time Trackermanager User Guide - Wells Fargo · Web viewThis message alerts you when you select holiday time for a date that is not on the Wells Fargo common holiday schedule. If

Time TrackerManager User Guide

© 2010 Wells Fargo Bank N.A. All rights reserved. W3

Time Tracker

Contents

Navigation 3

Monitoring completion of timesheets 5

Completing timesheets for team members 7

Approving adjustments 9

Approving time off requests 11

Monitoring time off balances 12

Time off balance details 13

Assign a delegate 14

Become another user 15

Change a delegate 16

Key terms 17

Time Tracker messages 20

Time Tracker Manager User Guide 2

Time Tracker

Navigation

Button or link DescriptionTime Off On the Time Off page, you can enter your requests for Paid Time Off (PTO), holiday,

community service, bereavement leave, and other types of time off.Balance Details On the Balance Details window, you can see current balances, including:

• Estimated allowance for the current year• Carryover hours• Time taken• Time scheduled in the future• Time pending manager approval• Time available• Time accrued

My Team’s Balances Click the My Team's Balances button to see the time off balances for each of your team members.

Manager Summary Click the Manager Summary button to see options for viewing your team members’ time off balances.

Messages On the Messages page, you can view a history of messages and delete old messages.Delegate Assignment Form

Use the Delegate Assignment Form to select or review the team members who can perform any action for you.

Become Another User On the Become Another User (delegate) page, you can select to become anyone who has assigned you as a delegate. In this example, Guy Kalus has assigned you as his delegate. If multiple people assign you as a delegate, you can click the drop-down field and choose the user you wish to become.


Time Tracker

Button or link DescriptionMy Reports On the My Reports page, you can see various reports to help you track time worked

and time off. From time to time, new reports may be added, based on business needs. Time Off Manager Auto-Process

On the Time Off Auto-Process page, you can designate whether or not you require a review of time off requests. This designation only applies to your direct reports.

Note: Be sure to review your department's policy before you make this selection.? Help Click this link to see scenarios and helpful information about Time Tracker.


Time Tracker

Monitoring completion of timesheets

To review timesheets

Step Action1. Click the Manager Summary button.

2. The Manager Summary page lists all of your nonexempt team members and shows a summary of their hours. Select the checkbox after you review each timesheet.

3. Review any warning messages.4. Click the Save button.


Time Tracker

To apply a manager premium, if applicable


2. On the Manager Summary page, click the Manager Premium link.

3. On the popup window, select the day to which you wish to apply the premium pay.

Click the Work Date Calendar icon button.

4. In the Duration (HH:MM) field, enter the number of hours to which you wish to apply the premium pay.

5. Now, click the Time Code Magnifying Glass icon.

6. Choose the rate at which to pay the manager premium: Half times premium = 50% pay increase for hours applied One times premium = 100% pay increase for the hours applied

7. Click the Save button.

8. Click the Review button.


Time Tracker

Completing timesheets for team members who are out of the office


2. The Manager Summary page defaults to a listing of your direct reports for the current week. Click the Go button.

3. Access the team member’s current timesheet by selecting his or her name from the list of team members.

4. Click the Edits drop-down field.

5. Select Time Off from the list.

6. Click the Time Code Magnifying Glass icon to view the time code choices.

7. Select the time off type: Paid Time Off Holiday (use for floating or actual day) Jury duty Bereavement Community service Miscellaneous absence


Time Tracker

Step Action8. Click the Duration (HH:MM) field and enter the desired hours and minutes into the Duration

(HH:MM) field. Use a valid value, like 8.

9. Click the Save button.

10. Click the Complete button.

11. Comments are required. Type your comments in the comment field and save the comments by clicking the Save button.

12. Click the OK button on the attestation window to certify that the information is correct.

13. Because you completed the timesheet, you as the manager will notice that the timesheet status is both Completed and Reviewed.


Time Tracker

Approving adjustments

Step Action1. Click the Manager Summary link.

2. Click the Approve button.

3. The adjustment has been approved, and the team member will be paid on the next pay cycle.


Time Tracker

To approving adjustments of more than 10 hours

Step Action1. To start this process, go to Staff Management from Teamworks and sign on.2. Access the adjustment by clicking the Off-Cycle Pay Request link.

3. The off-cycle pay request details appear. Select the Approve for Off-Cycle Payment checkbox.

4. Click the Continue button to advance to the next page.

5. Click the Submit Request button.

6. Once the request is submitted, the team member will be paid according to the date on this page.Note: Delegates can assist in this task only if they are an assigned delegate for you in both Staff Management and Time Tracker.


Time Tracker

Approving time off requests

Step Action1. Click the Inbox link.

2. Click the link for the request for time off.3. Select either Approved or Rejected from the top of the page. Click the Submit button.

4. The time off request has been approved or rejected.

Click the OK button.


Time Tracker

Monitoring time off balances

Step Action1. The My Team's Balances page helps you to monitor your team members’ time off balances. Click

the My Team's Balances button to view your team's balances.

2. On the My Team's Balances page, you can show either individual employees or the entire team.

To view an individual team member’s balance, either enter his or her 10-digit Employee ID or click the Magnifying Glass icon to look up the team member.

3. Select the team member.4. Click the Go button to show the balances.

5. Click the Balance Details button.6. Click the Close button.


Time Tracker

Time off balance details

Item DescriptionEstimated Allowance This is the amount of time you are given for the entire year based on your years of

service.Starting Balance of Carryover

In some instances you may be able to carry a balance from one year to the next. In these cases the balance appears in this column.

Taken This is the amount of time used up to and including today's date.Scheduled: This is the amount of time scheduled after today's date. Pending Approval These are the requested time off hours that your manager has not yet approved.Available This is the remaining time off that has not been taken or scheduled. Accrued Your estimated allowance amount accrues at a rate of 1/12 per month. This amount

reflects the amount up to and including the current month.Current Balance of Carryover

When a Starting Balance of Carryover is used, this balance reflects the remaining balance up to and including today's date.


Time Tracker

Assign a delegate

Step Action1. Click the Delegate Assignment Form link next to the Home link.

2. On the Delegate Assignment Form are two options for choosing the delegate:

Option 1. If the delegate is a peer, direct report, or manager:

Step Action1. Look up the user by clicking the Grant Delegate to User Magnifying

Glass button. 2. A list shows the names of your manager, your peers, and your direct

reports. To make Kasie Yilma your delegate, select her name from the list.3. Click the Save button.

Option 2. If the delegate is anyone else :

Step Action1. Type the Employee ID of the delegate into the Grant Delegate to User

(Manual) field. 2. Click OK to acknowledge the message box to remind you to verify the

name. 3. Verify the name.4. Click the Save button.


Time Tracker

Become another user

Step Action1. To perform this function, you need to have been designated a delegate for a manager. Remember,

to perform these functions, you should be familiar with the role of a delegate in Time Tracker.

Click the Become Another User link next to the Home link.

2. On the Become Another User page, if a manager has designated you as a delegate, the manager’s name and position number will be listed in the Users You Are Able to Become drop-down field.

Click the Become button.

3. When you become a user, the user's Employee ID and name appear at the center top of the page, and you will be able to perform manager activities on his or her behalf.

To return to yourself, click the Become button again when Yourself appears in the drop-down field.


Time Tracker

Change a delegate

Step Action1. Click the Delegate Assignment Form link next to the Home link.

2. On the Delegate Assignment Form page, you can see the Existing User Delegations listed at the bottom of the page.

Click the Edit link next to the name of the delegate you wish to change.

3. In the page that opens, you can edit the start or end date by using the Calendar Icon button. To delete a delegate, change the end date to the current date.

4. Change the date to today’s date. 5. The final step is to save the change. Click the Save button.


Time Tracker

Key termsThe following are descriptions of key terms you may come across while using Time Tracker.

Term DescriptionAccrued Amount of the estimated annual allotment of PTO accrued to date. PTO

accrues each month at a rate of one-twelfth the team member’s annual allowance. PTO can be used before it is accrued.

Adjustments A feature used to make a change to a record that has already been processed (exported to payroll). Adjusted timesheets must be approved by the manager or delegate before they can be processed. Once adjusted timesheets are processed, adjustments are included in the next pay. For adjustments of 10 hours or more, managers may request an off-cycle pay through Staff Management.

Available Remaining time off balance (PTO, community service time, or holiday time) that is available to be scheduled. It is the sum of the estimated allowance less time scheduled, taken, and pending approval.

Balance Override Form – Managers

Form used only during initial transition that enables managers to update PTO balances using information from the Balance Override Worksheet.

Balances Used to show balance information for PTO, community service time, and holiday time, based on a team member’s eligibility.

Become Another User Feature that allows delegates to assume the role of a manager who has assigned them as a delegate.

Break Rest Premium Amount of time that will be paid at the team member’s regular hourly rate for a missed meal or rest break in compliance with state regulations (in California only).

Bereavement Bereavement time code. Time Tracker tracks the amount of time that has been used for the current year.

Carryover Paid Time Off that has been carried over from a prior year in accordance with the PTO carryover provision.

Comments Comments entered by a team member or manager on a nonexempt team member’s timesheet. Comments cannot be edited or deleted after they are saved.

Complete Like Webtime, Time Tracker includes a Complete button. Team members must click the Complete button at the end of each work week for their timesheet to be processed and paid.

Community Service Time

Community service time code. For eligible team members, the balance for community service time will decrease as time is scheduled.

Current Timesheet Timesheet for the current week.Half Times Premium Premium rate that can be applied by the manager to pay an additional

amount equal to one half of the nonexempt team member’s hourly rate for a specified number of hours and minutes on a specific date. This feature is used in only some areas of Wells Fargo.

JURY Jury Duty time code. Time Tracker tracks the amount of time that has been used for the current year.

Kincare (KIN) Code used in California to identify a portion of a team member’s PTO that is protected under the state’s Kincare regulation. For eligible team members, the balance for Kincare will decrease as time is scheduled.


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Time Tracker

Term DescriptionMessages Feature that enables users to view and delete system-generated

messages.Miscellaneous Miscellaneous absence code. Time Tracker tracks the amount of time

that has been used for the current year.More Used to access additional time entry fields. It is used on workdays that

have more than four time entries.My Team’s Balances Used by managers and delegates to view team members’ balance

information.One Times Premium Premium rate that can be applied by the manager to pay an additional

amount equal to the nonexempt team member’s hourly rate for a specified number of hours and minutes on a specific date. This feature is used in only some areas of Wells Fargo.

Overrides Indicates information that has been entered onto the timesheet, including work time entries and time off.

Overtime Overtime represents the amount of time that will be paid at 1.5 times the team member’s regular hourly rate.

Pending Time off that has been requested and is pending manager approval.Premium Identifies work time that will be paid above the team member’s regular

hourly rate, excluding overtime.Paid Time Off Paid time off code. For eligible team members, the balance for paid

time off will decrease as time is scheduled.Regular Appears in the code summary below the timesheet. It represents the

amount of time (in decimals) that will be paid at the team member’s regular hourly rate.

Save Used to save entries. Users can save timesheet information as they add or update it before they complete the timesheet at the end of the week.

Scheduled Time off that has been both requested and approved (or automatically processed).

Shift Premium Represents time eligible under the Shift Differential policy to be paid at a premium rate.

Shift Premium Overtime

Represents time eligible under the Shift Differential policy to be paid at a premium overtime rate.

Status Timesheets include a status message that indicates the activities performed by the team member, manager, and payroll system, respectively.

Time Off Manager Auto-Process

Feature that allows managers to either require or not require manager review of time off requests.

Taken Time off that has been recorded for dates in the past.Time Off Time off is a collective term to describe various types of time off,

including PTO, community service time, holidays, jury duty, and bereavement.

Timesheet Archive Section of the tool that enables you to view historical timesheet information.

Uncomplete Before the timesheet is exported to payroll, team members may click the Uncomplete button to make corrections to their timesheets. After making corrections, team members must again click Complete for their timesheets to be processed.

Warnings Message indicating that information on the timesheet is outside of the standard process and may need additional review. Warning messages do not prevent timesheets from being processed.


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http://teamworks.portal.wellsfargo.com/portal/site/tmhandbook/menuitem.66e4827286460ff962e5f3d6da25c1a0/?vgnextoid=36e4156e5a3bc110VgnVCM100000ad521c0aRCRD

Time Tracker

Term DescriptionWork Represents the total hours worked, as recorded on the timesheet.


Time Tracker

Time Tracker messagesThe system keeps managers and team members informed of system activities in many ways. The following sections include in-system messages, most of which are also forwarded to the user’s email address.

Reminder: A delegate must become the manager before he or she can take action. If the request has been acted on, the delegate will no longer be able to view it in the manager’s view.

Action RequiredYour home page in Time Tracker includes an Action Required section that keeps you informed of activities requiring your attention. Examples include:

Message Action Required

Team member (Name) has an adjustment for his or her timesheet for the week of MM/DD/YYYY that is pending your approval. Go to the timesheet to review and approve the adjustment.

Review and approve the adjustment. Timesheet adjustments cannot be processed until they are approved by the manager.

Team member (Name) needs to complete a timesheet for the week of 03/07/2010. If the team member worked or used time off during this week, please have them complete their timesheet immediately.

Remind the team member to complete the timesheet immediately. Only in situations in which team members are unable to complete their own timesheet is a manager or delegate permitted to complete their timesheet on their behalf.

Team member (Name) has completed this week’s timesheet. Please go to the Manager Summary to review this record.

Review the team member’s timesheet, using the Timesheet link in the message or by accessing your Manager Summary.

You have a request for time off from (Name) in your Inbox. Open the message to approve the request.

Review and either approve or reject the team member’s request for time off.


Time Tracker

System-generated messagesTime Tracker Support may send system-generated emails or may list the name of the team member to whom the message applies as the sender. Here are some examples:

Subject Line DescriptionYour Balance Override form has been processed successfully

This message alerts managers that the Balance Override Form – Managers (submitted during initial transition to the tool) has been processed successfully. The message includes the team member’s name and a link to the form that was submitted.

Meal or rest break violations This message alerts managers that a team member’s timesheet includes a meal or rest break violation, where applicable.

Request for time off has been processed

This message alerts managers and team members that their request for time off has been automatically processed.

Team members losing PTO/holiday eligibility

This message indicates that a change in the team member’s status has been recorded, which changes his or her eligibility for PTO or holiday time. Such a change may cause a negative PTO balance, which would need to be paid back, or an accrual greater than time used, which should be paid to the team member.

Time Tracker has processed a cancelled request for time off for [Employee ID] (Name)

A request to cancel previously approved time off has been processed for the referenced team member.

Time off auto approval request processed [Employee ID] (Name)

A request for time off has been automatically processed for the referenced team member.

Adjusted timesheets have been completed by [Employee ID]

A team member has completed an adjustment to his or her timesheet. Adjusted timesheets require manager approval before they can be processed.

Your request to cancel time off has been processed

This message alerts team members that their request to cancel time off has been processed.

Your request for time off has been approved

This message alerts team members that their request for time off has been approved.

One or more of your balances have been changed.

This message alerts team members that a balance override has been submitted, thereby changing the team member’s balance for PTO, community service time, or holiday.

Timesheets have not been completed

This message indicates that timesheets have not been completed and that immediate action is necessary to ensure that the team member is paid on time.

Request for time off from [Employee ID] (Name) on MM/DD/YYYY

Contains information about a time off request that has been submitted for approval.


Time Tracker

Missed Rest Break or Meal PeriodTeam members in states that have meal period and rest break laws will be required to provide a reason when a meal period is outside the compliance parameters of their state. The default setting for rest breaks is that you have taken the appropriate rest break each day. If a rest break is missed, team members should indicate it on their timesheets and select a reason for the missed rest break.

Code ReasonMB001 I was not given an opportunity to take my meal period. MB002 I was given the opportunity to take my meal period, but I chose not to. MB003 I took a meal period, but the time it was taken was not within guidelines. MB004 Meal period was not scheduled. MB005 I did not work more than 6 hours. (CA only)RB001 I was not given an opportunity to take my rest break.RB002 I was given an opportunity to take my rest break, but I chose not to.

Timesheet errors and warningsTime Tracker provides timesheet messages to alert team members and managers to errors or potential errors. If the timesheet contains errors, the day that includes the error will be shaded red, with the error message noted at the top of the timesheet. A timesheet cannot be completed until the error is resolved.

Error message What you need to doThe combined hours in the Time Off fields cannot exceed 12 hours per day.

This error message helps keep you from inadvertently charging PTO or other time off on a day that you work. You can use PTO or another time off type to make up for a partial workday, but the combined total of work time and Paid Time Off should not exceed your regularly scheduled work hours for that day. To correct this error, select Show Applied Overrides and either delete or edit the time off entry for that day.

Time off cannot exceed 12 hours per day.

To correct this error, select Show Applied Overrides and edit the time off entry. Check to see that you have correctly selected AM or PM for the time off start and end times.

Missing time. Both “In” and “Out” times are required.

Every time in entry must have a corresponding time out entry.

Work hours cannot be entered for a future week.

You cannot complete timesheets with work hours in advance. Complete the timesheet with actual time worked. You will be able to complete the timesheet when the dates on the timesheet represent the current week.

Enter a missed meal break reason.

If you receive this message, you must select a reason for the missed meal break to complete your timesheet. See reasons above.

Time off request exceeds available balance.

Time Tracker will not allow you to exceed your annual time off allowance. To complete the timesheet, you must either reduce the amount of time for this request (using the Show Applied Overrides feature) or use the Time Off feature to cancel a future-dated request and restore your balance to cover this request.

Your entries for time in and time out cannot be the same.

Edit your time out entry so that it is not the same as your time in entry.

Invalid work entry. You are an exempt employee on this date.

If you had a change in status, record work time only on dates when your status is or was nonexempt.


Time Tracker

In addition to helping to alert you to a potential error, Time Tracker provides warning messages when certain conditions exist. You can see the warning messages by selecting the Warnings link from the top of your timesheet. A warning message will not prevent the timesheet from being completed.

Condition ExplanationThe selected holiday is not on Wells Fargo’s common holiday schedule.

This message alerts you when you select holiday time for a date that is not on the Wells Fargo common holiday schedule. If your area uses a different holiday schedule, such as the New York Stock Exchange (NYSE) schedule, simply click OK to record the holiday. You will also receive this message when you schedule a floating holiday. The warning lets your manager know that you are using a floating holiday.

Team member works more than 12 hours a day.

This message alerts you to possible errors when selecting AM or PM. Check your work entries to ensure that you have selected AM and PM correctly and that your work hours for that day represent your actual time worked.

Team member works more than 55 hours a week.

This message alerts you to possible errors when selecting AM or PM or excessive overtime. Check your work entries to ensure that you have selected AM and PM correctly and that your work hours for that day represent your actual time worked.

A change from HR has been applied to your timesheet that may affect your pay. Click the Complete button when you are ready to submit your timesheet for payroll processing.

This message alerts you that a change has been made to your timesheet that is being adjusted. Review your timesheet to ensure that all time is still accurate.

Your time off request is for a day that is a corporate common holiday.

This message alerts you if you are requesting PTO or another type of time off for a day on the corporate common holiday schedule. If you intentionally schedule PTO or another type of time off for that day, simply click OK.


Documents

time Trackermanager User Guide - Wells Fargo · Web viewThis message alerts you when you select holiday time for a date that is not on the Wells Fargo common holiday schedule. If