Time Card Set-up Documentation

Keystyle Support Team -

 

Corresponds with V 1.12

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STEP 1: Setting up A Timecard Admin

TIMECARD ADMIN:

In order to set-up timecards you need to have a Timecard Admin. The Timecard Admin has access to:

The Timecard Admin is assigned in Admin, Admin Roles.

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The timecard admin’s access will be limited to the PRCo and PR Group they are assigned to. They will also have access to enter time for all employees within this permission. This role is usually assigned to someone in payroll.

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TIMECARD DASHBOARD:

LOCATION: Office Tools, Timecard Dashboard

The timecard dashboard is where the Timecard Admin can see and control all timecard movement in the portal.

OPENING A BATCH IN THE PORTAL:

To open a batch in the portal you must select an Active Pay Period from the Pay Period Drop down and then click Open New Batch.

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You can only have one batch open in the portal at a time. A portal batch can only be opened from the portal. Once you have opened a batch you will be able to see the batch number in the drop down.

This process can be done automatically! Check out the portal settings that begin with “Batch Creation” to configure.

If there are no pay periods in this dropdown:

  • You may not have an open pay period in Vista. Go into Vista’s PR Pay Period Control to open the pay period

  • Does the pay period that is open have hours in the Standard Hours Column? If not you may want to turn off the portal setting “Batch Creation: Payroll Periods with 0 Standard Hours are ignored”.

NOTE: If you use zero hour pay periods to process bonus or term checks you may not want to turn off this setting.

  • You may not have permissions for the payroll group with the open pay period double check your permissions in Admin Roles.

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BATCH ACTION:

Once a batch is open you will have a few options in the Batch Action dropdown:

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    • Lock Portal: When you want to prevent users from entering time (usually just before you start to process the batch) you can lock the batch.

This process can be done automatically! Go to the portal setting “Hours from 12:00 AM to close the Portal on the PR End Date”

    • UNLOCK PORTAL: If you have locked your portal and want to unlock the portal (and allow all users in this payroll group to enter time) select “Unlock Portal”

    • Send Email Reminder: In the Timecard Dashboard, you will be able to see those who have timecards submitted or approved. To send reminders to those who have not yet submitted their timecard.

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NOTE: If a user does not have access to timecard or crew timecard (see user access) they will not appear on this list.

Managers and Job Approvers will receive emails daily if they have not made your approvals. To override this and send them another reminder be sure to turn on “Ignore daily email limit”

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    • EXPORT SUBMITTED TIMECARDS: This allows you to print all submitted timecards individually. If you select a processed pay period you will be able to export the submitted as well as the processed timecards. 

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OTHER OPTIONS:

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  1. TIMECARD TEMPLATE: If you have created multiple templates for a payroll group (ex: Daily Crew Cards would have a template for each day) this filter allows you to view all timecards entered on that template.

  2. HIDE APPROVED: This setting allows you to hide all the timecards that have been approved from the timecard dashboard (so you may focus just on those that have not)

  3. QUICK FILTER:

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    • Disputed Time: Users who sign their timecard are given the option to certify the accuracy of their timecard. If they select No, they will be given the option to describe their grievances.

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This setting allows you to see just those users who have disputed time. The number to the left indicates how many users have grievances in this batch.

NOTE 1: The ability to sign a timecard or crew card is determined by the setting “Require Signature on Submitted Standard Timecards” and “Require Signature on Submitted Crew Timecards” found in Admin, Portal Settings, Timecard Entry.

NOTE 2: The certify text can be edited in the portal setting “Text for ‘Explain Your Grievances” on Timecard Submission” found in Admin, Portal Settings, Timecard Entry.

    • Submitted Without Signature: This filter allows you to view only those who have submitted cards without signatures. This setting is mostly handy if you have signatures turned on for your crew and/or standard time card. 
  1. EMPLOYEE DROPDOWN: By selecting this blue icon you can make the same actions from batch action on an individual level as well as a few additional ones. Some will only appear when they are actionable (ex: you can only unsubmit a card when it has been submitted).

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    • Lock/Unlock: If your user is not locked you will be able to select lock to restrict time to be entered for this user in this timecard for this batch. If your user is locked you will be able to select Unlock to allow time to be entered for this user. If a user is on multiple cards (either entered on multiple templates or by different users) you can lock each individual card.

    • Submit: As the timecard Admin you may submit any user’s timecard on their behalf. Submitting a timecard will lock the user from editing their card and notify the manager/job approver that they have something to approve.

    • Clone: This field allows you to clone from the previously processed card.

    • Unsubmit: If a user/manager/ or timecard admin needs to edit a submitted card the Timecard Admin can unsubmit the card which will make it editable again

NOTE: You can give the manager permission to unsubmit a card through a portal setting called “Approval: Enabled Managers to Unsubmit Timecards” and they will have the option to unsubmit the card from the timecard view.

    • Unsubmit Entire Crew Card: This option will only appear if a user is on a submitted crew card. If you choose to unsubmit it will unsubmit only that user, but this option will allow you to unsubmit all employees on this crew card.

    • Unapprove: To remove a manager’s approval (Job approval cannot be unapproved but will be removed if a timecard is unsubmitted).

    • Remind: This will allow you to send a reminder to just this user to complete their timecard; if they have already submitted their timecard this will remind their manager to approve.

    • Reviewers: This option allows you to see a users manager(s) and their email address(s). If you have set-up a reviewer in multiple locations you will see their name multiple times.

    • Change Batch: This feature allows you to move one user’s time from your current batch into a separate batch in Vista.

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  1. TEMPLATE (ENTERED BY): This Column shows you what crew card template this time is entered on. If a user is entered on multiple cards their name will appear for each card they are entered on. If this field is blank, the user’s time was submitted on a standard timecard.

  2. CARD HRS vs TOTAL HRS: The Card hours indicate how many hours are on this card. The total hours indicate how many hours have been entered for this user in this pay period. If a user has time in a batch outside of the portal, these hours will be counted into the total hours.

  3. OT: This column will only populate if you fill in your overtime earn codes in the portal setting “Overtime Earn Code” (found in Admin, Portal settings, Timecard Entry). If a timecard has one of these earn codes entered, the number of hours will calculate in this column.

  4. EXTRA COLUMN: This column is optional! If you fill in the portal setting “Dashboard- Earn Codes to Show in Extra Column on Timecard Dashboard” with the earn codes you wish to track, they will calculate the hours entered on that earn code in the timecard dashboard. The name of the column is customizable from the portal setting “Dashboard – Column label for Extra Earn Code Summary Column” (these portal settings are found in Admin, Portal Settings, Timecard Entry).

  5. LEAVE AUDIT: This column allows you to cross reference leave that was entered on a timecard vs it’s approval in the Time-off module.

    • Negative Red Number indicates a user has entered more time than approved by their time-off manager.

    • Positive Red Number indicates a user did not use all the approved time off.

    • Green Zero indicates either the leave entered was approved or no leave was entered.

    • The leave that is captured in this column is determined if the earn code is linked to leave code usage in vista. You can exclude an earn code from this calculation by entering it into the portal setting “Dashboard – Earn Codes to Exclude From Leave Audit” found in Admin, Portal Settings, Timecard Entry.

    • If you do not want to have this column on your timecard dashboard you may turn it off by unchecking the portal setting “Dashboard – Show Audit Column” found in Admin, Portal Settings, Timecard Entry.

  1. ALLOW ENTRY: This column will be your guide to knowing if a user’s card is locked.

  2. SUBMITTED: A red “X” indicates that the timecard was not submitted, a green check indicates it has been submitted for approval.

    • When a timecard is rejected a little red arrow will appear in the submitted line. If you click on it you can see who, when and where the card was rejected. 

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  1. APPROVED: A red “X” indicates the card has a manager who has not yet approved this card. A grey “X” indicates that a manager is not assigned to this user for approval. If the card has been approved by the manager a green check mark will appear. 

  2. JOB APPROVAL: This column will only appear if Job Approval has been turned on in Crew Timecard Settings. An “x” with a circle around it means that the card has time on Jobs that are awaiting approval or have been rejected. A green check indicates that the timecard lines with Job’s entered have been approved. You may click on either of these icons for details on the approval.

  1. HISTORY: When clicked on you can see a timecard’s submission details as well as their manager approval details.

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STEP 2: Setting up your Timecards

STANDARD TIMECARD:

TIMECARD SETTINGS:

LOCATION: Admin, Timecard Settings

This page allows you to add and edit fields to the standard timecard.

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  1. Company & PR Group: All timecard Settings are set by Payroll Company and Group allowing you to have a different set-up for each Payroll company combination.

  2. Import Settings: This allows you to copy/import the settings you have set-up from a different PR Company and Group.

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  1. Show Hidden Columns: You may uncheck this setting to only look at the fields you have included in your timecard.

  2. Time Worked Enabled: If you want to capture start stop time, you may enable this setting.

    • When enabled start and stop time is saved into PR Employee Daily Time in Vista.

    • If you have enabled any Time Clock Features this will populate the clocked in and out times. (see Clock-in Clock-out Documentation for more information)

  1. Enforce Pay Period Boundaries: Check this setting if you would like to restrict users to only entering time within the pay period.

  2. Default Line Type On Load: If you have enabled Fields for an SM Card or a Mechanic card a dropdown will appear at the top of the standard timecard. This allows you to set a default for your users in this Payroll company and Group.

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    • Overhead Line Type can only be enabled if you have turned on the setting “Enable Overhead Line Type in Portal” (found in Admin, Portal Settings, Timecard Entry). This will show up as a Job line in viewpoint but will remove Job and Phase from the standard timecard.

      • You can re-name the Overhead Line Type with the portal setting “Text Label for Unbilled Job Hours in Timecard Approval Window” (found in Admin, Portal Settings, Timecard Entry).

  1. New Line Post Date Default: To set the new line behavior for Date, select from this dropdown.

  2. Sequencing Arrows: These arrows allow you to setup the order that the Timecard Columns display in the portal. Click up or down to modify the order of the columns.

  3. Field Name: This column show a list of all available fields in Viewpoint’s PR Timecard Entry.  These fields include user defined fields.  Any of these fields can be added to the timecard portal. 

    • The Show Hidden Columns field allows columns whose visibility mode set to user to be displayed. Uncheck this box to only view the columns that are visible in the portal.

  1. Rename: When you click on rename it allows you to change the display name of the specified column in the portal.

  2. Visibility: Fields that are Hidden will not appear on the timecard, you may choose one of the following and the field will appear in the portal:

    1. Editable: Fields that are editable will appear on the standard timecard and the users with access will be able to enter in that field.

    2. Editable- Large Dataset: If your look-up for a particular field is very large, so much so that it disrupts input, select this visibility mode. Instead of loading all options users will need to enter three characters (number and letters) to then pull a smaller list to choose from.

    3. Read Only: You can choose to make any field read only, however if you do not set a new line behavior it may not populate.

  3. New Line Behavior: This allows you to choose what happens to a particular field each time a new line is added

    1. Previous Value: When this is selected each new line will populate the chosen field with the previous value (very handy if users are likely to be entering multiple lines with similar information).

    2. Employee Default: For fields that are in the PR Employee profile this option will pull from their profile with each new line.

    3. Blank: Each new line will be blank

  4. Advanced:

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    1. Auto Select 1st: When this setting is checked the first item on a dropdown will be auto selected.

    2. Mobile Searchable: Allows users to enter in text or numbers to narrow down a dropdown list on a mobile device or tablet. The default will just allow the user to scroll through the dropdown on a phone or mobile device.

    3. Required: You can now choose which fields are required on your standard timecard. If a field is required users will not be able to submit or save a line without this field being filled out.

    4. Width: You can now manually adjust timecard widths (size is in pixels, 150 is normal)

    5. Dependent Fields: Fields that will be affected if this field is changed (column a should refresh with column b is changed). This field is populated with Vista’s defaults, if you ever need to change back click “Reset Default”

    6. Line Types: You can choose which Line Types this field will appear on (ex: Job will only show on Job & Mechanic cards). To make line types available on a standard timecard just enter the fields in that line type (see HOW TO SET-UP A SERVICE CARD or HOW TO SET-UP A MECHANIC CARD )

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  1. Reset Default: If you wish to revert a field to its default settings select ‘Reset to Default’ and any advanced settings will be re-set.

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GIVING ACCESS TO THE STANDARD TIMECARD:

To give a user access to timecards you must go to Admin > User Access and click the box under Timecard for the users you want to have access.

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Users with access to the standard timecard will be able to see “Timecard” in their Employee tools dropdown and if the setting “Include Timecard in Default Profile” it will appear in the user’s hot list (setting found in Admin, Portal Settings, Security/Login).

A user will only be able to enter for themselves unless otherwise assigned (see Approval & Other Timecard Roles for more information on how to assign approval and entering access)

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USER GUIDE:

All our user Guides are available on our Zendesk HTTPS://Keystyle.zendesk.com

Here is the link to the Standard Timecard User Guide: Filling Out My Timecard

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CREW TIMECARD:

Unlike the Standard Timecard, you will need to visit three separate pages in order to set-up the crew card: Manage Crew Layouts, Crew Timecard Settings, and Manage Crew Templates.

MANAGE CREW LAYOUTS:

LOCATION: Admin, Manage Crew Layouts

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    • To Add Fields: Drag and drop needed fields to Column Groups, Row Groups, and Values

      • EX Layout:

        • Column Groups = Date Worked

        • Row Groups = Employee, Job, Phase, Earn Code

        • Values = Hours

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CREW TIMECARD SETTINGS:

LOCATION: Admin, Crew Timecard Settings

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  1. Company & PR Group: All timecard Settings are set by Payroll Company and Group allowing you to have a different set-up for each Payroll company combination.

  2. Import Settings: This allows you to copy/import the settings you have set-up from a different PR Company and Group.

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  1. Frozen Coluns (Crew Timecard): This setting, previously on the Crew Layout page, allows you to determine which columns in your crew card are frozen by entering the column number. (NOTE: Only fields in the Row Groups will be frozen).

  2. Default Line Type: If you have enabled Fields for an SM Card or a Mechanic card a dropdown will appear at the top of the standard timecard. This allows you to set a default for your users in this Payroll company and Group.

  3. Time Worked Enabled: If you want to capture start stop time, you may enable this setting.

    • When enabled start and stop time is saved into PR Employee Daily Time in Vista.

    • If you have enabled any Time Clock Features this will populate the clocked in and out times. (see Clock-in Clock-out Documentation for more information)

  1. Job Approval Enabled: By selecting this you are enabling Job Approval for this Payroll company and group. For more information on Job Approval see JOB APPROVAL SECTION.

  2. Frozen Columns (Job Approval): When approving in Job Approval you may want to freeze certain columns. Use this setting to freeze this company and payroll group’s Job approval page. For more information on Job Approval See JOB APPROVAL SECTION

  3. Field Name: This column show a list of all available fields in Viewpoint’s PR Timecard Entry.  These fields include user defined fields.  Any of these fields can be added to the timecard portal. 

  4. Rename: When you click on rename it allows you to change the display name of the specified column in the portal.

  5. Visibility: Fields that are Hidden will not appear on the timecard, you may choose one of the following and the field will appear in the portal:

      • Editable: Fields that are editable will appear on the standard timecard and the users with access will be able to enter in that field.

      • Editable- Large Dataset: If your look-up for a particular field is very large, so much so that it disrupts input, select this visibility mode. Instead of loading all options users will need to enter three characters (number and letters) to then pull a smaller list to choose from.

      • Read Only: You can choose to make any field read only, however if you do not set a new line behavior it may not populate.

  1. Job Time Approval Visibility: This setting allows you to determine which columns can be seen and/or edited in Job Approval. For more information on Job approval See JOB APPROVAL SECTION

  2. New Line Behavior: When a new line is created you can choose that the behavior be “Bank”, “Previous Value” meaning the same as the previous line, or “Employee Default”.

NOTE: Employee Defaults are only for certain columns such as Earn Code which are found on the PR Employee profile.

  1. Advanced:

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a. Auto Select 1st: When this setting is checked the first item on a dropdown will be auto selected.

b. Mobile Searchable: Allows users to enter in text or numbers to narrow down a dropdown list on a mobile device or tablet. The default will just allow the user to scroll through the dropdown on a phone or mobile device.
c. Required: You can now choose which fields are required on your standard timecard. If a field is required users will not be able to submit or save a line without this field being filled out.
d. Width: You can now manually adjust timecard widths (size is in pixels, 150 is normal)
e. Dependent Fields: Fields that will be affected if this field is changed (column a should refresh with column b is changed). This field is populated with Vista’s defaults, if you ever need to change back click “Reset Default”
f. Line Types: You can choose which Line Types this field will appear on (ex: Job will only show on Job & Mechanic cards). To make line types available on a standard timecard just enter the fields in that line type (see HOW TO SET-UP A SERVICE CARD and HOW TO SET-UP A MECHANIC CARD)

  1. Reset Default: If you wish to revert a field to its default settings select ‘Reset to Default’ and any advanced settings will be re-set.

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MANAGE CREW TEMPLATES:

LOCATION: Admin, Manage Crew Templates

This page allows you to create a template for each payroll company and employee group. You will need to create a template in order to enter time in a crew card.

NOTE: You must have the created the Crew Layout before building the template: Manage Crew Layouts

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  1. EMPLOYEE FILTER: Select from the Employee filter to create a global template or a template for a specific user.

  2. LAYOUT: The Layout allows you to select the Payroll Company and Group to assign your template to

  3. TEMPLATES: From this dropdown you can select previously created Templates or select “Create New Template” to create a new one.

  4. NEW TEMPLATE NAME: If you are creating a new template you will need to enter the name of the template first before you can edit the template.

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  1. DEFINING YOUR COLUMN GROUPS: After you have saved your new template you will see a heading for the “Column Groups” from your Crew Layout. You will need to add values to these column groups. In the example below Post Date is entered in the Column groups of the layout so you are able to add pay periods to that group.

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GIVING ACCESS TO THE CREW TIMECARD:

To give a user access to timecards you must go to Admin > User Access and select the check box under “Crew”.

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Users with access to the Crew timecard will be able to see “Crew Timecard” in their Employee tools dropdown and if the setting “Include Crew Timecard in Default Profile” it will appear in the user’s hot list by default (setting found in Admin, Portal Settings, Security/Login).

A user will only be able to enter for themselves unless otherwise assigned (see Approval & Other Timecard Roles for more information on how to assign approval and entering access). If a user will be approving a crew timecard they will need to have access to crew timecards.

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USER GUIDE:

All our user Guides are available on our Zendesk HTTPS://Keystyle.zendesk.com

Here is the link to the Crew Timecard User Guide: Entering Crew Timecard

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STEP 3: Approval & Other Timecard Roles

OVERVIEW:

Approval in the portal does not prevent time from going into viewpoint, as soon as time is saved it is in viewpoint’s PR Timecard Entry, instead approval is an opportunity for another user to edit the timecard before it gets processed. You do not have to set-up approvals in the portal if you do not want to.

There are two types of approval – Manager Approval and Job Approval. Both will be submitted to approvers once the user has submitted time. Job Approval and Manager Approval are not conditional approvals, meaning one approval does not prompt the other. However, if one unsubmits a timecard it will remove the approval from both.

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MANAGER APPROVAL:

MANAGER SET-UP:

The Manager can be set-up in a few locations, all are additive and none cancel out the other. If one user is set-up in User access and another is set-up in Manage Approval Roles both will receive emails and both can approve, however once one approves it is approved for both.

NOTE: All Managers can enter time for those they manage

  • Manage Approval Roles: This option allows you to set-up your approver and those you are approving for by groups. For more on how this section works: Manage Approval Roles

  • User Access: The Manager on the User access page allows you to assign any user as a manager to any user. This Manager role allows you to approve Timecards and Time-off.

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  • PR Employee Timesheet Reviewer: You can also use the Timesheet Reviewer group found on the PR Employee profile, Additional Info Tab.

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TIMECARD APPROVAL PAGE:

If you are a Manager you will have access to the Timecard Approval Page. On this page you will be able to see those you approve and their timecards.

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  1. COMPANY: This dropdown will only allow you access to your own Payroll Company and the Payroll company of those you manage. If you have time to approve in another payroll company you will need to select a different company.

  2. PAY PERIOD: The Pay Period will default to the latest open pay period. You can click the dropdown to access other open pay periods as well as closed pay periods.

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NOTE: You will not be able to go into timecards that are in closed pay periods, but you will be able to download the timecard by clicking the view button.

  1. STATUS: This filter allows you to switch between, Unapproved, Unsubmitted & Unapproved and All.

NOTE: You can make the default always “Unapproved” by turning on the setting “By Default, only show unapproved timecards in Manager Approver Dashboard” (Setting found in Admin, Portal Settings, Timecard Entry)

  1. VIEW TIMECARD: When you click on the eyeglass it will take you into that timecard.

STANDARD TIMECARD: Standard timecards will not have a template listed in the template column.

            • When you go into a standard timecard you will have the option to Print the timecard and Review & Approve the card. The Review and Approve is the same as from Timecard Approval page.

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            • In this view you will also be able to print the timecard, and if the setting is enabled you can unsubmit the timecard (which allows the card to be edited). If you unsubmit the timecard the user will be emailed that the card was unsubmitted.

CREW TIMECARD: Crew Timecards will have the name of the template listed in the template column. A user may be listed in your approval page a few times if they are on more than one crew card.

        • If the timecard you are looking at is a crew card with multiple employees, you can click the Employee filter at the top of the page and see everyone’s time.

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        • You may choose to approve from the far right or by clicking “Approve All” from the Actions Dropdown.

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NOTE: When a user has multiple lines, the approval button will appear at the top of their group of lines, allowing you to approve all of that user’s lines.

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NOTE: Managers can unsubmit the crew card and the standard timecard if the portal setting “Approval: Enable Managers to Unsubmit Timecards”. Users will get an email when their timecard is unsubmitted unless the portal setting “Limit Unsubmitted Notifications to Only Those with Timecard Access” (both settings are found in Admin, Portal Settings, Timecard Entry).

  1. HISTORY: The History button will let you see who submitted the card and who approved the card with a date and time for both.

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  1. REVIEW & APPROVE: The Review & Approve will give you a summary of what was on the users card and allow you to approve or reject the card.

    • Approval: When a timecard is approved it is locked from the manager making any changes.

    • Rejection: When the manager rejects the timecard/crew timecard the card is unsubmitted and the user is sent an email that their timecard was unsubmitted with the note the manager wrote.

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EMAILS:

If you have turned on the setting: “Enable Approval Reminder Emails to Managers” your Managers will receive an email when a user has submitted time once every 24 hours until the timecard is approved. If the setting “Send Active Notification on Submitted Timecards to Approvers” is turned on they will receive the email as soon as the timecard is submitted. (Both settings are found in Admin, Portal Settings, Email Notification Settings).

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Job Approval:

To Turn On:

    • CREW CARD MUST BE SET-UP: In order for Job Approval to work properly you need to have a crew card set-up. You do not have to be using the Crew Card, you must have the Crew Layout Created in “Manage Crew Layouts”

    • ENABLING JOB APPROVAL: Job Approval can be turned on by Payroll Company and group in Admin, Crew Timecard Settings by turning on the setting “Job Approval Enabled”

    • JOB TIME APPROVAL VISIBILITY: Which fields will be seen in Job Approval as well as which ones can be edited from the Job Time Approval Visibility Column on the Crew Timecard Settings Page.



NOTE: If you turn on the split option from the portal settings you will need to have Hours as an editable field.

IF you are using Job/Phase Combined as a field in your crew card this will be read only on Job Approval.

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How is Job Approval Assigned?

Job approval can be assigned in the JC Job Master or PM Projects in the Reviewer Groups Section of the Info Tab.



    • INVOICE REVIEWER GROUP: If the Invoice Reviewer Group is filled in and Timesheet is not filled in, the portal will use the Invoice Reviewer Group.

    • TIMESHEET REVIEWER GROUP: If Timesheet and Invoice reviewer groups are both filled in the portal will ignore Invoice and only use Timesheet for the portal approval.

    • REVIEWER TAB: You also have the option of adding a reviewer on the reviewer tab. This will be additive to either the timesheet or invoice reviewer. The reviewer type will not matter.

You must assign the Reviewer Group before the time is submitted in order for it to show up in the portal for approval. If you simply add a user to the reviewer group they will have access to the pending Job Approval Lines right away.

NOTE: For this role to work in the portal you must double check that:

  1. The HQ Reviewer Group has a Reviewer Assigned in the Reviewers Tab

  2. The HR Reviewer has the VA User Name listed in the User Name Tab

NOTE If you have multiple VA users listed in this tab they will all have approval rights in the portal

  1. The VA User Profile has the PR Co and Employee Number filled out under HR Employee Details. The portal uses the Pay Roll Identity as the main source of a user’s identity, if this is not filled out the portal will not know that this VA user is a specific person.

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HOW DOES JOB APPROVAL WORK:

Those assigned in the JC Job Master or PM Projects (usually the Project Manager) will see lines entered for only Jobs that they are assigned to on the Job Time Approval Page (found under Approval in the navigation bar).

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  1. PAY PERIOD ENDING: Each pay period is separated by Payroll Company and Group. If Job Approval is set-up in multiple Payroll Companies and Groups you may need to click this dropdown to access other groups to approve for.

  2. FILTERS: At the top of the page you may use any of these filters to limit your view. The number of filters available is determined by which fields are visible.

  3. APPROVE: If the line is good click the Green check to approve it. You will need to click Finalize and Confirm to complete your approval.

  4. REJECT: When you reject the line you will need to give a rejection reason and a rejection Note. This will prompt an email to the user who entered the timecard. To complete this action select Finalize and Confirm.

  5. UNDO: Before you Finalize and Confirm you can undo your approval or rejection by selecting the undo button. After you have finalized you will no longer have this option as the lines will no longer be available.

  6. FINALIZE AND CONFIRM: To complete any rejections or approvals select Finalize and Confirm. This will remove the said lines from Job Approval.

  7. VIEW AS PDF: If you would like to download your view before finalizing you may select “View as PDF”

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  1. EARN CODE EXPANSION: If you need to double check the lines that may not be on your job you can click the “+” next to the user’s name. This will show you the Dates and hours by earn codes.

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OTHER JOB APPROVAL OPTIONS:

The following are Portal Settings specific to Job Approval that allow you to add additional features and conditions to Job Approval.

    • Approval: Reason Codes To Include in Job Approval Rejection:

      • When you reject a Job it allows you to select an HQ Reason Codes as well as add notes. You can restrict that list by listing the reason codes to show. Comma Separated

    • Auto-Approve Job Approval Lines if Timecard Manager is also Job Manager:

      • This Portal Setting allows Users who are Timecard Managers AND Job Approvers to auto approve the Job Approval lines if they have already approved them in Timecard Approval.

    • Job Approval: Automatically Unsubmit Timecards when Job Approval Lines are rejected

      • When a Job Line is rejected it will notify the user that their time has been rejected, but the user will not be able to edit the card. If you would like to give the user access to edit the card after the card has been rejected turn on this setting. When a timecard is unsubmitted the card will be removed from Timecard Approval and the lines will be removed from Job Approval until the card is re-submitted.

    • Job Approval: Enable the Split Button

      • If you would like Job Approvers to be able to add lines in Job approval turn on this setting. It will make a duplicate of the original line so the Job Approver can make modifications. If you have not enabled the Job Approver to change the hours you will need to do so if you enable this function.

    • Notify Timecard Submitter and Employee when Timecard Is Unsubmitted

      • If the user does not have access to the timecard they will not get notifications that their timecard has been unsubmitted (Ex: A foreman has entered this user’s card). By turning on this setting the user who entered the card will be notified that the card has been unsubmitted.

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Manage Approval Roles:

LOCATION: Admin, Manage Approval Roles

This page allows you use the groups you’ve created in Manage Employee Groups to give timecard Permissions.

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  1. Manage Groups: This takes you to the Manage Employee Groups Page. This page allows you to add users by PR Group, Earn Code, Craft, PR Department Craft/Class, individually or by SQL Jobs. You will then be able to assign one group a role to another group (Ex: You can assign Foremen to Enter Timecard(s) for Field Employees). For more details on this page to go Manage Employee Groups

  2. Add Roles: After you have created your groups fill in this section to make assignments.

  3. Roles: When making your assignments you have four options

    1. Can Enter Timecard(s) For: This allows the first group to enter on behalf of the other. They will not approve timecards but will have access to Timecard Approval so they can see the Timecard History for the users they enter for.

    2. Can Enter Timecard(s) For (Hide Timecard History: This gives the same access as Can Enter Timecards but removes the Timecard Approval Page

    3. Can Enter & Approve Timecard(s) For: This gives access to approve the entire timecard in the Timecard Approval page. If a group is set-up to enter and approve they will have access to enter timecards for their users and approve them and may receive email notifications when a timecard is ready for approval. This role is often referred to as a ‘Manager Role’

      • Email Notifications are turned on in Admin, Portal Settings, Email Notification Settings “Enable Approval Reminder Emails to Managers”

    4. Can Approve Time-Off Requests: This setting is not directly related to Timecards but rather the time-off module. Groups assigned to Approve Time-Off requests will receive access to the Time-Off Dashboard where they can approve Time-off Requests. For more detail on this module see: Time Off Set-up Documentation

NOTE: All of these roles are additive! Meaning that if you have set-up another user (or even the same user) with the same role in a different location, this will not replace that role but instead add to it.

  1. View: After you have created your groups, this allows you easily see and search your group list

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  1. Edit: The edit button will take you back to the Manage Employee Group Page for this particular group so you may make edits.

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OTHER TIMECARD OPTIONS:

TIME CLOCK:

For more information on our Clock-in Clock-out features see this article: Clock-in Clock-out Set-up for Standard and Crew Timecards

HOW TO SET-UP A SERVICE CARD:

The following are the fields to include to enter a Service Management Card.

NOTE: If you are using a crew card you may also want to add in the field “Type” which will include a filter of the timecard type. The filter will appear automatically on the standard Timecard.

  • SM Co

    • If you only have one SM company make sure that the SM Technician’s PR Co and Employee number are filled in and the New Line Behavior for SM Co is set to “Employee Default” in the portal’s Timecard Settings.

  • SM Work Order

  • SM Cost Type

    • If you only use one SM Cost Type and you don’t want to show this field be sure to fill in the Portal Setting “SM-Default SM Cost Type if not shown” (Admin > Portal Setting > Timecard Entry)

  • SM Scope

  • SM Pay Type

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HOW TO SET-UP A MECHANIC CARD:

The following are fields to include to enter a Mechanic Card.

NOTE: If you are using a crew card you may also want to add in the field “Type” which will include a filter of the timecard type. The filter will appear automatically on the standard Timecard.

  • EMCo

  • Equipment

  • Cost Type

If you want to include Work Orders you will need:

  • WO

  • WO Item

If you want to include Component:

  • Component

  • Component Type

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BATCH TIMECARD MOVE:

LOCATION: Admin, Batch Timecard Move

This page allows you to move time from a portal batch to another open Vista batch in the same pay period and group. Follow steps 1-4 to transfer.

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    1. Select your Company and Pay Period

    2. Select Employees: This will fill with only the employees who have time in this batch. You can choose to select all or select/unselect specific employees

    3. Select Job(s): This allows you to filter only time entered on specific jobs. If you don’t need to filter out for a specific job select “All Jobs”

    4. Status: Here you can filter in or out Approved Timecard Lines, Approved Job Lines, Submitted Timecard Lines, and Un-submitted Timecard Lines.

    5. Finalize: After you have filtered out to get the timecard lines you want select the batch (if not already defaulted)

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PORTAL SETTINGS

PORTAL SETTINGS: TIMECARD ENTRY

LOCATION: Admin, Portal Settings, Timecard Entry

  • Approval: Auto Approve Timecard if Job Approval is Completed
    • If your manager and job approver are the same person, this setting will allow the job approver's line to auto approve the Manager Card as well. 
  • Approval: Disable Timecard Approvals on Past Pay Periods

    • You will not have to approve time cards that are in a closed pay period

  • Approval: Enable Managers to Unsubmit Timecards

    • When enabled, managers will be able to unsubmit and edit timecards

  • Approval: Reason Codes To Include for Job Approval Rejection (Leave Blank to Include All):

    • When you reject a Job it allows you to select an HQ Reason Codes as well as add notes. You can restrict that list by listing the reason codes to show. Comma Separated

  • Approval: Should Blank Timecards Route for Approval after timecard deadline?

    • When turned on this setting will show blank timecards as requiring approval after portal is locked.

  • Approval: Show Card Hours on Manager Dashboard

  • Approval: Timecard Review Before Approve

    • Approvers/Managers will see a “Review and Approve” button on the Manager Approval Page, when clicked they will be able to review the card and choose to “Approve” or “Reject” the card.

    • If not turned on Managers can approve from the dashboard view.

    • Only works in Standard Timecard

  • Auto-Approve Job Approval Lines if Timecard Manager is also Job Manager

    • If a manager is also set-up as a Job Approval this setting will allow them to approve lines in Job Approval that they have already approved in Timecard Approval.

  • Auto-select Employee Certified Flag Based on Job

    • When a job is certified (shown or not shown on the timecard) the portal will auto select certified on the timecard line in Vista. NOTE: If show in the timecard make the new line behavior “Employee Default”

  • Batch Creation: Payroll Period with 0 Standard Hours are ignored

    • Pay periods with 0 standard hours will not create batches in the portal, they will also not appear as processed timecards in earnings.

  • Batch Creation: Automatically re-create batches when closed during the pay period

    • When this setting is turned on the portal will automatically open a batch for open pay periods that do not already have a batch in the portal. This SQL job runs at midnight.

  • Batch Creation: Begin date offset - how many days relative to the Begin Date of the pay period should the portal entry batch be created. (The portal will automatically create a new portal batch when the offset has been reached).

    • For this setting to work, please be sure the setting “Enable Automatic Timecard Batch Creation” is also turned on.

  • Batch Creation: Create Portal Batches as the current used (instead of service account)

    • In the viewpoint notes, it will put in which user opened the batch instead of saying KDS User

  • Batch Creation: Enable Automatic Timecard Batch Creation

    • When enabled the portal will open a batch in viewpoint.

    • Timing based on “Batch creation offset” and “Number of Future Pay Periods to open” portal settings

NOTE: Must have an open pay period for portal to open batch

  • Batch Creation: Number of Future Pay Period Batches to Open After Current Pay Period

    • You can automatically set-up the portal to open future pay periods. Enter the number of pay period batches to open after current pay period

  • Batch Timecard Move moves time to a new timecard batch

    • The default behavior for Batch Timecard move requires you to have another batch in viewpoint to move your time. With this setting turned on the portal will create the new batch to move your selected time.

  • By Default, only show unapproved timecards in Manager Approver Dashboard

    • There is a check-box in the Manager Approval view that will allow Managers to only view cards awaiting approval. The default setting is that this is not checked when then manager opens the page. If you turn this feature on it will be checked by default, but the manager will be able to uncheck it in the dashboard.

  • Clone Only Pay Sequence 1 Timecard Lines?

    • The portal only enters into pay sequence 1, if you enter time in other sequences you may want to turn on this setting in order to restrict cloning to just sequence 1.

  • Cloning: Allow Clone of Hours

  • Cloning: Earn Codes to Exclude from the Clone Operation

    • Ex: Holidays (earn code 6), Vacation (earn code 9) would be “6,9”

  • Cloning: Enable Clone For Timecard

  • Cloning: Retain Craft and Class from posted line on Timecard Clone
  • Crew Timecard Training Link

  • Crew Timecard: Allow Zero Hour Timecard Line

  • Crew Timecard: Disable auto selection of default crew template

    • When users go into Crew timecard, Pay period Ending and Template will appear blank requiring the user to select the pay period and Template before they can enter time.

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  • Crew Timecard: Enable Time Worked Validation

    • Can’t submit a crew card unless the clock-in time is allocated (if you are using the Submission Validation setting this will only restrict submission if the user’s time is outside of that restriction

  • Crew Timecard: Remove Employee Number for Dropdown

  • Crew Timecard: Restrict all Employee-Created Templates in the Portal

    • This setting is for Crew only – Employees will not be able to create their own templates.

  • Dashboard – Column Label for Extra Earn Code Summary Column

    • This portal setting lets you change the name of the Extra Earn Code Summary column (which allows you to see any earn codes chosen in portal setting “Dashboard – Earn Codes to Show in Extra Column…”).

  • Dashboard – Earn Codes to Exclude from Leave Audit

    • The Leave Audit Column will show all earn codes that are linked to a Leave code with usage as well as whether or not it was approved. This setting allows you to remove certain earn codes from interacting with this column.

    • Comma Separated

  • Dashboard – Earn Codes to Show in Extra Column on Timecard Dashboard

    • This column will be visible if earn codes are filled in this setting.

    • Comma separated for multiple codes.

  • Dashboard – Show Leave Audit Column

    • The leave audit column will show you if leave entered in a timecard was approved or if approved time was entered. If you uncheck this setting the column will no longer appear in the Timecard Dashboard.

    • Only Earn codes linked with Leave Codes with usage will appear in the Leave Audit Column

  • Dashboard - Show Only Active Timecard Portal users in the Timecard Dashboard

    • This allows you to limit the users in the dashboard to only those who have access to timecard or crew timecard (given in User Access)

  • Disable Warning That Timecard Hours Exceed Standard Pay Period Hours
  • Earn Codes to Accept Amount Based Entry for Expense Input

    • If you would like your timecard to allow an expense, enter the earn code for that expense (ex Per Diem) in this field. When that earn code is selected a dollar sign will show in the Hours Column and a separate header will appear with the expense totals

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  • Enable Overhead Line Type in Portal

    • This will allow you to select Overhead as a Type (similar to Service and Mechanic)

  • Enabled JCCo’s for Portal Timecard Entry

    • If you use Job Cost Company and you want to include in your card this is where you turn it on.

  • Enforce Posting Date to Pay Period Boundaries

    • [company #] – [PR Group]: [Pay Period Enforced? 1 for yes, 0 for no], [new time card line date: B = new timecard line date starts at the beginning of pay period, E = new timecard line date starts with end of pay period, A = new timecard line auto increment to the next day starting with the beginning of the pay period, P = Previous value, N = Blank. Use a semi colon to separate each PR Group or company EXAMPLE: 1-1:1,A;1-2:0,B

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  • Hide Line Type Totals On Timecard Entry

    • If you are using separated views by type – can remove the totals by type

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  • Hours from 12:00 AM to close the Portal on the PR End Date (Eg. 9 means close the Payroll Portal at 9 AM)

    • Other Examples:

      • PR End Date is Friday, you want portal to close the following Monday at 10 am:

        • 82 (24hrs [Fri] + 24hrs [Sat] +24hrs [Sun]+ 10 [Mon])

      • PR End Date is Monday, you want the portal to close the Friday before at 6 PM:

        • -54 (-24 [Sun] -24 [Sat]-6 [Fri])

  • Ignore User Access Manager From Timecard Approval

    • This setting will turn off the Timecard Manager Role from the Managers set-up in User access (allowing them to only approve Time-off)

  • Ignore Reviewers from JC Job/PM Project Reviewers Tab
    • If you are using Job Approval this will allow you to ignore users who may have been added on the reviewrs tab. 
  • Job Approval: Automatically Unsubmit Timecards when Job Approval Lines are rejected

    • The default behavior for a Job Approval Rejection is just to notify the user who submitted the card. With this setting turned on the user would still get the notification, but would now be able to edit the card because it has been unsubmitted.

  • Job Approval: Enable the Split Button

    • The default behavior for Job Approval does not allow you to add lines. This setting allows you to be able to select “Split” which will make a duplicate of the line for the Job Approver to edit.

NOTE: You must enable at least the hours to be editable, otherwise they may make an additional line, but they will not be able to edit it.

  • Job Approval Report Override
    • If you want to change the Job Approval Report, specify the filename in this setting
    • SSRS Reports are stored in C:\Program Files (x86)\Keystyle Data Solutions\Keystyle Data Solutions\HRIM\BusinessLogic\SSRS" of the keystyle web server
  • Label override for the “Total” Column on Crew Timecard

    • The default text for the Crew Total Column is “Tot”. You may override this text by filling out this setting

  • Leave Balance: Enable leave time validation pop-up to warn if Time Off requests and Timecard Time Off do not balance. 
    • This setting will trigger a warning when time entered does not match reuqested time off. 
  • Leave Balance: If Validation pop-up is enabled, allow users to submit anyway
    • This setting will allow users to submit time even if the leave hours and timecard hours do not balance. 
  • Leave Balance: Map Which Earn Codes Map to Certain Leave Codes for Timecard Leave Balancing
    • To set-up Leave Balance setting, you will need to set-up each leave code to its corresponding earn code
    • [Leave code1]:[EarnCode1],[EarnCode2]:[LeaveCode2]:[EarnCode1],[EarnCode2]
  • Leave Balance Warning Text displayed to users if their timecards are not balanced with their vacation requests
    • You can enter your own warning text if vacation balance does not match with what they have entered. 
  • Limit Unsubmitted Notifications to Only Those with Timecard Access

    • The portal will email users if their timecard is unsubmitted. If you do not want your user to get this notification if they do not have access to timecards/crew timecards then turn on this setting.

  • MSI Mode Reviewer Group Bypass

    • If MSI Mode is turned on (aka Service Approval Mode), this comma separated list of reviewer groups will still have the ability to add and remove line items, bypassing the MSI mode lock.

  • MSI Service Timecard Mode

    • If MSI Mode (aka Service Approval Mode) is turned on, this comma separated list of reviewer groups will still have the ability to add and remove line items, bypassing the MSI mode lock.

    • They can edit the job

    • Only if you have Field Connect and/or MSI

  • New Line Post Date – Skip Weekend in Auto Sequence

    • By default the Auto Increment New Line Behavior option will include weekends. This setting will have the weekends skipped in the automatic line behavior (they can still choose a weekend)

  • Notify Timecard Submitted and Employee when Timecard is Unsubmitted

    • By default users will not be notified that their card is unsubmitted unless they have access. This setting will allow users (whether they have access or not) if their card was unsubmitted, as well as the person who submitted their card.

  • Overtime Approval Enabled? (Additional Set-up Required)

    • Requires two approvers for overtime. If you would like this feature please contact Keystyle for set-up.

  • Overtime Earn Codes

    • If you allow your users to enter overtime Earn code, list the overtime earncodes (OT, DT) and the portal will calculate them as overtime when entered. You will still need to run auto overtime.

  • Portal Safety Net Enabled (Separate License)

    • This setting is outside of the general settings and requires separate set-up. It will allow our system to create a separate table to save time card data as a back-up to viewpoint. Please contact Keystyle if you would like this feature added to your portal.

  • Require Signature on Submitted Crew Timecards

    • If a user is only entering themselves they will be able to select the Action Button, Select “Submit” and sign their card.

    • If a user is submitting a card for multiple individuals they will need to select an employee from the dropdown, then select submit so the user will be able to sign off on their own lines (the submit button will not appear when the employee filter is set to all if this setting is turned on).

  • Require Signature on Submitted Standard Timecards

    • In review and Submit Window, users will be able to sign using their finger (on touch screens) or their cursor.

    • Signature will show up in submitted timecard and in processed timecards

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  • Reviewer Groups to Exclude From Timecard Approval

    • 0-No Restriction, 15 – 15 minutes, 30 – 30 minutes, 60 – 60 minutes

  • Round up Time Worked Initialized Timecard Lines to the following minute Interval
    • For instance, a value of 10 in this setting would round a total timeworked sum of 8:02 to 8:10
  • SM - Default SM Cost Type if Not shown

    • If you don’t show SM cost type on the timecard you can set a default using this portal setting.

  • SM: Overtime Pay Types for SM Timecard Entry Totals

    • Like the Overtime Earn Code setting, this setting allows you to count overtime in the timecard and the timecard dashboard (you will still want to run auto overtime).

  • SM Standard Timecard: Pay Types to Exclude From Time Worked Subtotal Validation

  • SM Pay Types to Accept Amount Based Entry for Expense Input

    • If you want to be able to enter Expenses for Service Management (enter amount instead of hours) enter the Pay Type number (comma separated)

  • Show name of Day on Timecard Post Date

    • Shows the day of the week (i.e. Monday) as a column to the right of the Post Date Field on the standard Timecard.

  • Show XML (Timecard Debug mode)

  • Standard Timecard – Earn Codes To Exclude from Start/Stop Overlap Restriction

    • This setting is specific to start/stop fields (not time worked) added on the timecard line.

  • Standard Timecard – Timecard Training Video Link

  • Standard Timecard: Allow Zero Hour Timecard Line

    • This allows Standard Timecard (not Crew) to save timecard lines with 0 hours

  • Standard Timecard: Auto Save Enabled

    • NOTE: Auto save works in the Standard Timecard as each line is being entered. In crew it is best to save your card intermittently so not to lose your lines.

  • Standard Timecard: Earn Codes to Exclude From Time Worked Subtotal Validation

    • Enter Earn Codes, such as Vacation and Holiday, that users will not be able to allocate to their time In/Time Out time. (separated by a comma EX: “6,9”

  • Standard Timecard: Restrict Time Inputs to Certain Hourly Intervals in Time Worked Feature

  • Standard Timecard: Turn Off Auto Calculate Hours from Start Stop Time

    • Only applies for Start/Stop fields added to the standard Timecard (not part of time worked)

  • Text Label for Unbilled Job Hours in Timecard Approval Window

    • You can edit the text for timecard lines that do not have Job filled in.

  • Text for “Explain Your Grievances” on Timecard Submission

    • This text will appear just above where users are signing their timecard.

  • Time Clock: Enable Clock-in Functionality on the Login Page

    • This will allow users to clock-in and clock out on the log-in page. They enter their employee number, their password and select “Clock In/Out”.

    • If the clocked in earlier they will be clocked out the next time they do this. If they clocked in on Tuesday and clocked out on Wednesday, their time will show that they worked till 11:59PM on Tuesday and then started at 12:00AM on Wednesday – allowing them to clock-in one day and clock out the other while still capturing all hours.

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  • Time Clock: Enable Clock In/Out with Location Tracking to Auto Fill Time Worked Grid:

    • This setting will use the clock-in / clock out timestamps directly to the time worked grid, instead of free-form entry

    • Users will only be able to clock-in and clock out themselves and will not be able to edit their clock-in clock-out; only their manager or the timecard admin will be able to edit this field.

    • Must have time-worked turned on

    • Users will be able to clock-in clock out from the (a) standard timecard, (b) from the log-in page (if enabled on portal setting), (c) and from the navigation bar.



NOTE: You may have trouble on Internet Explorer the first time using this feature. Be sure to give it permission to use your location and it should inherit this permission going forward.

  • Time Clock: Enable Location Validation on Timecard Approval:

    • Shows Map of Clock-in Clock-out locations in Timecard Approval screen

  • Time Entry PR Group Connect:

    • [PRCo-PRgroup]:[PRCo-PRGroup];, [0] can enter on behalf of [1] (i.e. 101-3:101-1)

    • If you need to set-up a PR Group to enter on behalf of another PR group (not set-up as a reviewer) you can add that here.

  • Time Clock: For Submission Validation, the Number of Minutes the Clock In/Out Time is allowed to differ from Allocated Time

    • When users use the clock-in clock out features they may not be clocking in at exact times. This setting allows you to determine the amount of minutes they can be off (- or +) when allocating time and still be able to submit time.

  • Timecard Attachment Mode

    • This setting allows you to add attachments in your Standard Timecard (not available in crew card)

    • N – No Attachments, A – All lines, E- Expense lines only

  • Timecard Submission Update

    • This appears underneath the Timecard Summary before they select Submit

    • Ex: I certify that the times listed on this time sheet are the actual hours worked for dates listed and that I took all meal periods and rest periods).

  • Treat PR Group Security / PR Group Connect as Approvers

    • If you have PR Group Security set-up in viewpoint or if you are using PR Group Connect (portal Setting) you can use this setting to give them access to Approve and Edit Timecards.

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PORTAL SETTINGS: EMAIL NOTIFICATION SETTINGS

LOCATION: Admin, Portal Settings, Email Notification Settings

  • Enable Approval Reminder Emails to Managers

    • After a user submits a timecard and/or a Time-Off Request, initial notification email goes to Manager (every 15 min). Managers will only get 1 email to approve every 24 hours.

  • Enable Emails to Manager when Timecards are Unapproved from the Timecard Dashboard
    • This will send a message to the Manager if the Timecard is unapproved from the Timecard Dashboard (only a Timecard Admin can unapprove a timecard) 
  • Send Active Notification on Submitted Timecards to Approver(s)

    • If turned off – users will not get emails in real time – they will get a notification that they have items for approvals in the portal in 15 min intervals

  • Unsubmitted Time Card Reminder Timing (hour relative to 12:00 AM on PR End Date)

    • Ex: 13 = 1:00 PM or PR End Date

    • Ex 2: -13 = 11:00 AM the day before PR End Date

  • Unsubmitted Timecard Reminder: Enable Email

    • This setting turns on the Unsubmitted Timecard Reminder Email based on the timing set in the setting above.

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TIMECARD WORKFLOW

  • Open Batch in Portal

    • Admin Opens Batch in Portal (Office Tools, Timecard Dashboard)

      • Access to the dashboard is assigned in Admin, Admin Roles

    • Portal Opens Automatically

      • Be sure the following Portal Settings have values:

[LOCATION: Admin, Portal settings, Timecard Entry]

        • Batch Creation Offset – how many days relative to the Begin date of the pay period should the portal entry batch be created”

        • Number of Future Pay periods to Open New Portal Batches For”

  • Users Enter Time (during Payroll period)

    • User Saves time –> Time is entered in viewpoint

    • User Submits time

      • Timecard is locked from user making changes from the portal

      • Timecard goes to Manager for Approval (Optional)

        • Manager Approves time

        • Manager Rejects Time

          • Notification to user to edit time

            • User re-submits time

        • Manager Unsubmits timecard & edits user’s time (manager selects “view” to enter timecard, selects “unsubmit”, and edits card).

          • Time is changed in viewpoint.

          • Original timecard shown in Earnings (Submitted Time)

      • Timecard goes to Project Manager for Job Approval (Optional)

        • Project manager is able approve/reject/edit timecard per timecard settings

  • Portal Locks (does not allow entry for users)

    • User requests additional time

      • Admin can unlock portal for user in Timecard dashboard.

    • User’s time was not approved

      • Manager continues to get notification of unapproved timecard

        • Unless portal Setting “Disable Timecard Approvals on Past Pay Periods” is turned on.

  • Time is Posted in viewpoint (Batch Closes in Portal as soon as time is posted)

    • Run Auto Overtime

    • Run PR Payroll Process

    • Run PR Automatic Leave Process

    • Print Checks

    • Run Ledger Update

    • Close Pay Period

      • Timecard Shows up in Earnings

  • Paystub shows up in Portal

    • Date determined by Portal Setting “Enter the number of days you wish to wait after the PREndDate until checks appear in the Portal” [LOCATION: Portal Settings -> View my Earnings History]

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