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Supervisor User Manual

1. Press the ENT key to record the number Wait for Transaction Accepted or press ENT until Transaction Accepted appears End of Shift Present badge to record clocking Press F2 YES to Final OUT Punch query Press F2 YES or F3 NO to lunch query Wait for Transaction Accepted or press ENT until Transaction Accepted appears Note When using a Quick Code you do not need to re enter the Quick Code to leave for the day the PC Portal will assume an OUT clocking Floating Back to Present badge to record clocking Home Position from Quick Code Position Press F3 NO to Final OUT Punch query Press ENT to advance to Quick Code enter 1 representing Home position Home department Press the ENT key to record the number Wait for Transaction Accepted or press ENT until Transaction Accepted appears 23 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 FLOATING TO OTHER DEPARTMENTS ENTER DEPARTMENT NUMBER When floating to another department you do not have to clock OUT of your current department simply clock to the new department and the PC Portal will automatically record an OUT clocking for you Always inform the Badge Reader where you are going Department numbers will be listed on poster next to Badge Reader Floating to Other Departments Beginning of Shift Floating to another Department Floating back to Hom
2. Suck F adge Employee Employee Sections Bookmarks eUUe st ansatt Report Favorites Report Favorites do not exist OR e Selecting the Actions section gt Employee card LaborView ty j n In the left Actions pane home Quick Badge Employee 1 Select Choose a LaborView Actions e 2 Usethe P icon to select specific LaborView to view 3 All Employee will display details for all employees reporting to supervisor Approve Time Card Unapprove Time Card Courtesy Lock The Pay Group Instance defaults to the current pay 4 period The most common time that a supervisor will Change the value in this Pay Group Instance will be during that brief period when the new pay period has begun on Sunday but before the old pay period has been closed by the payroll department Until that time supervisors may display their employees current information by selecting the future pay period instance from this drop down Once payroll completes the pay period close and rolls the pay period forward the supervisor will once again access their employees current transactions by accessing the true current pay period 34 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 AIF TF 1 a L I f m St Lukes LaborView displays the most important timekeeping information for all your employees Actions Employee Employee Paid Total k 2
3. Bookmark Auto Forward Change Search Assignment Aad Password T Change PIN Q Messages Employee LaborView E e a 2 Select Employee Forward from the Actions pane Auto Forward Assignments do not exist for you 3 Enter an effective date and an expiration date to indicate the date range of forwarded authorization Click the Next button in the left pane Efiective Date Y 03 24 2015 woss of 04 04 2015 Bookmarks Employee Search Employee LaborView 4 The Search screen is displayed to search for a supervisor or employee to forward the assignment to Enter the selection criteria and click on the Search button 71 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 5 A listing of all employees meeting the specified criteria is displayed Click on the icon to the left of the selected supervisor s name Q Home f Quick Badge Emplo FEW m Ej gt Search Actions Informational Messages Auto Forward Sections Bookmarks Employee Search Employee LaborView Report Favorites Report Favorites do not exist e Auto Forward Search for then specify the supervisor you wish to forward employees to Enter your Employee search criteria Last Name Code im o 7 First Name v 99 items were found Last Name SuperTA1001 SuperTA1002 SuperTA1003 SuperTA1004 SuperTA1005 First Name SuperTA1001 SuperTA1002 SuperTA1003 Super
4. St Lukes TT Time amp Attendance Supervisor Manual Time amp Schedule Solution St Luke s Center for Learning and Development TABLE OF CONTENTS GENERAL GUIDELINES AND INFORMATION ciao ate lew oie oe cera ce a aa tee sees 7 ahdgese ble die 9 emer net teeny ener mene ener en ner tee eect tere here yee nen Teter ant eee ee meer arene en er eres eee een ee ere ner ee ere ern reer ere er eter 7 TET FAN El ONG T E prince T EE EE om vane eter TAE EEE AT ET oro E EN ET E E sacs aes AT 8 Ia TAO N O WEE K ae a E E E rin tenia Soci Dawe E E E E E 8 Pa PEO er E E E T EEEE N OA A O EE E A E ATEA E N EEA 8 cend EN mye O E E A a ess 8 aao E N A EA E T O E A E ice pa E ces Se N E ace ew os E en Cee 8 Clocking PA erennere E EEE A TAE T AE E 8 FO SS raa E E AAE E E AE E AEE A A E A 8 Se SE D Elo eh E E eh ee ee ee ee ee ee 8 DV A POI OU PE E T E AE epi E vane cain a A A ET E E year acs E E E E T AE 9 Workweek Clocking Rules amp ParameterS seesssseeressseereserecesssreresssrereserecresereresssreresssreressseresssrerosssreressseceesereresssrereseseeeesese 9 Non exempt Hourly EMployees cccccccssssssececcccceeesseccceeceeuesseeecceeeeeuesseccecessauenseececeeeeeaesseeeeeeessaegseeeeeseeaueesseeeeeseagneeeees 9 ROUDAINE arera eE EEA E E AE E E AA E A EE A S 9 ROUndinE AIO E ennie eA A E E E Aa E E Ea 10 Non exempt Hourly Employee Timekeeping e ssssssnsessssrreresssssrrerressssrrrrreossssrrereesssserereessssrrrrreossse
5. Choose a Laborview All Employees k Choose a Pay Group Instance All Current Hee eS eee 8 of OUOCUVUOUODUULU The system will attempt to approve all the employee time cards e f successful an OK icon will appear in the Status column 69 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 e f unsuccessful no OK icon will appear and each employee unable to be approved will appear in an information box Q The system will NOT approve any employee who has either an uncorrected Critical Exception or who has an unapproved clocking or calendar request for the pay period being closed TRANSACTION REQUESTS From the Transaction Request screen you can search for specific transactions and handle those transactions accordingly Supervisors can use this Action to search for and display any requests entered by any of their employees for any period of time They may also search for requests that have been approved or denied in the past Actions gt Transaction Requests gt Add S2 f PvActions Preferences Help Enter your Transaction Request search criteria Status _ PA 2 Organization Unit IN eeds Review Bi ww Facility Clear Reset Criteria Classification _ Department Add 08 11 2013 Er SEENTE Bookmarks Date Range End Employee Search SS Schedule Group Employee Laborview Employee Last Name e Gr
6. Indicates a minor issue in an employee time card The time card can still be approved An example of information exception is No Lunch Special Code is applied CHANGING THE WAY A LABORVIEW SORTS A LaborView is initially sorted alphabetically by Employee Last Name The sort can easily be changed by clicking on a column header once for ascending and again for descending Re sorting in descending order can be particularly useful for numeric columns such as Total Overtime and Total Shift Differential hours to quickly position the largest numeric values at the top of the list 35 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 QUICK BADGE SECTION Quick Badge The Quick Badge section allows employees to quickly enter clocking information via the Time amp Schedule Solution PC Portal It is used if the employee is clocking IN or OUT of the Home department in the Home position LOGIN SCREEN WITH QUICK BADGE ONLY CHECKBOX Use Quick Badge Only if you are logging into your Home or official alternate position If you are floating to another department or facility do not use the Quick Badge Only option OAPI Welcome Please sign in to your account User Name Time and Attendance Staffing and Scheduling 2014 3 smithm Password eeeseeee Take control of your employee data and achieve a better work life balance with API Healthcare s Time an
7. Present badge to record clocking badge to record clocking Press F3 NO to Final OUT Punch query At the Special Code 1 prompt enter the first code for this example Call Back CBREG 11 Press the ENT key to record the number At the Special Code 2 prompt enter the second code for this example Regular In Charge Hours 17 Press the ENT to complete Special Code entry if needed Wait for Transaction Accepted or press ENT until Transaction Accepted appears Present badge to record clocking Press F2 YES to Final OUT Punch query Press F2 YES or F3 NO to lunch query At the Enter Spec Code prompt enter the first code for this example Call Back CBREG 11 Press the ENT key to record the number At the Enter Spec Code 2 prompt enter the second code for this example Regular In Charge Hours 17 Press the ENT to complete Special Code entry if needed Wait for Transaction Accepted or press ENT until Transaction Accepted appears 22 Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 WORKING A QUICK CODE ALTERNATE POSITION Quick Code is reserved for employees who have an Alternate Position set up within the HR Payroll system Quick Code Use Beginning of Shift Present badge to record clocking Press F3 NO to Final OUT Punch query Press the ENT to advance to Quick Code Enter the Quick Code alternate position likely a 2 or 3
8. YES to Final OUT Punch query Press F2 YES or F3 NO to lunch query At the Special Code prompt enter 11 the Call Back code Press ENT to complete Special Code entry Wait for Transaction Accepted or press ENT until Transaction Accepted appears Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 19 SPECIAL CODE AND REGULAR SHIFT COMBINED This example illustrates steps for moving between a regular shift and a Special Code shift in this example Mandatory Education Special Code 27 Meeting or Education before Shift start Beginning of Meeting Beginning of Normal Shift after Meeting Education Present badge to record clocking Press F3 NO to Final OUT Punch query At the Special Code prompt enter 27 Mandatory Education Press the ENT to complete Special Code entry Wait for Transaction Accepted or press ENT until Transaction Accepted appears Present badge to record clocking Press F3 NO to Final OUT Punch query Wait for Transaction Accepted or press ENT until Transaction Accepted appears NOTE The Badge Reader will clock you OUT of Education and IN to your Home Position automatically Meeting Education at the end of regular shift Beginning of Shift Clock in normally End of Shift Start of Meeting Education End of Meeting Education leaving for day Back to Table of Contents Present badge to re
9. amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 j PREFERENCES SECTION The Preferences section has very few options for editing The goal is to keep each screen throughout the tool consistent across all users in order to simplify the support process BOOKMARK Bookmarks are shortcuts to frequently used screens in the Time and Attendance system You can modify your bookmarks to meet the needs of your most commonly visited screens Bookmarks are easily located in the left pane of the main pages in the system Follow these steps to add or change a Bookmark 1 Select Bookmark from My Preferences Bookmarks s 7 E A 3 Notification Report Employee Search a os Method UE Favorites Employee LaborView i Report Favorites Report Favorites do not exist Bookmarks Employee Search Employee LaborView Report Favorites Report Favorites do not exist 3 Click Save 4 Your bookmarked items will show in the left panel Your Bookmarks TDIOVE SOOTY gt OT Vey ransaction Requests Report Favorites Report Favorites do not exist REPORT FAVORITES This preference can be used to modify the Report Favorites area that appears in the bottom of the left pane of all sections except for the Home section With this preference you can delete items from that list or you can reorder the way that items appear in the list 74 Back to Table of Contents Time amp Schedule Sol
10. amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 EDUCATION MANDATORY POLICIES HR 201 SLHS e Eligibility Non Exempt employees with approval from department leadership e Entry Entered as a special code by employee e Used for New Employee Orientation as well as required education time either on or off campus Not intended to be utilized for education covered by tuition reimbursement or if applicable any additional hours spent pursuing advancement in or maintenance of a level in the professional ladder e Prior authorization is required from supervisor when completing online class requirements from home or at any time which is not scheduled work time e Hours recorded are considered hours worked for the purpose of the overtime calculation Combines with applicable premium pays EDUCATION VOLUNTARY POLICY HR 201 SLHS e Eligibility Non Exempt employees with approval by department leadership e Entry Entered as a special code by employee e Used for authorized voluntary attendance at programs not formally required by an employee s job and during which the employee does not perform any productive work e Ifthe absence from work is not authorized and paid as voluntary education then PTO use is required if the absent time is part of the employee s scheduled FTE e Not intended to be utilized for education covered by tuition reimbursement e Voluntary Education hours are not eligible for overtime Com
11. 58 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 ADD A REVIEWER COMMENT 1 Open the Requests card in the bottom middle pane of the time card screen 2 Find the request in either the Clocking Requests or the Calendar Requests card 3 Open up the request by clicking on either the Request Start date or the Transaction Time The Reviewer Comments field will be displayed Employee Navigator Transaction List items Date Mon 08 12 2013 Tue 08 13 2013 Thu 08 15 2013 Thu 08 15 2013 Fri 08 16 2013 Fri 08 16 2013 Mon 08 19 2013 Mon 08 1 9 2013 Tue 08 20 2013 Tue 08 20 2013 Wed 08 21 2013 Wed 08 21 2013 Thu 08 22 2013 Approve Entire Selected Approve Selected Delete Entire Selected Deny Entire Selected Deny Selected Pending Review Selected Employee Favorites Employee Actions Employee Sections Se ops hae coms ope So pu So pn Bookmarks Employee Search Employee Laborview OOOOOAOOOOOB8 Of Clocking Requests 1 request Request Start Transaction Time Special Codes Department Job Class v RD Tue 08 20 2013 11 00 400 Request Start Transaction Time Total Hours Pay Code Department Job Class 7y R Mon 08 12 2013 07 00 Report Favorites Report Favorites do not exist Employee Alfred Edison 1034008 Type Create Calendar Date 08 1 2 2013 08 00 16 00 Reason none Requested 07 28 2013 00 00 Dat
12. Code SLHS EE Call Back In Charge Both CBPHW Special Code SLHS EE Il Back Phone Work egular 11 12 13 14 15 ncentive Temp Site Change Dept Orientation On The Job Training OU Paid Time Off Low Census Both hone Work not on call Both emp Site Change Travel Time OUT SLHS EE Lunch 60 minute 17 24 27 28 WW OU OU Both Both Both Both T T T Ww amp y 109 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 APPENDIX J MCCALL SPECIAL CODES Definitions for each Description can be found in Section V PAY PRACTICE INFORMATION or CTRL Click in electronic version Special IN OU Pay Code T Code Process Access amp Use Description Differential Soecial Weekend Only SLHS EE Extended Shift ncentive Core Staffing ncentive Immediate Staffing n a ncentive Critical Staffing ncentive Temp Site Change ept Orientation On The Job Trainin Paid Time Off Low Census emp Site Change Travel Time OUT SLHS EE Lunch 60 minute 110 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15
13. Favorites do not exist Jose Harold Sandy McDonald Kirk SuperTA1080 SuperTA1080 Williams Sherice Henderson O Kingsley o Goa o O 5 Select the desired folder a to open the employee information 1 Select the checkbox to the left of the employee names to open Employee Status Pa Ra Ras r Ea 2 Click on the folder of one employee to open that time card all of the other employees selected will be available to view A Egr Quick Badge Employee Repons Actions F Enter your Employee search criteria Reset Criteria aaxeme ae First Mame My Time Card 11 items were found Last Name First Name Anderson Michael Bookmarks Fobert Davis Alice Alfred Edwards Joan Carpenter Employee Search Employee Laborview Edison OS a a a Report Favorites Report Favorites do not exist Garcia Jose Henderson Harald Kingsley Sandy Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 40 I St Luke s Alir 3 Select the left or right facing arrows that appear in the Employee Navigator area in the upper portion of the left pane of the Time card Screen to display the next employee s time card Employee 1 of 3 Ernplowee 1024007 O Name Pay Pernod 06 11 2013 08 24 2013 d Supervisors will typically let the LaborView create search sets for them Display a LaborView that has alr
14. Groups Employees have access to a small subset of the reports viewable to supervisors _ ACTIONS The Actions section opens functions the user has access to including approval of requests depending upon the user s authorization roles _ PREFERENCES The Preferences section is used to customize the defaults and display options for other screens The SYSTEM PREFERENCE card contains default viewing options for the system If authorized a user can set up override preferences in the MY PREFERENCES card The Help section opens the online help documentation If a screen is open the help documentation displayed pertains to the open screen If a screen is not open the help pertains to the open section The online help can also be accessed by clicking on the More button when viewing the field help in the right pane LoG OUT Click on the Log Out icon to log out of the system Y If using the Scheduling function logging out of the PC Portal through the Log Out icon will not close the Scheduling screen Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 NAVIGATION ICONS The following icons or images are used for navigation Collapses the display view to hide information gt EXPAND ARROW Expands the display view to show additional information T PUSH PIN Reduces the size of the selected pane and expands the middle pane view area Y Drop Down MENU ARROW Opens a
15. HOURLY EMPLOYEES e Non exempt hourly employees will clock IN OUT e Employees are expected to clock in as close to the start of scheduled shift as possible and clock OUT at shift end e Time is counted and documented in 15 minute increments i e 15 minutes 25 30 minutes 50 and 45 minutes 75 ROUNDING For rounding purposes please refer to the following chart Time Worked Time Recorded 1 7 minutes 0 hours 8 15 minutes 25 hours 16 22 minutes 25 hours 23 30 minutes 50 hours 31 37 minutes 50 hours 38 45 minutes 75 hours 53 60 minutes 1 0 hours Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 ROUNDING EXAMPLE Rounding Example for 8am 4 30pm shift Badge Time Time Recorded 7 52 am 7 45 am 7 53 am 8 00 am 8 00 am 8 00 am 8 07 am 8 00 am 8 08 am 8 15 am 4 22 pm 4 15 pm 4 37 pm 4 30 pm NON EXEMPT HOURLY EMPLOYEE TIMEKEEPING e When changing departments or going to education during a shift employees will always clock to where they are going At the end of the day they must always clock OUT of the department they are working in If they are clocking IN OUT of their Home department Home position they do not need to add any additional data at the badge reader or PC Portal e Employees must submit a calendar request for non productive hours e g Available PTO Funeral etc for approval from department leade
16. Hrs ShfDif ISS 8 8g 1 BS a E ok ok D ok T D D D ok ok ok one opn opa Che o E Moco t ofa ofS oc Of 5 You will clearly see the employees for whom a Critical Exception is unresolved or requests are pending Their situation is noted under Warning Messages Once those issues are resolved you can repeat steps 1 4 to approve their time cards 63 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 APPROVING EMPLOYEE TIME CARD VIA TCS As you approve final requests at the end of the pay period you can also approve employee time cards from the employee s individual TCS Once all requests are resolved and employee has signed off on his or her time card follow these steps 1 Choose Approve Time Card from Employee Favorites Mon 08 11 2014 Mon 08 11 2014 Tue 08 12 2014 Tue 08 12 2014 Wed 08 13 2014 Wed 08 13 2014 Thu 08 14 2014 Thu 08 14 2014 Fri 08 15 2014 Fri 08 15 2014 Mon 08 18 2014 Mon 08 18 2014 Tue 08 19 2014 Employee 7 of 10 Employee 1098007 O Name Robert Carpenter Pay Period 08 10 2014 08 23 2014 i My Time Card Transaction List Items Transaction List Actions Employee Favorites o ORE ia 0 ial B E AE o z g2z gz2g2zg2azg2z2 E SE u n a n n EREEREER ae ae ae ae ae ae 1G Gener M 2 The 2 icon will appear next to your employee s ID number in the Employee Navigator Appro
17. IMMEDIATE STAFFING POLICY HR106 SLHS This pay is for shift intended to cover unanticipated absences or urgent needs identified after the department work schedule is final and has been posted Used typically within 24 hours of the start of the shift Regular or overtime hours must be recorded in addition to the Immediate staffing hours Eligibility Non exempt employees with appropriate approval as specified by site in policy HR106 Entry Entered as a special code by employee Shift differentials apply and hours are included in overtime accruals INCENTIVE PAY PROGRAM CRITICAL STAFFING POLICY HR107 SLHS This pay is for use after schedule is final and posted Immediate dire need with extenuating circumstances that may lead to patient diversion or other patient care service concern Triggering event situation may be within 24 hours but duration of incentive is approved for a defined period of time Regular or overtime hours must be recorded in addition to the Critical Staffing hours Eligibility Non exempt employees with appropriate approval as specified by site in policy HR107 Entry Entered as a calendar entry by department leadership Shift differentials apply and hours count for overtime Please note Critical Incentive is not active available for Treasure Valley at this time INCENTIVE PAY PROGRAM WOOD RIVER NIGHT INCENTIVE PAY Only available in Wood River Eligibility Non exempt Wood River employees with leadership a
18. Last Name First Name zi 7 Approve Time Card Williams Unapprove Time Card McDonald Hours ShfDif _ Courtesy Loc Courtesy Unlock Choose aLaborView All Employees Choose a Pay Group Instance All Current Kingsley Henderson Garcia Edwards Edison K Davis Carpenter Robert Anderson Michael Bookmarks Employee LaborView Transaction Requests OROOOCOODD ore core cla ora co Ss S 8 w CFS oF OF OoOO oc se I OoOfe Che COS Che C eee J mm CO opm opa opa COO ChUCUOCB The following is a list of icons that appear on a LaborView The following is a list of icons that appear on a LaborView To view the description of the icon in the portal hover the cursor over the icon Record Folder Click on the folder to open the record i Status of the Record For example Finalized Pending Approved X Critical Exception Indicates a serious issue with an employee time card The time card cannot be approved until this exception has been resolved Subsequently the employee will not be paid An example of a Critical Exception is An Odd Clocking was detected Warning Exception Indicates a moderate issue in an employee time card The time card can still be approved however the employee may not be paid as they expect An example of a warning exception is Insufficient PTO ESL Benefit Balance Gh Informational Exception
19. Quick Code is used when floating to a bona fide alternate position typically a different department and different job class Employees who float to multiple departments in different job classes will need to enter both the different department and the different job class Using Job Class when Floating to Other Departments Beginning of Shift Present badge to record clocking alternate position Press F3 NO to Final OUT Punch query Job Class alternate Press the ENT to advance to the Enter Department prompt Department Enter the Department number to which you are floating Press ENT to advance to the Job Class prompt Press ENT until Transaction Accepted appears Floating back to Present badge to record clocking Home Department a Press F3 No to Final OUT Punch query Home Position Press ENT to advance to Quick Code Enter 1 representing Home department Press the ENT key to record the number Wait for Transaction Accepted or press ENT until Transaction Accepted appears End of Shift Present badge to record clocking leaving work from Press F2 YES to Final OUT Punch query Alternate Department Press F2 YES or F3 NO to lunch query Alternate Job Class Press the ENT to advance to the Department prompt Enter the Department Number to which you have floated to close OUT the shift Press ENT to advance to Job Class prompt Enter the four digit job class Wait for Transaction Accepted or press ENT
20. Regular pay unless eligible for overtime but no holiday pay 81 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 HOURS ONLY POLICY HR100 SLHS e Eligibility Non exempt employees with approval by department leadership or designee e Entry Entered by employee as a special code on the OUT clocking or if called off for the entire shift can add a calendar entry for the entire shift of Hours Only will need adjusted for a non eight hour shift e The Hours Only Code does not generate any hourly pay Shift differentials do not apply to PTO or Hours Only time e The Hours Only Code is a means of capturing PTO ESL accruals for employees who are called off all or part of a shift by their department leadership in response to decreased volumes business needs The use of either PTO or Hours Only is specific to a particular shift and being down staffed called off during that given shift e Employees have the option to use PTO for the down staffed hours For the missed shift hours employees should record time as PTO Low Census OR Hours Only not both e If an employee is placed on available pay and chooses to not use their PTO they should use both code Available and Hours Only entering available pay as a calendar entry for the same hours e When employees record time under Hours Only this assists the organization in tracking down staffed time e In situations of down staffing low ce
21. Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 BADGE READER PROMPT TABLE Reader Display Meaning Reader is ready for next user Prompt each time Reader is used even at start of shift Press F2 for Yes Press F3 for No Press F2 for Yes Press F3 for No No will add 30 minutes to hours recorded for shift Special codes indicate a special condition needs to be applied to the shift when it is processed by payroll Examples Charge Differential Mandatory Education Orientation etc Up to 5 different special codes may be entered at the Reader Use when working in an assigned alternate secondary position Use to indicate the facility or location to which employee is floating NOTE Only needed if floating away from home facility Use to indicate the specific department to which employee is floating Use if floating to a different position than home position Used most frequently by Unit Support personnel Use ONLY in combination with a special code for PTO Low Census or Hours Only to enter scheduled shift hours e g 12 hour shift 1200 8 hours is default s 4 T Input received and sent to the Time amp Schedule Solution PC Portal Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 BADGE READER PRESENTATION To present badge hold the badge steadily over t
22. X ye Hours Hours Williams Sherice uw McDonald Kirk Kingsley Sandy Henderson Harold Garcia Jose Edwards Joan Edison Alfred Delete Bookmarks Employee Search Employee LaborView Davis Alice Carpenter Robert D D DOUDOU DOUDOUN Anderson Michael moo oC WO oO o o o opg ofn ofk Cie ofS ofS 2 EMPLOYEES WITH PENDING REQUESTS LABORVIEW GRAPH ON THE HOME PAGE Employee Pending Requests Check this graph to identify any new requests for clockings and or calendars that have been generated by your employees for the current pay period Approve or deny these requests as soon as possible after they are requested Approving clocking requests often will correct an associated Critical or Warning exception This is normally the first thing that you should act upon each day wtsiendar 3 Requests for the current pay period must be either approved or denied in order mClocking 2 Adjustment 0 for the final time card to be approved DeductIT 0 Choose a Pay Group Instance All Current F 3 EMPLOYEES WITH EXCEPTION COUNTS LABORVIEW GRAPH ON THE HOME PAGE Check this graph regularly to identify any new Critical or Warning exceptions that are being generated and either correct or handle all warnings as soon as they occur Critical Exceptions must be corrected before time card can be approved Warning exceptions indicate a moderate issue in an employ
23. default blank fields use the employee s home labor distribution information When an employee is floating to a different department the facility and department information must be entered or the shift will be recorded with default data 51 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 gt L Pe f UKO S wL kA w CORRECT A CLOCKING 1 Double click the date field or click on the details arrow Y in the far right column of the Transactions List to edit the necessary clocking 2 Make any modifications or edits to the clocking and then select Save Emekyee Sevan j Employee 1080005 L Name Jose Garcia Ra Pay Period b Mon 08 11 2014 08 10 2014 08 23 2014 Date Prompt Hours i 08 11 2014 Transaction List Items UNF Time Quick Code Transaction List Actions 8H00 06 30 Employee Favorites Special Code 1 Special Code 3 Facility 1 Department 1080 Device Number Oo User Shift Answer Special Code 2 Employee Actions Special Code 4 Employee Sections Special Code 5 Report Favorites do not exist Requested Reason Arrived at 6 30 to help with Mrs Beasley s procedure Punched in at Badge Reader at 7 00 ceeeeecod 52 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 CORRECT A MISSED LUNCH QUESTION 1 Do
24. g This manual is a great place to start when you have issues with the tool Escalation Process Employee Action TASS Team See WWW StLukesOnLine org TASS 3 Help Desk 208 381 4357 or myServiceCenter Compliance Line 1 800 729 0966 Compliance Line is a toll free 24 hour 7 day a week telephone resource that allows you to report workplace concerns such as suspected illegal or unethical behavior non compliance with laws regulations and policies and patient privacy information security or safety issues Employees may remain anonymous if they so choose 27 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 TIME amp SCHEDULE SOLUTION PC PORTAL GUIDE The Time amp Schedule Solution PC Portal will be used for multiple purposes Employees will use the PC Portal to make PTO requests via Add Calendar correct Badge Reader errors via Add Clocking clock IN or OUT via Quick Badge and to approve their week end time card screen for payroll purposes Supervisors will use the PC Portal to manage their own timekeeping activities as employees and to manage their staff s timekeeping requests Supervisors should plan to access the PC Portal for at least 15 minutes each day to keep all requests up to date TIME amp SCHEDULE SOLUTION PC PORTAL ELEMENTS PC PORTAL TOOLBAR After logging on to the Time amp Schedule Solution PC Portal the first section to explore is the
25. hour increments To receive the pay an employee must be assigned the responsibility to supervise others and be accountable for all normal activities of the established supervisory management position This situation could be created by illness vacation or other circumstances resulting in the absence of the supervisor The employee will be paid at a premium or differential above his her hourly base rate when formally placed in charge Shift differentials and applicable premium pays apply This pay type does not apply to the designated charge nurses as a differential is already built into their base pay rate Situations resulting in in charge responsibility not being for the entire shift may occur and this pay may be recorded in one hour increments This pay mechanism is not for situations in which the employee is the only one on a shift with access to management guidance Situations in which there is a need for a lead individual but no formal supervisory management position has been established should be discussed with Compensation to see whether this pay should be utilized COMMITTEE AND MEETING Eligibility Non exempt employees Entry Entered as a special code by employee Used for authorized participation on in house committees and meetings Not to be used for in house training or education See Education Mandatory Voluntary Paid at straight time with applicable premium pays overtime etc 77 Back to Table of Contents Time
26. time relative to payroll processes e Empower users and increase accountability by allowing employees to e Obtain real time information When a user makes a modification in the system supervisors have the ability to see the results within a matter of seconds e Access to view users own archived time cards e Submit requests electronically for missed or changed clockings or to request time off e Eliminate the use of paper time cards Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 DEFINITIONS WORK SHIFT The period of time an employee is scheduled to work in a workday A work shift may extend from one workday into the next workday _ STANDARD WORK DAY A 24 hour period beginning at 0700 hours and ending at 0659 hours the next day _ STANDARD WORKWEEK A standard workweek begins at 0700 hours on Sunday and ends at 0659 hours on the following Sunday _ Pay PERIOD The pay period begins at 0700 on the designated Sunday and ends at 0659 hours on Sunday two weeks or 14 days later _ CALENDAR ENTRY Scheduled activity where the employee is NOT clocked in and working also known as non productive time Some examples include PTO ESL Available Pay or jury duty _ CLOCKINGS Time punch entered into the system via a badge reader or online portal when an employee starts and ends their shift also known as productive time _ CLOCKING PAIR Two consecutive punches th
27. to view current information and to submit new transaction requests Default screen when opening an employee record 47 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 EMPLOYEE ACTIONS The buttons in this section are essential for employee functions in the system Employee Actions Add Pay Period Mote Carbon Copy TCR Courtesy Lock ADD PAY PERIOD NOTE Allows users to add a general note to the employee s current Time Card Report TCR The employee will see this comment on a sticky note icon in their TCS CARBON Copy TCR Opens a screen to send a copy of the employee s time card report to another supervisor or employee _ UNAPPROVE TIME CARD Allows the supervisor to change the status of a previously approved time card back to unapproved EMPLOYEE SECTIONS The Employee Sections contains buttons that open various screens of EREE EEDS information on the selected employee Quick Codes Np meee Labor Distributions Opens a screen to view the employee s phone number Time Card Report QUICK CODES Opens a screen displaying the codes used by this employee to enter alternate labor distribution information LABOR DISTRIBUTIONS Opens a screen to view the employee organization unit job class and or position assignments TIME CARD REPORT Opens a screen to view the time card information for the open employee This report can be used by supe
28. until Transaction Accepted appears 25 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 ACCESS AND SUPPORT ACCESS ee At work without a computer Badge Reader At work on a SLHS network computer Click the icon labeled Time amp Schedule At work on a SLHS network computer http www stlukesonline org employees tass At home not on SLHS network http www stlukesonline org tass LOGIN INFORMATION This login screen will appear for all users QAPI Welcome Please sign in to your account Time and Attendance an Staffing and Scheduling 2014 3 Take control of your employee data and achieve a better work life balance with API Healthcare s Time and Attendance and Staffing and Scheduling Solution Review Domain your time cards track hours worked view your schedule request open shifts and more when it s convenient for you F T M Quick Badge Only C LTHCARE 2014 API Healthcare Corporation signin SL1 Account Username Default Password SLHS Network ID example smithm SLHS Network Password Users will automatically be logged out of the system after 15 minutes of inactivity 26 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 JlE St Luke s TT SUPPORT STRUCTURE Please follow this path in seeking help to resolve issues with the Time and Schedule Solution PC Portal Y
29. was recorded API Healthcare Clocking Saved i Thank you Jose Garcia a clocking was recorded ad for you on 08 15 2014 at 14 57 MDT 37 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 QUICK BADGE ICON FROM THE TOOLBAR An employee clocking in through the Time amp Schedule Solution PC Portal who needs to provide a Special Code or to record a department float can do so via the Quick Badge screen 1 Log into the Time amp Schedule Solution PC Portal a Make sure to deselect the Quick Badge Only check box 2 Select the Quick Badge section on the menu bar pr i f Informational Messages e Date 08 25 2014 Time 14 21 41 MDT e Notice The above Date and Time are used when creating your Quick Badge entry Please select an option below Is this your final out punch If so press Yes otherwise press No Special Code 1 Quick Code Special Code 2 Facility Process level Special Code 3 Department Special Code 4 Job Class Special Code 5 Hours Sae 4 Select appropriate response to Is this your final OUT punch query No will be saved after other options are selected Yes will produce the following screen informational Messages e Date 08 25 2014 Time 14 25 04 MDT e Notice The above Date and Time are used when creating your Quick Badge entry Please select an option below Is this your final out punch If so press Y
30. your list of employees 1 Inthe Time amp Schedule PC Portal go to Employee gt Advanced Enter your Employee search criteria Last Name Char Rest Cori ee First Name 2 Select the Labor Distribution tab 3 Place cursor in the Shift Code field 4 Select the Specific List to view 5 Select Search siete are The default work shift the employee Code Status Code is assigned to i e 1 2 3 This y n y o value is used when sorting reports and the schedule screen by the Position Code Skill Code _ employee s shift More 2 Job Class Code Grade Code v v Pay Group Code Entity v Employee Category Code Process Level Staf List A hn Staff List A v y afert shop tl intrhale Employee Class Code Division i Staff List C 4 i Staff List D Sub Division i a Ea F ate j Department v v Project Code Unit v 7 Seniority Code Approved Hours v v Payroll Group Code Daily Hours v Union Code ad You will need to use the Advanced Search feature each time but only need to set up the Shift Code once for each employee 96 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 ENTERING AND CORRECTING PTO HOLIDAYS St Luke s observes six holidays per year New Year s Day Memorial Day Independence Day Labor Day Thanksgiving and Christmas The Time amp
31. 0 00 0 00 57 75 0 Counesyunlock o D 1034 Henderson Harold 0 0 0 0 80 00 40 00 0 00 0 00 0 00 0 Choasea Labaiviaw o D 1034 Garcia Jose 1 0 0 0 80 00 72 25 0 00 0 00 0 00 0 All Employees o D 1034 Edwards Joan 1 0 a a 80 00 91 25 0 00 0 00 43 25 a Choose a Pay Group Instance oO D 1034 Edison Alfred 1 0 2 1 80 00 48 25 0 00 0 00 0 00 0 AlI Currant go D 1034 Davis Alice 0 o 0 0 80 00 81 75 1 75 0 00 0 00 0 oO D 1034 Carpenter Robert 0 0 0 0 80 00 80 25 0 25 0 00 0 00 0 Delete o pD 1034 Anderson Michael 0 Q a 0 80 00 80 00 0 00 0 00 0 00 a Bookmarks 4 0 2 1 Employee Search Employee Laborview Report Favorites Report Favorites do not exist The LaborView screen may also be displayed by e Selecting Employee LaborView in Bookmarks e Selecting one of the graphs that appear in the Employee LaborView links on the Home Page APPROVING TIME CARDS AT THE END OF THE PAY PERIOD Use the All Employee LaborView to approve ALL of employee time cards at the end of a pay period After confirming that all errors have been corrected and all calendar entries and clocking entries have been approved or denied When the All Employee LaborView is displayed 1 Select all of the employees by clicking on the top box on the left side of the heading line This will select all employees by placing a check mark in the selection box at the left of each line 2 Click on the Approve Time Card button in the Actions area on the left of the screen No Lun
32. 8 2014 11 51 j Cafeteria e DeductiT Data available O O O O Date Displays both Date of Purchase and Time of Purchase Amount Amount of Purchase Code Location of Badge Reader Interval Denotes the number of pay periods over which a purchase will be deducted if when applicable Source Badge Reader or PC Portal 103 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 amp alir III Ii i k CHANGING DEDUCTIT READER PIN Employees can also change the PIN for their DeductIT transactions The default PIN will be a four digit number from the employee s birthday MMDD To change the PIN use the PC Portal 1 Go to Actions screen gt Employee section gt Change PIN Change Password Report Favorites Report Favorites do not exist The following screen will pop up Report Favorites res PIN Report Favorites do not exist New PIN Confirm New PIN 2 Enter a four digit number you will remember and confirm 3 Click Save Once you ve saved the PIN you re ready to use your identification badge for purchases 104 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 APPENDIX E ST LUKE S ALL SITES CALENDAR ENTRY CODES Definitions for each Description can be found in Section V PAY PRACTICE INFORMATION or CTRL Click in electronic version Pay Code Proc
33. COMPENSATION e Eligibility Employees with approval and guidance from the Workers Compensation Department e Entry Entered as a calendar entry by department leadership Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 91 APPENDIX A THREE THINGS FOR SUPERVISORS TO CHECK EACH DAY Q It is very important for supervisors to review employees time each day Time and Attendance provides the tools that allow a supervisor to quickly identify potential errors on their employees time so it is crucial that supervisors spend a few minutes every day reviewing these items By doing this the things you are checking are more current in your mind and in the mind of your employees 1 ALL EMPLOYEE LABORVIEW Display this LaborView to take a high level look at all of your employees Use this LaborView to identify anything that that looks out of place or raises a red flag even if there may not be a corresponding exception For example each day you look at the total overtime hours per employee If you see overtime listed for an employee that you know should not have received any you will want to double check that employee s time card Approve Time Card Sup Employee Unapprove Time Card al Courtesy Lock Courtesy Unlock Choose a LaborView _ All Employees Choose a Pay Group Instance All Current Employee Apprvd Paid Total Total tatus Typ Dept Last Name First Name
34. EN EAE E E EEEE EAA 53 Adaa cenda a AN E E E E te tee eee 54 COTE ea ee AEA oe E E E AA ere ee EA AAE AT 54 Doete ae Nd i E E E NOA 55 Pada T an aon NO E ar a N EE E E E E cee 55 a Aea a E EE E E E EE ere ketene E E T E E E E center E E eer 56 Submit a Calendar for Non consecutive DayS icversnccacdnscnwcusvnsinactarenneniseclasaneddoadond arnsinsatsaddaaskndabscadaadseoassunsnadsueasonsaawsmenboseoantes 56 Submit a Calendar for Consecutive Days visccsssssiscocessansacvssactancsssassnessassavadoassansabedssuseantssvardacbensanedeoassinctoosesansaccsssseeatansaueas 56 Approve or Deny arn Employee REQueSt cceccccsssccccesececeeececseaecccsauecessenecesaaeeeesauseessaecesaueseeseasecsseuscessasesseseessaneessees 56 To Approve or Deny a Request from the Transactions LiSt cccccccssssecccceesseccecsessececcaeseececeaeaseeeeseeaecessaeaeeessaaneeessaees 57 Approving PTO or Sick Time for Exempt EMplOyee cccccccsssscceccseeececceeeseceeceeeseceeseesseceesaaeseceesaaesecesseeaseeeesaeaeeessages 58 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 Adda REVIEW EF COMMEN E cerraran na EEEE EE E EE E EEEE Zae ee a E a E T EE E A A E A A E E T E E AE A A E 60 Siening Off on Your Own Time Card aisan borne stot cqandactnceaceetenensantvcneraetanensenseacecdeiecamcantamenctesegeniaebsaseiaetacensiuiracenevtecentausucesceuieaee Supervisor Time Card Approval ssssssnssss
35. Examples include PTO On Call and Available Pay 1 Inthe left Employee Favorites pane select Add Calendar 2 Enter the appropriate information The red asterisk indicates a required field e Date e Pay Code place mouse in Pay Code field and a list of Pay Codes will appear on right e Time typical st art time e Hours Units number of PTO On Call Available hours being requested e Requested reas Employee 1 of 5 Employee 113643 Name NANCY a Pay Period 11 30 2014 12 13 2014 Search y 11 on 28 2014 Pay Code My Time Card y PTOVA y Time Process Level Employee Favorites sees Ss cl 07 00 4 SEEM General 8 00 E J Monthly View Labor Distributions oo Employee Actions Ada Ray Period Noes Add Unavailability Employee Sections Licenses Phones Time Card Report Bookmarks J Pe 3 When information is entered and ready to be submitted select Save Amount Dollars Unit v Job Class Requested Reason rsonal Day CMMTG Committee Meeting DFCHG Differential Charge DQHOL Disqualify Auto Generated PTOHL EDMAN Education Mandatory EDVOL Education Voluntary ESL Extended Sick Leave ESLBV Extended Sick Leave Bereavement HLEXE Holiday Exempt HRSON Hours Only INIMM Incentive Immediate Staffing INTSC Incentive Temp Site Change JRYDT Jury Duty ONCLL On Call ORIENT Orientation PHWRK Phone
36. HRO3S SLHS issscaceccadviasnessdnaaaausanteanmsasamsaraah nsnaesduniedanaidhenesadsanu aicaeadweneteGiaeceoniaaenavealereaseaarsidsaneasuabins 89 Shift Differential Night SHIT ssiisrsreriissidenin eiennenn ia EENE AN D EERON ART Diferential Weekend ro fe eee een ec ee ee te ea ee V eee eee hars WIM gamencare E E E E E i ava cue euan E E E E E neta ise E E E A 89 Special Weekend Only Program Policy HRO41 SLHS cccccccccsssecccceeseccecceeeecceeeeeseceeseeeeceeeeeeecceseugeecesseueeceeeagereeees 90 Temporary Site Change Program Policy HR217 SLHS cccccccssssssececccecceeeeeeeceeeseeeeseeecceeeeeeeaseeeeeeeeeeaeseeeeeeeeseeggeeeeeeeas 90 Travel Pay Guidelines Policy HR216 SUAS scsecadevascncssvsonnsescsscnsieddenned sicdedse a K aE aE E sadmaceaWiencads 91 WCE a a r E E E E E enter EE eee E a eres 91 APPENDIX A THREE THINGS FOR SUPERVISORS TO CHECK EACH DAY ossssssssssssscsceee 92 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 APPENDIX B MILITARY TIME CONVERSION CHART cccccccccccccccccccncccnccsecccenecs 93 APPENDIX C TIME amp ATTENDANCE JOB AIDS fice cic can E oc eas su wae ei eae a e ae 94 Reference Shift Differential Override Process ccccscccsccssccscccsccesceuccesccesseeceesceeseeceesceusseceesceesseseeeceusseuceesceuseeseesceuss 94 Narrowing an Employee Search with Shift CodesS ccccssssccccccssseccecee
37. LATIONS EXCEPTIONS Messages generated by the system during the calculations process indicating that an employee used a transaction that does not conform to the normal rule calculations CLOCK POSTING EXCEPTIONS Messages generated by the system during the posting process indicating a problem occurred when the system tried to move data entered by an employee at an input device onto their time card SUPERVISOR INSTRUCTIONS In reviewing Exceptions supervisors should follow these steps 1 Review and approve all calendar and clocking requests from employees before reviewing exceptions Employee may have submitted a request that will correct the error and remove the exception message 2 Click the Calc Me Now button to update changes 3 Review correct as needed and handle ALL exception messages This will reflect that you have reviewed and made corrections as needed Handling exceptions will remove them from To Do list and LaborView NOTE To Handle an exception select the check box to the left of the error message in Exceptions card and select Handle Selected box at the bottom of Exceptions card This indicates that the supervisor has reviewed the exception Critical Exception Employees are not paid for the pay period if a critical message is not corrected a critical cannot be handled Example an odd clocking occurs if an employee enters their time at the beginning of the day but does not enter an end time
38. MAGIC VALLEY JEROME ONLY Eligibility Any Magic Valley Jerome employee designated as preceptor for new employees to the department or as a resource nurse for a unit Physician office employees are not eligible for Preceptor Differential unless practice determines need for implementing this pay type Entry Entered as a special code by employee Not for use by employees that are part of the Education Learning Services Training department All productive time is eligible for Preceptor Differential while all non productive entries are not eligible SUPERVISOR DIFFERENTIAL MAGIC VALLEY JEROME ONLY Eligibility Magic Valley Jerome employees who are appointed as a shift supervisor by their supervisor or Department Manager Physician office employees are not eligible for Supervisor Differential unless practice determines need for implementing this pay type Entry Entered as a special code by employee All productive time is eligible for Supervisor Differential while all non productive entries are not eligible MEAL PERIODS POLICY HRO15 SLHS Breaks and meal periods may must be provided depending upon whether the employee works in the State of Idaho or Oregon Idaho regulations do not require a mandatory break rest period whereas Oregon regulations provide for a mandatory break period The meal period is defined as a break of at least 30 minutes The employee must be relieved of their duties for the meal period Rest breaks and me
39. N LIEU OF BENEFITS TIME OFF e Entry Entered as a calendar entry by employee e Applies only to employee who have selected Pay In Lieu of Benefits PILBU e Provides time off data for audit purposes as employees who opt for PILB must track vacation and holiday days e Time off will be taken by the PILB participant without pay In addition the electing employee may not take more time off than he or she would have been eligible to take if he or she had not elected the PILB Plan That is approval of time off work is subject to the needs of the medical center and must be scheduled in advance if possible 87 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 PHONE WORK POLICY HR104 SLHS e Used by employees who are contacted while off duty for work related consultative trouble shooting service via phone e Entry Entered as a special code by employee e Paid at straight time unless overtime is triggered e Employees must document the event and the actual amount of time spent daily The time spent will be calculated weekly and the total time rounded as below If called the minimum pay for the week will be 15 minutes Total Time Worked Per Week Time Recorded 1 15 minutes 25 hours 16 30 minutes 50 hours 31 45 minutes 75 hours 46 60 minutes 1 0 hours REGULAR HOURS POLICY HR101 SLHS e Scheduled hours worked by an employee up to 40 regular hours per workweek e Ma
40. NE _ Pay DISTRIBUTIONS When shift is completed and both an IN and an OUT punch are recorded the PC Portal will calculate the hours that will be paid This information will appear in the Pay Distributions cards PAY DISTRIBUTION CARDS Totals 43 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 Pay DISTRIBUTION DAILY Hours This card displays the number of hours an employee worked per day and per week during the pay period It combines data from all departments and job classes worked Pay DISTRIBUTIONS ACTUAL Hours This card displays the total number of hours worked in the pay period for each type of pay pay code Pay Distributions Actual Hours AH 72 00 Total 74 00 A Description Hours Regular Time Diferential Preceptor Differential Shift Differential Weekend Sick Time Reduce PTO Start Time 07 03 2014 06 45 07 04 2014 06 42 07 05 2014 06 42 07 06 2014 06 44 07 09 2014 14 43 End Time O7 03 2014 19 17 o7 04 2014 19 18 07 05 2014 19 22 O7 06 2014 19 17 o7 09 2014 23 21 OFNO 2014 14 42 OFAOM2014 23 16 OFA i2014 06 44 Of 12014 15 01 This card displays a breakdown of the number of total hours dollars and units and the number of overtime hours dollars and units Description Total Hours Total Dollars Total Units Overtime Hours Overtime Dollars Overtime Units Back to Table of Contents Time amp Schedule S
41. PROGRAM OVERVIEW OF SLHS DEDUCTIT PROGRAM At some St Luke s sites employees are provided with a DeductIT Reader Program This program a part of the Time amp Schedule Solution allows employees to use their St Luke s identification badges to make purchases in cafeterias and gift shops Cafeteria purchases are limited to 100 per pay period and are deducted in full from the employee s paycheck Gift Shop purchase rules and parameters vary from site to site When an employee enters his or her PIN at the DeductIT Reader they are confirming that SLHS has permission to deduct the purchase from their wage USING THE READER When DeductIT readers are available in St Luke s cafeterias and gift shops the cashier will help you walk through the process BASICS OF OPERATION Codec tors Present Badge 07 04 2014 12 00 Proximity Sensor Present your SLHS ID badge at point of purchase by placing badge over the 8 and 9 keys on the keypad The following prompts will display 1 Enter PIN Use keypad to enter default PIN is MMDD of employee birthday To edit PIN use SLHS Time amp Schedule PC Portal See instructions below 2 Enter Amount of Purchase The cashier will guide you at this point In some cases the cashier enters the purchase amount and you visually confirm the amount In other locations you will input the amount and the cashier will verify 3 of Pay Periods Leave Blank Purchase will typically be deducted
42. Pay Period Overlapping PTO or Regular Time reduced On Call Sick Spell Requirement has not been met Employee did not meet their FTE for this pay period and will note be paid missing hours unless action is taken Core Staffing Immediate Staffing Special Code was used supervisor should verify that this was used correctly Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 The employee is receiving overtime pay On Call time can only be combined with Call Back time Any other type of work or time off will negate On Call time Employee correctly logged sick leave as SCKTM but did not meet the ESL requirement so the time away will be taken from PTO Employee has not filled in time to meet FTE through Hours Only or PTO Example Employee FTE 80 but employee has only work 72 hours for pay period Ideally they will fill in 8 hours of PTO to meet Informs Supervisor that a restricted Special Code was used by employee Review for accuracy and handle the exception Review for accuracy and handle the exception Review for accuracy and handle the exception Employee should if PTO available fill in time to meet FTE with PTO Confirm Special Code was used correctly and handle the exception 100 m 7 i l Informational Exception Informational Exceptions will NOT hold up Payroll They are provided to give the supervisor employ
43. Schedule Solution TASS is programmed to recognize these holidays HOURLY EMPLOYEES WHO WORK THE HOLIDAY Clock in and out normally TASS will automatically apply all applicable differentials This can be verified on the Pay Distribution screen in the lower right corner of the Time Card Screen Employees will see HLTME Holiday Time Time amp inthe Pay Distribution screen indicating the application of the holiday differential HOURLY EMPLOYEES WHO DO NOT WORK THE HOLIDAY Hourly employees who are not scheduled to work on a designated holiday will need to create an Add Calendar entry for the day Employee Navigator 1 Goto Employee Section gt Employee Favorites Name waa we 2 Select Add Calendar Pay Period 05 17 2015 05 30 2015 Back to Search Results Transaction List Items Transaction List Actions Employee Favorites Date Quick Code J 05 25 2015 B e 3 Complete the Calendar Entry screen using Process Level PTOHL Paid Time Off Holiday for the Pay Sore epaien Code Hours Units Device Number 8 00 bo 4 Select Save ee EXEMPT EMPLOYEES WHO DO NOT WORK THE HOLIDAY Exempt employees who take the holiday do not need to enter any data TASS will auto generate a PTOHL calendar entry for Exempt employees 97 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 EXEMPT EMPLOYEES WHO WORK THE HOLIDAY Exempt employees may choose to work t
44. Selected example Approve Entire Selected and Approve Selected or Deny Entire EIETE oBIECIE Deny Entre telected Selected and Deny Selected Deny Selected Approve Selected and Deny Selected are much more precise and ieee NG E ENIE S CECEO accurate We recommend using these buttons when approving or Set Requested Selected denying requests ee Selected or Deny Selected is always the recommended option for supervisors to use Allows employees to add calendars non productive time into the system as requests Detailed steps for adding a calendar will General Monthly wiew tes yen ADD CLOCKING Allows employees to add clockings productive time into the system Clockings are usually created by swiping a badge at the badge reader or registering through the Quick Badge screen in the Time amp Schedule Solution PC Portal A clocking can also be manually added to the system using the Add Clocking screen Details steps for adding a clocking will follow Immediately sends the current employee record through payroll calculations When processing has been completed a message appears indicating the employee was successfully calculated Q This should be done anytime changes have been made to a time card After the time card has been reviewed and all exceptions have been handled the supervisor can approve the time card Displays a calendar of the employee s activities This screen can be used
45. Staff Lists via the shift code option provides an opportunity to reduce the number of employees to view in a search SETTING UP SHIFT CODE 1 Determine the group of employees to be placed on a list 2 Inthe Time amp Schedule Solution PC Portal go to Employee gt Employee Favorites gt Labor Distribution Employee Favorites eam General Monthly View eS Source Classification Department 1001 4 At the bottom of the left side of the General Tab find the Shift Code field Note that there are several assignment options by shift or by Staff List value is used when sorting reports Parameters and the schedule screen by the Baty Onima Suro employee s shift More Gof 0 00 eekly Overtime Hours Field Look Up Values Oe 40 00 AAS eat Description ef Home Labor Distribution ef 0 90000 Evening Shift Process Leve Seniority Date Niah Night Shif Of TFO1 Of 01 10 2011 Staff List A in Stat ListA ret Seniority Hours aff List E aff List z i Staff List C 1001 d i Staff List D nit Lunch Length Hours Staff List E Oe Staff List F Staff List F of TF01 1001 1007 Gof 1007 AF1 Gof 04 06 2014 5 Select the Shift Code description that works best for your Staff List and select Save Repeat this process for each employee on your list 95 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 USING SHIFT CODE TO NARROW EMPLOYEE LIST To review the time cards of
46. TA1004 SuperTA1005 SuperTA1001 SuperTA1002 SuperTA1003 SuperTA1004 SuperTA1005 ev re re 7e re SuperTA1006 SuperTA1006 SuperTA1006 6 When your list of current employees pops up check the box on the very top line to auto forward all employees to the supervisor you have chosen All employees are now selected Home Quick Badge Empio Auto Forward Add Actio F Forward Selected Bookmarks Employee Search Employee LaborView Report Favorites Report Favorites do not exist F r Informational Messages e Employee Selection Selecting Employees to forward to SuperTA1002 SuperTA1002 Choose the employees to auto forward to SuperTA1002 SuperTA1002 then click Forward Selected Last Name First Name 7 To auto forward some employees to the selected supervisor and others to another supervisor check the box to the left of the names of the employees to forward to the indicated supervisor only Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 72 gE Qs Auto Forward Add Actio iffformational Messages e Employee Selection Selecti loyees to forward to SuperTA1002 SuperTA1002 Fond FEE R ploy ng Employ upe upe Last Name First Name Bastenin Anderson Michael Employee Search Employee LaborView Carpenter Robert Davis Alice l Edison Alfred Report Favorites do not exist BURE Joan Garcia Jose Choose the employees to auto forwar
47. The Employee Lunch Response card displays a graph tracking the Yes No and No Answer responses from employees to the Lunch Attestation question for each day Supervisors will need to have employees correct any No Answer responses This is done via the Time Card Screen in the PC Portal EMPLOYEE LABORVIEW LaborView is one of the most important tools that the supervisor has to be able to quickly identify potential problems that can exist with their employee time cards such as Critical and Warning exceptions or pending requests Q Supervisors should include reviewing the Employee LaborView as part of their daily tasks The LaborView screen may be displayed by e Clicking on one of the LaborView link graphs bar or pie chart that appear on the Home section Ap Sof ee Good Morning TRACEY My Announcements Announcements do not exist My Unread Messages lt My Transaction Requests 52 lt My Unavailability Requests 3 My Calendar Month View My Bookmarks Bookmarks Employee Search Employee LaborView mCritical 0 Warning 9 Handled Warnings 1 iInformational 7 Handled Informationals 2 mPending 0 Nothing 1 Choose a Pay Group Instance All Current 33 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 e Selecting the Employee LaborView bookmark that is displayed at the bottom of the left pane of most sections of Time and Attendance
48. The Weekend Only Program is designed to provide an additional incentive to clinical employees who work eight 10 or 12 hour shifts every weekend Eligibility Only specific positions are eligible see policy for eligible positions with approval by director and site HR director There is an exception provision for extenuating business need see policy for approval levels Must be full time 9 1 0 and work 8 10 or 12 hour shifts for at least seven weeks out of a pre determined eight week block schedule Entry Entered as a special code by employee Qualifying time frame applies to shifts on consecutive days starting 7 a m Friday and ending 7 a m Tuesday Employees are paid for actual hours worked during the weekend shift time frame to be paid differential for those hours A Special Weekend Only Program Agreement must be completed approved for this program to take effect An Employee Change form is required to place an employee on the program as well as remove them from the program Special weekend differential is applied in addition to shift differentials as outlined in this policy Special weekend differentials apply only to worked hours not PTO ESL or Absent Time Paid Additional hours worked outside the Weekend Only Program time frame are not eligible for the premium rate TEMPORARY SITE CHANGE PROGRAM POLICY HR217 SLHS Eligibility Non exempt employees with approval from department leadership at both current and temporary
49. The system will generate a critical message because there is no designated block of time to apply the pay policy EXCEPTION ACTION NEEDED MESSAGE An Odd Clocking was Clockings are paired within 23 hours Error must be corrected Did employee detected This error means that there is an forget to clock in or OUT The uneven number of clockings employee will need to Add a Clocking for the missed IN or OUT punch Supervisor must approve Clocking Request from employee then Calc Me Now Employee did not The employee did not provide a Employee can correct the error by answer lunch Yes or No answer lunch to the opening the OUT punch either with attestation question red arrow or by double clicking the date field then selecting either Yes or No from drop down box in the User Shift Answer field question 99 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 A Warning Exception The employee will be paid but it may not be how they expected therefore this message needs evaluation Example If an employee s PTO balance is 32 hours but they submit 40 hours of vacation the system will generate an Insufficient Benefit Balance message This alerts the user that the employee submitted more time than they have available or accumulated SLHS Pay Practice will only pay on accrued PTO EXCEPTION ACTION NEEDED MESSAGE Hours reported in excess of Approved Hours in the
50. Time frame eligible Midnight to midnight of actual holiday on New Year s Day Memorial Day Independence Day Labor Day Thanksgiving Day and Christmas Day e Employees who are required to work on a holiday will receive holiday pay for any actual hours worked within the actual holiday time frame e Combines with applicable incentive pays e Holiday Worked at Straight Time Non exempt and exempt employees who choose to work but are not required to work on a designated holiday will not receive holiday premium pay if allowed to work shift differentials will apply An override code will need to be used to assure employees are being paid at straight time e Holiday Worked at Time and One Half Eligible employees who are scheduled and work their regular shift on a recognized holiday will receive holiday pay e Holiday Worked at Premium Employee not scheduled and is asked by department leadership to work from 12 a m on evening before Thanksgiving to 12 a m Thanksgiving night will receive holiday premium pay Scheduled to work Excludes Manager Director Time time for holiday pay and above Not scheduled to work ona holiday but asked Time time for holiday pay to come in In on call status and called back to work Call back pay additional time holiday pay also continue to receive on call pay during callback In overtime status already and scheduled to Time overtime time holiday pay work Not required to work but requests to work
51. Work not on call PTOFM Paid Time Off FMLA PTOHL Paid Time Off Holiday PTOLC Paid Time Off Low PTOVA Paid Time Off Vacation W Sick Time TSCTT Temp Site Change Travel Time CORRECT A CALENDAR 1 Click on the details arrow calendar Employee 1 of 5 p Employee Ok A Name Pay Period 11 30 2014 12 13 2014 Search My Time Card Employee Favorites 2 Make any modifications or edits to the calendar and then select Save Back to Table of Contents Y Reports Actions _ Help f LogOut b Thu 12 04 2014 b Thu 12 04 2014 Fri 12 05 2014 Date Override Code Oe EDS a Pay Code Quick Code Of PTOVA A Time Process Level Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 in the far right column of the Transactions List to edit the necessary 54 DELETE A CALENDAR 1 Select the calendar you want to delete by selecting the check box next to the transaction in the Transactions List 2 Under Transaction List Actions on the left pane select Delete Selected Transaction List Actions Approve Entire Selected Approve Selected Jeiete cntire oblectec Deny Entire Selected Deny Selected _ Pending Review Selected 1 OOOO 0 OF 3 Select Yes when the confirmation dialog box appears ADD A TRANSACTION NOTE 1 Click on the details arrow Y in the far right column of the Transactions List 2 Select the Notes tab Tra
52. a normal shift no Special Code entry no floating to another department or job class Normal shift Beginning of Shift Present badge to record clocking Final OUT Punch F2 Yes F3 No Press F3 NO Wait for Transaction Accepted or press ENT until Transaction Accepted appears End of Shift Present badge to record clocking Final OUT Punch F2 Yes F3 No Press F2 YES Full Lunch F2 Yes F3 No If YES press F2 Wait for Transaction Accepted or press ENT until Transaction Accepted appears If NO press F3 Wait for Transaction Accepted or press ENT until Transaction Accepted appears Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 18 SPECIAL CODE ENTRY CALL BACK Call Back is a Special Code a poster listing key Special Codes will be posted next to the Badge Reader AS d There must be a calendar entry for ON CALL in the Time amp Schedule PC Portal for this sequence to work Special Code Entry Beginning of Shift Present badge to record clocking Press F3 NO to Final OUT Punch query At the Special Code prompt enter 11 the Call Back code Press the ENT key to record the number Wait for Transaction Accepted or press ENT until Transaction Accepted appears End of Shift leaving for the day Present badge to record clocking Press F2
53. al Employee search screen There are three main ways to search 1 Leave the search fields blank and click the Search button 2 Type search criteria in a field and click the Search button 3 Use the Advanced search option located on the left side in the Actions section to access additional fields that are used to narrow results displayed on screen Oa tm ___Actions Preferences _Help _ _ LogOut _ Enter your Employee EER search criteria Last Name Clear Reset Criteria vanced First Name My Time Card Search aD 39 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 OPENING MULTIPLE EMPLOYEE RECORDS Report Favorites 4 Search results appear in the lower portion of the window In the following image the Search criteria was left blank returning a result which includes all employees Enter your Employee search criteria Last Name Y First Name v 11 items were found First Name Michael Robert Alice Alfred Joan Last Name Anderson Login Name MAnderson1080 RCarpenter1080 ADavis1080 AEdison1080 JEdwards1080 JGarcia1080 HHenderson1080 SKingsley1080 KMcDonald1080 SuperTA1080 SWilliams1080 1080009 1080007 1080010 1080008 1080006 1080005 1080003 1080001 1080002 SuperTA1080 1080004 E Bookmarks Employee Search Employee LaborView Carpenter o Davis O Edison Edwards Garcia GO g Repor
54. al periods are separate and are not to be combined In the event the employee is interrupted or expected to work during the bona fide meal period then the period is compensable at the employee s individual rate of pay in effect at the time The employee is expected to accurately record the time worked Employees will be asked at each clocking if it is their final punch of the day If the answer to that question is yes the employee will be asked if they received a full 30 minute uninterrupted meal period If the answer is yes a 30 minute meal period is automatically deducted If the answer is no the meal period is not deducted and an informational message will be generated for the supervisor Answering the lunch question at the final OUT punch is mandatory If employee is leaving work for more than the 30 minute meal period they will clock OUT for that time or have the option of 60LCH to indicate they took a 60 minute meal period instead of 30 minutes 84 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 JlE St Lukes M If the employee is clocked OUT for more than 30 minutes the meal period will not be auto deducted but will be based on time they were clocked OUT Non Exempt employees are not to do any productive work during their meal periods LELEO CORLIA EL O Oregon Labor Law May provide 15 minute paid Must provide 10 minute paid rest break per rest break per four h
55. amp Attendance Solution Training Environment The objective for this training session is to provide Supervisors and Employees with the tools needed to manage timekeeping activities in the new SLHS Time amp Attendance Solution My Unread Messages My Transaction Requests My Calendar Month View My Bookmarks _ ANNOUNCEMENTS Announcements display System wide messages _ MY UNREAD MESSAGES This card displays messages sent to user and also can include messages to which users have been automatically subscribed such as a notification when a request for a clocking or calendar has been approved or denied MY TRANSACTION REQUESTS This card displays any clocking or calendar requests users have submitted for themselves as employees transactions from employees are displayed in a different area as well as the current status Once the request has been approved it will indicate that its status is OK with ok icon If denied a denial icon a red circle with a slash will appear as the status If entered the Requested Reason entered by user and or the Reviewer Comments entered by supervisor will also appear in this card MY CALENDAR MONTH VIEW With this view you can see all of your transactions clockings calendars adjustments Activity Codes etc for the current month This view is similar to the Monthly View that is available when you display your own time card 31 Back to Table of Contents Time amp Schedule Solutio
56. aneeyen dias toneanernadsts 99 APPENDIX D DEDUCTIMN PROGRAM T a ea a E ncewessc ernest ae E A e 102 Overview of SLHS DeductiT Program sssessisirsinsiueisoe serasa eaid a Ea CNAE aANT 102 Uae UA orea A ls E EE E T A E E E se ae OE T 102 PIE Or OPT O T T ee ne ere 102 Viewing DeductIT Transactions cccccccssecccessccccesseccssnecesseeeeesseeeeseuseeseeeeeessaeeeeseuecesseuecessaseesseuseessauseessaeesseaseessaesesaes 103 Changing DeductiT Reader PIN ccsactssactneweceeiccescinanesedtecoden stud usdedentanveuternadetticiadiaenkanesswetencnslensesleiteledeneteheselenterantevesenens 104 APPENDIX E ST LUKE S ALL SITES CALENDAR ENTRY CODES cceeeeeeceeeeees 105 APPENDIX E WOOD RIVER SPECIAL CODES aeie re nie ae a o s gie ba clo aa sai 106 APPENDIX G MAGIC VALLEY SPECIAL CODES c criiaiioeieee eeen aaan 107 APPENDIX H SJEROME SPECIAL CODES nae oc iri raa a a cg E E nesses a aN Ea 108 APPENDIX I SYSTEM TREASURE VALLEY ELMORE SPECIAL CODES sccceessscees 109 APPENDIX J MCCALL SPECIAL CODES oak ies ot ac a dese scieme comulase seas cee cade slalcides sles 110 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 GENERAL GUIDELINES AND INFORMATION INTRODUCTION This guide provides an overview of the St Luke s Health System SLHS timekeeping solution The Time amp Schedule Solution will create a standard system wide electronic
57. ar on its own line Transactions Job Class 3249 Date Mon 12 15 2014 Mon 12 15 2014 3249 Tue 12 16 2014 i 3249 Tue 12 16 2014 3249 Wed 12 17 2014 3249 Wed 12 17 2014 5 1 3249 Wed 12 17 2014 3249 Wed 12 17 2014 E vua 3249 Mon 12 22 2014 3249 Mon 12 22 2014 3249 Tue 12 23 2014 3249 hooooeoocooog 2feSehhs eke Soe ee i i RI RRI lt i lt i 0 The Transactions column indicates the type of transaction o IN or OUT indicates that the transaction is a clocking o A calendar icon Tap indicates that the transaction is a calendar 42 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 A transaction that has been requested by the employee would have a blue R next to the transaction type icon EEE Transactions List Transactions OUT Thu 12 04 2014 gt Fri 12 05 2014 IN Mon 12 08 2014 OUT Mon 12 08 2014 IN Tue 12 09 2014 OUT Tue 12 09 2014 IN Wed 12 10 2014 In the example above the b that appears to the left of the Date indicates that the source of the transaction was a badge reader The symbol indicates Quick Badge and a bracket indicates that the transaction has been manually changed such as when updated by a supervisor or administrator 2 Simply hover your cursor over the character in this column to display a box that will identify the source of the transaction EMPLOYEE TCS LOWER RIGHT PA
58. at the system identifies a 23 hour period in order to apply pay policies Pairings consist of an IN and OUT punch The system automatically assigns the first punch of shift as an IN punch and then looks for the next punch within 23 hours to be considered the OUT punch _ Pay CODES When used in adding calendars pay codes indicate the type of pay an employee will receive such as ESL On Call and or Paid Time Off Vacation etc When productive clockings are entered the pay code is generated automatically by the system based on the time when the work was is being done _ SPECIAL CODES Special Codes may be attached only to productive clockings to indicate special processing circumstances When Special Codes are used they indicate that something other than the normal Pay Code calculation should occur Examples of Special Codes are Call Back In Charge Call Back Regular etc Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 _ MEAL PERIOD The meal period is defined as a break of at least thirty 30 minutes The employee must be relieved of their duties for the meal period Rest breaks and meal periods are separate and are not to be combined In the event the employee is interrupted or expected to work during the bona fide meal period the period is compensable at the employee s individual rate of pay in effect at the time WORKWEEK CLOCKING RULES amp PARAMETERS NON EXEMPT
59. aueueceesaeaseceesuuaseceesaaaesessages Transaction ROQUOSES soiien n E E E E Employee Card aires stress cere eas say canectes neat ea e same ereuenye eae aemneese gare ceoau eur cneesesales oaauyacseewavescavandeesanenbesa penwadesasapensssmneauseuenneneenennenpeaes PICT OCI ES Se CEIONN a A OE EE A A E A ON E E E E E 74 POA a E E A E A O E E E suaeasetenutucdeneioees REPOTI VOE E EA E EE E E E E E ie E AEE E E wat A E E nei A A PAY PRACTICE RULES AND INFORMATION ceria anaE ENEE AA RAES EEEE css 75 ADEE TIOE E I a E S E E E TEENS 75 Available Pay Policy HRIOO SS ra ecetiasnnceets sextant i R a a r i RA i 75 Bereavement TV WR McCall Handbook MV J Policy MV4146 aeeeesesessseerrrrrrrrrsssessssssrrrrrrrrrrrrreeesesssrrrrrrrrrrrrereeessss 75 CallBack Policy HR102 SUAS sscsssoicssaccasisesisnssseeinwadeaassadeiwacs alaawguecanaaneeiaasuntiloantotbaleiebans evan onoedeatndnsedsunalinaasdoumenseumaueadaatoin 76 Call Back Phone Policy HR102 SUAS sssiwisiscinssssccdewaasadonnsadouboaheawcaaicsdeddunientwdewaasuins bavicatwetetisamadiwadsadeabaadacloabaansiancedestannandeuwae 76 Charge In Charge Pay TV WR Policy HRO22 BMW MV Jerome NO POLicy ccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 77 COTTA ESS yh SUNS tre peresicmrc tices E E S NA A A A S SE A E edieon teat aaein A E 77 Education Mandatory Policies HR 201 SLHS sesesesssesrersesrrrrsssrrrressrrrressrrersssrrrressrtrressrtressrteressrteressrtressrreressereeeser
60. bines with shift premiums as applicable EMERGENCY MEDICAL SERVICES FLIGHT TRANSPORT DIFFERENTIAL Eligibility Treasure Valley and Magic Valley employees that work in Air St Luke s in approved positions Entry Employees working in approved position department will automatically receive All productive time is eligible for differential while all non productive entries are not eligible EXTENDED SHIFT Non exempt employees working for EMS that work a shift longer than 15 hours will use a special code to allow the API PC Portal to pair the clockings 78 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 EXCESS HOURS PREMIUM PAY POLICY HRO34 BMW e Eligibility Non exempt employees in designated clinical procedural areas with approval of department leadership e Employee must participate in regular fair share of on call and must work in excess of 32 premium hours sum of overtime and call back hours in an eight week four pay periods block of time The premium is paid on eligible hours that exceed the 32 hour threshold e Only available in specific clinical procedural areas approved in advance by administrator vice president e Combines with applicable premium pays EXTENDED SICK LEAVE ESL e Entry SCKTM Sick Time entered as a calendar entry by employee or department leadership PC Portal will calculate PTO Sick or ESL based on disability banks e Used for d
61. cord clocking Press F3 NO to Final OUT Punch query Wait for Transaction Accepted or press ENT until Transaction Accepted appears Present badge to record clocking Press F3 NO to Final OUT Punch query At the Special Code prompt enter 27 Mandatory Education Press the ENT to complete Special Code entry Wait for Transaction Accepted or press ENT until Transaction Accepted appears Present badge to record clocking Press F2 Yes to Final OUT Punch query Press F2 YES or F3 NO to lunch query At the Special Code prompt enter 27 Mandatory Education Press the ENT to complete Special Code entry Wait for Transaction Accepted or press ENT until Transaction Accepted appears 20 Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 SPECIAL CODE ENTRY LOW CENSUS TIME OFF If an employee s shift is canceled due to a low census employees may choose to fill in missing hours with PTO LC Low Census or use the Hours Only Special Code to fill our their FTE Full Time Equivalent Employees must 7 have PTO available to use PTO d If an employee is placed on Available Pay due to a low census employee will simply badge OUT to leave since the employee may be asked to return Employees will use the Time amp Schedule Solution PC Portal to log an Add Calendar entry for Available Pay at that time employees may choose to fill in lost hours with PTO Special Code Low Census T
62. d Attendance and Staffing and Scheduling Solution Review your time cards track hours worked view your schedule request open shifts and more when it s convenient for you PI OAPI 2014 API Healthcare Corporation E Domain SL1 Account ta Quick Badge Only 1 Enter your username and password 2 Select the Quick Badge Only box 3 Click Login The following screen will appear similar to the first message at the Badge Reader we API Healthcare Please select an option below Is this your final out punch If so press Yes otherwise press No Yes O No 36 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 Select appropriate response No will produce a message indicating an IN punch has been recorded Yes will produce the following screen ve G API Healthcare Please select an option below Is this your final out punch If so press Yes otherwise press No Yes O No Have you taken your full uninterrupted lunch today If so press Yes otherwise press No Yes O No Selecting Yes for Have you taken your full uninterrupted lunch today will produce an OUT punch and will auto deduct a 30 minute lunch period from shift Selecting No will produce an OUT punch and will remove the auto deducted 30 minutes from your shift The following screen illustrates the message provided to document a clocking IN or OUT punch
63. d to SuperTA1002 SuperTA1002 then click Forward Selected a K E EA 8 Ss 9 To auto forward unselected employees to a different supervisor repeat steps 5 7 above The wizard will not finish until all employees have been forwarded The employees are now temporarily assigned to the selected supervisor during the indicated effective expiration date time frame unless auto forwarding is disabled See below TO REMOVE FORWARDING Employee Michael Anderson Robert Carpenter Alice Davis Alfred Edison Joan Edwards Jose Garcia Harold Henderson Bookmarks Sandy Kingsley Employee Search Kirk McDonald Employee LaborView SuperTA1002 SuperTA1002 Sherice Williams F d Three important things to remember when forwarding your employees 1 If another supervisor has already been set up with approving rights over the same department it may not be necessary to forward rights to that supervisor Simply request the other approving supervisor to approve your employees for a period of time 2 When employees are forwarded the originating supervisor never loses any rights over the employees They will continue to appear on their LaborView and the supervisor will retain all supervisory rights over the forwarded employees 3 Ifthe person to whom you have forwarded approval rights is a direct report to you they cannot approve their own time card You must forward them to a different approver 73 Back to Table of Contents Time
64. during the next pay period However some exceptions may apply in relation to gift shop purchases You can easily monitor your DeductIT purchases through the SLHS Time amp Schedule PC Portal 102 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 VIEWING DEDUCTIT TRANSACTIONS Employees can view their DeductIT reader transactions through the PC Portal Location Access At work on a SLHS network computer a Click the icon labeled Time amp Schedule At work on a SLHS network computer http www stlukesonline org tass At home not on SLHS network http www stlukesonline org tass Username Password SLHS Network ID example smithm SLHS Network Password 1 Login to the Time amp Schedule Solution PC Portal using SLHS Network ID and password 2 Goto Employee Screen gt Employee Sections gt DeductlIT Entries Employee Navigator Source Employee Favorites Employee Actions Employee Sections Licenses Locations Phones Mon 12 15 2014 08 31 Cafeteria Mon 12 15 2014 13 05 i Cafeteria Tue 12 16 2014 08 38 i Cafeteria Tue 12 16 2014 13 48 Cafeteria Tue 12 16 2014 14 36 Cafeteria Wed 12 17 2014 09 01 Cafeteria Time Card Report Wed 12 17 2014 12 56 j Cafeteria Web Thu 12 18 2014 07 48 Cafeteria Rotating Schedules Thu 12 18 2014 07 52 Cafeteria Schedule Preferences Che Ce Che Che FC ha Thu 12 1
65. e Ga Report Favorites Employee First Name wus Employee Code Search Report Favorites do not exist You can narrow your search by entering values in the Organization Unit fields or Schedule Group As a supervisor you may be allowed to approve requests from this screen however it is more efficient to approve them from the employee s TCS e Select the Employee Pending Requests or Has Calendar Requests LaborView in the Home section e Navigate to the Requests card on the employee s TCS o Unapproved request have the symbol R displayed next to them 70 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 EMPLOYEE CARD _ FORWARD TIME CARD APPROVAL RIGHTS The Auto Forward Assignment allow supervisors to temporarily transfer employee time card approval rights to another supervisor Authorized supervisors can forward all of your employees to one supervisor or divide your employees among multiple supervisors This feature is useful when you are unavailable to approve time cards AUTO FORWARDING EMPLOYEE ASSIGNMENTS Follow these steps to temporarily transfer employee time card approval rights to another supervisor 1 Select Auto Forward Assignment from the Employee card of the Actions section A Home Quick Badge Employe approval Po s s TT loyee Transaction TaBorview G Request to Work Lre iii ee Requests a CC
66. e Department End of Shift Back to Table of Contents Present badge to record clocking Press F3 NO to Final OUT Punch query Press the ENT to advance to the Enter Department prompt Enter the Department number to which you are floating Press ENT to complete Department entry Wait for Transaction Accepted or press ENT until Transaction Accepted appears Present badge to record clocking Press F3 NO to Final OUT Punch query Press the ENT to advance to the Department prompt Enter the new Department Number to which you are floating Press ENT to complete Department entry Wait for Transaction Accepted or press ENT until Transaction Accepted appears Present badge to record clocking Press F3 No to Final OUT Punch query Press ENT to advance to Department prompt Enter Home department number Press the ENT key to record the number Wait for Transaction Accepted or press ENT until Transaction Accepted appears Present badge to record clocking Press F2 YES to Final OUT Punch query Press F2 YES or F3 NO to lunch query Press the ENT to advance to the Department prompt Enter the Department Number to which you have floated to close OUT the shift Press ENT to complete Department entry Wait for Transaction Accepted or press ENT until Transaction Accepted appears 24 Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 FLOATING TO OTHER DEPARTMENTS IN ALTERNATE POSITION
67. e Pay Program Core Staffing Policy HR105 SLHS cccccccccssseccceeeeseccceseeeeceseeeeeeceeeeeeeccssseeeeesesseeeeesessaees Incentive Pay Program Immediate Staffing Policy HR106 SLHS ccccccccsssecccceeesecceeeeesececeeeeecceseeeeceeeueeecessageesss Incentive Pay Program Critical Staffing Policy HR107 SLHS cccccccesseccceceeseecceeeeeeceseeeeeeeseeeeeeecesseeeeesesseeeeseeseaees Incentive Pay Program Wood River Night Incentive Pay cccccssssscccccsesecceecaeseceecesesececesseusecessuanseeesseeuseeessaeaeeeessaees Jerome Labor amp delivery Day amp Night c cccccccsseccccssececesececeececeeececeuecceseeececeeececseeccesenecessuaecetsusceesenecessuecesseeeeeseness Jury Duty Boise WR McCall Handbook MV J HR4151 ccccccccccccccccccseseeesseeeeessseccececccsssseeueeeuaeeeesseeeeeeeessseeeeeeeuaaeenes 83 Preceptor Differential Magic valley Jerome only cccccccccccccceeceeceeeeeeeeeeeeeeceeeeeeeeeeeeeeeeeeeeeeeeeeceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 84 Supervisor Differential Magic valley JeroMme ONY ccccecccccecssscccsecccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeseeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeegs 84 Meal Periods Policy HRO15 SLHS scatesatsocnnpceumananectwssenemanesaedienssaeautadapateassagaaencinarduesutactauananaaiandeancanesdinntisecieceahatmtseessiastocetn 84 On Call Policy HR102 SLHS ccccccceecccccccssecceeceeseccccceeeeceeee
68. e Time Hours Department Job Class Mon 08 1 2 2013 07 00 8 00 1034 400 Status Reviewer Comments Requested C7 Save y RA Tue 08 1 3 2013 07 00 4 Type in any Reviewer Comments and hit the Save button Once the Reviewer Comments have been entered go to the Transactions List and Deny the selected request 59 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 EMPLOYEE SIGN OFF It is required that all employees approve their times cards at the end of each pay period Supervisors please remember to approve your own time card as well as your employees time cards You may access your own time card by clicking on My Time Card in the Employee section gt Actions gt My Time Card SIGNING OFF ON YOUR OWN TIME CARD At the end of the pay period 1 Login to the Time amp Schedule PC Portal J 2 Go to Employee Screen Time and Schedule If you are an hourly employee o Review Transactions List and Pay Distribution and correct any errors o When you are satisfied that your time card is accurate record your OUT clocking using the badge reader or Quick Badge If you are an exempt employee go to step 3 3 Select My Time Card from Employee Navigator Employee Navigator Employee 1098009 D Name Pay Period 08 10 2014 08 23 2014 Search My Time Card p Transaction List Actions Employee Favorites 4 Choose Employee Sign Off i
69. e for overtime in the second position Refer to policy HR103 SLHS for additional information AVAILABLE PAY Available pay is NOT a Special Code option so it cannot be entered at the Badge Reader Available Pay must be entered via the Time amp Schedule Solution PC Portal as an Add Calendar Request SICK TIME If employee calls in sick for their personal illness a calendar entry should be added via the Time amp Schedule Solution PC Portal as an Add Calendar request with the Pay Code of SCKTM The calculation will be handled behind the scenes to distribute via PTO SICK or ESL If determined by supervisor that employee is eligible to access ESL immediately calendar entry should be added as ESL Extended Sick Leave by the supervisor employees do not have access to this pay code 11 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 MEAL PERIOD PARAMETERS Each time an employee uses the Badge Reader or performs a Quick Badge via the PC Portal a required prompt will appear Final OUT punch If yes F2 if no F3 On the employee s last punch of the day they will answer Yes to the Final OUT Punch question For all other times this prompt appears such as while floating or if clocking OUT for lunch the employee will press F3 or answer No When Yes F2 is selected a second prompt will appear Full lunch If yes F2 if no F3 The following data applies to meal pe
70. e the defaulted values before running the report 67 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 8 Another report favorite can be immediately set up for this same report by changing the name of the report and any parameters 9 Torunthe report click on the name of the report in the Report Favorites box in the left pane If the Execute Now value was set to YES the report is immediately generated If this value was set to NO the report set up screen is displayed to enter the parameters for the report e g date range organization unit etc 68 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 ACTIONS SECTION i a The Actions section displays icons to open various functions and processing options The left pane of the Actions section contains a listing of the cards for quick reference available in this section Note Not all screens available to supervisors will be displayed here APPROVAL CARD EMPLOYEE LABORVIEW As a supervisor you can also access Employee LaborView under the Approval card in the Actions section in addition to the link to Employee LaborView on the Home section Cr O gt Employee Employee Seer can D 5 villams Sheree 0 o D 1034 McDonald Kirk 0 0 0 0 80 00 76 25 0 25 0 00 0 00 0 Courtesy Lock o D 1034 Kingsley Sandy 1 0 0 0 80 00 89 75
71. eady selected a group of employees such as all employees who have a Critical Exception After making sure that boxes contain a check mark for any employees they wish to display they then click on the folder of one of the selected employees to display their time card All other employees checked will be loaded into memory and can be easily selected by using the arrows that appear in the Employee Navigator area on the Time Card Screen 41 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 The Employee Time Card Screen TCS provides a wealth of information to employees and supervisors Employees can view their time and clockings make requests identify needed corrections check their hours and more Supervisors can see their employee s time at a glance note approve and handle requests identify trends and much more Empoyee3of11 w 7 Mon 12 15 2014 Name Mon 12 15 2014 Tue 12 16 2014 Tue 12 16 2014 Wed 12 17 2014 Pay Period 12 14 2014 12 27 2014 F Wed 12 17 2014 Wed 12 17 2014 Wed 12 17 2014 Mon 12 22 2014 Mon 12222014 mona Calc Me Now Employee Actions Add Pay Period Note Add Unavailability Licenses Phones EMPLOYEE TCS TOP PANE TRANSACTIONS LIST The Transactions List will display each calendar clocking and adjustment for the employee during the pay period currently being displayed Each transaction will appe
72. ee has not left the building campus they will receive call back pay but are not eligible for the two hour minimum and will need to override with the Call Back No Minimum code Call back pay begins when the employee reaches clocks in at their workstation Travel time to and from the facility does not apply toward call back hours Call back hours should not be included in the recorded number of regular and overtime hours in that work week Hours are outside the employee s regular schedule and as such do not count toward meeting the FTE level Once a call back s two hour minimum block of time starts all time worked within the two hours applies until the entire two hours is either worked or expires The two hour minimum as well as all hours worked on call back will be paid at the time and one half of the employee s base hourly rate It combines with shift differentials but does not pyramid with overtime or holiday pay Call back pay ends at the completion of call back or when the employee s regularly scheduled shift begins Call back hours are not used in calculating hours toward the 40 hour workweek due to the fact that call back pay is already paid at time plus one half It is not paid again as overtime Separate special code for Call Back In Charge would need to be used for employees being called back in charge Separate special code for Call Back Exempt would need to be used for exempt employees working a second non exempt positi
73. ee information or insight Please review to determine if action is needed Make corrections as needed When complete check box next to message in Exceptions field and select Handle Selected to confirm message has been reviewed No Lunch Special Code is applied Duplicate clocking detected previous clocking replaced Clocking auto generated due to Special Code change Clocking auto generated due to Labor Distribution Change Back to Table of Contents Informs employee and supervisor when the employee worked their shift without a 30 minute uninterrupted meal period Informs employee and supervisor that the Badge Reader saw two clockings in a row and took the last one erasing the previous one This must happen within one minute Indicates that the employee entered a Special Code mid shift Mandatory Education is a good example The PC Portal will automatically clock him her OUT of their previous assignment Indicates that the employee entered a department change The PC Portal will automatically clock him her OUT of their previous assignment Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 Review for accuracy and handle the exception No action needed the employee should be complimented for correcting an incorrect badge process Handle the exception Review for accuracy and handle the exception Review for accuracy and handle the exception 101 APPENDIX D DEDUCTIT
74. ee time card but the time card can still be approved Handled Warnings 1 Binformational 7 BHandied Informationals 2 Choose a Pay Group instance All Current 92 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 APPENDIX B MILITARY TIME CONVERSION CHART 5 00 PM 93 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 APPENDIX C TIME amp ATTENDANCE JOB AIDS REFERENCE SHIFT DIFFERENTIAL OVERRIDE PROCESS In the Time amp Schedule Solution PC Portal night holiday and weekend differentials are automatically generated for employees if an employee chooses to work on one of these occasions but does not qualify for the differential supervisors can override the differential with the following steps Go to the Employee screen and search for the specific employee Go to the employee s TCS Time Card Screen gt Transactions List 1 Select the specific OUT entry on the day you would like to override by clicking on the red arrow A for that line Go to the Override Code field Click the ellipses next to the field A menu of codes will pop up for you choose the appropriate code from the list of options Click Save and Calc Me Now Review the employee s Pay Distribution screen to confirm that the Differential has been overridden or a r i FER a Transactions Date Time Department Job C
75. eeees 78 Education Voluntary Policy HR 201 SLHS ssiascrcsinedvanstennsoaneoasicnnsawettansianndisameaeninesitainadinataaes e e a 78 Emergency Medical SOIC Sc se gaare traeesees erent ce toc enee anaE E A EEEE EAE NE aa aikas 78 Flight Transport Differential nneseeenseseennssseeessssreresssrerssserrrsssrrresssreressereresssreesssreressererossererossreeesssreressseerosseeeesereresseeee EE maea i o a E E E E E A E E Excess Hours Premium Pay Policy HRO34 BMW ssscccccccccsssseeccceecceesseececeeeeueesseeeeeeesseeasseeceeeeesueeseeecesseeggneeeeeeeeas 79 Extended ick beved E Ip eek ene nett or ee eee ee ee ee ee ee 79 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 Treasure Valley Wood River McCall PTO Waiting Periods see HANGDOOK cccccccccccccccceceecceccecceeceeeeceeeeeeeeeeeeeeeeeeeeeess Magic Valley Jerome PTO Waiting Periods Policy MV4130 ccccccccccccccccsessseeeceecececccssssseeeeueeeeesssceeeeeeessseeeeueesuaugensessss Float Magic Valley policy MV4149 ccc cssssscccceccceeeseeccceeceaeeseeccceeesseesseeeeceeeeaeaeseceeeeeesueesseceeeeeeeeasseeeeeeseeaenseeeeeeeeaees 80 WEST VG NO aU E A E TE A T AAE A E EA A AE E E E T E T AE E E EAE E ENA ATAN E E A E EE E A A N E cies vee ETO E ce eee Holiday Pay Policy HROZ4 SLAS serar EE E E E E a 81 Hours Only Folic AROS LHS iie a E T S a 82 NCSI ay PrO el 10S ea r N E EE E 82 Incentiv
76. err O 31 Home e Uon E OS e EE EE E E eae eee ee 31 Home Section LaborView Dashboards cccccsseccccssscccsscecsenecccseuececseescessuseesseecessueeecsseceeseuscesauueesssaeeessauseessaseeesaages 32 ETO VSS ON VE a EE E RATE EE EEE A E 33 Changing the Way a LaborView Sorts cccccccsssecccesecccceesceceenecesaueeccseeeceaeneceseaeseeseueeesseueeessaeeesauesessauseessueseesauseessaaeeees 35 Quick Badge SECON sena TN EEE T EEEE ee ee ee ee 36 Login Screen with Quick Badge Only Checkbox cceccccsssscccceeccceescecceecccseusccssaecessaseceseuecessanecesaussceseseessaecesseeessaages 36 Quick Badge ICON from the Toolbar ccescccccsssseccccceeseeccceeeseeeeeeeeseceseaueseceessueeceesssesecesseaaecessauaseceesuaaseceessuaeecessaggeeess 38 Employee Sectio ennnen E E E 39 Searching for Employee RECOMS cccccccssssscccccesseccccceesececssaeeeeeesseeecesseeseeeeesaesseeeesaeaeeeesaeasecessaueseceessanseceessaaseceesageeeees 39 Opening Multiple Employee R COIS ccccccsssccccessccccenscccseneceseeeecsauscceeeuecessaeeeesaueceeseuecessauseeseaecessauecessaesesseueeessaneeees 40 Employee Time Card Screen TCS sccsicciecausscatdcnne cous sekesieaneueedeleeanesautdaulesdensactesuaseubadeesaue yanbdensk lt oneautiesoanansnddesaussaatveamecouesshateanatas 42 EMPONT ETE STOP a e ee ner ya ere er ne ee ene ee rene ee eee eee eee eee ete er ee eee ee 42 Employee TCS Lower Right Pane ccccccssssccc
77. es otherwise press No Yes No Have you taken your full uninterrupted lunch today If so press Yes otherwise press No Yes No Quick Code Process Level Process Level 38 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 If no information is entered into the fields on the Quick Badge page the employee s default information will be used Therefore employees working in their home labor distribution department etc just need to select Save and their clocking will be entered When an employee needs to alter their labor distribution department enter a Special Code or Quick Code they will enter that information before clicking Save Once the clocking information is entered an informational message will appear stating the clocking was submitted Q Once Save is selected the time displayed on top of the screen will be the clocking time The clocking entered will be displayed on the Time Card Screen EMPLOYEE SECTION Employee Use the Employee section to view time card screens calendars clockings requests and other employee related information To quickly access your own information select the My Time Card button under the Employee Navigator section in the left pane Enter your Emgpigyee peaech criteria Last Name Fest Name SEARCHING FOR EMPLOYEE RECORDS Search for employees or access their employee information on the gener
78. ess Access amp Use Description Paid Time Off Employee Helping Employee Pay in Lieu of Benefits Time Off Unpaid PTOFM Calendar Entry SLHS EE Paid Time Off FMLA 105 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 APPENDIX F WOOD RIVER SPECIAL CODES Definitions for each Description can be found in Section V PAY PRACTICE INFORMATION or CTRL Click in electronic version Special IN OU Pay Code T Code Process Access amp Use CBREG Special Code SLHS EE CBEXE Special Code SLHS EE Description r O lt A J ed O s3 J M re Call Back Exempt Call Back In Charge Differential Soecial Weekend Only SLHS EE Extended Shift ncentive Core Staffing ncentive Immediate Staffing n a ncentive Critical Staffing ncentive Temp Site Change ept Orientation On The Job Trainin Suing emp Site Change Travel Time OUT SLHS EE 60 mi O IO o gJ te O 25 Sy O p O gt ms JJ OM te gt L O C O Wn 4 12 el g D O D al 2l 3 D O ra O O D 5 79 c WN 11 12 13 14 15 17 24 27 28 38 29 30 31 32 33 34 35 36 39 37 1 gt O gt y O O 3 gt c ctr M 4 m O op Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 APPENDIX G MAGIC VALLEY SPECIAL CODES Defini
79. g and eyeglasses indicate a Read Only supervisor _ LABOR DISTRIBUTIONS This card displays all of the Home and Alternate Labor Distributions that exist for an employee including the employee s facility and department job class position approved hours status etc _ AUTO LABOR DISTRIBUTIONS This card displays employee hours allocated to specified labor distributions e g departments job classes projects etc by percentage 45 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 EMPLOYEE TCS LEFT PANE Employee Navigator l Employee 1 of 3 b Employee 1034007 L Name Pay Period 08 11 2013 08 24 2013 iF Search hiy Time Card Transaction List Actions Report Favorites Transaction List tems Calendars Clockings Adjustments F Retro Calculator Adjustments Pay Period Only Show Requests The left pane is the main section you will be working in when modifying employee time and handling exceptions Therefore it is important to become familiar with the general navigation and functions in this area EMPLOYEE NAVIGATOR The Employee Navigator is located under the left pane of the Employee section This will display the current employee and their information MOVING BETWEEN RECORDS Once you have selected the records you need to view you can scroll through without searching for them again Use the scr
80. he 8 and 9 keys on the keypad up to one inch away Successful presentation noted by the following e The Valid LED light displays green e The Valid audible tone sounds e The message in the Display Window changes to the first prompt Is this your final OUT punch o If YES press F2 Reader will display Have you taken your full uninterrupted lunch today e If YES press F2 Reader will display Special Code prompt e If NO press F3 Time amp Schedule Application will add 30 minutes to shift for day Reader will display Special Code prompt o If NO press F3 Reader will display Special Code prompt e Wait 10 seconds for the display to indicate Transaction Accepted Unsuccessful registration noted by the following e The Invalid LED displays red e The Invalid audible tone sounds e The message in the Display Window displays the error e No response from the device If an unsuccessful result is noted please see the HR office There may be an issue with badge Please Note e f employee takes more than the 30 minute meal period they will clock OUT for that time or have the option of using 60LCH Special Code to indicate they took a 60 minute meal period instead of 30 minutes e Employees leaving the site must clock OUT while off St Luke s property o If the employee clocks IN OUT for lunch for duration of 30 35 minutes the system will round the clocking back to 30 minutes o If the emp
81. he holiday if so they will need to disqualify the auto generated calendar entry 1 Goto Employee Section gt Employee Favorites 2 Select Add Calendar Employee D Name Sa ae Pay Period 05 17 2015 05 30 2015 Back to Search Results Transaction List Items Transaction List Actions Employee Favorites Save Smet 7 T f 05 25 2015 Pay Code Process Level DQHOL Time Quick Code 3 Complete an Add Calendar Entry using DQHOL Disqualify Auto Generated PTOHL as a Pay ee aes Department 08 00 Code and Hours Units Device Number 4 Select Save g id Requested Reason Worked Memorial Day to catch up on 4 EXEMPT EMPLOYEES WHO ARE REQUIRED TO WORK THE HOLIDAY Exempt employees who are required to work the holiday will complete two Add Calendar Entries 1 Disqualify the Auto generated holiday using Sme O mere the DQHOL code see above Process Level Department Quick Code 2 Add an entry using HLEXE Holiday Exempt to indicate the need to receive a holiday 0 o differential due to the required work Requested Reason 4 Worked Memorial Day as required by Project Manager a 98 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 COMMON EXCEPTION ERRORS When data is entered into the Time and Attendance system exceptions errors can occur and may have different priority levels associated with them _ CALCU
82. heir last shift in the pay period See step by step instructions for employee time card approval on page 61 SUPERVISOR TIME RECORD SIGN OFF PROCESS Each supervisor must log in to review the accuracy of their direct reports time records and sign off on the accuracy of each employee s time record no later than 12 00pm on payroll Monday Per policy IM105 SLHS Leaders are responsible to maintain accountability of the time record with employees Each time record is expected to be reviewed and approved for general completeness and general accuracy All approvals certify that the time recorded is a true and accurate record of hours worked on each of the days shown Departmental and organizational management are responsible for accurately and consistently implementing the pay policies and practices of the St Luke s compensation system Non management staff delegated the responsibility of processing reviewing employee time records or making pay decisions utilizing these pay guidelines must have actions reviewed and approved by a management level individual before forwarding to payroll for processing Per policy IM 105 SLHS In the rare instance in which Department Leadership or a proxy is not available to approve time records due to patient care needs the time records will be interfaced into the payroll system The payroll department reviews all unapproved time cards for exceptions and accuracy before processing For step by step instruction
83. ime Off Shift Canceled Present badge to record clocking Press F2 YES to Final OUT Punch query Press F2 YES or F3 NO to lunch query At the Special Code prompt enter 29 Hours Only Press the ENT key to advance to the Hours Prompt At the Hours prompt if your shift length is not 8 hours the system default enter the shift length followed by 2 zeroes 1000 for 10 hours 1200 for 12 hours 600 for 6 hours etc Press the ENT to complete Hours entry if needed Wait for Transaction Accepted or press ENT until Transaction Accepted appears In situations of down staffing low census call off employees may e Initially record their non worked down staffed time as Hours Only e Within the same pay period later modify the Hours Only to PTO low census as needed to complete their FTE requirements Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 MULTIPLE SPECIAL CODE ENTRY lt lt Up to five different special codes may be entered at the Badge Reader At first Enter Spec Code prompt enter one code then select ENT Enter Spec Code 2 will appear Only one Special Code can be entered at each prompt The Enter Spec Code prompt repeats for additional entry Using Multiple Special Codes Beginning of Shift with two Special Codes End of Shift with two Special Codes Back to Table of Contents
84. isability caused by an employee s own illness or injury according to how many hours an employee has in his her disability bank e ESL days are days an employee was scheduled to work but PTO waiting periods may be waived if hospitalized or outpatient surgery has occurred e ESLis paid at employee s base hourly rate Night shift differential is paid in addition to ESL hours weekend shift differentials are not TREASURE VALLEY WOOD RIVER MCCALL PTO WAITING PERIODS SEE HANDBOOK o 480 520 hours 16 hours of PTO used prior to ESL o 241 479 hours 24 hours of PTO used prior to ESL o 0 240 hours 32 hours of PTO used prior to ESL MAGIC VALLEY JEROME PTO WAITING PERIODS POLICY MV4130 o 500 hours O hours of PTO used prior to ESL o 400 499 8 hours of PTO used prior to ESL o 300 399 16 hours of PTO used prior to ESL o 0 299 24 hours of PTO used prior to ESL 79 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 FLOAT MAGIC VALLEY POLICY MV4149 e Eligibility Magic Valley employees scheduled in a home unit and floated to another unit will be eligible for internal or external float differential for all hours floated based on the groupings set forth in the policy See policy for detailed information on eligibility competency expectations and deployment e Entry Entered as a special code by employee e Float is considered a reassignment from staff person s scheduled
85. lass C IN b Sun 12 29 2013 4 66 AN enn RAN NE 2 gt Li ix r em PEE API Healthcare List Selecto 15 XI 5 5 Search jee eyes General Notes Not Continuous With Previous Shift My Time Card Date PromptH fi 2 29 2013 o i Pay as Sick Skip Sick Spell Processing Force Payment of Evening Shift Differential ia Pay Holiday Worked Transaction Order if Force Payment of Night Shit Differential F 7 j Force payment of Overtime All types of Add Calendar Special Code 1 oT Force payment of Special Pay Special Code 2 Pay Submitted Holiday Special Code 37 Badge Management Labor Distributions Special Code 4 A Force Payment of Weekend Incentive Post the shift to the next day L a 27 Post the shift to the previous day E Action Special Code 5 Employee Sections 2 M Remove Holiday Pay Straight Time A oy eh Bookmarks Override Code User Shift Remove Shift Remove payment of Shift Differential P Remove Payment of Called In Minimum ma 3 Ro Dif Employee LaborView Supervisor Laborview Remove Spec Remove payment of Special Pay Report Favorites 7 Remove Yfeekend Differential Report Favorites do not exist Requested Reason sanaa esas 94 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 NARROWING AN EMPLOYEE SEARCH WITH SHIFT CODES In large departments with multiple supervisors setting up
86. lock Calendar entries are used to record time off the clock like PTO On Call Available Pay etc ADD A CLOCKING 1 Inthe left Employee Favorites pane select Add Clocking 2 Enter the appropriate information Date Required Time Requires Special Code only if needed Requested Reason 3 Select Save d User Shift Answer serves as the Lunch Attestation Field If the clocking being recorded is the OUT punch for the shift and the employee received a full uninterrupted meal period select YES in the dropdown field This field is not a required field and is easy to miss Please fill it in a Oe S2 v ps 12 2014 The calendar date of this clocking More Employee 1080005 L Name Jiwe Gamis Time Quick Code i fae ii 41530 _J Een ees Special Code 1 Facility August 2014 Today Special Code 2 Department Sun Mon Tue Wed Thu Fr Sat c 277 2 2 30 314 8 02 Employee Favorites Sos Bots a Special Code 3 Device Number ___General__ Monthly View m oo 06 07 08 09 wes Special Code 4 User Shift Answer Employee Actions a Special Code 5 Employee Sections a Report Favorites do not exist Forgot to punch out on Tuesday d When viewing the calendar in the right pane the current pay period appears in a brighter yellow shade This is a quick way to acknowledge what the current pay period is Always enter four digits for the time By
87. loyee is clocked OUT for more than 35 minutes actual time will not be taken the system will round to the nearest quarter hour o Ifan employee clocks OUT during the day for less than 30 minutes that time will be filled back in and 30 minute auto deduction will not be applied 16 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 TIPS FOR NAVIGATING BADGE READER e Use ENT to advance through prompts e Use CLR once to clear last entry twice to clear whole transaction Present Badge appears e fa mistake is made present badge again within one minute to correct error e Note which Special Codes require IN OUT entry in Special Codes table on Badge Reader poster e Badging OUT of home department is unnecessary when floating to a new department Simply badge to new department The application will automatically generate an OUT clocking of the last department e When transferring from an alternate department back to home present badge then enter Home Department number at the Department prompt u A poster with site specific Special Codes and Department numbers will be placed next to each Badge Reader to help with clockings 17 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 CLOCKING EXAMPLES The following tables represent typical Badge Reader clocking scenarios employees might experience ROUTINE CLOCKING Working
88. mply check only those requests that you wish to either approve or deny and use the Approve Selected or the Deny Selected buttons 57 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 APPROVING PTO OR SICK TIME FOR EXEMPT EMPLOYEES PTO or Sick time requests must be approved before approving the time card 1 With the employee s time card open place a check mark next to the request to add a calendar request Open the Transaction List Actions card in the left navigation bar click on the red arrow Select Approve Selected Select Calc Me Now to update the employee s time card to reflect the change Select Approve Time Card from Employee Favorites menu Ea Reports Actions Preferences Help LogOut m AA U N Employee Navigator Employee 1097009 O m Name Michael Anderson Transactions Pay Period Oe re Oo Wed 08 13 2014 08 10 2014 08 23 2014 i Gat 08240014 Search My Time Card Transaction List Items Transaction List Actions 2 Approve Entire Selected Approve Selected Delete Entire Selected Delete Selected Deny Entire Selected Deny Selected Pending Review Selected _ Set Requested Selected _ Employee Favorites General Monthly cS The Benefit Balances card in the center pane provides information on each employee s PTO and ESL balances It syncs with myBC every pay period
89. n On call pay continues when called back in to work along with call back pay DEPARTMENT ORIENTATION ON THE JOB TRAINING POLICY HR201 SLHS 85 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 e Eligibility Non exempt employees with approval by department leadership e Entry Entered as a special code by employee for Department Orientation On the Job Training not to be used for New Employee Orientation e Hours recorded are considered hours worked for the purpose of the overtime calculation OVERTIME POLICY HR103 SLHS e Eligibility Non exempt employees with approval from department leadership or designee Prior approval of immediate supervisor is required Unauthorized overtime is subject to disciplinary action e Department leadership may ask employees to work overtime based on business need e Employees will be paid overtime for hours worked beyond their 40 regular hours scheduled in each workweek Beginning 7 a m Sunday and ending 6 59 a m the following Sunday e Overtime is paid on worked hours only and calculated as it is incurred not on PTO or ESL Call back hours not used in calculating hours toward the 40 hour workweek Combines with applicable incentive pays but does not pyramid with pays that are equivalent or better PAID TIME OFF POLICY HRO37 SLHS e Entry Entered as a calendar entry by employee e Used for vacation holiday and short term illnes
90. n Time and Attendance Supervisor Guide 8 3 15 BOOKMARKS These are shortcuts that can be used to execute commonly used features Bookmarks will also appear in the lower portion of the left pane on all other screens in Time amp Schedule Solution PC Portal HOME SECTION LABORVIEW DASHBOARDS Sow scvow ioavew onuoups On the right side of the Home section cards representing Employee LaborView are visible to users with Supervisor or Editor rights Expiring Licenses do not exist cCritical 10 Warning 21 Handled Warnings 5 Binformational 6 Handled Informationals 18 Pending 0 Nothing Choose a Pay Group Instance All Current kd EMPLOYEES WITH EXCEPTIONS COUNT The Employees with Exception Counts card displays the number of a supervisor s employees who have Critical Exceptions handled or unhandled Warning exceptions handled or unhandled Informational exceptions Pending exceptions or no exceptions nothing in the selected pay group instance Each bar is a hot link to a detailed LaborView for that issue 32 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 EMPLOYEE PENDING REQUEST The Employee Pending Requests card displays a graph indicating the pending requests awaiting supervisor approval in the selected pay group instance Clicking on the graph will link the supervisor to the Pending Requests LaborView EMPLOYEE LUNCH RESPONSE
91. n Employee Favorites Employee 1030005 L Name Jose Garcia Pay Period 0A202014 04042014 a 60 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 5 The following screen will pop up Select I Agree 8 API Healthcare Sign Off Approval Microsoft Internet Explorer provid 2s attest that have accurately recorded and reported all hours worked and that have received the meal penods for which am entitled or properly reported exceptions Further have not falsified or misrepresented this time and attendance information TAoree Cancet sign of Cancet d If you are signing off from home you may need to make sure your Pop up blocker doesn t interfere 6 If you make any adjustments to your timecard after you sign off the sign off will be canceled Please sign off AFTER your last OUT punch for the pay period 61 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 SUPERVISOR TIME CARD APPROVAL If you are reviewing requests daily approving your employees time cards at the end of the pay periods can be simple APPROVING ALL TIME CARDS VIA EMPLOYEE LABORVIEW Once all requests have been approved or denied follow these steps 1 Select Employee LaborView from your Bookmarks or the Actions section Employee Navigator 4 Employee 7 of 10 Employee 1098007 Name Robert Carpente
92. n Symbols bas Calendar add request mi Calendar delete request BO Calendar change request Clocking add request Clocking delete request Clocking change request 56 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 TO APPROVE OR DENY A REQUEST FROM THE TRANSACTIONS LIST Employee requests can be either approved or denied by using the Transactions List This is the only method that allows you to see how the request will affect other transactions for the employee because all transactions are visible in the Transactions List This is also the only method that allows the approver to select and approve multiple requests at the same time 1 Select the transaction s you want to approve or deny by selecting the check box next to the transaction 2 From the Transaction List Items on the left pane click either Approve Selected or Deny Selected Home Quick Badge Employes i Employee Navigator Transaction List Items Transaction List Actions Approve Entire Selected Delete Entire Selected Delete Selected Deny Entire Selected Deny Selected d Buttons that have the word Entire will approve all days that were entered in a request for multiple days even though you may have only selected one of the days by checking its box in the Transactions List To assure that you only approve or deny the requests that you want regardless of how the request was created si
93. nd Attendance system ELEMENTS OF A REPORT There are some common tips for running reports to keep in mind e Torunareport click the open folder symbol next to the one you want e Enter criteria to meet your report needs specifically selecting only the necessary departments e The Change Parameters button is located on the left pane after the results It allows you to change the criteria of the report e Initially most reports will display a snapshot of the entire report in the right pane and a number of options that can be done such as Exporting to PDF or Excel format in the left pane To be sure that you are viewing the entire report always select the Export button in the left pane and make sure that PDF is showing in the window This will ensure that you are viewing the full report in PDF Once in PDF you can print the full report or selected pages if you have access to a printer or perform searches against the entire report COMMON REPORTS SUPERVISOR HOURS BY PAY CODE Reports gt Time and Attendance gt Supervisor Hours by Pay Code This report displays employee hours assigned to each pay code Depending on the criteria selected this report can drill down to the employee level or display earnings and hour amounts for organization units for employees assigned to the supervisor running the report TCR ARCHIVE Reports gt Audit gt TCR Archive This report displays employee time card information for a specific
94. nsaction List Actions Tue 1A232014 19 13 3 Enter free text in the Predefined Note Code field or click on the list selector koe to choose from pre defined values 4 Enter the subject and text if not automatically populated 5 When information is entered and ready to be submitted select Save WV d Notes will be visible specifically on the transaction in the Time Card Screen They will be located to the left side of the transaction They are maintained indefinitely 55 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 USING MONTHLY VIEW SUBMIT A CALENDAR FOR NON CONSECUTIVE DAYS Under the Employee Sections select Monthly View Press CTRL on your keyboard and select the days you want to enter calendars for In the left pane under Employee Actions select Add Calendar Enter the appropriate Pay Codes and required fields eS eS Select Save SUBMIT A CALENDAR FOR CONSECUTIVE DAYS Under the Employee Sections select Monthly View Press SHIFT and select the start and end dates for which you want to submit a calendar entry In the left pane under Employee Actions select Add Calendar Enter the appropriate Pay Code and required field ee SS a Select Save APPROVE OR DENY AN EMPLOYEE REQUEST e oo Requests may be submitted into the Time and Attendance system and as a supervisor you will need to approve or deny employee requests Commo
95. nsus call off employees may e Initially record their un worked down staffed time as Hours Only e Within the same pay period later modify the Hours Only to PTO low census as needed INCENTIVE PAY PROGRAMS These pay programs are used as an incentive and are not intended to be used on an ongoing basis but rather used prudently as needed for extenuating circumstances Incentives are used at the discretion of department leadership are not automatic and are not negotiated by employees Non direct patient care hours are excluded from incentive pay Required eligibility and thresholds must be met INCENTIVE PAY PROGRAM CORE STAFFING POLICY HR105 SLHS This pay is for shifts posted with Core Staffing Incentive designation Posted during development of department work schedule and may remain open until 24 hours prior to start of shift or closed at management discretion Intended to fill a vacant slot bring to core staffing levels but does not have to be used open shifts may be posted without incentive Regular or overtime hours must be recorded in addition to the Core Staffing Hours Eligibility Non exempt employees with appropriate approval as specified by site in policy HR105 Entry Entered as a special code by employee Shift differentials apply and hours are included in overtime accruals 82 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 INCENTIVE PAY PROGRAM
96. oll arrows Pio access employees Selecting earth returns you to the search screen Employee Status Code The L symbol displayed next to the Employee Number identifies the status of the employee within the pay period The 2K symbol indicates the employee s time card has been approved TRANSACTION List GRID ITEMS This is the next section displayed in the left pane of the Employee section if the Transaction List has been selected for displaying the time card transactions You can select by selecting the check boxes what you would like to see displayed on the employee s Transaction List Pay Period Only When checked which is the default you only see transactions for the pay period specified in the pay period displayed in the Employee Navigator area at the top left of the TCS When unchecked all transactions are displayed starting with the day prior to the beginning of the pay period displayed in the Employee Navigator area This allows you to see any requests that may have been submitted or approved for the employee in any future pay periods Back to Table of Contents 46 Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 The Transaction List Actions work directly with the Transaction List Approve Entire Selected depending on the entries selected on the Time Card Screen Approve Selected l It is important to notice the similarity among buttons in this section for Derete Entre
97. olution Time and Attendance Supervisor Guide 8 3 15 EMPLOYEE TCS LOWER MIDDLE PANE Exceptions Exceptions do not existfor this pay period Benefit Balances Labor Distributions Auto Labor Distributions Y EXCEPTIONS This card displays a summary of all of the exceptions currently generated in the pay period being displayed This includes any handled exceptions BENEFIT BALANCES Benefit balances for each available benefit plan are displayed in this card The employee and or supervisor can see the beginning balance and the ending balance which takes into consideration any transactions that have taken place in the pay period being displayed REQUESTS This card summarizes all clocking and calendar requests made by the employee in the pay period displayed Clockings and calendars are listed in separate cards In addition when a request is either approved or denied it is moved from the requested card into a separate card which contains approvals or denials This card summarizes all transaction notes pay period notes and requested reasons that have been entered for the employee during the currently displayed pay period _ SUPERVISORS This card displays the names of any employees who have a supervisory role over the employee whose time card is being displayed It also indicates in the left hand column an icon that identifies the type of supervisor Blank means Approving a pencil indicates Editing Timekeepin
98. on CALL BACK PHONE POLICY HR102 SLHS Eligibility Non exempt employees with approval from department leadership or designee Entry Entered as a special code by employee Hours recorded when employees are on call and contacted for work related consultative questions that do not require them to return to the facility Paid at call back pay for actual phone time spent resolving the inquiry Employees must document the event through comments section Phone Work on call is paid the same as Call Back but the 2 hour minimum does not apply See policy for details about how to record round this type of phone work 76 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 CHARGE IN CHARGE PAY TV WR POLICY HRO22 BMW MV JEROME NO POLICY If an employee is assigned the responsibility of the supervisor for an extended period of time and required to fulfill all related duties he she may be eligible to receive in charge pay Eligibility Non exempt and exempt employees with approval from department leadership Entry Entered as a special code by employee Different codes used for TV WR and MV Jerome McCall An employee that is assigned supervisory management responsibilities for weekends for an off shift vacations etc will be eligible to receive in charge pay The employee must supervise others and be accountable for all normal activities of the shift It may be authorized in one
99. our work four hour work period period Breaks Must take in middle of four hour block Can take break at any time Meal Period May provide 30 minute unpaid Must provide 30 minute unpaid meal period meal period for each work for each work period of six or more hours period of six or more hours The above is as business need The above applies to St Luke s employees allows based in Oregon Idaho based employees fall under Idaho guidelines ON CALL POLICY HR102 SLHS Up to 64 3 00 per hour Eligibility Non exempt positions pre scheduled for existing on call shifts with approval from department leadership or designee Entry Entered as a calendar entry by employee or department leadership if employee is unavailable On call status will apply when an employee is subject to being called back to the facility when he she is not actually scheduled to work Employees who are on call receive On Call Pay in three tiers as defined in the table below On Call Hours Per Pay On Call Pay On Call Pay During Period Call Back 3 00 per hour gt 64 to lt 100 5 00 per hour 3 00 per hour 100 or more 6 00 per hour 3 00 per hour Employees who are on call must be accessible and able to report to the facility within the time period established by their department This is not intended to extend a shift Failure to meet the commitment of an on call shift is considered an absence occurrence and PTO may not be used in this situatio
100. pay range allowing supervisors to view and export information from a previous pay period SUPERVISOR TIME CARD REPORT SUMMARY Reports gt Time and Attendance gt Supervisor Time Card Report Summary This report displays information on the employee s transactions during the specified date range The fields displayed may include the transaction details depending on the criteria selected e Calendar Clocking or Adjustment e IN OUT times with any Special Codes e Labor Distribution e Clocking pair total for the posted day e Total accumulated hours e For each employee a listing of hours by pay code e Benefit balances 66 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 SUPERVISOR CHARGE BACK NON HOME EMPLOYEE DETAIL Reports gt Supervisor gt Supervisor Charge Back Non Home Employee Detail This report displays the hours dollars and or units charged to the organization unit for non home labor distribution employees who worked in that organization unit during a specified date range REPORT FAVORITES The Report Favorites list allows users to quickly access the reports they generate most often When a report is included in the list the user needs to click on the name of the report to either open the setup screen for that report or to automatically generate the report using the default settings ADD A REPORT TO FAVORITES 1 From the Reports section open the re
101. port by clicking on the folder to the left of the report name 2 Inthe Report Favorites box in the left pane click on the Add button Report Favorites Add Report Favorites do not exist 3 A screen is displayed to fill in some of the parameters of the report l m Eas a Reports Actions Preferences Help f LogOut Bookmarks Specify the following report favorite parameters Employee Laborview Name Supervisor Critical Exceptio Execute Now Save Report Favorites do not exist Facility End Date 10 24 2013 Start Date 10 24 2013 2 The fields displayed depend on the report selected 4 Enter the name of the favorite report The field defaults to the name of the report but this can be modified Each favorite report must have a unique name so if different versions of the report with different parameters are set up the name must be modified 5 In the Execute Now field indicate whether the report should be created immediately when the report is selected from the Favorite Reports box in the left pane 6 If YES is selected the report is immediately generated using the default parameters The set up screen will not display la d If there are dates included in the report configuration it is NOT recommended this option is chosen 7 If NO is selected the report opens to the set up screen The user can then add missing parameter values or updat
102. pproval that work within specific job codes and departments during night shift hours receive incentive pay in lieu of Night PTO Please note Pay practice is in sunset phase WR employees are now eligible to earn night PTO JEROME LABOR amp DELIVERY DAY amp NIGHT Eligibility Only Jerome RNs working in process level TFO6 and department 2511 Jerome Labor amp Delivery are eligible Entry Entered as a special code by employee All productive time Is eligible for Jerome L amp D differential while all non productive entries are not eligible JURY DUTY BOISE WR MCCALL HANDBOOK MV J HR4151 e Entry Entered as a calendar entry by employee or department leadership e Jury Duty leave is not considered time worked for the purposes of calculating overtime e TV WR McCall Jury Duty If the employee is classified as Full Time Part Time Level III or Il and is required to serve on a jury he she will receive regular pay for the regularly scheduled workdays for time required The employee will keep any money earned while serving on jury duty 83 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 MV J Jury Duty Any eligible employee summoned to serve as a juror shall be granted time off with pay to fulfill obligation Employees will receive regular straight time pay for hours actually served or for hours employee was scheduled whichever is less PRECEPTOR DIFFERENTIAL
103. r Pay Period 08 10 2014 08 23 2014 i Transaction List Items Transaction List Actions Bookmarks 2 Select All Employees from the Choose a LaborView drop down menu Employee No Name Answer Shift Count EJ Kirk McDonald Harold Henderson Sherice Williams Gaga Choose a LaborView Lunch Responses Jose Garcia Joan Edwards Robert Carpenter Alfred Edison Michael Anderson Gada Alice Davis E Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 Nn DDOD DODDODDOD 62 3 Click the checkbox next to Name and choose Approve Time Card This approves all your time cards at once unless there is an unresolved exception or request Actions Employee Employee _ Unapprove Time Card g Last Name First Name a 8 8 E J K a Ss oka ce cme ofa o El D R DD DDD OD D El Moo oc oO nooo opd com ops CO SC co So 4 Allthe approved time cards will display the icon inthe status column in LaborView unless there are unresolved exceptions or requests Warning Messages e Approve Failure The following employees have critical exceptions Sandy Kingsley Jose Garcia Joan Edwards Alfred Edison The following employees have pending requests Alfred Edison The following employees are already approved Robert Carpenter Employee Employee Paid Total Total Last Name First Name j Hours Ovt
104. rerreesssrereeesssererrees gt 10 EPA el A EOE EE eaea E E A E E E E E E E E EE 11 AvE PANY ee A E E E E E meeeeuseadess 11 SUN a E E A E AA E N E T E E E E E EE A A AE A A A 11 Me al Period Parameter S ceiien ee eee en 12 Time Record Approval amp Accountability Policy IM105 SLHS replacing MV policy 4156 osssssnnsessssenennsssssrrereesssserrene 13 ean E A EE E A E E TENE E EE E A E NA E E PEE A AA E A E 13 Supervisor Time Record Sign Off Process sssscccccsssececceesseccccaesseccesaueeceesaaseeceeseeeeeceesaeseceeeseeuseeesseeaseeessuaaeeessagaeeeeees 13 BADGE READER carak ae a ssa answer row E eran A N E tare re unre rere ne A 14 Badge Reader OO tPA Os ecen sentence c tee eacaveet corer usoaenten suaeecte tacos EEE EAEE EAEE AER EETA EEEE 15 Badge Reader Presentation ce cen eeu scecesencecenpeuisncmaneseceaneeeceansarevarnnuesosusarssasaneueceounerssucnaveacamnracsaa sacateneunatesnsaaeetearmredsernaeeecored 16 Tips tor Navigating Badge FAC esicccccaceineccesc sacncesassentoacoassecoioand dinauenaiernaneausacsandeesatannsonianracesidanesessaasnonesoavae A aA 17 OCKE EKDI ES ee i E E E EE E E 18 ROUNE CIO K E aaa E E EE A E E E O E E 18 Special Code Entry Call BACK ats nmapeeninccrsauticene suoaacanaciecatsnsaydcintondhaueuaenecousant EE EEE EE aE A EEEa 19 Special Code and Regular Shift Combined ccccccssssecccceeseeccccaeeeccecaueeccesaeseceseeeeeeceesaeeeeeesseaaseeeeeaeaeeessaeaeeeessagaeeeeees 20 Special Code Entr
105. riods 30 minutes is registered on time card between the 5 5 6 hour for shifts that are greater than 6 hours in length 30 minutes is registered on time card for last 30 minutes of shift if the shift is 5 5 6 hours in length Employees who don t want negative impact to their differentials can use actual clocking if they would like so that the meal period is applied during a more favorable time They would do this by clocking OUT for lunch If employee clocks IN OUT for lunch for duration of 30 35 minutes the system will round the clocking back to 30 minutes If an employee clocks OUT during the day for less than 30 minutes that time will be filled back in and 30 minute auto deduct will not be applied Answering the lunch question at the end of shift is mandatory Employees will see a Critical Exception in the PC Portal if they do not answer the lunch question on their out clocking This must be corrected before pay period close See page 54 for instructions 12 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 TIME RECORD APPROVAL amp ACCOUNTABILITY POLICY IM105 SLHS REPLACING MV POLICY 4156 EMPLOYEE SIGN OFF PROCESS Employees are required to approve their time record before their supervisor can approve their time record To facilitate supervisor approval before 12 00 on payroll Monday we suggest employees approve their time record after their final OUT punch on t
106. rship e Report to manager as soon as possible any badge not working or lost and obtain a new badge Report any time clock that is not working to the IT Help Desk e Employees will notify manager of any missed clocking by entering a clocking request Missed clockings may be investigated to determine the reason o Was the badge or clock working If not did employee notify supervisor IT Helpdesk o Did employee submit a clocking request to address correction o Did the employee know how to clock in using the appropriate code If not was the employee trained retrained o Isita pattern for the employee to not clock in and or not use the appropriate codes 10 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 EXEMPT SALARIED EMPLOYEES e Exempt employees will not clock IN OUT and will access the Time amp Schedule Solution PC Portal to Add Calendar for exceptions only such as PTO unless working in a non exempt hourly second position e Exempt employees will access the Time amp Schedule PC Portal to Sign Off on their time card once for each pay period e Exempt employees are not eligible for overtime Employees with an exempt first primary position and non exempt second position may work up to a maximum of 20 of their hours per pay period in the second non exempt position This includes all worked hours Regular Call Back etc in the pay period Employees are not eligibl
107. rvisors to determine whether the employee time card is ready to be approved This report can be printed out and or emailed to another supervisor ad To Print Time card Use Time Card Report 48 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 EXCEPTIONS AND MESSAGES When data is entered into the Time and Attendance system exceptions can occur and may have different priority levels associated with them _ CALCULATIONS EXCEPTIONS Messages generated by the system during the calculations process indicating that an employee used a transaction that does not conform to the normal rule calculations CLOCK POSTING EXCEPTIONS Messages generated by the system during the posting process indicating a problem occurred when the system tried to move data that was entered by an employee at an input device onto their time card LEVEL OF EXCEPTION MESSAGES Critical Messages Employees are not paid for the pay period if a critical message is not corrected a critical cannot be handled For example An odd clocking occurs if an employee enters their time at the beginning of the day but does not enter an end time The system will generate a critical message because there is no designated block of time to which the pay policy applies 23 Hour Rule The Time and Attendance system will detect a punch in the following 23 hours of the initial punch to find another punch to pair
108. s Access amp Use Description 3 j 16 Differential Charge 23 Differential Preceptor i 5 i 5 5 21 Differential Jerome L amp D Da 22 Jerome EE Differential Jerome L amp D Nigh 34 ept Orientation On The Job Trainin 11 CBREG Special Code SLHS EE Call Back Regular 12 CBEXE Special Code SLHS EE Call Back Exempt i Call Back In Charge OI IM lan gJ Q O 25 Sy O 3 a O s ms w w n D D s pri D D S 2 a ducation Voluntar m m x ct D Q D Q n y L O Cc lt s 74 O ncentive Core Staffin ncentive Immediate Staffin ncentive Critical Staffin ncentive Temp Site Change vi 9 oO 3 g O gt O O gt WN WN 36 PHWRK Special Code SLHS EE Phone Work not on call 39 REGST Special Code SLHS EE Sitter Time TSCTT Special Code SLHS EE Temp Site Change Travel Time 60LCH Special Code SLHS EE Lunch 60 minute Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 APPENDIX I SYSTEM TREASURE VALLEY ELMORE SPECIAL CODES Definitions for each Description can be found in Section V PAY PRACTICE INFORMATION or CTRL Click in electronic version Special IN OU Pay Code T Code Process Access amp Use Description Both CBREG Special Code SLHS EE Call Back Regular Both CBEXE Special Code SLHS EE Call Back Exempt Both CBCHG Special
109. s for assigning proxy on page 69 Payroll will begin close process at 12 00pm supervisors will be locked out of the system at this time to avoid disruption to the system wide payroll close 13 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 BADGE READER Badge Readers will be available throughout St Luke s facilities typically placed in areas with high employee traffic Time and Attendance Display Window Valid Invalid LED Lights Keypad Yes Key No Key Proximity Sensor Clear Key Enter Key _ DISPLAY WINDOW The Display Window displays the current date and time Prompts for data entry also display in the window VALID INVALID LEDs The valid and invalid LED indicators light to signify valid and invalid entries An invalid entry will display a red LED a valid one displays green _ KEYPAD The keypad is used to enter additional information at the device such as moving to a different department during a shift NUMBER PAD Used to record values at the displayed prompts CLR KEY The Clear Key is used to remove information currently displayed on the device ENT Key The Enter Key is used to save the entered data or to move to the next prompt YES KEY The F3 key will serve as a NO in response to Meal Attestation prompts PROXIMITY SENSOR The proximity sensor that reads the chip on each badge is located beneath the 8 and 9 keys 14 Back to
110. s or injury e PTO based on employee s regular work schedule and at his her base hourly rate e Shift differentials are not paid in conjunction with PTO hours e PTO hours may not cause a single workweek to exceed 40 hours except as below and are not used in overtime accruals e PTO may contribute to a work week exceeding 40 hours if e It was incurred occasioned used early in a week and the employee is required to work more hours later e It was used in a down staffing situation and the employee is required to work more hours PTO VACATION e Used for regular time off that does not fall into one of the itemized categories Used for any vacation days or missed work due to sick child appointments or personal reasons PTO HOLIDAY e Used for paid time off on one of St Luke s six recognized holidays e Exempt employees will use HLEXE calendar entry to override the auto generated Holiday PTO PTO SICK e Entry SCKTM Sick Time entered as a calendar entry by employee or department leadership PC Portal will calculate PTO Sick or ESL based on disability banks 86 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 e Used for employee s own illness The PTO waiting period applies before one can access ESL Extended Sick Leave PTO EMPLOYEE HELPING EMPLOYEE e Entry Entered by department leadership with approval from the Payroll Human Resources Depar
111. seccecaeseecceeseeseceeseeseeceeseeaseceesaeaeeeesaeaeeeessagaeeeessaaes 95 Sene UI IN COO a E E E E shacautaasen ai seasnaaeeusdagcsacubaneaneannecieeasnoaeseaseecepe vances suasnnad 95 Using Shift Code to Narrow Employee List ccssscccccssseeccccsssccccseeeceecssesecceesaeseceessueeeeesseeaseeeesaauseeeeseenseeessanaeeeessaees 96 Entering and Correcting PTO HOMGAYS x sscsccesssiasauesaeravnpsowesntsconnvaesssbesdendcarakeaneunsaysusyjetnsssmmsdtadearscesasvantiesonvaavanoassausoeeaseansaweds 97 Hourly Employees who Work the Holiday sidicessceersnsccesassncendoassatedecasdavbaecssdabecessiedveseudidanensessuadesbedecassaubonsactabenenditeedssartacess 97 Hourly Employees who Do Not Work the Holiday cccccccsssssecccceseececceesecceceeeeccesseeeceesauaueceessuaseceesauaeceesauaesessagagees 97 Exempt Employees who Do Not work the Holiday cccccccssssecccceeseececseesecceeeaeecceseeeseceeseueseceessueseceesaueeceesauaesessaganses 97 Exempt Employees who Work the Holiday ccccccssscccsseeecceeecccensccceenecesseeceseeeesseeeeessaecesseuecesaaeeeseaecessauseesaauseesaases 98 Exempt employees who are Required to Work the Holiday ccccccsssccccessecccensccceeseecseecceseusceseaeceeseaecesseuscessasseesaages 98 COO EXC CIE ONS eaae N E TE E E E EE E E OE 99 SUS VISOF ISLC EONS casas scoovtevrasdeetaieiaaiwenttartacevnasraideensaiveaiesaiaGiaesaprainnyntacay acta unseryeiinaesauncaseyidreaiaisan
112. senssssreresssrersssrrersssreresssreresssrerosserressserreesereressererossrrressreresssrerossereressreressseeossereees 62 Approving All Time Cards via Employee LaborviewW csscccccssssecceccesseccecceeseccceaaeseceeseaeeceeseaesscesssaasecesseaaeeeessaaeeeessaees APDIOVINE Employee Hime Card Via MCS sccucesisacvascdvvnessbacacunssoreageaesnestesenaiisesponsanvageerannsyaisanvoseauuiersadunsuecaavaceaseneesesaneideeryaneds PEN OS N seats ce ac onc seas we asap eae nad tata caus ana ant EE E on aslaven gi esa EN R PO SE O een E E ionnca E onward wumanseniiianseanttanataanicderace ae aeace R 66 EEEn OAR ONL e a E E E E E E A 66 CONNOR T r E E E E E e a 66 Supervisor Hours by Pay Code cccccsssccccsseccceececcanseccsenseccaeeecesaueeeeseneeessaeeesaueeeeseueeessaueeessuseesauscessuaeesseaesessaseesansessaes TCRA NIVE arene EAE EE EENE AA AE E AAEE EE E E AE Supervisor Time Card Report SUMMALY ccccssscccssseccceseccccenscccseecesaeceesenecessaneceseuecesseueeesaueeeseaeeesseuseesauusessaaseessansessges Supervisor Charge Back Non Home Employee Detail ccccccsseccccsseccceecccceeecccseecccaeuseessaeceeseuseessaeeesseueeeeseeeesaeeeesaes ae ee aE E I A E E E E PE E E EE E E E E E Adda R DOT FO IVONNE oenen are a T E E EE E aS ACUN SE CEIONN e AE E E E AE O E E N EE EE AA E 69 PSO OW All i a aE E EE E E E Approving Time Cards at the End of the Pay Period ccccccccssseccecceeseccecseeseceecaeeececcsaaecees
113. short list of standard options for a field such as Yes No Before After Home Non Home Both etc _ READ ONLY ACCESS Appears in text fields that are not editable rev ASTERISK Appears next to fields to indicate that a value must be entered required into the field before the record can be saved a List SELECTOR Click this icon to view and select listed values or to open a search area on the bottom of the screen Flew HELP Rest the cursor on this icon for an explanation of the field Click the icon to open the Help page for additional information Use this icon when the right pane Help is not available 30 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 HOME SECTION In the Home section there are two areas to explore the Home section cards and the Employee LaborView HOME SECTION CARDS Beneath the tool bar to the right of the screen are the white bars referred to as cards The cards displayed in the Home section are My Announcements My Unread Message My Transaction Requests My Calendar Month View and My Bookmarks The red arrows on the far right of each card are detail buttons Clicking on the red arrow will display the details of that specific card In the image below the My Announcements card is open note the red arrow is pointing up OL oe Good Morning SuperTA1099 My Announcements 1 Importance Announcement Welcome to the Time
114. sites Entry Entered as a special code by employee Depending on department needs and staffing department leadership may request staffing support from other sites via this program Intended for extenuating circumstances after exhausting other staffing options Not intended for second positions or routine floating coverage Unless an exception is agreed to by both leaders employee expected to work their normal schedule in their own job s in addition to temp site work For sites equal to or greater than 75 miles one way from the employee s home work location Worked hours will accrue toward overtime incurring site pays Program does not combine with other pay programs such as incentives on call or call back PTO hours stand alone and may not be used for work time at another site Temp Site Change Travel Time special code should be used to track time spent by an employee traveling in connection with the Temporary Site Change program Time is considered worked time is compensable at straight time and does not accumulate to overtime 90 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 TRAVEL PAY GUIDELINES POLICY HR216 SLHS e Eligibility Non exempt employees with approval from department leadership Exempt employees do not count hours and claim no additional time for travel as it is already covered in their salary e Refer to policy for details and examples WORKERS
115. sssseccsecccseececaeneeceeaesceseueseeseecessaeeessueeeeseuecesseeeessuesesseseessenseessaeeessages 43 PANE SIV OS a E E vageaeeyscavencereeysuanameeceandancaegansseseovaneaveavuaieaseostanceaniae 43 Employee TCS lower Middle ca eee ate en ne EE T ee eee eee ee eee 45 Employee TCS Let Paine sorciu E AE AEE 46 FY OFC U OAS os sre setestsceravters cesar eannna rons vin auaeuenaenasyannaecaceancapeseuntvacqansaesatenvaupeautauvansamnacqaasaneansaemaeae aan ceseren enceaevaueaceansansequns 48 Employes SECHS correria none een nth E eee ee ee eee ee ee 48 Exception cand Messa2ES oiae ane nt earner een et eee ee meee eee eee eee ae een ee ner ae eer 49 AVE OP Ex COTO IOS Se S r E E valt one sui E EE T EE kant an vanoaneat tus EE 49 Handling Exception Messages ds ccasnntacscnsacenglawscmeesvasdapsduasatnedsasansdd dontancatbadaessaevasentinsiandauenbeusebsdeeiianvenbedweideneiaavsecesseantadendia 50 Step by Step Directions Handling asessttsr esp se curse te Sa oyna east ev aescare ewes aa aga eva va ere aE seen eae sated nes Sedat eee 50 Adding Correcting and Deleting Clockings and Calendars ccsccccccsssscccceeesscccceaeeececcaeeeccessaeeeeeessuensecesseeeeeeessuaaeeeeses 51 PAU MOC NO cea igh eset E E at eens edwin eas ce seeseene eee een 51 CT CE ep NV ras pesca tenes esters eit E E T we res ress nec dbo fossa Ton nad on etre une A T OET E OE 52 Coprect 2 WSSeG Lun m ONESTO eenia ae a E EE E EEEE EE O 53 DETERS a CHOC ICIS arrean aa EEE
116. time attendance staffing and scheduling solution which will facilitate organizational alignment accuracy of pay practice and ultimately provide a greater patient experience through a greater employee experience This guide will serve as the Supervisor User Manual for the Time amp Attendance features of the Time amp Schedule Solution This guide is not intended to supplant actual organizational policies regarding compensation Please refer to the HR policies referenced in this document for further detailed information This guide contains information on using the Badge Reader system the Time amp Schedule PC Portal SLHS Pay Rules and information that provide the guiding principles for how the timekeeping system was set up A separate guide dedicated to the Staffing and Scheduling features of the Time amp Schedule Solution is available in the User Guides and References section of the Time amp Schedule Solution website www stlukesonline org tass St Luke s Health System is implementing the Time and Schedule Solution to e Design a system wide time and attendance process and implement a solution based on best practices within the healthcare industry e Follow time attendance standards and policies to ensure consistent application among departments and sites e Provide a single source of data to help improve integrity and availability of data required to manage human resources system wide e Reduce waste and processing
117. tions for each Description can be found in Section V PAY PRACTICE INFORMATION or CTRL Click in electronic version Special IN OU Pay Code T Code Process Access amp Use 11 CBREG Special Code SLHS EE 12 CBEXE Special Code SLHS EE Description Call Back Regular Call Back Exempt Call Back In Charge 3 a 16 Differential Charge 19 Differential External Float 20 Differential Internal Float 23 Differential Preceptor 24 Differential Soecial Weekend Only 25 Differential Supervisor 3 a 30 ncentive Core Staffing 31 ncentive Immediate Staffing 32 n a SLHS Mgmt ncentive Critical Staffing 33 ncentive Temp Site Change 34 ept Orientation On The Job Trainin OI IM lan gJ Q O 25 Sy O 3 a O s ms l ducation Voluntar T m m G S c lo o e OI Io 53 jQ N J7 vi 9 oO 3 g O gt I he O O gt WN WN 36 PHWRK Special Code SLHS EE Phone Work not on call 39 REGST Special Code SLHS EE Sitter Time TSCTT Special Code SLHS EE Temp Site Change Travel Time 60LCH Special Code SLHS EE Lunch 60 minute Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 APPENDIX H JEROME SPECIAL CODES Definitions for each Description can be found in Section V PAY PRACTICE INFORMATION or CTRL Click in electronic version Special IN OU Pay Code T Code Proces
118. tment e Questions regarding the details of this pay practice should be directed to the benefits coordinator in the Human Resources Department PTO FMLA Very specific use and the guidance direction to use this are coordinated via the Employee Health and Benefits Services departments Anyone who is calling in for their FMLA condition should use this code PTO LOW CENSUS e Entry Entered by employee as a special code will need adjustment for a non eight hour shift e Employees have the option to use PTO for the down staffed hours For the missed shift hours employees should record time as PTO Low Census OR Hours Only not both e See Hours Only for detail on using hours only versus PTO Low Census PTO NIGHT e Employees who claim night shift differential hours receive additional PTO Night PTO based on 03846 accrued hours per eligible hours worked up to a maximum accrual of 80 hours in a year e Night PTO balances will be transferred into the employee s PTO bank twice a year Transfers will occur during pay periods 8 and 21 Night PTO is not available for use until it is transferred into the PTO bank e Atthe time of each transfer Flex and PILB status employees will be paid the value of their applicable balance of Night PTO at their individual rate of pay in effect at the time of the payout In the event of employee separation prior to the transfer dates all accrued Night PTO is paid out PILBU PAY I
119. toolbar located on the top of the screen which includes the following P i A E gt lt P EJ Cta The yellow halo around the section icon identifies the section the user is viewing For example the Home section shown above highlighted in yellow The following options may display in the tool bar which remains at the top of the screen for each section visited The Home section displays information specific to the logged in user including messages schedules etc If the user is a supervisor or a controller additional summary information is available regarding the applicable employees and or supervisors Quick BADGE The Quick Badge section opens a screen for authorized users to quickly badge clock IN or OUT into the system through the PC Portal EMPLOYEE The Employee section contains all the system information on an employee including the Time Card Screen TCS demographics scheduling information and payroll information CONFIGURATION The Configuration section is used to create tables of values used by the system e g assignment codes activity codes etc These configuration screens allow client flexibility in naming and assigning attributes to these values 28 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 _ REPORTS The Reports section opens a listing of the reports available within the application These reports are sorted by Report
120. uble click the date field or click on the details arrow Y in the far right column of the Transactions List to edit the necessary clocking Click the drop down box under User Shift Answer Choose either Yes or No Enter your reason and click SAVE Employee Navigator Wed 04 01 2015 Employee 1097005 L Name Jose Garcia Wed 04 01 2015 Pay Period 03 22 2015 04 04 2015 fi Quick Code Employee Favorites Facility 4 D 1097 Device Number Special Code 4 Employee Actions Special Code 5 Employee Sections ms Requested Reason Report Favorites do not exist Forgot to answer lunch question did get a full lunch eeeeeod DELETE A CLOCKING 1 Select the clocking you want to delete by selecting the check box next to the transaction in the Transactions List 2 Under Transaction List Actions on the left pane select Delete Selected Employee Navigator g Transactions List A Transaction List Items p Transactions Transaction List Actions Mon 05 18 2015 Mon 05 18 2015 Department Job Class Tue 05 19 2015 Tue 05 19 2015 Tue 05 19 2015 Wed 05 20 2015 Wed 05 20 2015 3 Select Yes when the confirmation dialog box appears 53 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 ADD A CALENDAR Add Calendar is used to request non productive time or time when employee will not be at work
121. uneeceeseeeeccesseuneesessuusecseeseueeecsssuunsecessuunscsessauseesessuueeesetsugenses 85 Department Orientation On the Job Training Policy HR201 SLHS seeesesesssessrrrerrrsseeessssssrrrrrrrrrrrrreesssssrrrrrrrrrrrrereeeeese 85 Overtime Policy HR103 SLHS ccccccccesseccceceeseeccceeeeeccsseueeecesseuseecesseeseeeseseunecessseuseeseseueeeseeeuenecestsueneceesegeecetsueeeeeees 86 Paid Time OT Policy HRO37 SLAG sctwsccenssvineveacedecerdannsanesatecanstedneweaditanentanseadesguancanstybensacietocendakeiaersausecensiuieasedetacendewnavens 86 POF AC O eee E E E E E E PTOS AOI ee E EEEE ne eee ee ee ee ee ee ee eee PO resect sence se sw dans oe sito een Dearne Widens cea none eis on seth E E ee oeis oeueePadanaaseeegeneeeseaue PTO Employee Helping Employee ececsivicinarsaneactassserncesecansansaseardeecaesaueaceansatynecanenstnedaasacenneuvannouseuqensnpeoassatsacsneueenecsssnereeenas PTO F M A A A E A E A E A EA POLOW CE E a E E O A E E E PTO NI NE a E E E anno eso naan Mint Sandia danlandua uaeeemreaadae PILBU Payin Lieur Benefits TIME OI creniero eaae e a aeta a iea Phone Work Polley HR104 SIPS wissetinscanenceasan stuads denoeecaneheaaboaeenectwasetuedanadenncuneloasaenauaaciantutuadadnionsdaahdauetetauseatoabutacdeaauintoeads 88 Regular Hours Policy HRIOT SLHS ceascossassconciannceaadanatinccuassauscieiee dameoanedeanineatasacisien toned oeeesanndeebosueeeaiseanaadoanacnebeansieancanntnontad 88 Shit Differential Policy
122. unit it is expected that a float situation would be greater than 1 hour in duration and or intended to be a patient care assignment e Exclusions include trading shifts with a person from another unit scheduled shifts on a unit other than a home unit and being called in to any home unit e Floating differential will not be paid during orientation e This incentive pay will continue until alignment of system pay practices At that time the internal or external float incentive pay will be discontinued See policy for additional information INTERNAL FLOAT e An Internal Float is a staff person who is cross trained to be competent on another unit within the grouping Floating within the grouping is an expectation EXTERNAL FLOAT e An External Float is a staff person who is cross trained to be competent on another unit outside the grouping 80 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 HOLIDAY PAY POLICY HRO24 SLHS e Eligibility Non exempt employees with approval from department leadership See policy HRO24 SLHS item 1 D for exempt employee provision See Appendix C for PC Portal instructions relating to recording holiday pay e Exempt employees will need to submit an Add Calendar entry using DQHOL as a pay code to override the auto generated Holiday PTO e Entry Automatically determined by the system unless a holiday worked at straight time see below e
123. ution Time and Attendance Supervisor Guide 8 3 15 PAY PRACTICE RULES AND INFORMATION ABSENT TIME PAID Eligibility Exempt and non exempt employees with approval from department leadership Entry Calendar entry by department leadership Use separate codes in manual for Bereavement Jury Duty and Workers Compensation Hours recorded are not considered hours worked for overtime calculation combine with applicable shift premiums AVAILABLE PAY POLICY HR100 SLHS Eligibility Non exempt employees with approval from department leadership or designee Entry Entered as calendar entry by staffing office employee or department leadership When an employee is scheduled to work but is either not immediately needed or there is uncertainty about need for employee to work employee may be put on available pay until called in or called off The maximum time an employee should remain on available status is the length of regular shift If called into work available pay stops and straight time is paid for hours worked If employee reports for a regularly scheduled shift but is not needed a minimum of 1 hour worked time should be recorded Available status may not be declined by employee Recorded in addition to PTO or Hours Only Not combined with other premium pays shift differentials do not apply BEREAVEMENT TV WR MCCALL HANDBOOK MV J POLICY MV4146 Eligibility Exempt and Non Exempt Employees as of date of hire with appro
124. val from department leadership Entry Calendar entry by department leadership Hours recorded paid at the employee s base hourly rate and are not considered hours worked for overtime calculation combine with applicable shift premiums Bereavement leave may be used for the following death of a spouse child parent sibling grandchildren grandparents parents in law step siblings step parents Employees are eligible for the following leave o FT 72 80 hours 3 consecutive shifts o PT Level 3 56 71 hours 2 consecutive shifts o PT Level 2 32 55 hours 1 shift In the case of a death of a spouse child or parent an employee is eligible to use up to one work week of their Extended Sick Leave ESL based on their official FTE level in addition to the bereavement leave 75 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 CALL BACK POLICY HR102 SLHS Eligibility Non exempt employees with approval from department leadership or designee Entry Entered as a special code by employee Call back pay will be paid while an employee is actually working in call back status On Call pay will continue when an employee is called back Employees must be pre scheduled on call If an employee is recalled to work after his her regular work shift or he she is on call and returns to the facility to work the employee will receive a minimum of two hours of pay If an employ
125. val is successful Employee 7 of 10 employee fioseno7 a Name Robert Carpenter Pay Period 08 10 2014 08 23 2014 Transaction List Items Transaction List Actions Employee Favorites eoorvs Timne Gere 64 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 NO EMPLOYEE SIGN OFF Employees are required to sign off on their time cards when the time card is complete for the pay period If the employee was unable to sign off and you as the supervisor approve the time card without the employee s sign off please complete the following process 1 Select Add Pay Period Note in the Employee Actions pane of the employee s TCS Predefined z 2 Add NO EMPLOYEE SIGN OFF or en EMPLOYEE SIGN OFF LOST to Add Calendar Add Clocking No Employee Sign off the Pre defined Note Code Te Fae awe athe O Ai field ea Monthly View 3 Repeat No Employee sign off or ____ Employee Sign off lost in the Labor Distributions Subject field 4 Describe the reason for the Add Pay Period Note gt Unapprove time Gard absence of the employee s sign off on their time card in the Text field Employee Sections 5 Click Save 65 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 REPORTS SECTION The Reports section displays the reports available to you within the Time a
126. vision in this policy that allows work without shift differential Supervisor override required SHIFT DIFFERENTIAL NIGHT SHIFT Qualifying time frame is 6 p m to 7 30 a m every day of the workweek Employees are paid for actual hours worked during shift time frame There is a minimum one hour requirement to receive any night shift differential which may be combined to achieve one hour minimum Night shift differential hours do not apply to hours paid under Absent Time Paid or PTO hours Night Shift differential may be claimed on Extended Sick Leave ESL but not on Paid Time Off PTO Combines with applicable premium pays DIFFERENTIAL WEEKEND SHIFT Qualifying time frame is midnight Friday to midnight Sunday Employees are paid for actual hours worked during shift time frame Weekend differential is applied in addition to shift differentials as outlined in this policy Shift differential hours do not apply to hours paid under Absent Time Paid or PTO ESL hours Combines with applicable incentive pays SITTER TIME e Eligibility Employees working as sitters with approval from department leadership e Entry If employee has a second position as a sitter he she would enter it as a Quick Code If not a second position it is entered as a special code by employee 89 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 SPECIAL WEEKEND ONLY PROGRAM POLICY HRO41 SLHS
127. will indicate whether or not they have been Handled If handled payroll knows the supervisor took an action indicating that they were aware the warning existed STEP BY STEP DIRECTIONS HANDLING Select the employee s Time Card Screen TCS Employee section gt TCS button Select the employee s Exceptions card default location is the bottom middle pane of the TCS Select the exception messages you want to handle and select Handle Selected Critical Exception messages must be corrected They may not be handled Warning exception messages must be corrected or handled depending on the exception os S Informational exception messages may be either corrected or handled Handling a warning exception message eliminates the unhandled warning message from LaborView An example would be Hours reported in excess of Approved Hours in the pay period In this example the supervisor will determine whether or not the excessive time is reasonable If it is determined the time is appropriate they would choose to Handle the warning DA detailed list of Common Exception Errors can be found in the Appendix of this document page 95 50 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 ADDING CORRECTING AND DELETING CLOCKINGS AND CALENDARS Whenever possible encourage employees to record their own clockings and calendar entries Clockings are used to record time on the c
128. with the first However if there is not another punch to associate with the punch there is an odd clocking and therefore a critical message Warning Messages The employees will be paid but it may not be how they expected therefore this message needs evaluation For example If an employee s vacation balance is 32 hours but they submit 40 hours of vacation the system will generate an Insufficient Benefit Balance message This alerts the user that the employee submitted more time than they have available or accumulated i Informational Messages Employees will be paid Informational messages can be generated for a variety of reasons but one common example is an answer of No to the Lunch Attestation question 49 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 HANDLING EXCEPTION MESSAGES Handling an exception message indicates that the situation causing the exception has been reviewed by the supervisor Exception messages can be found on the employee s Time Card Screen Handling a Warning exception is required and benefits both the supervisor and the payroll department e For the supervisor When all warnings are either fixed or handled for an employee that employee no longer will be included in LaborView showing employees with Warning exceptions e For the Payroll Department At the end of the pay period any remaining Warning exceptions will be reviewed but
129. y Low Census Time Off dccgrsszesnactestetaceseasescletdenuccnuansnndecdadedussneausdnidedenvaceuetadeiletedunvaicseceigancqcasaustaseateianes 21 IV POET Spec a COS EN eiaa E E 22 Working a Quick Code Alternate Position cc ccsscscssscsscsesrecnsaucarsencaucarcancaucarsaucaucarsansaucarsensassarsansacarsanpausarsensaavansens 23 Floating to Other Departments Enter Department NUMDEL ccccccccssssccccceesecceccseeeceeseeseceesseeuseeesseaaeeeessaaaseeessaees 24 Floating to Other Departments in Alternate POSITION cccccssssccccsesssecceceeecceceeeseceessauseceessuaseceessueseceessuaneceesauaneeeesansees 25 ACCESS AND SUPPOR Pee tees oct eee cc eee spines oaee ci eae ut cmeee ence amen mentees 26 PC COGS a T EAE scatcannledantatsanaadeuakeotsedewatiasehteve ateeaaameussacauseneacauedandecaaeuteatcessiaceaates 26 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 PE ah WHOA E a E E A A A O A A T A A A A E TE 26 SOPP TA espir E A T E E 27 TIME amp SCHEDULE SOLUTION PC PORTAL GUIDE ccc cece cence cen cen ceccncenceccucenceccecs 28 Time amp Schedule Solution PC Portal Elements cccccseeccccsseccceseccceessccceeeeccssuececseeceseaeeeseaeceeseueeessuuseeseuseessauesessensessags 28 AP GaN MOC Ay ee E E E E A R ER E E remain ered ores ae oeaaed O A 28 Navico o eO rics E EA pc atta eaten E E E N oe 30 A EEEE 6 a A E A E E N E E A E E ee E E E re
130. y be recorded in either home department or in other departments where hours are worked e Change time if required for specialty areas to change into hospital provided attire i e sterile scrubs and are required to change prior to the start of their scheduled shift is considered regular work time and is clocked as such Change time parameters will be set by department leadership See policy HR101 for further information 88 Back to Table of Contents Time amp Schedule Solution Time and Attendance Supervisor Guide 8 3 15 SHIFT DIFFERENTIAL POLICY HRO35 SLHS e Shift differentials provide additional compensation for working hours other than regular day shift hours e Eligibility Non exempt and exempt as part of their regular shift with approval from department leadership Managers directors and above are not eligible for shift differentials in their exempt roles e Exempt employees can only record shift differential for hours worked as part of their regular FTE not for extra hours worked in addition to regular FTE hours This applies to exempt staff regularly scheduled on off shifts e There may be instances when an employee requests to work during a shift time frame for their own convenience such as a college schedule but they are not needed at that time by the department The leader would need to approve the work schedule modification and the duration Recognizing this modification is not based on business need there is a pro

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