EBSTime Version 7 - Employee Based Systems

1 EBSTime Version User s Guide Copyright Copyright 1992-2010 Employee Based Systems , LLC. All rights reserved. Portions of the software described in this document copyright Employee Based Systems , Inc., a wholly owned subsidiary of Employee Based Systems , Inc. All rights reserved. Information in this document is subject to change without notice. The software described in this document is furnished under a license agreement or non-disclosure agreement. The software may be used or copied only in accordance with the terms of those agreements. No part of this publication may be reproduced, stored in a retrieval system or transmitted in any form or any means electronic or mechanical, including photocopying and recording for any purpose other than the purchaser s personal user without written permission of Employee Based Systems .

2 Employee Based Systems , LLC. 11852, Shaffer Drive Building D. Littleton, CO 80127. Trademarks EBSTime Version , EBSTimeSheet , EBSP unch , EBSTelePunch , EBSS cheduler , EBSA ttendance , EZ-ACH(Header) , EZ-Auto ACH , EZ-FoxPack , EZ-Integrate , EZ-401K , EZ-Archive , EZ-GARN , EZ-Positive Pay , EZ-Reciprocity , EZ-Time Import , EZ-Tip , EZ- Wage & Tax , EZ-GL and EZ-Expat are registered trademarks of Employee Based Systems , LLC. Other brands and their products are trademarks or registered trademarks of their respective holders and should be noted as such. Last Updated Date: 05-31-2010. Contents Chapter 1: Using EBSTime User s Guide .. 6. User Guide Overview .. 6. User Guide Conventions .. 7. Chapter 2: Getting 8. Introduction .. 8. Start Your Program .. 10. Launch EBSTime .

3 10. EBSTime Setup Checklist .. 10. EBSTime Basics .. 11. Forgot Password .. 11. Reset Password .. 12. Logging Off .. 12. Basic Screen Elements .. 13. Chapter 3: Payroll/HR Integration .. 15. Integration 15. Chapter 4: Systems Setup .. 17. Rules .. 17. System Parameters .. 17. Enterprise Setup .. 25. Employer Setup .. 28. Group Setup and Security .. 32. User Setup .. 35. Logged In Users .. 42. Chapter 5: Time Clock Setup .. 44. Chapter 6: Time and Labor .. 45. Rules .. 45. General Rules .. 45. Pay Group Setup .. 45. Organization Setup .. 49. Pay Codes Setup .. 53. Time Rules .. 57. Rounding Rules .. 58. Lunch Codes .. 60. Break Codes .. 63. Holiday 66. Shift Codes .. 71. Shift Group .. 75. Work Day Codes .. 78. Minimum Wage Setup .. 86. Time Group Setup .. 89. Approval Setup.

4 96. Job Costing Setup .. 97. User s Guide Transfer Setup .. 97. Job Costing Setup .. 101. Employee Information .. 102. Demographics .. 103. Primary Job .. 105. Secondary Job .. 107. Supervisor .. 109. Time Group .. 111. Policy Hours .. 117. Time Sheet .. 121. Punch .. 129. Daily .. 133. Transfer .. 136. Totals .. 138. Flat Amount .. 140. Actions .. 142. New-Hire .. 142. 149. Re-Hire .. 151. Adjustment 152. Adjustment Repost .. 156. Maintenance .. 158. Mass Update Time Group .. 158. Update Pay Period .. 161. Mass Update Pay Group .. 162. 164. Import .. 165. Post Punches .. 166. Export .. 170. Sync Error Log .. 171. Punch File Log .. 173. Import Log .. 176. Reports .. 177. Chapter 7: Scheduling .. 178. Chapter 8: Attendance .. 179. Chapter 9: Home Page .. 180. - Dashboard.

5 181. Message Board .. 184. Missing Punches .. 186. Status Board .. 188. Approvals .. 189. Attendance .. 190. Preferences .. 196. Reference Material .. 200. Appendix .. 202. I- Example for Work Start Time option .. 202. Contents II- Windows Server 2003 Authentication Configuration with EBSTime .. 203. III- Windows Server 2008 Authentication Configuration with EBSTime .. 205. Glossary .. 208. Index .. 217. Chapter 1: Using EBSTime User s Guide User Guide Overview This section provides an explanation of how to use EBSTime : Section 1: Getting Started This section contains information on EBSTime Key Features and describes the procedure to get started with EBSTime . It explains how to reset and recover password and familiarize you with the basic screen elements you will come across in the application.

6 Section 2: Payroll/HR Integration This section lists the various Payroll/HR applications which can be integrated with EBSTime . Section 3: System Setup This section contains information required to setup EBSTime . Here you can define System Parameters and enter Enterprise, Employer, Group and User information. You will learn to view and understand reports generated on entities listed under System setup. You can also view error logs generated as a result of employees' punching activity or generated during the process of Import. Section 4: Time Clock Setup This section gives you a brief overview of how to integrate Accu-Time Clocks or RSI Biometric Time Clocks with EBSTime , in order to collect Employee punches successfully. Section 5: Time and Labor This section will take you through entire Time and Labor module of EBSTime and enable you to set Time and Labor Rules, perform actions like hiring or terminating an Employee , change information for individual Employee /s or carry procedures for Mass Update or Posting Employee punches to Payroll applications.

7 Simultaneously you will also learn to view Time and Labor reports, Rules reports, Employee reports and reports generated from Web Time Sheet. At the end of this section you will find useful exercises designed to provide you with the expertise required for running the Time and Labor module. Section 6: Scheduling This section gives you a brief overview of Scheduling module of EBSTime . Section 7: Attendance This section gives you a brief overview of Attendance module of EBSTime . Section 8: Home page This section contains information on how to use Home page module of EBSTime . Page 6 of 218. User s Guide Glossary This chapter contains definition of terms used through out the User Guide. Index Index displays a comprehensive, two-level index consisting of alphabetically sorted keywords and keyword phrases.

8 These terms are associated with topics in the User Guide and direct you to specific topics. User Guide Conventions The following are the conventions used in this user guide. Item Description Link A hyperlink to another topic inside the user guide. Bold Text Signifies the area where an action has to be performed or the action is being performed by you. Also, the Command buttons, Field Names or the values to be entered appears in bold text. Page 7 of 218. Chapter 2: Getting Started Introduction EBSTime : A Complete Time and Labor Solution EBSTime and its associated products comprise of powerful and innovative solutions for automating and streamlining the enforcement and administration of time and attendance policies and procedures for companies from 100 to 10,000 employees.

9 EBSTime will increase awareness of critical workforce management information, enabling you to proactively manage your most costly resource your personnel. EBSTime enables you to apply your compensation policies consistently, accurately, and objectively. Consistent application of policies for every Employee in your enterprise helps reduce the costs of absenteeism as well as the number of Employee grievances. Since EBSTime can interpret Employee exceptions by automatically applying your company s time and attendance rules, your company s managers are freed from manually tracking Employee absences. Less of their time is taken up with responding to Employee questions and requests for information, so that they can devote more time to operational responsibilities. EBSTime enables you to: Automate the administration of your organization s attendance policies Apply time and attendance policies fairly and consistently across the entire organization Empower managers with tools to reduce costs related to absenteeism Engage employees with self-service access to their own data EBSTime Core System EBS Time and Labor product suite is built around EBSTime , EBS industry leading product for the configuration of Employee compensation rules, and for the management, and processing of time and attendance data.

10 EBSTime includes a wide array of configurable rules, rounding algorithms, scheduling utilities, and over 50 management reports out of the box. EBSTime reduces costs by eliminating costly payroll calculation errors, and by automating the entire data collection of employees time. EBSTime has been designed and constructed utilizing Microsoft Corporation s Net . technology, and has therefore been built from the ground up as browser Based application. EBSTime runs on a single centrally located server, and is available in real time to all authorized users of the system. Moments after a time punch is entered, either via a traditional time clock, or through one of our Web Based time entry applications, that time punch is available for viewing, modification, and approval by authorized personnel.