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POWERTIME%20EMPLOYEE%20TRAINING%20FOR%20SUPERVISORS

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POWERTIME EMPLOYEE TRAINING FOR SUPERVISORS * UPDATED JANUARY 24, 2014 List of reports: Employee Time Card Report Printable Timesheet Weekly Hours Report ... – PowerPoint PPT presentation

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Title: POWERTIME%20EMPLOYEE%20TRAINING%20FOR%20SUPERVISORS


1
POWERTIME EMPLOYEE TRAINING FOR SUPERVISORS
2
POWERTIME TRAINING
  • As the supervisor, you will learn the Employee
    Functions.
  • Record and Sign Timesheets
  • Record and Sign Expenses
  • Submit Time-off Requests
  • View and Print Paystubs

3
POWERTIME TRAINING
  • As the supervisor, you will learn the supervisory
    functions.
  • Edit and Approve Employee Timesheets
  • Approve Expense Reports
  • Approve Time-off Requests
  • Send messages to your employees
  • Run specific reports on your group

4
POWERTIME TRAINING
  • Employees will be provided training from
    Payroll/HR.
  • Payroll/HR will provide training once per month
    for new employees as part of Orientation.
    Supervisors will be required to provide some
    basic training prior to agency orientation.
  • Supervisors will keep a manual timesheet for all
    new employees for the first week of employment
    until Payroll/HR has time to enter the new
    employee into payroll and PowerTime.

5
Accessing PowerTime
  1. Go to the Cobb CSB website www.cobbcsb.com
  2. Click on the employee log-in in the upper right
    hand corner.
  3. Go to the Payroll section.
  4. Click on Power Time.
  5. Enter Your Company ID Provided by your
    supervisor.
  6. Enter Username Provided by your supervisor.
  7. Enter Password For your first time login your
    password is Password1. (You are asked to change
    the password when you first login.)
  8. Do NOT check remember login.
  9. Click on Login.

6
Accessing PowerTime
  • Employees are NOT to give out any log-in and
    password information to another employee/person.
  • Employees who give out this information may be
    terminated immediately.
  • Employees must log-in and log-out of the system
    after each use.

7
Accessing PowerTime
  • To change your password
  • Click on the personal tab
  • Go to change password box.
  • Click submit.

8
Employee Function Clocking In and Out
  • If you are a Part-Time hourly employee, then you
    will use the clock in and clock out function.
  • If you are a Full-Time hourly employee (also
    called non-exempt salary), then you will use the
    clock in and clock out function.
  • Exempt salary employees will not use the clocking
    function.
  • Employees are NOT to log-in or log-out for a
    co-worker. Disciplinary action may include
    immediate termination for both employees.
  • Supervisors are NOT to make any clocking changes
    in order to give an employee special
    consideration which includes additional pay
    and/or covering for missing time. Disciplinary
    actions will be imposed including termination.
  • All employees who are required to use the
    clocking function MUST do so every time required.
    Employees who have a pattern of missed clocks
    will be disciplined and may include immediate
    termination.

9
Employee function Clocking In and Out
  1. Click on the Timesheet tab.
  2. Click on todays date link to get to the punch
    screen.
  3. On the Punch Screen, select the charge to put
    your hours on using the dropdown above the punch
    button. If no charges are available, the drop
    down will let you Add a Charge.
  4. Click on the Punch In or Punch Out button.

10
Employee function Clocking In and Out
  1. Employees can send a comment to the supervisor.
  2. Supervisors can send a comment to the individual
    employee or to the group of employees.

11
Employee function Clocking In and Out
  • Definitions of Charges
  • MILE Mileage (enter number of miles)
  • SALH Hourly Salary
  • OTSH Hourly Salary Overtime
  • BR Base rate
  • OTB Base rate Overtime
  • A1, A18, A22, A24, A26, A18 After hours (SU
    will use these)

12
Employee Function Reviewing Your Attendance
  1. Click on the Timesheet tab.
  2. Review your total time worked for each day.
  3. Click on Previous or Next if you want to see
    other time periods.
  4. Review your Leave Balances. Approved current and
    future leave requests will show in the used
    column.
  5. To review daily transactions, click on the actual
    day, an example would be Mon 12/3.
  6. Once the timesheet is correct, Click sign
    timesheet.

13
Employee function Signing the Timesheet
  1. Click on the Timesheet tab.
  2. Review your hours for the pay period making sure
    to check the weekly tabs for the pay periods
    extending more than one week. (You can select
    previous or next for a different time period.)
  3. If everything is correct and COMPLETE, click on
    Sign Timesheet at the upper left corner of
    screen. Timesheet is locked.

14
Employee function Signing the Timesheet
  1. Salary Exempt Employees MUST sign the timesheet.
  2. Salary Exempt Employees will only see LEAVE in
    the timesheet.
  3. Salary Exempt Employees should sign the timesheet
    even if NO Leave was used during the pay period.
  4. Salary Exempt Employees are certifying that Leave
    was or was NOT used during the pay period.
  5. Changes to Leave should be made before signing
    your timesheet.
  6. Supervisors should enter leave for the employee
    when the employee is out and will NOT return to
    work in time to enter the leave. This issue
    happens most often for sick/FMLA leave.

15
Employee function Requesting Leave
  • All Salary exempt employees and full-time hourly
    (non-exempt salary) employees will use the leave
    system.
  • Charges
  • ANN annual leave
  • SICK sick leave
  • PERS personal leave
  • HLDY holiday leave
  • JDTY jury duty
  • LWOP leave without pay
  • Descriptions of leave are required, especially if
    noting FMLA.

16
Employee function Requesting Leave
  1. All holidays are treated as leave in Power Time.
  2. Holidays act like any other leave requests.
  3. You must request holidays off in the same manner
    as other leave.
  4. If the program is officially closed on a holiday,
    then you MUST take the holiday on the official
    day of observance.
  5. There are 9 official holidays that the agency is
    closed.
  6. For employees that work on an official holiday in
    which the agency is closed, then you treat the
    holiday as a floater.
  7. Remember that you MUST take all holidays within
    120 days of the holiday.
  8. Remember that holidays are taken before annual
    leave.

17
Employee function Requesting Leave
  1. Click on the Personal tab.
  2. Click on View and Submit Requests.
  3. Select a charge Annual Leave or Sick Leave.

18
Employee function Requesting Leave
  1. Pick a date on the calendar.
  2. Enter a start time and the number of hours you
    request off.
  3. Enter a comment in the comment box. (Required)
  4. The supervisor will receive an email with the
    comment.
  5. Click Submit.

19
Employee function Requesting LeavE
  • Review your time off request and its status
    When the supervisor approves the request, the
    time off Status will change to Approved or
    Denied.

20
Employee function Change Approved Leave Request
  1. Click on the Personal tab.
  2. Click on View and Submit Requests.
  3. Click on Edit in the appropriate leave request
    row.

21
Employee function Change approved Leave request
  1. Change the hours to the correct amount.
  2. Click the Submit button.
  • You will receive the following message that warns
    you that the request was approved and now will be
    in a waiting for approval status.
  • Click OK.
  • The supervisor will now have a new time-off
    request to approve.

22
Employee function Review Pay Stubs
  1. Click on the Pay Stubs tab.
  2. Click on the date you would like to review.
  3. Click View or Print.
  4. Employees will not need to call payroll to
    retrieve old documents as ALL paystubs will be
    available until further notice.

23
Employee function Review Pay Stubs
  • The pay stub will include
  • Gross pay
  • Other pay
  • Deductions
  • Miscellaneous
  • Benefits
  • Year-to-Date information
  • Pay Period

24
Employee function Review Pay Stubs
25
Employee function Entering Expenses
  1. Click on the Expenses tab.
  2. Click on the drop down menu labeled Add a New
    Charge.
  3. Pick the expense you want to be reimbursed, for
    example Mileage.
  4. A new charge line will be added.

26
Employee function Entering Expenses
  • Expense Charges
  • Mileage enter number of miles computer will
    calculate the amount.
  • Travel you MUST send the original receipts to
    Accounting to get paid.
  • You must enter the detail information in the
    comment box to describe the type of travel. For
    example DBHDD meeting for RFW in Macon took MH
    to dr appt in downtown ATL etc.
  • All employees will use this function.

27
Employee function Entering Expenses
  1. Delete the 0 on the day you had a reimbursable
    charge and add the number of miles or total
    dollar value. Examples would be travel
    reimbursement or food reimbursement.
  2. Click Save.
  • Click on the date right above the amount you
    entered to add a comment. You must enter a
    comment to detail the expense. Make sure pop-up
    blockers are off.
  • Click on submit.

28
Employee function Entering Expenses
  1. After you are finished entering all expenses for
    the current pay period, click on Sign Expense
    Sheet. See upper left corner of screen.

29
SUPERVISOR FUNCTION Employee List
  • Action Items tells you what approvals need to be
    done.
  • Time off module will tell you when you have leave
    requests to approve.
  • Employee list will let you
  • View timesheets (TS)
  • View expenses (EX)
  • View time off requests (TO)
  • Send message to employee (M)
  • Send message to group (message)

30
SUPERVISOR FUNCTION Employee List
  1. Green dot open
  2. Check mark approved
  3. Arrow signed
  4. Plus more information below
  5. If you are covering, then you must review and
    TAKE ACTION on open items.

31
SUPERVISOR FUNCTION supervisor view
  1. Click approve timesheet once signed.
  2. Click Day/Date on timesheet for access to daily
    screen to make clock in and clock out edits.

32
SUPERVISOR FUNCTION Time Off
  • List of all requests in the last 90 days.
  • Calendar view of all requests and their status.
  • Click on details for a request to approve/deny.

33
SUPERVISOR FUNCTION Time Off
  1. Select approved or denied.
  2. Enter comments.
  3. Click Save.
  4. If approved, time automatically enters on
    timesheet. Salary exempt employees will have
    this information pulled into their check.
  5. To edit an approved request, change status back
    to pending for editing. You must select approved
    or pending again.
  6. E-mail is sent.

34
SUPERVISOR FUNCTION reports
  • List of reports
  • Employee Time Card Report Printable Timesheet
  • Weekly Hours Report Total Hours per Day Totaled
    by Week
  • Whos In/Not In Report Used with Webclock
  • Approaching Overtime Report List of Employees
    with a Specified Number of Hours form Overtime
    Status
  • Timesheet Status Report Lists timesheet status
    for each employee

35
SUPERVISOR FUNCTION reports
  • Employee Time Card Report
  • Sorts by Employee name
  • Lists date, charge code, start and end times
  • Computes the total hours worked.
  • Lists employee comments
  • Employee Time Card Report
  • Review for missed clocks
  • Review for overtime
  • Documents supervisor corrections
  • Review weekly

36
SUPERVISOR FUNCTION reports
  • Weekly Hours Report
  • Sorts by Name
  • Documents hours worked by the day of the week
  • Weekly Hours Report
  • Review for Overtime
  • Document missed punches
  • Review overtime report weekly on each Wed as
    overtime is calculated from Sunday to Saturday

37
Supervisor function overtime
  1. No comp time earned beginning January 1, 2014.
    All time over 40 hours will be paid as overtime.
  2. Comp time earned before January 1, 2014, is still
    available to be paid or used.
  3. Administration is requesting all employees with
    Comp Time on the books to be used before December
    31, 2013, if possible.
  4. Overtime is not allowed unless approved by HR or
    CFO.
  5. Overtime will be monitored by the supervisor and
    director.
  6. HR and CFO will also monitor overtime.
  7. Supervisors and directors will be held
    accountable for overtime.

38
Supervisor function part-time
  1. Part-time hours MUST be under 29 hours per week.
    NO EXCEPTIONS!
  2. The Affordable Care Act (ACA) is major
    legislation. ACA has changed how the agency will
    manage hours worked.
  3. Due to the ACA, any minute over 29 hours pushes
    an employee into full-time status.
  4. ACA requires that employee hours be sent to the
    IRS monthly.
  5. Supervisors and Directors will be held
    accountable for hours worked over 29 hours.
  6. Any supervisor who manipulates the system to gain
    employees full-time employment by using added
    hours will be disciplined immediately up to and
    including termination.

39
Supervisor function part-time
  1. Orientation time can not be more than 29 hours in
    a week.
  2. FT hourly employees (non-exempt salary) can NOT
    work to cover part-time hours if it creates
    overtime.
  3. FT exempt salary employees CAN work to cover PT
    hours.
  4. Recommendation PT employees should be given a
    set schedule to assist in organizing schedules
    and managing time. Another way to look at the
    schedule is job sharing. One employee may work
    every M, T, W for 8 hours and a different person
    will work every Th, F for 8 hours for the same
    position.
  5. If new positions are needed, then a schedule by
    program that uses PT employees will be required
    to be submitted to HR and the CFO listing all
    positions (both FT and PT) and the hours worked.
    This documentation is due by January 15, 2014.
    This requirement applies mostly to DD residential
    and MH/SA residential.

40
Supervisor function part-time
  1. HCS employees can NOT be used to cover CSB hours
    and create overtime.
  2. HCS employees can NOT work overtime.
  3. HCS employees are covered under the federal ACA
    laws.
  4. The CSB PAYS for the salary and any benefits to
    HCS which means that the CSB will pay the cost of
    benefits for HCS employees if the individuals
    work over 29 hours per week.
  5. The CSB will continue to have discussions during
    2014 on how the agency determines the total
    number of hours that HCS employees will work.

41
Action items
  1. Payroll will run dual systems until further
    notice.
  2. Payroll will need to determine that the
    electronic system is working properly.
  3. Employees MUST continue to do the paper processes
    along with the new electronic processes until
    further notice.
  4. The CFO will be the only person that will tell
    everyone when to stop doing the paper processes.
  5. Employees will start the electronic process the
    day of training.
  6. 100 of employees will need to be trained by
    January 15, 2014.
  7. Contractors/Vendors and HCS will NOT be using
    this electronic system.

42
Supervisor function policies
  1. Employees MUST clock in and out for lunch/meal
    breaks.
  2. Employees are NOT paid for personal time.
  3. Exceptions to clocking in/out for lunch/meal
    breaks MUST be approved by CEO, CFO, or HR
    Director. The only employees with an exception
    are because they eat with clients.
  4. Not all employees working in a program will
    receive the exception.
  5. Employees must take 1 hour for lunch/meal breaks.
  6. Employees may be approved for a 30 minute
    lunch/meal breaks by the CFO, HR director, or
    program director.
  7. Taking a 5 minute lunch/meal break is NOT
    appropriate.
  8. Employees can not note lunch/meal breaks in the
    comments box rather than clocking in/out.

43
Supervisor function policies
  1. An employee should NEVER try to adjust a clocking
    time in or out because the employee clocked in or
    out late.
  2. For example, an employee clocked in 18 minutes
    late from lunch and tried to clock in 18 minutes
    early the next day to make up the time.
  3. If an employee tries to adjust time for a
    clocking error as described above, the employee
    WILL RECEIVE DISCIPLINARY ACTION - TERMINATION.
  4. The agency considers this gaming the system and
    consequences will apply.
  5. The employee should have brought this issue to
    the supervisor to correct.

44
Supervisor function policies
  1. If an employee misses a clock out function at the
    end of a shift, then the employee should clock
    out immediately when arriving at work and clock
    in.
  2. The employee should give this information to
    their supervisor to correct.
  3. Employees should also know that a pattern of
    missed punches will be cause for disciplinary
    action termination.
  4. Supervisors must watch for a pattern of missed
    clock ins or clock outs as the employee may be
    trying to cover up if he/she is coming in later
    or leaving work early.

45
Supervisor function common errors
  • Make sure you select the charge function (hourly
    salary, base rate, or an SU charge code) before
    you clock in/out. You will need to select it for
    each pay period.
  • All employees must sign the timesheets.
  • Do not put mileage comments in the timesheet
    comment box as you will not be paid mileage. You
    must enter mileage in the expense tab.
  • Mileage must have descriptions. Do NOT approve
    mileage/expense forms with no comments. Send
    comment/message back to employee to correct.
  • Remember that late mileage will NOT be paid.
    When mileage is incorrect, there is a great
    possibility that it will not be paid.
  • Do NOT select the overtime charge on the
    timesheet tab.
  • Make sure you sign the correct time period of the
    timesheet/expense form. Use the previous
    button to change the dates displayed on the
    screen.

46
Supervisor function common errors
  • Make sure the SU staff use the correct charge
    codes depending on their shift and depending on
    the staff function.
  • A18 After Hours-18.00/hour
  • A22 After Hours - 22.00 / hour
  • A24 After Hours - 24.00 / hour
  • A26 After Hours - 26.00 / hour
  • A25 After Hours - 28.00 / hour
  • CN23 Charge Nurse - 23.00 / hour
  • CN25 Charge Nurse - 25.00 / hour
  • CN27 Charge Nurse -27.00 / hour
  • CN29 Charge Nurse - 29.00 / hour
  • Leave must be taken in 1 hour increments.
  • Turn in paper for timesheets, mileage form,
    leave. Everyone (100 of the staff who took the
    day off) MUST turn in leave for the HOLIDAYS
    New Years Day and MLK Day.
  • Employees need to UNSIGN the timesheet if you
    sign the WRONG pay period.

47
Supervisor function Due Dates
  1. Pay Periods are 1st to 15th and 16th to End of
    Month.
  2. Day 1 and Day 2 after the pay period ends
    Employees sign timesheets, Employees sign expense
    forms, Employees make sure all leave has been
    entered and APPROVED before signing the
    timesheet. Unexpected Sick Leave/FMLA should be
    entered as well.
  3. Day 3 and Day 4 after the pay period ends
    Supervisors approve timesheets, Supervisors
    approve expense forms, Supervisors make sure all
    leave has been entered especially for employees
    that are out on FMLA/Sick leave/LWOP and have not
    returned to work.
  4. Day 3 and Day 4 after the period ends Employees
    should make any corrections as determined by the
    Supervisor. Supervisors still must have
    approvals completed by the end of Day 4.
  5. Day 5 after the pay period ends Payroll will
    review files to see what is incomplete.
  6. If employees and supervisors do not approve
    timesheets/expense forms/leave, then employees
    will NOT be paid correctly or NOT be paid at all.
  7. Holidays do NOT delay the time line for the
    approval process.

48
Supervisor function Web Site
  • CSB employees can find supporting documentation
    on the Cobb CSB web site.
  • Power Time training materials
  • Due Dates
  • Frequently Asked Questions

49
Supervisor function How Do I?
  • How do I approve employee timesheets/leave/mileage
    when a supervisor is off position is vacant?
  • Go to Super Tab
  • Click the next to the Name of the Supervisor
    who is off to see his/her direct reports.
  • Click on the buttons next to the name you want to
    review.
  • If the person is NOT a direct report, then you
    click on the to see the next level of
    employees under the direct report.
  • Example if you want to approve leave, click the
    TO button (time off). Click on the detail
    button next to the pending approval time off
    request. You can then approve or deny.
  • Example click on TS (timesheet) or EX
    (expenses/mileage) if you need to approve the
    timesheet/expense forms.

50
Supervisor function How Do I?
  • How do I correct clocking errors?
  • Go to Super Tab
  • Click the next to the Name of the Supervisor
    who is off to see his/her direct reports.
  • Click on the buttons next to the name you want to
    review.
  • If the person is NOT a direct report, then you
    click on the to see the next level of
    employees under the direct report.
  • Click on TS (timesheet).
  • Click on the day/date that needs to be corrected.
  • Go to the bottom right of screen under the Time
    Pairs box.
  • Click edit to make the changes to the time
    worked.
  • Dont forget to Save the changes.

51
ACTION ITEMS
  • 770-429-5000
  • If you have problems with getting into the web
    page and/or Power Time, then contact IT.
  • If you have problems with doing things in Power
    Time, then contact payroll.
  • QUESTIONS/COMMENTS/DISCUSSION
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