Manage Hourly Employee’s Entered Time
This guide is intended for Managers of hourly employees ONLY.
Overview:
As a manager, in MyDay, you can view your direct reports’ time worked and time off,enter or correct time on their behalf, and view/assign work schedules
. This guide is sectioned off by each of these MyDay functions and provides you with step-by-step instructions.
Step 1: From the home page, click the Inbox icon to the top right of the screen. | Step 2: Select the Time Entry Request inbox item. |
Step 3: scroll down the screen until you see
“Entries to Approve”.
Step 4: Select the magnifying glass icon under the Details column on the right hand side, to review a particular set of hours.
A new window will pop up with the details. Once you have reviewed the hours, you should click on one of the following action items:
Action Item | Meaning |
Approve | This means that the hours are accurate and ready to be processed for payment. This action item is moved to your Archive tab list when you click Done. |
Send Back | This means that you require additional information and/or correction from the employee. Clicking on Send Back will require you to input a reason - please be as detailed as possible with the Send Back reason. |
Deny | This means that the hours are not accurate and will not be processed for payment. This action item is moved from your Action tab list to your Archive tab list. |
Close | This does not equal Deny or Send Back. Click this only if you wish to complete the action item (by choosing one of three options listed above) at a later time. |
CORRECTING TIME ON YOUR EMPLOYEE's BEHALF
Step 1: Enter the employee’s name in the Search Bar and press enter.
Step 2: Hover to the right of the person’s name and click the Ellipsis (...) icon.
Step 3: Scroll down to hover over Time and Leave and then click Enter Time
Step 4: The next screen will be a weekly calendar. Click on any time block under the day to enter time.
Step 5: A popup window will appear with the time entry. Click View Details.
There will be 3 tabs: Reported, Calculated and History.
Tab | Description |
Reported | displays details about worked time |
Send Back | displays how hours are paid (i.e., regular vs. overtime pay) This is for time worked ONLY -- time off blocks will not show any calculations |
History | Displays when the hours were entered, submitted and/ or approved. |
When you click out of the View Details window, you will return to the weekly calendar and click on the time block again to make changes.
You can change the Time Type, In, Out, or Out Reason fields, as long as the pay periods are open. If they are closed, you will need to contact PayrollHelp@newschool.edu for assistance. Note: Use the Time Type “Unpaid Absence” during the time they did not report to work
Click OK once you have made the necessary edits. You can also choose to delete the time block entirely at the bottom of the window.
You or the employee need to click Submit to resubmit the edited hours for payment processing.
If you submit the time for the employee, it will automatically approve the hours.
Note: if you enter or correct time off for FMLA, Special Leave Bank or 1205 Unpaid Time Off, this will not be automatically approved and will require HR review/approval.
VIEWING WORK SCHEDULES
Step 1: Enter the employee’s name in the Search Bar and press enter.
Step 2: Hover to the right of the person’s name and click the Ellipsis (...) icon.
Step 3: Scroll down to hover on Time and Leave and then click View Schedule for Worker in the drop down.
Step 4: Enter the date for which you wish to view the employee’s schedule and click OK. You can also click on the calendar icon and select the date from there. This will bring you to a monthly calendar and show the employee’s scheduled days and hours.
ASSIGNING WORK SCHEDULES
Step 1: Enter the employee’s name in the Search Bar and press enter.
Step 2: Hover to the right of the person’s name and click the Ellipsis (...) icon.
Step 3: Scroll down and hover on Time and Leave then click Assign Work Schedule from the menu.
Complete the required fields. For a set period of time, enter an End Date -- after that date, the schedule will revert to the original work schedule assignment.
Otherwise, the new work schedule will be assigned for an indefinite period of time.In Work Schedule calendar, select the new work schedule, you can filter by entering partor all of the work schedule titles.
In cases where work days have changed, note that the new assignment will also affectTime Off requests
An employee who used to work Monday through Friday changes their schedule to Tuesday through Saturday. The employee will no longer be able to request time off on Monday since it is now considered an unscheduled day off.
VIEWING TIME CLOCK HISTORY
Step 1: Enter the employee’s name in the Search Bar and press enter.
Step 2: Hover to the right of the person’s name and click the Ellipsis (...) icon.
Step 3: Scroll down and hover on Time and Leave then click View Time Clock History from the menu.
Step 4: Enter the date for which you wish to view the employee’s schedule and click OK.You can also click on the calendar iconand select the date from there.This will bring you to a monthly calendarand show the employee’s scheduled daysand hours.
You will see when the employee used the Check In/Check Out method for entering time. To view time entered through time blocks or Quick Add, click on “View Time Calendar for Worker”.