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Timecard Online. Presented by: Kim Ste.Marie Sr. HRPY Consultant, SunGard Public Sector Bi-Tech. Timecard Online. Important Features in Timecard Online : Available for Timekeepers and/or Employees Online Approvals using Workflow

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Timecard online

Timecard Online

Presented by: Kim Ste.Marie

Sr. HRPY Consultant, SunGard Public Sector Bi-Tech

Timecard online1
Timecard Online

  • Important Features in Timecard Online :

    • Available for Timekeepers and/or Employees

    • Online Approvals using Workflow

    • Available Leave Balance Totals with Leave Balance Checking

    • Timecard Detail, with configurable Reason Codes and Notes

    • GL validation to prevent invalid distribution coding

    • Ability to enter timekeeping 24/7 without impacting the payroll.

Timecard online2
Timecard Online

Logging Into Timecard Online


  • Uses normal IFAS security credentials

  • Is accessed from a Weblink on the client’s HomePage.

  • Can be accessed via the Dashboard

The panels
The Panels

Employee Information Panel

  • Dynamically reads employee information from the payroll employee definition (PYUPEM)

  • Period information from Pay Period Definition (PYUPPR)

  • Batch name is defined in the TO Group Settings\

  • Displays the employee, batch and department.

  • User can input time for the NEXT period if needed.

  • Only the current period is interfaced to Payroll

The panels1
The Panels

Employee Information Panel

The panels2
The Panels

The Employee Leave Info Panel

  • Displays the employee’s Accumulator Balance as of the last payroll (or recompute)

  • Leave Balances can be customized to display any hour base the client tracks in payroll.

  • It is possible to configure Leave Panel Views to be specific for different groups of employees..

  • All leave balances tracked in this panel can have balance checking activated.

The panels3
The Panels

Employee Leave Information

The panels4
The Panels

The Position Panel

  • Timekeeping is entered in this panel.

  • Employees with multiple positions will have multiple tabs.

  • Non-working days cannot be accessed (controlled by PYUPSC)

  • Only hours in the payclass are available

  • Displays the Workflow Status

  • Control Totals for audit/reconciliation

  • Configurable by Timecard Group

The panels5
The Panels

Position Panel

The panels6
The Panels

Detail Panel

  • Override the GLKEY, GLOBJ, Work Order

  • Ring-In Ring-Out

  • Notes and Comments

  • Can set fields as Required or Optional

  • Configurable by Group or Position

The panels7
The Panels

Base Detail Panel

The panels8
The Panels

Generic Account Detail Panel

The panels9
The Panels

Generic Teacher / Sub Detail Panel

The panels10
The Panels

Verify Panel

  • Optional panel that displays an acknowledgement by the employee that his/her timecard is true and accurate.

  • The text of that message can be customized by the client




  • Employee clicks on the correct position

  • Employee enters time on the day and hour code

  • If more detail is required for the time record, then the employee clicks on the detail button.

  • The employee is careful to hit SAVE frequently to save the records.

    • Saving the record will not only update the totals but also update the Timecard Online tables and the information is now available for reporting.

  • When all time is saved for the pay period, then the employee clicks on the SUBMIT button to submit the timecards to his/her “approver”.

  • If setup, the Verify Panel will require that the employee acknowledge his/her time.

    • Once the record is changed to submitted, the timesheet is no longer open to the employee for changes.

    • The approver must reject the time to re-open the timesheet for corrections.




  • Timekeeper uses the Navigation Panel to select the employee from their timekeeping group.

  • Same timekeeping process as the employee except for Verifying.

    • Enter Time, including detail (if applicable)

    • Save the Record

  • Timekeepers will have batch proof reports that summarize the data entry and allow the timekeeper to check for errors prior to submitting to payroll.

  • A “submit all” process is available to submit the timesheets either for additional approval or automatic approval.

Features balance checking
Features – Balance Checking

Balance Checking

YES = BLOCKS user when the usage exceeds the leave balance in PY accumulators.

WARN = WARNS user when the usage exceeds the leave balance in PY accumulators

ON = Allows user to exceed the leave balance. No warning or block.

Features workflow
Features - Workflow

Timecard Online Approvals

  • Standard Workflow model for approving timecards. .

  • There are 4 workflow status codes in Timecard Online

    • Open timesheets are open for employee and/or timekeeper updates

    • Submitted timesheets have been submitted for approval and employees/timekeepers are locked-out of the timesheet for changes.

    • Rejected status means the timesheet has been rejected by the approver and the timesheet is re-opened for updates

    • Approved timesheets means the timecard is ready to be sent to payroll.

  • Using Work Flow with Timecard Online is optional. Payroll can be configured to import timecard online records in any status

Features workflow1
Features - Workflow

Clicking on “Submit Time” changes the TC Status and locks the timesheet

Features workflow2
Features - Workflow

Approver is Notified by Workflow in the Task List

Features workflow3
Features - Workflow

  • Accept “Approved”

  • Reject “Rejected” – sent back to EE

Features workflow4
Features - Workflow

Rejected time re-opens the timesheet for correction and re-submission

Features workflow5
Features - Workflow

Approver can add comments

Features workflow6
Features - Workflow

Once Approved, it is ready for Payroll

Payroll interface
Payroll Interface

TO / Payroll Interface

Payroll interface1
Payroll Interface


  • Timekeeping is entered in Timecard Online and saved by the user.

  • Timekeeper runs a TOBatch Proof. Table: (ifpy_tc_imp)“IFPY” and verifies the control totals.

  • Employee submits the timecard for approval

  • Timekeeper submits the timecard for approval (optional)

  • TO Workflow sends the TO approval request to the approvers Task List.

  • Time is approved by approver in the Workflow Task List.

  • Payroll runs the Timecard Online Interface Utility (PYTCIFPY) to import the time into classic timecards.

  • Payroll audits the new Timecard Online Batch now in the classic timekeeping table (pytc_tc_dtl) “PYTC” using the standard Batch Proof Report

  • Payroll can Merge the Timecard Online Batches into one ‘merged’ TO batch (optional) (PYTCDTME)

  • Payroll Distributes the Timecard Online merged batch(es) (PYTCDTDS)

  • Payroll Calculates the Payroll to process the timecard records. (PYPAFC)

Payroll interface2
Payroll Interface

Run PYTCIFPY to import

7.9 Users can check the status

in the IFAS jobs 

Hours are now in py classic timecards pytcdtub and ready for payroll processing payroll interface
Hours are now in PY Classic Timecards (PYTCDTUB) and ready for payroll processing Payroll Interface

Setup for payroll processing Payroll Interface

TO Settings are controlled in the Customize Dashboard


Setup global settings
Setup – Global Settings for payroll processing Payroll Interface

Setup active periods
Setup - Active Periods for payroll processing Payroll Interface

Current pay period – required each payroll

Next Period – Opens next period also (optional)

Setup group settings
Setup – Group Settings for payroll processing Payroll Interface

Define the Groups

  • Employees are assigned to a Primary Timecard Group in the Employee Master and it is sent to Payroll (“Part1”)(hr_pe_mstr.py_emp_part1)

  • A sub-group can also be defined (“Part2”)(hr_pe_mstr.py_emp_part2)

  • The Group controls the following

    • Security

    • Views (panels)

    • Features (e.g. balance checking, GL checking)

Setup group settings1
Setup – Group Settings for payroll processing Payroll Interface

The entity group definition is setup in Common Code: HRPY/TCPARTS

Available HR attributes that may be used to populate PART1 and PART2.

TYPE Employee type

BARGUNIT Bargaining unit



STAT PY status


CALENDAR Pay calendar

CKDIST Check distribution

CYCLE Pay cycle

*WORKSITE Location Work site


EDUC_CD01 Education code 1

EDUC_CD02 Education code 2

SKILL_CD05 Skill code 5

SEL_CD02 Selection code 2

MISC_CD01 Miscellaneous code 1

*SUPERID Supervisor ID (from PCNTBLE)

HR1  HR28 One to 28 spare items

Setup group settings2
Setup – Group Settings for payroll processing Payroll Interface

Groups can have different setup and batch names.

Setup group settings3
Setup – Group Settings for payroll processing Payroll Interface

Groups can have different employee, leave, position and/or detail panes

Positions within groups can have different detail panels.

Setup group settings4
Setup – Group Settings for payroll processing Payroll Interface

Other Setup

  • Reason Codes – defined by Group/Position

  • Hour Codes – flagged as TO hours in PYUPHH

  • Excluded Positions – TCEX in Job Table Misc 1 (PYUPJB misc 1)

Setup security
Setup - Security for payroll processing Payroll Interface

Granting Security Access

  • Employee or Timekeeper is setup in NUUPUS (Admin Console 7.9)

  • NUUPUS Associations

    • TIMECARD access allows an employee to enter his/her own time entries.

    • TIMEKEEP access allows a timekeeper to enter time for employees in a group(s) as controlled by PART1 and PART2

Timecard online

Payroll DB Class Definition for payroll processing Payroll Interface

  • For clients with Timekeepers, it is typically necessary to limit security in timecards to the department(s) or ‘group(s)’ the timekeeper has access to. Additionally, it may be necessary to limit access to ‘floating’ employees (i.e. substitutes). TO.net utilizes information in the payroll module to limit security. Specifically PART1 and PART2.

Example: Timekeeper has access only to departments H308 and SUBA.

Setup workflow
Setup - Workflow for payroll processing Payroll Interface

  • Standard WF model is available with Timecard Online


  • Clients can modify this model as needed (SBI dev assistance)

New for 7 9
New for 7.9 for payroll processing Payroll Interface

  • Entity specific group definitions

  • “Group By” functionality – allow groups by any in paystring parts.

  • WF Approvals – now can allow different approvers by GLKEY, JLKEY or Work-Order.

  • Security on Admin Console to restrict the home/customize. (IFAS 7I/Customize Dashboard Portal AP)

  • Disable Submit Button

  • UP-shift detail notes

Questions? for payroll processing Payroll Interface