and would have the actual worked time recorded.

In the opposite scenario, consider an employee who normally works 8-4:30 but today arrives at 7:55 and leaves at 4:38. With a 15 minute Time Adjustment rule, the system would adjust the total time down by 13 minutes to result in a normal day’s wages. If the rule was set for 10 minutes, then the employee would have exceeded it and would receive the actual time worked, which is 13 minutes more than usual.

Tip: Do not confuse Time Adjustments with Clock Rounding. Clock Rounding relates to the actual clock in/out times that are recorded, while Time Adjustments affect only the overall duration of the entry.

Time Adjustment Rules

To set up time adjustment rules:

1. Open the Time Adjustment Rules window.

2. Click the add button.

3. Type in the Code and Description.

4. Select whether this rule will be applied daily, weekly, or for the total pay period time. The resulting Time Adjustment (if any) will be applied to the final clock record within that day/week/pay period, depending on the option selected.

5. Using the dropdown arrows, choose a maximum amount of time that the system will adjust to bring the employee toward the expected hours of work. Variances within this threshold will be eliminated using Time Adjustments, while variances greater than this threshold will be left intact and result in the employee receiving actual worked time that differs from the expected value.


6. Check the “Default time adjustment rule” if this rule will be used as the default in your setup.


Figure 7: View of Time Adjustment Rules window.

Time Adjustment Rules Assignment

To assign time rules to specific labor distribution codes:

1. Open the Time Rules Assignment window. If needed, use the search criteria to locate the desired cost center.

2. Highlight the desired code which will populate the list of employees assigned to that code on the right hand grid.

3. If the code uses the default Time Adjustment Rule, click the Use default rule checkbox. Otherwise, use the dropdown field for Time adjustment rule to select a specific rule for the labor distribution group.

4. Click the save button. The selected rule will be reflected on the left hand side of the navigator.


1. Click on the Time Rules Assignments window. A list of labor distribution codes will be displayed along with the rule that has been assigned to each one. If needed, use search features (starts with, contains, ends with), type in value, and press the Find button to find the desired code.


2. Click to highlight the cost center to which the exception employee(s) belong. The details will appear on the right hand side and all employees belonging to the selected code will appear in the lower grid.



4. Use the Select rule override picklist to choose the exception rule that applies.



Figure 8: View of the Time Rules Assignment window.


Differentials

Differentials are additional premiums that are paid to employees for working during certain times of day or on certain days of the week. Sites configure their own rules for generating this premium pay, and the resulting codes are automatically imported into Payroll Timesheets along with the regular clock in/out activity.

The exact rules differ from site to site, and the specific thresholds are fully configurable, but some common examples include:

night premium when working between midnight and 7 am

afternoon premium when working from 4pm to midnight

weekend premium for shifts worked on Saturday or Sunday

holiday premium when working on a holiday such as New Year’s Day

Differential Rules

To set up differential rules:

1. Open the Differential Rules window. A list of any pre-existing rules will be shown.



4. Select which option is to be used when applying the rule:

Record (entire shift)

Individual clock-in/out sessions.

5. Indicate which method will be used when applying the rule:

Hours Worked. Indicate the minimum number of minutes that must be worked in order for the rule to be activated.

Start Time

Biggest part of time entry

6. Set up the Shift differentials accumulators:

a. Use the picklist next to the New differential field to select the accumulator that matches the differential to be added. For example, Evening Premium Hours or Night Premium Hours.

b. Enter the start and end time of the premium eligibility in the From and Until time fields.

c. Click Add to insert this new record into the Shift Differentials grid.


d. Repeat steps a-c as needed until all Differentials have been entered.

e. Use the Move Up and Move Down buttons to reorder the premiums within the grid if necessary.

7. Set up the Weekend differential Accumulator if the rule includes Weekend Premium:

a. Use the picklist to choose the accumulator that corresponds to the Weekend Premium Hours.

b. Enter the definition of weekend for this rule by choosing a day of week and start/end time from the relevant picklists. For example, a weekend might be defined as starting on Friday at 3pm and ending on Monday at 7am.

8. Set up the Statutory holidays accumulator if the rule includes Statutory Holiday Premium. Select the accumulator from the picklist that corresponds to the premium portion of the shift if it is worked on a holiday.


Differential Rules Assignment

To assign differential rules to group codes:

1. Open the Differential Rules Assignment window. If needed, use the search criteria to locate the desired group code.

2. Highlight the desired group code(s). To select multiple groups at once, click the checkbox to add/remove the selected checkmark.

3. Use the dropdown field for Differential rule to select a specific rule for the chosen group code(s).

4. Click the Apply button to register the rule and save the new association. The rule will now appear in the Diff. Rule column in the main grid.

Floating Options

Floating options can be used to set up pre-validated combinations of position codes and cost centers, which in turn affect the options presented to employees during the clock in/out screen of TA Terminal.

For example, a nurse may occasionally float into multiple cost centers, and as such you may want to allow that position to choose any one of several cost centers upon clocking in. A housekeeper, on the other hand, might always be coded to the same cost center and therefore would not need the extra overhead of having to select a cost center upon clocking in.

Note: Allow Floating must be enabled in System Preferences in order for these

combinations to be visible to employees at TA Terminal.


Tip: Do not confuse Floating with Alternate Capacities. If an employee is already set up with an Alternate Capacity for all positions he/she might work in, then Floating is not needed. Floating enables an employee to choose a different cost center while still working in his/her main position.

Positions and Labor Distributions

To set up associated position and labor code combinations:

1. Open the Positions and Labor Distributions window, and click Find on the Current Options tab to see the combinations that have already been registered.

2. Click the New options tab to set up additional combinations.

3. Select the Position(s) to use in the combination:

a. Press Find on the Positions side of the upper grid to view all Position codes, or use the search criteria to find a code.

b. Select multiple codes by using selected checkbox next to the code. Click again to unselect if needed.

4. Select the Labor Distribution(s) to use in the combination:

a. Press Find on the Labor Distributions side of the upper grid to view all cost centers codes, or use the search criteria to find a code.

b. Select multiple codes by using selected checkbox next to the code. Click again to unselect if needed.

5. Press Combine Positions and Labor Codes to add the selected combinations to the working grid at the bottom of the screen.

6. Repeat steps 3-5 to insert additional combinations.


To delete floating combinations:

1. Open the Positions and Labor Distributions window, and click Find on the Current Options tab to see the combinations that have already been registered.

2. Click to highlight the combination that is no longer desired. Use the selection box to check multiple lines at once. Click again to remove the checkmark (deselect the line) if needed.

3. Press the Delete button at the bottom of the screen. The proposed deletions will be displayed in red font until they have been finalized.

4. Click the save button to finalize the deletion.


Employees

To set up floating for employees:

1. Within the Floating Options tab open the Employees window.

2. Press Find to select all employees, or use the search criteria to find an employee.

3. By default, all employees are initially set with a Float Permission of Not Allowed.

4. Click to select the employee to set alternate permissions. Select multiple employees by clicking the Select box next to the employee number. Deselect employees by clicking a second time and removing the checkmark.

5. Use the Float Permission picklist to select the desired status:

a. Allowed will enable the employee to choose any cost center that is pre-configured for his/her position code upon clocking in with TA Terminal.

b. Not allowed will prevent the employee from overriding the cost center when he/she clocks in. The employee will only be offered the option to clock in to the cost center that is contained in his/her job screen in Employee Manager.

6. Press Apply to update the float permission status for the selected employee(s). The grid will reflect your recent change.

7. Click the save button to finalize the change.

Workstations

If the global option to enforce clock operation permissions is activated in System Preferences, then employees will only be permitted to clock in and out from workstations that have been pre-registered in the Workstations screen.

Note: Enforce clock operations permissions must be enabled in System Preferences in order for the workstation registration to be relevant. If permissions are not enforced, then employees can clock in/out from any PC that has access to TA Terminal.

Workstation Setup

To register workstations for use with TA Terminal:

1. Open the Workstations window on the Workstations tab. A list of registered workstations will be displayed.

2. Click the add button to register a new workstation.

3. Use the Description field to identify the PC. For example, Main Reception Desk or Nursing Station 12a.


4. Type in the IP address.

5. Select whether this workstation will be used to clock time by clicking the Clock operations allowed checkbox.

6. Select the appropriate Time zone for that PC from the picklist provided.

7. Click the save button to finalize the new workstation.

User Administration

Maintenance Reasons

The User Administration module contains a screen where Timekeepers audit and correct employee time entries.

When the Timekeeper edits an existing entry or creates a proxy clock activity on behalf of an employee, the Timekeeper can assign a Reason Code to the action to explain why it was done. If desired, certain reasons can be flagged as requiring a Comment which further explains the need for the Timekeeper’s intervention. Comments are otherwise optional.

To set up Maintenance Reasons:

1. Within the User Administration tab open the Maintenance Reasons window. Any existing reasons will be displayed on the navigator.

2. Click the Add button ,

3. Enter a Code for the new reason. You can use up to 10 alphanumeric characters in the code. Eg. MCI

4. Enter a Description for the new reason. Eg Missed Clock In

5. If this reason is always to be further explained using the comments field, click Requires user to provide additional details. Whenever this reason is attached to an edit, the Timekeeper will be prompted to explain in further detail.

6. Click the Save button to save the new entry.

Labor Distribution User Access Rights

The User Administration module is designed to allow key timekeepers access to clock records so that they can review and/or modify them on behalf of employees. The Labor Distribution User Access Rights screen allows you to set up rights for each user in terms of which cost centers they are permitted to view and/or modify.

Rights can be updated by adding new Labor Distribution codes to a user profile, editing existing ones, or removing them from the user profile.


Tip: The user listing has been filtered for your convenience. You are only presented with Active users who have rights to run the Time and Attendance modules. An option to expand the listing to include all users from Security Manager can be used to search for a user if they do not initially appear in the list. However, it is recommended that the Show All box be left unchecked unless the expanded

search is required. The shorter list will be easier to manage.

Types of Users:

For the purpose of this user guide, we define two types of users:

1) Timekeepers – these users can access one or more labor distribution codes and look after a set of employees within the organization.

2) SuperUsers – these users are typically HR or Payroll staff members that have full access to all employees within the organization.

Assigning Rights for a Timekeeper:

To assign rights for a Timekeeper:

1. Within the User Administration tab, open the Lbr. Dst. User Access Rights window. A list of all active Time and Attendance users will be displayed.

Note: The users themselves are set up in Security Manager. If a desired user does not appear on the list, click the Show All button to expand the listing to include inactive users and those who do not have rights to Time and Attendance. If you still do not see the desired user, contact your IT Department to set up the additional user in Security Manager before proceeding.

2. Click on the desired User to select it. If needed, use the search criteria to locate a specific user. A grid will be presented to the right hand side listing all Labor Distribution Codes for your site. Any that are already attached to the user will appear at the top of the grid, with the remaining codes listed below.

3. Review the checkboxes to determine the rights that the user has been given.

4. Adjust the checkbox settings to indicate the user’s rights within the various Labor Distribution code(s).

a. Time Records:

i. Check the View checkbox to allow the user to see time records and hours banks for employees who belong to this cost center (but not edit them).

ii. Check the Modify checkbox to allow the user to view AND edit records coded to employees who belong to this cost center.


Note: The Modify option automatically enables the View option. It is assumed that a

user with Modify rights can also View the relevant entries.

b. Float Time Records:

i. Check the View checkbox to allow the user to see records coded to this cost center (even if that is not the employee’s regular cost center) but not edit them.

ii. Check the Modify checkbox to allow the user to view AND edit records coded to this cost center (even if that is not the employee’s regular cost center).

Note: The Modify option automatically enables the View option. It is assumed that a

user with Modify rights can also View the relevant entries.

c. Lock/unlock pay period - Check the Allowed checkbox to enable the user to lock the pay period and prevent further time from being coded to this cost center.

Tip: The first checkbox in the grid will apply checkmarks to all options within that selected row. You can quickly assign full rights to multiple Labor Distributions Codes by using this checkbox rather than the individual column checkboxes.

5. Click the save button to finalize the changes.

6. If desired, re-select the same user on the left hand side to confirm that that changes have been made.

Assigning Rights for a Super-User:

To assign rights for a Super-User:

1. Within the User Administration tab, open the Lbr. Dst. User Access Rights window. A list of all active Time and Attendance users will be displayed.

Note: The users themselves are set up in Security Manager. If a desired user does not appear on the list, click the Show All button to expand the listing to include inactive users and those who do not have rights to Time and Attendance. If you still do not see the desired user, contact your IT Department to set up the additional user in Security Manager before proceeding.

2. Click on the desired User to select it. If needed, use the search criteria to locate a specific user. A grid will be presented to the right hand side listing all Labor Distribution Codes for your site. Any that are already attached to the user will appear at the top of the grid, with the remaining codes listed below.


3. If the user is to be granted full rights to all Labor Distribution Codes, then it is not necessary to select them all and insert checkmarks in any of the grid’s columns. Instead, simply insert a checkmark into the All Rights checkbox to indicate that all entries are fully available to this user. Keep in mind that a Super-User will have access to all Labor Distribution Codes, and will be treated as if every column has been checked off in the grid, including:

a. Time Records: View and Modify time records and hours banks for employees who belong to this cost center.

b. Float Time Records: View and Modify records coded to this cost center (even if that is not the employee’s regular cost center).).

c. Lock/unlock pay period: Lock the pay period and prevent further time from being coded to this cost center.

4. Click the save button to finalize the super-user status for the selected user.

5. If desired, re-select the same user on the left hand side to confirm that that changes have been made. The grid should appear greyed out and all checkmarks will be inserted automatically.

Overtime

Many sites have collective agreements or internal policies that govern if and when overtime premiums are paid. Other sites follow the local labor laws in this regard. Either way, rules-based logic can be built into Time & Attendance to automatically insert overtime premiums when warranted.

Overtime can be triggered by a number of factors, including:

Hours worked in a single day

Cumulative hours within a week or pay period

Overtime Rules

To set up overtime rules:

1. Open the Overtime Rules window. A list of any pre-existing rules will be shown.



4. Specify the Overtime Rule Detail:

Enter the Max hours per day, after which overtime premium will apply. For example, enter 8.00 if overtime is paid on any hours beyond 8 per day.


Select the Max hours per week or Max hours per pay period and enter the trigger hours beyond which overtime will be generated. For example, 40 per week or 80 per pay period.

5. Use the picklist to select the Premium accumulator. Generally, this premium will be paid in addition to the regular time that was clocked in when the overtime was generated.

6. If this is the rule that applies to the majority of your staff, click the Default overtime rule checkbox.


Overtime Rules Assignment


To assign overtime rules to group codes:

1. Open the Overtime Rules Assignment window. If needed, use the search criteria to locate the desired group code.

2. Highlight the desired group code. Its overtime rule will be listed in the right hand side along with a list of employees who belong to that group code.

3. If the group uses the default overtime rule, then click the Use default rule box. Otherwise, use the dropdown field for Group overtime rule to select a specific rule.





1. Click on the Overtime Rules Assignments button. A list of groups will be displayed along with the rule that has been assigned to each one. If needed, use search features (starts with, contains, ends with), type in value, and press the Find button to find the desired group.








Salary

Often sites have some employees who work a predictable standard number of hours each day, and do not wish to require that these employees clock in and out to populate the entries. In such cases, the Salary feature can be used to automatically populate daily entries for employees according to pre-set rules.

This feature provides specified employees the freedom of not having to clock in and out daily, while still producing daily records for payroll to ensure proper fiscal period allocation of each day’s expenses.

Salary Rules

To set up salary rules:

1. Open the Salary Rules window. A list of any pre-existing rules will be shown.



4. Select the Hours accumulator that will be used for the salary entries. Typically this would be Regular Worked Hours but could vary in special circumstances. You can select any accumulator that is already set up as a Clock In Accumulator. If the code that you want is not available, then add it to the Clock In Accumulators screen on the Global tab and then complete the Salary Rule.

5. Specify the Daily Hours associated with this rule. Each day of the week has its own field so that you can establish the pre-set entries. For example, a typical rule might have 8 hours in each of Monday to Friday, with Saturday and Sunday blank. A compressed workweek rule might have 10 hours on 4 days of the week, with the remaining 3 days left empty.

6. If this is the rule that applies to the majority of your staff, click the Default salary rule checkbox.



Salary Rules Assignment


To assign salary rules to group codes:

1. Open the Salary Rules Assignment window. If needed, use the search criteria to locate the desired group code.

2. Highlight the desired group code by clicking on it. Its rule will be listed in the right hand side along with a list of employees who belong to that group code.

3. If the group uses the default rule, then click the Use default rule box. Otherwise, use the dropdown field for Group salary rule to select a specific rule. Keep in mind that not all group codes will need a salary rule.





1. Click on the Salary Rules Assignments button. A list of groups will be displayed along with the rule that has been assigned to each one. If needed, use search features (starts with, contains, ends with), type in value, and press the Find button to find the desired group.








Contact Us

Questions and Support

If you have any questions or concerns, please e-mail a Client Services Analyst at [email protected]. We will be pleased to assist you.

What Are Your Thoughts?

If you have any suggestions for how we can improve this document, please send them to [email protected] with the subject line Feedback – Time and Attendance User Guide. Your feedback assists us in better serving you.

v1.4 (January 2015). All rights reserved. ORMED MIS™, ORMED X®, and ORMED X Easy Pay™ are trademarks of Ormed Information Systems Ltd. All other trademarks are the property of their rightful owners.

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USER GUIDE Time and Attendance Manager and Attendance...Import captured time, absences and premiums...

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