What's New - Powerpay 6.25

Active Hourly employees can enter the regular and overtime hours in Self Service.

Note: On Leave and Terminated employees have view only access.

1. Go to the My Timesheet page. From the Time menu, select My Timesheet. or click the Timesheet icon on the homepage.

2. Select the appropriate date range.

   You can enter time for the current pay period or the next pay period.

   Note: Using the back arrow, you can go back up to the pay period when Daily Hours was enabled for your payroll. Using the forward arrow, you can navigate up to one future pay period.

3. Enter your daily regular and overtime hours by day up to two decimal places.

   As you enter your time, the Daily Totals, and the Total Hours for the pay period update.

   If your company uses the Time Off Request feature and you have requested time off for the current pay period, the time off hours display on your timesheet.

   Note: You cannot exceed 24 hours for a single date.

4. Click Save.

5. Once you have entered all your hours for the pay period you must submit your hours for approval. Click Submit.

   Note: Submitted hours cannot be modified, however if the hours are denied by the approver you will be able to update your hours.

An email is automatically sent to your manager to approve your hours.

Entering, editing, approving and denying Daily Hours in Self Service may be restricted depending on the state of the payroll and the deadline for submitting changes (as set on the Self Service Options page. From the Company menu, select Self Service > Self Service Options.)

Open and Unopened Pay Periods

The deadline for submitting changes temporarily stops the flow of data from Self Service to provide payroll administrators time to audit, balance, and preview the payroll before it is submitted for processing. Once the payroll is processed, the information flow resumes automatically, and any Self Service changes are updated in Powerpay in the next pay period.

While the change deadline is active, employees cannot enter or edit hours for the current or the next pay period. Warning messages display in Self Service, letting Self Service users know that changes cannot be made for the current pay period, and the following pay period.

Submitted, Processing, Processed, Closed or Skipped Pay Period

Employees cannot enter or edit hours for pay periods in any of the following states:

• Submitted

• Processing

• Processed

• Closed

• Skipped

A warning message displays.

Suspended Pay Periods

Employees cannot enter or edit hours for suspended pay periods.

A warning message displays in Self Service.

When hourly employees submit their daily hours, an email is sent to their manager for review and approval. As a manager your options are to approve or deny the hours. If the hours are denied, employees can submit new hours.

1. Go to the My Team's Timesheets page. From the Time menu, select My Team's Timesheets. or click the Timesheet icon on the homepage.

   Note: Selecting the Timesheet icon as an hourly manager will redirect the user to the My Timesheet page and will redirect a salaried manager to the My Team’s Timesheet page.

   The My Team’s Timesheet displays information for the current pay period. The information includes:

   • All active hourly employees who report to you.

   • The status for each employee’s hours:

     • Green checkmark – Approved

     • Red cross – Denied

     • Clock – Pending. Hours submitted by the employee for approval.

     • Hourglass – Not Submitted. Hours entered and saved by the employee on their timesheet but not submitted.

   • The total number of hours submitted by each employee for the pay period.

   • The date the records were last updated.

   • The total number of hours submitted for all the employees who report to you.

     Note: Using the back arrow, you can go back up to the pay period when Daily Hours was enabled for your payroll. Using the forward arrow, you can navigate up to one pay period in the future.

     Note: Approved and Denied entries are disabled.

2. Click on the down arrow at the right side of the grid to open a detailed list of the hours submitted for the employee.

   The list includes:

   • The hours entered for each day in the pay period including Regular Hours, Overtime Hours, and any time off requests (pending and approved) when Time Off Request functionality is enabled for your payroll.

   • The total number of hours submitted for the pay period displays in the top right corner.

3. Use the employee dropdown arrow at the top of the page to select a different employee.

4. After reviewing each employee’s hours, click Close.

5. Select the checkbox to the left of the employee’s name for each employee’s hours to approve and click the Approve button at the top of the page.

   Approved hours are disabled on the employee’s timesheet in Self Service, and cannot be resubmitted.

6. Select the checkbox to the left of the employee’s name for each employee’s hours to deny and click the Deny button at the top of the page.

   Denied hours are enabled on the employee’s timesheet in Self Service for the employee to update and resubmit.

   Note: No action is taken if you approve an empty timesheet (0.00 hours).

To ensure accurate hours are being recorded, all pending and approved time off requests for each employee display on the Employee Level Timesheet view.

The Daily Hours Dashboard displays information for the selected pay period. It is where you approve or deny daily hours in Powerpay.

The information includes:

• All active hourly employees.

• The status for each employee’s hours:

  • Green checkmark – Approved

  • Red cross – Denied

  • Clock – Pending. Hours submitted by the employee for approval.

  • Hourglass – Not Submitted. Hours entered and saved by the employee on their timesheet but not submitted.

• The total number of hours submitted by each employee for the pay period.

• The person who last updated each record.

• The date the records were last updated.

• The total number of hours submitted for all the employees.

  Note: Using the back arrow, you can go back up to the pay period when Daily Hours was enabled for your payroll. Using the forward arrow, you can navigate up to one pay period in the future.

  Note: Approved and Denied entries are disabled.

1. Go to the Daily Hours Dashboard page. From the People menu, select Daily Hours Dashboard.

2. Click on the down arrow at the right side of the grid to open a detailed list of the hours submitted for the employee.

   The list includes:

   • The hours entered for each day in the pay period including Regular Hours, Overtime Hours, and any time off requests (pending and approved) when Time Off Request functionality is enabled for your payroll.

   • The total number of hours submitted for the pay period displays in the top right corner.

3. Use the employee dropdown arrow at the top of the page to select a different employee.

4. After reviewing each employee’s hours, click Close.

5. Select the checkbox to the left of the employee’s name for each employee’s hours to approve and click the Approve button at the top of the page.

   Approved hours are disabled on the employee’s timesheet in Self Service and cannot be resubmitted.

6. Select the checkbox to the left of the employee’s name for each employee’s hours to deny and click the Deny button at the top of the page.

   You cannot reverse this action, however, denied hours are enabled on the employee’s timesheet in Self Service for the employee to update and resubmit.

   Note: No action is taken if you approve an empty timesheet (0.00 hours).

Once the Manager or Payroll Admin approves the hours, they are available to view and edit on the Employee Timesheet in Powerpay.

1. Go to the Employee Timesheet page. From the Payroll menu, select Regular Payment > Employee Timesheet.

2. Select the Employee from the People list.

3. The Daily Hours section displays on the timesheet with any hours entered in Self Service by the employee.

4. Review the hours submitted by the hourly employee.

5. Add Daily Hours on behalf of an employee or make any changes as required.

6. Click Save.

   Note: For this release, updates made in Powerpay do NOT display in Self Service.

   The Rapid Entry page. From the Payroll menu, select Regular Payment > Rapid Entry. displays a Timesheet link when Daily Hours are recorded for an employee. Click the Timesheet link to view the Daily Hours details.

   Daily Hours are also available on the Manual and Reversal pages and hours recorded for an employee display on the Data Verification and Payroll Preview pages.

The Daily Hours Report allows you to export the Daily Hours information for all hourly employees during a specified date range to a spreadsheet.

1. Go to the Daily Hours Reports page. From the Reports menu, select Daily Hours Reports.

2. Select the desired date range.

3. Click Spreadsheet.

Powerpay generates the Daily Hours.xlsx report. It includes the following information:

• Last Name

• First Name

• Employee Number

• Pay Type

• Province of Employment

• Earning Code Description and Total for each day in the date range.

The report is sorted by Employee Number.

Powerpay users can use the simulate feature in Powerpay to view an hourly employee’s Daily Hours Timesheet in Self Service.

1. Go to the User Maintenance page. From the Company menu, select Self Service > User Maintenance.

2. Select the employee to simulate from the People List.

3. In the Self Service User section, click Simulate.

   Self Service opens automatically to the simulated employee’s account. All information is view only.

4. Go to the Timesheet page. From the Time menu, select Timesheet.

Review the employee’s Daily Hours Timesheet entries.

All daily hour entries approved in Self Service and in the Daily Hours Dashboard or Timesheet in Powerpay are audited and display in the Timesheet section of the Audit Trail in Powerpay. Entries entered by the employee in Self Service display as keyed by ESS. Entries made in Powerpay display as keyed by the user who entered the time in Powerpay.