EEMS Employee User’s Guide



Role: Employee – employees are users who login to the system to add, update, approve, and print timesheets. They can also view leave balances, direct deposit stubs, schedules, W2 information, and/or personal info. The employee role is the default role created when users are entered into the system.

Employees have access to the following Features:

1. Timesheet - this feature provides employees access to their individual timesheets through any Internet connected computer using their user name and a browser. Each employee’s timesheet can be customized. Timesheets can accommodate in and out times populated from a time clock or interactively by the employee.

2. My Schedule – this feature provides the capability to schedule employees by shifts or any other time block. Schedulers can insert comments into employee schedules. Comments can explain what tasks employee is expected to complete.

3. Leave Balance - this feature allows employees to view a balance of how many leave hours have been accrued, earned and/or used.

4. Leave Request – Employees can submit an online leave request that will automatically generate an email notification to a manager/supervisor. eTSS feature can be setup to only allow employees to request leave that is in the system. This feature can be configured to update the employee’s schedule and/or timesheet with the approved leave, once a leave request is approved by a manager.

5. Direct Deposit - this feature is available to all employees currently receiving direct deposit stubs. When this option is selected, an electronic ‘pay stub’ is displayed. Employees can view/print current or historical direct deposit stubs.

6. W2 Forms – this feature allows employees to view annual W2 Forms online.

7. Personal Info - allows the employee to update profile information such as mailing address, E-mail address and phone information.

8. Change Password - allows the employee to periodically change passwords for security purposes.

9. Benefits – this feature will display the benefits information for the employee (eHRMS only).

Contents

Introduction/ Requirements 3

Password Retrieval 4

Employee Timesheet 5

Web clock feature 5

Viewing a Timesheet 5

Inputting Punches (In/Out Times) 6

Submitting a Timesheet 8

Printing a Timesheet 8

Viewing Timesheet History 9

Login Feature 10

Accessing the Timesheet 11

Entering the In/Out Times (Optional) 12

Entering Hours Worked on the Timesheet 13

Saving your Timesheet 16

Submitting your timesheet 16

Printing your Timesheet 17

Reviewing Previous Timesheets 17

Viewing Timesheet History 17

Using Default Charge Codes 18

Web Clock with Activity Feature 20

Reviewing Your Schedule 22

Reviewing Your Leave Balance 23

Requesting leave 23

Reviewing Your Direct Deposit 24

Reviewing W-2 Forms 25

Reviewing Personal Info 26

Changing Your Password 27

Reviewing Benefits (Human Resource Component Only) 27

Introduction

Each employee is responsible for ensuring the accuracy of the information reported on his/her timesheet. It is imperative that each employee clearly understands the purpose and importance of maintaining and recording hours worked.

Because the company's reputation for integrity is closely associated with how well it manages labor-recording, it is imperative that each employee fully understands and complies with the requirements that have been placed upon them. The following four aspects of the labor recording process are of major concern and must be kept in mind at all times:

1. All work performed must be properly authorized.

2. All work performed must be properly recorded.

3. Hours worked must be accurately recorded against the accounting codes.

4. Employees are to complete and total their timesheet as directed by company policy.

Requirements

The following is required to access the electronic timesheet system:

➢ Internet Access

o Internet Explorer 5.5 or greater

o Mozilla Firefox

o Macintosh Safari Browser is Not supported

➢ A Valid User ID and Password

Password Retrieval- The system security is through user name and password. Anyone trying to access the system must have a user name and associated password registered in the admin section of the application.

1. Input user name into user name blank.

2. Click the Forgot Password? Link.

[pic]

Login Screen

3. System will then prompt you to enter your system email address that is saved in the employee profile section of the timesheet.

[pic]

Password Retrieval Screen

4. A popup window will appear validating your entries.

5. At this time, an email will be sent to the email address entered above with a new temporary password to access the system.

Employee Timesheet

There are multiple types of logins available for employees entering hours on a timesheet. The following options are available depending on the requirements of the customer.

1. GHG supported hardware:

a. Biometric Clocks

b. Card Swipe Clocks

c. Proximity Clocks

d. Hand Scan Clocks

e. Phone-In Systems

2. Web Clock Feature

3. Login Feature

4. Web Clock With Activity Feature

Employees can each be configured separately. Some employees in the field might use the hardware (clocks) and others having access to the Internet might use one of the other available login options.

Web clock feature

This feature allows the customer to capture in/out (punches) only. Time is not allocated to hours worked unless default charge codes have been created for each user. This feature also lets you quickly view your timesheet without navigating through the menu items. The In and Out times generated by an employee clicking the “In or Out” buttons are retrieved from the customer’s local server. The employee does not have access to update or change these punches (In/Out times).

Web Clock Options

1. View a Timesheet

2. Input punches (In and Out Times)

3. Submit a Timesheet

4. Print a Timesheet

5. View Timesheet History

Viewing a Timesheet

1. Type in the Username and Password.

2. Select the View Timesheet.

[pic]

Login Screen

[pic]Employee Web Clock Timesheet View

Inputting Punches (In/Out Times)

1. Type in the Username and Password.

[pic]

Web Clock “In” View

2. Click the Web Clock In.

3. Once a valid Punch has been accepted, the user will receive the following message:

[pic]

Web Clock Validation Message

4. If the user clicks the View Timesheet, their timesheet will be displayed as shown below:

[pic]

Sample “In” Punch

5. At this time the user must click the “Log Out” option on the screen to successfully complete his punch. Users forgetting to do so will remain logged in and be forced out of the system by eTSS’s Automatic Time Out Feature.

6. To use the “Out” Web Clock feature, an employee would complete the same steps above only clicking on the “Out” box instead.

[pic]

Web Clock “In” View

7. Once the “Out” box has been clicked and a valid username and password has been entered, a message will be returned validating the entry to the user.

[pic]

Web Clock Validation Message

8. At this point, an “Out” time has been placed on your timesheet for the current day’s entry. Your “Out” time for the above message would be shown on the timesheet like this:

[pic]

Sample “Out” Punch

9. At this time the user must click the “Log Out” option on the screen to successfully complete his punch. Users forgetting to do so will remain logged in and be forced out of the system by eTSS’s Automatic Time Out Feature.

Submitting a Timesheet

Employees can submit a timesheet upon entering the out punch or by clicking the “View” option from the login screen.

1. At the end of a timesheet period, the employee can select the “Submit” to electronically sign and date a completed and verified timesheet. To submit a timesheet navigate to the “View Timesheet” link and once the timesheet is on the screen.

2. Select Submit.

[pic]

Submit Timesheet Link

3. You will receive a verification message that your timesheet has been successfully submitted.

4. Select Sign Off to quit the application.

[pic]

Sign Off Link

Printing a Timesheet

1. At the end of a timesheet period, the employee can select the “Print” to print a signed and dated timesheet. To print a timesheet navigate to the “View Timesheet” link and once the timesheet is on the screen.

2. Select Print.

[pic]

Print Timesheet Link

3. Select Sign Off to quit the application.

[pic]

Sign Off Link

Viewing Timesheet History

1. To view a timesheet from a previous pay period navigate to the “View Timesheet” link and once the timesheet is on the screen; Select Timesheet Archive.

[pic]

View Timesheet History Link

2. Select the Date on the calendar of the timesheet that you wish to view.

[pic]

Date Selection View

3. Select Sign Off to quite the application.

[pic]

Sign Off Link

Login Feature

Employees accessing the browser timesheet can utilize one or many features of the timesheet. The following options are available for users accessing the browser-based timesheet.

1. Editable Punches (In/Out) Only – these employees are only utilizing the In/Out section of the timesheet. Total Hours Worked each day is not entered in the hours worked section of the timesheet.

[pic]

In/Out View (Editable Punches)

2. Editable Punches (In/Out) with Hours Worked - Breakdown of hours worked for each day.

[pic]

Hours Worked View

3. Editable Punches with Default Charge Codes Only – Hours allocation is completed automatically by the system.

[pic]

4. Non-editable Punches (that come from Web Clock Feature) with Hours Worked

[pic]

Non-Editable Punch Timesheet View

5. Hours Worked Only – (Punches turned off).

[pic]

Timesheet with In/Out Hours turned off

Accessing the Timesheet

1. From a web browser, enter the web address to access the timesheet login page.

2. You will be prompted to enter your User Name and Password at the Login Screen.

[pic]

Employee Login Screen

3. Enter the User Name and Password, then either click Login or, depending on the browser being used, press .

4. After successfully logging on, the main page appears with an index of choices located on the left side of the screen.

5. Select Timesheet on the options menu under Employee. The Employee Timesheet will now be displayed.

[pic]

Full Timesheet View

Entering the In/Out Times (Optional)

1. To enter the “In” time, click on the applicable field for the correct day.

2. Enter your time in either the 12-hour HH:MM or 24-hour format.

[pic]

Error Message for entering In/Out Times

3. Repeat the same procedure to enter the Out time. Ensure that the time out is entered in the same row as In entry. If additional time entries are required, click on the Add IN/OUT Row link to append an additional row, and then repeat steps above.

4. As In and Out times are entered, the system automatically computes the total hours worked in the row “Hours”.

[pic]

Calculated Hours Total

Note: If you enter the In time in the 24-hour format, you must also enter the Out time in the same format, i.e.; 24-hour format. The same principle applies to the 12-hour format. Failure to enter the time correctly will result in an error message.

Entering Hours Worked on the Timesheet

eTSS contains 5 different fields that an employee can track time against. GHG has default settings for various accounting and or payroll systems but customers not wanting to import into a 3rd party application may use these fields as needed. Customers may also use an unneeded field for additional tracking of time from within eTSS.

The 5 default field headings can all be customized to meet the terminology of each customer’s current system. The 5 fields for purposes of this user’s guide are as follows:

• Group (Department, Location, Site)

• Charge Code (WBS, Cost Account, Project, Job)

• Pay Type (Pay Item)

• Organization (Company, Class)

• Task

Selecting the Group

1. Scroll through the list to locate the appropriate Group, and then click to enter the appropriate group.

2. After selecting the group, you will need to select a charge code, pay type and task described in the next section.

[pic]

Group List Box on Timesheet

Selecting the Charge Code

1. Scroll through the list to locate the appropriate charge code, and then click to enter the charge code.

2. After selecting the charge code, you will need to select a pay type and task described in the next section.

[pic]

Charge Code List Box on Timesheet

Selecting the Pay Type

1. Scroll through the list until the correct pay type is located, and then click to enter the pay type.

2. After selecting the pay type, you will need to select an organization and task number.

[pic]

Pay Type List Box on Timesheet

Selecting the Organization

1. Scroll through the list until the correct organization number is located, and then click to enter the organization number.

2. After selecting the organization, you will need to select a task number (optional).

[pic]

Org List Box on Timesheet

Selecting the Task (Optional)

1. Scroll through the list until the correct task number is located, and then click to enter.

2. Some Installations of eTSS have the task field as a “free form entry” field. To update this field, the employee is allowed to type whatever data is required for that row.

[pic]

Task # List Box on Timesheet

Adding Hours Worked

1. After selecting the task, you will need to click “ADD”.

2. Enter the number of hours worked on this task in the field for the appropriate day.

3. Click Save/Update to save your changes.

[pic]

Adding Hours Worked Row to Timesheet

Saving your Timesheet

Every time you enter the hours worked and any other additional information, you must click the Save/Update link.

[pic]

Saving Your Timesheet

Submitting your timesheet

At the end of the workweek/pay period, you are required to submit your timesheet after ensuring that the hours and charge codes you have recorded are accurate. When the timesheet is submitted, your lead/supervisor will validate and sign (approve) your timesheet so that it can be processed by payroll. To submit your timesheet:

1. Click the Submit link.

2. A message will appear that you have requested to submit the timesheet, at which time you can either confirm “OK” to proceed, or cancel.

[pic]

Employee Submit Verification Process

3. Upon submitting your timesheet, you may be allowed to un-submit, if additional changes are necessary. Once your supervisor/manager has approved the timesheet, a correction must be submitted by clicking the “Correction Link”.

Printing your Timesheet

Depending on your organization's requirements, you may be asked to generate a printout of your timesheet.

1. To print your timesheet, click on the Printer Friendly link.

2. To print the timesheet, click on the Print link indicated by the bright green arrow. The Print dialogue box appears for you to configure the printer and page settings.

3. To return to the timesheet screen, click on the Back to Timesheet link. If you wish to return to the main screen, click on the Main link.

Note: Be sure to modify the page orientation to Landscape; otherwise, only portion of the timesheet is printed if the orientation is Portrait.

[pic]

Full Timesheet View

Reviewing Previous Timesheets

If you need to lookup information from a previous pay period, go to and click on either >. In addition, the “Timesheet Archive” link can also be used to navigate to a specific date in the timesheet history.

Viewing Timesheet History

1. To view a timesheet from a previous pay period navigate to the “View Timesheet” link and once the timesheet is on the screen.

2. Select Timesheet Archive

[pic]

Timesheet Archive Link

3. Select the Date on the calendar of the timesheet that you wish to view.

[pic]

Select Date View

Using Default Charge Codes

Employees who only use GHG’s supported hardware, the web clock or the in/out section of the timesheet can have the application allocate hours to specific groups, departments, job code and/or pay types.

There are 3 ways for employees to use the default charge codes.

1. Clocking in/out using supported clocks (Bio, Proximity & Swipe)- customers who have purchased a clock eliminate the need for employees to access the timesheet. Management defines the appropriate charge codes for each employee. As the employee completes a successful log in/out, hours are then placed to the charge code previously defined by management.

[pic]

Sample Input Device

2. Clocking in/out using GHG’s Web Clock- customers who utilize the web clock feature eliminate the need for employees to access the timesheet. Management defines the appropriate charge codes for each employee. As the employee completes a successful log in/out, hours are then placed to the charge code previously defined by management.

[pic]

Employee Web Clock Screen

3. Using the Default Charge Code check box on the employee timesheet

a. Login to eTSS.

b. Select the Employee Menu.

c. Open the employee timesheet.

d. Complete In/Out times only (each day).

[pic]

Daily In/Out Punches

e. Upon clicking Save/ Update, hours worked will be correctly allocated to your timesheet.

f. Click Submit to Sign your timesheet for the period.

[pic]

Default Charge Code Selection Box

Web Clock with Activity Feature

Customers who utilize the web clock and have the need to allocate time to specific groups, departments, locations, projects, tasks or pay types can see a limited view of the timesheet system using this feature. Employees will not have access to a full browser timesheet. Instead they will be prompted upon the “Out” punch to select the “activity” previously worked.

1. Type in the Username and Password.

2. Click on the Web Clock “In”.

[pic]

Employee Web Clock Screen

3. Once the “In” box has been clicked and a valid username and password has been entered, a message will be returned validating the entry to the user.

[pic]

In Punch Validation Message

4. At this point, an “In” time has been placed on your timesheet for the current day’s entry and no other action is required. Your “In” time for the above message would be shown on the timesheet like this:

[pic]

In Punch on Timesheet

5. To use the “Out” Web Clock feature, an employee would complete the same steps above only clicking on the “Out” box instead.

[pic]

Employee Web Clock Login Screen

6. Once the “Out” box has been clicked and a valid username and password has been entered, a group of drop down boxes will appear allowing the user to apply his/her time worked to a specific group/charge code/pay type/org or task.

[pic]

Web Clock with Activity View

7. After the appropriate fields have been selected, clicking the Submit button will return the following message:

[pic]

Timesheet Saved Verification Message

8. At this point, an “Out” time has been placed on your timesheet for the current day’s entry. Your “Out” time for the above message would be shown on the timesheet like this:

[pic]

Out Punch on Timesheet View

Reviewing Your Schedule

Use My Schedule to review your weekly schedule

[pic]

Employee Schedule View

1. To review your schedule, select My Schedule on the options menu under Employee.

2. Use the [pic] [pic] to navigate to previous and future schedules.

3. Double click in a single day to see details of comments entered.

[pic]

Comment on Employee Schedule

Reviewing Your Leave Balance

Use Leave Balance to review the amount of leave currently on the books.

1. To review your leave balance, select Leave Balance on the options menu under Employee.

2. After reviewing your leave balance, click Close to dismiss the popup window.

[pic]

Leave Balance View

Requesting leave

Employees can submit an online request that will automatically generate an email notification to a manager/supervisor. eTSS can be setup to only allow employees to request leave that is in the system. eTSS can be configured to update the employee’s schedule and/or timesheet with the approved leave once a leave request is approved by a manager,.

To process a leave request (by an employee)

1. Click on Employee/Request Leave from the menu.

2. Select a leave type from the drop down box.

3. Use the calendar to input a Start date and End date.

4. Input the time off (per day) you want to take (in hours).

5. Enter any Comments (optional).

6. Click the Save Icon [pic] to submit your leave to your manager.

[pic]

Leave Request View

NOTE: Your status will show pending until your supervisor has approved/rejected your leave. Upon submitting a leave request, an email will be sent to your supervisor/manager detailing your leave request. At that time the supervisor can login and “Approve” or “Reject” your requested leave.

Once your supervisor has approved your leave, your schedule will then be updated to show your newly approved request.

[pic]

Updated Schedule with Approved Leave Request

The system can be configured to place the leave from the schedule to the timesheet on a daily basis if required.

Reviewing Your Direct Deposit

Use Direct Deposit to view your online statement of deposit for the accounting period.

1. Select Direct Deposit on the options menu under Employee.

2. To view a previous direct deposit, click on the Select Check Date drop down list.

3. To obtain a hardcopy of your online pay statement, click on the Printer Friendly link.

[pic]

Online Direct Deposit View

Reviewing W-2 Forms

Employees may choose to receive their Form W-2 Wage and Tax Statement online instead of by mail. The IRS has approved an online delivery of W-2 forms as long as the employee has given his/her consent. The electronic version contains all the required information to complete your tax return and complies with federal procedures.

1. To access the W2 Form online, select W2 Forms on the options menu under Employee. A screen will appear displaying Notice & Consent Regarding Electronic W-2 Forms.

2. To submit consent electronically, click the “Yes” button on the Notice & Consent Regarding Electronic W-2 Forms page.

3. You will receive an e-mail notification that your consent was given to receive the W-2 Form electronically.

4. To withdraw consent, click the Withdraw button.

[pic]

W-2 Consent View

Reviewing Personal Info

Use Personal Info to review, add or update information regarding your mailing/residential address, contact numbers, work location and personal identification.

1. Select Personal Info on the options menu under Employee.

2. Add or update the information in the fields where needed, then click Update. This action updates your record and a confirmation text appears at the top of the screen.

[pic]

Employee Profile Screen

Changing Your Password

The system security is through user name and password. Anyone trying to access the system must have a user name and associated password registered in the admin section of the application. Users can change their password without affecting access to user information by administrators or managers.

To change your password, select Change Password on the options menu for Employee.

1. Enter the current password in the field provided.

2. Enter your new password. Passwords are not case-sensitive.

3. Reenter the new password to verify the initial entry.

4. Click the Submit button to store the information in the system.

5. Confirmation text is displayed on the screen indicating that your new password has been successfully changed.

6. If you made an error in your entries, click the Clear button to reset the field

[pic]

Password Reset Screen

Reviewing Benefits (Human Resource Component Only)

To review Benefits for user, select Benefits on the options menu for Employee.

[pic]

Employee Benefits Screen

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