EmpCenter Student Time and
Contents
1. Recording work time Managing employee time sheets Entering hours on my time sheet Approving time sheets Creating favorites to speed time entry Entering work time for an employee Resolving problems with my time sheet Amending a time sheet Requesting absences Requesting days off Requesting a leave of absence Scheduling 72 Checking my schedule from my time sheet Entering work availability Managing employee absences in Absence Compliance Tracker Managing an employee s leave of absence Complying with absence leave regulations Scheduling Employees using Advanced Scheduler Creating and staffing a schedule Creating and filling overtime slots Managing worker fatigue in Fatigue Management Issuing a workflow waiver Testing time sheets for violations Assessing an employee s fatique w es wh For information about the reports available in EmpCenter see EmpCenter Report Reference See also Locating specific help topics Copyright 2000 2012 WorkForce Software WorkForce Software Confidential Do Not Duplicate 122. 1100 Ee 86206 Stude_ 10 01 2043 Reg Worked 2 50 D 86206 Stude 10 02 2013 Reg Worked 11 00 M BEIDE Swde 10 03 2013 Reg Worked so B BE20E Stude_ 10 04 2012 Reg Worked 150 M B6206 Sude 10 04 2013 OT_1 5 ae 2 50 Printing a Time Sheet You can print the information from all of the tabs in your Time Entry window 1 In the Time Sheet view click More a ceragaese resi Creme emer L 2 And click Print Manage PME CHUY VUORTEN tAE Pa pel Teen Te ee 29 Reload Data mn M 22 oo f Reg kaj Employee Information p 10 lOr eel 1i A Print Preview window and Print dialog box appear SCTE TSPM rit Brames Sa laid r ror fr 5 j ume laid AE OFT ie SEEE o lhe selected frame H Each Mame separately Li E x 7 le E T z d i Collab Ll i Aes m Ca o J a August 19 2010 to Wednesday August 25 2010 Bate is Pay Code Cost Center F VACATION PAY Ooo Ee ce ee 3 Select your print options then click OK 4 Click Close link to close the Print Preview window 10 Generating Reports Student employees can also access general reports to view time sheet information for a certain period or to see comments on their time sheets 1 To generate a report from the dashboard click Reports for Employees wi Reports aa Reports for Employees 2 A list of report categories appears a Favorites
3. be resolved before hours will be paid Red errors prevent EmpCenter from performing calculations on the recorded hours and will result in non payment of hours Please work with your supervisor s to help resolve the error Note You cannot make edits to your timesheet it is view only bdsave More Table Viet Time Entry ECOG su trwrers n key 22 23 24 25 26 27 28 29 30 1 2 3 4 5 22 2013 to Sep 28 2013 Y Show All Weeks L j Sun Mo Tue Wed Thu Sat z Pay Code 09 22 09 23 09 24 09 25 09 26 F 09 27 o9 23 Total O Reg Worked 10 00 am 10 00 am 10 00 am 10 00 01 00 om 02 00 om 01 00 om Clock y 09 54 am 10 00 am 10 01 am 09 42 am P 01 07 pm 02 00 pm 01 06 pm Worked Other Assignment 0 25 Total 3 00 4 00 0 00 3 00 0 00 0 00 0 00 10 00 Sun Mon Tue Wed Thu Sat Pay Code 09 29 09 30 10 01 10 02 10 03 Fri 10 04 10 05 Total Rea Worked 01 00 om 10 00 am 6 50 04 30 om 01 00 pm Reg Worked 01 30 pm 3 00 04 30 pm Giz Oo r 01 03 pm 10 01 am 04 28 pm 01 03 pm Total 0 00 0 00 3 50 0 00 6 00 0 00 0 00 9 50 g Exceptions P Resuits Filter exceptions by day Date Exception Message Severity Action Required Details of the Exception appear on the Exceptions tab on the bottom of the Time Entry window Each exception shows the following e Date of the exception e Exception message describing the problem e Severity of the exception Informational Error or Warning e Any action that may be r
4. i Time Off Reports J Time Sheet Reports P Recently Viewed E 3 Select the name of the report you want to generate W Favorites cy E Employee Time Sheet w Time Off Reports Ly Employee Time Sheet Approval History IP Recently Viewed ey Employee Time Sheet Comments 4 A second window appears allowing you to specify report criteria Complete the required fields wt Employee Time Sheet Pay Period End Date 01132011 E Generate Output As Excel CQ HTML PDF Submit 6 Select your preferred output format Excel to view print the report as a Microsoft Excel spreadsheet HTML the default to view the report in the browser window as a web page PDF to view print the report in Adobe Acrobat PDF format The Adobe Acrobat Reader is required to view this format The Reader is available at http get adobe com reader 7 Click Submit to generate the report 11 Online Help Once logged into the dashboard you have access to online documentation through the Help link Dashboard The Help link opens the online version of the EmpCenter End User Guide in a new browser window Tableofcontets DDOD AARE IPS Welcome to EmpCenter You are here Welcome to EmpCenter Hel M Report Reference Welcome to EmpCenter Help Because EmpCenter offers a customized workforce management solution your company s configuration determines what tasks you complete in EmpCenter Employee Tasks Manager Tasks
5. the Period Selector button to retreat or advance one pay period 2 Click the Period Selector button to access a pop up calendar and then select a pay period or click the Default Period button 3 EmpCenter timesheet view defaults to show only one week of the pay period at a time To view time for the entire period select the Show All Weeks checkbox Time Sheet View Options EmpCenter provides two views or formats for displaying time sheet information List View and Table View Each view displays time sheet information for an entire pay period The default is the List View To change this at any time select the respective view through the View button The settings you choose will remain in place for the next time you access EmpCenter List View fey List View y 13 7012 List View Table View VO aa ai Aces The List View displays the days in the selected Pay Period as a vertical list Totals per time slice appear on the right side of the window The sum total for the Pay Period is displayed in the bottom right cornet 22 3 24 23 20 7 28 23 30 1 3 4J Date Pay Code Hours COMMENTS Total F i PYS m J PEI masr m lime dah 2 m Reg Worked Wed 10 02 _ l 2 Worked Other Assignment 0 50 F J Reg Worked Thu 10 03 _ l 2 Jims Worked Other Assignment 3 00 j Reg Worked 10 15 am 1 75 i 12 00 pm Fri 10 04 F Clock 10 09 am 11 53 am m Worked Other Ass
6. works multiple jobs within the same department or building it is possible that you would need to clock out of one job and into a different one right away Using either clock you will first choose the job you are leaving and click Out Then you will Switch Assignments choose the job you are starting and click In Clock Pay Code vs Reg Hours Worked If you choose to review your timesheet right after you have punched you will see the punch recorded for that job as a Clock paycode until an Out punch is recorded When the Out punch completes that slice of time it triggers the system to apply standard rules note any exceptions and calculate your Reg Worked hours The Reg Worked hours will be interfaced to MyJob for payment How to Review Hours Worked You will want to review your timesheet each pay period to ensure that there are no exception errors and to assist your supervisor with correcting any incorrect punches or swipes To review 1 Login to the system 2 Open your timesheet by selecting View Time Sheet from the Time Entry area of the Dashboard and 3 If applicable select the appropriate assignment a Choose an Assignment w Time Entry 65344 Supervisor 1 27725 3 86206 Student Employment Clerk Ill 27725 4 79552 STUDENT ACCOUNTING CLERK 27 725 5 gt View Time Sheet Goto Web Clock The timesheet My Time Entry window for employees is view only Student employees cannot make entries or edits t
7. Payroll Office Straz Tower 175 915 W Wisconsin Ave Phone 414 288 5136 Fax 414 288 6600 Office of Finance MARQUETTE UNIVERSITY Be The Difference EmpCenter Student Time and Attendance User Manual Version 1 0 Introduction This manual illustrates the most commonly used employee functions in EmpCenter Time and Attendance The intended audience is student employees who use EmpCenter Time and Attendance to record and view time worked and generate time sheet reports EmpCenter Table of Contents ADOT ETO asses sss sags a cc cass ss see ad aac ca cain nds css esas socuences sated eases 1 Student Multiple Assignments when you have multiple Jobs cee eececccceeeeeeeseseeeeeeees i EmpCenter Functions Metode TORE CONG Te e E E O i Te Tn O e E E oseqetesenessaauanencc 2 TEA PEIO E ere E E E E E EA 3 LOCO E a E E A E A E E Tat errr 3 TOR OG TE oa eos ea E E E E I E A E E E E EEES 4 Variables Reporting and Viewing Common Situations lunch breaks multiple assignments ssseoeenesesssssseeressssssssseerssss 5 Howto Renew H urs Work erien ea E E E EN gt Time snet NTC OS rc baa vente decree rete tensors a an recede E Dan an mec E 7 IX CODIONS TaD e E E E E E E E 8 DUIS nt ECC ONS TEASE 5 sities lederasaanttscoacntecvsaaucondunlasess eE E EE reise spoameecenen eaS 8 FRG SUH 05 E eee ccen tase E A E E E cesses cen NA 9 Pre TMC AICI ATI ONS 55 seccceccacceceeosesaassessscaseaaeenceegisue
8. ate Function key F1 to Clock In or F5 to Clock Out 3 Swipe your MU ID Card with picture facing in magnetic stripe to the right 4 If you have more than one job use the arrow keys to move up and down the list of options then press F3 to Select the assignment job for the time stamp you wish to record If you only have one job you will not need to select an assignment 5 Confirm the job on the following screen is correct Press F8 to Save and log off Punch Clock In Good morning a ip P e Y s p lt Time 09 37 AM a Confirm this is the correct Job Title The WebClock Some student employees use a virtual time clock known as the WebClock The WebClock is accessed through the online EmpCenter application and works like a data collection terminal where authorized employees can quickly record times in and out of work assignments Access the application via this link also found on various Marquette University web pages https empcenter mu edu workforce Logon do To Login Enter your eMarg User ID and Password Click Login Genter Gy Home rer Marquette University Marquette University Copyright 1999 2072 WorkForce Software Inc All nights reserved The first time you log into EmpCenter the following dialog box appears Welcome to the Customizable Dashboard gt lt 1 i You can customize the links on this page using the icons described below These icon
9. eceer desaiesseuesasemaneaccegacinepeeeesequceuseoaeeanneeace 9 PPS a Ome SIAC iee se vi atoule dine soe vawhun ase A ienna ien irin 10 SP ALE FRC OCS eE E E E E E E E E 11 Pnie A Dea E metas a decsmosuasaitewenctrposeutaa anes 12 About EmpCenter What is EmpCenter EmpCenter is Marquette s electronic time and attendance payroll recording system which includes a web application and standard time clocks to record hours worked Hourly student employees will utilize EmpCenter to record their time and attendance What changes will I have in my day to day processes EmpCenter should reduce the time it takes you and your supervisor to record calculate approve and submit your hours worked EmpCenter offers ease of use and multiple ways to record time through a web application or a time clock What are the general time entry rules applied to EmpCenter Timekeeping e All student employees using EmpCenter are non exempt hourly employees and clock their time in and out via EmpCenter each day they work e All student employees use bi weekly time sheets e Shifts crossing midnight will be recorded as time worked on the day the shift begins e Students working multiple jobs with multiple supervisors fall within the functionality known as Multiple Assignments e Work time is reported using in out entries in one minute increments e Time is rounded to the nearest quarter hour based on an 8 minute grace period Student Multiple Assignment
10. equired Exception messages are color coded to identify the level of severity e White No errors only informational messages display e Yellow Warnings present Action and resolution are required but hours will be paid e Red Errors present Supervisor must correct before the respective time can be paid Student Exceptions List Exception Severity Employee Inactive Red error Invalid Timesheet Pay Code Red error Missing In or Out Red error Negative Hours Red error Out Time before In Time Red error Overlapping Punch Red error I9 N and hire date older than 3 days Yellow warning Over 24 Hour Day Yellow warning Results Tab The Results tab displays the calculated results of the hours worked these are the hours that will be interfaced to Payroll for payment You can view the hours for all of your worked assignments by clicking the Results tab on the bottom of any timesheet You will see the hours for the job you are logged into plus total hours from any other jobs you have Along with the hours you can view the email address of the supervisor for each of the positions on which you have clocked hours this period The Results tab will look the same on each assignment even though the hours may not all be worked on that assignment Exceptions Assignment Work Date Pay Code Hours Supervisor Email Oth 87521 HR Assistant 09 20 2013 Reg Worked 4 00 Ee marquetre 86893 Benefits Assi 09 19 2013 Re
11. g Worked 2 75 Ee marquee 87321 HR Assistant 09 17 2013 Reg Worked 0 25 BE arquette Total 7 00 Premium Calculations A premium is extra pay received when certain conditions are met For example the most common premium is Overtime usually defined as additional pay for all time worked over 40 hours in a week You can check the Results tab to verify the calculations Student Employees with hours charged to one or more assignment that accumulates to more than 40 hours in a week receive 1 5 times their hourly rate time and one half premium pay for the hours over 40 Note Premium Calculations OT will only show on the Results tab as they are calculated by the system based on all hours worked across all assignments Time Entry SHTWHTF S 25 26 x 27 23 J9 30 1 2 34 5 Sep 29 2013 to Oct 5 2013 Show Al weeks 22 23 24 Sun Fon Tue Wed Thu ENS Sat 09 29 09 30 10 01 10 02 10 00 Js aiis 10 05 m feg Worked 64 00 om Ga 0 pm 2 00 om Lo 00 am 2 0 am 39 50 07 00 orm 04 30 om O7 00 om Gi 08 om 67 4 om gt 2c Worked 01 30 om 3 00 04 39 om Dock 08 00 am 01 03 pm 6 00 sm 16 01 oem 08 00 am 07 00 pm 04 28 pm 07 00 pen 01 03 pm 07 00 pm m Ciok 0i 33 pm 04 31 om Total 0 00 11 00 3 50 11 00 6 00 11 00 0 00 42 50 Eooeptions Results Assignment Work Date Pay Code Hows Supervisor 5344 Super 05 23 2013 Reg Worked o BM 5344 Super Cs27 2013 Reg Worked 23 DB 86206 Studs 05 20 2012 Reg Worked
12. ignment 2 00 se yes Oi Faer 2 90 Table View The Table View displays the days in the selected Pay Period as a horizontal list on your time sheet Time Entry 5 MT WT F 5 ai y 1AF M L kalai 13 14 15 16 iF 18 19 20 21 22 23 24 25 26 Wed 05 16 Tue 05 15 Mon 05 14 Sun Pay Doe 05 12 Total aa Na May 13 2012 to May 19 2012 lShow All Weeks Thu o5 17 Fri 05 18 Total 05 19 Table View totals per pay code appear on the right side of the window and totals for each day are at the bottom of the window The sum total for the Pay Period is displayed in the bottom right corner Pay Code Sun Mon Tue Wed 09 22 09 23 09 24 09 25 5 E Reg Worked 10 30 am i i 11 30 am r Clock 10 36am i i 11 27 am 5 Worked Other Assignment 0 25 1 00 0 50 Total 0 00 1 00 0 00 0 00 Fay Bias asf 29 Pipe Pee lps EE Rea Worked 02 30 pm 03 15 pm 8 Clock 02 25 pm i 03 15 pm 2 Worked Other Assignment 1 00 0 50 Total 0 00 0 00 O75 0 00 Thu Sat 09 26 Fri 09 27 09 28 Total 1 00 1 00 0 00 0 00 0 00 1 00 Thu Se Sat 10 03 Fri 10 04 10 05 Total 10 15 am 12 00 pm 10 09 am 11 53 am 3 00 2 00 0 00 1 75 0 00 2 50 Exceptions Tab While reviewing your timesheet if you see a red or yellow pushpin on an entry click the Exceptions tab at the bottom or click on the pushpin These exceptions will alert you to errors on your timesheet All Red exceptions need to
13. o JobConnection e Job Title as entered by the department into JobConnection e MyjJob Employee ID number with a hyphen then number to differentiate each job from the others 4 The WebClock screen appears like this Marquette University 5715 Annex Wait Staff 28408 4 Q Switch Assignments In Out Q Logout Timesheet Copyright 1999 2013 WorkForce Software Inc All rights reserved The WebClock screen includes the following buttons e In Records the start of work time e Out Records the end of the work period e Logout Logs you out of EmpCenter e Timesheet Takes you to the Timesheet View for that job e Switch Assignment Takes you to the Assignment list if you have more than one assignment 5 Confirm that the Job Title displayed at the top of the screen is the correct job then click In or Out for the time stamp you wish to record If you realize that you ve chosen the wrong assignment click Switch Assignments to return to your Assignment list so you can select the correct Assignment A successfully recorded time stamp will be confirmed as follows e Click Logout when you have finished clocking time in the application Common Situations Lunch and Breaks To record a lunch or unpaid break a student employee will use the Out and In function The time Out records the time the student stops working the time In records the time the student returns to work Multiple Assignments If you are a student who
14. o their ttmesheets You will need to contact your supervisor for any timesheet changes needed See the following example of a student employee timesheet A I My Time Entry 5714 Annex Cook AML 09 08 2013 09 21 2012 T gt H More Table View Time Entry EICISSCIESESES sc mT wT S S 9 3 43 12 13 m 15 16 17 18 39 20 21 ae eee a T Show All Waals Sun Mon Twe Wed Thu Set Por Code oo o8 os 09 09 10 osii 09712 Fri 6 12 09 14 Foust E Clack 08 34 pm Gum Mon Tue E Thu Sat Pay Code oo 1s oo 16 ETET oo Ls oo 19 Fri 09 20 oo 21 Total g5 Reg A T tal obo ko oho T0 T0 T 00 noo O_O Oste Exception Message No exceptions The top panel displays the Time Entry tab your timesheet while the bottom panel displays the Exceptions and Results tabs The information on these tabs is described on pages 8 10 Select the Pay Period to View The pay period selector allows the user to move forward or backward one period at a time using the arrow icons ot to select a specific period using the calendar icon You may need to change time periods to review old timesheets reconcile your pay slip or to review the timesheet that has been approved by your supervisor at the time timesheets are due to Payroll for processing More List View v 3 sutwrtds sutwres Jan 7 2011 w All Weeks 23 4 5 6 7 8 9 10 11 12 13 1415 nate Apr th te a ae ee 1 Click the respective arrow on
15. s In EmpCenter the job you perform for a specific manager in a specific department is referred to as an assignment Within Marquette University you may perform more than one job and work in more than one department or area You may also have more than one manager or supervisor who is responsible for tracking and approving your time and attendance for a particular set of tasks and responsibilities Perhaps your rate of pay is different for each job In EmpCenter multiple jobs with multiple supervisors and multiple pay rates are referred to as Multiple Assignments Each assignment has its own time sheet so if you have more than one assignment job you are also responsible for reviewing or recording time in more than one time sheet When you log into EmpCenter you must choose which time sheet you wish to open Methods to Record Time Supervisors will assist new student employees as to how and where they should clock into EmpCenter to record their time Employees can record hours worked in one or more of the following ways e Swipe your MUID at a standard time clock to record time e Login at the WebClock a web based interface using a personal computer The Time Clock Below is an example of the EmpCenter Standard Time Clock which will be located in certain departments on campus For a list of current time clock locations visit 1 If the screen is blank press any key to activate the clock 2 On the keypad press the appropri
16. s will DD appear when you hover over a link Click on the to move a link to your favorites These will appear on the top of the dashboard for easy access If you no longer need a link in your favorites you can click on the ee This will mowe the link back to its original category You can reorder links by dragging and dropping them to a new location Click OK The following screen shot shows the Student Employee EmpCenter Dashboard This should be the first screen to appear every time you log in after your initial log in Dashboard Time Entry i Miew Time Sheet we Reports To Record Time 1 To record time click Go to Web Clock from the Time Entry menu w Time Entry View Time Sheet 2 Each assignment has its own time sheet If you have more than one job you are responsible for correctly clocking in and out on each job worked When you use the Web Clock you will see a list of active jobs to choose from If you only have one assignment the application will skip this step and take you to the WebClock screen as seen in Step 4 3 Select the Assignment job for which you need to record time is Choose an Assignment 5715 Annex Wait Staff 28408 4 24905 Annex Wait Staff Host 28408 5 5713 Annex Bartender 28408 6 5714 Annex Cook 28408 7 Cancel Important Note the Assignment titles are structured as follows e Job Reference Number or Job ID as the department entered it int
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