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Web Time Administrator Guide - Paylocity

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Revised 04/04/2018

WEB TIME ADMINISTRATOR GUIDE CLIENT RESOURCE

PAYLOCITY.COM

TABLE OF CONTENTS Web Time .............................................................................................................................................. 3 Home .................................................................................................................................................. 14 Employees ......................................................................................................................................... 27 Payroll .............................................................................................................................................. 133 Reports............................................................................................................................................. 151 Web Kiosk Setup ............................................................................................................................. 154 Configuration .................................................................................................................................. 188 Glossary ........................................................................................................................................... 304 Index................................................................................................................................................. 306

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WEB TIME Use Web Time to quickly and easily manage time and attendance. Paylocity Web Time is available 24 hours a day from any Internet connection. Employees may clock in and out, review schedules, review hours, submit timesheets, view vacation, sick, and personal time, and submit time off requests. Administrators and Supervisors manage employee data, approve employee time cards, generate employee schedules, organize company departments, track vacation, sick, and personal time, and generate reports. Users may not have access to all of the options described in this user guide. Each company determines which options are available and each user's security group determines the display of information. In order to maintain confidentiality, employees must contact their Company Administrator with questions. Paylocity is not authorized to speak directly with employees. Actions 

Use the supervisor dashboard or select the menus across the top of the screen to navigate through Web Time.



Use the header shortcuts to access selected screens. Select User Preferences from the Account Profile to customize the display of header shortcuts.



Enter information in the Search field to find specific employees or screens.



Hover over Applications to access Web Pay.



Select User Preferences to customize the display.



Select Log Out to log out of the application.

Multiple Pages of Information If there are multiple pages of information, arrow keys allow users to change pages to view all information. 3



Click the back arrow with an adjacent vertical line to access the first page.



Click the back arrow to access the prior page.



Click the forward arrow to access the next page.



Click the forward arrow with an adjacent vertical line to access the last page.

Use the drop down to select the number of records to display on the page. The default display can be configured in Preferences.

Search Actions  Enter information in the Search field to find specific employees, menu items, or configuration screens. 

Click the applicable item in the list to navigate to the selected screen or employee.

Search for Reports Actions Enter information in the Search field to find specific reports.

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Filters Filter by Date Range  Select the Date Range radio button to filter data by date range. 

Select or enter the start and end dates.



Click the arrow icon adjacent to the calendar to display the date range.



Click Last Week, This Week, or Next Week to display the selected week.

Filter by Pay Period  Select the Pay Period radio button to filter data by pay period. 

Select or enter the date.



Click the arrow icon adjacent to the calendar to display the pay period containing the selected date.



Click Prev, Current, or Next to display the previous pay period, the current pay period, or the next pay period.

Filter by one or more fields such as employee name, cost center, employee group, payroll policy, and salary type. 

Enter or select the required criteria in one or more fields.



Click Search to display the information that matches the criteria.



To save the search, enter a name for the search and click Save.



Users may select a saved search from the drop down.



Depending on company configuration, users may be able to filter borrowed employees in the Time Card Approval and Group Time Card screens.

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Dashboard Filters Filter the supervisor dashboard. Actions  Select options from the applicable drop downs.



Click Apply Filters.

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View the filtered display.



To save the search, enter a name for the search and click Save.



Click the X adjacent to the filter to delete the selected filter.



Click Reset to return to the default display.



Users may select a saved search from the drop down.

Saved Filters Actions  Users may select a saved search from the drop down. 

Select a saved search and click Delete to remove the saved search.



Click the filter icon to display or hide the filter section.



Click Show All to display all information. 7



Click Reset to return to the default display.

User Preferences Actions  Hover over the initials or image in the top right corner of any Web Time page and click User Preferences. 

Select the number of records to display on each page from the Default # of Records per Page drop down.



Select the Date Format.



Select the Time Format.



Select the Duration Format.



Select the Name Format.



Select the header shortcuts from the drop downs. Home is hard coded as Shortcut 1 and cannot be configured.



Select the Default Dashboard via the drop down: Supervisor or Employee.



Click Update to apply the changes and close the window.



Click Cancel to discard any changes and close the window.

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Help Access training documents and videos.

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*In order to maintain confidentiality, employees must contact their Company Administrator with questions. Paylocity is not authorized to speak directly with employees. Telephone support is available from Paylocity’s Support Center Monday through Friday, 7 a.m. - 7 p.m. Central Time, at 888-873-8205. Enter the Company Id and select option #2. Email [email protected] to submit a question. Account Access Visit the Administrator Training Documents page within the Web Time module to access the Web Time Administrator Login, Web Time Employee Login, and Web Time Registration PDF documents.

Login Page Help Actions 1. Click the information icon (i) next to Company ID or Help at the bottom of the page to open the Help drawer for additional login assistance. Click Close to close the drawer. 2. Click Need Help? within the Company ID and Username fields for assistance with retrieving your user account information. 

Populate all the required fields, click into the box next to I’m not a robot, and click Send One-Time Passcode. *If you do not have a user account, or have multiple user accounts, this retrieval method will not work.



Enter the one-time passcode and answer the challenge question as applicable.



Click Continue to navigate back to the main login page. The Company ID and Username fields will be populated with your user account information.

3. Click Privacy Policy to review the Privacy Policy drawer. Click Close to close the drawer. 4. Click Supported Browsers to view the supported browsers via the drawer. Click Close to close the drawer. 5. From a mobile device, tap on the Apple or Google Play icons to navigate to the respective app store to download the Paylocity Mobile Application (App). 

Paylocity Mobile is required to be enabled for the company you are assigned to for use of the app.

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Required Fields All fields with a green bullet adjacent to the field are required and must be populated in order to save information in the screen.

Feedback Quickly provide any feedback on user experience within a page.

Actions 1. Click Feedback from near the top right of any page.



If immediate assistance is required for a specific operation, please contact your dedicated Account Manager as normal. Click the link within the window to be directed to the Contact page on Paylocity.com.

2. Click the thumbs up or thumbs down icons to offer a reaction to the page.

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3. In the text field, input any feedback. 4. Click Submit to send the feedback.

What's New? Provides information on new features or updates for specific pages.

Actions 1. Click What's New? from near the top right of applicable pages for a page to slide out on the existing page. 

An orange dot indicates that there have been updates made to the page being viewed.



Once the button is clicked with the orange dot, the dot will disappear. The content and button, however, will remain to refer back to.

2. Depending on the content, a description with images, links to additional resources or a tour of the changes may appear to communicate any updates.

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Important Notes 

Pages which do not have any new features or updates will not have a What's New? button.

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HOME Visit the Administrator Training Documents page within the Web Time module to access the Web Time Employee Guide PDF for information regarding the employee features available in Web Time. Supervisor Dashboard Description Monitor and respond to critical time and labor events. Actions  Select Insights to view Total Hours By Pay Type, Scheduled vs Actual, or Status Board Totals. 

Select My Employees to view the current status of each employee.



Select Missed Punches to view employees with missing punches.



Select Pending Time Off Requests to view, approve, or deny pending time off requests.



Select Attendance Exceptions to view the number of tardy and absence exceptions for employees with generated schedules. *Not available if Attendance Points are enabled.



If Attendance Points are enabled, click on the number to view any attendance point occurrences in the selected timeframe. *Not available if Attendance Exceptions are enabled.



Select Dashboard Settings to configure the number of days to display for attendance exceptions and default chart to appear on the Home screen.



Select Invalid Terminal Punches to view the invalid terminal punches.



Filter the display of employees.

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Scheduled vs Actual Description View scheduled hours compared to actual hours worked for the past 7 days. Select Scheduled or Actual for the chart to only reflect one category. Actions  Select Insights to view Total Hours By Pay Type, Scheduled vs Actual, or Status Board Totals. 

Select My Employees to view the current status of each employee.



Select Missed Punches to view employees with missing punches.



Select Pending Time Off Requests to view, approve, or deny pending time off requests.



Select Attendance Exceptions to view the number of tardy and absence exceptions for employees with generated schedules.



Select Dashboard Settings to configure the number of days to display for attendance exceptions and default chart to appear on the Home screen.



Select Invalid Terminal Punches to view the invalid terminal punches.



Filter the display of employees.

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Dashboard Settings Configure the number of days to display for attendance exceptions and default chart to appear on the Home screen. Actions  Enter or select the number of days of history to display from 1-28. 

Select the default chart to appear on the Home screen.



Click Save to apply the selections.



Click Cancel to discard any changes.



Select Insights to view Total Hours By Pay Type, Scheduled vs Actual, or Status Board Totals.



Select My Employees to view the current status of each employee.



Select Missed Punches to view employees with missing punches.



Select Pending Time Off Requests to view, approve, or deny pending time off requests.



Select Attendance Exceptions to view the number of tardy and absence exceptions for employees with generated schedules.



Select Invalid Terminal Punches to view the invalid terminal punches.



Filter the display of employees.

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Status Board Totals Description View recent activity. Click View Status Board to view specific employee details. Actions  Select Insights to view Total Hours By Pay Type, Scheduled vs Actual, or Status Board Totals. 

Select My Employees to view the current status of each employee.



Select Missed Punches to view employees with missing punches.



Select Pending Time Off Requests to view, approve, or deny pending time off requests.



Select Attendance Exceptions to view the number of tardy and absence exceptions for employees with generated schedules.



Select Invalid Terminal Punches to view the invalid terminal punches.



Select Dashboard Settings to configure the number of days to display for attendance exceptions and default chart to appear on the Home screen.



Filter the display of employees.

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Status Board Display the number of employees in each status. Actions  Click the employee name link to access the employee time card. 

Filter the display of employees.



Click the applicable column header to sort by the selected column.

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My Employees Description Display the current status of each employee. The Pay Type column displays the non-work pay type used when employees are using benefit time. Actions  Click the employee name link to access the employee time card. 

Filter the display of employees.



Click View Status Board to view specific employee details.

Missed Punches Description Display employees with missing punches. Actions  Click the Employee name link to access the employee time card to fix a missing punch. 

Filter the display of employees.



Click the applicable column header to sort by the selected column.

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Pending Time Off Requests Description View, approve, or deny pending time off requests. Actions  Check the box adjacent to the applicable time off request and click Approve Selected or Deny Selected to approve or deny the entire time off request. 

Click the Employee name link to access the employee time card.



Users may also select Time Off Request Calendar from the Employees menu to view, approve, or deny time off requests.



Filter the display of employees.



Click the applicable column header to sort by the selected column.



Click Expanded View to access the Time Off Request List to view additional detail and approve or deny time off requests.

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Attendance Exceptions Description Display the number of tardy and absence exceptions for employees with generated schedules. Actions Select Dashboard Settings to configure the number of days to display for attendance exceptions from 1-28. 

Click the Employee name link to access the employee time card to fix a missing punch.



Filter the display of employees.



Click the applicable column header to sort by the selected column.



Click Expanded View for all attendance exception history for the employees.

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Ensure Employees do not Appear on the Absence(Current Day) Report  To ensure that employees with schedules who work more time than they are scheduled for do not appear on the Absence(Current Day) report, the employee settings section of the payroll policy the employees are assigned to requires an adjustment. 

Contact a Paylocity representative, your dedicated Account Manager (AM) or Web Time Implementation Consultant (IC) if the Web Time database is still being implemented, to have the number of minutes entered in the Maximum Shift Minutes field (Payroll Policies page > Employee Settings) that employees can work in a shift to avoid a missed clock out notification.

Attendance Points Displays the number of attendance point occurrences. Actions  Check the box next to Group by Employee to view point occurrences by employee. Do not check the box and adjust the other column filters to see the preferred listing.

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Click Export to copy the data to an excel sheet.



Via the Timeframe drop down, choose the time period to display for the point occurrences. The Attendance Points number in the menu will represent the points in the timeframe selected.



Click the cog to add a custom timeframe to the drop down.

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1. Click

to access Dashboard Settings.

2. Add the desired timeframe in the Attendance Points - Days of History field.

3. Click Save. 4. A notification will appear to indicate that the preferences were saved.

5. Once back on the Attendance Points page, click the Timeframe drop down and select the newly added timeframe.



Click the employee's name to access the Employee Time Card page to view the time period when attendance point occurrences happened. Example: Occurrence Date was 1/11/16 and today is 2/10/16. When clicking on the employee's name, the time 24

card page will display the pay period 1/11/16 was in along with the other applicable dates. 

View the Occurrence Date and Name columns, along with the point value associated with them.



When Attendance Points are enabled, the Attendance Exceptions category will not appear on the Supervisor Dashboard.



Accumulated attendance points for an occurrence can be forgiven by clicking Yes in the Forgive column. Once Yes is selected, the point value will go to zero.

Invalid Terminal Punches Display invalid terminal punches. These can be punches on hardware clocks with the wrong badge number. Actions  Check the box adjacent to the record and click Clear Records to clear the record. 25



Click the Employee Name link to access the employee time card to make any necessary changes.



Click Expanded View to view additional detail.



Filter the display of employees.



Click the applicable column header to sort by the selected column.

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EMPLOYEES Employee Time Card Description View employee totals, manage punches, add pay type transactions, add, edit, or delete employee time, change cost centers, add supervisor notes, send a message to a single employee, view benefit balances, add pay adjustments, manage employee schedules, and approve time. Users may filter by date range or pay period. Actions  Use the employee search box to select a specific employee. 

Click the employee drop down arrow to select a specific employee.



Click Select Filter to limit the display of employees.



View the comments employees send through their timesheet.



Click Add Punch to add a punch or a matching punch.



Select a Pay Type from the drop down or click Add Pay Type Transaction to enter time associated with a non-work pay type.



Click Send a Message to send a message to a single employee.



Click Save to apply the updated information.



Click Discard Changes to discard the changes.



Click Audit Trail to view the audit trail.



Click Preferences to customize the display of the time card.



If Attendance Points are enabled, hover over the warning icon to see attendance point occurrences.

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Select an Employee There are different options to access the desired employee. Actions Search Field 1. Enter one or more letters in the employee search text field to search for a specific employee via a drop down. 2. Click on the employee's name to display the employee's time card.

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Arrow or Drop Down Search 1. Click the back arrow with an adjacent vertical line to access the first employee. 2. Click the back arrow to access the previous employee. 3. Click the forward arrow to access the next employee. 4. Click the forward arrow with an adjacent vertical line to access the last employee. 5. Click the employee drop down arrow to see the list of employees and then click the employee’s name to select the employee from the list.

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Important Notes 

To find an inactive employee record, click into the Include Inactive Employees check box before choosing a search option above.

Select Filter Actions 1. Click Select Filter in the Employee Time Card to select a saved filter.

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Comments View the comments employees send through their timesheet.

Add a Punch Actions 1. Click Add Punch.

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2. Select the Action Type. 3. Select or enter the Date. 4. Enter the Time. 5. Select the Cost Center. 6. If applicable, check the Add Matching Punch box. 7. Check the Supervisor Approved box. 8. Enter the Supervisor Note. 9. Enter the number of days to repeat this punch. 10. Check the Include Weekends box to include weekends when repeating the punch. 11. Click Add to apply the punch to the employee time card. 12. Click Add More to apply the punch to the employee time card and remain on this screen to add more punches. 13. Click Cancel to discard any changes and close the window.

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14. A message will appear indicating that the time card has been updated successfully.

Add a Matching Punch Actions 1. Select the Action Type. 2. Select or enter the Date. 3. Enter the Time. 4. Select the Cost Center. 5. Check the Add Matching Punch box.

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6. Select the Action Type. 7. Select or enter the Date. 8. Enter the Time. 9. Check the Supervisor Approved box. 10.Enter the Supervisor Note. 11.Enter the number of days to repeat this punch. 12. Check the Include Weekends box to include weekends when repeating the punch. 13. Click Add to apply the punch to the employee time card. 14. Click Add More to apply the punch to the employee time card and remain on this screen to add more punches. 15. Click Cancel to discard any changes and close the window.

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16. A message will appear indicating that the time card has been updated successfully.

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Add a Pay Type Transaction Actions 1. Click Add Pay Type Transaction.

2. Select the Pay Type. 3. Select or enter the Date. 4. Enter the # of Hours. 5. Select the Cost Center. 6. Select the Pay Level. 7. Make a selection from the Apply to Overtime drop down. 8. Check the Supervisor Approved box. 9. Enter the Supervisor Note. 10. Enter the number of days to repeat this punch. 11. Check the Include Weekends box to include weekends when repeating the punch. 12. Click Add to apply the punch to the employee time card. 13. Click Add More to apply the punch to the employee time card and remain on this screen to add more punches. 14. Click Cancel to discard any changes and close the window.

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15. A message will appear indicating that the time card has been updated successfully.

Important Notes 

Pay Type Transactions can be added to time cards which already have hours on them.

Add, Edit, or Delete Time Actions 1. Click the applicable cell to add, edit, or delete time. 2. Click the Transfer cell to edit the cost center. 37

3. Click Save to apply the changes to the employee time card. 4. Click Discard Changes to discard the changes.

5. Users may also right-click and make a selection.

6. A message will appear indicating that the timesheet has processed and update has been updated successfully.

Attendance Points View Attendance Points in the Employee Time Card to see the point occurrences for the given date range or pay period. Actions  Review the point occurrences by hovering over the applicable icons on the time card. *This can also be performed on the Group Time Card page.

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Click on the Attendance Points tab at the bottom of the employee's time card to view the point occurrences for the applicable date range or pay period.



Click Export to copy the data for the employee to an excel sheet.



Accumulated attendance points for an occurrence can be forgiven by clicking Yes in the Forgive column. Once Yes is selected, the point value will go to zero.



A notification will appear to indicate that the occurrence has been forgiven or unforgiven depending on the type of occurrence. For example, a -1 value is forgiven and returned to a value of 0. A 1 value is unforgiven and returned to a value of 0.

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Supervisor Note Actions  Users may right-click to add a supervisor note to the employee time card.



Depending on company configuration, users may compose the supervisor note or choose a note from the company-defined list.



Hover over the Notes icon to display the time card note.

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Approve Employee Time Card Approve a single employee time card. Actions Approve All Time Entries 1. Check the box adjacent to the Date title and click Save to approve all time displayed on the employee's time card.

2. A message will appear indicating that the time card has been added to the approval process and saved successfully.

Approve Only Applicable Entries 1. To approve one or more time entries but not all time entries on the employee's time card, check the box adjacent to the applicable time entries and click Save to approve the selected time.

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2. A message will appear indicating that the time card has been added to the approval process and saved successfully.

Important Notes 

Use Time Card Approvals or Group Time Card to approve multiple employee time cards.



If time cards appear in a wrong status, this could be due to user error. Review the Audit Trail to see if a user mistakenly changed the status of the time cards.

Send a Message to a Single Employee Actions 1. Enter the Message. 2. Select or enter the Expires On date. 3. Click Send to submit the message to the employee. 4. Click Cancel to discard the message and close the window.

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5. A message will appear indicating that the message was sent successfully.

Important Notes 

Use the Message Center to send a message to a group of employees.

Audit Trail Actions 1. Click Audit Trail in Employee Time Card to view the audit trail.

2. Click the plus (+) sign to view the details. 3. Click the minus (-) sign to collapse the detail information. 4. Click the X to close the window.

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5. Check the Show System Changes box to display system changes.

Important Notes 

When an employee uses the mobile app to punch, the audit trail will display that it was a mobile punch via the Changed By column.

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Preferences Click Preferences to customize the display of the Employee Time Card. Actions 1. Select the Punch Rounding display. 2. Select the Time Card Format. 3. Select the Cost Center display. 4. Select which Totals display. 5. If Photo Capture is enabled and photos should appear next to employee clock in and clock out actions, check the box next to Display Photos. 6. Click Refresh to save the updated preferences.

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Meal Premiums Use the Employee Time Card to view the work week for employees who have been assigned to the California meal premium payroll policy. Actions 1. Click the Preferences drop down to display the estimated meal premium and approved meal premium columns.

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Important Notes 

A meal premium will show up as a pay type once a supervisor has approved the time card.



If an employee does not receive the estimated meal premium, it is likely due to the fact that a supervisor did not approve the employee's time card.

9/80 Work Schedule Use the Employee Time Card to view the 9/80 work schedule for employees who have been assigned to a payroll policy that has the 9/80 Overtime rule enabled on the Payroll Policies page.

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Example This screen shot displays an employee who works a total of 9 days, with one day off on Friday 11/13, in a two-week span. Eight of the days total 9 hours each, while there is one day, Friday 11/20, that totals 8 hours.

Actions 

The 9/80 Overtime rule can only be enabled for a payroll policy by contacting your dedicated Account Manager (AM), or Web Time Implementation Consultant (IC) if still in Web Time implementation.

Benefit Balances Select Benefit Balances in the Employee Time Card to view benefit balances.

Pay Adjustments Select Pay Adjustments in the Employee Time Card to add or edit pay adjustments. Actions Add Pay Adjustments

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1. Click Add Pay Adjustment to create a new pay adjustment.

2. Select the Type. 3. Select or enter the Date. 4. Enter the Amount. 5. Adjust the Cost Center by clicking the magnifying glass if the pay adjustment applies to a cost center assignment other than the default cost center assignment. 6. Enter an applicable Note. 7. Click Add to apply the pay adjustment to the employee time card. 8. Click Cancel to discard the changes and close the window.

9. A message will appear indicating that the new pay adjustment has been saved successfully.

Edit Pay Adjustments 1. Click the Date link to edit the pay adjustment. 49

2. Update the Type. 3. Select or enter the Date. 4. Update the Amount. 5. Adjust the Cost Center by clicking the magnifying glass if the pay adjustment applies to a cost center assignment other than the default cost center assignment. 6. Enter an applicable Note. 7. Click Save to apply the updated pay adjustment to the employee time card. 8. Click Cancel to discard the changes and close the window.

9. A message will appear indicating that the updated pay adjustment has been saved successfully.

Delete Pay Adjustments 50

1. Click the Date link to delete the pay adjustment.

2. Click Delete to remove the pay adjustment.

3. A message will appear indicating that the pay adjustment has been deleted successfully.

Manage Employee Schedule Select Schedule in the Employee Time Card to add or edit shifts. Actions Add Shift 1. To add a shift, click Add Shift.

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2. Select or enter the Date. 3. Enter the Start Time. 4. Enter the End Time. 5. Select the Cost Center. 6. Click Save to add the shift to the selected employee. 7. Click Save & Add More to add multiple shifts. 8. Click Cancel to discard any changes and close the window.

9. A message will appear indicating that the new shift has been saved successfully.

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Edit Shift 1. To edit a shift, click into the applicable Start Time and End Time fields and click Save.

2. A message will appear indicating that the updated shift has been saved successfully.

Delete Shift 1. To delete a shift, click the X to highlight the shift and click Save to delete the shift.

2. A message will appear indicating that the shift has been deleted and saved successfully.

Timecard Approvals Description Approve time cards for multiple employees. Users may filter the display of information. Actions  Select Approve in the first column to select all employees with unapproved time and click Save to approve all employee time cards displayed on this page. When there are multiple pages of employees, enter the page number or use the arrow icons to access the additional employee pages for approval. 53



To approve one or more time cards but not all time cards, check the box adjacent to the applicable employees and click Save to approve the time cards.



After clicking Save, a notification will appear indicating that the selected time cards have been submitted for approval process.

Important Notes 

Users may also approve multiple employee time cards in Group Time Card.



Applicable employees will only appear on this page if time has been entered on their time cards for the selected time period.



If a number of employees are appearing with unapproved time cards, make sure to check the filter for the page. If All is selected for Employee Status, inactive Web Time employees may appear.



To display more time card records, navigate to User Preferences by clicking on your avatar or photo in the top right corner of any page to change the Default # of Records per page to the desired amount.



Users may approve a single employee time card in Employee Time Card.



If time cards are unapproved for a pay period that has been closed, and they need to be approved, re-open the pay period via the Payroll > Open Pay Periods page.

Group Time Card Description Manage employee time card activity for the selected date. Users may filter the display of information. 54

Actions 1. Select or enter the date. Click Previous, Today, or Next to display the selected day. 2. Click Mass Transaction Editor to update several time cards at one time. 3. Click the plus sign (+) to add a row. 4. Select Approve All in the first column to select all employees with unapproved time and click Save to approve all employee time cards displayed on this page. When there are multiple pages of employees, enter the page number or use the arrow icons to access the additional employee pages for approval. 5. To approve one or more time cards but not all time cards, check the box adjacent to the applicable employees and click Save to approve the time cards. Users may also select to approve only one shift for the employee. 6. Click the employee Name link to access the employee time card. 7. Edit the Pay Type and the applicable Amount. 8. Click the applicable In or Out cell to add, edit, or delete time. 9. Click the Transfer cell to edit the cost center. 10. Click Save to apply the updated information. 11. Click Discard Changes to eliminate any pending changes initiated. 12. If Attendance Points are enabled, hover over the flag to see attendance point occurrences.

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Important Notes 

Users may also approve multiple employee time cards in Time Card Approvals.



Users may approve a single employee time card in Employee Time Card.

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Mass Transaction Editor Description Edit several employee time cards at one time in the group time card. Actions 1. Check the boxes next to the employees in the Available Employees section to place their records in the Selected Employees section. 2. Click Continue.

3. Select the transaction type. 4. Click Continue.

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5. Enter the details. 6. Click Preview Transaction.

7. Verify the transaction. 8. Click Save to apply the updated information. 9. Click Cancel to discard any changes and close the window.

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10. A message will appear indicating that the transactions have been saved successfully.

Employee Scheduler Description Create and manage employee schedules for multiple employees to take advantage of punch rounding, attendance exceptions, and schedule reporting capabilities. Actions  Filter the scheduler display of employees 

Add a new shift



Edit an existing shift



Copy and paste a shift



Delete a shift or a week of shifts for an employee



Add shifts to schedules before making them visible to employees via schedule publishing.



View the estimated gross wages of scheduled work hours.



View and correct errors for schedule conflicts such as overlapping shifts.

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Create schedule templates based on the existing schedule to be added to the Schedule Templates page.



Undo or Redo actions for each session on the page.



Use the Options menu to export approved time off requests, configure the Scheduler page display, etc.



Export all schedules to a PDF for saving and/or printing for the applicable time frame.



Review total scheduled hours by day and week cumulatively or for each individual employee.

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Scheduler Search Quickly find the schedule (s) you are looking with applicable filters via the search field. Actions Filter One Employee  Looking to review one employee's schedule for the week: James Gordon. 1. Click into the Type to filter... field under the Name column to bring up a list of filters.

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2. Type in the name of the employee and click Enter on your device. 

The employee's name and schedule appears for review.

3. Click the X next to the filter to remove and find another employee.

Filter a Specific Group of Employees  Looking to review the schedules of the Central Division's Administration Branch. 1. Click into the Type to filter... field under the Name column to bring up a list of filters. 2. Click Division for the division options to appear. For this example, click Central.

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3. Click back into the Type to filter... field and click Branch for the branch options to appear. For this example, click Administration.

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4. Review the schedules of the filtered search as applicable.

Scheduler Errors Any schedules which contain errors, such as when there is an overlapping shift, will be reflected on the error counter on the top right of the Scheduler page next to Options. Actions Identify and Fix the Error  Employee Alan Penebaker has overlapping shifts for Friday. 1. Check the error counter to see if there is an error. In this case, the counter is displaying one error on the page for the selected time period. Click the number or Errors to filter the display to only those shifts with errors in the given week.

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The red indicator next to the overlapping shifts communicates that there is an error with the shift configuration.

2. Click on the shift that should be deleted and click X Delete Shift.

3. Once the error has been corrected, the error counter will reduce by one. In this case, it moves to zero.

4. Click Save to apply the update. 

The action will auto-save if you continue performing other actions on the page.

Important Notes 

If publishing is enabled on the Scheduler page, overlapping shifts can be saved, but not published.

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Add a New Shift Apply a new, recent, or favorite shift to an employee's schedule. Actions Add New Shift

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1. Click into an empty date field and select + Add Shift.

2. Select the Start Time by selecting a time once clicking the clock icon or manual entry. 3. Select the End Time by selecting a time once clicking the clock icon or manual entry. 4. Click into the Cost Centers field to choose any applicable cost centers or job codes by selecting from the cost center list or by typing and selecting the cost center.

5. Click Apply.

6. Click Save on the main Scheduler page to apply the update.  The action will auto-save if you stay on the page and continue performing other actions. 67

Add Favorite or Recent Shift 

There are multiple different ways to add favorite shifts.

Add Favorite Shift from the Main Scheduler Page 1. Click into an empty date field and select one of the applicable shifts from the Favorite Shifts section.

2. Click Save on the main Scheduler page to apply the update. 

The action will auto-save if you stay on the page and continue performing other actions.

Add Favorite Shift from See All Section 1. Click into an empty field and click See All to view all Favorite Shifts available.

2. Click the applicable shift for it to be added to the empty field on the schedule.

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3. Click Save on the main Scheduler page to apply the update. 

The action will auto-save if you stay on the page and continue performing other actions.

Add Favorite or Recent Shift 1. Click into an empty date field and select + Add Shift. 2. Navigate to the Favorite Shifts and Recent Shifts sections to select a shift.

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3. Once the favorite or recent shift has been selected, the Start Time and End Time fields, along with the Shift Hours section, will populate accordingly. 4. Click Apply.

5. Click Save on the main Scheduler page to apply the update. 

The action will auto-save if you stay on the page and continue performing other actions.

Add Shifts to Multiple Employees 1. Click + Add Shifts.

2. Via the Select Days section, click on which day (s) the shift applies to. 3. Enter the Start Time or select it by clicking on the clock icon and selecting the time. 4. Enter the End Time or select it by clicking on the clock icon and selecting the time. 5. Click into the Add Cost Center field if the shift should be applied to a specific cost center arrangement. 6. If applicable, click Yes to replace all existing shifts for the selected days. 

In the below example, any previously assigned Tuesday and Thursday shifts for the applicable employees will be replaced by this new shift. 70

7. In the Assign Employees section, click into the Type to filter... field to choose which employees to display in the Available Employees section. 

If all available employees should be assigned to the shift, click + Add All to add any employees from the Available Employees section to the Selected Employees section.



Click X Remove All to unassign the employees.

8. In the Assign Employees section, click into the box of individual employees to add them to the Selected Employees section. 9. Click Apply to add the shifts. 

The new shifts will appear on the employee schedules and auto-save after Apply is clicked.

Important Notes 

Shifts manually added via any of the above actions will appear with a green color bar on the Employees > Employee Schedules page.



Any shift added from a schedule template to an employee’s schedule will appear with a purple color bar on the Employees > Employee Schedules page. If the shift is edited, the shift will change to a green color bar. 71



If Employee Availability has been enabled via the Scheduler Configuration page, and an employee has indicated preferences for when he or she is unavailable, the times will display in gray above the scheduled shifts for the applicable days.



Orange shading will display when a shift has been scheduled during a time the employee has indicated as unavailable.



When clicking into a day to add or configure an existing shift, the time period the employee has entered as being unavailable will appear at the top.

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Edit an Existing Shift Quickly make an adjustment to an existing shift. Actions 1. Click into the field for the applicable shift and click the pencil icon.

2. Adjust the Start Time by selecting a time once clicking the clock icon or via manual entry. 3. Adjust the End Time by selecting a time once clicking the clock icon or via manual entry. 4. Click into the Cost Centers field to choose any applicable cost centers or job codes by selecting from the cost center list or by typing and selecting the cost center.  If no cost centers or job codes are selected, "--" will appear underneath the shift entry.

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5. Click Apply.

6. Click Save on the main Scheduler page to apply the update.  The action will auto-save if you continue performing other actions on the page. Important Notes 

If Employee Availability has been enabled via the Scheduler Configuration page, and an employee has indicated preferences for when he or she is unavailable, the times will display in gray above the scheduled shifts for the applicable days.



Orange shading will display when a shift has been scheduled during a time the employee has indicated as unavailable.

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When clicking into a day to add or configure an existing shift, the time period the employee has entered as being unavailable will appear at the top.

Copy and Paste a Shift Copy and paste an existing shift on an employee's schedule to an open shift. Actions 1. Click on the shift that will be copied and click Copy Shift.

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2. Click into the applicable empty field and click Paste Shift.

3. Click Save on the main Scheduler page to apply the update. 

The action will auto-save if you stay on the page and continue performing other actions.

Delete a Scheduled Shift Remove a previously assigned shift from an employee's schedule. Actions 1. Locate the applicable employee with the shift that should be removed via scrolling down the page or the search field. 2. Click on the shift that should be removed and click X Delete Shift.

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3. Click Save on the main Scheduler page to apply the update. 

The action will auto-save if you stay on the page and continue performing other actions.

Delete a Week of Shifts Remove a previously assigned week of shifts from an employee's schedule. Actions 1. Locate the applicable employee with the week of shifts that should be removed via scrolling down the page or the search field. 2. Click on the horizontal ellipsis next to the employee name to display the menu of options. 3. Click X Delete Week.

4. Click Save on the main Scheduler page to apply the update. 

The action will auto-save if you stay on the page and continue performing other actions.

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Estimated Wages for Scheduled Hours View the estimated gross wages of scheduled work hours.

Actions 

If hourly rates are not synced to Web Time from Web Pay, estimated wages will not be able to be selected from the View Settings section of Scheduler Options.



Please contact your Account Manager (AM) to enable hourly pay rates to be used for the estimated wage calculation. Once the hourly pay rates sync has been enabled, Estimated Wages can be selected from the View Settings section of Scheduler Options.

1. Click Options, and then click View Settings to open the drawer. 2. In the Display Totals as: section, select Estimated Wages and click Apply.

3. View the estimated weekly wages for the scheduled shifts per employee in the Total column on the applicable employee line.

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4. View the estimated daily wages for all the scheduled shifts at the bottom of the page under the applicable day column.

5. View the estimated weekly wages for all employees with scheduled shifts in the Total column.

Important Notes 

The wages are an estimate based only on the scheduled hours as entered in Web Time. The actual hours worked do not factor into the calculation.



The base wage rate is used for the calculation, which includes the rate synced from Web Pay to Web Time.



The calculation will take into account other rates such as OT1, OT2, cost center default rates, employee cost center override rates, holiday rates, and shift differential rates.



When a shift is configured for a week, the calculation for wages will be updated.



Administrators or Supervisors must also have rights to View/Edit Rates of Pay per their Feature Access Template assignment to be able to enable Estimated Wages via the Options button. Utilize the Feature Access Template page to configure security settings to allow for viewing of Estimated Wages. 

If an existing role, or new role, requires the ability to view estimated wages on the Scheduler page, navigate to the Employee section and click Yes next to View/Edit Rates of Pay.



Click Save to apply the update.

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Wages will be calculated as far as 8 weeks into the future per employee. Anything after 8 weeks will not show estimated wages.



If schedule publishing is enabled, the estimated wages for the shift (s) will appear in the publishing window along with the hours.

Scheduler Options Click Options to manage templates, export approved time off requests to a calendar application, and configure settings for the Scheduler page.

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Actions Manage Templates 1. Click Manage Templates to quickly navigate to the Schedule Templates page. Export Time Off Requests 1. Click Export Time Off Requests (.ICS) to export any approved time off requests for the selected timeframe to an applicable calendar application (Outlook, Google Calendar, etc.). 2. Click the prompt to open the calendar application and see the requests in your calendar. Outlook example

View Settings 1. Click View Settings to configure shift display options and data display options to customize your view of the page. 2. Click into the boxes/radio buttons for any of the options to make changes. 

Estimated Wages will not be able to be selected until hourly pay rates are synced from Web Pay to Web Time.



Please contact your Account Manager (AM) to enable hourly pay rates to be used for the estimated wage calculation.

3. Click Apply to save the update (s).

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Important Notes 

All boxes of the View Settings page are checked by default.

Create Templates from Scheduler Page A schedule template can be created from an existing schedule on the Scheduler page. Actions 1. Click the horizontal ellipsis next to the employee's name. 2. Click Create Template. In this example, the 7:00 am-4:00 pm schedule with the applicable cost centers will be made into a template that can be assigned to other employees.

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The Create Template drawer that appears on the Schedule Templates page appears right on the Scheduler page for configuration.



The schedule is pre-populated based off the Scheduler page.

3. Make any further adjustments and assign to the applicable employees as you would when creating a template on the Schedule Templates page. 4. Click Save for the template to become available on the Schedule Templates page.

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The display of the schedule template on the Schedule Templates page will depend on whether Yes or No was selected in the Private box of the Create Template drawer.



If Yes was selected, only the user who created the template will be able to view and configure the template.



If No was selected, any user with rights to the Schedule Templates page can view and configure the template.

Print Schedules Quickly download a PDF to print the schedules for the selected employees in the selected time frame. Actions 1. Click the Print icon.

2. A prompt will appear to download and open the PDF. Click the prompt to open.

3. View the PDF and print the full schedule. 

Hour totals for the days and week will appear at the bottom of the PDF.

Schedule Publishing Allows for the ability to create a schedule for employees without it displaying for employees to see until Publish is clicked on the Scheduler page. Actions 1. Add the shifts to the applicable employees on the Scheduler page. 84



The added shifts will appear with diagonal shading until they are published. Once published, the shading will disappear.



As the shifts are added, the Publish counter at the top right of the Scheduler page will display the number of employees with unpublished schedules.

2. Click Publish to see the Publish Summary. 

The Publish Summary displays the employees with unpublished schedules, as well as the total number of shifts and hours for the unpublished schedules.

3. Click Publish for the schedules to be viewable to the employees.

Important Notes 

Schedule publishing can be enabled or disabled via the Configuration > Configuration Home > Time Off & Schedules > Scheduler Configuration page.



Publish cannot be clicked if there are scheduler errors in the given week. Correct the errors and Publish will be able to be clicked.

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Once an employee’s schedule is published for a week, each subsequent update to the employee’s schedule for that week will be automatically published for the employee to view.

Copy and Paste a Week Copy and paste a week's full of shifts from one employee to another employee. Actions Copy and Paste Actions 1. Click the horizontal ellipsis next to the employee's week of shifts that are to be copied. 2. Click Copy Week.

3. Click on the horizontal ellipsis next to the employee who should have the previously copied week pasted. 4. Click Paste Week.



The image below shows the week was pasted as intended.

5. Click Save on the main Scheduler page to apply the update. 

The action will auto-save if you stay on the page and continue performing other actions.

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Or Utilize Keyboard Shortcuts 1. Click within the Name column of the employee's schedule for the week and click Ctrl C from the keyboard.

2. Click within the Name column of the applicable employee's schedule to select. 

If more than one employee will have the scheduled week of shifts pasted to, hold Ctrl and then click into the Name column of the applicable employees.

3. Click Ctrl V to paste the shifts.

Schedule Templates Description Add or edit schedule templates that can be assigned to employees. Users may filter the display of information. Actions  Click the schedule template in the Template column to view and/or edit the details. 

Click + Create Template under the search field to add a new schedule template.



Click the X from the Actions column to delete a schedule template that is not assigned to any employees.

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Important Notes 

Any shift added from a schedule template to an employee’s schedule will appear with a purple color bar on the Employees > Employee Schedules page. If the shift is edited, the shift will change to a green color bar.

Add Schedule Templates Actions 1. Click + Create Template.

2. Enter the Template Name. 3. Select an Owner by starting type the name of the individual and choosing from the drop down menu that appears. 4. Choose whether or not the schedule template should be Private by clicking Yes or No.  Private: Only the user who creates the schedule template will be able to configure the schedule template. 

Public: Any user with applicable security rights to the Schedule Templates page can configure the schedule template.

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5. Click + Add Week to begin building the schedule template.  If times will change from week to week once the schedule template is added and assigned, continue to click + Add Week as necessary. 

Click the horizontal ellipsis next the number in the Week column to duplicate a week of shifts to an additional week or to delete a week.

6. Click + Add Shift within the fields to create a new shift. 7. Click on any entered to shift to copy the shift, delete the shift, or to add an additional shift to the day.  If a shift is copied, click into an open field, click, and select Paste Shift. 8. Click the Assign tab and click the names in the Available Employees section to assign them to the template.  To assign all of the available employees to the template, click + Add All Employees from the Available Employees section. 9. Click the Manage tab and click Edit for the applicable employees to choose the Active From and Active To dates via the calendars or manual entry. Click Update to apply the changes. 10. Click Save to create the template.

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Add Shift to Schedule Template Actions Add New Shift 1. Filter the schedule template via the Type to filter... field if necessary. 2. Click on the existing schedule template to modify the details.

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3. Click in an open field to add a shift. 4. Click + Add Shift.

5. Enter the Start Time and End Time via selections from the clock icon or manual entry. 

Select a favorite or recent shift if applicable.

6. Add any labor levels via the Add Labor Level field. 7. Click Apply to add the shift to the template.

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The shift has been added to the template.

8. Click Save to apply the update.

Copy and Paste a Shift 1. Filter the schedule template via the Type to filter... field if necessary. 2. Click on the existing schedule template to modify the details.

3. Click on an existing shift and select Copy Shift.

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4. Click into an opening field and click Paste Shift.

5. Click Save to apply the update. Edit Schedule Templates Actions 1. Filter the schedule template via the Type to filter... field if necessary. 2. Click on the existing schedule template to modify the details.

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3. Update the Template Name. 4. Update whether or not the schedule template should be Private by clicking Yes or No. 

Private: Only the user who creates the schedule template will be able to configure the schedule template.

5. Click + Add Week to add additional an additional week. 6. Click into an entered shift to copy, delete, or add an additional shift to the day. 7. From the Manage tab, click Edit next to any assigned employees to configure the start and end dates of the schedule template. Click Delete to remove the employee from the schedule template assignment. 8. Click the Assign tab to add any employees to schedule template. 9. Click Save to apply the updates.

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Assign Schedule Templates Description Assign schedule templates to employees. Users may filter the display of information. Actions Assign template to selected employees 1. Use the Type to filter... field to search for the applicable employee or group of employees. 2. Click into the box (es) of the employee (s). 3. Click + Assign Repeating Schedule.

4. Click into the box of the available schedule template to expand the details of the template. 5. Leave Yes selected in the Repeat Indefinitely box for the template to remain indefinitely assigned, or click No to enable the Active To field to appear. 6. Enter a date into the Active From field via a selection from the calendar or manual entry.  If No was selected in #6, enter a date into the Active To field via a selection from the calendar or manual entry.

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If more than one week is set up on the template, choose the Starting Week for the template assignment via the drop down.

7. Click Save to assign the template.

Delete all assignments from selected employees 1. Use the Type to filter... field to search for the applicable employee or group of employees. 2. Click into the box (es) of the employee (s). 3. Click X Remove Repeating Schedule.



The check mark under the Templates column will be removed.

Edit Schedule Template Assignment

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1. Click the employee's name from the Employee column who has a schedule template assignment. 2. Remove the check from any existing boxes if an assignment will be removed. 3. Check the box of the new assignment. 4. Leave Yes selected in the Repeat Indefinitely box for the template to remain indefinitely assigned, or click No to enable the Active To field to appear. 5. Enter a date into the Active From field via a selection from the calendar or manual entry.  If No was selected in #4, enter a date into the Active To field via a selection from the calendar or manual entry. 6. Click Save to assign the template.

View Schedule Template Assignment 1. Use the Type to filter... field to search for the applicable employee or group of employees. 2. Click to expand to view the schedule template details.

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Time Off Request Calendar Description View and edit the time off requests for your employees. Actions  Click the employee name link to approve, deny or edit the employee time off request. Users may also approve time off requests in Pending Time Off in the Supervisor Dashboard. 

Click the date to request time off for an employee. Company administrators may limit time off requests.



View time off requests. Click the +2 more link to view additional detail.



Filter information. Click the filter icon to hide or display the search filters.



Check the box adjacent to each Request Status that should appear in the calendar.



Pending requests appear in yellow highlight.



Approved requests appear in green highlight.



Denied requests appear in red highlight.



Canceled requests appear in gray highlight with strikethrough text.



Click Show List View to view a list of time off requests.



Select Show Schedule Summary from the drop down for daily scheduled and time off approved hours in the calendar.



Clicking Download Requests offers the ability to download approved time off requests in the selected timeframe to an applicable calendar application (Outlook, Google Calendar, iCloud, etc.).



Click Return to Dashboard to return to the Supervisor Dashboard.

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Approve, Deny, or Cancel Time Off Requests Actions  Click Delete Request to delete the entire time off request. 

Click Detailed View to partially approve or deny the time off request.



Click Approve to approve the entire time off request.



Click Deny to deny the entire time off request.

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Click Cancel Request to cancel the entire approved time off request.



Click Detailed View to cancel part of the approved time off request.



Click Add to Calendar to download the approved time off request to your calendar application (Outlook, Google Calendar, iCloud, etc.).

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Time Off Request Details Actions  Check the box adjacent to each applicable date. 

Click Approve to approve the selected dates of the time off request.



Click Deny to deny the selected dates of the time off request.



Enter applicable notes in the Supervisor Comments field.



Click the red X to cancel an approved time off request.

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Time Off Request List Actions  Check the box adjacent to the applicable time off request and click Approve or Deny to approve or deny the entire time off request. 

Click the Submitted link to approve or deny the employee time off request.



Filter the display of information. Click the filter icon to hide or display the search filters.



Check the box adjacent to each Request Status that should appear in the list.



Click Show Calendar View to view the Time Off Request Calendar.



Click Return to Dashboard to access the Supervisor Dashboard.

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Show Time Off Request Summary Actions  Select Show Time Off Request Summary from the drop down for the time off request calendar.

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Click the date to request time off for an employee. Company administrators may limit time off requests.



Filter information. Click the filter icon to hide or display the search filters.



Click Show List View to view a list of time off requests.



Select Show Schedule Summary from the drop down for daily scheduled and time off approved hours in the calendar.



Clicking Download Requests offers the ability to download approved time off requests in the selected timeframe to an applicable calendar application (Outlook, Google Calendar, iCloud, etc.).



Click Return to Dashboard to access the Supervisor Dashboard.

Request Time Off For an Employee Actions 1. Use the employee search field or drop down to select a specific employee. 2. Select the benefit Type from the drop down. 104

3. Enter the number of Hours. 4. Enter the Start time. 5. Click Submit to submit and approve the time off request. 6. Click Edit Request to request multiple days off.

7. A message will appear indicating that the time off request has been saved successfully.

Employee Time Off Request Details Actions 1. Select the Benefit Type from the drop down. 2. Enter applicable Notes. 3. Select Single Day or Multiple Days. 4. Check the Include Weekends box if the time off request will include weekend days and the time off balance should be affected by the weekend hours. 5. Select or enter the Start Date. 6. Select or enter the End Date for multiple day requests. 7. Enter the Hours per Day. 8. Enter the Start Time. 9. Enter the End Time. 10. Click Add New Request.

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11. Verify the Request information is correct. 12. Click Submit to send the time off request for approval. 13. Click Delete to change the details of the time off request. 14. Click Cancel to discard the request and close the window.

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15. A message will appear indicating that the time off request has been saved successfully.

Blackout Types Choose the blackout type for the time off requests in the selected time period. Actions Hard Blackout 1. The Hard Blackout date displays a lock icon.

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2. The Hard Blackout date prevents employees from requesting time off.

Soft Blackout 1. The Soft Blackout date displays a warning icon.

2. The Soft Blackout period allows employees to request time off but they are warned that time off request approvals may be limited.

Employee Info View information applied to employee records. Depending on whether or not a Web Time company is integrated with Web Pay will determine editing capabilities on the Employee Info page for employees.

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Actions 1. Find the applicable employee record via the Employee Search page. 2. Click on the employee via the Employee Name column to view demographic and payroll information.

Regular Employee - Web Time integrated with Web Pay 

Use the sidebar navigation menu on the left side of the page to navigate through the menu options.



Fields which cannot be edited have been carried over from Web Pay via enhanced integration.



To make changes to those fields, access the applicable pages in Web Pay.



Custom Fields can be edited via Web Time.

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Enter information into the applicable fields and click Apply.

Temporary Employee - Web Time integrated with Web Pay 1. Enter information into any of the fields that can be edited within any of the sidebar categories. 

Status and Employee Number, for example, cannot be changed via this page.

2. Click Apply to save the changes.

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Non-Employees - Web Time integrated with Web Pay 

In addition to Custom Fields, the Feature Access Template and Permission to Employee Groups can be configured on the Employee Info page for non-employees on companies with enhanced integration.

Actions 1. Select Permissions from the sidebar menu. 2. Via the Feature Access Template drop down menu, select the Feature Access Template. 3. Via the Available Groups section click on any employee groups the non-employee should have access to. 4. Click Apply at the bottom left of the page to save the updates.

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All Employees - Web Time Only Companies 1. Enter information into any of the fields that can be edited. 

A majority of the fields can be edited. If the Allow Worked Holiday Override box is not checked within the payroll policy, the Holiday Override Minutes field within the Payroll Policy section will not be able to be edited.

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2. Click Apply to save the changes.

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Employee Search Search for applicable employees to view their employee information. For Web Time companies not integrated with Web Pay, employees can be added via this page. Actions Search for Employees 

Configure the filters in the Search Employees menu and click Apply Filters to find the applicable employees to edit.



If searching for a group of employees, a list of the employees matching the selected filters will appear. To search directly for an employee, type the first or last name of the employee into the search field and click Search.

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Click the icon under the Actions column on the line of the applicable employee for quick access to the Scheduler page, Employee Time Card page, and Punch Map.



Click on the employee's name in the Employee Name column for demographics.

Add Employees - Web Time Companies not Integrated with Web Pay Actions 1. Access the Employees > Employee Search page. 2. Click + Add Employee.

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3. Enter the First Name. 4. Enter the Last Name. 5. Enter the Employee Number. 6. Enter the Badge Number if necessary. 7. To allow for the user to access Web Time, click Yes in the Allow Web Access box. 8. Enter the Login user name. 9. Enter the password into the Password and Confirm Password fields.

10. Click Save to apply the changes and return to the Employee Search page, or click Save & Add Details to open the Employee Info page to enter additional employee-related information. 1. Use the sidebar navigation to access the different sections of the Employee Info page. 2. Enter information into the applicable fields and click Apply within any of the sections to save the updates.

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Important Notes 

Save will only be able to be clicked once all required fields are populated.

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Message Center Send a message to a group of employees. Users may filter the display of information. Actions 1. Select the employees who will receive the message by checking the boxes next to the employee names. 2. Click Send Group Message.

3. Verify the list of employees. 4. Click into the Recipients field to open a drop down to add more employees to the group message. 5. Click the X next to the employee name in the Recipients field to remove the employee from the group.

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6. Compose the message. 7. Select or enter the Expiration Date. 8. Click Send to submit the message to the selected employees. 9. Click Reset to clear the Recipients and Message field. 10. Click Cancel to discard the changes and close the window.

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11. A message will appear indicating that the message has been sent successfully.

Important Notes 

Use the Employee Time Card to send a message to a single employee.

Punch Map View employee mobile punches. To enable web punching on mobile devices, users must be assigned to a mobile policy. Actions  Use the filters to view specific employees, groups, dates, times, punch types, and cost centers. 

Available punches may include In (I), Out (O), Lunch (L), Break (B), and Transfer (T).



Select the applicable punch to view the details.



Click the x to close the punch detail screen when punches appear on the map.

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Punch Import Import punch history via a CSV file. Actions 1. Type punch into the Search field and click Punch Import once it appears. 

Can also be found via Employees > Punch Import.

Configure Security Access via Feature Access Templates 1. Type Feature into the Search field and select Feature Access Templates once it appears. 2. Click Edit along the line of the existing role. 3. Navigate to the Security section and configure Punch Imports. 

The below configuration would allow users assigned to this group full access to the page and its add/edit functionality.

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4. Click Save to update the role. Import File 1. Click Import File to open the Import File drawer.

2. Select the File Map from the drop down. 

Select File will not be able to be clicked if a file map is not selected.

3. Click Select File to browse your computer and select the CSV file. 4. Click Yes or No via the Hide Empty Columns box to determine the preference for empty columns.

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5. Review the Import File drawer to verify the uploaded information and any errors or warnings. 

CSV files containing errors will not be able to be imported, and Import will not be able to be clicked in #5 when errors exist.



An example of an error would be if an Employee ID is not listed or recognized.



If there are any errors, click the error counter to open the Import File Error Log drawer to view the line (s) and value (s) causing the error (s). To correct the file, click Download Error File to download a CSV file containing the Errors and Warnings column, make the adjustment to the applicable record (s) on the CSV file, and repeat steps 1-4.

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CSV files with warnings only can be imported successfully. Within the Import File drawer, click on the Warning counter to access the Import File Error Log drawer to see the warning message and download the file to correct if necessary.



An example of a warning would be if an employee's last name is not matching the last name attached to the employee ID.

6. Click Import after the review is complete to close the drawer. 

The imported file will appear on the main Punch Import page.



Once the Processing column indicates Success, the punches have been imported to the employee record (s). Refresh the Punch Import page, if necessary, to see the Success status appear.

View Results of a Successful Import 1. Click the icon within the Action column for any non-queued import to review the details of the import via the Import Results drawer.

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2. Click Download Result File to view the imported data via a CSV excel sheet. 3. Click Close from the Import Results drawer to return to the main Punch Import page. 

Navigate to the Employees > Employee Time Card page and search for the employee. Select the applicable Date Range or Pay Period to see the imported record.



The 12/20/17 record appears as imported.



The imported punch history can also be viewed by employee via the Group Time Card page.

Important Notes 

Only CSV file formats are accepted for importing.



CSV files can have different column names or be listed in a different order since they are mapped to the system using a configured file map.



From the current day, data from the punch import file can be imported for the last 31 days and 31 days into the future. Punch data that does not meet this criteria will generate an error and not be able to be imported.

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Cost Center codes on the CSV file are required to match what is already being used in the system.



The Imported By column indicates whether the punch import file was processed by a system user, such as a user in the database (name displays) or a Paylocity user (System Administrator displays).

Configure File Maps Create and configure file mapping to ensure that the punch import CSV file columns map as intended to employee time cards once it is imported. Actions 1. Type punch into the Search field and click Punch Import once it appears. 

Can also be found via Employees > Punch Import.

Create File Maps 1. Click Configure File Maps to open the Configure File Maps drawer.

2. Click + Create File Map. 3. Enter a Map Title. 4. Click Select file from computer to browse your computer and select the CSV file. 5. Once selected, click Yes or No in the File contains header row box if a header row exists on the uploaded CSV file. 

If No is selected, and the file contains a header, the header data will be included as a part of the other data and create errors on the Preview Import Map page.

6. Click Next.

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7. Click on the drop down menus to select what fields in the system the columns from the CSV file should map to. 

Employee ID, Punch Date, Punch Time, and Punch Type are required to be mapped.



Next will only be able to be clicked once the required fields are mapped.



All other fields are optional fields to be imported.

8. Once the fields from the drop down menus have been selected, click Confirm. 9. Click Next.

10. Click on the drop down menus to select the punch types in the system the punch types listed on the CSV file should map to. 11. Once the fields from the drop down menus have been selected, click Confirm. 12. Click Next.

13. Review the preview of the import mapping. 127

14. Click Yes or No via the Hide Empty Columns box to determine the preference for empty columns. 15. Click Finish to save the file map and return to the main Punch Import page. *Punch data from the uploaded file will not be imported once Finish is clicked. The punch data will be required to be imported using the new file map after clicking Import File on the main Punch Import page. 

Click Configure File Maps to view the created file map.

Edit File Maps 1. Click Configure File Maps to open the Configure File Maps drawer.

2. Click on the icon within the Edit column of the applicable file map. 3. Enter a Map Title. 4. Click Select file from computer to browse your computer and select the CSV file. 5. Once selected, click Yes or No in the File contains header row box if a header row exists on the uploaded CSV file. 

If No is selected, and the file contains a header, the header data will be included as a part of the other data and create errors on the Preview Import Map page. 128

6. Click Next.

7. Click on the drop down menus to select what fields in the system the columns from the CSV file should map to. 

Employee ID, Punch Date, Punch Time, and Punch Type are required to be mapped.



Next will only be able to be clicked once the required fields are mapped.



All other fields are optional fields to be imported.

8. Once the fields from the drop down menus have been selected, click Confirm. 9. Click Next.

10. Click on the drop down menus to select the punch types in the system the punch types listed on the CSV file should map to. 11. Once the fields from the drop down menus have been selected, click Confirm. 12. Click Next.

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13. Review the preview of the import mapping. 14. Click Yes or No via the Hide Empty Columns box to determine the preference for empty columns. 15. Click Finish to save the file map and return to the main Punch Import page. *Punch data from the uploaded file will not be imported once Finish is clicked. The punch data will be required to be imported using the updated file map after clicking Import File on the main Punch Import page. Delete File Maps 1. Click Configure File Maps to open the Configure File Maps drawer.

2. Click X within the Delete column of the applicable file map.

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3. Click OK once the prompt appears to permanently delete the file map. Select a Default File Map 

Choose which file map will be the default selection after clicking Import File on the main Punch Import page.

1. Click Configure File Maps to open the Configure File Maps drawer.

2. Click the radio button in the Default column of the applicable file map.

3. Click Close to close the drawer. 

Once clicking Import File, the default file map appears without needing to select from the drop down menu.

Important Notes 

Creating a file map will not import any of the data on the uploaded CSV file. Import File will be required to be clicked on the Punch Import page to begin the process of importing the CSV file with the applicable file map. 131

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PAYROLL Web Time Payroll Processing Details the steps for transferring applicable Web Time data to Web Pay for payroll processing. Actions 1. Select Begin Payroll Lockout from the Payroll menu to place Web Time into a read-only state to prepare payroll. 2. Correct any missed punches and invalid punches. 3. Approve applicable pending time off requests. 4. Approve time cards. 5. Close the pay period. 6. Navigate to the Payroll > Payroll Data Transfer page, click Transfer for the applicable export, and click Transfer Payroll Data once the parameters are set accordingly. 7. Run the -Master Timecard Summary report. 8. Create the import payroll in Web Pay via the Payroll > Pay Entry page. 9. Verify the Web Pay Batch Totals compared to the totals in the previously generated Master Timecard Summary report. 10. Follow the standard Web Pay processing steps once all the data is confirmed. Payroll Data Transfers Access the Payroll > Payroll Data Transfer page to add or edit payroll data transfers, as well as to initiate payroll data transfers to Web Pay. Actions Main Menu 

Click Transfer to transfer the payroll data.



Click the Configuration Name to display or modify the details.



Click Add to add a payroll data transfer.



Check the box adjacent to the Configuration Name and click Delete to delete the payroll data transfer.

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Transfer Payroll Data 1. Via radio button selection, choose the date range for the transfer. If Manual Date Range was selected, enter the date range. 2. Click Transfer Payroll Data. 3. Click Cancel to discard any changes and close the window.

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4. A message will appear indicating that the payroll data has transferred successfully.

5. Navigate to Web Pay. 6. Create the import payroll in Web Pay. Add Payroll Data Transfer Actions 1. Access the Payroll Data Transfer page via the Payroll menu. 2. Click Add. 135

3. Enter the Configuration Name. 4. Select the payroll policy from the Payroll Policy drop down in the Default Report Date Range section. 5. Select or enter all other applicable information. 6. Click Save to apply the updated information. 7. Click Save & Return to apply the updated information and return to the Payroll Data Transfer home screen. 8. Click Cancel to discard the changes and return to the Payroll Data Transfer home screen.

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9. A message will appear indicating that the new record has been saved successfully.

Payroll Lockout Actions 1. Select Begin Payroll Lockout to place Web Time into a read-only state to prepare payroll.

2. This message notifies users about the payroll lockout.

3. Select End Payroll Lockout to return Web Time to full functionality.

Important Notes 

Employees can view timesheets during the lockout. They cannot edit timesheets.

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Supervisors can view time cards and schedules during the lockout. They cannot edit time cards or schedules.



Employees can punch via clocks, Employee Dashboard, or Web Kiosk during the lockout.

Projection to Pay Current To complete payroll before the end of the payroll period, project the remaining hours of the current payroll period and then reconcile the projected hours with the actual hours in the following pay period. Users may filter the display of information. Actions Add New Projection 1. Click Add New Projection to create the projection batch for the remainder of the current pay period.

2. Enter the Projection Name. 3. Type in the start and end dates, or choose the dates from the calendar in the respective fields. 4. Check or uncheck the Include weekends box. 5. Click Apply All to add all payroll policies. 6. Select Manual or Schedule from the drop down. 7. Click Queue Projections. 8. Click Cancel to discard any changes and close the window.

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9. Click Show employees with projected hours only to remove any zero hour employees from appearing in the search. 10. Click Return to be directed to the main Projection & Reconciliation page. 11. Once the batch has processed, click the Batch Name link to edit the projection batch if necessary. 12. Create the Web Pay Payroll Export and Web Pay Projection Export for the current pay period.

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Edit Projection 1. Click the batch name link within the Batch Name column.

2. Click on the plus sign (+) adjacent to the employee's record to add or delete records.

3. Click Save changes to apply the updates. 4. Click Cancel changes to discard the changes. 5. Click Add New record to add a new line for entry.

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Delete Projection 1. Click the X to delete the batch.

Reconciliation to Pay Current To complete payroll before the end of the payroll period, project the remaining hours of the current payroll period and then reconcile the projected hours with the actual hours in the following pay period. Users may filter the display of information. Actions Add New Reconciliation 1. Click Add New Reconciliation to create the reconciliation batch for the previous pay period.

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2. Enter the Reconciliation Name. 3. Select the Projection Batch from the drop down. 4. Check the applicable boxes and click Queue Reconciliation. 5. Click Cancel to discard any changes and close the window.

6. Click Show out of balance employees only to see employees whose reconciliation hours differs from the projected hours. 7. Click Return to be directed to the main Projection & Reconciliation page. 8. Once the batch has processed, click the Batch Name link to edit the reconciliation batch if necessary. 9. Create the Web Pay Reconciliation Export for the previous pay period.

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Edit Reconciliation 1. Click the batch within the Batch Name column.

2. Click on the plus sign (+) adjacent to the employee's record to add or delete records. 3. Click Save changes to apply the updates. 4. Click Cancel changes to discard the changes. 5. Click Add New record to add a new line for entry.

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6. A notification will appear to indicate the batch has been saved successfully.

Delete Reconciliation 1. Click the X to delete the batch.

Close Pay Periods Actions 1. Select Close Pay Periods from the Payroll menu.

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2. Select all applicable payroll policies and click the arrow to move them to the right. 3. Click Next.

4. Exceptions show the number of employees who have a missing clock in or out. 5. Employee Approvals show the number of employees who have not approved their own timesheet. 6. Supervisor Approvals show the number of employees who have not been approved by the time sheet approval process. 7. Click Previous to return to the Select Payroll Policies to Close page. 8. Click Next to advance to the Close Pay Periods page.

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9. Confirm the closing process. 10. Click Previous to return to the Perform Final Check page. 11. Check the Enable Payroll Lockout during closing box if applicable. 12. Click Finish.

13. Once Finish is clicked, a pop-up window will appear on the top right of the screen indicating that the pay periods have successfully been queued for closing.

14. The following screen will display a check mark indicating the most recent closed payroll policies.

Open Pay Periods Actions 1. Select Open Pay Periods from the Payroll menu.

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2. Select the applicable payroll policy. 3. Enter the date or select the date from the calendar in the Re-Open Starting field. 4. Click Finish.

5. The following pop-up will appear in the top right portion of the screen confirming that the selected payroll policies have been re-opened.

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Web Pay Batch Totals Actions 1. Click Register, then View Report on the Report Parameters page, to generate the Preprocess Register.

2. Verify the payroll is correct by comparing to the -Master Timecard Summary report for the same period of time.

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Import the Web Time File into Web Pay Actions 1. Navigate to Web Pay's Payroll > Pay Entry page. 2. Choose the check date via the drop down. 3. From the Batch Type drop down, select TimeImprt. 4. Click Add Batch.

5. Select the Payroll Data file, created from the payroll data transfer, via the drop down next to the Select radio button in the Time Import File section.

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6. Make any other applicable adjustments and click Import. 7. Click Continue as long as the import was successful to return to the Payroll > Pay Entry page. If there are errors or warnings associated with the import, click Status Report to review. 8. Verify the Batch Totals from the Preprocess Register compared to the Web Time hours on the -Master Timecard Summary report. 9. Submit the payroll as normal.

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REPORTS Web Time Employee Time Card Totals Actions 1. Select the -Master Timecard Summary report from the Reports Pickup section once it has been generated on the Reports page. 2. Look for the Grand Totals and Totals by Pay Type sections underneath the Company ID on the report. Compare these totals to the batch totals in Web Pay after completing the import process.

Reports Description Access available reports, schedule, and e-mail report generations for the company. Reports can run immediately, at a scheduled time, or on a recurring schedule. *Generated reports will remain available in the Reports Pickup area for two weeks from the time it was generated. Actions  Click the report link to schedule the report. 

Check the box adjacent to a report and click Delete to delete the report.



Enter information in the Search field to find specific reports.

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Request and Schedule Generate a Report Actions 1. Enter the name for the report. This will be the name of the report after it is generated. 2. Select if the report will be Public or Private. 3. Select which employees will be represented in the report. 4. Select how the file should be formatted (PDF, Excel, RTF, TIFF, or CSV). 5. Select types of filters needed for the report. 6. Select date ranges for the report.  Select Current Pay Period if the report should include data from the current pay period. 

Select Previous Pay Period if the report should include data from the previous pay period.

7. Indicate how the report should be delivered (one time or recurring). 8. Enter a date to generate the report. 9. Administrators can request an e-mail notification when the report is ready. 10. Click Generate my report. Run the -Master Timecard Summary Report Description Review employee timecard details to compare to the hours imported into Web Pay for an applicable period of time for payroll purposes. Actions 1. Type "master" into the Search field and select -Master Timecard Summary once it appears.

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2. Enter a name for the report if desired. 3. Set the report parameters to report only the employees that will move to payroll. 4. Select the pay period or date range. 5. Click Generate my report. Important Notes 

Can be used for payroll purposes to compare hours from Web Time to hours imported into Web Pay via the Payroll Data Transfer.

Search for Reports Actions Enter information in the Search field to find specific reports.

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WEB KIOSK SETUP Description Configure each available web kiosk. Actions Add Web Kiosk Instance 1. Click Add New Instance to add a web kiosk instance.

2. Enter the Instance Name. 3. Select the applicable Employee Group. 4. Enter or select the number of seconds for the Employee Session Timeout. 5. Select the Time Zone. 6. Select the IP Policy if applicable. 7. Enter the Kiosk Administrator Password used to start or stop the web kiosk. 8. Enter the password again in the Confirm Password field. 9. Check the Recent Punches box to display recent punches. *If checked, the Timesheet tab will appear as well to show week-to-date worked hours. 10. Check the Notes box to display notes. 11. Check the Enable Photo Capture box for photos to be taken of employees when they log in to clock in or out. 12. Check the Enable Time Off Requests box to allow for Web Kiosk users to request time off when logging into Web Kiosk. 13. Check the Enable Tip Entry box to allow for applicable employees to enter cash tips at the end of their shifts when they clock out. 14. Check the Messages box to display messages. 15. Check the Enable PIN box to enable employees to establish a PIN. 16. Check the Touch Enabled box to enable employees to clock in on a touchscreen enabled device. 17. Check the Enable Default Cost Center box to automatically default employees to the selected default cost center when they clock in. Checking this box enables the Default Cost Center drop down (s). 18. Select the default cost centers via the drop down (s). 19. Make a selection from the Schedule drop down to configure the Schedule view for employees once they login to their Web Kiosk Employee Dashboard.

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20. Select the Default Language, English or Spanish, via the drop down. The default language can be overridden by the Web Kiosk user when accessing the login page.

21. Click Save to apply the updated information. 22. Click Cancel to discard the changes and return to the Web Kiosk Setup home page.

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23. A message will appear confirming that the new record has been created successfully.

Edit Web Kiosk Instance 1. Click Edit to modify the details.

2. Update the Instance Name. 3. Update the applicable Employee Group. 4. Update or select the number of seconds for the Employee Session Timeout. 5. Update the Time Zone.

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6. Update the IP Policy if applicable. 7. Update the Kiosk Administrator Password used to start or stop the web kiosk. 8. Enter the password again in the Confirm Password field. 9. Check the Recent Punches box to display recent punches. *If checked, the Timesheet tab will appear as well to show week-to-date worked hours. 10. Check the Notes box to display notes. 11. Check the Enable Photo Capture box for photos to be taken of employees when they log in to clock in or out. 12. Check the Enable Time Off Requests box to allow for Web Kiosk users to request time off when logging into Web Kiosk. 13. Check the Enable Tip Entry box to allow for applicable employees to enter cash tips at the end of their shifts when they clock out. 14. Check the Messages box to display messages. 15. Check the Enable PIN box to enable employees to establish a PIN. 16. Check the Touch Enabled box to enable employees to clock in on a touchscreen enabled device. 17. Check the Enable Default Cost Center box to automatically default employees to the selected default cost center when they clock in. Checking this box enables the Default Cost Center drop down (s). 18. Select the default cost centers via the drop down (s). 19. Make a selection from the Schedule drop down to configure the Schedule view for employees once they login to their Web Kiosk Employee Dashboard.

20. Select the Default Language, English or Spanish, via the drop down. The default language can be overridden by the Web Kiosk user when accessing the login page.

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21. Click Save to apply the updated information. 22. Click Cancel to discard the changes and return to the Web Kiosk Setup home page.

23. A message will appear confirming that the new record has been created successfully.

Delete Web Kiosk Instance 1. Place a check into the box next to the Instance Name and click Delete.

2. Click OK to confirm the deletion. 3. Click Cancel to discard the changes and close the window. 158

4. A message will appear confirming that the record has been removed successfully.

Important Notes  



All Web Kiosk instances require a password. For an applicable employee to have access to a Web Kiosk instance, navigate to the employee’s Web Time tab in Web Pay to verify that the Enable Time and Labor box is checked and that the Web Time Badge Number field is populated. If a password for an existing Web Kiosk instance has been forgotten, log into Web Time as normal, access the Configuration > Web Kiosk Setup page, click the applicable instance, edit the Kiosk Administrator Password and Confirm Password fields, and click Save.

Web Kiosk PIN Enable user PINs for Web Kiosk. Actions 1. Log into Web Kiosk on the applicable device. *The link to Web Kiosk is different than the standard Web Time login: http://webtime2.paylocity.com/WebTime/Login/WebClock.

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2. Click the three dots at the top right of Web Kiosk to access Kiosk Administration.

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*Spanish language Kiosk Administration access screen

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3. Enter the Company ID. 4. Enter the Instance Name. 5. Enter the Kiosk Password. 6. Click PIN Enrollment. 

Click Shut Down Web Kiosk to exit out of the existing Web Kiosk instance. *Recommended when moving the Web Kiosk instance to a new device.

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*Spanish language Kiosk Administration screen

7. Enter the Badge Number. 8. Enter the PIN. 9. Confirm PIN. 163

10. Click Save to apply the updated information. 11. Click Cancel to discard the changes and close the window.

*Spanish language Kiosk Administration PIN Enrollment screen

Web Kiosk Time Off Requests Enable Web Kiosk users to request time off once they have logged into Web Kiosk. Actions How to Enable 1. Access the Web Kiosk Setup page via the Configuration menu. 2. Click Edit next to the applicable Web Kiosk Instance.

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3. Check the box for Enable Time Off Requests. 4. Once the box is checked, the Available All Day box will appear under the Enable Time Off Requests box. Leave the Available All Day box checked if Web Kiosk users should have the ability to submit time off requests whenever they access Web Kiosk. 

In the next section, learn how to configure timeframes for when users can submit time off requests via Web Kiosk.

5. Click Save.

How to Configure when Web Kiosk Users can Submit Time Off Requests 1. Uncheck the Available All Day box to choose the timeframes when users will be able to submit time off requests. 2. Type or use the clocks in the Start and End time fields to add timeframes when users can submit time off requests. More than one timeframe can be entered. 3. Click Add Availability Timeframe. 4. Click Save.

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Web Kiosk Photo Capture Description Allows for a photo to be taken of an employee after punching in or out. Offers managers the ability to reduce the instances of employees punching in or out for other employees. Actions How Photo Capture Works  A video stream from the device's camera will appear when the employee accesses web kiosk to punch in or out using the kiosk.

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A photo is taken by the device's camera and stored in the Punch Photo Gallery via the Employees menu once the employee logs into the Web Kiosk Employee Dashboard to clock in or out. 

Use the Payroll Policy Duration drop down to filter by payroll policy or date range.



Use the calendar next to the dates to select the applicable timeframe.



If a specific payroll policy (Hourly, Salary, Non-Exempt, etc.) is selected via the Payroll Policy Duration drop down, click Current to go to the existing pay period for the selected payroll policy.



If Use Date Range is selected via the Payroll Policy Duration drop down, click This Week or This Month to see photo galleries associated with the chosen timeframe.

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 

Hover over the camera icon adjacent to the applicable punch on the Employee Time Card and Group Time Card pages to view the photo associated with the punch.

How to Enable Photo Capture 1. Access the Web Kiosk Setup page via the Configuration menu. 2. Click Edit next to the applicable Web Kiosk Instance.

3. Check the box for Enable Photo Capture. 4. Click Save.

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How to Disable Photo Capture 1. Follow steps 1-2 from the above How to Enable Photo Capture section. 2. Click into the checked box next to Enable Photo Capture to remove the check. 3. Click Save. Important Notes 

Regarding tablet usage, photo capture is only supported on devices with the Android operating system. It is not supported on Apple iPads at this time and should not be enabled for use on iPads.

Web Kiosk Tip Entry Enable Tip Entry to allow tipped employees to enter their cash tips at the end of their shifts. Actions How Tip Entry Works  The Tip Entry screen only appears when employees are clocking out.

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 

Can be applied to only certain employee groups if not all employee groups require tip entry.



Entered tips by tipped employees appear as pay adjustments on the employee time card page for managers to view.

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Employees have up to 24 hours to edit previously entered tips via the History section of the Web Kiosk Employee Dashboard.



The entered tips land in payroll when hours are transferred from Web Time.

How to Enable Tip Entry 1. Access the Web Kiosk Setup page via the Configuration menu. 2. Click Edit next to the applicable Web Kiosk instance.

3. Check the Enable Tip Entry box. 4. Once checked, two required fields will appear: Tip Entry Pay Type and Tip Entry Employee Groups. 

If no Tip Entry Pay Type is available via the drop down, access the Configure Pay Adjustment Types page and add a pay adjustment type to select for the Tip Entry Pay Type.

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5. Tip Entry Pay Type: Select the pay adjustment type the tip entry will be applied to when the employee adds the dollar amount. 6. Tip Entry Employee Groups: Specifies which employee groups have access to tip entry.



To view tips, access the Employees | Employee Time Card page, search for the applicable employee, and click on the Pay Adjustments tab at the bottom of the page.

Web Kiosk Description Clock in and out at a computer kiosk using web kiosk. Actions 1. Log into Web Kiosk on the applicable device. *The link to Web Kiosk is different than the standard Web Time login: http://webtime2.paylocity.com/WebTime/Login/WebClock.

Badge Number and PIN Login 1. Enter the Badge Number. 2. Enter the PIN when applicable. 3. Click Login. 172

*Spanish language badge number login

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*Spanish language badge number and PIN login

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Request Time Off *Depending on company configuration, this may or may not be available. 1. Log into Web Kiosk and click expand to display the Time Off section if necessary.

2. Select Request to request time off. 3. Select the Type from the drop down. 4. Select Single Day or Multiple Days.

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5. Check the Include Weekends box if the time off request will include weekend days and the time off balance should be affected by the weekend hours. 6. Select or enter the Start Date. 7. Select or enter the End Date for multiple day requests. 8. Enter the Start Time. 9. Enter the applicable End Time. 10. Enter the Hours Per Day. 11. Enter applicable Notes. 12. Click Submit Request to submit the time off request. 13. Click Reset to clear the selected and/or entered data.

Touchscreen Login 1. Depending on company configuration, users may tap directly on the touchscreen to enter Web Kiosk.

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2. When the touchscreen is enabled and a PIN is required, users must first click into the applicable field before using the touchscreen for proper entry into the Badge Number or PIN field. 3. Click Login.

*Spanish language badge number and touch enabled login

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*Spanish language badge number, PIN, and touch enabled login

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Web Kiosk Employee Dashboard 1. Select the number icon in the upper right portion of the page to view any unread messages from a supervisor. *A bell icon will appeare when there are no unread messages. 2. Select Logout to end the session. 3. Select Clock In to enter time at the start of a day or after returning from lunch. Click or tap Clock Out at the end of the day or when departing for lunch. 4. Selecting Clock In + Transfer offers the chance to clock in for a different cost center than the assigned cost center, along with a Notes field to explain the reasoning behind the entry. *Depending on company configuration, Transfer or Clock In + transfer may or may not be available punch options.

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5. Select Manual to create a manual punch using an applicable punch type and a different cost center if necessary.

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6. Use the Notes field to enter information after selecting Clock In or Clock Out. *Depending on company configuration, this may or may not be displayed.

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7. Quickly view the Last Punch information underneath the clock. 8. Select History for a quick look at recent punch history. *Depending on company configuration, this may or may not be displayed. 9. Review your schedule by day, week, or month. *Depending on company configuration, the schedule view may be hidden, minimized, or maximized upon logging in. 10. Request time off, view the status of time off requests, or check time off balances. *Depending on company configuration, time off requests may only be available at certain times of the day or not at all.

11. Select Comments to add notes for the pay period. *Depending on company configuration, this may or may not be displayed. 12. Select Timesheet to view hours worked for the week. Click Email My Timesheet to have a weekly summary sent to you via e-mail. 

Depending on company configuration, the Timesheet option may or may not be available.



The personal and/or work e-mail address the timesheet will send to is dependent on how your e-mail preferences were set up by a company administrator or supervisor.



Preview of the timesheet e-mail.

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13. Select Submit to send the comments to the applicable supervisor. 14. Select Clear to discard previously entered comments.

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*Spanish language employee dashboard view

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CONFIGURATION Define Custom Personal Information Fields Create custom personal information fields for use within the employee info page. Actions Add Custom Personal Information Field 1. Click Add New Field.

2. Enter any information for the field within the Description field. 3. Click Update.

4. A message will appear confirming the successful creation of the custom personal field.

Edit Custom Personal Information Field 1. Click Edit within the line the field is in.

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2. Apply changes in the Description field and click Update.

3. A message will appear indicating the successful update of the custom personal field.

Delete Custom Personal Information Field 1. Click Delete within the line the field is in.

2. A notification message will appear to confirm the deletion. Click OK.

3. A message will appear indication successful deletion of the custom personal field.

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Dashboard Setup Configure the display of the supervisor dashboard for the selected feature access template. Users may filter the display of information. Actions 1. Select a Feature Access Template to configure.

2. Click Edit to make any applicable updates. 3. Check the View Access box. 4. Add dashboard widgets by clicking in the Dashboard Widgets field and selecting the applicable widget from the drop down. 5. Remove a dashboard widget by clicking in the Dashboard Widgets field and clicking on the X next to the widget. 6. Click Update to apply the updated information. 7. Click Cancel to discard any changes.

8. A message will appear indicating that the template has been updated successfully.

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Employee Application Settings Description Set default values for the selected Payroll Policy. Actions 1. Click Edit within the payroll policy line.

Employee Dashboard 1. Check the applicable boxes based on the payroll policy's detail. 2. Choose from the Schedule Display drop down if the employee's schedule will be hidden, minimized or maximized upon accessing the employee dashboard. 3. Enter the hours into the Default to 'Clock In' After X Hours field. 4. Click Apply to make the updates. 5. Click Cancel Changes to discard any changes made in the session. 

The Apply and Cancel Changes buttons will only be able to be clicked if action is taken on the page.

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Timesheet 1. Edit the timesheet settings by checking the boxes for the payroll policy. 2. In the Timesheet Totals to Display section, choose which amounts employees will see on their timesheets. 3. Click Apply to make the updates. 4. Click Cancel Changes to discard any changes made in the session. 

The Apply and Cancel Changes buttons will only be able to be clicked if action is taken on the page.

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Important Notes 

Clicking into the box next to Allow edits on a day with an approved time off request will allow employees to edit days that had previously been approved by a supervisor or manager.

Cost Centers 1. Check the boxes on the applicable cost center line to allow employee transfers and/or display cost center on the time card. 2. Click Apply to make the updates. 3. Click Cancel Changes to discard any changes made in the session. 

The Apply and Cancel Changes buttons will only be able to be clicked if action is taken on the page. 193

Time Off 1. Allow for the time off calendar to be viewable or hidden from the employees by checking or not checking the boxes. 2. In the Time Off Request Default Amount field, enter the number of hours which will automatically appear in the Hours Per Day field when submitting a time off request. 3. Via the drop down, choose how or if the time off section will appear on the employee's dashboard. 4. Click Apply to make the updates. 5. Click Cancel Changes to discard any changes made in the session. 

The Apply and Cancel Changes buttons will only be able to be clicked if action is taken on the page.

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Important Notes 

Enable employees to see and use the Time Off section of the Employee Dashboard by clicking into the box next to Enable Time Off Calendar and choosing Maximized or Minimized from the Time Off Display on Employee Dashboard drop down.

Employee Preferences 1. Enable shift-based approvals by checking the box next to Enable Shift-Based Approvals on the Time Card. 2. Administrators will be able to default all employee's personal preferences if the box next to Allow Only Administrator to Edit Employee Personal Preferences is checked. If employees should have the ability to configure personal preferences, do not check this box.

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3. If the box in #2 is checked, input the preferences for all employees via the drop downs in the Paging section. 4. Click Apply to make the updates. 5. Click Cancel Changes to discard any changes made in the session. 

The Apply and Cancel Changes buttons will only be able to be clicked if action is taken on the page.

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Pay Types 1. Check the box of any listed pay type which is a part of the payroll policy. 2. Click Apply to make the updates. 3. Click Cancel Changes to discard any changes made in the session. 

The Apply and Cancel Changes buttons will only be able to be clicked if action is taken on the page.

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Notifications Employee Notifications  Employees can now receive notifications when their time cards are edited and approved per payroll policy settings. 1. Click Yes in the Enabled box to allow for notifications to be sent for time card modifications and approvals. 2. From the Send notification via section, check the box or boxes to any of the types of notifications to determine where any timecard notifications will be sent when updates are made. 3. Click Preview Messages to see the message employees will receive for the notifications. Time Card Modified Example

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If Paylocity Mobile is enabled for your company, and the Mobile Push Notification box is checked, click the Mobile tab to preview the message.

4. Click Apply to save the information.

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Scheduled Employee Reminder Notifications  Schedule reminder notifications to be sent to employees within the applicable payroll policy for them to perform a requested action, such as submitting a timesheet at the end of a week per payroll policy settings. 1. Click Yes in the Enabled box to allow for reminder notifications to be sent for when to submit timesheets. 2. From the Send notification via section, check the box or boxes to any of the types of notifications to determine where the submit timesheet reminder notifications will be sent. 3. From the Scheduled Employee Reminders > Submit Timesheet section, click Preview Messages to see the message employees will receive when being reminded to submit their timesheets.

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If Paylocity Mobile is enabled for your company, and the Mobile Push Notification box is checked, click the Mobile tab to preview the message.

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4. Click + Schedule a Reminder to create a new reminder entry for when the notifications will be sent. 5. Click into the Days of the week field and select a date from the menu. 6. From the Time of the day field, click the clock icon to select a time or click into the blank field to manually enter a time. 7. Click Update to save the entry. 8. Click Apply to make the updates.

Important Notes 

The notifications will be sent out based on the time zone of the recipients.



The messages contained within the e-mails to employees cannot be configured.



Work Email is set up in Web Pay on the Employee Info > Work > Location page in the Email field.



Personal Email is set up in Web Pay on the Employee Info > Personal > Demographics page in the Email address field.

Global Configuration Settings Input or edit company information and preferences.

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Actions 1. In the Company Information section, only the Company Name field is required. Enter any other company information as desired. 2. Edit the Labor Level Description and/or Labor Levels Description fields to change the name of what labor levels are referred to within the database. 3. Via the Start of Work Week for Schedule Templates drop down, select the starting point of the work week when viewing scheduled templates. This day only applies to the schedule templates page. Employee schedules starting weekday will reflect their payroll policy start day. 4. Check or do not check the Allow Supervisors to Approve Time with Attendance Exceptions and Missing Punches box as applicable. 5. Click Apply to save any updates. 6. Click Cancel Changes to remove any entered data on the page in this session.

Mobile Policies Description Create mobile policies with specific punch requirements. Actions Add New Mobile Policy 1. Click Add New Mobile Policy to create a new mobile policy.

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2. Enter the Policy Name (50 character limit). 3. Click Create Mobile Policy.

4. Select Yes or No to Require location services to be enabled on device to punch. 5. Make a selection from the When an employee tries to punch without GPS coordinate data drop down. The Don't allow punch option is only available when the location services requirement is set to Yes. 6. Make a selection from the When an employee tries to punch outside a Geofence drop down. Note: A Mobile Geofence can be added to a Mobile Policy only if the Yes radio button is selected for Require location services to be enabled on device to punch and Don't allow punch is selected from the When an employee tries to punch without GPS coordinate data drop down. 7. Click Add New Geofence to add a geofence for the selected mobile policy if applicable. 8. Click Save to apply the updated information. 9. Click Cancel to discard the changes and return to the Mobile Policies home screen.

10. Click Assign Employees to assign an employee group or individual employees to the mobile policy. 204

11. Click Edit to update the geofence. 12. Click Delete to remove the geofence.

Edit Mobile Policy 1. Click Edit to modify the details.

2. Select Yes or No to Require location services to be enabled on device to punch. 3. Make a selection from the When an employee tries to punch without GPS coordinate data drop down. The Don't allow punch option is only available when the location services requirement is set to Yes. 4. Make a selection from the When an employee tries to punch outside a Geofence drop down. Note: A Mobile Geofence can be added to a Mobile Policy only if the Yes radio button is selected for Require location services to be enabled on device to punch and Don't allow punch is selected from the When an employee tries to punch without GPS coordinate data drop down. 5. Click Add New Geofence to add a geofence for the selected mobile policy if applicable. 6. Click Save to apply the updated information. 7. Click Cancel to discard the changes and return to the Mobile Policies home screen.

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8. Click Assign Employees to assign an employee group or individual employees to the mobile policy. 9. Click Edit to edit the geofence. 10. Click Delete to delete the geofence.

Delete Mobile Policy 1. Click Delete to remove the mobile policy.

2. Click OK to confirm deletion.

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Mobile Geofence Description Create a geographical area where an employee can perform punch activities using the Paylocity Mobile application. Note: A Mobile Geofence can be added to a Mobile Policy only if the Yes radio button is selected for Require location services to be enabled on device to punch and Don't allow punch is selected from the When an employee tries to punch without GPS coordinate data drop down. Actions 1. Enter the Geofence name. 2. Use the polygon tool on the map to create the geofence.

3. Select the Geofence Color. 4. Check the Cost Centers box to enable to the cost center drop downs. 5. Select the applicable cost centers. 6. Click Delete Selected Geofence to delete the geofence. 7. Click Save to apply the updated information. 8. Click Cancel to discard any changes and close the window. 207

Assign Mobile Policy Description Assign individual users to a specific Mobile Policy. *Punch users are required to be assigned to a mobile policy to mobile punch. Actions 1. Access Web Pay to configure Employee Info: Employees | Employee Info. 2. Find the applicable employee and click on the Web Time tab. 3. In the Mobile section, select the mobile policy via the drop down. 4. Click Save.

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Hardware Terminals Customize hardware terminals. Users may filter the display of information. Actions Add Hardware Terminal 1. Click Add to create a new hardware terminal.

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2. Complete the required fields. 3. Complete the applicable optional fields. 4. Click Save and Return to apply the updated information.

5. A message will appear indicating that the new hardware terminal record has been created successfully.

Edit Hardware Terminal 1. Click the Terminal ID link to display or modify the details.

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2. Update the required fields. 3. Update the applicable optional fields. 4. Click Save or Save and Return to apply the updated information.

5. A message will appear indicating that the hardware terminal record has been updated successfully.

Delete Hardware Terminal 1. Check the box adjacent to the Terminal ID and click Delete to remove the terminal.

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2. Click Yes to confirm the deletion.

Time Card Notes Description Create time card notes to describe the time card event. Actions Add a Time Card Note 1. Click Add a Time Card Note to create a time card note.

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2. Enter the Code (three character limit). 3. Enter the Note (50 character limit). 4. Check the Active box. 5. Click Update to apply the updated information. 6. Click Cancel to discard the changes.

7. A message will appear confirming that the new record has been created successfully. Edit a Time Card Note 1. Click Edit to modify the details.

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2. Update the Code (three character limit). 3. Update the Note (50 character limit). 4. Check the Active box. 5. Click Update to apply the updated information. 6. Click Cancel to discard the changes.

7. A message will appear confirming that the record has been updated successfully.

Delete a Time Card Note 1. Click Delete to remove the time card note.

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2. Click OK to confirm removal of the time card note. 3. Click Cancel to discard the changes and close the window.

4. A message will appear confirming that the record has been deleted successfully.

Define Cost Centers Define cost centers for the company. Add Cost Center Detail Records to each cost center. Actions Add Cost Center 1. Click Add new record to create a cost center.

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2. Enter the Description (50 character limit). 3. Click Update to save the information. 4. Click Cancel to discard the changes.

Edit Cost Center 1. Click Edit to modify the details.

2. Update the Description (50 character limit). 3. Click Update to save the modified information. 4. Click Cancel to discard the changes.

Delete Cost Center 1. Click Delete to remove the cost center.

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2. Click OK to confirm the deletion.

Setup Cost Center Detail Records Add cost center detail records to each defined cost center. Actions Add New Detail Record 1. Select the Cost Center from the drop down. 2. Click Add New Detail Record to create a cost center detail record.

3. Enter the required Description (50 character limit). 4. Enter the required Code (50 character limit). 5. Enter the applicable Pay Rate. 217

6. Enter the applicable Charge Rate. 7. Check the Active box. 8. Click Update to apply the updated information. 9. Click Cancel to discard the changes.

Edit Detail Record 1. Click Edit to modify the details.

2. Update the Description (50 character limit). 3. Update the Code (50 character limit). 4. Update the applicable Pay Rate. 5. Update the applicable Charge Rate. 6. Check the Active box. 7. Click Update to apply the updated information. 8. Click Cancel to discard the changes.

Delete Detail Record 1. Click Delete to remove the cost center detail record.

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2. Click OK to confirm the deletion.

Import Records 1. Click Import Records to import cost center detail records in CSV format.

Import Cost Centers Actions 1. Click Import Records.

2. Create new mapping or select mapping from the drop down. 3. Click Next.

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4. Enter Mapping Name. 5. Enter the applicable column numbers in the Cost Center, Code, Description, and Active Status columns. 6. The Pay Rate Column and Charge Rate Column are optional fields. 7. Click Next.

8. Select the csv file. 9. Click Preview Import.

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10. Verify the information. 11. Click Import to import the cost centers. Assign Cost Centers Override Rates Quickly override the pay rate and charge rates attached to specific employee cost centers. Actions 1. Enter the employee's name in the Search Employees section or scroll through the list of employees. 2. Click Edit.

3. Enter the amounts in the Pay Rate Override and Charge Rate Override fields. 221

4. Click Update to apply the updates. 5. Click Cancel to discard the changes.

6. A notification will appear to indicate that the data has been saved.

Copy Cost Center Assignments Offers the ability to select the cost center from one employee and copy to multiple other employees. Actions 1. Select the employee from the Employees drop down.

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2. Check the box of any applicable employee who should be assigned the existing cost center attached to the selected employee in #1. 3. Click Next. 4. Click Back to be directed to the first page.

5. If applicable, click Edit to override the pay rate or charge override for a specific employee's cost center. Click Update. 6. Review the assignments and click Save to apply the updates. 7. Click Back to be directed to the Search Employees page. 8. Click Cancel to discard the changes and be directed back to the Configuration page.

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9. A notification will appear to confirm that the updates have been saved.

Assign Cost Centers Description Assign cost centers to employees. Users may filter the display of information. Actions 1. Check the boxes next to the applicable employees. 2. Click Next.

3. Select the cost centers. 4. Click Next. 5. Click Back to return to the Select Employee page.

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6. Verify the assignments. 7. Click Edit to adjust the cost center override rates. 8. Click Back to return to the Select Cost Center page. 9. Click Save to apply the updated information. 10. Click Cancel to discard any changes.

11. A notification will appear indicating that the updates were saved successfully.

Configure Pay Types Description Configure Pay Types for the company. Pay Types are typically used for non-work hours such as holidays, sick time, vacation, or jury duty. Actions Add New Pay Type 225

1. Click Add New Pay Type to create a new pay type.

2. Enter the Description (50 character limit). 3. Enter the Code (50 character limit). 4. Select the Default Pay Level for the pay type via the drop down. This will automatically populate the Pay Level field when adding a pay type transaction for an employee on the Employee Time Card page. 5. Check the applicable boxes for the pay type. 6. Make a selection from the Used time applies toward benefit type drop down. 7. Click Update to save the updated information. 8. Click Cancel to discard the changes and close the window.

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9. A message will appear indicating that the new record has been created successfully.

Assign Pay Types to Payroll Policies 1. Access the Employee Applications Settings page via the Configuration menu. 2. Click Edit next within the line of the applicable payroll policy.

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3. Select Pay Types from the navigation bar on the left side of the page. 4. Check or uncheck the boxes for any payroll types which should or should not be available within the payroll policy.

Deactivate Pay Type 1. Click Edit for the applicable pay type.

2. Uncheck the Active box on the Edit screen.

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3. Click Update. 4. A message will appear indicating that the pay type has been saved successfully.

5. The Pay Type will no longer be a selectable option on timesheets when adding a Pay Type Transaction. 

If the pay type is on an existing time card or timesheet for the current pay period at the time of deactivation, it will not be removed.

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1. Click Delete to remove the pay type.

2. Click OK to confirm the deletion.

3. A message will appear indicating that the pay type was deleted successfully.

Edit Pay Type 1. Click Edit to configure the pay type.

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2. Update the Description (50 character limit). 3. Update the Code (50 character limit). 4. Update the Default Pay Level for the pay type via the drop down. This will automatically populate the Pay Level field when adding a pay type transaction for an employee on the Employee Time Card page. 5. Check the applicable boxes for the pay type. 6. Make a selection from the Used time applies toward benefit type drop down. 7. Click Update to save the updated information. 8. Click Cancel to discard the changes and close the window.

9. A message will appear indicating that the pay type has been updated successfully.

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Reactivate Pay Type 1. Click Edit for the applicable pay type.

2. Check the Active box on the Edit screen. 3. Click Update. 

The pay type will be a selectable option on the time card or timesheet.

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Important Notes  

Pay Types, including holiday pay types, can be configured to count towards overtime by checking the box next to Can be Overtime within the pay type. If a pay type should not have overtime count towards it, remove the check or leave the box not checked for Can be Overtime. When the pay type is used in the future, it will not count towards overtime.

Configure Pay Adjustment Types Description Configure Pay Adjustment Types for the company. Actions Add Pay Adjustment 1. Click Add Pay Adjustment Type to create a new pay adjustment type. 233

2. Enter the Description (50 character limit). 3. Enter the Number (50 character limit). 4. Check the Employee Entry box to allow employees to enter the pay adjustment type. 5. Check the Deduction box when applicable. 6. Click Update to save the updated information. 7. Click Cancel to discard the changes and close the window.

8. A message will appear indicating that the new record has been created successfully.

Edit Pay Adjustment 1. Click Edit to modify the pay adjustment type details.

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2. Enter the Description (50 character limit). 3. Enter the Number (50 character limit). 4. Check the Employee Entry box to allow employees to enter the pay adjustment type. 5. Check the Deduction box when applicable. 6. Click Update to save the updated information. 7. Click Cancel to discard the changes and close the window.

8. A message will appear indicating that the existing record has been saved successfully.

Delete Pay Adjustment 1. Click Delete to delete the pay adjustment type.

2. Click OK to confirm the deletion.

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3. A message will appear indicating that the pay adjustment type has been deleted successfully.

Shift Differential Policies Implement shift differentials to detail how your company pays shift premiums. Actions Add Shift Differential Policies 1. Access the Define Shift Differential Policies page via the Configuration menu in the Payroll Rules section. 2. Click Add New Shift Differential Policy.

3. Enter shift's name in the Policy Name field and click Create New Policy.

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4. Check the Use Advanced Shift Differential Rules box to allow for one of the two radio buttons below to be able to be selected. 5. Check or uncheck the available boxes per the shift's desired specifications.

6. Click Add New Rule in the Shift Rules section to add shift rules for specific days.

7. Check the boxes of the days applicable to the shift. 8. Enter in the shift code. 9. Select the start time and end time via the clock icon next to the applicable fields, or enter in the start and end times via a keyboard. 10. Enter the additional pay factor or wage per hour. 11. Check any of the boxes in the Qualifications section and edit accordingly per the shift's specifications. 12. Click Save to apply the updates. 237

13. Click Cancel to discard the changes.

14. Once saved, a notification will appear confirming that the shift has been updated successfully.

Edit Shift Differential Policies 1. Access the Define Shift Differential Policies page via the Configuration menu in the Payroll Rules section. 2. Click Edit within the applicable shift differential line.

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3. Edit the policy name. 4. Check the Use Advanced Shift Differential Rules box to allow for one of the two radio buttons below to be able to be selected. 5. Check or uncheck the available boxes per the shift's desired specifications.

6. Click Add New Rule in the Shift Rules section to add shift rules for specific days.

7. Check the boxes of the days applicable to the shift. 8. Enter in the shift code. 9. Select the start time and end time via the clock icon next to the applicable fields, or enter in the start and end times via a keyboard. 10. Enter the additional pay factor or wage per hour.

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11. Check any of the boxes in the Qualifications section and edit accordingly per the shift's specifications. 12. Click Save to apply the updates. 13. Click Cancel to discard the changes.

14. Once saved, a notification will appear confirming that the shift has been updated successfully.

Delete Shift Differential Policies 1. Access the Define Shift Differential Policies page via the Configuration menu in the Payroll Rules section.

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2. Click Delete with the applicable shift differential line.

3. A notification will appear to confirm the deletion of the shift differential. Click OK.

4. A notification will appear confirming the successful deletion of the shift differential.

Important Notes 

Shift differentials cannot be assigned to pay types.

View Payroll Policy Settings Description A payroll policy is a group of rules (template) that describes how your company handles attendance, rounding, overtime, lunch, breaks, and more. *This page exclusively offers the chance to view existing payroll policy settings and pay periods, along with the ability to assign employees to the applicable payroll policies. *Please contact your Account Manager for implementation of any new payroll policies or modifications to existing payroll policies. 

Telephone support is available from Paylocity’s Support Center Monday through Friday, 7 a.m. - 7 p.m. Central Time, at 888-873-8205. Enter the Company Id and select option #2.

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E-mail support is available via [email protected]



If in Web Time implementation, please contact your Web Time Implementation Consultant.

Actions 1. Access the Payroll Policies page via the Payroll Rules section of the Configuration Home page. 2. Click View.

3. Use the sidebar navigation menu to quickly open to the desired settings pages. 4. Click Back or Next on the existing page when available to bounce back and forth between pages based on the order of the sidebar navigation menu. 5. Quickly review a different payroll policy's settings via the Select Payroll Policy drop down. 6. Click Cancel on any page to return to the main Payroll Policies page.

Important Notes 

Auto Lunches can only be disabled on the Payroll Policy page. 242



If an employee takes a break that is longer than 15 minutes, the first 15 minutes will be paid as expected, but any additional time over that first 15 minutes will go to the unpaid column of the time card.



Timesheets can display with duration only or start and end times via the Employee Settings section of the Payroll Policy page. Contact Web Time Support to have this configured for the desired view for employees.



Enabling employee timesheet approvals can be configured in the Employee Settings section by Web Time Support.



If an employee does not have an auto lunch generate as expected, review the payroll policy the employee is assigned to for more information on what needs to be met for an auto lunch to populate.

Assign Payroll Policies A payroll policy is a group of rules (template) that describes how your company handles attendance, rounding, overtime, lunch, breaks, and more. *This page exclusively offers the chance to view existing payroll policy settings and pay periods, along with the ability to assign employees to applicable payroll policies. *Please contact your Account Manager for implementation of any new payroll policies or modifications to existing payroll policies. 

Telephone support is available from Paylocity’s Support Center Monday through Friday, 7 a.m. - 7 p.m. Central Time, at 888-873-8205. Enter the Company Id and select option #2.



E-mail support is available via [email protected]



If in Web Time implementation, please contact your Web Time Implementation Consultant.

Actions Via Web Time 1. Access the Payroll Policies page via the Payroll Rules section of the Configuration Home page. 2. Click View.

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3. Click Assign Employees.

4. Filter a group of employees to search for by selecting the group from the Employee Manager Group drop down and clicking Filter. 5. In the Available Employees section, click the arrows at the bottom of the section to navigate through the pages and check the box of the employee (s) to be assigned to the policy. 6. Check the box of the employee (s) to assign the policy to. 7. Click the X in the Selected Employees section to remove the assignment for the employee who was just assigned to the policy. 8. Click Save.

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Via Web Pay 1. In the Employees menu, select Employee Info. 2. Search and select the applicable employee via the Search field or employee drop down. 3. Click on the Web Time tab. 4. Via the Payroll section, select the Payroll Policy from the Payroll Policy drop down. 5. Click Save.

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View Payroll Policy Pay Periods A payroll policy is a group of rules (template) that describes how your company handles attendance, rounding, overtime, lunch, breaks, and more. *This page exclusively offers the chance to view existing payroll policy settings and pay periods, along with the ability to assign employees to the applicable payroll policies. *Please contact your Account Manager for implementation of any new payroll policies or modifications to existing payroll policies. 

Telephone support is available from Paylocity’s Support Center Monday through Friday, 7 a.m. - 7 p.m. Central Time, at 888-873-8205. Enter the Company Id and select option #2.



E-mail support is available via [email protected]



If in Web Time implementation, please contact your Web Time Implementation Consultant.

Actions 1. Access the Payroll Policies page via the Payroll Rules section of the Configuration Home page.

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2. Click View Pay Periods to quickly check on the pay periods attached to the payroll policy over the next calendar year.

3. Click Close to return to the main Payroll Policies page.

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Overtime Rules Overtime Rules are implemented within each payroll policy via the Overtime Rules section of the payroll policy's sidebar menu. This page offers view-only access to overtime rules attached to each payroll policy. *Please contact your Account Manager for implementation of any new overtime rules or modifications to existing overtime rules. 

Telephone support is available from Paylocity’s Support Center Monday through Friday, 7 a.m. - 7 p.m. Central Time, at 888-873-8205. Enter the Company Id and select option #2.



E-mail support is available via [email protected]



If in Web Time implementation, please contact your Web Time Implementation Consultant.

Actions 1. Access the Overtime Rules page via the Payroll Rules section of the Configuration Home page. 2. The page allows for viewing of the specific overtime rule, along with its type, which policies it is assigned to, and whether or not it is active.

3. To view more specific details of the overtime rule as it is setup for a payroll policy, access the Payroll Policies page.

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Employee Groups Create employee groups. Users may filter the display of information. Users are required to be assigned to both an Employee Group and a Feature Access Template to have access to employees. Actions Add Employee Group 1. Click Add Group to create a new employee group.

2. Enter the Group Name. 3. Users may filter the display of information. 4. Check the box adjacent to the Employee Name in the Available Employees section to add the employee to the Selected Employees section. 5. Click the red X to delete the selected employee from the Selected Employees section. 6. Click Save to apply the updated information.

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7. Click Save & View Group Employees to save the group and view the members of the employee group. 8. Click Save & Return to save the entry and return to the Employee Groups home screen. 9. Click Cancel to discard the changes and return to the Employee Groups home screen. 10. To give users access to the Employee Group, select the user in Web Pay and select the Web Time screen.

11. A message will appear indicating that the new record has been created successfully.

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Edit Employee Group 1. Click the Group Name link to display or modify the details.

2. Update the Group Name. 3. Users may filter the display of information. 4. Check the box adjacent to the Employee Name in the Available Employees section to add the employee to the Selected Employees section. 5. Click the red X to delete the selected employee from the Selected Employees section. 6. Click Save to apply the updated information. 7. Click Save & View Group Employees to save the group and view the members of the employee group. 8. Click Save & Return to save the entry and return to the Employee Groups home screen. 9. Click Cancel to discard the changes and return to the Employee Groups home screen. 10. To give users access to the Employee Group, select the user in Web Pay and select the Web Time screen.

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11. A message will appear indicating that the employee group has been updated successfully.

Delete Employee Group

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1. Check the box adjacent to the Group Name and click Delete to delete the employee group.

2. The below notification will appear after clicking Delete.

Important Notes 

If a user is not seeing the applicable employee groups, verify that the user is assigned to the correct Feature Access Template.

IP Access Policy An IP access policy is a group of rules, or a template, that describes which IP addresses are permitted access to this site. The ability to punch in/out can also be limited by an IP access policy. Actions Add IP Access Policy 1. Click Add New IP Access Policy.

2. Enter the name of the policy into the IP Access Policy Name field.

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3. Check the Allow Access box to allow site access with no punch capability from outside the entered IP access mask. 4. Check the Allow Punch box to allow web punching from the IP access mask.

5. Click Add New IP Address. 6. Enter the IP Address and click Update. 7. Click Save to apply the updates.

8. A message will appear indicating that the policy has successfully been added.

Assign Employees to IP Access Policy Assign Employees 1. Via Web Pay, access Employee Info via the Employees menu. 2. Click on the Web Time tab. 3. In the Security section, choose the IP Access Policy via the IP Access Policy drop down.

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View Assigned Employees 1. Via Web Time, click Edit within the line of the policy.

2. Click Members.

3. View the employees assigned to the policy.

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Delete IP Access Policy 1. Click Delete within the line of the policy to be removed. 

An IP Access Policy can only be deleted if no employees are assigned to it.

2. Click OK to confirm the removal.

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3. A message will appear confirming the removal of the policy.

Important Notes 

Multiple IP addresses can be added to each individual IP policy.

View Group Employees Actions 1. Click View on the applicable employee group line to view the employees assigned to the group.

2. Click Cancel to return to the main screen.

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Feature Access Templates Description Users must be assigned to both a Feature Access Template and an Employee Group to have access to employees. Feature Access Templates enable users to manage employee timesheets, create schedules, and print reports. Administrators are able to assign users to feature access templates and employee groups. When the assigned users log into Web Time, they will see the employees and features granted by the security group. Employees do not need to be assigned to a security group. User access gives employees the ability to track their own time without needing special access. Actions Add New Feature Access Template 1. Access the Configure Feature Access Templates page in Web Time: Configuration | Security | Configure Feature Access Templates.

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2. Click Add New Feature Access Template or Copy Template.

3. Enter a name for the template in the required Template Name field. 4. Check the box next to Full Access for any employees assigned to the template to have permission to all fields listed. 

The Full Access box will become unchecked once an adjustment is made to any sections within the template.



If Yes is chosen for applicable Access options, such as Reports in the Payroll section, additional adjustable fields will appear.

5. Navigate through each section's fields to assign appropriate access for the template. 6. Click Save at the bottom of the page.

7. A notification will appear that the template's settings have been updated accordingly.

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Edit Feature Access Template 1. Access the Configure Feature Access Templates page in Web Time: Configuration | Security | Configure Feature Access Templates. 2. Click Edit on the line of the template to edit.

3. Update the name for the template, if applicable, in the required Template Name field. 4. Check the box next to Full Access for any employees assigned to the template to have permission to all fields listed. 

The Full Access box will become unchecked once an adjustment is made to any sections within the template.



If Yes is chosen for applicable Access options, such as Reports in the Payroll section, additional adjustable fields will appear.

5. Navigate through each section's fields to assign appropriate access for the template. 6. Click Save at the bottom of the page.

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7. A notification will appear that the template's settings have been updated accordingly.

Delete Feature Access Template 

A Feature Access Template cannot be deleted if employees are assigned to it.

1. Access the Configure Feature Access Templates page in Web Time: Configuration | Security | Configure Feature Access Templates. 2. Click Delete on the line of the template to remove.

3. A Delete Feature Access Template confirmation window will appear. Click OK.

View Employees Assigned to the Feature Access Template 

View the Assign Feature Access Template page to see how employees are assigned.

Via Number of Members Assigned 1. Access the Configure Feature Access Templates page in Web Time: Configuration | Security | Configure Feature Access Templates. 2. Click the number under the Number of Members Assigned column.

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3. Click Close to return to the Configure Feature Access Templates page. Via Edit 1. Access the Configure Feature Access Templates page in Web Time: Configuration | Security | Configure Feature Access Templates. 2. Click Edit on the line of the template.

3. Click Members.

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Assign Feature Access Template Assign feature access templates to employees. Users may filter the display of information by selecting an employee group. Actions Via Web Pay *For Web Time companies integrated with Web Pay. 1. Access the employee record that will be assigned to the feature access template. 2. Click on the Web Time tab. 3. In the Security section, make the selection via the Feature Access Template drop down. 4. Click Save.

Via Web Time *For Web Time companies not integrated with Web Pay. 1. Access the Feature Access Templates page via the Configuration page. 2. Click Edit on the line of the applicable feature access template.

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3. Click on Members. 4. Click on any employees in the Available Employees section to move to the Selected Employees section. 5. Click Save. 6. Click Cancel Changes to discard any changes made on the page in the session.

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Web Pay Web Time Actions 1. In the Time and Labor section, check the box next to Enable Time and Labor to allow for the employee to have access to Web Time. 

When the box is checked, the employee will be in an Active status in Web Time.



When the box is not checked, the employee will be in an Active status in Web Time.



Required to be checked to give an employee access to a Web Kiosk Instance if applicable.

2. In the Employee Setup section, if applicable, adjust the badge number. 

A badge number is required if the employee will be logging into a Web Kiosk Instance.

3. Via the Payroll section, choose the payroll policy from the drop down. 4. Make any adjustments necessary to the employee's benefits setup via the Benefits section. 5. Adjust the job code, if applicable, in the Unmapped Labor Levels section. 6. To give users mobile punch access, select the Mobile Policy from the drop down. 7. Update the employee's time zone configuration to ensure that the correct time is displayed when the employee logs in to clock in or out. 8. Check the box next to Allow clock in / clock out through web to give the employee the ability to make punch entries via Web Time’s full site. 

Does not need to be checked for employees that will exclusively be accessing a Web Kiosk Instance to punch in and out.

9. Configure timesheet settings for the employee via the Time Sheet Approval and Attendance Tracking section. 

Click into the box next to Allow Employee to submit timesheet for... to give employees the ability to edit their timesheets.



Click into the box next to Non-worked Hours to enable employees to submit timesheets with non-worked hours.

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10. To give users access to employees, select the Feature Access Template from the drop down and the Employee Group from the Permission to Manager Groups drop down. 11. Adjust which IP Access Policy the employee is a part of for punching purposes via the IP Access Policy drop down. 12. Click Save to apply the updated information.

Important Notes

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If Track Attendance Only is checked, zero hours will appear on the time card.

Non-Employee Workflow for Temporary Employees Non-employee Web Time user accounts can quickly be set up for temporary employees. *For Web Time companies integrated with Web Pay, this would allow for a Web Time-only employee account to be created that will not be paid via a payroll in Web Pay. Actions Create a Non-Employee User Account 1. Via Web Pay, navigate to the Company > User Accounts page and click Add NonEmployee. 

Temporary employees are unable to be created at the company set level.

2. On the Non-Employee User Account Details page, locate the Time and Labor Access section to place a check into the box next to Temporary Employee. 

By checking the Temporary Employee box, these fields are automatically configured and are not able to be edited:



The Security Group drop down defaults to Web Time Employee.



The Web Time Only Access box gets checked.



The Web Time Access drop down defaults to Allow.



The Default Home Page drop down defaults to Web Time.

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3. Click Save for the new record to be created in Web Time. 4. The employee record can now be located via the Employee Search page.

Inactivate a Non-Employee User Account 1. Via Web Pay, navigate to the Company > User Accounts page and navigate to the applicable non-employee record. 2. Click on the employee ID link in the Id column. 3. Click into the Enabled check box to remove the check mark.

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4. Click Save to apply the update. 

The non-employee record will no longer be accessible via the Active filter on the Employee Search page in Web Time.

Important Notes 

Temporary employee records can only be edited via their Employee Info page in Web Time. All other employees that have access to Web Pay are required to be edited in Web Pay. 269



If a company has Web Pay and Web Time, but no integration exists between the databases, the temporary employee can login through Web Pay to be directed to Web Time.



Temporary employees can be grouped together via the Employee Groups page by adding a group with the Temporary/Permanent filter.

Security Levels Web Time offers three levels of security. The levels are configurable via the Web Time tab in Web Pay. 1. Full Rights – Grants the user full rights to all sections of Web Time. This security level is appropriate for company-wide administrators and any user who needs unrestricted access to the Web Time account. 2. Partial Access – Grants permission to view only the employees assigned to the user and allows access to selected sections of Web Time. This security level is appropriate for department managers and supervisors who need to view and edit their employees’ information. 3. User Access Only – Grants permission to view only the user's employee information and allows access to selected sections of Web Time. 270

Timesheet Audit Trails Quickly view timesheet audit trails for employees by payroll policy or date range. Actions 1. Select date range or the applicable payroll policy from the Payroll Policy Duration drop down.

2. Select the employee from the Employee drop down. 3. Use the Supervisor drop down to see employees by who their supervisor is.

4. Click "+" or the expand icon to view any changes made to the employee in the applicable date range. 

If only an employee is selected, all changes impacting the employee's timecard in the applicable date range will be viewable.



If only a supervisor is chosen, any changes the supervisor made to any employee's timecard will appear.

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If an employee and a supervisor are selected, any changes in the applicable date range that the supervisor made to the selected employee's timecard will appear.

5. Click the collapse icon close the expanded detail.

Benefit Policies Create benefit policies and assign them to employees. Actions Add Benefit Policy 1. Click Add to create a new benefit policy.

2. Enter the Benefit Name. 3. Select the Salary Type. 4. Click Add to enable the Benefit Types drop down. 5. Select the Benefit Type from the drop down. 6. Complete the applicable Settings information.

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7. Scroll down. 8. Complete the applicable Time Off Requests information. 9. Click Save to apply the updated information. 10. Click Cancel to discard the changes close the window.

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11. A message will appear confirming that the new record has been saved successfully.

Edit Benefit Policy 1. Select the Benefit Policy and click Edit to display or modify the details.

2. Update the Benefit Name. 3. Update the Salary Type. 4. Click Add to enable the Benefit Types drop down. 5. Select the Benefit Type from the drop down. 6. Complete the applicable Settings information.

7. Scroll down. 8. Complete the applicable Time Off Requests information. 274

9. Click Save to apply the updated information. 10. Click Cancel to discard the changes close the window.

11. A message will appear confirming that the new record has been saved successfully.

Assign Benefit Policy 1. Select the Benefit Policy and click Assign to assign the benefit policy to the employees.

Delete Benefit Policy 1. Select the Benefit Policy and click Delete to delete the benefit policy.

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2. Click Yes to confirm the deletion.

3. A message will appear confirming that the record has been deleted successfully.

Important Notes 

If benefit balances are not matching, check to see if the previous pay period is still open. Closing the previous pay period could correct the balances.

Assign Benefit Policy Assign benefit policies to employees. Users may filter the display of information. Actions 1. Click Assign on the Configure Benefit Accruals page.

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2. Check the box adjacent to the Employee Name in the Available Employees section to add the employee to the Selected Employees section. 3. Click the X adjacent to the selected employee in the Selected Employees section to delete the selected employee from the group. 4. Click Save to apply the updated information. 5. Click Cancel to discard any changes and close the window.

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6. A notification will appear after clicking Save to indicate that the updates were saved successfully.

Blackout Periods Description Create blackout periods for time off requests. Actions Add a Blackout Period 1. Click Add a Blackout Period to create a new blackout period entry.

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2. Select or enter the Start Date. 3. Select or enter the End Date. 4. Select the Type from the drop down. 5. Enter the applicable Notes. 6. Select the Employee Group from the drop down to apply the blackout days to the group. 7. Click Update to apply the information. 8. Click Cancel to discard the changes.

9. A message will appear confirming that the new record has been created successfully.

Edit a Blackout Period 1. Click Edit to modify the details.

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2. Select or enter the Start Date. 3. Select or enter the End Date. 4. Select the Type from the drop down. 5. Enter the applicable Notes. 6. Select the Employee Group from the drop down to apply the blackout days to the group. 7. Click Update to save the changes. 8. Click Cancel to discard the changes.

9. A message will appear confirming that the record has been updated successfully.

Delete a Blackout Period 1. Check the box next to the blackout period by clicking into it. 2. Click Delete to remove the blackout period.

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3. Click OK to confirm the deletion. 4. Click Cancel to go back to the Blackout Periods home screen.

5. A message will appear confirming that the record has been deleted successfully.

Holidays Description Configure the holiday setup for the company. Actions Add a Holiday List 1. Click Add New Holiday List.

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2. Enter the name of the Holiday List in the Holiday List field. 3. Click Add New Holiday to enter any applicable holidays. 4. Enter the name of the holiday and complete the rest of the fields. 5. Click Update. 6. Click Save to apply the updates. 7. Click Cancel to discard the changes.

8. A notification will appear indicating that the save was successful.

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Add a Holiday 1. Click Add New Holiday.

2. Enter the Holiday name. 3. Select or enter the Holiday Date. 4. Check the Active box to activate the holiday. 5. Enter the length of the holiday in the Days field. 6. Check the Include Weekends box for additional days if applicable. 7. Check the Company Worked box if applicable. Checking this box impacts the holiday rules of the associated payroll policy. 8. Click Save.

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Assign a Holiday List Holiday List Assignment via Web Pay 1. Via Web Pay, access the applicable employee on the Employees | Employee Info page. 2. Select the Web Time tab. 3. In the Payroll section, select the applicable holiday list from the Holiday List drop down. 4. Click Save.

5. A notification will appear to confirm the updates.

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Holiday List Assignment via Web Time *For Web Time companies not integrated with Web Pay. 1. Access the Configuration | Holidays page. 2. Click Edit to make changes to the applicable holiday list.

3. Click Members at the top right of the list page. 4. Click the + next to the employee record in the Available Employees section to add to the Selected Employees section. 

Click the X next to the employee record in the Selected Employees section to remove from the holiday list.

5. Click Save to apply the updates.

View Members via Web Time 1. Access the Configuration | Holidays page. 2. Click Edit next to the applicable holiday list. 285

3. Click Members.

Delete a Holiday 1. Click Edit for the applicable holiday list.

2. Click Delete.

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Edit a Holiday 1. Click Edit for the applicable holiday list.

2. Click Edit for the applicable holiday. 3. Select or enter the Holiday Date. 4. Check the Active box to activate the holiday. 5. Enter the length of the holiday in the Days field. 6. Check the Include Weekends box for additional days if applicable. 7. Check the Company Worked box if applicable. Checking this box impacts the holiday rules of the associated payroll policy. 8. Click Update to apply the updated information.

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9. Click Save to apply the updates. Regenerate Holidays  If new holidays are added to an existing holiday list, and the holidays have already passed within the current year, the holidays are required to be regenerated to be pushed to the employee time cards. 1. Click Regenerate Holidays. 2. Via the Date to Regenerate Holidays For field, enter the date or click the calendar to select the date. 3. Click the Payroll Policy to Regenerate field and select All or an applicable payroll policy. 4. Click Regenerate.

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Time Off Request Notifications Actions Create time off request notifications. Users can view these notifications in Messages. 1. Check the box to enable the applicable time off notification. 2. Click Save to apply the updated information.

Scheduler Configuration Select which day schedules will start on, whether or not employees can mark specific times as unavailable for scheduling purposes and configure publishing settings. Actions 1. Type Scheduler into the Search field and select Scheduler once it appears. 

The page can additionally be found via Configuration > Configuration Home > Time Off & Schedules > Scheduler.

2. Click on the drop down menu to select the day schedules will start on for the company. 3. Click Yes under Employee Availability to allow for employees to indicate days and times they are not available for scheduling. 4. Click Yes to enable schedule publishing on the Scheduler page. Click No to not require publishing. 5. Click Apply to save the update (s). 289

Important Notes 

If publishing is enabled and Apply is clicked, the Publish button will be available on the Scheduler page.



Employee Availability is exclusively available for use by employees via Paylocity’s Mobile App.

Notifications Schedule Offers the ability to send notifications to users to take action on items such as approving timesheets. Actions Add Schedule Notification 

Notification schedules are configured based on feature access templates.

1. Type Notifications into the Search field and select Notifications Schedule. 2. Click + Schedule a Notification.

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3. Select the Feature Access Template via the drop down. 4. Choose the Message Template. 

In this case, Approve Timesheets is applicable.

5. Click into the Days of the Week field to select the day (s) of the week notification of edits will be sent to employees. 6. Select the time of day the notifications will be sent by clicking on the clock icon in the Time of Day field or by manual entry. 7. Click into the Notification Methods field to add how the feature access template users will receive the notifications: Work Email, Personal Email, and/or Push Notification. 8. Click Update to save the notification schedule.

9. A notification will appear to confirm that the record has been saved.

Preview Notification 1. Type Notifications into the Search field and select Notifications Schedule. 2. Click Preview for the notification entry.

3. Review what the user will see with the received notification.

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If Paylocity Mobile is enabled for your company, and Push Notification box is entered in the Notification Methods field, click the Mobile Tab to preview the mobile message.

Edit Schedule Notification 1. Type Notifications into the Search field and select Notifications Schedule. 2. Click Edit for the notification entry.

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3. Make any necessary configuration changes as applicable and click Update. 4. A notification will appear to confirm that the record has been saved.

Delete Schedule Notification 1. Type Notifications into the Search field and select Notifications Schedule. 2. Check the box next to the entry that is to be deleted. 

Has to be checked for the X Delete action to be able to be clicked.

3. Click X Delete.

4. Click OK once the Confirm Delete? window appears.

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5. A notification will appear to confirm that the entry has been removed.

Important Notes 

The messages contained within the e-mails to employees cannot be configured.



Work Email is set up in Web Pay on the Employee Info > Work > Location page in the Email field.



Personal Email is set up in Web Pay on the Employee Info > Personal > Demographics page in the Email address field.

Attendance Policies Configure Attendance Policies for the company. The specific attendance policies will enable the attendance points to be accurately distributed based on the employee's clocking in and out actions. *If enabled, Attendance Points will replace Attendance Exceptions on the Supervisor Dashboard.

Request for Attendance Points to be Enabled  To start using attendance points from attendance policies when in Web Time implementation, make a request to your Web Time Implementation Consultant (IC) to have Attendance Points enabled.

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To start using attendance points from attendance policies when not in Web Time implementation, make a request to your dedicated Account Manager (AM) to have Attendance Points enabled.

Actions Add Attendance Policy and Points Add Attendance Policy 1. Access the Attendance Policies page via the Configuration menu. 2. Click Add New Attendance Policy.

3. Enter a name for the policy. 4. Click Save. Add Attendance Points Rules 1. Click + Add New Points Rule. 2. Enter a name for the rule. 3. Select a Points Rule Type from the drop down. 

If Pay Type is selected, this will be the only way that the Pay Type drop down can be configurable.



On the Employee Time Card page, a pay type transaction can be added and the points configured here will be applied.

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4. Configure the minimum and/or maximum minutes tied to the rule via the arrows or manual entry. 5. Select the start date from the calendar or manually enter. 6. If applicable, select the end date from the calendar or manually enter. 7. Use the arrows to input the positive or negative points value, or manually enter.

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8. Click Update to save the rule. 9. Click Save to apply the update to the policy.

Edit Attendance Policy and Points 1. Access the Attendance Policies page via the Configuration menu. 2. Click Edit next to the policy which needs to be configured.

3. Click Edit next to the rule which requires an update. 4. Update the name. 5. Update the points rule type via the drop down. 6. Adjust the minimum and maximum minutes via the arrows or manual entry. 7. Change the start date if incorrectly entered.

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8. If a rule type is no longer needed, enter an End Date via the arrows or manual entry. The expired rule type will remain visible for historical purposes. 9. Input the positive or negative points value via the arrows or manual entry/ 10. Click Update to save the rule. 11. Click Save to apply the update to the policy.

Assign Attendance Policy Via Web Pay 1. Access the applicable employee record's employee info page. 2. Click on the Web Time tab. 3. Navigate to the Attendance Policy section. 4. Select the attendance policy via the drop down.

5. Click Save. View Assigned Employees via Web Time 1. Access the Attendance Policies page via the Configuration menu. 298

2. Click on the number in the Number of Employees Assigned column to view any employees assigned to the policy.

Delete Attendance Policy 1. Access the Attendance Policies page via the Configuration menu. 2. Click Delete next to the policy which will be removed.

3. Click OK to delete the policy.

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Attendance Policies can only be deleted if no employees are assigned to the policy.



The Delete button cannot be pressed if an employee is assigned to the policy.

Important Notes 



Not applicable to employees who do not clock in and out via Web Time. For example, a group of salaried employees who do not clock in and out cannot have attendance points applied to their records. Employees cannot see how many attendance points they have accrued in a given time period. Only Web Time users with the applicable access rights to Attendance Policies can view point totals.

Export Matrix Map earning codes for different employment types by pay type to ensure that hours are exported correctly from Web Time to Web Pay. Actions 1. Type export into the Search field and click Export Matrix Configuration once it appears. 

Can also be found via Configuration > Configuration Home > Import/Export Settings > Export Matrix Configuration.

Export Matrix 1. Click the Pay Type drop down menu to select which pay type to configure.

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2. For each employment type, click into the fields underneath the applicable export code columns to add or configure the earnings code. 

Verify that the earning code entered matches what appears in Web Pay on the Company > Setup > Payroll > Earnings page.



In this example, the salary employment type employees for the Sick pay type are being assigned a SICKM memo earning code. For the same pay type, the hourly employment type employees have had the regular SICK earning code assigned to them. Both the SICK and SICKM earning codes are set up in Web Pay.

3. Click Save to apply the update (s). Cost Center Export Matrix

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1. Click Cost Center Export Matrix to configure earning codes for different employment types by pay type as they apply to cost centers. 2. Via the Select Cost Center drop down, choose the applicable cost center.

3. Click the cost center to edit from the Cost Center Details section. 4. Cost Center Export Matrix Click the Pay Type drop down menu to select which pay type to configure.

5. For each employment type, click into the fields underneath the applicable export code columns to add or configure the earnings code.

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6. Click Save to apply the update (s).

Important Notes 

The pay types that appear in the Pay Type drop down menu are set up on the Configure Pay Types page.

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GLOSSARY B Blackout Period: A pre-determined timeframe where time off requests for users will be impacted. G Group Time Card: Allows a user to manage employee time card activity for a selected date. H Hard Blackout: A time period where employees cannot submit time off requests for. I Invalid Terminal Punches: Any terminal punches which do not record correctly due to issues such as an invalid terminal or invalid badge number. M Mass Transaction Editor: Enables a user to modify several employee time cards at one time. Mobile Geofence: A geographical area where an employee can perform punch activities using the mobile application. P Pay Period: The time duration within which the amount a worker has earned is determined so that the worker can be paid properly. Punch Map: Offers the ability to view employee mobile punch details. S Soft Blackout: A time period where employees have the ability to submit time off requests, but are notified that the request falls within a timeframe where time off request approvals may be limited. Supervisor Dashboard: Centralized location for administrators or supervisors to respond to critical time and labor events.

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W Web Time: Time and attendance solution module.

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INDEX 9 9/80 Work Week 53 A Account Access 10 Add a New Shift 86 Add a Quick Shift 72 Add a Shift 73 Add Matching Punch 37 Add Pay Type Transaction 39 Add Payroll Data Transfer 153 Add Punch 35 Add Schedule Templates 106 Add Shift to Schedule Template 111 Add_ Edit_ or Delete Time 42 Approve Employee Time Card 46 Approve or Deny 127 Assign Benefit Policy 310 Assign Cost Centers 251 Assign Cost Centers Override Rates 248 Assign Feature Access Template 294 Assign Mobile Policy 231 Assign Mobile Policy to Group 233 Assign Payroll Policies 271 Attendance Exceptions 24 Attendance Points 25 Attendance Points - Employee Time Card 43 Attendance Policies 328 Audit Trail 48 B Balance to Web Time 171 Begin Payroll Lockout 155 Benefit Balances 53 Benefits 305 Blackout Periods 312 Blackout Types 136 C Close Pay Periods 163 Comments 34 Configure Pay Adjustment Types 261 Configure Pay Types 253

Copy a Shift 74 Copy and Paste a Shift 94 Copy and Paste a Week 103 Copy Cost Center Assignments 249 Copy Schedule to Other Employees 68 Cost Center Detail Records 243 Cost Centers 77 Create Templates from Scheduler Page 99 Custom Personal Information Fields 210 D Dashboard Filters 5 Dashboard Settings 18 Dashboard Setup 212 Define Cost Centers 241 Delete a Scheduled Shift 95 Delete a Shift 76 Delete a Week of Shifts 96 E Edit a Shift 76 Edit an Existing Shift 92 Edit Schedule Templates 115 Employee Application Settings 213 Employee Groups 279 Employee Info 138 Employee Request Details 133 Employee Scheduler 66 Employee Search 143 Employee Time Card 30 F Feature Access Templates 289 Feedback 12 Filters 3 G Generate Schedules 118 Global Configuration Settings 224 Group Time Card 61 H Hardware Terminals 235 Help 9 Holidays 315 Home 16 306

I Import Cost Centers 245 Introduction 1 Invalid Punches 28 IP Access Policy 284 M Mass Transaction Editor 63 Meal Premiums 52 Message Center 147 Missed Punches 22 Mobile Geofence 229 Mobile Policies 226 More 78 My Employees 21 N New Employee Scheduler 79 Non-Employee Workflow for Temporary Employees 299 Notifications Schedule 324 O Open Pay Periods 165 Overtime Rules 277 P Pay Adjustments 54 Payroll Data Transfers 151 Payroll Policies 269 Pending Time Off 23 Preferences 50 Print Schedules 101 Projection 156 Punch Map 149 Q Quick Shifts 69 R Reconciliation 160 Reports 171 Request and Schedule a Report 172 Request Details 129 Request Time Off for Employee 133 Run the -Master Timecard Summary Report 173

S Saved Searches 6 Schedule Publishing 102 Schedule Summary 131 Schedule Templates 104 Scheduled vs Actual 17 Scheduler Configuration 322 Scheduler Errors 85 Scheduler Options 97 Scheduler Search 82 Schedules 57 Search and Navigation 2 Search for Reports 174 Security 302 Select Employee 31 Select Filter 33 Send a Message 47 Shift Differential Policies 264 Sidebar Menu 10 Status Board 21 Status Board Totals 19 Supervisor Dashboard 16 Supervisor Note 44 T Time Card Notes 238 Time Off Request Calendar 125 Time Off Request List 130 Time Off Request Notifications 322 Timecard Approvals 60 Timesheet Audit Trails 303 U User Preferences 7 V View Group Employees 288 View Payroll Policy Pay Periods 275 W Web Kiosk 194 Web Kiosk Photo Capture 188 Web Kiosk PIN 181 Web Kiosk Setup 176 Web Kiosk Time Off Requests 186 Web Kiosk Tip Entry 191 307

Web Pay Batch Totals 167 Web Pay Time Import 168 Web Pay Web Time 296 Web Time Payroll Processing 151 What's New? 13

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Web Time Administrator Guide - Paylocity

Revised 04/04/2018 WEB TIME ADMINISTRATOR GUIDE CLIENT RESOURCE PAYLOCITY.COM TABLE OF CONTENTS Web Time ...

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