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System Basics Manual
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ADP e-TIME 3A System Basics Manual © 1999 Automatic Data Processing, Inc.
ADP provides this publication “as is” without warranty of any kind,
either express or implied, including, but not limited to, the implied
warranties of merchantability or fitness for a particular purpose.
ADP is not responsible for any technical inaccuracies or typographical
errors which may be contained in this publication. Changes are
periodically made to the information herein, and such changes will
be incorporated in new editions of this publication. ADP may make
improvements and/or changes in the product and/or the programs
described in this publication at any time without notice.
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CONTENTS
Chapter 1
e-TIME and the Payroll Process ........................................ 1-1
Tasks You Perform Using the e-TIME System........................................1-3
Basic System Layouts ...............................................................................1-6
Basic Terminology ...................................................................................1-7
Labor Accounts ......................................................................................1-10
The Employee Database........................................................................1-12
Scheduling..............................................................................................1-14
Punch and Pay Code Edits ....................................................................1-19
Holiday Credits ......................................................................................1-21
Communication with Timeclocks..........................................................1-23
Closing Out the Pay Period...................................................................1-25
Reporting ................................................................................................1-29
Chapter 2
Preparing e-TIME for Daily Operation ............................. 2-1
Starting e-TIME.........................................................................................2-2
Adding Employees to the System ...........................................................2-3
Creating Primary Schedules.....................................................................2-8
Updating Timeclocks .............................................................................2-12
Chapter 3
Performing Daily Tasks.................................................... 3-1
Checklist of Daily Tasks ..........................................................................3-2
Collecting Punch Information from the Timeclocks ..............................3-3
Handling Missing Punches ......................................................................3-4
Handling Holiday, Sick, and Vacation Time ..........................................3-8
Creating Other Reports ..........................................................................3-11
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Backing Up Your e-TIME Data .............................................................3-13
Chapter 4
Closing Out the Pay Period .............................................. 4-1
Checklist of Pay Period Tasks .................................................................4-2
Approving Overtime Hours.....................................................................4-3
Signing Off Employee Records ...............................................................4-5
Create EPIP File (PC/Payroll Users)........................................................4-7
Preparing a Database Output File for
Payroll Processing (e-TIME Standalone) ..........................................4-8
Discarding the Previous Pay Period........................................................4-9
iv - TOC
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CHAPTER 1
1
e-TIME AND
THE PAYROLL
PROCESS
e-TIME is an automated system that allows you to process payroll
more quickly and efficiently than manual procedures. The illustration on the next page shows the steps in the e-TIME payroll
cycle.
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1. Employees use Timeclocks to
punch in and out.
2. The manager uses
e-TIME to collect the
punches and create
management reports.
3. Supervisors use
e-TIME to review and
correct the punches.
4. The manager backs up the
punch data...
1 - 2 e-TIME and the Payroll Process
e-TIME
6. ...and discards the
previous pay period
data from e-TIME. If
your company uses
the Archiver
software, the
manager archives
the data during the
discard.
5. ...creates an EPIP file to import
e-TIME data into the payroll
application...
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Tasks You Perform Using the e-TIME
System
The e-TIME system consists of a number of modules and optional
products:
e-TIME - Use e-TIME for basic scheduling, adding employees,
editing employees’ records, and reporting.
Data Services - Use for discarding and import/export.
Maintenance - Includes all system configuration features
including global settings, work rules, pay rules, restriction
profiles, access profiles, pay codes, timeclocks, labor
accounts, comments, and rules for accruing vacation and sick
time (if using the optional Accruals module).
CommLink - Use for initializing and communicating with
timeclocks, setting daylight savings time, and setting the system date and time.
e-TIME Utility - Use for creating an External Paydata Input
Program (EPIP) file that is imported into your ADP payroll
program.
Punch Detail Utility - Use for creating a punch detail file
that ADP software uses to print punch records on the ADP
pay statement.
Event Manager - Use for scheduling tasks, such as discarding
the previous pay period, running reports, and communicating
with timeclocks, so they occur automatically.
Archiver - Use for storing and viewing hours totals and
employee exceptions and comments.
CardTracker - Use for storing and viewing old punch detail
records.
DataPoster - Use for exporting e-TIME data to other applications.
Accruals (optional) - Use for tracking and reporting accrual
balances, such as sick, vacation, and personal time.
Scheduler (optional) - Use for individual scheduling.
Allows for use of templates, scheduling belts, and conflicts.
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■
■
■
■
■
■
■
■
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The following lists the tasks you perform regularly using your eTIME system and which module you use for each:
1
Task
Module
Add employees to the system. For instructions, refer to the
online help. From e-TIME, select Help > Contents and click
e-TIME
on “Employee Information” under Procedures.
Create schedules for employees. For instructions, refer to
the online help. From e-TIME, select Help > Contents and
e-TIME
click on “Schedules” under Procedures.
Update timeclocks with new information. Examples of new
CommLink
information are new employees and schedules. Update the
timeclocks manually, or set the updating process to run
automatically as a scheduled event using the Event Manager. For instructions, refer to the online help. From CommLink, select Help > Contents and click on
“Communicating with Timeclocks” under Procedures.
Collect punch information from the timeclocks. You
should collect punch information at least once a day. Collect punches manually, or set the collection process to run
automatically as a scheduled event using the Event Manager. For instructions, refer to the online help. From CommLink, select Help > Contents and click on
“Communicating with Timeclocks” under Procedures.
CommLink
Generate reports. Commonly used reports are the Punch
e-TIME
Detail report and the Exception report for reviewing
employees’ punch data. You can also generate other
reports for management and budgeting purposes. For
instructions, refer to the online help. From e-TIME, select
Help > Contents and click on “Reports and Lists” under
Procedures.
Edit employees’ punch and hours information. Examples
e-TIME
of edits are inserting missing punches and crediting vacation hours. For instructions, refer to the online help. From
e-TIME, select Help > Contents and click on “Timesheets”
under Procedures.
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Task
Module
Generate Punch Detail File. Run this program manually. For
Punch
Detail Utility
instructions, refer to the online help. From e-TIME, select
Help > Contents, then click on “Closing Out the Pay
Period” under Procedures.
Generate an EPIP file to transfer to payroll. Do this manually. For instructions, refer to the online help. From e-TIME,
e-TIME
Utility
select Help > Contents and click on “Closing Out the Pay
Period” under Procedures.
Discard the previous pay period. This is usually done man-
ually, but can be set up to run automatically at a pre-set
time after each pay period, using the Event Manager. For
instructions, refer to the online help. From Data Services,
select Help > Contents and click on “Discarding the Previous Pay Period” under Procedures.
Import or view old punch records. Please refer to the
Data
Services
CardTracker
online help for detailed instructions.
Export e-TIME data to other applications. Please refer to
DataPoster
the online help for detailed instructions.
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Basic System Layouts
1
Single-user System
With this layout, one department (usually the Payroll department)
uses the e-TIME system. Personnel perform all functions for all
employees who punch at ADP timeclocks. This layout is known
as a centralized system.
e-TIME
Payroll Department
Timeclocks
Multi-user System
Personnel from different departments use the e-TIME system for
specific purposes. Typically, managers and supervisors generate
reports and edit punch data for their own employees. The Payroll
department performs tasks for all departments, such as adding
employees, communicating with timeclocks, and backing up data
files. This type of layout is known as a de-centralized system.
e-TIME
e-TIME
Supervisor
Supervisor
e-TIME
Timeclocks
Payroll Department
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e-TIME
e-TIME
Supervisor
Supervisor
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Basic Terminology
When the e-TIME system was installed, your ADP Account Executive helped set up the system to meet your business’ payroll
needs. The following are brief descriptions of the major elements
of your system and how they work together.
Access profiles
Control which applications (e-TIME, Data Services, etc.) supervisors can access and which functions, labor accounts, and
employee information the supervisor can access within each
application.
Accrual profiles (optional product)
If your system uses the Accruals software, you can create accrual
profiles that tell the e-TIME system how to automatically track
hours accrued/used by employees such as sick, vacation, or personal time. The system calculates employees’ accrual balances –
how much time they have available to use and how much they
have already taken. You assign employees to accrual fields and
link those fields to specific accrual profiles. Examples of rules
contained in the profiles are:
Do hours accrue continuously over time or are they granted
in lump sums for a specific period (pay period, month, quarter, year)? Are both methods used?
When do hours start accruing?
At what rate do hours accrue? Does this change according to
the employee's length of service?
When are accrued hours available to use?
Which pay codes’ hours does the e-TIME system reference to
calculate time accrued for accrual fields linked to this profile?
■
■
■
■
■
Activity codes (optional)
Allow the e-TIME system to award bonus hours or dollars to
employees for working special “activity” shifts.
Automatic work rules (optional)
List of shift descriptions, each of which is associated with a work
rule. If an employee works a shift that matches one of the shifts
in the automatic work rule, the e-TIME system processes those
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1
hours using the associated work rule. If the employee works a
shift that does not match an automatic work rule shift, the e-TIME
system uses the employee’s default work rule.
Comments (optional)
Descriptive messages you create to assign to employees’ punches
or transactions in the e-TIME system. For example, if you add
eight hours to Jane’s record because she is attending a seminar,
you might assign the comment “Attending seminar” to explain the
added bonus.
Expanded wages (optional)
Wage rates associated with various labor accounts. This allows
you to pay employees at different rates based on the accounts in
which they earn hours.
System settings
Define the basis for system-wide behavior, appearance, and
information processing. For example, the settings establish the
format for presenting information on reports and screens and
enable various features such as supervisor sign-off and automatically adding punches based on schedules.
Labor accounts
“Cost centers" to which employees' worked hours accrue. All
employees are assigned a home account to which their hours
accrue (unless a shift is designated an account transfer). Labor
accounts consist of up to three labor levels to allow you to clearly
define the account. Examples of labor levels are:
Level 1 = Division
Level 2 = Department
Level 3 = Job
Pay codes
Hold the different types of hours employees work and tell the eTIME system how to calculate wages for the hours. Pay codes can
also be set up to hold dollar amounts for bonuses, tips, etc.
Pay rules
Contain general payroll rules such as type of pay period (for
example, weekly) and rules for holiday credits. Every pay rule
has a work rule linked to it. (Refer to “Work rule” in this list of
terms.) Each employee is assigned to one pay rule with its associated work rule; however, different work rules can be assigned
to specific shifts.
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Restriction profiles
Contains information about how timeclocks and e-TIME react to
punches by employees. Every employee must be assigned to a
restriction profile. The basic questions a profile answers are:
Should a punch be accepted?
To which schedule does the punch apply?
How should the punch be interpreted (in or out punch)?
■
■
■
The restriction profile is set up to accept or reject punches by setting boundaries around scheduled start and end times within
which punches must occur to be accepted. Examples of other
rules you set include whether to accept unscheduled punches
and to which day worked hours should accrue if a scheduled shift
crosses into a new day.
Timeclocks and groups
One or more timeclocks are set up in the e-TIME system as part
of a group of timeclocks. Supervisors assign each employee to a
group; the employee can then punch at any timeclock assigned
to the group.
Work rule
Used by the e-TIME system to calculate hours worked by employees. The work rule contains specific rules for calculating hours
worked, such as how punches round, what types of overtime the
employee can earn, which pay codes hold what type of hours,
and policies for meals and breaks. Work rules are linked to pay
rules which are, in turn, assigned to employees. (Refer to “Pay
rule” in this list of terms.) Your ADP Account Executive creates
different work rules to suit your organization’s policies.
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Labor Accounts
1
Employee’s hours are distributed to labor accounts, made of
up to three labor levels. Examples of labor levels are:
Level 1 = Division
Level 2 = Department
Level 3 = Job
■
■
■
Each level has a list of labor entries associated with it. The following table shows examples of labor entries for each level:
Division
Department
Job
00100 Boston
00200 New York
0010 Rooms
0020 Food & Beverage
0030 Office
10
20
30
40
50
60
Maid
Bartender
Rooms Supervisor
Cashier
Office Manager
Server
An account consists of a labor entry from each level. The following illustration shows the structure of an account. Account 00100/
0010/30 (Boston/Rooms/Rooms Supervisor) is indicated by the
shaded boxes.
00100
Boston
“Division” level
“Department” level
“Job” level
0010
Rooms
40
Cashier
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0020
Food & Bev.
30
Rooms
Supvr
20
Bartender
60
Server
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Other possible accounts in this example are 00100/0020/60 (Boston/Food & Beverage/Server), 00100/0020/20 (Boston/Food &
Bev./Bartender), and 00100/0010/40 (Boston/Rooms/Cashier).
This same structure could also be applied to Division 00200 (New
York). Your system may be set up to recognize only specific
accounts that you create (account validation) or any account.
In addition to tracking hours, labor accounts allow you to do the
following:
■
Perform account transfers.
An employee’s punches can be associated with accounts
other than the home account. Account transfers can be done
in three ways:
■
-
Employees perform the transfer at the Timeclock when
they punch in.
-
You use the e-TIME system’s editing features to add
transfer punches, or edit existing punches to be transfers.
-
You use the e-TIME system’s scheduling features to designate future shifts as transfers.
Generate labor tracking reports.
Labor tracking reports provide ways to group and total information, so you can track hours in accounts and compare
labor costs. Reports can be grouped by any labor level to
present “custom” totals for management and budgeting
needs.
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The Employee Database
1
The e-TIME system includes a database that stores information for
each employee.
What Makes Up an Employee?
The definition of an employee contains the following information:
Employee Number
A unique number of up to 10 digits. In e-TIME, this number
is the ADP payroll file number, concatenated with a number
that represents the company code.
Employee Name
The Employee’s name.
Accruals Date of Hire (if the Accruals module is
enabled)
Employee’s hire date, which e-TIME uses to calculate vacation, sick, and personal time that employees earn.
Base Wage
The wage rate for hours that employees work in their home
labor account. If expanded wages are enabled in your system, you can assign different wage rates for the various
accounts for which the employees earn hours. Otherwise, this
base wage applies to hours earned in any account.
Badge Number
A unique number of up to nine digits (also known as a personal identification number or PIN). This number must match
the number on the employee’s assigned badge.
Terminal Group
A home Timeclock group for the employee.
Pay Rule
Restriction Profile
Automatic Work Rule
These assignments control how punches are interpreted and
hours are processed.
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■
Accruals Fields
Accruals Profiles (if the Accruals module is enabled)
Assign accrual fields to employees. Accrual fields represent
non-worked time employees earn (vacation, sick, etc.). You
can also assign an accrual profile to each field that tells the
e-TIME system how to calculate accrued time for each
employee.
Company Code
The three characters that represent the company ID used by
ADP payroll.
Note:
If the Automatic Work Rule, Accruals Profiles, and
Accruals Fields are used, the field information must be
added and edited in e-TIME (not in ADP PC/Payroll).
How to Add or Edit Employee Information
If you use ADP PC/Payroll for Windows to process payroll, you
must add, edit, and delete employees using PC/Payroll for Windows. If you are using e-TIME as a standalone product, you must
add, edit and delete employee information using e-TIME.
Refer to the Adding Employees to the System section in Chapter 2
for the procedures to add, edit, and delete employee information.
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Scheduling
1
Standard e-TIME provides basic employee scheduling features. If
your company has purchased the ADP Scheduler, you have
access to advanced features to make scheduling employees
quicker and easier.
This section presents an overview of features in basic scheduling
and the advanced features provided by the Scheduler.
Basic Scheduling
The e-TIME system’s scheduling features allow you to do the following:
Create and assign schedules that include the start and end
times of shifts, as well as items such as scheduled holidays.
Link schedules to employees so that the e-TIME system can
enforce punch rounding, exception, and restriction rules.
Generate reports that project budgets for the pay period in
progress.
■
■
■
Note the following:
You must have scheduling authority assigned to your access
profile to create, edit, or assign primary or generic schedules.
Make sure you update Timeclocks after you add, edit, or
assign schedules. You update timeclocks using CommLink.
■
■
Types of Schedules
■
Primary schedules
A set of specific days and times when an employee is
expected to work. You define start and end times, and the eTIME system compares them to an employee’s actual
punches to determine whether the employee is early or late.
Use this feature when you need employees to work shifts
with precise start and end times. You can have as many primary schedules as you have employees, but you can also
assign more than one employee to the same schedule.
For instructions, refer to the online help. From e-TIME, select
Help > Contents and click on “Scheduling” under Procedures.
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■
Generic schedules
A simple, easy-to-maintain pattern of expected start and end
times that are the same every day (7 days a week). Use this
feature for employees who generally work the same hours
every day and for whom a precise control of start and end
times is not important. Your ADP Account Executive can configure up to 7 generic schedules in the e-TIME system. Your
ADP Account Executive can also create and assign generic
schedules through the Schedules menu in e-TIME.
For instructions, refer to the online help. From e-TIME, select
Help > Contents and click on “Scheduling” under Procedures.
■
Unscheduled
Employees have no fixed schedules.
Schedule Rollover
Rollover refers to copying schedules forward so that you do not
have to manually enter schedules that do not change from week
to week. Rollover occurs whenever a system user accesses the
Schedule Editor or discards the previous pay period. The rollover
period is fixed at 20 days.
In the following illustration, the rollover repeat pattern, or interval, is weekly, or seven days. The rollover period is 20 days.
Rollover period (20 days)
Days
saved
Rollover interval (7 days)
Sat
7/26
Sun
7/27
Mon
7/28
Tue
7/29
Wed
7/30
Thu
7/31
Fri
8/1
Tue
8/14
Current date
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When a system operator runs e-TIME the first time on Saturday
7/26, the e-TIME system rolls forward 20 days’ worth of shifts,
based on the weekly pattern of schedules. For example, the shifts
on Saturday 7/26 and Sunday 7/27, roll to the next Saturday and
Sunday, and so on, to the end of the 20-day rollover period. Refer
to the following illustration.
Rollover period (20 days)
Days saved
Sat
7/26
Rollover interval (7 days)
Sun
7/27
Mon
7/28
Tue
7/29
Wed
7/30
Thu
7/31
Fri
8/1
Sat
8/2
Sun
8/3
Tue
8/14
Saturday’s shift rolls to next Saturday
Sunday’s shift rolls to next Sunday
The following illustration shows the program two days later on
Monday 7/28. The rollover period has moved two days forward.
The shifts on Monday 7/28 and Tuesday 7/29 roll to the next
Monday and Tuesday, and so on, to the new end of the 20-day
rollover period (8/16).
Rollover period (20 days)
Days saved
Mon
7/28
Rollover interval (7 days)
Tue
7/29
Wed
7/30
Thu
7/31
Fri
8/1
Sat
8/2
Sun
8/3
Mon Tue
8/4 8/5
Tue
8/16
Monday’s shift rolls to next Monday
Tuesday’s shift rolls to next Tuesday
Rollover occurs automatically when:
■
■
You access the schedule editor for the first time each day.
You discard a pay period.
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Scheduler
Overview
The Scheduler provides all features of basic scheduling, as well
as advanced features to help you schedule employees more
quickly and easily. There are three fundamental differences
between basic scheduling and the Scheduler:
You create individual primary schedules for each employee
instead of creating primary schedules to assign to employees.
This allows more flexibility when creating schedules.
You can set the rollover period to more than 20 days. The
rollover period is the number of days into the future that
schedules are copied forward. (Refer to “Schedule Rollover”
in the previous section for more information.)
You can use advanced features to help you schedule employees more quickly and easily.
■
■
■
Advanced Scheduling Features
■
■
■
Conflict scheduling
Allows you to indicate periods of time in employees’ schedules when they are not available to work. For example, you
can schedule conflicts for an employee who takes a class
twice a week. If you try to schedule a shift that overlaps a
conflict, the Scheduler gives you the option of overriding the
conflict with the shift.
Schedule templates
Allows you to create patterns of shifts, transactions, or both,
that you can use to quickly enter schedules for employees.
Typically, you create templates for frequently-used schedules. You can then apply the template to selected employees’
schedules, so that you do not have to enter the same shifts
and transactions over and over.
Schedule belts
Allows you to create groups (or “belts”) of frequently-used
schedule start and end times. Then, you can display the belt
of your choice during a scheduling session to use to quickly
insert shifts into employees’ schedules.
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■
1
Custom copy and paste
In addition to the ability to cut, copy, and paste shifts and
transactions, you can edit the attributes of the data you are
pasting and the data already in the location to which you are
pasting.
For example, for data being pasted, you can change all permanent shifts to temporary or inactive shifts. You can also
choose not to paste specific shift types and transactions in the
paste buffer. In the location to which you are pasting, you
choose whether to remove existing shifts and transactions or
add the pasted data to the existing data.
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Punch and Pay Code Edits
This section briefly explains the different types of edits you can
make to employees’ records using the Edit Menu.
Adding and Editing Punches
The following table shows the types of edits you can perform on
employee punches:
Edit Type
Description
Add Punches
Add missing punches to an employee's record.
Edit Punches
Change a punch from one day or time to another, or
change information related to a punch. Also allows
you to remove a punch from an employee’s record.
Override Punch
Interpretation
Redefine a worked interval of time as a meal, break,
regular shift, etc. For example, Jane takes a long
lunch but her pay rule causes e-TIME to interpret
the in-punch from the meal as an out-punch for the
shift. You use this feature to cause e-TIME to interpret the punch as an in-punch from the meal.
Adding and Editing Hours/Money in Pay Codes
The following table shows the type of edits you can perform on
employee pay codes:
Edit Type
Description
Add Hours
Add or subtract hours to or from codes and
accounts. Typically used to add sick or vacation
hours.
Add Money
Add amounts of money to a monetary pay code (for
example, tips).
Move Hours
Move hours from one code or account to another.
An example is assigning hours to a different account
if the employee transfers during a shift.
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Edit Type
Description
Credit Holiday
Add holiday hours to employees’ records. Commonly done using the Edit menu because you can
credit hours to many employees simultaneously.
Credit
Exempt Hours
Give hours to exempt employees who do not punch
in and out. Available in the Edit menu only.
Approve Overtime
Authorize hours worked beyond the overtime limits.
Timesheet Editor
Adding punches and editing punches can also be performed
using the Timesheet Editor.
The Timesheet Editor gives you an easy way to edit individual
employee timesheets. It displays a single timesheet as a grid of
cells on your screen. You can edit punches by typing the correct
amount directly into the appropriate cell. For instructions, refer
to the online help. From e-TIME, select Help > Contents and click
on “Editing Timesheets” under Procedures.
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Holiday Credits
You typically use holiday credits to grant hours to employees for
holidays they do not work. For example, employees are not
scheduled to work on a specific holiday, but you credit each
employee with eight hours for the day. You can also give a credit
to employees even if they work on the holiday.
Rules to Qualify
Pay rules specify requirements employees must meet to qualify
for holiday credits (set up by your ADP Account Executive). For
example:
■
■
Do employees have to work on the holiday if scheduled?
Do employees have to work scheduled shifts around the holiday? If yes, which ones (shift before, after, both)?
Holiday Credits and Worked Hours
Your ADP Account Executive sets up your system to tell e-TIME
how holiday credits interact with hours worked on the holiday,
according to your pay policies. For example, Jane works four
hours on Thanksgiving and is also given a holiday credit of eight
hours:
■
■
■
Should the credit amount be granted in addition to the
worked hours? If yes, she accrues a total of 12 hours: 4
worked hours and 8 credit hours.
Should the hours worked be subtracted from the credit
amount? If yes, she accrues a total of 8 hours: 4 worked hours
and 4 credit hours.
Should the credit amount be ignored? If yes, she accrues only
the 4 worked hours.
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Methods for Granting Holiday Credits
There are two ways to grant holiday credits to employees:
1
■
■
Manually using the Edits menu — Use this method to grant
credits to a group of employees simultaneously.
Automatically using the e-TIME system’s scheduling features
— Use this method to schedule credits to occur automatically.
The holiday credit rules that your ADP Account Executive set
in e-TIME are enforced in the same way as when you do manual credits. ADP recommends using this method if you use
Group Schedules.
For instructions on scheduling credits to occur automatically,
refer to the online help:
a. From e-TIME, select Help > Contents.
b. Under Procedures, click on “Scheduling”, then “Using the
Basic Scheduling Editor” or “Using the Scheduler”
(depending on which scheduling feature your system
uses).
c. Select “Scheduling Holiday Credits”.
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Communication with Timeclocks
When you collect information from Timeclocks with CommLink,
the timeclocks send employee punch data to the e-TIME system.
Once the e-TIME system receives the data, it clears the old punch
information from the timeclock to make room for another set of
punch information.
When you run the update process, CommLink sends new or
changed information from e-TIME to a Timeclock about the
employee assigned to that timeclock.
Note the following:
■
■
■
■
If employees are assigned to primary schedules, update at
least once a day.
Update and collect before you edit employees’ records in the
Timesheet Editor. This ensures you are working with the latest information.
The update and collect process does not interfere with
employees punching in and out.
Your ADP Account Executive may have set the update and
collect function to run automatically at preset times of the
day. You may still run the function manually at any time from
the communicating workstation.
You should update Timeclocks in any of the following situations:
You make changes to generic schedules or restriction profiles. These changes cannot take effect until they are sent to
the timeclocks.
You add a new employee to the e-TIME system. The new
employee cannot punch into a home Timeclock until the
information is sent to that timeclock.
You change an employee’s information — a changed or new
badge number, for example.
You mark an employee for deletion. The employee will not
be restricted from punching in until the deletion message has
been sent to the timeclock.
You change an employee’s home Timeclock or department.
■
■
■
■
■
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For instructions, refer to the online help for CommLink and click
on “Communicating with Timeclocks” under Procedures.
1
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Closing Out the Pay Period
At the end of each pay period, you need to “close out” employees’ punches and hour totals before you discard the pay period
and prepare for the next payroll cycle. Do the following in
e-TIME and PC/Payroll for Windows:
†
†
†
†
†
†
†
†
†
†
Collect punch information
Generate an exception report for review
Edit employee timecards based on supervisor comments
Print final reports
Create the Punch Detail File
Create the Paydata File
Load the e-TIME paydata file into PC/Payroll for Windows
Verify batch totals
Backup paydata file
Transmit the payroll to ADP
After you receive paychecks, do the following in e-TIME and PC/
Payroll for Windows:
† Verify audit report totals and payroll output
† Prepare for the next pay cycle
For additional information, refer to the e-TIME and PC/Payroll for
Windows Pay Period Processing Guide.
What Discarding Does
Discarding previous pay periods flushes the following data from
the system:
Employees’ punch data in the previous pay period
Employees’ schedules that are more than 49 days old
Records of employees marked for deletion who have no current punch data
■
■
■
The discard serves to make room for new data. If you are using
the Archiver Software, the e-TIME system archives the previous
pay period data to the Archiver software and then discards the
data.
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Note:
1
For weekly, bi-weekly, and semi-monthly pay periods,
the e-TIME system can hold up to two pay periods of
data: a previous pay period and the current pay
period. For monthly pay periods, the e-TIME system
can hold up to approximately 43 days of data. If you
discard later than the times recommended under the
section “When to Discard,” the e-TIME system could
run out of room for new data and existing data could
become corrupted.
The current pay period becomes the previous pay period when
both of the following have occurred:
The previous pay period has been discarded.
The current pay period has ended.
■
■
When to Discard
Note the following:
Your system may be set up to run the discard automatically
at a preset time each pay period. If you are not sure, check
with your ADP Account Executive.
Discard employees’ previous pay period once during each
pay period. Discard after paychecks have been received from
ADP and employees have had time to verify their paychecks.
■
■
■
If you do not discard by the indicated times, a warning message flashes when you generate a report and displays until
you discard. Also, scheduled events set up using the Event
Manager will not run until you discard.
Your ADP Account Executive may set pay rules to disallow a
discard until a specific day and time in the current pay period.
This prevents anyone from discarding until the time in each
pay period when all punch edits and payroll processing
should be done. Check with your ADP Account Executive if
you are not sure how your system is set up.
Example
ABC Company uses weekly pay periods. Each pay period begins
on Sunday and ends on Saturday. The discard is done on
Wednesday of each pay period at 11:00 P.M.
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The first illustration shows the following:
The previous pay period runs from Sunday 9/4 to the end of
Saturday 9/10.
The current date is Wednesday 9/14, the day the discard is
normally done.
■
■
Edits to employee records for the previous pay period must
be completed and paychecks given to employees before
11:00 P.M. on Wednesday, when the discard is done.
Previous pay period
Current pay period
Employee data complete
Sun Mon Tue
9/4 9/5 9/6
Wed Thu
9/7 9/8
Fri
9/9
Employee data incomplete
Sat Sun Mon Tue Wed Thu Fri
Sat Sun
9/10 9/11 9/12 9/13 9/14 9/15 9/16 9/17 9/18
Discard day. Edits to previous
pay period data must be
complete by 11:00 PM.
When the discard is done on Wednesday 9/14 after 11 P.M., all
employees’ data from the previous pay period is removed from
the e-TIME system.
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The following illustration shows the state of the current and previous pay periods after the discard.
1
Previous pay period
No employee data
Sun Mon Tue
9/4 9/5 9/6
Wed Thu Fri
9/7 9/8 9/9
Current pay period
Employee data incomplete
Sat Sun Mon Tue Wed Thu Fri
Sat Sun
9/10 9/11 9/12 9/13 9/14 9/15 9/16 9/17 9/18
Discard day
The following illustration shows how the current pay period
(Sunday 9/11 through Saturday 9/17) becomes the previous pay
period at the start of Sunday 9/18.
Previous pay period
Employee data complete
Current pay period
Employee data incomplete
Sun Mon Tue Wed Thu Fri
Sat Sun Mon Tue Wed Thu Fri
Sat Sun
9/11 9/12 9/13 9/14 9/15 9/16 9/17 9/18 9/19 9/20 9/21 9/22 9/23 9/24 9/25
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Reporting
You can generate two types of reports: Time and Attendance and
Labor Tracking.
Time & Attendance Reports
The primary focus of Time and Attendance reports is on totals for
specific employees. For each report, you specify the following:
Which employees to include and how to sort them
Timeframe to report on
Other ways to fine-tune the information
■
■
■
Examples of fine-tuning information are specifying for the Exceptions Report whether to include employees’ punch details or
show the number of minutes associated with exception punches.
Primary
focus
Employees
(which to include and
how to sort)
Timeframe for report
Other report
data qualifiers
Commonly used Time and Attendance reports include Punch
Detail, Exceptions, Hours Summary, and Absent Employees
reports. For instructions, refer to the online help. From e-TIME,
select Help > Contents and click on “Generating Reports and
Lists” under Procedures.
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Punch Detail Report
The Punch Detail Report shows employees’ punches and totals
for a specified timeframe. The following illustration shows an
example of how punches display in the report.
1
John
1
ID
Mon 10/10
Tue 10/11
Wed 10/12
Thu 10/13
Fri 10/14
001 10 1
IN Div Dpt Job ACTIVITY OUT ID IN Div Dpt Job ACTIVITY OUT TOTALS
810a
530p
8.25 8.25
800a
600p
9.00 17.25
600a*U
500p
10.00 27.25
800a
500p
8.00 35.25
730a
500p
8.50 43.75
- Audit Suppressed Acct: 001 201 301
Totals:
Reg:
Reg:
36.75
36.75
Weekly:
Weekly:
3.75
3.75
Exceptions Report
The Exceptions Report shows the exceptions employees have
incurred during the reporting timeframe.
The report always begins with a pool of all employees that have
any exception in their record for the timeframe you select. You
narrow this pool down by specifying employees by home Timeclock group, pay rule, home account, etc. You can further qualify
employees by specific exceptions, hours in pay codes, and signoff status. The following illustration is a sample page from an
Exceptions Report.
John
Early In : 1 - 0.50
Jane
1
001 10 1
No Holiday : 1
2
002 20 2
Doctor’s Appt. : 2
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For John, this report shows two exceptions (early in, no holiday)
and the number of minutes associated with early and late exceptions. In this example, John punched in early once during the
reporting timeframe. He punched in one half hour (0.50) before
his scheduled time.
You can include comments as exceptions in this report. In this
example, “Doctor’s Appt.” is a comment set up in the e-TIME system and can be assigned to punches. Jane had two doctor’s
appointments that the e-TIME system counts as two exceptions.
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Report Symbols and Exception Codes
1
The following table lists symbols that display on the Punch Detail
Report and Exceptions Report:
Symbol Description
A
Account transfer
B
Break
M
Meal
S
Sign-off. Associated time indicates end of previous pay period.
T
Transaction. Associated time is effective time of transaction.
=
Displays with account to show scheduled account transfer.
+
Displays with punch to indicate shift belongs to next day.
+
Displays with activity code to show activity punch.
==
Indicates that the employee’s in- and out-punches spanned two
linked shifts with the second shift an account transfer.
For example, John is scheduled to work 8 am to 10 am in his home
account and 10 am to 2 pm in account 200. He punches in at 8 am
and out at 1 pm. The in-punch looks like this: 800a==200. If the first
shift was also a transfer into account 300, the in-punch would look
like this: 800a=300=200.
-
With punch time, indicates shift belongs to previous day.
With account, indicates account transfer added in the e-TIME system.
&
A supervisor used the override punch interpretation feature to cancel a lunch deduct. Symbol appears in the InOvr or OutOvr column.
>
Lunch deduct cancelled, shift belongs to next day.
<
Lunch deduct cancelled, shift belongs to previous day.
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The following table lists exception codes that display on the
Punch Detail Report and Exceptions Report:
Code
Description
*?
Missing in- or out-punch.
*C
Automatic deductions cancelled for this shift.
*D
Employee punched in/out around daylight-saving time change in
the e-TIME system.
*E
Early in- or out-punch.
*G
Generic schedule used.
*H
Holiday credit not given (requirements not satisfied).
*I
Long interval without out-punch.
*L
Late punch, long break, or long meal.
+N
Comment is associated with punch (comment shows in audit trail).
*R
Hours re-directed to home account. Occurs if account that
employee has hours in is removed or if employee punched into
invalid account.
*S
Short break, short meal, or short shift.
*T
Tardy employees (appears on Tardy report).
*U
Unscheduled shift.
*V
Very early in-punch or very late out-punch.
Note:
If a punch represents an exception and also has a comment
associated with it, the exception symbol is preceded by a plus
sign instead of an asterisk (for example, +E).
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1
Labor Tracking Reports
The primary focus of these reports is on how labor hours are
being spent. Reports show totals for different accounts and the
various levels of those accounts. For each report, you specify the
following:
■
■
■
■
■
■
Primary
focus
Which accounts to consider for the report
Which employees to include and how to sort them
Timeframe to report on
By which labor level to group totals information
Which totals and subtotals to show
Other ways to fine-tune information (for example, whether to
include transfers)
Accounts to Process
(e-TIME looks only at the
accounts you specify)
Employees
(which to include and
how to sort)
Timeframe for report
Labor level grouping
Totals/subtotals
Other report
data qualifiers
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The e-TIME system looks at your selections and includes
employees who satisfy both of the following conditions:
■
■
They are part of the group of employees you selected.
They have hours in any of the accounts included in the
accounts to process.
You can include employees who transferred into any of the
accounts to process from an outside account. If included, the eTIME system considers employees who satisfy both of the following conditions:
They are included in the group of employees selected.
They have hours in any of the accounts to process, whether as
a home account or a transfer from an outside account.
■
■
You can include employees who transferred from one account to
another, both within the pool of accounts to process. If you
include incoming and outgoing transfers, the e-TIME system considers employees who satisfy the following conditions:
They are included in the group of employees selected.
They have hours in any of the accounts to process, whether
as a home account or a transfer from any account.
■
■
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1
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CHAPTER 2
PREPARING
e-TIME FOR
DAILY OPERATION
This chapter describes the tasks you perform before you use eTIME for the first time. You also perform these tasks later, as
needed, whenever you add new employees or schedules to your
system or change existing information.
This chaper contains the following sections:
Starting e-TIME
Adding Employees to the System
Creating Primary Schedules
Updating Timeclocks
■
■
■
■
Note:
This chapter does not describe how to install or configure e-TIME. It assumes your ADP representative has
already performed the necessary configuration tasks
such as defining labor accounts, pay codes, and pay
rules, and that your system is communicating correctly
with your Timeclocks. If you need more information
on any of these setup procedures, please refer to the
online Help in the Maintenance module.
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Starting e-TIME
Use the following procedure to start e-TIME.
1 In Windows, double-click on the icon for the e-TIME module
or product you want to access. The ADP Login screen displays.
2
2 Type your supervisor number and password.
3 Click OK to log in.
To exit the system, select File > Exit.
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Adding Employees to the System
If you use ADP PC/Payroll for Windows to process payroll, you
must add, edit, and delete employees using PC/Payroll for Windows. If you are using e-TIME as a standalone product, you must
add, edit and delete employee information using e-TIME.
Adding and Editing Employee Information Using PC/Payroll
Note:
Close e-TIME before starting PC/Payroll for Windows.
This helps avoid conflicts in your computer's configuration and memory.
1 Start and log into PC/Payroll for Windows.
Result: The PC/Payroll for Windows main menu is displayed.
2 Select the Open Employee button from the PC/Payroll for
Windows button bar.
Result: The Open Employee window is displayed.
3 Choose one of the following actions:
To
Enter
Change information
for an existing
employee
Find the employee’s name in the employee
list and double-click the name. Go to step
6
Add a new employee Go to Step 4
4 Click on the New button.
Result: A blank employee tab displays.
5 Complete the fields as instructed in the PC/Payroll for Windows documentation or online help.
6 Click on the Total Time tab.
Result: The Total Time window displays.
7 Click on the Employee Uses Total Time checkbox.
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Result: The grayed-out Total Time fields become editable.
2
8 In the Class Profile field, select a pay rule for the employee.
9 In the Restriction Profile field, select a Restriction Profile for
the employee.
10 In the Badge Number field, enter a unique numeric badge ID
for the employee (up to 9 digits), then press Tab.
11 In the Labor Account Name field, enter the employee's home
labor account. Note: This number must be set up in e-TIME.
12 In the Accrual Date of Hire field, choose one of the following:
If you
Then
Use the Accruals
Module
Enter the employee’s date of hire, using
the MM/DD/YYYY format, then press
Tab.
Do not use
Accruals
Press Tab to skip this field.
13 In the Home Time Clock field, select a home timeclock for the
employee.
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14 In the User Field 1 and User Field 2 fields, you may enter any
miscellaneous information that you want to track in e-TIME.
For example, supervisor number. Otherwise, leave these
fields blank.
15 Click on the Status Tab.
Result: The employee’s status window displays.
16 Click on the Cancel Automatic Pay checkbox.
17 Click the Save button, then click the Close button.
Result: The PC/Payroll for Windows main window displays.
18 Repeat steps 2 through 17 for each employee you want to add
or edit.
19 When finished, exit PC/Payroll for Windows.
20 Start and log into e-TIME.
21 Double click on the Data Services icon from the e-TIME product toolbar.
Result: All added and edited employee records are imported
into e-TIME.
22 Update all timeclocks. Refer to “Updating Timeclocks” on
page 2-12.
Result: Added employees can punch at timeclock.
Adding and Editing Employee Information Using e-TIME
Note:
If you are using PC/Payroll for Windows, do not add
or edit employee information using e-TIME.
For instructions, refer to the online help. From e-TIME, select
Help > Contents and click on “Adding/Editing Employee Information” under Procedures.
How to Delete Employee Information
If you are using PC/Payroll for Windows, you must terminate the
employee in PC/Payroll for Windows, which causes the
employee to be deleted in e-TIME. If you are using e-TIME as a
standalone product, you must delete employee information using
e-TIME.
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Deleting Employees When Using PC/Payroll for Windows
Note:
Close e-TIME before starting PC/Payroll for Windows.
This helps avoid conflicts in your computer's configuration and memory.
1 Start and log into PC/Payroll for Windows.
Result: The PC/Payroll for Windows main menu is displayed.
2 Select the open employee button from the PC/Payroll for
Windows button bar.
2
Result: The Open Employee window is displayed.
3 Double-click the name of the employee you want to terminate.
Result: The employee’s information window displays.
4 Click on the Status tab.
Result: The employee’s status window displays.
5 Click on the Terminated radio button.
Result: A deletion message box displays.
6 Click on OK to remove the message box.
7 Complete the date and reason sections of the Termination
box.
8 Click the Save button, then click the Close button.
Result: The PC/Payroll for Windows main menu displays.
9 Repeat Steps 2 through 8 for each employee you want to
delete in e-TIME.
10 When finished, exit PC/Payroll for Windows.
11 Start and log into e-TIME.
12 Double click on the Data Services icon from the e-TIME product toolbar.
Result: All employees terminated in e-TIME are marked for
deletion in e-TIME. Employees are not deleted from eTIME until all punch data has been discarded.
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13 Update all timeclocks. Refer to "Updating TImeclocks" on
page 2-12.
Result: Terminated employees can no longer punch at the
timeclock.
Deleting Employees Using e-TIME
Note:
If you are using PC/Payroll for Windows, do not delete
employee information using e-TIME.
If you use e-TIME as a standalone product, there are two ways to
remove employees from the system:
■
Automatic
Involves marking the employee for automatic removal from
e-TIME when all information for the employee has been discarded.
■
Immediate
Involves collecting the employee’s punches from the timeclocks, instructing the timeclocks not to accept any more
punches from the employee, and removing the employee
from the e-TIME system.
For instructions, refer to the online help. From e-TIME, select
Help > Contents and click on “Adding/Editing Employee Information” under Procedures.
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Creating Primary Schedules
This section describes how to create primary schedules in Basic
Scheduling or the Scheduler. For information on creating generic
schedules, please refer to the e-TIME online Help.
2
To access the menu options in the following procedures, you
must have scheduling authority in your access profile. To enable
scheduling authority, open Maintenance, select Setup > Access
Profiles, select your profile, and select the Schedules check box
in the e-TIME tab.
Basic Scheduling
If your system uses Basic Scheduling, you first create the schedule and specify the start and end times of shifts within the schedule. Then you assign the schedule to the appropriate employees.
Creating a New Schedule
1 Start e-TIME.
2 Select Schedules > Add/Edit Primary Schedule.
3 In the Primary Schedules dialog box, click New. The New Primary Schedule dialog box appears.
4 Use the dialog box to give the schedule a name and define
its basic settings. Click Help in the dialog box for more information.
5 Click OK. The Basic Schedule Editor appears, displaying the
blank schedule you just created.
6 Use the Basic Schedule Editor to add shift times to the schedule.
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Adding Shifts to a Schedule
Before you add shift times to your schedules, consider the following:
Shifts can be up to 24 hours long.
Each day can contain up to 14 shifts.
Shifts can be regular, on-call, or approval zone shifts. In addition, each shift can be permanent, temporary, or inactive.
Refer to Chapter 1 for more information.
■
■
■
The following procedure describes how to add regular, permanent shifts to a schedule. For information on adding other types
of shifts, refer to the online Help.
1 Display the schedule to which you are adding shifts.
2 Click in an empty cell in the column for the date for which
you want to add a shift.
3 Type the start and end times of the shift. To specify am or pm,
type a or p. (The letter may be different depending on the
language specified in the Windows Control Panel Regional
Settings on your PC.)
4 Click in a different cell to continue adding or editing shifts.
To create a new row in the schedule, select View > Add Row.
Assigning Schedules to Employees
After you create primary schedules and add shift times, you
assign the appropriate schedule to each employee.
To assign primary schedules:
1 In e-TIME, select Schedules > Assign Primary Schedules. The
Assign Primary Schedules dialog box appears.
2 Use the Employees tab and the Groups tab to specify the
employees to whom you want to assign this schedule.
3 Click the Assign Primary Schedules tab and choose the schedule from the list.
4 Perform an update to send the schedule information to the
Timeclocks. See “Updating Timeclocks” on page 2-12.
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Scheduler
If your system uses the Scheduler, you use the editor to display
a list of employees for whom you want to add schedules. You
then add specific shifts to each employee’s schedule.
Opening the Scheduler
The following procedure shows how to display all your employees in the Scheduler in alphabetical order, with today as the first
day of the schedules. For information on changing the display criteria, refer to the e-TIME online Help.
2
1 Start e-TIME.
2 Select File > New > Primary Schedule.
3 In the Employees tab, select all employees by clicking Select
All.
4 Click OK. The Scheduler opens, displaying the employees in
alphabetical order.
Adding Shift Times to a Schedule
Before you add shift times to your schedules, consider the following:
Shifts can be up to 24 hours long.
Each day can contain up to 14 shifts.
Shifts can be regular, on-call, or approval zone shifts. In addition, each shift can be permanent, temporary, or inactive. See
“Types of Schedules” on page 1-14 for more information.
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The following procedure describes how to add regular, permanent shifts to employees’ schedules. For information on adding
different types of shifts, refer to the online Help.
1 Open the Scheduler and display the employees whose
schedules you are editing.
2 For each employee, do the following:
a. Click in the column for the date for which you want to
add a shift.
b. Type the start and end times of the shift. To specify am
or pm, type a or p. (The letter may be different depending on the language specified in the Windows Control
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Panel Regional Settings on your PC.)
c. To add another shift for the same day, select View > Add
Row. Type the new shift times.
d. Repeat for other days. You can copy and paste shifts
from one day and use them in others. You can also use
scheduling belts and templates to add shifts more
quickly.
3 Repeat step 2 for other employees. Again, you can copy and
paste shifts or use scheduling belts and templates. For more
information on using these features, refer to the e-TIME
online Help.
4 When you have finished adding shifts, perform an update to
send the schedule information to the Timeclocks. See “Updating Timeclocks” on page 2-12.
To look up more information about scheduling in the online
Help, start e-TIME, select Help > Contents and click on “Scheduling” under Procedures.
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Updating Timeclocks
Whenever you enter or edit certain types of information in the eTIME system, you need to send it to the Timeclocks so that
employees can punch correctly. This process is called “updating
timeclocks.”
2
In general, you need to perform an update whenever you change
any information affecting operations that employees carry out at
the timeclocks. For example, when a new employee joins the
company, he or she cannot punch in at a timeclock immediately,
even if the new employee has a badge, because the timeclocks
do not recognize the number and will reject the punch. You first
need to enter the new employee’s information into e-TIME, then
update the timeclocks so they can recognize the new badge number.
Other changes that require updating the Timeclocks are as follows:
Changing any information about an employee by using the
Edit > Edit/Remove Employees menu option in e-TIME or
changing information on the Total Time tab in PC/Payroll for
Windows..
Creating new schedules or editing existing ones.
Changing information about labor accounts, for example adding new labor entries.
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ADP recommends that you perform an update regularly to make
sure the information at the timeclocks is always up to date. Many
companies choose to perform an update daily, immediately
before they collect the punch information (see “Collecting Punch
Information from the Timeclocks” on page 3-3).
In most cases, the ADP representative who installs your system
configures this task to run automatically at regular intervals. Ask
your ADP representative if the task occurs this way on your system.
If the process doesn’t happen automatically on your system, follow the procedure on Performing an Update Manually.
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Employees can continue to use the timeclocks while the update
is in progress.
Performing an Update Manually
The following procedure describes how to send all pertinent data
to all your Timeclocks; using this method, you can be sure that
all your timeclocks have the most up-to-date information. This
process can take a few minutes depending on factors such as the
number of employees or labor accounts in your system. If you
have some experience with e-TIME, you can speed up this process by sending only selected information to specific timeclocks.
Edit the appropriate settings in the dialog box. See the online
Help if you need more information.
1 Run CommLink.
2 Select Communications > Update.
3 Select Send Lists/Totals.
4 Select Groups.
5 In the list, select All Groups.
6 Click OK. CommLink displays the Communications Status
message dialog while it completes the process. When Completed appears in the Status field, the process is complete.
7 Click Close to return to the main CommLink window.
To look up more information about updating in the online Help,
start CommLink, select Help > Contents and click on “Communicating with Timeclocks” under Procedures.
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2
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CHAPTER 3
PERFORMING
DAILY TASKS
This chapter describes the tasks you usually perform in e-TIME
every day. It includes the following information:
Checklist of Daily Tasks
Collecting Punch Information from the Timeclocks
Handling Missing Punches
Handling Holiday, Sick, and Vacation Time
Creating Other Reports
Backing Up Your e-TIME Data
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Checklist of Daily Tasks
Perform the following tasks each morning (or at least once a day)
to keep your e-TIME information up to date and to make sure that
employees’ punches are correct at the end of each pay period.
Note:
This chapter describes how to perform these tasks
manually. However, the ADP representative who
installs your system usually sets up some of these tasks
to run automatically at regular intervals. If you are not
sure if these tasks are automatic, check with your representative. Alternatively, you can run Event Manager
on the communicating PC and look at the descriptions
of any tasks set up to run automatically.™
Complete the following tasks each morning:
3
1 Collect the previous day’s punch information from the Timeclocks.
2 Create an Exception report to show missing punches from the
previous day.
3 Add all missing punches to employee records.
4 Subtract any sick or vacation time that employees have taken.
5 Create any daily reports that your company uses.
6 Update the Timeclocks with all the changes you made to
employee records.
7 Back up your e-TIME data.
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Collecting Punch Information from the
Timeclocks
Consider the following important information about collecting
data from the Timeclocks:
When employees punch in and out, the punch information is
stored at the Timeclocks. It is not sent to e-TIME automatically. For this reason, you must use e-TIME to collect data
from the Timeclocks.
Because e-TIME receives information from the timeclocks
only when you collect it, reports are accurate only up to the
last time you collected the data. ADP recommends that you
collect information from the Timeclocks at the beginning of
each e-TIME session so that it is as up to date as possible.
When you collect information from a timeclock, e-TIME gathers the information then erases it to make room for new
punches at the timeclock.
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The following procedure describes how to collect punch information from all the Timeclocks in your system. See the online
Help if you only want to collect information from a specific timeclock.
1 Run CommLink.
2 Select Communications > Collect.
3 Select Groups.
4 In the list, select All Groups.
5 Click OK. CommLink displays the Communications Status
message dialog while it completes the process. When Completed appears in the Status field, the process is complete.
6 Click Close to return to the main CommLink window.
To look up information about collecting in the online Help, start
CommLink, select Help > Contents and click on “Communicating
with Timeclocks” under Procedures.
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Handling Missing Punches
At least once a day, do the following to account for and correct
any forgotten punches.
Create an Exception report that shows missing punches for
the previous day.
Distribute the report to the appropriate people to review and
mark up with corrections.
Add missing punches to employees’ records.
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Creating an Exceptions Report
The following procedure describes how to create a report that
shows all missing punches for the previous day.
1 Start e-TIME.
3
2 Select Reports > Time & Attendance > Exceptions.
3 Click the Employees tab and click Select All.
4 Click the Groups tab and make sure all the options are blank.
5 Click the Options tab.
a. Select Specific Date.
b. Specify yesterday’s date in the Start field.
6 In the Exceptions and Comments tab:
a. Check the Qualify by Exceptions and Comments box.
b. From the Include list, select Missed Punch.
7 Click the Pay Codes tab and make sure all the options are
blank.
8 Click the Advanced tab and make sure Absence – Ignore is
the only option that is selected.
9 Click the Destination tab and choose whether to view the
report on your screen or print it out.
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10 Click OK.
Adding Missing Punches
This section explains how to use the Timesheet Editor to display
and edit the timesheets of employees who had missing punches
for the previous day.
Displaying Timesheets with Missing Punches
1 Start e-TIME.
2 Select Timesheet > New Timesheet.
3 Click the Employees tab and click Select All.
4 Click the Groups tab and make sure all the options are blank.
5 Click the Options tab.
a. Select Specific Date.
b. Specify yesterday’s date in the Start field.
6 In the Exceptions and Comments tab:
a. Check the Qualify by Exceptions and Comments box.
b. From the Include list, select Missed Punch.
7 Click the Pay Codes tab and make sure all the options are
blank.
8 Click the Advanced tab and make sure Absence – Ignore is
the only option that is selected.
9 Click OK.
The Timesheet Editor displays the first timesheet (in alphabetical
order) that contains a missing punch. To see the other timesheets,
select Timesheet > Next Employee or click the Next Name button
on the timesheet toolbar.
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Missing punches are shown by the symbol *?. However, if an
employee missed both the in- and out-punch for any day, he or
she counts as absent. Instead of the missing punch symbol, the
word “Absent” appears in the In-Punch column and the whole
row representing that day is yellow.
Adding a Missing Punch
This procedure shows how to use the Timesheet Editor to add a
single missing punch for the previous day to an employee’s
timesheet. If you are editing many timesheets, there are other
ways to do this procedure more quickly. For more information,
see the online Help.
To add a missing punch to a timesheet, follow the steps in “Displaying Timesheets with Missing Punches” on page 3-5. Then, for
each timesheet, do the following:
3
1 Double-click in the cell that represents the missing punch.
(The symbol *? shows a missing punch.) For example, to add
an in-punch for September 3, double-click in the In column
for September 3. Note that this method works only for
punches that have this symbol; if you are adding a punch
that is not marked as missing, the Add Punch dialog box
appears when you double-click the cell. See the online Help
for more information on this dialog box.
2 Type the time of the punch. To specify am or pm, type a or
p after the time. (The letter may be different depending on
the language specified in the Windows Control Panel
Regional Settings on your PC.)
3 (Optional) Assign an activity code if your company uses
them. Activity codes allow you to pay an employee differently for a task that he or she would not usually perform. To
assign an activity code, double-click in the activity code cell
(the column labeled Act) so that a drop-down list appears.
Choose the appropriate code from the list.
4 To assign this shift to an account other than the home
account, double-click in the account cells and choose the
labor level entry you need. The labels on these columns
match the labor levels in your system; common examples are
Division, Department, and Job.
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5 (Optional) Assign a comment in the In-Comment or OutComment cell as appropriate so you or another supervisor
can keep track of the reason for the edit.
6 Select File > Save.
7 Repeat for other missing punches.
To look up more information about editing punches in the online
Help, start e-TIME, select Help > Contents, and click on “Editing
Timesheets” under Procedures.
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Handling Holiday, Sick, and Vacation
Time
This section explains how to edit timesheets to include any nonproductive hours, such as holiday, sick, or vacation time, that
employees take.
Adding Holiday Hours
Holidays usually apply to large groups of employees. For this reason, ADP recommends using the Credit Holiday menu option to
perform this edit because it allows you to make the same change
to many employee records at the same time. If you are editing a
few records only, you can use the Timesheet Editor instead.
To credit a holiday to a group of employees:
3
1 Start e-TIME.
2 Select Timesheet > Edit > Credit Holiday.
3 Use the Employees tab and Groups tab to specify the employees whose records you want to edit.
4 Use the Credit Holiday tab as follows:
a. Enter the time you want the edit to be effective. In most
cases, specify 12:00 pm.
b. Enter the date you want the holiday to be effective (usually the date of the holiday).
c. Define the length of the holiday in hours.
d. Specify the way the hours affect overtime limits.
e. If your system uses Flextime, specify whether the hours
count as part of the employees’ Flextime goals.
f.
Click OK.
5 Use the Timesheet Editor to check several employees’ records
and ensure they received the edit.
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Subtracting Sick or Vacation Time
e-TIME provides features you can use to track your employees’
paid time-off – vacation, sick, or personal days, for example. You
can track this time by manual editing or by using the ADP Accruals Software.
Note:
“Accrued” represents the hours that your company
credits to its employees. For example, your company
might credit employees with 10 sick days at the beginning of each year. “Taken” represents the hours the
employee has used. Add hours to the accrued amount
if you want to credit the employee more hours. Add
hours to the taken amount when you want to subtract
accrued time from the employee.
The following procedure shows how to subtract eight hours of
sick time from an employee’s record. You can adapt this procedure to add or subtract any amount of non-worked hours.
The procedure is the same whether your system uses manual
editing for accruals or contains the ADP Accruals Software.
To subtract eight hours of sick time:
1 Start e-TIME.
2 Close the Timesheet Editor if it is open.
3 Select Timesheet > Edit > Add Accrued Hours.
4 Use the Employees tab and Group Qualifiers tab to specify
the employee whose record you want to edit.
5 Do the following in the Add Hours Accrued/Taken tab:
a. In the Effective Date field, specify the date of the change
(usually the date the employee was sick).
b. In the Adjustment Amount field, enter 8 to represent
eight hours.
c. Select Sick from the Accrual Field list.
d. Select the Taken as the Hours Added To option.
e. In the Count Toward Limit list, select the limit that this
amount affects.
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f.
(Optional) If your company uses comments, choose a
comment from the list so you or another supervisor can
keep track of the reason for this edit.
6 Click OK.
The change in accruals balance that results from this edit does not
appear in the Timesheet Editor. Create an Accrual Balances report
to see the effect of the change.
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Creating Other Reports
After collecting punch data from the Timeclocks and correcting
missing punches, you can create several useful management
reports to help supervisors make sure their employees will be
paid correctly and to help them meet their budgets for the week.
The following are brief descriptions of the most common reports
that you can create in e-TIME:
The Punch Detail report shows the same information as the
Timesheet Editor. Many companies send this report daily to
their supervisors so they can record employee totals for the
day.
The Hours Summary report lists total hours worked for the
day. You can sort this data by labor account. For example,
you could use this report to show how many hours employees worked in each department. Many companies use this
report to see if they were on budget for the day.
The On Premises report shows you which employees have
punched in but haven’t yet punched out. You can use it to
see who is still in the building.
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Basic Procedure for Creating Reports
The following procedure describes the basic steps you follow to
create any report in e-TIME. For information on the specific
options you define for each report, refer to the online Help.
1 Start e-TIME.
2 Select the report or list you want from the Reports menu.
3 If there is an Employees tab for the report you are creating,
use it to specify which employees to include in the report. If
you select all employees, the Group Qualifiers tab becomes
active so you can narrow the criteria for including employees.
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4 If there is an Options tab for the report you are generating,
use it to further qualify the data that appears in the report. For
example, if you are running a Punch Detail report, use the
Options tab to specify the time frame for the punches.
5 Use the Destination tab to specify how to view the report:
you can choose to print it out, view it on screen, or save it as
a file.
6 Click OK when you have completed all the tabs in the dialog
box.
To look up more information about reports in the online Help,
start e-TIME, select Help > Contents, and click on “Generating
Reports and Lists” under Procedures.
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Backing Up Your e-TIME Data
ADP recommends that you back up your e-TIME data files every
day so that you can restore the punch and totals data more easily
if they become corrupted. These files are located in the
\etime\data directory (or its equivalent on your system) and they
have the extension .TKC, .KAP, and .CS.
Usually, your ADP representative configures the backup process
to occur automatically at a preset time. Check with him or her to
see if the process is set up this way for you.
You can also back up your files manually. For example, use Windows Explorer to copy the *.TKC data files to floppy disks.
ADP recommends that you create separate backup files for each
new day rather than overwriting the same backup files every
time. Using this method, if you unknowingly back up corrupted
data, your ADP representative can still recreate most of the database using good data from several days ago.
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CHAPTER 4
CLOSING OUT
THE PAY PERIOD
This chapter describes the tasks you perform at the end of each
pay period. It includes the following information:
Checklist of Pay Period Tasks
Approving Overtime Hours
Signing Off Employee Records
Create EPIP File (PC/Payroll Users)
Preparing a Database Output File for Payroll Processing (eTIME Standalone)
Discarding the Previous Pay Period
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Checklist of Pay Period Tasks
At the end of each pay period, you need to “close out” employees’ punches and hour totals before you discard the pay period
and prepare for the next payroll cycle. Do the following in
e-TIME and PC/Payroll for Windows:
† Collect punch information
† Generate an exception report for review
† Edit employee timecards based on supervisor comments
† Print final reports
† Create the Punch Detail File
† Create the Paydata File
† Load the e-TIME paydata file into PC/Payroll for Windows
† Verify batch totals
† Backup paydata file
† Transmit the payroll to ADP
After you receive paychecks, do the following in e-TIME and PC/
Payroll for Windows:
† Verify audit report totals and payroll output
† Prepare for the next pay cycle
4
For additional information, refer to the e-TIME and PC/Payroll for
Windows Pay Period Processing Guide.
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Approving Overtime Hours
The Approve Overtime feature is available only if it is enabled in
employees’ work rules. If any employees work overtime, you can
use this feature to decide how much of the time they work over
their schedules to pay as overtime, and how much to pay as regular hours. If this feature is not enabled, any extra time that
employees work is paid at the overtime rate specified for those
employees.
To see if this feature is enabled in your system, check the setting
of the Pay Code for Unapproved Overtime field in Maintenance
(Setup > Work Rules > Overtime-General tab).
The procedure below describes how to approve all overtime
hours for one employee on a specified day. You can adapt it to
approve only part of the overtime. See the online Help for more
information on the advanced settings.
1 Start e-TIME.
2 Select Timesheet > Edit > Approve Overtime.
3 Use the Employees tab to specify the employee record you
are editing. You can only perform this procedure for one
employee at a time.
4 Display the Approve Overtime tab.
4
5 Select All as the Approve To setting.
6 In the Effective Date field, enter the date on which the overtime occurred.
7 (Optional) If your system uses comments, choose a comment
from the list so that you or another supervisor can keep track
of the reason for the edit.
8 Click OK.
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Note:
If your system is set up to use approval zones, you can
approve overtime using the Scheduler. For more information, access e-TIME online Help, search for
“approving overtime,” and select the topic called
“Approving Overtime With Approval Zones.”
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Signing Off Employee Records
The Sign-off feature allows you to lock employees’ previous pay
period data from further edits. It is a way of indicating that you
have reviewed, edited, and approved the data.
If the Sign-off option does not appear on your menu, check the
following:
You have sign-off permission set in your access profile. (In
Maintenance, select Setup > Access Profiles > e-TIME tab.)
The Enable Supervisor Sign-off field is also enabled in Maintenance (Setup > Feature Definition > More Options tab).
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Note:
Although you have signed off the data, hour totals can
still change in some circumstances. For example, if
you assign an employee to another work rule with different totaling rules, e-TIME applies those rules to the
employee’s existing data and updates totals as necessary.
To sign off employees’ pay period data:
1 Start e-TIME.
2 Select Timesheet > Edit > Sign-off.
3 Use the Employees tab and Groups tab to specify the employees whose records you want to sign off.
4 Display the Sign-off tab and do the following:
a. Select Sign-off.
b. If your system uses comments, select a comment from
the list.
5 Click OK. e-TIME displays the following confirmation message: “No longer allow changes to pay period?”
6 Click Yes.
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In the Timesheet Editor, the row that represents the day you
performed the sign-off displays in pink, and rows for days
before that become inactive (the text displays in gray and you
cannot edit it).
If you need to unlock employee pay period data again, use the
Cancel Sign-off feature.
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Create EPIP File (PC/Payroll Users)
e-TIME Utility reads the time and attendance pay data within the
e-TIME database to create an External Paydata Interface Program
(EPIP) file for your ADP payroll or human resource program.
After creating an EPIP file, use this feature to load it into the ADP
payroll or human resource program.
Refer to the online help that accompanies the e-TIME Utility for
more information.
Preventing Files from Being Overwritten
If the size of your database requires that you use Create EPIP Files
more than once per pay period, make sure you import each EPIP
file into your ADP payroll program before creating the next file.
This ensures that no data is overwritten before being imported.
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Preparing a Database Output File for
Payroll Processing (e-TIME Standalone)
When all your edits are complete, you prepare a file containing
your finalized data to send to your company’s payroll system. The
file you send is called a “database output file,” and you create it
using e-TIME.
To create a database output file:
1 Start e-TIME.
2 Select File > Export Database File.
3 Use the Employees tab and Groups tab to specify the employees whose data you want to export.
4 Use the Options tab to define other settings including the
time frame for the data to export.
5 Use the Output File tab to specify a name and destination
directory for the file.
6 Click OK to create the file.
4
e-TIME places the file in the directory you specified at step 5.
From there, you can import it into your payroll system, as appropriate, using the tool your company prefers.
For information on the contents and format of this file, see the
Database Output File User’s Guide.
To look up more information about creating database output files
in the online Help, start e-TIME, select Help > Contents and click
on “Closing Out the Pay Period” under Procedures.
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Discarding the Previous Pay Period
e-TIME is designed to hold two pay periods’ worth of data at any
one time. Each employee has punch and totals data for the current pay period and for the previous pay period.
At the end of each pay period, you must discard the oldest set of
punch and totals data to make room for the pay period that is
about to begin. This process is called “discarding the pay period.”
For more information, see the Closing Out the Pay Period section
in Chapter 1.
You can perform the discard manually, or your ADP representative can set it up to run automatically at a preset time.
Performing the Discard Manually
The following procedure describes how to discard the oldest previous pay period for all employees. For information on when to
perform the discard, see “When to Discard” on page 1-26.
1 Back up your e-TIME data files (B-*.TKC). If you use the
Archiver or CardTracker, back up their data files as well. For
the Archiver, back up B-*.KAP files; for CardTracker, back up
B-*.CS files.
2 If you use CardTracker, import employees’ punch detail
reports for the pay period using the following instructions:
a. Run CardTracker.
b. Select File > Import to bring punch detail information
into CardTracker.
c. Verify that the information was successfully archived by
running a Punch Detail Report in CardTracker (Reports >
Punch Detail).
3 If you don’t use the Archiver or CardTracker but you want a
paper copy of your employees’ pay period data, print a
Punch Detail report in e-TIME for each employee. See the eTIME online Help for more information.
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4 Run Data Services.
5 Select Services > Discard Data. (If your system contains the
Archiver, the menu option is Discard and Archive Data.) The
Discard Pay Period Data dialog box displays.
6 Click OK, and then click Yes at the confirmation messages.
How Can I Check That the Discard Happened Correctly?
Create a Carry Forward Report in e-TIME and check the employee
reference date for each employee. This date represents the last
day that you discarded for the employee and should be the last
day of the pay period you meant to discard.
Note the following:
The date should be the same for all employees who use the
same pay period (for example, weekly).
If some employees use a different length pay period (for
example, biweekly), their dates should be the same among
their own records but may differ from the dates of employees
using weekly pay periods. These dates match only if the end
dates for both discarded pay periods are the same.
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For more information about discarding, including what to do if
you forget to perform the discard, start Data Services, select Help
> Contents, and click on “Discarding the Previous Pay Period”
under Procedures.
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ADP e-TIME 3A System Basics Manual V0299