Contents
Navigation
Monitoring completion of timesheets
Completing timesheets for team members
Approving adjustments
Approving time off requests
Monitoring time off balances
Time off balance details
Assign a delegate
Become another user
Change a delegate
Key terms
Time Tracker messages
Navigation
Button or link / DescriptionTime Off / On the Time Off page, you can enteryour 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 whohas 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 fieldand choose the user you wish to become.
My 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.
Monitoring completion of timesheets
To review timesheets
Step / ActionClick the Manager Summary button.
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.
Review any warning messages.
Click the Save button.
To apply a manager premium, if applicable
Step / ActionClick the Manager Summary button.
On the Manager Summary page, click the Manager Premium link.
On the popup window, select the day to which you wish to apply the premium pay.
Click the Work Date Calendar icon button.
In the Duration (HH:MM) field,enter the number of hours to which you wish to apply the premium pay.
Now, click the Time Code Magnifying Glassicon.
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
Click the Save button.
Click the Review button.
Completingtimesheets for team members who are out of the office
Step / ActionClick the Manager Summary button.
The Manager Summary pagedefaults to a listing of your direct reports for the current week. Click the Go button.
Access the team member’s current timesheet by selecting his or her name from the list of team members.
Click the Edits drop-down field.
Select Time Off from the list.
Click the Time Code Magnifying Glassicon to view the time code choices.
Select the time off type:
- Paid Time Off
- Holiday (use for floating or actual day)
- Jury duty
- Bereavement
- Community service
- Miscellaneous absence
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.
Click the Save button.
Click the Completebutton.
Comments are required.Type your comments in the comment field and save the comments by clicking the Save button.
Click the OK button on the attestation window to certify that the information is correct.
Because you completed the timesheet, you as the manager will notice that the timesheet status is both Completed and Reviewed.
Approving adjustments
Step / ActionClick the Manager Summary link.
Click the Approvebutton.
The adjustment has been approved, and the team member will be paid on the next pay cycle.
To approvingadjustments of more than 10 hours
Step / ActionTo start this process,go to Staff Management from Teamworks and sign on.
Access the adjustment by clicking the Off-Cycle Pay Request link.
The off-cycle pay request details appear.Select the Approve for Off-Cycle Payment checkbox.
Click the Continue button to advance to the next page.
Click the Submit Request button.
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.
Approvingtime offrequests
Step / ActionClick the Inbox link.
Click the link for the request for time off.
Select either Approved or Rejected from the top of the page.Click the Submit button.
The time off request has been approved or rejected.
Click the OKbutton.
Monitoring time off balances
Step / ActionThe My Team's Balances pagehelps you to monitor your team members’ time off balances.Click the My Team's Balances buttonto view your team's balances.
On the My Team's Balances page, you can show eitherindividual 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 Glassicon to look up the team member.
Select the team member.
Click the Go button to show the balances.
Click the Balance Details button.
Click the Close button.
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.
Assign a delegate
Step / ActionClick the Delegate Assignment Form link next to the Home link.
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 / Action
Look up the user by clickingtheGrant Delegate to User Magnifying Glass button.
A list showsthe names of your manager, your peers, and your direct reports.To make Kasie Yilma your delegate, select her name from the list.
Click the Save button.
Option 2.If the delegate is anyone else:
Step / Action
Type the Employee ID of the delegate into the Grant Delegate to User (Manual) field.
Click OK to acknowledge the message box to remind you to verify the name.
Verify the name.
Click the Save button.
Become another user
Step / ActionTo 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.
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.
When you become a user, the user's Employee ID and name appearat 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 Yourselfappears in the drop-down field.
Change a delegate
Step / ActionClick the Delegate Assignment Form link next to the Home link.
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.
In the page that opens, you can edit the start or end date by using theCalendar Icon button.To delete a delegate, change the end date to the current date.
Change the date to today’s date.
The final step is to save the change.Click the Save button.
Key terms
The 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.
Messages / 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.
Work / Represents the total hours worked, as recorded on the timesheet.
Time Tracker messages
The 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 Required
Your home page in Time Tracker includes an Action Required section that keeps you informed of activities requiring your attention.Examples include:
Message / Action RequiredTeam 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.
System-generated messages
Time 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: