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Payroll Hours Option

    This option allows you view and edit payroll hours for the employees you manage.  It is only visible for supervisors and web adminstrators.

     

    CONTENT

    Information Displayed

    To view employee payroll hours for a period, select the Payroll Hours Option in the Browse menu.

     

    W_PayrollHrs.jpg

     

    A maximum of 15 records are shown on a page.

    Use the First, Previous, Next and Last buttons to scroll between the pages.

    Icons

    The following icons are used:

    The record has been locked and cannot be edited.
    An approved record which will be used when totalling payroll hours.
    A pending record that requires approval from the supervisor.
    The record has been removed.
    There is a warning linked to this record.
    The record has been edited or added manually.
    The hours record has been created by the CS Time processor.
    A TNA hours record.
    A Job Hours record.
    The hours in this record will be subtracted from the processed payroll hours on the entered date.
    The hours in this record will be added to the processed payroll hours on the entered date.
    The hours in this record will override the processed payroll hours on the entered date.
    Overtime authorisation button.

    Filtering options

    You can filter the information you are viewing with the following options:

    1. Employee Group:  Change the employee group displayed i.e. you can select to view employees in a specific department.  Click on the lookup button W_Lookup.jpg to view the employee group selections available to you. The Lookup Employee Group page will open:

      W_LookupEmpGroup.jpg

      Click on the group you wish to view and then click on the Select button.
       
    2. You can change the period you are viewing by entering or selecting new dates in the From Date and To Date fields.
    3. You can select to view only certain types of hours by selecting / de-selecting the type of hours.

    Sorting

    You can sort the information displayed in ascending or decending order by clicking on the header of the column you wish to sort by.

     

    W_PHrsSorted.jpg

     

    In the partial screenshot above, the records have been sorted by Emp Number.

    Locate

    When there is more than 15 records in the selected period you can use the Locate (Position) field to search for specific information.  Example: if you are looking for the clockings of a specific employee, first change the sort order to Emp Number, type the employee number in the Locate field and click next to the field to initiate the search.  The information shown will refresh to the first record for the employee in the selected period.

     

    W_LocateEmpClo.jpg

     

    Links

    Warnings

    Opens the Browse Employee Warnings window for the selected employee for the selected period. A supervisor can excuse warnings from this window.

    Errors

    Opens the Browse Employee Errors window for the selected employee for the selected period. You can fix or reprocess errors from this window.

    Overtime

    Opens the Browse Employee Daily Overtime Authorisations window form where you can view and manage the overtime authorisations records for the selected employee for the selected period.

    Rostering

    Opens the Browse Employee Roster for the selected employee.  You can view and manage an employee's daily rosters from the calendar or the list view.

    Managing Payroll Hours

    Adding hours

    Supervisors can add payroll hours records to the processed records for their employees and pending records for themselves. 

    Click on the Insert button to add a new payroll hours record.  The Weekly Hours Form window will be opened.

     

    W_WeeklyHrsForm.jpg

     

    The General Tab

    The General tab has the following options:

    • Approved:  New records will default to pending.
      • Approved: Only available to supervisors when adding hours for an employee that they supervise.  Approved hours will be used during the processing of payroll hours.
      • Pending:  Pending records requires supervisor approval and is ignored during the processing of payroll hours.
      • Deleted:  The record will be ignored during processing.
    • Emp Number:  The employee number will default to the employee highlighted in the list view.  Used the button to select a different employee.
    • Period Ending:   The date to which the hours must be added to - this date must be on the payroll period ending date.  Type in a different date or select the date using the calendar.
    • Status:  Select how CS Time must use the manual hours record.
      • Add:  The hours in the manual record that you are creating will be added to the processed hours for the selected date.
      • Subtract:  The hours in the manual record that you are creating will be subtracted from the processed hours for the selected date.
      • Override:  The hours in the manual record that you are creating will override the processed hours for the selected date i.e. the processed hours will be ignored and only the hours in the manual record will be used.
    • Leave Type:  If the manual record are leave hours, select the type of leave from the drop down list.
    • Shifts:  The number of completed shifts in the payroll period.  Generally this has no effect on hours processing but may be used when generating reports for attendance bonuses.
    • Type of hours: Select the type of hours.
      • Pay Hours: Time and attendance hours.
      • Job Hours:  Makes job options available in the Job Costing tab. This option is only visible if the Job Costing feature has been installed in CS Time.
    • Time Categories:  Enter the amount of hours required in the time categories.

    Click on Save after entering all the relevant information.

    Payroll Hours can only be added for dates after the employee or system lock date.

    The Comment Tab

    Use the comment tab to add comments as to the reason for adding the manual hours record.

     

    W_WHComment.jpg

     

    The Job Costing Tab

    The Job Costing tab is only visible if this feature has been installed and it allows you to enter job costing information for job hours.

    W_WHJobCosting.jpg

     

    Select the job and/or classification you are adding the hours for.  If you are overriding hours, the job information must match that of the existing record.

    Changing or Removing Daily Hours

    You can only change or remove manual records.  Both actions can be done by highlighting the record you wish to change or remove and clicking on the Change button.

    You can then change any of the details in the Weekly Hours Form. 

    To remove a manual record, select the Deleted option next to Approved.

     

     

    Click on Save to save your changes.


    Please note:  if the Save button is not visible then the record has been locked and cannot be edited.

    Note

    When adding manual records, do not add more than one record for a date.  Remember that you can override the existing hours in which case you need to enter ALL the hours the employee has to receive for that date.  If you entered any of the information incorrectly you can always go back and change the manual record as described in the section above.

    When adding payroll hours make sure that you select the payroll ending date to which the change must apply to.  A record added for a date other than the payroll period ending date may have no effect on your payroll hours.

     

    Permalink:  http://tinyurl.com/gr9ckcd

    Page last modified 10:24, 11 Mar 2016 by Admin CS Time/TNA Documents > Web Interface > Using the CS Time Web Interface > Browse Menu > Payroll Hours Option

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