eHub: Timekeeping for Employee Access

The screen header has tools which allow you to group by jobs or employees, filter for a specific date range, filter jobs for specific criteria and add new timekeeping records.

Date Range:

Timekeeping records can be filtered by date using the Date Range field. The screen opens with a default range of today minus six days. This date range filters by scheduled date. To change the date range click the calendar icon to customize the date range. You can choose from Last Week, Last 2 Weeks, Last Month or apply a Custom Range.

To display a customized date range, select Custom Range from the calendar drop-down. On the calendar select the to and from dates and click the Apply button to view the results.

If you filter for a date range greater than 30 days, a window displays an option to move to the Lite Mode of the Timekeeping screen. This mode enhances the screen loading performance when viewing large a large amount of records. See eHub: Timekeeping Lite Mode for additional information.

Group By

Upon opening the screen, the records are grouped to be viewed by the Employee. Select the Job button to group the records by jobs.

When grouping records by Employee, all records the employee has timekeeping records for display in ascending order for the date range selected.

When grouping records by Job, all records the employee has timekeeping records for display in ascending order by Job Number for the date range selected.

Filter by Status (record filter)

To filter records by a status, click on the None drop-down and choose the appropriate status check box. You may filter for Pending, Approved, Denied, Paid and New records.

This filter is a record level filter to display specific records which meet the appropriate filter criteria.

To see definitions of each filter type, see eHub: Timekeeping Filter Definitions link.

The Timekeeping records display in a card format. No records can be deleted from the grid, but records can be added or edited, depending on security assigned to the user.

If the view is grouped by the Employee the header displays the Employee name and number, summary counts for New, Pending, Approved and Previously Denied, Count of how many records are displayed and Hours.

Each card displays the Date/Status, Job, Work Ticket number, Hours Description, In and Out times, Meal, and Hours, Change Reason, and any Notes.

If the view is grouped by the Job the header displays the job name and number, summary counts for New, Pending, Approved and Previously Denied, Count of records in Job group, and Hours.

Each card displays the Date/Status, Employee, Work Ticket number, Hours Description, In and Out times, Meal, and Hours, Change Reason, and any Notes.

Card Field Definitions

When the card is selected, thus expanded, additional fields display.

Work Date

To change the date, select the date field and a calendar will display to select the appropriate date. This field is required and the information in this field can be modified with proper security rights.

Valid dates of entry for Timekeeping, that is how far in the past and how far into the future one can enter dates for timekeeping, are based on the dates listed for timekeeping in the SYS: Fiscal Year Setup in WinTeam.

Employee

With the Employee license this field cannot be edited.

Job

This field automatically pulls in the Employee's Primary Job. This is a required field.

Hours Description

This field contains a list of Hours Category details for the job indicated. Initially, the field displays the default Hours Description for the job. With proper security rights, users can choose another Hours Description from the list if necessary.

Hours Category Details are set up in the Job Master File in WinTeam (Timekeeping Info tab). This field cannot be modified if Hours Description Read-Only is assigned in the Security Group in WinTeam.

In Time

Time is displayed in military format. This field is required if an Out time is specified.

If a user changes the In time, Meal times may change based on the Lunch Parameters indicated for the job in the WinTeam Job Master File. Rounding rules from PAY: Defaults apply.

Out Time

Time is displayed in military format. This field is required if an In time is specified.

Meal

Enter the amount of time you took for a meal time. Hours will be recalculated after a change is made to this field.

Hours

If an In time and an Out time are entered, this field cannot be changed. If there are no values in the In and Out type in the appropriate value. This field is required.

Work Ticket #

This is a text field only, no search capability is available.

Based on a certain setting, the Work Ticket may have to match the timekeeping job. If this is the case, you will not be able to save the record.

If the screen feature Work Ticket Must Match Timekeeping Job is selected in WinTeam, the system will confirm that the ticket's Job Number matches the job from the timekeeping record.

Change Reason

This field contains a list of reasons for changing a timekeeping record. This field is required.

If the Job, Hours Description, Work Date or Notes for a record are modified on an Approved or Pending record, this field will be cleared so a new reason for change can be added.

Options available in this list are set up and modified on the ESS tab of the eHub Setup screen in WinTeam.

Notes

Enter any comments relevant to the record. The notes display on a collapsed card. Click the View History link to view the notes.

View History

Click the View History link to see the eHub history changes. This history will display any status icons, date, time, Employee who made the change and details of the change.

Review

Users can select the Reviewed check box to indicate that the record has been reviewed. Once the check box has been selected the user cannot clear the check box. If any changes are made to a record or if a new record is created, this check box is automatically selected upon saving.

This column is only visible if Show Reviewed is selected on the ESS tab of the eHub Setup screen in WinTeam.

Hover your mouse over any of the icons in the Date/Status column to display a description of the card status. There are statuses for Approved, Denied, New, Paid, Pending, and Previously Denied. For additional information on these status icons see eHub: Timekeeping Icons.

If the Timekeeping screen is assigned with an Employee security license (those who are not supervisors of jobs or employees) and no screen features are assigned, these employees will be able to view their own timekeeping records but not edit them.

Depending on permissions assigned to the user, however, the above general usage for an Employee license may be restricted or enhanced in the following ways:

• The screen may be read-only.
• The user may be restricted from changing the Hours Description column.
• Work Tickets may have to match the timekeeping job.
• The user may only be able to change the Work Ticket column.
• The user may be able to enter their own time.
• The user's changes may be automatically approved.

If security is setup to Auto Approve timekeeping records screen feature, then any changes that user makes to a record will automatically be approved and the record will appear with the Approved icon in the Date/Status column. The record will also automatically update to WinTeam when the record is saved.