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Clockwise Employee User Guide

User guide

2015

Table of Contents

Employee User Guide

Introduction

Employee Timesheet Options

Web clock feature

Viewing a Timesheet

Punching In and Out

Submitting a Timesheet

Printing a Timesheet

Viewing Timesheet History

Clockwise Time Clocks

Full Browser - Login

Entering the In/Out Times - Optional

Entering Hours Worked on the Timesheet

Selecting the Group

Selecting the Charge Code

Selecting the Pay Type

Selecting the Organization

Selecting the Task (Optional)

Adding Hours Worked

Saving your Timesheet

Submitting your timesheet

Printing your Timesheet

Reviewing Previous Timesheets

Web Clock with Activity Feature

Using Default Charge Codes

Employee Schedule

Employee Leave Balance

Requesting Leave

Employee Direct Deposit

Employee W-2 Forms

Employee Personal Info

Changing Your Password

Reviewing Benefits (Human Resource Component Only)

Employee User Guide

Introduction

Functions of an Employee

Employees are users who login to the system to add, update, approve, and print timesheets. They can also view leave balances, direct deposit stubs, schedules, W2 information, and/or personal info. The employee role is the default role created when users are entered into the system.

Each employee is responsible for ensuring the accuracy of the information reported on his/her timesheet. It is imperative that each employee clearly understands the purpose and importance of maintaining and recording hours worked.

Because the company's reputation for integrity is closely associated with how well it manages labor recording, it is imperative that each employee fully understands and complies with the requirements that have been placed upon them. The following four aspects of the labor recording process are of major concern and must be kept in mind at all times:

  1. All work performed must be properly authorized.
  2. All work performed must be properly recorded.
  3. Hours worked must be accurately recorded against the accounting codes.
  4. Employees are to complete and total their timesheet as directed by company policy.

Employees Menu Items

  1. Timesheet- this feature provides employees access to their individual timesheets through any Internet connected computer using their user name and a browser. Each employee timesheet can be customized. Timesheets can accommodate in and out times populated from a time clock or interactively by the employee.
  2. My Schedule– this feature provides the capability to schedule employees by shifts or any other time block. Schedulers can insert comments into employee schedules. Comments can explain what tasks employee is expected to complete.
  3. Leave Balance- this feature allows employees to view a balance of how many leave hours have been accrued, earned and/or used.
  4. Leave Request – Employees can submit an online leave request that will automatically generate an email notification to a manager/supervisor. Clockwise feature can be setup to only allow employees to request leave that is in the system. This feature can be configured to update the employee schedule and/or timesheet with the approved leave, once a leave request is approved by a manager.
  5. Direct Deposit - this feature is available to all employees currently receiving direct deposit stubs. When this option is selected, an electronic ‘pay stub’ is displayed. Employees can view/print current or historical direct deposit stubs.
  1. W2 Forms –this feature allows employees to view annual W2 Forms online.
  2. Personal Info- allows the employee to update profile information such as mailing address, E-mail address and phone information.
  3. Change Password- allows the employee to periodically change passwords for security purposes.
  4. Benefits –this feature will display the benefits information for the employee (eHRMS only).

Requirements

The following is required to access the electronic timesheet system:

•Internet Explorer 7.0 greater

•Mozilla Firefox

•Chrome

•Safari

•Internet Access

•A Valid User ID and Password

Employee Timesheet

User Options

There are multiple options for the employee interaction with the timesheet. The following are available depending on the requirements of the customer.

Web clock- For those customers who don't have a need for a physical device, but still require employees to punch in and out can use the Web Clock option. This feature allows the employee to punch "in and out" through a web-based interface. The punches are captured by the server time and are un-editable at the employee level.

Time Clocks- Employees can punch in and out through several types of input devices. These clocks can support Biometric, Proximity and Card Swipe Readers. Other clock options are the hand scan device and pin-only clocks.

Timesheet- Users who need full access to a Browser-based timesheet can use the Login button at the main URL. This option will allow employees to track time against projects, departments, tasks and pay types.

NOTE: Employees can each be configured separately. Some employees in the field might use the hardware (clocks) and others having access to the Internet might use one of the other available login options.

Web Clock Feature

This feature allows the customer to capture in/out (punches) only. Time is not allocated to hours worked unless default charge codes have been created for each user. This feature also lets you quickly view your timesheet without navigating through the menu items. The In and Out times generated by an employee clicking the “In or Out” buttons are retrieved from the customer’s local server. The employee does not have access to update or change these punches (In/Out times).

Web Clock Options

  1. View a Timesheet
  2. Input punches (In and Out Times)
  3. Submit a Timesheet
  4. Print a Timesheet
  5. View Timesheet History

Viewing a Timesheet

  1. Type in the Username and Password.
  2. Select theTimesheet to open and view the Timesheet.

Punching In and Out

Web Clock - Clock In
  1. Type in the Username and Password.
  2. Click the Web ClockIn.
  3. Once a valid Punch has been accepted, the user will receive the following message:
Web Clock - Clock Out
  1. At this time the user must click the “Log Out” option on the screen to successfully complete his punch. Users forgetting to do so will remain logged in and be forced out of the system by Clockwise’s Automatic Time Out Feature.
  2. To use the “Out” Web Clock feature, an employee would complete the same steps above only clicking on the “Out” box instead.
  3. Once the “Out” box has been clicked and a valid username and password has been entered, a message will be returned validating the entry to the user.
  4. At this time the user must click the “Log Out” option on the screen to successfully complete his punch. Users forgetting to do so will remain logged in and be forced out of the system by Clockwise’s Automatic Time Out Feature.

At this point, an “Out” time has been placed on your timesheet for the current day’s entry.

Submitting a Timesheet using Web Clock

Employees can submit a timesheet upon entering the out punch or by clicking the Timesheet option from the login screen.

  1. At the end of a timesheet period, the employee can select the “Submit” to electronically sign and date a completed and verified timesheet. To submit a timesheet navigate to the “Timesheet” link and once the timesheet is on the screen.
  2. Select Submit.
  1. You will receive a verification message that your timesheet has been successfully submitted.
  2. Select Sign Off to quit the application.

Printing a Timesheet with Web Clock

  1. At the end of a timesheet period, the employee can select the “Print” to print a signed and dated timesheet. To print a timesheet navigate to the “Timesheet” link and once the timesheet is on the screen.
  1. Select Print.
  1. Select Sign Off to quit the application.

Viewing Timesheet History with Web Clock

  1. To view a timesheet from a previous pay period navigate to the “Timesheet” link and once the timesheet is on the screen; Select Timesheet Ending:.
  1. Select Sign Off to quite the application.

Clockwise Time Clocks

Employees can punch in and out through several types of input devices.

From the Clock; Employees are able to:

•View total hours worked

•Submit leave and view leave balances

•Charge time to a selected project and task

•Sign a timesheet

Input options:

•Biometric Clocks

•Card Swipe Clocks

•Proximity Clocks

•Hand Scan Clocks

Full Browser - Login

Employees accessing the browser timesheet can utilize one or many features of the timesheet. The following options are available for users accessing the browser-based timesheet.

Configurable timesheet Options

  1. Editable Punches (In/Out) Only – these employees are only utilizing the In/Out section of the timesheet. Total Hours Worked each day is not entered in the hours worked section of the timesheet.
  2. Editable Punches (In/Out) with Hours Worked - Breakdown of hours worked for each day.
  3. Editable Punches with Default Charge Codes Only – Hours allocation is completed automatically by the system.
  4. Non-editable Punches (that come from Web Clock Feature) with Hours Worked
  5. Hours Worked Only – (Punches turned off).

Accessing the Timesheet

  1. From a web browser, enter the web address to access the timesheet login page.
  2. You will be prompted to enter your Username and Password at the Login Screen.
  3. Click Login or, depending on the browser being used, press <Enter>.
  4. After successfully logging on, the main page appears with an index of choices located on the top of the page
  5. Select Timesheet on the options menu under Employee. The Employee Timesheet will now be displayed.

Entering the In/Out Times - Optional

  1. To enter the “In”time, click on the applicable field for the correct day.
  2. Enter your time in either the 12-hour HH:MM or 24-hour format.
  3. Repeat the same procedure to enter the Out time. Ensure that the time out is entered in the same row as theIn entry. If additional time entries are required, click on the Add IN/OUT Row link to append an additional row, and then repeat steps above.
  4. As In and Out times are entered, the system automatically computes the total hours worked in the row“Hours”.

Note: If you enter the Intime in the 24-hour format, you must also enter the Out time in the same format, i.e.; 24-hour format. The same principle applies to the 12-hour format. Failure to enter the time correctly will result in an error message.

Entering Hours Worked on the Timesheet

Clockwise contains 5 different fields that an employee can track time against. GHG has default settings for various accounting and or payroll systems but customers not wanting to import into a 3rd party application may use these fields as needed.

The 5 default field headings can all be customized to meet the terminology of each customer’s current system. The 5 fields for purposes of this users guide are as follows:

•Group (Department, Location, Site)

•Charge Code (WBS, Cost Account, Project, Job)

•Pay Type (Pay Item)

•Organization (Company, Class)

•Task

Selecting the Group
  1. Scroll through the list to locate the appropriate Group, and then click to enter the appropriate group.
  2. After selecting the group, you will need to select a charge code, pay type and task described in the next section.
Selecting the Charge Code
  1. Scroll through the list to locate the appropriate charge code, and then click to enter the charge code.
  2. After selecting the charge code, you will need to select a pay type and task described in the next section.
Selecting the Pay Type
  1. Scroll through the list until the correct pay type is located, and then click to enter the pay type.
  2. After selecting the pay type, you will need to select an organization and task number.
Selecting the Organization
  1. Scroll through the list until the correct organization number is located, and then click to enter the organization number.
  2. After selecting the organization, you will need to select a task number (optional).
Selecting the Task (Optional)
  1. Scroll through the list until the correct task number is located, and then click to enter.
  2. Some Installations of Clockwise have the task field as a “free form entry” field. To update this field, the employee is allowed to type whatever data is required for that row.
Adding Hours Worked
  1. Upon completing a Group/Charge Code/Pay Type/Org/Task selection, the system will automatically add an extra row to your timesheet.
  2. Enter the number of hours worked on this task in the field for the appropriate day.
  3. Click Save to update the changes to your timesheet

Saving your Timesheet

Each time you update your timesheet with hours worked and/or any other additional information, you must click the Save link on the timesheet.

Submitting your timesheet

At the end of the work-week/pay period, you are required to submit your timesheet after ensuring that the hours and charge codes you have recorded are accurate. When the timesheet is submitted, your lead/supervisor will validate and sign (approve) your timesheet so that it can be processed by payroll.

To submit your timesheet:

  1. Click the Submit link.
  2. A message will appear that you have requested to submit the timesheet, at which time you can either confirm “OK” to proceed, or cancel.
  3. Upon submitting your timesheet, you may be allowed to un-submit, if additional changes are necessary. Once your supervisor/manager has approved the timesheet, a correction must be submitted by clicking the “Correction Link”.

Printing your Timesheet

Depending on your organization's requirements, you may be asked to generate a printout of your timesheet.

  1. To print your timesheet, click on the Printer Friendly link.
  2. To print the timesheet, click on the Print link. The Print dialogue box appears for you to configure the printer and page settings.
  3. To return to the timesheet screen, click on the Back to Timesheet link. If you wish to return to the main screen, click on the Main link.

Note: Be sure to modify the page orientation to Landscape; otherwise, only portion of the timesheet is printed if the orientation is Portrait.

Reviewing Previous Timesheets

If you need to lookup information from a previous pay period, go to Timesheet Ending box and click on either and click the calendar option to select the date of the timesheet that you would like to view.

Using Default Charge Codes

Employees who only use GHG’s supported hardware, the web clock or the in/out section of the timesheet can have the application allocate hours to specific groups, departments, job code and/or pay types.

There are 3 ways for employees to use the default charge codes.

Clockwise supported clocks- (Biometric, Proximity & Swipe) - customers who have purchased a clock eliminate the need for employees to access the timesheet. Management defines the appropriate charge codes for each employee. As the employee completes a successful log in/out, hours are then placed to the charge code previously defined by management.

Clockwise Web Clock - customers who utilize the web clock feature eliminate the need for employees to access the timesheet. Management defines the appropriate charge codes for each employee. As the employee completes a successful log in/out, hours are then placed to the charge code previously defined by management.

Clockwise Default Charge Codes

  1. Login to Clockwise.
  2. Select the Employee Menu.
  3. Open the employee timesheet.
  4. Complete In/Out times only (each day).
  5. Upon clicking Save, hours worked will be correctly allocated to your timesheet.
  6. Click Submit to Sign your timesheet for the period.

Employee Schedule

Use My Schedule to review your weekly schedule

  1. To review your schedule, select My Schedule on the options menu under Employee.
  2. Use the to navigate to previous and future schedules.
  3. Double click in a single day to see details of comments entered.

Employee Leave Balance

Use Leave Balanceto review the amount of leave currently on the books.

  1. To review your leave balance, select Leave Balance on the options menu under Employee.
  2. After reviewing your leave balance, click Close to dismiss the popup window.

Requesting Leave

Employees can submit an online request that will automatically generate an email notification to a manager/supervisor. Clockwise can be setup to only allow employees to request leave that is in the system. Clockwise can be configured to update the employees schedule and/or timesheet with the approved leave once a leave request is approved by a manager,.

To process a leave request (by an employee)

  1. Click on Employee/Request Leave from the menu.
  2. Select a leave type from the drop down box.
  3. Use the calendar to input a Start date and End date.
  4. Input the time off (per day) you want to take (in hours).
  5. Enter any Comments (optional).
  6. Click the Submit link to submit your leave to your manager.