Steps for Setting up Unapproved Employee Notification Tasks

When setting up the unapproved employee notifications tasks, the Initial notifications should be set up to run a certain number of hours before the pay period end date and the Final notifications should be set up to run a certain number of hours after the pay period end date. Therefore, the initial and final notifications should be set up as separate records.

The Supervisor Initial Unapproved Employees notification and the Controller Initial Unapproved Employees notification can be set up together as a single task if they should be generated the same number of hours in advance of the pay period close. Likewise, the Supervisor Final Unapproved Employees and Controller Final Unapproved Employees can be set up together as a single task if they are to be run the same number of hours after the pay period close.

To set up the Unapproved Employee Notification tasks, complete the following steps:

Step 1: Set up the deadline for approval of time cards by pay group

1. From the Configuration section > System card open the Pay Group screen.
2. Search for the pay groups that should be set up for this notification. Check the box to the left of each pay group to select it. Note: If all the pay groups should be set up with the same deadline value, these can be set up at the same time using the Replace feature. If the hours value should be different, open each record individually and enter the hours value. The following steps will use the Replace feature option.
3. Click on the Replace button in the left pane.
4. Click on the Parameters tab. Check the box to the left of the System Standard Hour 1 field to activate the field.
5. Enter the number of hours after the pay period end that supervisors must have the employee timecards approved. The date of this deadline will be calculated by the system and displayed on the notification sent to the supervisors/controllers.
6. Click on the Save button. This value will be entered in the records of all the selected pay group records.

Step 2: Set up the Scheduled Tasks for the Notifications

1. From the Actions section > Processes card > open the Scheduled Tasks screen.
2. Click on the Add button in the left pane to add a new scheduled task.
3. In the Process Definition Code field select the PGScheduled option from the Field Look Up Values in the right pane. Click on Next.

   The predefined processing that is to be scheduled through this wizard. The options are available in the Field Look Up Values in the right pane.

4. Select the options to be set up with the same initial notification values. The Supervisor Initial Unapproved Employees notification and the Controller Initial Unapproved Employees notification can be set up together with the same hours value, if desired. If supervisors and controllers should have different number of hours for notifications, these must be set up as separate records.
5. When options to be set up are selected, click on the Next button.
6. Enter a Name to identify this task.
7. Set the Active field to indicate this task is currently being used by the system and should be run.
8. In the Expiration Date field, enter the date that this task should no longer be run (if applicable). To continue to run this task indefinitely, leave this date field blank.
9. In the Expiration Time field, enter the time on the expiration date that this task should no longer be run (if applicable). To continue to run this task indefinitely, leave this field blank.
10. In the Timeout Minutes field, enter the number of minutes that a task may run on the agent subsystem before it is marked as timed out on the request history table. The task will continue to run on the agent subsystem after that time is reached.
11. Click on the Next button in the left pane.
12. In the Schedule Range field, select the option of Pay Group, to indicate this task is related to the time frames associated with pay group processing. Click on Next.
13. Search for and select the Pay Groups that should be included in this scheduled task. Note: For more information on the fields available for searching, see the documentation in the Configuration section>System card>Pay Group screen.
14. From the resulting listing, check the box to the left of each pay group that should be included in the processing of this scheduled task and that should use the same Execute by Hours value (which will be entered in the last screen of the wizard).
15. After selecting all pay groups, click on the Next button. Note: There can be multiple tasks set up with different hours. For example, if some organization units should be set up with 48 hour notice and others should be set up with 72 hours notice, these would be set up as different tasks. Select the organization units that should have the same values set up.
16. In the Execute By Hours field, enter the number of hours in advance of the payroll close that this task should be run. This value should be a positive integer. Click on Finish.
17. To set up the hours value for the Final notification, click on the Add button again.
18. In the Process Definition Code field, select the PGScheduled option from the Field Look Up Values in the right pane. Click on Next.

    The predefined processing that is to be scheduled through this wizard. The options are available in the Field Look Up Values in the right pane.

19. Select the options that should be scheduled. If the Supervisor Final Unapproved Employees and Controller Final Unapproved Final Employees notifications should have the same Execute by Hours value, they can be scheduled together. If they should have different values, they must be set up as different tasks.
20. Repeat steps 5-14 to set this up for the selected notifications.
21. In the Execute by Hours field, enter a negative integer value to indicate the number of hours after the pay period close that this notification should be generated.
22. Click on the Finish button to save the record.

Approvals Completed by Hours

Execute by Hours

The number of hours relative to the payroll close that this task should be run.

• When setting up the initial notification, this value should be a positive integer, so that it is generated in advance of the payroll close.
• When setting up the final notification, this value should be a negative integer, so that it is generated after payroll close.

Initial Notification Sent by Hours

The number of hours in advance of the payroll close that this task should be run. This value should be a positive integer.

Final Notification Sent by Hours

Enter a negative integer value to indicate the number of hours after the pay period close that this notification should be generated.