Frequently Asked Questions – Clocks & Hardware

Ceridian Corporation

INVIEW WORKFORCE MANAGEMENT (iWFM) AND POWEPAY WEB

Getting Started Guide

V2.0

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Table of Contents

SETTING UP THE DEFAULT NEW HIRE SCREEN IN POWERPAY WEB ............................................................................ 6

SETTING UP A NEW HIRE IN IWFM ............................................................................................................................... 8

SETTING UP DIRECT DEPOSITS ........................................................................................................................................ 10 ASSIGNING EMPLOYEE PIN NUMBERS FOR WEB CLOCKS OR BADGE NUMBERS FOR HARDWARE CLOCKS ...................................... 11 ASSIGNING USER ROLES IN IWFM................................................................................................................................... 12

SETTING UP YOUR NEW HIRE IN POWERPAY WEB (SPECIAL TAX CONSIDERATIONS, DEDUCTIONS, CONTRIBUTIONS, THIRD PARTY PAYMENTS) ............................................................................................................. 14

SET UP/DELETE/CHANGE DEDUCTIONS AND/OR CONTRIBUTIONS ........................................................................................ 14 SET UP/DELETE/CHANGE SPECIAL TAX CONSIDERATIONS .................................................................................................... 15

TERMINATING AN EMPLOYEE..................................................................................................................................... 17

TERMINATING AN EMPLOYEE IN IWFM ............................................................................................................................ 17 TERMINATING AN EMPLOYEE IN POWERPAY WEB ............................................................................................................... 18

Creating an ROE .................................................................................................................................................. 19

APPROVALS ................................................................................................................................................................. 21

MY DAY VIEW ............................................................................................................................................................. 21 Time Off Request Manager – Pending Requests from the Employee Self Service Module ................................. 21 Coverage: ............................................................................................................................................................ 22 Vacation Pay: ...................................................................................................................................................... 23

TIME OFF REQUEST MANAGER – NEW REQUESTS .............................................................................................................. 24 TAFW Filter:......................................................................................................................................................... 26

TIME OFF REQUEST MANAGER – CHANGE A REQUEST DECISION ........................................................................................... 26 Approval Requests .............................................................................................................................................. 27 Approval Requests – Approving Shift Trading – Add On Feature ........................................................................ 29

MY HR VIEW .............................................................................................................................................................. 30 The Employee Record .......................................................................................................................................... 31

DISPLAY / EDIT EMPLOYEE RECORD ................................................................................................................................. 31 Status Tab: .......................................................................................................................................................... 33

ADD QUALIFIED JOBS AND WORKING LOCATIONS ............................................................................................................... 33 Positions: ............................................................................................................................................................. 34 Primary Checkbox: .............................................................................................................................................. 35

DISPLAYING THE LOCATIONS AN EMPLOYEE WORKS ............................................................................................................ 35 ADD EMPLOYEE DETAILS................................................................................................................................................ 35

SSN (SIN) field:..................................................................................................................................................... 36 CHECK EMPLOYEE BALANCES AND AVAILABILITY ................................................................................................................. 37

CREATING SCHEDULES USING IWFM .......................................................................................................................... 40

MY SCHEDULES............................................................................................................................................................ 40 MY SCHEDULES VS MY TIMESHEETS: ............................................................................................................................... 40 SHIFTS VS ROTATIONS: .................................................................................................................................................. 40

Schedule Creation ............................................................................................................................................... 40 Schedule Rules..................................................................................................................................................... 41

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MULTIPLE MANAGERS SCHEDULING: ............................................................................................................................... 41 Schedule Views .................................................................................................................................................... 41 Common Toolbar Buttons ................................................................................................................................... 42 Common Icons ..................................................................................................................................................... 43

SELECT / LOAD A SCHEDULE LOCATION ............................................................................................................................. 43 Autoload on Start: ............................................................................................................................................... 45

CREATING A SHIFT – GRID VIEW...................................................................................................................................... 45 Entering Times: ................................................................................................................................................... 46 The Undo Button: ................................................................................................................................................ 46 The Save Button: ................................................................................................................................................. 47 The Problem button: ........................................................................................................................................... 47

CREATING MULTIPLE SHIFTS – GRID VIEW ........................................................................................................................ 47 COPYING AND MOVING SHIFTS – GRID VIEW..................................................................................................................... 48

Moving Shifts: ..................................................................................................................................................... 49 CREATING OVERNIGHT SHIFTS – GRID VIEW ...................................................................................................................... 49 CREATING SPLIT SHIFTS – GRID VIEW ............................................................................................................................... 50

Warning Messages: ............................................................................................................................................ 50 ADDING A SHIFT FOR A SECONDARY JOB – GRID VIEW ......................................................................................................... 50

Secondary Jobs: ................................................................................................................................................... 51 DELETE A SHIFT – GRID VIEW ......................................................................................................................................... 51 USING THE UNFILLED SECTION – GRID VIEW ..................................................................................................................... 52

Critical Problems Exist: ........................................................................................................................................ 52 POST A SCHEDULE – GRID VIEW ...................................................................................................................................... 52 COPY A SCHEDULE – GRID VIEW ..................................................................................................................................... 53 CLEAR A SCHEDULE – GRID VIEW .................................................................................................................................... 54 SCHEDULING SHIFT ROTATIONS – GRID VIEW .................................................................................................................... 54 SCHEDULE VIEWS ......................................................................................................................................................... 55

General Options: ................................................................................................................................................. 56 BAR VIEW ................................................................................................................................................................... 57

Bar View Toolbar Icons........................................................................................................................................ 57 Keyboard Shortcuts in the Bar View: ................................................................................................................... 57

ADDING A SHIFT TO A SCHEDULE – BAR VIEW .................................................................................................................... 58 SCHEDULING MULTIPLE EMPLOYEES FOR ONE DAY – BAR VIEW ............................................................................................. 59 CYCLE THROUGH SELECTED EMPLOYEES – BAR VIEW .......................................................................................................... 60 ADDING MULTIPLE EMPLOYEES TO ONE SHIFT – BAR VIEW .................................................................................................. 61 EDITING SHIFTS IN THE BAR VIEW .................................................................................................................................... 62

Bar View Ruler:.................................................................................................................................................... 63 ERASING SHIFTS IN THE BAR VIEW ................................................................................................................................... 64 CORRECTING PROBLEMS ................................................................................................................................................ 64 SCHEDULE REPORTS ...................................................................................................................................................... 65

Schedule Report: ................................................................................................................................................. 67 SCHEDULE FILTER ......................................................................................................................................................... 67

Clearing a Filter: .................................................................................................................................................. 68

LOADING TIMESHEETS ................................................................................................................................................ 69

MY TIMESHEETS .......................................................................................................................................................... 69 My Timesheets – Tips and Tricks: ........................................................................................................................ 69

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My Timesheets Icons ........................................................................................................................................... 70 LOADING YOUR TIMESHEET – TIME AND ATTENDANCE ........................................................................................................ 71 CHANGING THE LEVEL OF DETAIL ..................................................................................................................................... 71 ADDING TIME FOR A SCHEDULED EMPLOYEE...................................................................................................................... 73 ADDING TIME FOR A UNSCHEDULED EMPLOYEE ................................................................................................................. 74

Pay Adjustments: ................................................................................................................................................ 75 REVIEWING MISSING AND LATE PUNCHES ......................................................................................................................... 75 CORRECTING MISSED PUNCHES - USING THE PROBLEMS BUTTON .......................................................................................... 75 CORRECTING MISSED PUNCHES - USING THE FILTER BUTTON ................................................................................................ 77 AUTHORIZING TIME ...................................................................................................................................................... 79 SORTING THE TIMESHEET ............................................................................................................................................... 79 OTHER FEATURES OF MY TIMESHEET YOU MAY FIND USEFUL ................................................................................................ 80

MANAGER PAY ADMIN ADMINISTRATION ................................................................................................................ 81

DELEGATION ............................................................................................................................................................... 81 Delegated Employees: ......................................................................................................................................... 82 Multiple Roles: .................................................................................................................................................... 82

PAY APPROVE CHECKLIST MANAGER ......................................................................................................................... 83

PAY APPROVE CHECKLIST ............................................................................................................................................... 83 Pay Approve Checklist Status Icons ..................................................................................................................... 83

PAY APPROVE CHECKLIST – EDITING PAY PERIODS .............................................................................................................. 83 PAY APPROVE CHECKLIST – LOCK DOWN TIMESHEETS ......................................................................................................... 85

Unlocking Pay Periods: ........................................................................................................................................ 86

PAY APPROVE CHECKLIST ADMIN .............................................................................................................................. 87

MY DAY VIEW ............................................................................................................................................................. 87 PAY ADMIN CHECKLIST .................................................................................................................................................. 87

Pay Record Status Icons ...................................................................................................................................... 88 Approval Status Icons .......................................................................................................................................... 88

PAY ADMIN CHECKLIST – REVIEW LOCATION DETAILS ......................................................................................................... 88 OFF CYCLE WIZARD ...................................................................................................................................................... 90

Offcycle Pay Export Wizard: ................................................................................................................................ 90

IMPORTING IWFM TIME INTO POWERPAY ................................................................................................................ 91

TRANSMIT DATA TO PAYROLL ......................................................................................................................................... 91 IMPORT EMPLOYEE INFORMATION DATA INTO POWERPAY .................................................................................................... 92

Transmit: ............................................................................................................................................................. 92 IMPORT DATA INTO POWERPAY ....................................................................................................................................... 92 REVIEW DATA IN POWERPAY .......................................................................................................................................... 94

Reviewing timesheet data that has been imported ............................................................................................ 94

VERIFY YOUR DATA (MANDATORY) ........................................................................................................................... 96

PREVIEW YOUR PAYROLL (MANDATORY) .................................................................................................................. 98

Example of Employee Details Screen ................................................................................................................ 100 Example of Draft ROE........................................................................................................................................ 101

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SUBMIT YOUR PAYROLL FOR PROCESSING (MANDATORY) .................................................................................... 102

ONLINE REPORTS ...................................................................................................................................................... 104

LOGGING OFF ............................................................................................................................................................ 106

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Setting up the Default New Hire Screen in Powerpay Web

To facilitate the import of employees from InView Workforce Management (iWFM) set up the default New Hire screen in Powerpay Web.

1. In Powerpay Web, click on the Company tab, then click on the Defaults link and finally click on the New Hire link.

The New Hire screen displays.

2. Select defaults in the following sections:

• General Information

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• Taxation • Vacation Pay Accumulator.

3. Click the Save button.

For more information refer to the screen help for the New Hire screen.

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Setting Up a New Hire in iWFM

1. In iWFM, click the My HR button.

2. Click the New Hire button ( ) on the toolbar.

The New Hire fields display.

3. The Number field is typically system generated. Depending on your configuration, you might need to enter a number in this field.

4. In the Personal Details section, enter the following information:

• First Name • Last Name • Gender • Marital Status • SSN (SIN) • Birth Date

5. In the Address section, enter the following information:

• Address

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• City • State (enter your province here) • Country • Zip Code (Postal Code) • Home Phone • Email

6. In the Status section, define the employee's status, if they are currently working, how they are paid, as well as schedule, punch, and pay policies.

• Status Select an appropriate option from the Status drop-down list. The different options available describe situations such as if the new employee is actively working or not.

• Pay Type Select how the employee is paid from the Pay Type drop-down list. For example, to set up a part time employee with an hourly pay rate, select Hourly from the drop-down list. Use Pay Types to group employees into similar categories for payroll rules and policies.

• Pay Class Select whether the employee is full-time (FT), part-time (PT), or a student (ST) from the Pay Class drop-down list.

• Schedule Policy, Punch Policy and Pay Policy Select an appropriate value from the Schedule Policy, Punch Policy, and Pay Policy drop-down lists. Schedule, Punch, and Pay policies control how the application adjusts pay, influences how employees are scheduled, and perform punch clock punches.

• Time Off Policy, Holiday Group, Pay Group and Shift Trading Policy Select appropriate values from the drop-down lists.

7. In the Position section, enter the following information:

• Position Select the employee’s position from the drop-down list.

• Rate / Salary Enter the employee’s hourly rate or yearly salary in the Rate / Salary field.

• Weekly Hours Enter the average number of hours the employee is expected to work, in the Weekly Hours field. This value can be used in your organization's payroll policies.

8. In the Location section, select the primary location where the new hire will work.

9. In the Emergency Contact section, enter the following information:

• Primary Contact • Phone Number • Relationship

10. Click Save. The employee’s record is saved with the provided values. You can edit this information from within My HR.

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If the required fields (SSN and phone numbers) are not completed in the proper format, they must be corrected before the page can be saved.

Setting Up Direct Deposits

1. In iWFM, click the My HR button.

2. Select the employee for which to set up direct deposits from the Address Book.

3. Select Direct Deposit from the left-hand menu.

4. Click the New button .

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5. Select the Active check box.

6. Select a Financial Institution.

7. Enter an Account Number.

8. Click Save.

9. Repeat for each employee for which to set up direct deposits.

Assigning Employee PIN Numbers for Web Clocks or Badge Numbers for Hardware Clocks

1. Log in to iWFM as a manager.

2. Click My HR.

3. Select an employee in the address book.

4. On the left hand side, click Assignments.

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5. Select the Badge tab.

6. Click New.

7. Assign a pin number to the employee or a badge number.

8. Enter the Effective from date.

9. Click Save.

Assigning User Roles in iWFM

As the system administrator, you determine what access each employee has within InView Workforce Management (iWFM).

1. In iWFM, click System Admin on the toolbar.

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2. Select User from the left hand menu.

3. Enter the user ID in the User Name field.

4. Click Search. The Roles area displays.

5. Select the role to assign to the user from the Roles drop-down list. To assign multiple roles, click New and add the additional role.

6. Click Save.

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Setting Up Your New Hire in Powerpay Web (special tax considerations, deductions, contributions, third party payments)

Set Up/Delete/Change Deductions And/Or Contributions

A Deduction is an amount that is deducted from an employee’s gross pay for something other than statutory deductions. A Contribution is an amount that the employer pays on behalf of the employee.

Usually, deductions and contributions are entered through the Rapid Entry screen. The Deductions and Contributions screen however contains more options to customize an employee’s deductions and contributions than available on the Rapid Entry screen. If you are setting up a new employee, or if there are changes to be made on an exception basis to an existing employee, you must use the Deductions and Contributions screen. After entering data on an employee’s Deductions and Contributions screen, the employee’s deductions and contributions fields are unavailable for editing on the Rapid Entry screen. The fields display “Ded&Con” to indicate this.

4. Click on the Payroll tab, then click on the Regular Payment link and finally click on the Deductions and Contributions link.

The Deductions & Contributions screen displays.

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5. Select the applicable employee from the Employee List on the left-hand side of the screen.

6. For a new employee, enter any deductions and/or contributions in the appropriate text boxes. For an existing employee, type over any amounts that must be changed. Contact your Ceridian Customer Care Team (Info Centre Contact Us) if you need to add or edit your deductions and contributions descriptions.

7. Click the Save button.

For More Information refer to the screen help for the Deductions and Contributions screen.

Set Up/Delete/Change Special Tax Considerations

A special tax consideration is a reason for modifying the way CPP/QPP, EI, and/or federal and provincial taxes are normally calculated on an employee’s earnings.

It is NOT necessary to set up special tax considerations for a new employee unless there is some unusual circumstance affecting an employee’s statutory deductions. Changes to an existing employee’s special tax considerations must be entered immediately in order to avoid incorrect payments.

1. Click on the Payroll tab, then click on the Regular Payment link and finally click on the Statutory Deductions link.

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The Statutory Deductions screen displays.

2. Select the applicable employee from the Employee List on the left-hand side of the screen.

3. Select the appropriate radio buttons and enter/change the dollar values in the corresponding text boxes.

4. Click the Save button.

For More Information, refer to the screen help for the Statutory Deductions screen.

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Terminating an Employee

Terminated employees must be terminated in both Powerpay and iWFM.

Terminating an Employee in iWFM

1. In the My HR view, click the Filter button to search for the employee to terminate. The Filter area displays.

2. You can search for an employee by their name, number or location. Enter the criteria to filter by and click Apply Filter.

The Address Book displays with the employees who meet the filter criteria.

3. Select the employee to terminate from the Address Book.

4. Select Assignments from the left-hand menu.

5. Select the Status tab. The Status Change area displays.

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6. In the Effective field, select Today.

Today in iWFM means the End of the working day.

7. Select Terminated from the Status drop-down list.

8. Click Save.

Terminating an Employee in Powerpay Web

1. In Powerpay Web, click on the Payroll tab, and then click on the Status Changes link.

The Status Change screen displays.

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2. Select the employee whose status has changed from the Employee List on the left-hand side of the screen.

3. Choose the appropriate Action to be Taken from the drop-down menu.

4. Click the Go button.

5. Additional fields appear to be completed. Fields vary depending on the choice selected from this menu.

6. Click Save.

Creating an ROE

1. Initiate the creation of an ROE by making the appropriate “leave” or “termination” status change for the intended employee on the Status Change screen.

2. Validate the accuracy of the pre-populated information on Input Grid and correct/update as required.

3. Complete the remaining required data entry fields on the Input Grid.

4. Request a payroll preview (Process Preview Request).

5. Verify the accuracy of the fully completed DRAFT ROE as part of the payroll preview (ROE Forms link).

ROE forms become “official” as part of the back-office processes initiated when a payroll is submitted for processing. At that point, a serial number will be issued. Until a serial number is attached, the form is a ‘Draft’ copy only, and can only be used for previewing and validation.

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6. Ensure all other required tasks related to the payroll run are completed before submitting the payroll for processing.

7. Submit the payroll for processing (Process Submit).

8. Optional: View and print the completed ROE provided with the online payroll reports (Reports Payroll Reports). The ROE report is accessible as part of the pay period reports.

9. Distribute employee and employer copies of new laser form (either the copy included in your payroll package, or a printed copy as in step 8).

10. An electronic copy will be submitted to Service Canada on your behalf (DO NOT mail in a copy to Service Canada or HRSDC).

ROE forms are transmitted securely to Service Canada on the cheque date of the pay period. If a payroll is cancelled prior to then, the ROE forms are not sent, and need to be re-created. Cancellations after the cheque date may require a replacement ROE form.

11. Online electronic copies are available for your future reference for 13 months (or seven years if you subscribe to online archiving). (Reports Payroll Reports). The reports are available within the payroll pay period.

For more information, refer to the screen help for the Status Change screen.

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Approvals

My Day View

The My Day view allows a manager to make decisions about employee time off requests, approval requests, and to approve and send the pay records. Employees can request time off using the Employee Self Service Module (add on feature). These requests will appear as pending in the Manager’s Time Off Request Manager. Manager can also book time off for their employees using the Time Off Request Manager .

Time Off Request Manager – Pending Requests from the Employee Self Service Module

The time off request manager is where managers go to make decisions about pending employee requests. Approving time off requests will update both the schedules and timesheets for the employee.

Before approving a request, make sure there is adequate coverage in your section for the requested date.

1. The Time Off Request Manager section should be automatically expanded on your

screen, if it is not click the button in the Time Off Request Manager window to expand it

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2. Click the desired pending request anywhere on the line (except for the Status icon) to select it

3. To check for your sections coverage during the selected dates, click the Coverage button

Coverage:

The coverage pane displays the following information for each day the employee has requested off:

• Qualified – the total number of employees that are qualified to work the primary job of the employee submitting the request

• Available – the number of qualified employees that are available to work the primary job of the employee submitting the request – this does not link to schedules (meaning, you cannot see if an employee is currently scheduled)

• Pending – the number of pending requests from other employees with the same primary job as the employee submitting the request

• Unavailable – the number of employees who share the same primary job, who have already had approved time away from work

4. The coverage window displays all employees that are qualified, available, have pending requests, or are unavailable for the time requested

5. Click the Status icon ( ) to open the desired pending request

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6. Review the Start and End Dates

7. Click the Status drop down and select Approved or Denied

8. Click the Manager Comment field and type an optional comment

9. Click Save.

Vacation Pay:

If an employee has been approved for vacation but works anyway, the employee will be paid for both their working hours and the vacation hours.

Time Off Request – Over One Week: In IWFM, requests for time off that are over one week should be entered in IWFM by the week. For example: Someone taking a 2 week vacation (10 working days) needs to enter 2 separate 5 day requests expanding from Monday to Friday. If entered as a 2-week duration (Monday to the following Friday) the time requested will be 12 days. IWFM does not recognize weekends or any 2 day off/rest periods.

Scheduled Employee: When an employee asks for Time Off that they are currently scheduled to work, the TAFW Request window will display the work schedule and allow managers to delete the employee from the scheduled shift. Depending on your company’s configuration, you may also have an additional feature to add this shift to the Unfilled section of the schedule (see the My Schedule section for more details).

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Time Off Request Manager – New Requests

The time off request manager allows managers to create new requests for their employees and approve them instantly.

1. Click the New button to create a new request

2. Click the button to select the employee.

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3. Select the employee

4. Select a Reason in the dropdown

5. In the Status field, select Approved

6. If the request is for a portion of a day, deselect the All Day checkbox. Doing this will cause time fields to appear to the right of the Start and End fields.

7. If you do not change the start date, it will default to today’s date

8. Change the End date

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9. If the employee is scheduled to work during the selected time off, the TAFW Request manager will allow you to remove them from the scheduled shifts. To remove the employee from his/her scheduled shifts, click the Select All button . Checkboxes will appear in the Delete column and the employee will be removed from the shifts.

10. Click Save.

TAFW Filter:

The Time Off Request Manager automatically filters out approved and denied requests from the screen. To view past requests, click the Filter button and select All in the Status dropdown.

Time Off Request Manager – Change a Request Decision

1. Click the Filter button to create a new request

2. Select All in the Status dropdown

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3. All requests are display below the filter window. Click the Status icon

( ) beside the decline request you now want to approve (or vise versa).

4. Change the Status dropdown to Approved

5. Click Save.

Approval Requests

The approval requests section is where managers can approve requests for availability changes, shift trading, and other requests. Changes to availability and shift trades are immediately integrated into the schedule upon approval.

1. Click the button in the Approval Requests window on the right-hand side of the screen to expand it

2. Click the Status icon ( ) to open a Default availability request

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3. Approving the Default availability will change the employee’s availability permenantly. Click the Approve button

4. Notice that the status has changed from to

5. Click the Status icon ( ) to open a Temporary availability request

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6. You can type a message in the Manager Comments field if you want to write why you are approving or denying the request (Optional)

7. Click Approve or Deny.

Approval Requests – Approving Shift Trading – Add On Feature

For clients that have shift trading as an add on feature, the Approval Requests window allows managers to approve shift trading created by employees. Follow these steps to approve a request to trade shifts .

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1. Click the Status icon to the left of the employee’s request for shift trading

2. Click the Approve button.

The status for the request is changed from pending to approved. The schedules for the employees is now updated in the My Schedules and the My Timesheets views.

My HR View

The My HR view allows managers to view information about their employees. Managers will be able to see employee information, assigned jobs, work locations, availability, and skills. It will also provide managers with a Year-at-a-Glance Attendance report. Within the MY HR view, managers can:

• View employee information • View attendance history • Modify employee availability • View skills • Add new hires (Optional – Payroll Administrator’s role)

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The Employee Record

The My HR view holds all the information about each employee assigned to you. To open an employee record, select the name of the employee you would like to view from the Address Book. This window is highly configurable to meet your company’s needs.

Within the Assignments HR Pane of the Employee Record, Managers can change:

• The Employee’s status – making the employee Active or Terminated • Pay Class and Pay Type • Shift Rotations – manager can select whether or not the employee is available to be on shift

rotations. The employee needs to have a check in the Create Schedules from Rotations check box to make the available for rotations

• Shift Trading (Add on Feature) – this drop down defines whether or not the selected employee can trade shifts with other employees

• Rates and Salary – will not always be available for managers to view – depending on your company’s setup

Display / Edit Employee Record

The My HR view allows you to display employee records. Depending on your company’s business rules, managers may not see all fields available in their company’s application. You can view up to five employee records at one time.

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1. Click My HR button to view the My HR view

2. The Employees window should automatically display, if it doesn’t click the Address Book button

Address Book: Using the Filter button, the address book can be filtered by:

• Department • Job • Pay Class • Pay Type • Pay Group • Work Location

3. Select an employee to view his employee record

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4. The employee’s record displays below the Address Book, defaulted with the Assignments pane active and the Status tab selected

Click the in the Employees area to close the Address Book.

Status Tab:

The Status tab, located within the Assignments pane, will allow managers to view and modify the policies that have been assigned to their employees.

Depending on your company’s configuration, managers may be able to view and modify:

1. Employee status 2. Pay Class 3. Pay Type 4. Shift Rotations 5. Base Rate

Add Qualified Jobs and Working Locations

As your employees earn promotions or raises, you may need to maintain their assigned jobs in the application so that they are scheduled and paid correctly. You can modify an employee's existing and/or assigned jobs from My HR to record raises and promotions, switch an employee's primary job, or delete jobs.

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1. From within the Assignments pane, click the Qualified Jobs tab

2. The employee’s primary position is displayed – this is the default job they would be scheduled to. You can add a second job for this employee. Click the New button

3. In the Position dropdown, select the additional qualified job you want to add for your employee.

Positions:

If you notice a position that should no longer be available, let your IWFM Administrator know. Only IWFM Administrator has access to delete positions.

4. Enter a rate in the Rate field

5. Enter an Effective From date. If the employee is only going to be used in this position for a few months, you can enter an Effective To date.

6. Enter an Effective To date in the field for the position.

7. If the new positions is going to be the employee’s primary position, follow the steps below:

a. Enter a end date for the employees current primary position

b. Select the Primary checkbox for the employee’s new primary position

c. To keep the old primary position as the employee’s secondary position, add a new line for the position.

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Putting an Effective to date on the old primary position and adding the position into IWFM as a secondary position will retain history of where the employee worked

8. Click Save.

Primary Checkbox:

Employees can only have one primary job; it is the job they are scheduled to work, by default. If the employee is switching primary jobs, ensure you clear the Primary check box on their previous primary job.

Displaying the Locations an Employee Works

1. From within the Assignments pane, click Works at Locations tab

2. The employee’s primary location is displayed. Employees can be made available at multiple locations but they must work in a position for the desired location. Click New button to create a new location for your employee.

3. In the Location drop down, select a different location.

You can only select locations within Departments and employee is qualified for. Meaning they must have a position within the Department.

4. Enter an Effective From date in the field

5. Click Save.

Add Employee Details

The Details pane is where your employee’s personal information is stored. There are three tabs within the Details pane:

• Personal Details – stores name, gender, marital status, SSN/SIN, birth date and hire date • Address – stores the employee’s address, email, and telephone number • Emergency Contacts – stores information on the primary and secondary emergency contacts for

the employee

1. Click the Details pane to view details for an employee.

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SSN (SIN) field:

The application can be set up to validate the Social Insurance Numbers (SIN). Format as follows: 123 456 782

5. From within the Details pane, select the Address tab to change of update employee’s information.

6. From within the Details pane, select the Emergency Contacts tab to update the employee’s emergency contact information.

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Check Employee Balances and Availability

You can view your employee’s availability and current benefits within the My HR view.

1. Select an employee from the address book.

2. Click the Availability pane to view the selected employee’s availability calendar

1. The Availability Calendar to display. To view the next month’s availability, click the button

2. Click the Benefits pane to benefit details.

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3. The Eligible Balances tab displays what the employee currently has as an employee balance. The Available section of the screen displays the balances available to him that he does not have. The Current section of the screen displays what balances he currently has

4. Click the Actual Balances tab

5. The Actual Balances tab lets you view the employee’s current and initial values of balance hours and days

6. Click the Attendance pane to attendance history

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The Attendance pane lets you view the attendance history. This view allows managers to see vacation, sick, bereavement, late days, unexplained absences, etc.

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Creating Schedules using iWFM

My Schedules

The My Schedules view in iWFM allows managers to schedule their employees to work. Schedules are created by location within the company. If a manager has access to more than one location, he/she must build a schedule for EACH location. Schedules can only be created for future time and on a week-by-week basis, regardless of pay frequency. Schedules are not visible to employees until the creating manager posts them.

iWFM automatically checks the schedules you create for problems, such as:

• Violations of labour laws, such as no meal breaks • Overlapping shifts • Scheduling an employee that is not available • Exceptions to your companies rules, such as minimum shift time • Scheduling an employee for overtime (gives you a warning)

Key Benefits of the My Schedules view:

• Provides managers with easy-to-use tool to build schedules • Validates the schedules according to your companies schedule policy • Displays planned and scheduled costs as changes are made to the schedule • Allows the schedule to be created from shift rotations, copied from previous weeks, manually

created, or generated automatically • Shows schedule efficiency score – for labour demands • Allows managers to keep a working copy of their schedules that employees cannot view until

posted

My Schedules Vs My Timesheets:

It is important to remember that schedules DO NOT define pay; timesheets define what your employees will be paid. Schedules only define when a person is required to work; timesheets reflect what the person actually worked.

Shifts Vs Rotations:

The cell displays the shift an employee is scheduled to work. A rotation is a weekly schedule made up of shifts that can be added to the schedule.

Schedule Creation

My Schedules allows you to create a schedule manually, copy a schedule from a previous week, or load shift rotations for employees. Shift Rotations are shifts (per your company requirements) that allow you to setup weekly schedules for your employees.

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The process for creating a schedule is:

1. Load the schedule for the desired week and location.

2. Create the shifts for the schedule.

3. Evaluate and correct any problems in the schedule.

4. Post the schedule to make it visible to employees.

Schedule Rules

When creating a schedule, it is important for managers to follow these basic rules:

• You cannot add a schedule for past dates • Always Save and then Refresh a schedule before proceeding • Click the Post button to allow your employees to view the schedule

Multiple Managers Scheduling:

If an employee has a position under a different manager, both managers will see the employee’s schedule. The manager will only be able to change the schedule for the position he/she manages.

Schedule Views

There are two basic views managers can work with when creating a schedule: Grid View and Bar View. Split view is a combination of Grid and Bar view. You will be working with both views in this topic.

Grid view – displays the schedule shifts in cells on a grid, with a row for each employee and a column for each day. The total scheduled hours for each employee will appear in the far-right column and the total scheduled hours for each day will appear at the bottom of each column.

Bar view – displays the schedule using colored bars for each employee. The bars represent the shifts length, starting at the start time and ending at the employee’s shift end. The shift’s breaks are represented by the coffee cup.

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Split view – combines the Grid View and the Bar View.

Common Toolbar Buttons

Load button– loads the schedule and lets you view employees and dates

Save button – saves the schedule in draft form

Posts the schedule – saves and posts the schedule for employees to view

Reports drop down – allows you to run reports for the schedule

Undo button – reverses the last change

View button – allows you change the schedule from Grid view to Bar view

Clear button – clears the schedule of all shifts

Problems button – allows you to view all errors and warnings on the schedule

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Copy button – allows you to copy a schedule from a previous week

Rotations button – allows you to add shift rotations into the schedule

Common Icons

The shift’s start and end times

Scheduled meals

Warning messages

The job you are assigning the employee to

The pay code the shift is using

End time (when the shift is open in Grid view)

Add a shift

Edit a shift (Grid View only)

Delete a shift (Grid View only)

Select / Load a Schedule Location

When you load the schedule for the selected location, you also load the employees you are responsible for scheduling within that location. The default for this schedule is the Grid view; we will be working from the grid view for the first part of this topic.

Auto load versus manual load – Users can select whether their schedules will automatically load upon selecting the My Schedules view, or if they will manually click the load button. It is suggested to manually load the schedule if you have a slow network, as the schedule can take a while to load. If you are manually loading a schedule, first select the week then select the load button.

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1. Click My Schedules tab to view My Schedules

2. If you are responsible for more than one location, you first need to select the desired location you want to schedule. Click the Location Picker to select the location.

3. The Location Picker will bring up all location you have access to. Click OK.

4. The My Schedules view will always default to next week’s schedule. You can move to different weeks by selecting the arrows (to go to previous or next weeks) or by selecting the Calendar button. To select a different week, click the Calendar button

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5. The Calendar button lets you choose a week by selecting the first Sunday of each week.

6. Click the Load button to load the selected week and all the employees within it.

Autoload on Start:

1. You can set My Schedules to load the schedule automatically by clicking the View button and selecting the Autoload on Start check box.

Creating a Shift – Grid View

You can add a shift to a schedule manually, by copying an existing schedule, or by adding rotations to the schedule.

1. Begin with the schedule loaded for desired week and location.

2. Click the box corresponding with the row and column representing the employee and the day The Add Shift button ( ) appears in the selected orange field.

3. Click the Add Shift button, the shift dialog window appears.

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Entering Times:

Shift times can be entered by:

• Entering the exact time, such as 9:00 • Entering an abbreviated time such as 9A • Entering military time, such as 900 or 1400 • Clicking the clock button to increase or decrease the displayed time

4. Click Enter on your keyboard or click the Close button ( ) in the upper-right hand corner to close the shift window. The shift is added to the schedule with meals automatically calculated.

5. To adjust the hours, click the created field (the day for the employee) and click the Edit Shift

button ( ).

6. Close the shift window to complete the change.

The Undo Button:

You can undo changes to your schedule by clicking the Undo button ( ).

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7. Click Save

The Save Button:

Clicking the Save button ( ) in the My Schedules view will only save the schedule as a draft. Once you have clicked the Save button, you can no longer use the undo button to reverse any changes. Employees still cannot view schedules until a manager posts them.

The Problem button:

Clicking the Problem button ( ) allows you to view any problems with the scheduled shifts. For example, an employee is not working enough hours in the day.

Creating Multiple Shifts – Grid View

You can create multiple shifts at the same time by using the Ctrl + Click method to select employees and days.

1. Press and hold the Ctrl key (on your keyboard) and click each cell you want to add a shift to (you can click and drag your mouse or individually click each cell)

2. Click the Add Shift button. This button will either be in the first cell or the last cell you clicked (depending on if you did the drag or individual click method with your mouse)

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3. The shift hours are added to all of the selected cells. The hours are all the same, but each employee is scheduled for his or her primary job. You can edit both the times and the job by selecting the desired cell and clicking the Edit Shift button.

4. Click Save.

Copying and Moving Shifts – Grid View

You can copy and move shifts around in the schedule by using the shift’s moving tool. The moving tool will allow you to move the shift to another employee (with the same job as the current employee) or to copy the shift to an employee. To move the shift, click and drag the move tool to the desired cell. Copying a shift is done using the Ctrl key after the desired shift is selected.

1. Select the employee’s shift you want to move

2. Press the Ctrl key and click the move tool to copy the shift to another employee . Notice the arrows that appear over the move tool when selected

3. Drag the shift to the employee and day you want to assign the shift to (you cannot copy/move a shift to cells that are grey)

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Moving Shifts:

When you click the Moving tool, directional arrows appear and you can move the shift to any employee that has the same job and is not currently on the schedule for the desired day as the selected position by just dragging the shift to the employee. If the employee does not have the required job qualifications, their shift will turn grey and you will not be allowed to move the shift into their schedule.

Creating Overnight Shifts – Grid View

Scheduling overnight shifts in the Grid View is done by adding the shift to the day the shift begins. All time from an overnight shift is allocated to the day on which the shift began.

1. Click the Add Shift button

2. Enter the work time starting on the day the shift started and ending the next day

3. Close the shift window

4. Click Save.

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Creating Split shifts – Grid View

Split shifts are created by clicking the Add Shift button for an employee that is already on the schedule.

1. Click the Add Shift button on a cell with a shift already added to it

2. Enter the work time

3. Close the Shift window. Notice that the employee now has 2 rows, one for each shift

7. Click Save.

Warning Messages:

Adding the split shift will sometimes generate a warning message ( ). You can display the warning message by hovering over the warning icon with your mouse.

Warning messages do not prevent you from posting the schedule. You should evaluate the messages in light of your company policy and decide whether you should change the schedule or proceed.

Adding a Shift for a Secondary Job – Grid View

When creating shifts, the employee’s primary job will always be the default for the shift. You can change an employee’s job both before and after the creation of the shift. This can only be done for employees that have a secondary jobs.

1. Click the Add Shift button for a specific day and employee

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2. Click the Job drop down and select a different position

3. Enter the work time

4. Close the Shift window

5. Click Save.

Secondary Jobs:

Hovering over an employee’s name in My Schedules will display all jobs the employee is qualified to work.

Delete a Shift – Grid View

Once a shift is created, it can be deleted by selecting the shift and clicking the Delete Shift button.

1. Select the shift

2. Click the Delete Shift button ( )

3. Click Save.

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Using the Unfilled Section – Grid View

Creating shifts in the Unfilled section of the schedule allows Supervisors/Managers to post shifts that do not have employees scheduled to them. This allows employees to pick up shifts.

If your company has the shift trading add on, employees can request to pick up an unfilled shift in their My Schedules section. Otherwise, managers can print the schedule and move the shift to any employee that requests it.

The Unfilled section is located above the first employees name in My Schedules. Unfilled shifts are just like employee shifts.

Critical Problems Exist:

If you got a message, “You must fix the # critical problems before the schedule can be saved”, click OK.

To correct critical problems, use the Problems button on the toolbar to find them, then click the Edit button to make any corrections.

Post a Schedule – Grid View

Once you are finished making changes to the schedule, the next step in the process is to post the schedule. Posting the schedule allows employees to view their schedule in their My Schedules section of their employee login (Employee System Access is an additional add on). You can still make changes to a schedule after it has been posted, but you must click SAVE in order for employees to view changes to a posted schedule.

1. On the toolbar, click the Post button ( ). A confirmation message appears

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3. Click OK. The schedule is posted.

Once a schedule has been posted the Post button will be greyed out.

Copy a Schedule – Grid View

IWFM allows you to copy schedules from one week to another by Zones (Department groups).

1. On the toolbar, either click the Next Week ( ) button or click the Calendar button and select Sunday of next week

2. To copy the schedule from the previous week, click the Copy button ( ) located on the toolbar. The Copy Week area appears

3. If you want to copy the unfilled row from your previous schedule, click the Generate unfilled schedules checkbox.

4. Select the week you want to copy the schedule from or keep the default of the previous week

5. Select the zone

6. Click the Copy Week button. The schedule for employees in the zone is copied from the previous week.

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7. Repeat for the remaining zones

8. The Copy button will copy the schedule from the previous week regardless of the employee’s requested the day off. Before saving the schedule, you should check it for problems. On the

toolbar, click the Problems button ( ) then make any adjustments necessary

9. Click Save.

10. If you are finished creating the schedule, click Post to allow employees to view the schedule.

Clear a Schedule – Grid View

The Clear button is useful if you have built a schedule and realize it would be easier to just start from scratch. Clearing a schedule will take all shifts off the schedule regardless of if they have been saved or posted previously.

1. On the toolbar, click Clear button ( )

2. The schedule clears of all shifts. If you cleared the schedule by accident, click the Undo button (

) to undo your clear.

3. Click Save.

Scheduling Shift Rotations – Grid View

You can create schedules using pre-defined shift rotations that mirror the different shift patterns your employees might work. For example, you might have three shift rotations available for your schedule:

• Mornings, hours from 7 am to 3 pm • Evenings, hours from 3 pm to 11 pm

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• Nights, hours from 11 pm to 7 am

Before you schedule employees to their shift rotations, an employee must be assigned to a rotation in their employee record in the My HR view under Assignments > Status. Before scheduling any rotations, you must load your schedule’s location.

1. On the toolbar, click the Rotations button ( ). The rotations area appears.

2. You can narrow which rotations are added to the schedule by selecting various options within the rotations area before clicking the Load Rotations button. In our example, we load all rotations.

3. Click the Load Rotations button ( )

4. On the toolbar, click the Problems button and make any adjustments necessary

5. Click Save.

Schedule Views

The View button on the Navigation toolbar, allows you toggle the schedule between the Grid View, Bar View and Split View. You do not need to save the schedule to toggle between the views.

1. On the toolbar, click the View button ( )

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2. You can adjust the level of detail shown in the Grid View from low to high by dragging the Level of Detail bar from high to low. This will hide the meal breaks and only show the hours an employee is scheduled

3. To switch to Split View, click the Split View button under the Editor Type heading

4. To switch to Bar View, click the Bar View button under the Editor Type heading

General Options:

Other important features of the View button are located within the General Options heading:

• Autoload on Start – if this check box is selected, the schedule will load without having to click the Load button when you open the My Schedules tab.

• Reallocate meals and breaks on schedule edits – if this option is selected, when you edit a schedule to change the shift start or end times, the times for any breaks on the schedule are adjusted automatically.

• Automatically select an activity for schedule – Some companies assign various activities to jobs. For example, a retail store may have several employees who can perform the job of Customer

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Service, but only some Customer Service employees can close out the cash register at the end of the day. This retail store could set up an activity called EOD Closeout and add it to the schedule.

5. Close the Options area by clicking on the .

Bar View

In the Bar View, each shift on your location’s schedule is graphed as a colored bar stretching from the shift’s start time to it’s end time. The shift breaks are also represented graphically by the coffee cup.

You can create schedules for your location by dragging shifts into position on the graph, stretching or shrinking them to the right duration, and adding or moving scheduled breaks on each shift with your mouse.

Bar View Toolbar Icons

Edit tool– allows you to move a shift, adjust the shift/break length, and change a position for an employee

Add Shift tool - Adds a shift to the schedule

Add Break tool - Add a break to a shift

Erase tool – use this to delete a shift or a break from the schedule

Keyboard Shortcuts in the Bar View:

Each column in the Bar View is represents an hour within a day. Each day in the Bar view is represented by a red line.

You can jump to a desired day of the week by clicking you cursor in the white schedule portion of the screen and clicking these keyboard shortcuts, the numbers correspond with your company’s workweek. For our example , the first day of the workweek is Sunday so the keyboard shortcuts are:

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• 1 – Sunday • 2 – Monday • 3 – Tuesday • 4 – Wednesday

Adding a Shift to a Schedule – Bar View

You can schedule an employee in the Bar View by clicking the Add Shift tool, selecting the employee, selecting the job, then “drawing” the shift on the grid.

1. If the Bar view is not visible, click the View button ( ) and select Bar View from the Options window

2. The Bar View for the schedule appears with the first day of your workweek displayed. In our sample company, the first day of the workweek is Sunday and no one is scheduled. To display Monday’s schedule, you can use the horizontal scroll bar to scroll right, or type the number that corresponds to the day of the week (2)

3. To add an employee using the Bar View, click Add Shift ( ) located on the toolbar.

The Add Schedules section appears with the employees you are allowed to schedule listed.

When selected, the Add Shift button will have a black triangle appear on it ( )

4. Select an employee . The Possible jobs list populates with the jobs the employee is qualified to work. The default is his primary job

5. Move the cursor to the scheduled area. The cursor displays the employee name, job and start time for the shift

• 5 – Thursday • 6 – Friday • 7 – Saturday

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6. Move the cursor until the time is 7:00 am (start time), then click and drag the cursor to the end time of 3:00 pm (end time) and release

7. To advance the schedule to Tuesday, you can either scroll horizontally or type the number 3 on your keyboard.

8. Click Save.

Scheduling Multiple Employees for one day – Bar View

The Bar view allows you to add multiple employees to the schedule using the Ctrl + Click method to select the employees, then adding the shifts. This adds the employees to the displayed day.

1. Click Add Shift ( ) tool

2. In the Add Schedules area, select an employee , press Ctrl, then select another employee

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3. Move the cursor to the schedule area. The cursor displays the name for the first employee you selected, the job, and the start time for the shift

4. Move the cursor to the desired start time for the employee. Click and drag the cursor to the desired end time and release

5. Now the cursor has the second employee’s name, job and start time for the shift. Move the cursor to the desired start time for the employee , click and drag the cursor to the desired end time and release

6. The shifts are displayed by the start time and grouped at the top of the schedule

7. Click Save.

Cycle Through Selected Employees – Bar View

There are two extra options when scheduling employees in the Bar View:

• Cycling through selected employees • Adding multiple employees to one shift

1. Move the scrollbar until you see the day you want or type the # on your keyboard

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2. In the Add Schedules area, click the Cycle button ( ). This button allows you to continuously cycle through selected employees - letting you add shifts for them throughout the week. This

button is underlined to indicate when it is selected ( )

3. Select an employee , press Ctrl, then select another employee

4. Move the cursor until the desired start time for the employee , click and drag the cursor to the desired end time and release

5. Now the cursor has the second employee’s name, job and start time for the shift. Repeat step 4.

6. The cursor goes back to the first employee selected . You will notice a Hammer icon in the background of the schedule, this is the schedule letting you know that the employee is already on the schedule for that day. Advance the schedule to the next day by moving the scrollbar or typing the # on your keyboard

7. Move the cursor until to the desired start time , click and drag the cursor to the desired end time

8. Now the cursor has the second employee’s name, job and start time for the shift. Move the cursor until the to the desired start time, click and drag the cursor to the desired end time and release

9. Add shifts for the rest of the week using this method

10. Click Save.

Adding Multiple Employees to One Shift – Bar View

The other option, when adding multiple employees to a shift, is to add them all to the same shift at once.

1. In the Add Schedules area, click the Cycle button ( ) to deselect it

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2. Click the Add Same Shift button ( ). This button allows you to add all of the selected employees to the same shift at once. This button is underlined to indicate when it is selected (

)

3. Select an employee , press Ctrl, then select another employee

4. Move the scrollbar until you see the day you want or type the number on your keyboard

5. Move the cursor until the desired start time for the employee, click and drag the cursor to the desired end time

6. Both employees are scheduled for that time

7. Add shifts for other days using this method

8. Click Save.

Editing Shifts in the Bar View

After creating shifts in the Bar View, you can change the duration of the work hours and the break time, change the start time and end time of both the shift and break, or delete the shift or break. To

make changes to the shift you need to select the Edit tool ( ) from the toolbar.

1. In your toolbar, click the Edit tool ( ). Notice the Add Schedules area disappears

2. Move the scrollbar until you see the day you want or type the number on your keyboard

3. With the Edit tool, you can move an employee’s shift without changing their hours. Click on an employee’s name within the schedule and drag the employee to the desired start time and end time . When making the adjustment to a shift, a ruler will appear below the shift you are adjusting so you can see how many hours a person is working

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Bar View Ruler:

Anytime you edit a shift in the Bar View, a ruler will display below the selected shift. The ruler tool allows you to view:

• Length of time between start time and break • Break Length • Length of time between break and end time • Hours scheduled to work / Hours scheduled

Other Features of the Edit Tool: You can also use the Edit tool to:

• Change the employee working the shift • Change the job the employee is working (if the have secondary positions) • Add a standby employee

Just click the shift you want to switch and select the icon you want to change

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Erasing Shifts in the Bar View

To delete a shift or break, select the Erase tool ( ).

Be careful you select the right Erase tool, the Clear button ( ), located to the right of the Erase button, will clear your schedule of ALL shifts. If you accidently select it, you can always undo the clear.

1. Click the Erase tool ( ) to select it

2. To erase a shift, simply select the employee you want to delete.

3. You can also delete breaks.

4. Click the Save button

5. Click OK .

Correcting Problems

The Problems area lists each of the problems in the schedule by their severity and description. On the left side of the Problems area lists the total amount of critical, warnings or informational messages. You can filter the descriptions on the right side of the Problems area by selecting the icons on the left.

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The Problems tool ( ) in My Schedules allows you to view all problems with your schedule in an easy to view window. You cannot save a schedule with an error (critical message) on it.

1. Click the Problems tool ( ). The Problems area appears

2. Review the critical error message for the employees in the Problems area. The critical message must be fixed

If you select a message from the right side of the Problems area and select the Green arrow to

the right ( ), the shift with the error will be highlighted in the schedule.

3. Once all the critical messages have been corrected, click Save

4. Click Post. If the post button is grayed out, the schedule has already been posted and you will only need to click the save button to update the schedule

5. Click OK.

Schedule Reports

To see a list of reports you can view from My Schedules, click .

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1. Click the Reports drop down ( ) and select Printed Schedule Report (it’s been renamed in a future release)

2. The Schedule Report window displays. Click the Run Report button

3. Click the View Report button

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4. Click Open

5. Close the PDF file.

Schedule Report:

The Report will print in DRAFT form until you Post your schedule. You can change how the report looks by selecting the different check boxes in the Schedule Report window before running the report. Some of the key check boxes are:

• Display Job Name – adds the job the employee is working on the report • Display Meals and Breaks – adds the meal times to the report • Display Employee Totals – adds the employee’s total hours to the report • Group by Zone – deselecting this check box will run a schedule for all employees (may be useful

for employees that work in 2 different zones)

If you want to see a Manager on the printed schedule report, the manager must be scheduled to work in My Schedules.

Schedule Filter

The filter button within My Schedules allows managers to view only certain employees. You can filter the schedule to only show:

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• Salary / Hourly Employees • Employees from a certain Zone • Employees that work a certain rotation • Pay Classes • Specific Jobs

1. Click the Filter button to view the filter area

2. Within the Filter area of the screen, select the department in the Zone field

3. Click the Close button

4. Select Full Time in the Pay Class field

5. Click the Close button

6. The screen will only show employees that are Full Time and working within the Assembly Zone. To clear the filter, click the Clear Filter button.

Clearing a Filter:

It is always recommended to clear your filter when you are done so that all employees will be displayed on the schedule.

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Loading Timesheets

My Timesheets

Within iWFM, you can monitor attendance, edit time, and calculate pay using My Timesheets. For each employee, iWFM tracks when employees worked against when they were scheduled. You can compare the two sets of employee time, correct inaccuracies, or enter missing time. If your employee clock goes down for some reason, iWFM sends you an email notification, so you can enter times that were unable to be recorded in the My Timesheets section.

The My Timesheets view allows to:

• Display all timecards for all employees for an entire week • Allow managers to quickly view problems and exception records • Real time pay rule recalculates pay each time an edit is made • Audits all changes made to the timesheet • Robust reporting capability

In iWFM, errors are missed punches and must be corrected.

My Timesheets – Tips and Tricks:

Some tips and tricks to help you navigate in My Timesheets are:

• Always Save then Refresh to view the most up-to-date timesheet • My Timesheets does NOT allow you to copy and paste (Ctrl C or Ctrl V) • Display Employee Totals – adds the employee’s total hours to the report • If your timesheet does not refresh, try logging off IWFM and logging back on

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My Timesheets Icons

This application displays your employee’s time and attendance information for each shift, labeling the following shifts:

Symbol Description Explanation

Green Light Worked shifts that were scheduled. The employee was scheduled and worked the time displayed in the cell.

Green Arrow

Worked shifts that were scheduled and that the employee had punched in; the employee is ‘on-the-clock’, meaning that they have punched in for the

day. Once the employee punches out, the shift is marked with the (green light) icon.

Green Square

Paid to schedule shifts. The application has been configured to pay the employee, by default, for the scheduled time. This configuration is typically used with salaried or some full-time employees who do not punch in or out to record when they worked.

Yellow Light Worked shifts that were not scheduled. The employee was not scheduled but recorded worked time on the day. The times in the cell represent when the employee recorded working.

Yellow Arrow

Worked shifts that were not scheduled and that the employee had punched in; the employee is ‘on-the-clock’, meaning that they have punched in for the day. Once the employee punches out, the shift is

marked with the (yellow light) icon.

Red Light

Scheduled shifts that the employee did not work. The employee was absent without a recorded reason – such as taking a sick day or vacation – and the times in the cell represent the employee’s scheduled shift. You can create a pay adjustment on this date if you know why the employee was absent to help ensure your time and attendance records are accurate and that the employee gets paid correctly.

Green Check Scheduled shift that the employee did not work but have a pay adjustment recorded against them

Blue Light Scheduled future shifts that the employee has not worked yet

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Loading your Timesheet – Time and Attendance

Like schedules, timesheets can be loaded manually or automatically.

Click the My Timesheets button to view the My Timesheets view

1. Click the Calendar button and select the Sunday of last week

2. Click the Load button ( ) to load the timesheet

3. The timesheet loads.

Changing the Level of Detail

Change the level of detail shown in the timesheet allows managers to show more or less information for each timesheet. The highest level of detail allows managers to easily view the scheduled vs. actual hours for each timecard. Scheduled hours will always be on the left, while actual hours are shown on the right.

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To change the level of detail in the timesheet:

1. On the toolbar, click the View button to display the Options area

2. To have your timesheet load as soon as you open the My Timesheets view, click the Autoload on Start check box within the General Options section

3. Click the Level of Detail bar and drag it to the left or right to change the level of detail from high to medium to low

4. Details at High –the application shows the both employees scheduled time and actual worked time, including break times

5. Details at Medium –the application shows when the employee punched in and out for work, as well as the breaks they took

6. Details at Low –the application just shows the times the employee punched in and out

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Adding Time for a Scheduled Employee

You can enter time for an employee that did not punch in or out during their shift. The timesheet

will display employees that were scheduled but did not clock in or out with a Red icon ( ).

1. In My Timesheets, click the blank area that coordinates the employee and the day you want to

add a shift and click the Add Shift button ( ) and select Add shift to schedule

2. The Add Shift window appears, make any necessary changes and close the window to add the shift to the timesheet

3. The employee’s time is now added to the timesheet, you can add a new time code (example: if the employee was sick half the day), edit or delete the employee’s time by selecting the date and clicking the desired button

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Adding Time for a Unscheduled Employee

You can enter time for an employee that was not on the schedule. This may be useful for an employee that does not punch in on clocks (salary), but you need to add in a day they took off sick.

1. In My Timesheets, find the employee and day you want to add a shift too and click the arrow on

the Add Other Actions button ( ) and select Add new shift

2. The Add Shift window appears, select the start and end time and select the to enter the time into the timesheet. Close the Add Shift window to enter the time in the timesheet

The is considered a clock punch in iWFM.

3. To add in a pay adjustment, click the added time, select the Add Other Actions button and select Add new pay adjustment

4. In the Pay adjustment type drop down, select the type (e.g. sick).

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5. In the Hours field, add the hours.

6. Close the Pay Adjustment window to view the added time

Pay Adjustments:

Pay adjustments are another method you can use to correct your employee’s time and attendance records or their pay. Generally, pay adjustments are used to cover justified absences (e.g. sick leave pay) or unscheduled training.

Reviewing Missing and Late Punches

When the employee fails to punch out at the end of their shift, or punches in late for work, the application marks the shift on the timesheet for your review. It is always a good idea to change the view to high detail to see all the information for every shift when reviewing any missing or late punches.

Missing punches are marked with the problems icon ( ) and are considered errors. Any problems on the timesheet must be fixed.

Early or late punches are marked with the exception icon ( ). Exceptions represent information that can be useful for you to know but do not necessarily have to be corrected.

There are two ways to search for and correct problems in My Timesheets:

• Using the Problems button • Using the Filter button

Correcting Missed Punches - Using the Problems button

The Problems button allows managers to easily manage by exception. Managers can quickly identify all problem punches and resolve issues affecting pay immediately.

1. From the toolbar, click the Problems button

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2. A list of unresolved problems is displayed in the Problems pane.

3. Select the problem you want to correct and click the green arrow button ( ) to highlight the shift that corresponds to the problem

4. To correct the error, click the Edit button within the shift

5. To correct a missed punch, click the .

6. Close the shift window. The error for the shift is gone.

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Correcting Missed Punches - Using the Filter button

Alternatively, managers can use the Filter button to view all errors and exceptions on a single screen.

The filter button can also be used to search for different status’, such as the (red light) status – scheduled shift that the employee did not work.

1. From the toolbar, click the Filter button

2. From the filter options area, select the error icon ( ) and the exception icon ( ) within the Shift field. The timesheet will only show employees with errors or exceptions

3. Click the Highlight button ( ) to highlight only the shifts with errors or exceptions

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4. Hover your cursor over the shift you want to edit and click the Edit button

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5. Once you are done correcting errors and exceptions, it is recommended that you clear the filter to view all employees on the timesheet. To clear the filter, click the Clear Filter button (

)

6. Click Save.

Authorizing Time

Once you have reviewed your time and attendance records for your department and fixed any problems, you need to authorize your employee’s time. This allows pay information to be sent to your payroll application so that your employees are paid for their working time.

You can authorize time for:

• One shift • An employee

• An entire day

1. Select the shift you want to authorized (so only the shift is orange)

2. From the toolbar, click the Authorized button ( ) 3. A brown check mark will display next to the shift status icon letting you know the shift is

authorized 4. To authorize time for an entire employee, select the employee to highlight their entire week and

click the Authorized button 5. To authorized time for and entire day, select the day (so that the entire shifts for the day turns

orange) and click the Authorized button. 6. Authrozied time for the entire week using your desired method. Note: shifts with a Red Status

Icon (no shows) do not need to be authorized. 7. Click Save

Sorting the Timesheet

The timesheet allows you to sort employees by name and rank.

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1. From the toolbar, click the Sort button

2. In the First sort by drop down, select the desired sort (e.g. Pay Class Rank)

3. In the Then sort by drop down, select the desired sort (e.g. Employee Name)

4. Click the Apply Sort button

5. Change the sort criteria back to Employee Name in the First sort by drop down and change the Then sort by to blank

6. Click the Apply Sort button

7. Close the Sort area of the screen.

Other Features of My Timesheet you may find useful

• The View Pay button will display the total cost / hours an employee worked during the week. This button will display the a weekly and daily summary of regular, unpaid, premium, OT and benefit hours earned during the selected day or week.

• The Audits button displays all the changes made to the timesheet for a selected employee.

• The Punches button displays all raw punches for employees • The Retros button displays all retroactive changes (made after payroll has been transmitted)

made to the timesheet.

• The Report button will display various reports you can run in the My Timesheet section. A good report to view is the Pay Summary Report which displays a summary of pay for every employee within a selected date range.

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Manager Pay Admin Administration

Delegation

When managers or payroll administrators that approve time or vacation go on vacation, their role in iWFM can be delegated to another employee for the time they are away. This way approval can still be carried out while the manager is away.

1. In the My HR view, click the Filter button

2. In the Works at Location field, select the location for the desired employee

3. In the Number field, type your employee number and click Apply Filter

4. Select yourself

5. Click the Delegation button in the HR Pane

6. Click New

7. In the Employee field, click the button

8. Select the employee you want to delegate.

9. In the Effective from field, select the date

10. In the Effective to field, select the date

11. In the Reason drop down, select your reason

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12. Click Save.

Delegated Employees:

An employee that has been delegated to another user’s role will receive the message, “Who would you like to login as?” upon logging into IWFM. The user needs to select which role they would like to be to continue.

Multiple Roles:

Some users may have multiple roles, such as a manager and a payroll administrator role. To toggle

between the two roles, users need to click the button next to the role name.

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Pay Approve Checklist Manager

Pay Approve Checklist

The Pay Approve Checklist is located in the My Day view. It helps to organize the close out pay process by listing the pay periods that are due or overdue for approval for your location.

The Checklist displays:

• All pay periods that are due or overdue • The dates the pay period covers • The due date for the pay period approval • The number of problems within the pay period • The number of unauthorized time within the pay period

Pay Approve Checklist Status Icons

Icon Description Explanation

Green Check Pay records for this pay period have already been approved

Yellow Light Pay records for this pay period are due to be approved today

Red Light Pay records for this pay period are overdue

Blue Light Pay records for this pay period are not due until some future date

Pay Approve Checklist – Editing Pay Periods

The Pay Approve Checklist allows you to view due and late pay periods. It will also allow you to:

• Access pay periods to correct errors • Access pay periods to authorize time • Approve a pay period • Lock a pay period

1. Click the My Day button

2. Click the button in the Pay Approve Checklist window to expand it

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3. The Pay Approve Checklist shows that we have a pay period due today. To view more pay periods, click the Calendar button and select the Sunday of last week

4. Review the Error ( ) and Unauthorized ( ) columns. If there are numbers in that column then there are errors or unauthorized time that needs to be corrected. To correct, click the Edit

button ( ) to go directly to the timesheet for that period

5. To view all the errors in the timesheet. Click the Filter button

a. Click the Error icon ( ) to view all errors

b. Click the Highlight button ( ) to highlight only the shifts with errors

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c. Hover over the shift and click the Edit button to correct any errors.

d. Click Save

6. Click the Error icon to deselect it and click the Authorize icon ( ) to select it and view all time that has not been authorized

a. Select the cell with unauthorized time and use the Authorize button located in the toolbar to authorize the time within the select cell

b. Click Save

7. Click the My Day button to go back to the Pay Approve Checklist.

Pay Approve Checklist – Lock Down Timesheets

It is important to lock the pay period so that no changes can be made to it. Once the pay period is locked, a payroll administrator will know that they can transmit time into payroll.

1. From the Pay Approve Checklist, click the check boxes under the Approve column ( ) to approve the pay periods.

2. The check boxes under the Lock Pay Period column ( ) will automatically be selected when you click Approve. You can deselect it, if needed

3. Click Save

4. The Status for all selected pay period will turn to

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Unlocking Pay Periods:

Changes cannot be made to a pay period once it has been locked by a manager or payroll administrator. Managers and Payroll Administrator both have access to unlock a pay period BEFORE time has been transmitted. Any changes that need to be made after time has been transmitted to payroll needs to be made as an off cycle adjustment.

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Pay Approve Checklist Admin

My Day View

The My Day view allows payroll administrators to make decisions about transmitting pay, employee time off requests, and approval requests.

Pay Admin Checklist

The Pay Admin Checklist is where Payroll Administrators approve and transmit time.

Within this application, Payroll Administrators can:

• Review pay groups that have been transmitted, are due today, should have already been transmitted, or future due pay groups

• Review problems within the pay records • Review records that have not been approved, approved by the manager but not transmitted,

and approved to be transmitted • Lock down pay periods • Unlock pay periods • Transmit data to payroll

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Pay Record Status Icons

Symbol Description Explanation

Green Check Pay records for this pay groups that have already been transmitted

Yellow Light Pay records for this pay groups that are due to be transmitted today

Red Light Pay records for this pay groups that should have been transmitted already

Blue Light Pay records for this pay groups that are not due yet, future due dates

Approval Status Icons

Problems exist on the pay records for this location

Unauthorized records exist on the pay records for this location

Pay records for this location have not been approved by the store manager

Pay records for this location have not been approved to be transmitted

Pay records for this location have been approved to be transmitted

Pay Admin Checklist – Review Location Details

The Pay Admin Checklist displays information about the pay periods that have a transmit due date with a selected range. You can select different dates using the Calendar buttons.

1. Click the first calendar button and select your desired date. This will be the start date for which you want to review

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2. Click the second calendar button and select an end date

3. Click Refresh

4. To view the Approval status of a location, select the Pay Group within the Pay Calendars area of the screen (select the line with the yellow status)

5. Review the Approval Status Icons for the location. If the manager approved and locked down payroll, his/her name appears in the Locked by column

6. If there is a number in the Errors or the Unauthorized columns, click the Edit button to correct the errors

a. Correct the errors and authorized time within the timesheet. Click Save

7. To Lock Down Payroll, select the Approve and the Approve Pay Periods check boxes

8. With the location selected, click the Save

9. Click OK.

application. The Test transmit generates the payroll export file. You will want to browse the export directory and open this file for review before transmitting the pay group. The location of this file depends on how your application was configured.

10. Select the appropriate pay group and click the Transmit button.

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Off Cycle Wizard

The Off Cycle Wizard allows the Payroll Administrator to make adjustments:

• Out of cycle • To generate pay out to date payments

1. Click the Offcycle button ( )

2. The Offcycle Pay Export Window is displayed

Offcycle Pay Export Wizard:

The two options for Offcycle payments are:

• Pay Adjustments from Prior Periods – will put adjustments from prior periods on the next pay cycle (generates a transmit 2-3 days)

• Pay Out to Date – will pay the selected employee out to date for you to cut him/her a cheque now (gets a cheque now)

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Importing iWFM Time into Powerpay

Transmit Data to Payroll

Once the records from all the locations in a pay group have been approved to transmit to payroll, you send the data. When you do, the application generates a file with the pay information for the employees who belong to the pay group which is transmitted to your organization's payroll application.

You can test this export and review the file the application generates from the Pay Admin Checklist.

1. Select the appropriate pay group.

Click the Test Transmit button.

11. Click OK.

12. Once the records for a location in a pay group have been approved to transmit to payroll, the Payroll Administrator sends the data. When they do, the application generates a file with the pay information for the employees who belong to the pay group, which is transmitted to the payroll application. The Test transmit generates the payroll export file. You will want to browse the export directory and open this file for review before transmitting the pay group. The location of this file depends on how your application was configured.

The application generates the payroll export file and sends the file via the sftp

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Import employee information data into Powerpay

Time clock information can be imported back into Powerpay each pay period eliminating the need to key time and attendance information.

To import time clock information into Powerpay:

1. Click on My Day, and go to the Pay Admin Checklist screen

2. Select the dates of the Pay period in which you would like the information to be created.

3. Select the Pay Group for which you would like to create the import files for.

4. Click on the Transmit button.

Transmit:

5. Once the records are transmitted, there is no going back. Any edits you need to make after you transmit payroll will be an adjustment.

6.

7. The message in the display screen will be “The transmit to payroll job has been submitted”

8. Once the file is complete, you will see the number of hours exported for the number of employees.

9. At this point you would log into Powerpay to receive the files.

Import data into Powerpay

Upon detecting files successfully provided by the iWFM, Powerpay automatically commences the import.

10. Open Powerpay.

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11. Access the Import Details screen.

12. Click the Details link in the Import Details column on the Import Status screen associated to the import to be reviewed.

13. The Import Details screen has two sections:

Section Description

Import Summary Displays the number of records contained in the file, the number of records successfully imported and the number of records not imported.

Import Messages Contains error and/or warning messages incurred as part of the import. Each message includes the Record Number and Employee Number for which the error/warning occurred, and an Imported/Not Imported indicator. If no error or warning messages are incurred, this section does not display. • The Record Number is the row in which the data exists

in the file.

• The Employee Number is displayed, as it appears in exists in the flagged Record.

If one record has more than one error message or more than one warning message, all messages are grouped together for that record.

14. Error messages appear in RED and are identified as Not Imported. When an error message occurs, the record is rejected, its data not being imported into Powerpay. (This is consistent with how error messages function within the rest of the Powerpay system.)

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In the event of errors occurring as part of the import process, it is necessary to make the corrections in Time Solutions, and then re-initiate the export to the Powerpay Company Number from the IWFMsystem. The export cannot be re-initiated from within the Powerpay system.

15. Warning messages appear in GREEN and are identified as Imported. When a warning message occurs, the record is imported. However, Powerpay has recognized something that potentially needs to be acted upon and is bringing it to your attention. (This is consistent with how warning messages function within the rest of the Powerpay system.)

Review data in Powerpay

The time data is imported into Powerpay and depending on the type of information that needs to be reviewed will depend on which screen you would go into.

Employee Information – New Hire, Address changes, etc.

16. Click on the Hire/Profile screen

17. Choose the employee to be reviewed.

Reviewing timesheet data that has been imported

1. Choose the current pay period.

2. Click on Process.

3. Click on Preview.

4. Click on Request.

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Your company totals and employee totals will be displayed so that you can verify that the Timesheet data has been imported correctly.

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Verify Your Data (Mandatory)

Data verification is making sure that you payroll has been keyed accurately. A series of warning messages are displayed for your review on the Data Verification screen. On the bottom of the screen you will find totals for the information you have keyed on the current payroll.

You should verify your data before you submit it to Ceridian for processing to make sure that your payroll is error free.

1. Click on the Process tab, and click on the Data Verification link.

The Data Verification screen displays.

Check the messages displayed and review the totals of your one-time entries for accuracy. Green warning messages are for your information and verification. They do not stop the payroll

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from being produced. Red error messages are serious errors that stop the pay from being produced.

If you discover an error on the Data Verification screen, return to the appropriate screen to enter the correction, and then check the Data Verification screen again to make sure the correction did not cause any errors. Keep checking the Data Verification screen until you are satisfied that your payroll is completely accurate.

For more information refer to the screen help for the Data Verification screen.

I don’t know Powerpay very well, but it seems that these colours contradict the earlier colours I highlighted above??

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Preview Your Payroll (Mandatory)

A preview is a simulated payroll run that allows you to see what your payroll would look like if you submitted it with the data entered. It includes a preview of any requested ROEs. It is NOT a “real” payroll and does NOT produce payments or reports.

This is the final step of the verification process to make sure your payroll and any requested ROEs have no errors before submitting it to Ceridian. If you find errors on the preview, you still have time to go back to the applicable screens and correct them. Previews can be run as many times as necessary before submitting your payroll for processing.

1. Click on the Process tab, and click on the Preview link.

The Preview Request screen displays.

2. Click the Request button. The following message displays on your screen:

If you do not want to wait for your request to be completed, you can log off from Powerpay and return to the Preview screen at a later time.

When the request process is complete, the Company Totals, Employee Totals and ROE Forms links are available. A message also appears on your screen indicating that the request process is complete.

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Company Totals Employee Totals ROE Forms

Company Totals give you amounts that apply to the entire payroll such as the total hours / earnings, total employee deductions, total employer contributions, and overall totals.

Employee Totals displays the total gross pay, deductions, and net pay for each employee. You will also have a listing of various payroll warnings such as large payments and employees without any pay. By clicking on an employee name, details of the employee’s pay will be shown.

ROE Forms displays a complete preview of all ROEs for your entire payroll. Use the preview for validation and review purposes only, as this is not a final ROE. The ROE is not final until a serial number is attached during processing. All ROEs contain 'DRAFT' as the serial number and a 'Draft' watermark background. The first page (PAGE 1) of each ROE is displayed. At the end of the ROE Report, following all of the forms, a single PAGE 2 (back of the ROE) displays. The ROE displays in the language preference of the employee for whom the ROE was created.

If you find errors in your payroll preview, click the Payroll tab and make the corrections. Then, run the preview again to verify that your payroll is correct. Run Preview as many times as necessary until you are satisfied with your payroll.

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Example of Employee Details Screen

Note: The Preview screen does not provide a statement of the final payment owing to Ceridian.

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Example of Draft ROE

For more information, refer to the screen help for the Preview screen.

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Submit Your Payroll For Processing (Mandatory)

When you submit your payroll for processing, you are actually giving Ceridian your final approval to go ahead and pay your employees using the data you entered in Powerpay. This process will also trigger the official generation of any requested ROEs. A copy of the completed ROE will be sent to service Canada on your behalf.

This is your signal to Ceridian that you have checked your payroll data, and it is ready to be used to create accurate payments, reports and ROEs (if requested). If you do not submit your payroll for processing every pay period, none of your employees will be paid. If you submit early, employees will still be paid on the payment date indicated in your contract.

1. Click on the Process tab, and then click on the Submit link.

The Submit screen displays.

2. Click on the Submit Payroll For Processing button. Once your payroll has been submitted

for processing, a message displays confirming that your payroll has been sent for processing. You will not be able to enter further payroll data for this pay period. (If there is an error in transmission, an error message opens with instruction to correct it.)

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For more information, refer to the screen help for the Submit screen.

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Online Reports

Online Reports enable you to view your payroll reports online, even before receiving your payroll package. The reports are available for viewing and downloading for the last 13 months (provided you have been on Powerpay for that period of time).

The following options are available:

• Payroll Reports - allows you to view or print one or more of the reports included in the Standard Reports package, Additional Reports, or ROE Forms for the pay period that you specify

• Special Reports - allows you to view or print various special reports related to your employees

• Documentation - allows you to print various forms relating to year-end processing

• Year-End Reports - allows you to view, print or download reports from Year-end Adjustment runs, Employee Tax Forms and Tax Form runs.

1. Click on the Reports tab, and then click on the Payroll Reports link.

The Select Report screen displays.

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Note: You must allow at least 24 hours from the time you send a pay period for processing before you can view the payroll reports for that period.

The Year field defaults to the current year. You can click on the down arrow button to select a previous year, if archived reports from previous years are available. Click [Go] to display the pay periods available for the year selected, in descending order.

Note: Some reports are in PDF format and require Adobe Acrobat Reader installed on your computer to display. Certain reports may take some time to load due to their size. Reports may display on their side. In Adobe Acrobat Reader, click View > Rotate View > Clockwise or

Counterclockwise, or click on the Rotate Clockwise or Rotate Counterclockwise buttons on the toolbar to rotate the page.

For more information, refer to the screen help for the Reports screen.

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Logging Off

The Log Off screen allows you to properly exit the Powerpay application. Log off whenever you take a break from working with Powerpay.

Watch Out: Exiting the Powerpay application by clicking the on your browser does not terminate your Powerpay session. If you don’t log off using the Log Off screen, your session remains open for 30 minutes, locking you out of the application. After 30 minutes, your session is automatically terminated.

Navigating to another web page without logging out of Powerpay does not terminate your Powerpay session. Anyone using your computer within the 30 minutes before your session is automatically terminated could access your payroll information.

1. Click the Log Off tab.

Note: If user contact information is not stored in the database for your user, you are automatically navigated to the User Contact Information screen. If this screen opens:

a. Complete the following fields:

• Last Name

• First Name

• Primary Phone Number (with Area Code)

• Secondary Phone Number (with Area Code) – optional

• E-mail address.

b. At least one user per company is required to receive e-mail notifications of payroll related issues. If you are the most appropriate user, and/or the only user, or are simply interested in receiving these notifications, ensure that the first checkbox is selected.

If you are interested in receiving information regarding product updates, offers and features by e-mail, select the second checkbox.

c. Click Save.

d. Click the Log Off tab.

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Review the user contact information for accuracy. Up to date contact information is critical for the continuity of your Ceridian Canada Ltd. payroll service in the unlikely event of a business interruption.

If you require assistance with your payroll run, click on the Contact Us link for information on reaching customer care.

Optional: If you would like to give us feedback about the Powerpay application, click on one of the radio buttons at the to indicate whether or not your experience was a positive one and/or type your comments into the text box provided.

For payroll specific enquiries, do not use the customer feedback comments. For payroll specific inquiries, contact the Customer Care Team by clicking on the Info Centre Contact Us link.

Mandatory: Click the Log Off button to close the application.

For more information, refer to the screen help for the Log Off screen.