TEAM Software Release Notes August 2023

The Compliance Tracker feature has been enhanced to address some additional scenarios that are being faced today. None of the new features are enabled by default so their use is completely controlled. However, there is a change that impacts all license records. There is a new required field called License Stage. This new field will be set automatically with the August release for any existing licenses and allows more accurate tracking of the current stage of employee licenses in the future. Additional enhancements to the license fields will be covered in future release notes.

Recording a Failure

Just having a license or certification on file doesn’t mean ongoing compliance checks aren’t required. For example, a periodic motor vehicle report (MVR) check is run, and it is discovered that an employee has a violation on their record that would prevent them from working a particular job, even if their license is still technically valid. A gap in the WinTeam application has been closed so that now there is a way to log a failed compliance code and disqualify an employee from being added to a schedule.

Equivalent Codes

Spreading employees across multiple jobs and encouraging them to pick up shifts with the job board has become a trend that benefits employees and employers alike. However, not all jobs have the same compliance requirements and there may be an overqualified employee who wants to pick up a shift but can’t because they don’t have a lower-level qualification on file. For example, an armed guard wants to work at a job that requires an unarmed guard code or someone with a Level C CPR certification wants to work a job that only requires a Level A CPR certification. In the past to ensure those employees can work at posts with less restrictive qualifications, employees had to be set up with every single qualification possible. Now equivalencies on the codes themselves can be set up so that less restrictive requirements are automatically covered by their more restrictive counterparts.

Pending Renewals and Initial Approvals

Finally, licensing boards have faced their own challenges in regards to processing initial licensing requests and renewals in a timely manner. Many of those agencies that recognize this issue have relaxed some of their rules and allowed for workers to either start or continue to work for a specific period of time while the bureaucratic backlog is cleared. In those situations, license compliance codes can be set up to allow employees to be scheduled while they are in one or both of these pending license stages and still remain in compliance.

Tip:  See the HR Compliance Changes Overview topic and then all related topics listed on the left side of the window for detailed information.

TeamTime Action Items are available via SMS delivery which allows these notifications to be delivered in a timely manner through text messaging.

Once enabled, TeamTime alerts for situations like a lack of a check-in or no meal is started can be sent via the SMS platform. This ensures it is delivered quickly and reliably to recipients who have opted-in to receive SMS, no matter what time of day the alert is sent or which carrier the receiver uses, which is an improvement over previous email-to-text functionality.

Important:  SMS messages sent through the TeamTime Action Items functionality count toward your SMS threshold. Contact your Customer Success Manager for more information.

Tip:  See SMS for TeamTime Action Items for details.

There are new features to identify potential split shifts in Timekeeping. Some states have a Premium Mandate which means workers who earn the minimum wage are entitled to an additional one hour's pay when their work includes a split shift. A split shift occurs when an employee's shift is interrupted by an involuntary unpaid period greater than a lunch or break. The new features in WinTeam help identify potential split shifts so additional analysis can be done to ensure compliance.

There is a new check box labeled Enable Split Shift Tab in TK Exceptions on the Timekeeping and Overtime Setup tab of the PAY: Defaults window. When it is selected, a new Exceptions filter for Split Shifts displays in the PAY: Timekeeping window when the View is By Employee.

To accompany the release of the split shift exception filter, existing functionality in WinTeam that was previously labeled "Split Shift" or referred to split shifts, has been renamed to "Day Divide" to distinguish it from true split shifts. This will help to prevent confusion and to clarify the existing functionality, which is not related to the legal definitions around split shifts. Table references to the day divide have not been changed and may still contain "Split Shift" when using various reporting solutions.

Tip:  See WinTeam - Split Shifts for details.

In the AR Payments window, the scroll bar in the General Ledger Distribution grid was not working when there were many rows of distribution details for a miscellaneous deposit–this has been corrected.

When importing AR invoices, an error message now displays if the Extension field is included in the file but the Item Number is blank. The Item Number cannot be blank when an Extension is present.

The security lockout mechanism for the Online Payment Portal has been adjusted to be based on a combination of total failed attempts rather than total login attempts, combined with tracking the Customer Number entered and the IP address the login request originated from. Users now have five chances to login per Customer Number and IP Address combination in a nine minute period. If five failed login attempts are made from a single location for a given Customer Number, the user is blocked from logging in with that Customer Number for nine minutes. After nine minutes, the user may attempt to log in again.

Some company-level security settings were not being considered when running the AR Payments Report. Specifically when AR Payments were accepted under multiple companies and the security of AR users was restricted to individual companies. Prior to this release, AR users may have had access to view payments made to companies outside of their company-level security. This has been corrected and now all company-level security settings are considered.

An error occurred on the Insurance/Other Details tab of the Benefits By Employee window when the Synchronize EE Deductions button was clicked and the Enable Audit Logging check box was also selected on the General tab of the SYS Defaults window–this has been corrected.

In the Other Compensations or Deductions Report, changes to the Report Template were not being saved–this has been corrected.

The flag that indicates if an employee has been exempted from the WA CARES Long-Term Care Insurance Tax is now included in the Paid Family/Medical Report electronic file for the state of Washington.

Dollar amounts that contained the millions place were being cut-off from display in the Payroll Check History Report–this has been corrected.

Negative additional withholding amounts for state income tax can be entered in both the previous tax engine and the updated tax engine. If the calculated tax amount is greater than the negative additional withholding amount, all calculations are correct in both tax engines. However, if the negative additional withholding amount was greater than the calculated tax amount, the values being stored and used were incorrect. this has been corrected on both tax engines.

Examples

Previous Tax Engine example before update: Red–The calculated tax and total tax withheld were both set and stored correctly. Purple–The totaled taxes was calculated incorrectly. It should be 89.83. Instead it is getting reduced by the extra additional withholding amount of 27.06 (which is incorrect). Blue –The net pay was then calculated incorrectly based on the incorrect tax amount, it should be 910.17.
Updated Tax Engine example before update: Red–The calculated tax amount is set incorrectly, it should be 22.94. The total tax withheld was calculated correctly. Purple–The totaled taxes was calculated incorrectly, it should be 89.83. Instead it is getting reduced by the extra additional withholding amount of 27.06 (which is incorrect). Blue–The net pay was then calculated incorrectly based on the incorrect tax amount, it should be 910.17.
After update for both tax engines: Red–The calculated tax and total tax withheld are now both calculated and stored correctly. Purple–The totaled taxes is now calculated based on the correct tax amount. Blue–The net pay is now also calculated based on the correct tax amounts.

In the Action Item Setup window, the word "e-mail" was removed from the label for the First response changes to Ending Status check box because this functionality can be used by multiple response methods (not just email).

In the Cash Accounts Setup window, the ARP file (AP and PAY) for the Royal Bank of Canada Payee Match formathas been adjusted–the Service Type Indicator was 0003 and it should be 0002.

The PS Report Enhanced Reconciliation screen is now a part of PS Reports ALL (which becomes part of PS ALL and SYS ALL) and PS Report Billing security groups by default. Previously, the screen was not being added when the Group ID was different than what was expected because particular ID numbers were being used to add the group, but the IDs for these groups can vary. Now the description of the group is used to ensure the screen is added correctly.

In the TeamTime Call Review report, the results were incorrect when filtering by Employee Number in the Advanced Filter–this has been fixed.

The Changed Information was being recorded incorrectly in the Schedules window. Following is the correct logic for recording changed information in this window:

• Schedules tab–User Changed and Date Changed are not updated due to a change on an individual ticket detail, unless it is a schedule date change.
• Ticket Details tab–User Changed and Date Changed are updated due to any change on an individual ticket detail.

Employees can be given access to work tickets in eHub (Web and Mobile) using a checkbox in Work Scheduling Defaults. With supervisor authorization, non-supervising employees may digitally access assigned work tickets from eHub, eliminating the need to print or email ticket reports each day.

This page is very similar to the Work Scheduling Ticket Details page in WinTeam but is right in eHub. The only notable difference is that Crews must be added in WinTeam for them to show up in eHub.

Supervisors can then authorize access to work tickets from eHub directly for all employees with access to a given job using a an option on the Work Scheduling Ticket Details window in WinTeam. Access to Work Tickets from WinTeam based on the job, the crew, or specific employee assignment can still be authorized.

The actions employees can take on work tickets from eHub can be controlled using security roles and features. Because security for this feature is tied to eHub security, review the security settings of everyone who uses work tickets to ensure employees continue to only access what they should.

A version of this feature for WinTeam and eHub Web was included in the March 2023 release. This release contains a version of this feature for eHub Mobile.

Tip:  See Work Ticket Employee Access eHub Mobile for details about how to set up and use this new feature.

A file attachments feature has been added to WinTeam. The first (and currently only) application in WinTeam using it is work tickets. In future releases, more applications in WinTeam will be enhanced to use file attachments.

Access to the file attachments feature is available through a SaaS License which requires paperwork and fees. Please contact your Customer Success Manager to find out how to get started using this feature.

When supporting documents or images are attached to work tickets, employees can then be given access to these attachments through both WinTeam and eHub. There are multiple security features that can be used to control which employees have to access to certain types of attachments and the actions they can or cannot take on an attachment.

A version of this feature for WinTeam and eHub Web was included in the March 2023 release. This release contains a version of this feature for eHub Mobile.

Tip:  See File Attachments: eHub Mobile Work Tickets for more information about this new feature.