Summary

The Web Timesheet Maintenance window is used to create web timesheets that employees can use to enter hours worked through the Employee Self Service (ESS) online application.

The Web Timesheet menu item will only be displayed in the PR Maintenance palette if the ESS online application is installed on the Springbrook database.

Step by Step

1     View the existing Work Periods.

• Open the Work Period Selection window (PR> Maintenance> Work Period).
• The Work Period Selection window displays all of the work periods created in the application.
• Highlight a work period and click the Delete icon or press DELETE to delete the selected work period.
  • You cannot delete a work period that is associated with an existing PR employee record.
• Highlight a work period and click the Modify icon or press ENTER to edit an existing work period.
• Click the Create icon or press INSERT to create a new work period. This will open the Work Period Maintenance window.

2     Create or maintain a work period.

• The Work Period Maintenance window is used to create and maintain work period.
• Enter a unique Code for the new work period. This is a required field.
  • The Code can be up to 15 alphanumeric characters long. Once the work period has been saved, this field cannot be edited.
• Enter an optional Description for the work period. This field can accommodate up to 64 characters.
• The Type drop-down menu is used to specify which type of work period you would like to create. This will determine which fields are enabled below.
  • Select Work Week to create a standard seven day work week.
  • Select Work Period to create a work period that is between seven and 28 days long.
  • Select Pay Schedule to create a work period based on an existing Pay Schedule.
    • Selecting Pay Schedule from the drop-down will enable the Pay Schedule field below. Click the field drop-down to select a pay schedule for the work period. Pay schedules are created and maintained on the Pay Schedule Maintenance window (PR> Maintenance> Pay Schedule).
    • When Pay Schedule is selected, all other fields in the Maintenance section will be disabled, so you can now skip to step 3 below.
• Enter a Start Time for the work period or work week.
  • This field does not determine when an employee starts their work day, but rather the start time of the work day that the employee will be working. The purpose of this field is to allow you to set up a work period that begins and ends with a split work day.
    • If an employee works across a split work day at the end of one period and the beginning of the next, they will be able to specify which hours were worked in each period when they enter their time on their timesheet. (PR> Timesheets> Quick Time Entry> Work Period column).
  • This field will default to 12:00 AM.
• The Number of Days and Start Date fields will only be enabled if Work Period is selected from the Type drop-down menu above.
  • Enter the Number of Days in the work period.
    • This value must be between seven and 28 days.
    • If the Type is set to Work Week, this field will display 7 and will not be enabled for editing.
  • Specify a Start Date for the work period.
• Specify a Start Day if you are creating a work week.
• The Hours drop-down menu is used to specify if the work period will use hours worked or period hours.
  • The Period Hours field will be enabled below if Use Period Hours is selected in the Hours field above.
    • The value in this field WILL NOT determine the point at which an attached employee begins to earn overtime pay. This a purely informational field designed to record the maximum number of hours an employee could work in the specified work period. The value in this field cannot exceed the total hours possible for the work period (value in Number of Days field x 24).
    • The point at which an employee begins to earn overtime pay is determined on the Overtime Rules Maintenance window (PR> Utilities> Overtime Rules> Period tab> Hours field).
    • If the Type is set to Work Week, the Period Hours cannot exceed 168 (24 hours per day x 7 days per work week = 168 possible hours per work week).
• The Scheduled Days section is used to specify which days of the week will be considered standard work days for the work period.
  • This section can be used in conjunction with your user defined overtime rules to trigger overtime pay when an employee records timesheet hours on a day they are not scheduled to work.
    • Overtime rules are specified on the Overtime Rules Maintenance window (PR> Utilities> Overtime Rules).
  • By default all days will be checked.

3     Attach employees to the new work period.

• The Employees section will display any employees previously attached to the work period.
• Click the Create icon to attach an employee to the work period. This will open the Employee Selection window.
  • Highlight an employee and click the Confirm icon to attach the selected employee to the work period.
  • Employees currently associated with another work period cannot be added to a second work period.
• The selected employee will now be displayed in the Employees section.
• An employee can also be attached to a work period on the Employee Maintenance window (PR> Maintenance> Employee> Overtime tab> Work Period field).
  • If the work period that an employee is attached to is updated on the Employee Maintenance window, the Work Period Maintenance window will automatically be updated to reflect the change.
• Click the Save icon when complete.