Sage Time And Attendance By Insperity Employee Manual
Sage Time and Attendance by Insperity EmployeeManual(Hint: Use bookmarks on the left side of your screen for easy navigation through this document.If this document opens in your browser, click the Adobe icon on the bottom of the page.)Version 8.00
See Also - TimeStar Tips and TricksTips and tricks are located at: xSuggested Training VideosSee Below Web Punching EmployeesThis is used by employees that punch in and out via the web clock (Currently:Edgewater, Norwood, Clerk of Courts)o 4.3 Recording Time Using Web Puncho 5.2 Reviewing the Punches Pageo 5.3 Reviewing and Editing the Punches Pageo 5.6 Reviewing Total Hourso 7.1 Time Off Introductiono 7.2 Reviewing Accrualso 7.3 Sending Time Off Requestso 7.4 Reviewing and Removing Time Off Requestso 7.5 Editing and Manually Placing in Time Off Web Clocking EmployeesThis is used by employees that would manually enter the time when they clocked in andout. (Example: In at 8:00am and Out at 4:30pm)o 4.5 Recording Time Using the Punches Timesheeto 5.2 Reviewing the Punches Pageo 5.3 Reviewing and Editing the Punches Pageo 5.6 Reviewing Total Hourso 7.1 Time Off Introductiono 7.2 Reviewing Accrualso 7.3 Sending Time Off Requestso 7.4 Reviewing and Removing Time Off Requestso 7.5 Editing and Manually Placing in Time Off Timesheet EmployeesThis is used by employees that will fill out an hours timesheeto 4.6 Recording Time Using the Hours Timesheeto 5.4 Reviewing the Hours Pageo 5.5 Reviewing and Editing the Hours Pageo 5.6 Reviewing Total Hourso 7.1 Time Off Introductiono 7.2 Reviewing Accrualso 7.3 Sending Time Off Requestso 7.4 Reviewing and Removing Time Off Requestso 7.5 Editing and Manually Placing in Time OffSage Time and Attendance by Insperity Employee ManualPage 2
Table of ContentsSage Time and Attendance by Insperity Employee Manual .1See Also - TimeStar Tips and Tricks .2Suggested Training Videos . 2Table of Contents .3Login .4Punching .5How to Punch using the Web Punch: . 5How to allocate hours to an Organizational Level other than employee’sHome/Default assignments on an “IN” punch: . 6How to Perform a Transfer Punch using the Web Punch: . 7Timesheet.8Data Entry - Timesheet . 8Adding Multiple Records for a Single Employee: . 8Adding/Editing/Deleting Data via Timesheet . 8Templates . 10Create a Timesheet Template: . 10Apply a Timesheet Template. 11Data Entry – Hours . 12Adding a Single Record for a Single Employee: . 12Adding/Editing/Viewing Hours . 13Reviewing Your Time .15Reviewing Your Punches . 15Reviewing Your Total Hours . 16Requests .17Submitting a Request: . 17Submitting a Time Off Request: . 17Submitting a General Request:. 21Submitting a Missing Punch Request . 22Monitoring Requests: . 23Approvals .25Employee Approval . 25Total Hours . 25Schedules -Employee Schedule: . 26Schedules - Time-Off Calendar: . 28Sage Time and Attendance by Insperity Employee ManualPage 3
LoginThe link for your system is: https://time.co.wood.wi.usBasic training videos anddocumentation located here.Do not use the reset passwordlink, please contact Help Deskwith login issues.The Insperity Sage Time and Attendance by Insperity login page is the user’s first step inaccessing information within the Sage Time and Attendance by Insperity system. To accessthe login page, the user must enter the URL established for their company.The user must enter their user name and password and press the ‘Enter’ key or click the ‘Login’button to enter Sage Time and Attendance by Insperity .UserName:Type in your username.The format for most username is: the same username you use to log into yourcomputer (First Initial Last Name for most)Your username is not case sensitive.Password: the same password you use to log into your computer on the Wood County networko Click Login Tips and Tricks for Your First LoginConfirm your User Name with your location Admin Contact.Make sure your caps lock is not on when entering the passwordCheck that your web address has been typed correctly.If all of the above does not work, contact your administratorSage Time and Attendance by Insperity Employee ManualPage 4
PunchingHow to Punch using the Web Punch:You can access the web punch clock by entering your username and password as indicatedabove and clicking Punch.When you are logged into Sage Time and Attendance by Insperity , you can access the SageTime and Attendance by Insperity Web Punch feature. By selecting theoption located in the upper right corner of the home page, the Web Punch screen will display:1. The employee may enter a Comment associated with the punch if needed.2. The employee must click an action button that defines the punch.3. When theicon is clicked on the Web Punch screen, the employee will be directed tothe Sage Time and Attendance by Insperity page they were previously located at.Click on the appropriate button to punch. The punch buttons are explained below.Punch ButtonIn for Day (IND)In for Day Again (IDA)In From Break (INB)In From Lunch (INL)Transfer Department (TXO)(SEE DETAILEDINSTRUCTIONS BELOW)Out (OUT)UsageIn at the beginning of the day. This should be your first punch of theday.In for day again. This would indicate in from an appointment or a splitshift that was neither the first punch of the day nor punching In from aLunch break.Used for the In punch when returning from a Break that is not Lunch.Used for the In punch when returning from Lunch break.Working in an organizational level or levels different from NormallyAssigned organization levels. Used to transfer hours when alreadypunched in for a shift. If transferring hours on an IN punch – Choose Noin Default Organization Levels and click on the correct IN punch, youwill then be prompted to choose the organizational levels you areworking inOut for any reason (out for lunch, out of the office,out at the end of the day)Sage Time and Attendance by Insperity Employee ManualPage 5
How to allocate hours to an Organizational Level other than employee’s Home/Defaultassignments on an “IN” punch: Choose ‘No’ for Default Organization Levels.Click on the appropriate IN punch on the clock, ‘In for Day’, ‘In for Day Again’, ‘In From Break’, or‘In From Lunch’. Employee’s Home/Default organizational level assignments will display.Choose the organizational level the employee will be working in from the appropriate dropdownMenu.Click Complete.Sage Time and Attendance by Insperity Employee ManualPage 6
How to Perform a Transfer Punch using the Web Punch:To transfer hours when already punched in for a shift an employee must follow the steps below:1.2.3.4.The employee must enter their Username and Password.The employee may enter a Comment associated with the transfer punch if necessary.The employee must click the ‘Transfer OrgLevel’ button.The employee must select the organizational levels they are transferring to byusing the drop-down menus located on the screen.5. The employee must click the ‘Complete’ button.After clicking the ‘Complete’ button the Web Punch screen will display a green indicator linedisplaying the punch that was successfully added to the system.If an employee must return to their home organization levels during their work day, they mustperform the same transfer process and select their home department.NOTE - It is not necessary for an employee to punch ‘OUT’ before performing an organizationlevel transfer.Sage Time and Attendance by Insperity Employee ManualPage 7
TimesheetData Entry - TimesheetAdding Multiple Records for a Single Employee:NOTE - The process below should be followed to add more than one hours record for anemployee.1. Select “Daily Procedures – Data Entry –Timesheet” from the menu on the left side ofthe screen.2. Select the employee from the employee listing at the top of the screen.The Timesheet page can be setup to display an employee’s punches, hours, dollars, and/orunits. Timesheet is configured via the Company Setup – Timesheet Setup page. SavedTimesheets can be applied to groups of employees from the Company Setup - Pay Groups –Timesheet tab. Below is an example Timesheet configuration:Adding/Editing/Deleting Data via TimesheetPlease note that the following steps may vary depending on your company’s setup.After clicking Data Entry – Timesheet, a drop-down list for available Timesheets appears alongwith a View drop-down to choose the period or specific weeks to display. The initial view forthis screen is for the entire pay period for the employee selected. You may use the drop-downon the top of the screen to select a different employee or pay period.Sage Time and Attendance by Insperity Employee ManualPage 8
Click on theicon to display Employee Information.Employee Information found on this page includes employee name, ID, badge, homeorganization levels, assigned schedule group, current approval status, and pending requests.Sage Time and Attendance by Insperity Employee ManualPage 9
Click on theicon to view Totals for the selected employees.If configured, supervisors will be able to approve employees’ time via the Timesheet page byclicking‘Employee Approve’ or ‘Supervisor Approve’ button.TemplatesCreate a Timesheet Template:1. Click the ‘Create Template’ button.2. Enter information to save as a template to reuse.3. Click ‘Save Template’ button.4. Message appears that “Timesheet Template successfully saved”.5. Click ‘Back to Timesheet’ button to return to timesheet page.NOTE – If you made changes on the template screen without saving, a message will state “Yourchanges have not been saved. Press OK to continue without saving those changes.” Click‘Cancel’ to return to the template screen.Sage Time and Attendance by Insperity Employee ManualPage 10
Apply a Timesheet Template1. Click ‘Use Template’ to apply the template created.2. To save the Timesheet click ‘Save’.3. To go back and edit the template click ‘Edit Template’.NOTE – Templates will only be saved for the specific employee it was created for.Sage Time and Attendance by Insperity Employee ManualPage 11
Data Entry – HoursThe Hours page can also be utilized to enter a block of hours for an employee. Any autogenerated hours, such as salary records or holiday records will appear on this page.Adding a Single Record for a Single Employee:1. Select “Daily Procedures – Data Entry –Hours” from the menu on the left side of thescreen.2. The following screen will appear:Field NameActualEffectiveHoursPay TypeDeviceDescriptionActual date the Hours were earned.The date that the Hours are effective.Number of Hours.Pay type that is applied to the Hours record.Device number.Click this icon to edit any details of the Hoursrecord.Click this icon to delete the Hours record.Click this icon to view the details of the auditlog associated with this Hours record. This isonly available if the System Parameters –Audit Trail is set to Yes.NOTE – Theicon will not be available for selection on any auto-generated Hours recordswithin Sage Time and Attendance by Insperity including but not limited to salary and holidayrecords.Sage Time and Attendance by Insperity Employee ManualPage 12
To adjust hours for these records, edit the record or add hours of another pay type which willoffset the number of hours for the auto-generated record.Adding/Editing/Viewing HoursTo add Hours:Click the ‘Add’ button.The minimum requirements to add an Hours record in Sage Time and Attendance byInsperity are:1. Edit the ‘Actual Date’ to reflect the day to add hours.2. Use the ‘Pay Type’ drop-down to select the pay type.3. Enter number of decimal hours or hours and minutes.4. Make any additional changes to fields and click the ‘Save’ button.Field NameActual DateEffective DatePay TypeShiftDevice NumberDescriptionActual date the hours were earned.The date that the hours are effective.Pay type to be applied to the hours.Use the drop-down to override the shift codeawarded with the Hours record.The device that the Hours record originatedfrom. When adding an Hours record in SageTime and Attendance by Insperity , theSage Time and Attendance by Insperity Employee ManualPage 13
Source CodeCommentHoursHours/Minutes (if format turned on)Organization Level drop-down menusSchedule Deviationdevice number will be Sage Time andAttendance by Insperity .The Source Code defaults to Sage Time andAttendance by Insperity .Enter any comment to have associated withthe Hours record.Number of hours to grant the employee withthe Hours record.Number of hours and minutes to grant theemployee.NOTE – Minutes cannot be entered for avalue greater than 59.Use these drop-down menus to override theorganization levels assigned.If your company has the parameter 'Autogenerate hours and schedule deviations' setto True, this option will appear. Select ‘Yes’to generate a deviation and specify the timesof the deviation if applicable.To edit Hours:1.2.3.4.Click theicon to the right of the record to be edited.Edit any information.Enter comment, if applicable.Click ‘Save’.NOTE – Hours records may also be edited on the main Hours page without selecting theicon. You may also edit any of the fields that are shown on the main Hours page and click ‘Save’to apply any changes.NOTE –If your system has accruals setup that are linked to a specific pay type and the pay typeis selected on the hours page a balance icon will showScrolling over this balance willshow the accrual plan the pay type is linked to, and both committed and running balances. Thecommitted and running values displayed can be configured by the following options: thebalance as of the end of the current accrual plan year, end of last closed pay period or firstrequested effective date. Please contact Insperity Time and Attendance if changes in setupneed to be made.To delete Hours:1. Click theicon to the right of the record.2. You will receive a warning message. To delete, click ‘OK’. To cancel, click ‘Cancel’.Sage Time and Attendance by Insperity Employee ManualPage 14
Reviewing Your TimeReviewing Your PunchesTo review your actual punches from the time clock, use the left navigation menu to open“Punches” under the Daily Procedures folder Data Entry sub folder.From here, you can see each time that each of your punches occurred and any alerts that aresent to your supervisor as a result. The types of punches that may display are: IND – In For Day IDA – In For Day Again INB – In From Break INL – In From Lunch TXO -Transfer OUT – OutSage Time and Attendance by Insperity Employee ManualPage 15
Reviewing Your Total HoursTo review your Total hours for each week, use the left navigation menu to open “Total Hours”under the Daily Procedures folder Data Entry sub folder.From here, you can view your time in many different ways by changing the drop downs on thescreen.To see an up-to-the minute update of how much time you have worked, use the button at thebottom right to “Show Time as of Now”Sage Time and Attendance by Insperity Employee ManualPage 16
RequestsEmployees may submit requests within Sage Time and Attendance by Insperity . After theemployee completes the request, a supervisor will receive a notification that a request has beensubmitted.Supervisors may then approve or deny the request. At the time the request is approved ordenied, a supervisor may enter comments or edit any data entered by the employee.After the supervisor has replied to the request, the employee receives a notification detailingthe supervisor’s response.Submitting a Request:After an employee’s request has been made, a notification will appear on the request icon forthe employee’s supervisor.There are three types of requests that can be submitted: Time Off: Time that will be added to an employee’s hours for a pay period (Examplesare vacation, sick, and bereavement)General Request: Send a message to a supervisorPunch Request: Fix an inaccurate punch or missed punchSubmitting a Time Off Request:To submit a Time Off Request, follow these steps:Sage Time and Attendance by Insperity Employee ManualPage 17
1. Login to Sage Time and Attendance by Insperity .2. Click the Requests icon, or click Daily Procedures - Requests on the Sage Time andAttendance by Insperity menu.3. Click the ‘New Request’ button. The menu will open upwards and display additionaloptions.4. Click ‘Time Off Request’. The following window displays:5. When submitting or approving a request, if a user has access to the Daily Procedures –Schedules - Time Off Calendar page, theicon will appear on the detail screen so theTime Off Calendar may be accessed when reviewing or entering a request.6. Use the ‘Send Request To’ drop-down to select which supervisor to send your requestto.7. Click theicon to open a calendar. The calendar window displays:Sage Time and Attendance by Insperity Employee ManualPage 18
a.b.c.d.e.Add daily hours information.Select Pay Type option.Click and drag to select days (Selected dates will appear in orange).Hold ‘Ctrl’ to add additional days from other weeks or months.Click ‘Add Dates’ button to add the selected dates to the request screen. Thefollowing Request Detail will display:f. Only one entry per pay type per day is allowed.g. Click the close ‘X’ to cancel and return to the Requests page.8. Select the ‘Pay Type’ for each day and modify hours, if needed.9. To take a partial day, select ‘Partial Day’ from the ‘Scheduling’ drop-down list and entera start time.NOTE – If you are scheduled over midnight and have a schedule that includes break minutes,you may select the ‘Cancel Shift’ scheduling tab and enter a start time for the system toSage Time and Attendance by Insperity Employee ManualPage 19
automatically cancel any contiguous schedule(s) within the start time number of hoursentered.10. Click theicon to remove a certain day from the request.11. As needed, enter comments for your supervisor.12. Click ‘Submit Request’. You will receive a message that the request has been sent toyour supervisor and the request will be listed on the Requests page with a status ofunanswered.NOTE – If an employee is entering a request for over 24 hours on one day, a message willappear stating “This request is for more than 24 hours on a single day, are you sure you wish tocontinue?” If the employee selects ‘OK’ to this message, the supervisor will receive the sameprompt when approving the request.If an employee is requesting more than one day of time off, it is recommended that theemployee separate out the requested date(s) to ensure schedule deviations and hoursrecords are created accurately.After the supervisor has responded to the request(s) entered, the user will receive a notificationon the ‘Requests’ area on the home page.Sage Time and Attendance by Insperity Employee ManualPage 20
Submitting a General Request:To submit a General Request, follow these steps:1. Login to Sage Time and Attendance by Insperity .2. Click the Requests icon, or click Daily Procedure - Requests on the Sage Time andAttendance by Insperity menu.3. Click the ‘New Request’ button. The menu will open upwards and display additionaloptions.4. Click ‘General Request’. The following window displays:5. Use the drop-down to select which supervisor to send your request to.6. Enter the request details in the ‘Comment’ section.7. Click ‘Submit Request’. You will receive a message that the request has been sent toyour supervisor and your request will be listed on the requests page with a status ofunanswered.After your supervisor has responded to the request(s) you have entered, you will receive anotification on the ‘Requests’ area on the home page.Sage Time and Attendance by Insperity Employee ManualPage 21
Submitting a Missing Punch RequestTo submit a Missing Punch Request, follow these steps:1. Login to Sage Time and Attendance by Insperity .2. Click the Requests icon, or click Daily Procedure - Requests on the Sage Time andAttendance by Insperity menu.3. Click the ‘New Request’ button. The menu will open upwards and display additionaloptions.4. Click ‘Punch Request’. The following window displays:5.6.7.8.9.10.Use the drop-down to select which supervisor to send your request to.Enter an ‘Actual Date/Time’ of the punch.Use the drop-down to select a Punch Type.Use the drop-down to select a Pay Type.You may select different organization levels if needed.Click ‘Submit Request’. You will receive a message that the request has been sent toyour supervisor and your request will be listed on the requests page with a status ofunanswered.NOTE –Users may also enter a missing punch request via the Punches page by clickingnext to the missing punch.iconAfter your supervisor has responded to the request(s) you have entered, you will receive anotification on the ‘Requests’ area on the home page.Sage Time and Attendance by Insperity Employee ManualPage 22
Monitoring Requests:After an employee has submitted a request, a supervisor will receive a notification on the SageTime and Attendance by Insperity Navigation Tree icon when logging in. An example of this isbelow:If the user has access to the Employee Request Widget on the home page, requests sent tothem can be monitored via the widget. Please see Widget section for more information.You may view the requests submitted by employees by selecting the icon with the number ofrequests waiting or Daily Procedures - Requests from the Sage Time and Attendance byInsperity menu.The ‘My Requests’ screen displays requests made by the user logged in. The following is anexample of information that will display on the tab:Sage Time and Attendance by Insperity Employee ManualPage 23
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ApprovalsEmployee ApprovalEmployees are expected to approve their hours at the end of each pay period by performingthe Employee Approval. This approval process can take place in one of two places: TheTotal hours page or the Timesheet page, both found under the Daily Procedures menu.Note: Employees can only approve the “current” period and once time is approved,employees will no longer be able to request time for that period, or make any entries oradjustments for/to that period.Total HoursUse the first drop-down to select the Total Hours view you would like to see. Options includeDaily Summary, Detail View, Combine by Pay Type, Weekly Summary and Weekly by Pay Type.Regardless of the view selected, the Employee will find the option to perform the “EmployeeApproval” at the bottom right hand corner of the page.Sage Time and Attendance by Insperity Employee ManualPage 25
Schedules -Employee Schedule:Employees must be assigned to a Schedule Group before any scheduled time can be applied.To assign a schedule to an employee, please see the Global Update chapter or EmployeeMaintenance chapter.To view an employee’s schedule, select Daily Procedures - Schedules – Employee Schedule.You will see a list of the schedule(s) the employee is assigned.To view the details of any Schedule, select the name of the schedule under the Schedule Itemheading.Sage Time and Attendance by Insperity Employee ManualPage 26
There are three types of schedules that will be displayed on this panel: Group Rule – a schedule that is assigned to the employee via the Schedule Group tab inEmployee Maintenance - Groups.Employee Rule - a schedule that is assigned to the employee via the ‘New Rule’ button.Deviation – a schedule that is assigned to the employee via a team schedule change orvia a schedule deviation record.Sage Time and Attendance by Insperity Employee ManualPage 27
When viewing this screen, if the user has access to the Employee Maintenance – Groups screen,an additional link will appear to View/Edit the employee’s Schedule Group assignment. Selectthis link to go to the Employee Maintenance– Groups then Schedule Group page.To the left of the schedule assignments, a calendar view of the schedule for the selected payperiod appears. Scrolling over thevalue defines what each of the colors shown in thepicture mean.Schedules - Time-Off Calendar:The Time-Off Calendar provides a calendar view of Hours transactions and/or ScheduleDeviations for a group of employees. This calendar is configurable under the Company Setup –Calendar Setup - Time-Off Calendar Setup page.Sage Time and Attendance by Insperity Employee ManualPage 28
Sage Time and Attendance by Insperity Employee Manual Page 11 Apply a Timesheet Template 1. Click ‘Use Template’ to apply the template created. 2. To save the Timesheet click ‘Save’. 3. To go back and edit the template click ‘Edit Template’. NOTE – Templates will only be saved for the specific employee it was created for.
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