Paycom - Time Management (Manager's Guide

TIME MANAGEMENT Manager’s Guide

TABLE OF CONTENTS

Tim e Managem ent Logging In

3-6

M issing Tim e Punches

6-8

Editing An Existing Tim e Punch

9-10

Requesting A New Punch

11-12

Tim e-O ff Requests

12-16

Tim e Managem ent – Manager Logging In

17-18

Em ployee Tim e Sheets

19-25

Approving Tim e-O ff Requests

26

PAYCOM TRAINING | Employee Self-Service Portal 2

TIME MANAGEMENT 1. Go to https://www.paycomonline.com. Using your mouse, hover over the “Login” button at the top right corner of the screen and select the Employee portal.

2. Login to the Employee Self-service portal using the same credentials from the Paycom app and the last four digits of your Social Security number.

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TIME MANAGEMENT 3. Once logged in, you will have access to: •

Time Management – edit and approve time cards

•

Time-Off Request – submit time off requests and keep track of your accruals

•

Information – change and update your account and contact information

•

Payroll – view pay stubs, edit your tax setup, etc.

•

Benefits – view and sign up for benefits (select employees only)

•

Learning – where all Paycom written training documents are stored

•

Company Information – provides an employee directory

•

Notifications – the bell icon at the top of screen will inform you if you have any notification of company message from HR waiting for you

4. Not all links within each thumbnail will be used or be applicable to all employees.

To come back to this homepage, simply click on the Sugarfina icon on the top lefthand corner of your screen.

For the purposes of this training, the focus will be on Time Management and on TimeOff requests.

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TIME MANAGEMENT 5. Hover over the Time Management Link or use the down arrow in the Time Management thumbnail to select the “Web Time Sheet Read Only”.

6. Your time sheet for the current pay period will automatically populate. You can view your time sheet for a previous pay period by using the down arrow next to the listed pay period on the screen and selecting the “Previous Period”.

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TIME MANAGEMENT 7. Once you are viewing the time sheet for the desired time period, your time punches will populate in the “IN” and “OUT” columns. The Allocation column will list the store in which those hours were worked.

MISSING TIME PUNCHES 1. You may notice this symbol (

) listed for one or more of the days you worked.

This symbol is used to notify you of any missing time punches for that day and that action must be taken on your part to rectify this.

2. Open the missing time punch by clicking on the question mark symbols.

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TIME MANAGEMENT 3. A “Request New Punch” pop-up window will appear with the date of the missing time punch. Right below that you will see a drop-down menu where you can select the type of time punch you need to enter. For example, if you need to clock out for the day, you would select “OUT DAY”. NOTE: Do not select “IN BREAK” or “OUT BREAK”. Ten minute breaks are paid by the company.

4. Once you have selected the type of time punch, change the time under “Time Punch” to the correct time. You can also type in the reason for the punch change request in the space provided. Once finished, click on “Add Request”.

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TIME MANAGEMENT 5. When the request is submitted, the

symbol will turn gold (.

). The change in

color is to notify your manager that a time edit request has been submitted and that it must be approved or rejected.

IMPORTANT: Missed time punches will only appear if there is a bookend “IN PUNCH” or “OUT PUNCH” that exists. For example, if you clocked in for the day, worked 8.5 hours but entered no other time punches, you will technically be missing three time punches (out for lunch, in for lunch, out for day) but your time sheet will only record one missing time punch. Once the missing time punch has been entered, (in this case out for lunch) it will NOT automatically generate the next missing time punches. You will have to use the “Request New Punch” to add the remaining time punches.

Once the schedule feature is released, all missing time punches will appear.

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TIME MANAGEMENT EDITING AN EXISTING TIME PUNCH 1. Click into the existing time punch. In the example used below, this would be “3:14pm”.

2. A ”Request Punch Edit” pop-up window will appear with the date and the type of punch information already populated. Change the time under “Punch Time” to the correct time You can also type in the reason for the punch change request in the space provided. Once finished, click on “Add Request”.

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TIME MANAGEMENT 3. Once the request has been submitted, a

icon will appear NEXT to the time

punch. This is to inform your manager that an edit to an existing time punch has been requested and they must approve or deny the request.

4. There will also be column added to ensure compliance with California state law for paid breaks. For each day that you worked, you must check off the “CA break acknowledgement” box to verify that you did take the paid 10 minute break.

5. When all missing time punches have been submitted for approval and/or there is no adjustments that need to be made, and you’ve checked off your paid break status for the days you worked, click on the “Approve Timecard” at the bottom of the page to submit your timesheet to your manager for payroll. It is important that you, as the employee, approve the timecard BEFORE the end of the pay period at the very minimum.

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TIME MANAGEMENT REQUESTING A NEW PUNCH 1. The “REQUEST NEW PUNCH” button is to be used only when you need to add a time punch to a day, it’s not already marked as a missing time punch or is not an existing time punch. Click the “REQUEST NEW PUNCH” button to get started.

2. A pop-up window will appear. You will have to enter or select the following information: •

Date – enter the date you are requesting a new time punch for

•

Drop-down menu – select the type of punch you are requesting

•

Punch Time – enter the requested time

•

Allocation – should automatically populate with your store information

•

Reason for Punch Change Request

3. Once you have selected or entered all necessary information, please click on “Add Request”.

4. A

symbol will appear to inform your manager of the requested new time punch

and to approve or deny the request.

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TIME MANAGEMENT At the top of the Web Time Sheet Read Only page, you will also see options for “Schedule” and for “Exceptions”. Once the “Schedule” option for managers becomes functional, your manager will be able to upload your schedule and you can view it by clicking into the “Schedule” tab. The “Exceptions” tab will then show any deviation from the uploaded schedule including being late to work and missing a shift.

With the “Time-Off Summary” tab you will be able to see all of your accrued PTO, sick days, etc. This tab will also keep track of any hours that have been approved, requested, and what your net availability for each category is.

TIME OFF REQUESTS 1. To request time off, hover over the “Time-Off Requests” option at the top of the screen and select “Request Time-Off”.

2. This link will take you to a calendar view for the current month.

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TIME MANAGEMENT

3. The calendar view will show you all time-off requests, holidays, and blackout days for the month. Each type of action or status is represented by icons; the legend for those icons is at the top of the calendar.

4. When submitting a time-off request for the future, change the month and year by selecting the new month and/or year from the drop down menu for each.

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TIME MANAGEMENT 5. Once in the desired month and/or year, you can add a time-off request directly on the day or days you are requesting by clicking on the green plus symbol located on the top left hand corner of each date. You can also click the “Add Time-Off Request” at the top of the page but you will need to select the date(s).

6. A pop-up window will appear where you can select and input the necessary information for your time-off request. You will have to provide the following information: •

Accrual type you are requesting (i.e., sick time, PTO, etc.)

•

Date or range of dates for the time-off request

•

Hours per day you are requesting to use

•

Start time of your time-off request

•

Reason for the request (not mandatory)

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TIME MANAGEMENT

7. After you select the accrual type, the project net available hours for that specific accrual type will populate. This is the number of available hours BEFORE you submit the request and is useful to help you understand if you will have enough hours available to fulfill the time-off request.

8. Once you have filled out or entered all the required information click on “Add Request”.

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TIME MANAGEMENT 9. To view and manage your time-off requests click on the “Manage Time-Off Requests” option towards the top of the page. This will bring up a list of any upcoming time-off requests.

10. You will be able to view the status of the request, remove the request, change the start time and the number of hours requested. Once all the changes have been made, click the Update checkbox for the amended request and click “Update” on the bottom of the screen.

11. If you need to view past requests, simply go back to the Calendar view by clicking on the “Calendar” option towards the top of the page and select the month and/or year from the drop down menu for each.

NOTE: Managers will not be able to input a time-off request for their employees.

Each team member will be responsible for entering their own time-off requests.

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TIME MANAGEMENT - MANAGER 1. Go to https://www.paycomonline.com. Using your mouse, hover over the “Login” button at the top right corner of the screen and select the Client portal.

2. Login to the Client portal using the login manager credentials provided to you by People & Culture. The client code is 0HN57.

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TIME MANAGEMENT - MANAGER 3. If there is anything outstanding that requires your review (a time-off request for example), it will be listed in the Notification Center to the right of the screen.

4. To access the time management portal, hover over the “Time Management” tab at the top of the screen and select “Time and Attendance”. Your screen view may vary depending on the level of access that you have been granted. However, as a manager, you will have access to the “Use Time and Attendance” quadrant.

5. Click into “Timecard Search” within the Use Time and Attendance quadrant to be taken to the time cards for your store employees.

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TIME MANAGEMENT - MANAGER 6. You will only have access to the employees that are listed under your boutique. If you are a manager that oversees two boutiques or more, all employees for all boutiques that you manage will be listed.

7. You can leave the “Selected Pay Class” selection as is. Click the checkbox for “Display Totals and Approvals”. This will allow you to filter employee time cards by either a date range or by a pay period. When you select “Pay Period”, it will automatically select the current pay period. You can choose a different pay period by clicking the pay period drop down menu and scrolling through the different pay period options. Once you have selected the desired pay period or filled in the date range, click the green “Refresh” button.

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TIME MANAGEMENT - MANAGER 8. You can further filter the time cards by using the filter options on your screen.

Click the down arrow on the first filter option on the left hand side of screen.

From here, you can choose from one of the pre-determined options such as “Hourly Employees”, “Part Time Employees”, etc. Choose “Active Employees” to filter your view down to only the active employees in your boutique(s).

9. If you are dual boutique manager or a multi-unit manager, you can filter the time cards by location using the logic statement filter in the middle of your screen.

Click the second filter option on your screen and select “Location” using the drop down menu.1 Make sure the logic statement selected is “equal to”.2 Click into the value field box and select the store location.3

1

2

3

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TIME MANAGEMENT - MANAGER 10. Once you have entered all filters click the “Search” button to apply. The number next to the search button informs you of the number of filters currently applied.

To remove a filter, click on the down arrow next to the search button and close out the filter selection.

11. Clicking the checkbox for “Display Totals and Approvals” will cause additional columns to populate for each listed employee: •

Total Hours – will list the total number of hours the employee has worked during the selected date range or pay period

•

OT Hours – will list the total number of OVERTIME hours the employee has worked during the selected date range or pay period

•

Gh. (Missing Punches) – notifies you of any employee that has a missing time punch or time punches on their time sheet

•

EE Approved – notifies you of an approved time sheet submitted by the employee for the selected time period

•

Sup Approved – will list whether the employee time sheet has been approved by their manager for the selected time period

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TIME MANAGEMENT - MANAGER 12. Using the arrows in each column you can organize the employee time cards by least or most for each column. NOTE: If the selected time period is the current pay period and the employee is working on the day employee time cards are accessed, a missing time punch notification may appear if the employee is clocked in for the day.

13. When you are ready you can access a specific employee’s time sheet by clicking on their name. The “Pay Period Summary” for the employee will populate.

•

Date – each date is listed as an individual row

•

Pay Code – will list time-off requests. You can click directly into the Pay Code to approve or deny the request

•

IN – clock in punches

•

Allocation – will show if an employee worked outside of their home department (store)

•

Hours – number of hours worked between time punches

•

Total Hours – number of hours worked for the day

•

Dollars/Exceptions – will not populate as of yet

•

Ff - employee must take action on their end (through self-service portal) to correct the missing time punch.

•

Once the employee submits the corrected time punch, this will turn gold PAYCOM TRAINING | Time Management - Manager 22

TIME MANAGEMENT - MANAGER 14. When the employee submits a time punch addition or an edit to a missing time punch for revision, you will see a gold icon appear next to the time punch. This icon appears to notify you that action must be taken on the time punch.

15. Clicking into the time punch itself will make a pop-up window appear. From here, you can choose to “Update and Approve” the request or to “Deny” the request.

You must approve or deny any time punch that has the gold triangle icon next to it for all employees.

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TIME MANAGEMENT - MANAGER 16. A non approved time sheet will populate as gray and white line items. Once the employee has approved their time punches and submitted it for review, the time sheet will show up in yellow. After the employee time punches are approved by a manager, the line items will populate in a blue color. The ”Weekly Totals” line item will always be orange.

17. When the employee has resolved any and all missing time punches and managerial action has ben taken, an “Approve Date” button will appear on their time sheet.

18. Instead of waiting until the end of the pay period to review and approve all time punches for all days within the pay period, you can approve the time punches for each previous day. You can also choose the date for which you want to approve time punches by selecting the date from the drop-down menu.

19. The “Pay Period Totals” will list all hours depending on the type of pay code (i.e., time-off requests) for the employee for the time period selected. It will also list any penalties, such as meal penalties or California break time penalties the employee has earned.

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TIME MANAGEMENT - MANAGER 20. Besides the “Pay Period Summary” tab, there are other tabs that will be useful to view and/or use.

•

Calc Detail tab – provides a breakdown of how the Paycom system calculates the time including any penalties the employee may incur

•

Schedule Detail tab – will eventually lists the employee’s schedule including start/end shift times as well their scheduled lunch time

•

Audit Detail tab – provides a record of any edits and/or additions made by the employee to their time sheet

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TIME MANAGEMENT - MANAGER APPROVING TIME-OFF REQUESTS 1. Go to the homepage of your Paycom manager portal. You will receive a notification of any time-off requests made by any of your employees in the notification center. Punch change requests for approval will also be listed in the here. Click into the Time-off requests notification.

2. All employee time-off requests will be listed here for you to approve or deny.

3. Anytime an employee in your store requests time-off, you will also receive an email notification of the request. You can approve or deny the request directly from the email.

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