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Paychex Time and Labor Online User’s Guide

Paychex Time and Labor Online User s Guide This manual is the property of Paychex , Inc. and should never be removed from the office premises without the manager's express permission. Copyright 2014 Paychex , Inc. All rights reserved. Paychex , Taxpay , Readychex , and Paychex HR Solutions are trademarks of Paychex , Inc. Paychex , Inc. 911 Panorama Trail South Rochester, New York 14625-0397 Paychex Time and Labor Online User's Guide Time and Labor Online User's Guide Table of Contents Introduction System Requirements .. 1 About This Manual .. 1 Disclaimer .. 1 How This Guide Is Organized .. 2 Definitions and Symbols .. 2 Term and Symbol Definitions .. 3 Paychex Time and Labor Online Interface .. 4 Tabs and Submenus .. 4 Employee Home Page Tab .. 5 Admin Tab .. 6 The Submenu .. 7 Status Board Tab.

Paychex Time and Labor Online is a 100 percent Web-based application that offers a fast, easy method of automating employee time and labor management processes. Available anytime and anywhere, all you need to use Paychex Time and Labor Online is an Internet connection and a Web browser. With this application: Administrators can:

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Transcription of Paychex Time and Labor Online User’s Guide

1 Paychex Time and Labor Online User s Guide This manual is the property of Paychex , Inc. and should never be removed from the office premises without the manager's express permission. Copyright 2014 Paychex , Inc. All rights reserved. Paychex , Taxpay , Readychex , and Paychex HR Solutions are trademarks of Paychex , Inc. Paychex , Inc. 911 Panorama Trail South Rochester, New York 14625-0397 Paychex Time and Labor Online User's Guide Time and Labor Online User's Guide Table of Contents Introduction System Requirements .. 1 About This Manual .. 1 Disclaimer .. 1 How This Guide Is Organized .. 2 Definitions and Symbols .. 2 Term and Symbol Definitions .. 3 Paychex Time and Labor Online Interface .. 4 Tabs and Submenus .. 4 Employee Home Page Tab .. 5 Admin Tab .. 6 The Submenu .. 7 Status Board Tab.

2 8 Sections and Subsections .. 8 The Personal Settings Icon .. 9 Maximize, Minimize, and Hide 9 Security .. 10 Enter Dates, Times, and Numbers in Paychex Time and Labor Online .. 11 Navigate To Commonly Used Pages .. 11 Paychex Time and Labor Online Support .. 11 Chapter 1 - Getting Started Log On .. 1 Log Off at the End of a Session .. 1 Import Employees Link .. 2 Import File Specifications .. 2 Fields Allowed for Import .. 3 Import Employees .. 4 Additional Settings Section .. 5 Select File Section .. 5 Chapter 2 - Configure the System The Configuration Page .. 1 System Configurations .. 2 General Configuration .. 2 Payroll Policies .. 4 Pay Types .. 27 Pay Adjustment Types .. 31 Holidays .. 33 Closing .. 37 Re-Open .. 37 Assign Pollicies .. 37 Time Clocks .. 37 Schedules .. 38 Custom Personal Information .. 48 New Employee Defaults .. 50 Benefits.

3 57 Shift Differentials .. 65 Paychex Time and Labor Online User's Guide TOC - 1 1/22/14 Table of Contents Security Configuration .. 69 Feature Access Templates .. 69 Employee Group Members .. 74 Time Sheet Audit Trails .. 76 Notifications .. 78 IP Access .. 79 Labor Levels .. 82 Define Labor Levels .. 82 Setup Labor Levels .. 83 Assign Labor Levels to One Employee .. 85 Assign Labor Levels to Multiple Employees .. 86 Chapter 3 - How to Use Your Configured System Admin Home Page .. 1 Exceptions 2 Resolving Exceptions .. 2 Time Off Request Section .. 3 Display Calendar View .. 5 Generated Reports Section .. 5 Preview a Generated Report .. 6 Delete a Generated Report .. 6 Employee Labor Level Filter Section .. 6 Search Section .. 7 Perform a Basic Search .. 7 Search Tips .. 8 Search Results Section .. 11 Current Employee Section.

4 12 Add an Employee .. 12 Edit an Employee s Information .. 19 Time Sheet Section .. 20 Time Sheet Icons .. 20 Time Sheet Summary Subsection .. 21 Terminology .. 21 Add, Edit, Delete, and Approve a Timesheet .. 22 Schedule Section .. 31 Navigate in Schedule .. 31 Edit an Employee s Schedule .. 32 Scheduled Shift Section .. 32 Week Schedule Section .. 33 Schedule Templates Section .. 33 Assign an Employee to a Schedule Template .. 33 Express Scheduler .. 34 Add Pay Adjustment Section .. 38 Pay Adjustments Section .. 39 Navigate in Adjustments .. 39 Edit Adjustments .. 39 Quick Message Section .. 40 To Send a Message .. 40 Benefits Section .. 41 View Detailed Employee Benefits Section .. 42 Recalculate Employee Benefits .. 43 Custom Info Section .. 44 Add or Edit Custom Info .. 44 TOC 2 Paychex Time and Labor Online User's Guide 5/30/12 Table of Contents Chapter 4 - Administrator Functions: The Sub-Menus Home Link.

5 1 Reports Link .. 1 Terms Used in Reports .. 2 Understanding the Reports Page .. 3 Schedule Reports Section .. 3 My Scheduled Reports Section .. 8 Other Users Scheduled Reports .. 9 Public Reports .. 9 View a Generated Report .. 9 Labor Level Assignments Link .. 9 Schedules Link .. 10 Message Center Link .. 10 Modify a Message .. 10 Delete a Message .. 11 Import Link .. 11 Configuration Link .. 11 Audit Links .. 11 Status Board Tab .. 12 Enable/Disable the Status Board .. 12 Customize the Status Board .. 13 Navigate to the Admin Home Page for a Selected Employee .. 13 Personal Settings .. 14 Section States .. 15 Employee Home Page Subsection .. 15 Admin Home Page Section .. 16 Labor Levels Page .. 17 General Look & Feel Subsection .. 18 Custom Reporting .. 20 Create New Report or Export .. 22 Edit Custom Report or Export Information .. 23 Remove Report or Export Information.

6 25 Copy a Report or Export .. 25 Employee Data Type Fields .. 26 Company Data Type Fields .. 31 Paychex Time and Labor Online User's Guide TOC 3 8/22/12 Table of Contents Chapter 5 - How to Use Paychex Time and Labor Online Employee 1 Employee Home Page .. 1 Actions Section .. 1 Employee Submitting Timesheets (optional) .. 4 Employee Submitting Timesheet Express (optional) .. 10 Status Section .. 16 Messages Section .. 16 Hours Worked Section .. 17 Schedule Section .. 18 Pay Adjustments Section .. 19 Adjustments Section .. 20 Benefits Section .. 20 Personal Info Section .. 22 Status Board Tab .. 23 Navigate in the Status Board .. 23 Personal Settings Icon .. 23 Employee Home Page Section .. 24 Status Board Page Section .. 25 General Look & Feel Section .. 26 TOC - 4 Paychex Time and Labor Online User's Guide 1/22/14 Introduction Paychex Time and Labor Online User's Guide Intro - 1 10/28/09 Introduction Paychex Time and Labor Online is a 100 percent Web-based application that offers a fast, easy method of automating employee time and Labor management processes.

7 Available anytime and anywhere, all you need to use Paychex Time and Labor Online is an Internet connection and a Web browser. With this application: Administrators can: Manage employee data Review employee timesheets Generate schedules for employees Send companywide messages Organize company departments and jobs Track vacation, sick, and personal time Generate reports Employees can: Clock in and out Submit timesheets Review schedules Review hours View vacation, sick, and personal time accrued Request time off System Requirements Paychex Time and Labor Online requires an Internet browser that can access secure Web sites. About this Manual In addition to providing you with step-by-step information for performing various procedures, this Guide helps you get the most out of Paychex Time and Labor Online .

8 Disclaimer Paychex strives to keep this Guide up-to-date. However, because Paychex Time and Labor Online is a Web-based application and can be automatically updated through the Internet, you may experience brief periods during which the information contained in this Guide does not coincide exactly with the latest version of the application. Introduction Intro - 2 Paychex Time and Labor Online User's Guide 3/11/09 How this Guide is Organized Introduction This section introduces the Paychex Time and Labor Online application and this Guide . It also includes technical support information. Getting Started This section describes the process of getting started with Paychex Time and Labor Online including a recommended procedure for implementing the application. Configure the System This section provides definitions and instructions for configuring your Web site.

9 How to Use Your Configured System This section discusses features and tools to customize the application to your specific needs. Administrator Functions: the Submenus This section defines links and settings essential to the administrator s role. How to Use Paychex Time and Labor Online This section provides everything you need to know about using Paychex Time and Labor Online and is conveniently organized in the same order as the information within the application. Definitions and Symbols This Guide uses the following terms and symbols. Note: When possible, standard computer industry terminology and conventions are used. Introduction Paychex Time and Labor Online User's Guide Intro - 3 10/28/09 Term and Symbol Definitions Term/Symbol Definition Page Web page within the Paychex Time and Labor Online site. Section Division of the application that subdivides and organizes each Paychex Time and Labor Online page.

10 Tab Tabs (similar to the tabs on manila folders) that display at the top of every Paychex Time and Labor Online page. You use tabs to navigate to the appropriate location in the application. Link Link is synonymous with hyperlink and refers to text that, when clicked, causes another page to display. Text Box A text box is a field on a Web page that allows you to enter information. Drop-down Menu A drop-down menu is a text box that includes an arrow. When you click the arrow, a list of options displays from which to select. Radio Button A radio button is a hollow, round selector that displays next to items in a list or group of items. Use radio buttons to select one item in the list or group. Plus (+) The plus (+) symbol indicates to press and hold one key while pressing another. Example: CTRL + X or ALT + TAB. Dash ( ) The dash symbol (-) indicates to press and hold a key and a mouse-button at the same time.


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