Click on the “Timesheet”

Report
POWERTIME EMPLOYEE TRAINING FOR
EMPLOYEES
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POWERTIME TRAINING
You will learn the Employee Functions.
1. Record and Sign Timesheets
2. Record and Sign Expenses
3. Submit Time-off Requests
4. View and Print Paystubs
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POWERTIME TRAINING
1. Employees will be provided training from Payroll/HR.
2. 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.
3. 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.
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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.”
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ACCESSING POWERTIME
1. Employees are NOT to give out any log-in and password information to another
employee/person.
2. Employees who give out this information may be terminated immediately.
3. Employees must log-in and log-out of the system after each use.
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ACCESSING POWERTIME
To change your password:
1.Click on the personal tab
2.Go to change password box.
3.Click submit.
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EMPLOYEE FUNCTION: CLOCKING IN AND OUT
1. If you are a Part-Time hourly employee, then you will use the clock in and clock
out function.
2. If you are a Full-Time hourly employee (also called non-exempt salary), then you
will use the clock in and clock out function.
3. Exempt salary employees will not use the clocking function.
4. Employees are NOT to log-in or log-out for a co-worker. Disciplinary action may
include immediate termination for both employees.
5. 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.
6. 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.
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EMPLOYEE FUNCTION: CLOCKING IN AND OUT
1. Click on the “Timesheet” tab.
2. Click on today’s 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.
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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.
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EMPLOYEE FUNCTION: CLOCKING IN AND OUT
Definitions of Charges:
1. MILE = Mileage (enter number of miles)
2. SALH = Hourly Salary
3. OTSH = Hourly Salary Overtime
4. BR = Base rate
5. OTB = Base rate Overtime
6. A1, A18, A22, A24, A26, A18 = After hours (SU will use these)
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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.
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”.
Approved current and future leave requests will show in the “used” column.
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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.
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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.
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EMPLOYEE FUNCTION: REQUESTING LEAVE
1. All Salary exempt employees and full-time hourly (non-exempt salary) employees
will use the leave system.
2. Charges:
•
•
•
•
•
•
ANN = annual leave
SICK = sick leave
PERS = personal leave
HLDY = holiday leave
JDTY = jury duty
LWOP = leave without pay
3. Descriptions of leave are required, especially if noting FMLA.
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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.
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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.”
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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.”
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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.”
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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.
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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.
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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.
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EMPLOYEE FUNCTION: REVIEW PAY STUBS
The pay stub will include:
1. Gross pay
2. Other pay
3. Deductions
4. Miscellaneous
5. Benefits
6. Year-to-Date information
7. Pay Period
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EMPLOYEE FUNCTION: REVIEW PAY STUBS
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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.
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EMPLOYEE FUNCTION: ENTERING EXPENSES
Expense Charges:
1. Mileage = enter number of miles; computer will calculate the amount.
2. 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.
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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.”
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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.
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EMPLOYEE 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.
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EMPLOYEE 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. ACA requires that employee hours be sent to the IRS monthly.
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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.
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ACTION ITEMS
1. 770-429-5000
2. If you have problems with getting into the web page and/or Power Time, then
contact IT.
3. If you have problems with doing things in Power Time, then contact payroll.
QUESTIONS/COMMENTS/DISCUSSION
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