Manager Self Service

1. Manager Self Service Managers Guide for Using Workforce Online … Published March, 2011 v2

2. Menu

3. Overview Manager Self Service

4. Overview This web-based application will standardize our time and attendance rules across all locations to ensure accurate payroll data and improve efficiency while providing easy access. Standardization

5. Overview As a member of the management team of HealthNow NY, Inc. or Brokerage Concepts, Inc. you are required to adhere to the following in accordance with the Policies set by Human Resources for your Exempt and Non Exempt employees. You can view policies at Policy Central on I-Connect. Manager Role

6. Overview Exempt (salaried) employees are those employees who, based on job duties and responsibilities, are not covered by (i.e., are exempt from) the minimum wage and overtime pay requirements of the Fair Labor Standards Act (FLSA). In order to qualify for the exemption, employees must be paid on a salaried basis, i.e., paid a fixed salary regardless of the number of hours worked, and perform job duties that qualify for the exemption from overtime as a professional, administrative, executive, or other exemption. Exempt Employees

7. Overview Non-Exempt Employees • Non-exempt employees are those employees who are paid on an hourly basis for all hours worked. These employees are subject to the minimum wage and overtime pay provisions of the Fair Labor Standards Act.

8. Responsibilities Manager Self Service 8

9. Responsibilities Managers need to check the Dashboard daily Approve/deny leave requests daily Approve employee time cards the last work day of the pay period Edit Time for Unscheduled Absences and missing punches Enter Absences from the Attendance Line for your employees Note: Company holidays are loaded for all full time employees. Management

10. Responsibilities Ensure Non Exempt Employees punch in at the beginning of each shift and punch out at the end of each shift. A 30 minute unpaid meal break will be automatically deducted from the total elapsed work time for all full time employees. All part time nonexempt employees and temps are required to punch for lunch Ensure that Exempt Employees are active and productive each work week Management, Cont.

11. Responsibilities Management should review records for employees in the cost centers for which they are responsible on a regular basis to ensure accuracy and compliance Initiate disciplinary action when warranted due to failure to utilize the Absence Request workflow and the Attendance Line Note: Time records for all exempt employees are loaded for the entire pay period as soon as the period is available. Management, Cont.

12. Highlights Manager Self Service 12

13. System Questions and Password Help Payroll – payrolldept@healthnow.org Adjustments HR – Employee.services@healthnow.org Help Screens From the side bar menu, there are training videos in the Learning Center Highlights Help Resources 13

14. Highlights Manager Self Services • Time records for all exempt employees are loaded for the entire pay period as soon as the period is available. • There is now a back up level (one level up) of management to approve employee requests and time cards • Managers have to sign off and lock each employee individually once each pay period • No changes can be made after the time card is locked.

15. Highlights Directors and above will have access to Manager self service to manage their staff Managers and Supervisors will have access to Manger self service to review and approve direct reports. They also have access to Employee self service to request time off and approve time card for themselves Employees can no longer edit their own time cards Jury, Bereavement and Military pay can no longer be requested by an employee. Managers must enter these on the time cards. Temps and part time non exempt employees must punch out and in for meal period if one is taken. Manager Self Services, Cont.

16. Manager Self Service Navigation 16

17. Navigation 17 • Quick Clicks • Workforce Online • Login Screen • Side Menu

18. https://healthnow.attendanceondemand.com/operator You should have received your login user name and password by email from “Donotreply@attendanceondemand.com” Contact the Payroll Dept if you did not receive it Change your password immediately after initial login using operations/myaccount Navigation Login Screen 18

19. Navigation Leave Requests Daily Operations Scheduling Interactive Summaries Reports Operations Employee Lists Side Menu 19

20. Manager Self Service Daily Operations 20

21. Daily Operations This will show the number of critical exceptions in red Click on the highlighted area and the employees will come up for you to edit The Dashboard also provides a summary of daily activity and non critical exceptions. Dashboard 21

22. Daily Operations There are 3 critical exceptions that show in red Missing punches Absences Supervisor not signed off Leave requests also show up in red Your goal is to have no red highlights at the close of the pay period Dashboard 22

23. Daily Operations Approve Leave Requests You will receive an email when an employee has requested time with a quick link for log in. Step 1: Click on employee’s name under “Leave Requests” Step 2: Review the employee’s request and balances Step 3: Select approve, deny, or change 23

24. Daily Operations Approve Leave Requests, Cont. Your employee will be emailed with your response, and approved time will show on their Schedule and Time Card. All leave requests for the current pay period and future pay periods must be completed before approving and locking the time card. 24

25. Manager Self Service Time Card Approvals 25

26. Time Card Approvals Time Cards When you select time cards from the side menu, you are able to view the list of employees that report to you with a total for each hour type and total hours for the pay period. 26

27. Time Card Approvals Time Cards, Cont. Choose each individual employee, view the timecard, make any edits as needed, then approve the timecard. Once on an employees time card, navigational tools can be located at the top of the screen. 27

28. Time Card Approvals Time Cards, Cont. When the hours shown on Period Summary are correct, click on “Time Card Not Yet Locked”. This approves and locks the timecard. Once the time card is locked, you can not unlock it and changes can NOT be made. Choose unauthorized TC, current or previous to verify that all approvals are complete 28

29. Manager Self Service Time Card Edits 29

30. Time Card Edits • Adjustments • Add a Punch • Credit Worked Time for “No Lunch Taken“ • Scheduling • Credit / Debit Hours • Notes and Comments • Removed Edits Made In Error • Schedules • Add New Schedules 30

31. Time Card Edits Right click on the date that you need to make adjustments to, then click on Adjustments, and Add a Punch Adjustments: Add A Punch 31

32. Time Card Edits Complete this step for no lunch taken Step 1: Right click on the date that you need to make adjustments to, and select “Credit Worked Time” Credit Worked Time For Lunch Taken 32

33. Time Card Edits Step 2: Select pay lunch amount deducted. Example: Credit Worked Time if a non exempt full time employee did not take a lunch. Credit Worked Time For Lunch Taken, Cont. 33

34. Time Card Edits For Non-Exempt Adjustments will allow additional pay categories, or changes to pay categories currently on the employees’ time cards. Adjustments: Credit/Debit Hours 34

35. Time Card Edits Step 1: Right click on the date that you need to make adjustments to, then click on Adjustments, and Credit/Debit Hours. Adjustments: Credit/Debit Hours 1. 2. 3. 35

36. Time Card Edits Step 2: Enter amount of hours Step 3: Use dropdown on pay designation to choose appropriate pay category Adjustments: Credit/Debit Hours 36

37. Time Card Edits Note: U denotes categories for Union employees HR denotes categories for HR use only Pay Descriptions 37

38. Time Card Edits Nonexempt Employees are paid to their punches Use credit/Debit hours to adjust for any missing time Use appropriate pay category from drop down box To cancel a scheduled PTO day, right click on the date, select scheduling, delete PTO schedule, and then add regular schedule Adjustments: Credit/Debit Hours 38

39. Time Card Edits Exempt Employees are paid their salary on a standard number of their hours These hours are loaded as scheduled hours for the 2 week pay period Half day: change the schedule by right clicking on the end time of the schedule for the day. It should be 8am to noon. Right click on the date, select adjustments, credit/debit hours, add 4 hours and choose the appropriate pay designation from the drop down box. Full day: right click on the hours, select reallocate pay designation hours and choose the appropriate pay designation from the drop down box. To cancel a scheduled PTO day, right click on the schedule, delete the PTO schedule, add regular schedule Adjustments: Credit/Debit Hours 39

40. Time Card Edits Adjustments: Credit/Debit Hours, cont. 40

41. Time Card Edits Adjustments: Credit/Debit Hours 41

42. Time Card Edits Add notes to explain any unusual adjustments. Notes and Comments 42

43. Time Card Edits If you click on the downward arrows you will see an audit trail of all of the edits made You may remove any edits made in error Remove Edits Made In Error 43

44. Time Card Edit Schedules 44

45. Time Card Edits Schedules, Cont. • The current month and next month can be viewed for your staff. • Scheduled benefit hours are available for planning. An employee’s schedule may be changed here if the change is for a few days. • Permanent changes can be done by the Payroll Dept. 45

46. Time Card Edits Right click on the date to select scheduling to “Add New Schedule” You may change a non exempt employee’s schedule here to better accommodate the hours actually worked. There usually is no reason to change an exempt employee’s schedule since 8 hours per day is already preloaded. Add New Schedule 46

47. Manager Self Service Reports 47

48. Reports Managers can review all of the PTO time used or scheduled for an employee by using the drop down pound on the individual time card under benefits. Use the following tabs for more details: PTO-Sched, FLT-Holiday, PTO-Unsche, PTO-FMLA, PTO-LOA The debit balance for all of the PTO categories is the lowest balance of all the categories. PTO-Sched is the most accurate balance of what the employee has left. Floating Holiday has its own balance. Balances 48

49. Reports Reports can be designed for your personal use and stored in “Private Reports”. Shared Reports will show the most commonly used reports. Shared Reports 49

50. Help Manager Self Service 50