Time & Attendance SoftTIME OnLine

1. Time & Attendance SoftTIME OnLine Will someone please help me?

2. What you need to know The SoftTime Online system is not fail-proof and the people who enter information into the system are not infallible. The information in the system is information that was entered by you or your supervisor, as well as information that was entered by our Admin staff. Our staff is extremely capable. We make every effort to keep accurate records.

3. All problems can be fixed! Unfortunately, there may be times when you discover that data entered into your record is not accurate. This does not mean that the SoftTime Online System is not working. It simply means that somewhere along the line, data was entered incorrectly. We are happy to work with you to correct errors. An email or phone call may be all we need to remedy the problem. If not, we will meet with you and go over the information together.

4. General Information Earned time is calculated at the end of the month. However, you are earning time throughout the month. Example: You earn 12 hours of sick leave per month which is earned at a rate of approximately 0.40 hours per day. By mid month you have earned 6 hours, by end of month you have earned 12 hours. Even though it is not calculated in the system until the end of the month, it is available for you to use. If you are concerned that you are running out of time, Payroll will be able to help you calculate actual hours earned to date. Help me Elaine!

5. Back-Up Documents • It is not necessary, but if you are concerned about the SoftTime Online system ‘losing’ your requests or erasing your data or miscalculating your leave, you may continue to complete a Time & Attendance Sheet for your records only, which can be referred to in the event an error is discovered in the Online system. • We will be happy to compare the Online system with your records when you come to us with questions. This says I was sick but I wasn’t sick! I wasn’t late this day!

6. Requesting a Full Day • Choose ‘Leave Request’ • Choose ‘New’ • Choose appropriate Icon (Sick or Annual or RST) and click on the date you are requesting. See next slide for information regarding Family Sick Leave. • Press ‘submit’ • Press ‘ok’ • That’s all there is to it!

7. FAMILY SICK LEAVE • There is no Family Sick Leave icon. Employees are permitted to use 40 hours of Family Sick Leave per year, which is taken from your Sick Leave balance. When you are using Family Sick Leave you must inform your supervisor. You and your supervisor should keep careful records to ensure you do not go over 40 hours per year, as there is no way to track it in the system. You should also make a note in the ‘Employee Notes’ section that you are using Family Sick Leave.

8. Requesting a Partial Day • Choose ‘Leave Request’ • Choose ‘New’ • Choose ‘Partial Day’ • Choose ‘Save Request’ • Choose appropriate Icon (Sick or Annual or RST) and click on the date you are requesting. • In the box provided, choose the time that you will be out . Example: 2:00 pm to 4:00 pm • Press ‘Ok’ • Press ‘Submit’ and ‘Ok’ Don’t forget to ‘Save Request’ before proceeding

9. REMEMBER….. • When requesting a partial day or full day, you may ‘name’ your request before submitting it, such as “Dentist Appointment”. You may also type an explanation in ‘Employee Notes’, such as ‘root canal’. • These notes are not necessary, but may be helpful to you in the future. • Remember to type notes before you choose ‘Submit’

10. Two leave requests on the same day • When you make separate requests for a specific day (such as ½ day sick leave and ½ day annual leave), an administrator will need to document the time correctly in the system. • First you submit your requests for approval. • Next, your supervisor approves your requests. Unfortunately, when your supervisor approves your second request, it will override the previous request and will not show on the calendar. Your supervisor will then contact us to correct. No problem. I’ll take care of that for you!

11. Rescheduled Time and Overtime • Overtime/Rescheduled Time is earned if you work more than 40 hours in one week. • BEFORE you earn rescheduled time or overtime, you MUST fill out an Overtime/ Rescheduled Time Request form. • This form is found on the S drive – Go to the AGENCY FORMS folder and then the FREQUENTLY USED FORMS folder. • The form is called Overtime / Rescheduled Time Request.

12. Instructions for RST/OT Request Fill out top section completely! Circle OT or RST Fill out anticipated work schedule. Remember the week begins Saturday at 12:01 AM and ends Friday at midnight. NOTE: For estimated time, type in this form and it will calculate for you. Requires your signature Calculated hours you estimate you will work (required) This form is to be filled out before you work overtime and approved by your supervisor and the Commissioner

13. Things to Remember……. • Circle Overtime Pay or Rescheduled Time at top of form. • Sign your request. Your supervisor and the Commissioner must also sign/approve the request. • Once your Request has been approved and signed, keep it with your records until the week you requested ends. • When the work week ends, recalculate your hours and complete the form with actual hours worked. • Your supervisor must sign the form to approve actual hours worked. • If you earned RST, the form will go to Sheila; if you earned OT pay, the form will go to Elaine.

14. Instructions for RST/OT Form(After you complete work week) How do I do this? If you work 8 hours on a holiday, the 8 hours are straight time. Any hours worked over 8 on a holiday will be counted as overtime/ rescheduled time if total hours worked for the week is more than 40 hours. Subtract 8 hours if there was a holiday during the week (C) The 8 hours will be straight time only (A) Add Hours (B) Subtract 40 (C) Subtract 8 (if holiday) (D) Subtotal (B-C) (E) Subtotal x 1.5 (F) Add holiday hours (G) Total RST or OT Actual hours worked requires approval signature by your supervisor, as well as date approved.

15. Important! • You cannot use Sick Leave or Annual Leave during a week that you earn Rescheduled Time or Overtime. • When you have an RST balance and want time off, do not request annual leave until your RST hours are gone. • You do not have to use your RST hours for sick leave.

16. Rescheduled Time • When your Rescheduled Time sheet is given to Sheila, she will enter the hours earned into the SoftTime Online System. • You will request rescheduled time off through the SoftTime Online System in the same way that you request Sick Leave and Annual Leave. • Your requests will be approved by your supervisor. • You can view your rescheduled hours earned and used as well as your balance by pressing FYI.

17. Overtime Pay • If you were approved for overtime pay, the Overtime Pay Time Sheet must be submitted with the approved RST/OT request sheet. • The Overtime Pay Time Sheet is located on the S drive. Go to the AGENCY FORMS folder and then the FREQUENTLY USED FORMS folder; the form is called OT Pay Sheet. • This form is more detailed than the RST sheet because it requires daily Time In & Time Out as well as daily duties. • Overtime hours are calculated the same way Rescheduled Time is calculated.

18. Overtime Pay Time Sheet Remember the week begins Saturday at 12:01 AM and ends Friday at midnight. Your Name This form is easy to use. Simply copy the information from your RST/OT Request Sheet (actual hours worked and total payroll hours). Include Time In and Out as well as Duties on this form. Add Hours Subtract 40 Subtract 8 (if holiday) Subtotal Subtotal x 1.5 + holiday hours = total OT hours Employee, Supervisor and Director sign. The form is then attached to the Request Sheet and given to Payroll for payment. Note: You cannot use sick or annual leave during a week that you earn overtime.

19. Remember: • Overtime sheets are submitted to Elaine Britt after you have completed your work week and calculated actual hours worked. The sheet must be signed again by your supervisor to approve Actual Hours Worked. • Elaine will process payment which you will receive the following pay period if paperwork has been submitted by end of current pay period. Example: Submit by 15th to receive on the 30th.

20. There is only one more thing to remember…….

21. Calling in Dead when your Leave Runs Out • Calling in dead is strictly prohibited by management UNLESS you submit a coroner's report within three days of expiration (death certificate and/or obituary may be accepted). • All calls to report you are dead MUST be made by you, and will be verified by caller ID with area code 777 (Heaven) or 666 (Hades)

22. Bye-bye!