General Tab

The General tab displays basic information about this transaction, including the date, time, organization unit and labor distribution.

The activity code to be assigned to the employee for this transaction. Note: The organization unit information must be completed before the activity code options display in the Field Look Up Values.

The identification number of the input device for the transaction (for example, the badge reader number).

The Extra Shift indicator determines whether a shift is an extra shift or a regular shift. Marking certain shifts as "Extra" allows you to prioritize employees that should be called off first in the event of a low censeus scenario. Note: The Extra Shift indicator is only available for pending/published schedules.

The length (in whole and decimal hours) of this calendar entry. For example, ninety minutes would be entered as 1.5 hours. If there are multiple days selected, this is the number of hours for each day. Note: If submitting a calendar request for multiple days (via the monthly view), this is the number of hours of each day, not the total hours for all days.

The symbol indicating the original source of entry of this transaction (i.e. Manual, Download). Move the pointer over the symbol to display the original and current source.

Depending on the screen, the following Input Source Symbols may be displayed:

b	Badge Reader	Indicates the transaction results from swiping a badge at the badge reader.
C	Core Schedule	Indicates an entry on the schedule screen that was automatically generated during a Core scheduling pass.
e	Education Tracking Reader	Indicates the transaction was entered through an Education Tracking reader (for an education transaction class).
d	DeductIT	Indicates this was added via a DeductIT transaction.
H	Home Health Care	Indicates this is a Home Health Care transaction.
i	Data Import	Indicates this transaction is from imported data.
L	Legacy	Indicates this is a transaction from a legacy system.
N	Needs-Based Schedule	Indicates an entry on the schedule screen that was automatically generated during a Needs-based scheduling pass.
P	Education Tracking Download	Indicates this transaction is from a download to the Education Tracking application.
r	Cash Register	Indicates this transaction originated from a cash register (for DeductIT).
S	Manually Added Schedule	Indicates the transaction was manually added or updated on the schedule.
T	Trade	Indicates this is transaction resulting from a schedule trade.
W	Request to Work	Indicates this transaction was entered as a result of a request to work.
~	TimeCall	Indicates the transaction was called in using the TimeCall feature.
@	Quick Badge	Indicates the transaction was entered through the portal through the Quick Badge feature.
#	Staffer	Indicates this data was added via the Staffer interface.
$	Schedule Incentive	Indicates this is a transaction resulting from schedule incentive.
^	Auto-Generated	Indicates the transaction was automatically generated by the system, for example, creating a matching out punch when a new special code is entered
(	Reassign	Indicates a clocking or calendar within the selected pay period that was reassigned to a new Labor Distribution by the system. Note: The reassign process is called directly by the Employee Download or Replication processes when a new Home Labor Distribution is created, or when a new Labor Distribution is created in the Employee Record via the Web Portal. Transactions associated with the old home labor distribution on or after the new home labor distribution are updated to the new home labor distribution information.
[	Manual	Indicates the transaction was manually entered.
]	Conversion, Upgrade	Indicates the input results from data from the conversion process.

The amount of time taken for a lunch break, expressed in whole and/or decimal hours. For example, a 30 minute lunch break would be entered as .5 hours.

The level 1 organizational code where this calendar is assigned. The number of levels available and the label names depend upon your organization or corporate structure.

The level 2 organizational code where this calendar is assigned. The number of levels available and the label names depend upon your organization or corporate structure.

The level 3 organizational code where this calendar is assigned. The number of levels available and the label names depend upon your organization or corporate structure.

The level 4 organizational code where this calendar is assigned. The number of levels available and the label names depend upon your organization or corporate structure.

The level 5 organizational code where this calendar is assigned. The number of levels available and the label names depend upon your organization or corporate structure.

The level 6 organizational code where this calendar is assigned. The number of levels available and the label names depend upon your organization or corporate structure.

The level 7 organizational code where this calendar is assigned. The number of levels available and the label names depend upon your organization or corporate structure.

The level 8 organizational code where this calendar is assigned. The number of levels available and the label names depend upon your organization or corporate structure.

The level 9 organizational code where this calendar is assigned. The number of levels available and the label names depend upon your organization or corporate structure.

The code used by authorized supervisors to override payroll rules for a calendar transaction.

Smart Drop Down Menus are available on the Transaction screen (transaction grid view or transaction list view) in the employee record for selected fields. The Smart Drop Down menus allow users to select from a smaller list based on the values that were previously entered by the user, rather than needing to scroll through the entire listing of value options.

The Transactions List view option displays details of employee clocking, calendar and/or adjustment transactions for the pay period selected from the Employee Navigator section in the left pane. Depending on the authorization roles assigned, employees may be able to add, edit and/or delete calendar, clocking and adjustment information from this screen.

This information can also be displayed in a Transaction Grid view.

The following symbols may be displayed on the Transactions screen:

	Adjustment -passing to payroll interface	Indicates an adjustment entry to the employee timecard which will be passing to the payroll interface.
	Adjustment - not passing to payroll interface	Indicates an adjustment entry to the employee timecard which is not passing to the payroll interface.
	Adjustment - undetermined	Indicates an adjustment entry to the employee timecard which has not been determined whether it is passing to the payroll interface.
	Calendar	Indicates a calendar entry, showing non-productive time.
	Clocking	Indicates a clocking in the exception area of the Time Card Screen. This icon also is displayed when a clocking has been manually entered and has not yet been calculated and determined to be either an IN or OUT punch.
	In Punch	This icon indicates a clocking entry that has been determined by the system to be an In punch.
	Out Punch	These icons indicate a clocking entry that has been determined by the system to be an OUT punch.
	Critical Exception	Indicates a serious issue with an employee timecard. The timecard cannot be approved until this exception has been resolved. An example of a critical exception is "An Odd Clocking was detected".
	Warning Exception	Indicates a moderate issue in an employee timecard. The timecard can still be approved, however, the employee may not be paid as they expect. An example of a warning exception is "Hours reported in excess of Approved Hours in the pay period."
	Informational Exception	Indicates a relatively minor issue in an employee timecard. The timecard can still be approved if this exception is not resolved. An example of an informational exception would be if an employee clocked in at an unauthorized badge reader.
	Pending Exception	Indicates exceptions that will be displayed in the future if the employee's time card data does not change. Pending exceptions are determined by the (Calcs) process and stored with the record but not displayed until the day after the day associated with the record.
	Note	Indicates there is a note attached to this transaction. This icon is also displayed if there is a Reason attached to a request. Hover the cursor over the icon to display the predefined note code and also the user who assigned it.
b	Badge Reader	Indicates the transaction results from swiping a badge at the badge reader. Hover the cursor over the icon to display the badge reader number.
C	Core Schedule	Indicates an entry on the schedule screen that was automatically generated during a Core scheduling pass.
e	Education Tracking Reader	Indicates the transaction was entered through an Education Tracking reader (for an education transaction class).
d	DeductIT	Indicates this was added via a DeductIT transaction.
H	Home Health Care	Indicates this is a Home Health Care transaction.
i	Data Import	Indicates this transaction is from imported data.
L	Legacy	Indicates this is a transaction from a legacy system.
N	Needs-Based Schedule	Indicates an entry on the schedule screen that was automatically generated during a Needs-based scheduling pass.
P	Education Tracking Download	Indicates this transaction is from a download to the Education Tracking application.
r	Cash Register	Indicates this transaction originated from a cash register (for DeductIT).
S	Manually Added Schedule	Indicates the transaction was manually added or updated on the schedule.
T	Trade	Indicates this is transaction resulting from a schedule trade.
W	Request to Work	Indicates this transaction was entered as a result of a request to work.
~	TimeCall	Indicates the transaction was called in using the TimeCall feature.
@	Quick Badge	Indicates the transaction was entered through the portal through the Quick Badge feature.
#	Staffer	Indicates this data was added via the Staffer interface.
$	Schedule Incentive	Indicates this is a transaction resulting from a schedule incentive.
^	Auto-Generated	Indicates the transaction was automatically generated by the system, for example, creating a matching out punch when a new special code is entered
(	Reassign	Indicates a clocking or calendar within the selected pay period that was reassigned to a new Labor Distribution by the system. Note: The reassign process is called directly by the Employee Download or Replication processes when a new Home Labor Distribution is created, or when a new Labor Distribution is created in the Employee Record via the Web Portal. Transactions associated with the old home labor distribution on or after the new home labor distribution are updated to the new home labor distribution information.
[	Manual	Indicates the transaction was manually entered.
MR	Manual Retro Adjustment	Indicates the transaction was manually added in Retro mode.
]	Conversion, Upgrade	Indicates the input results from data from the conversion process.

Actions

The following actions are available in the left pane to authorized users for handling employee transactions.

To update the status of a transaction, check the box on the record and click on the selected action button listed below.

Pending Review Selected

Pool Approve Selected

Pool Unapprove Selected

Set Requested Selected

The Transaction Grid gives the user the option to view the same information on the Transaction List, but in a grid format. To enable this option, in the Preferences section>My Preferences card>Time Card Screen, select the Transaction Grid button in the left pane.

Authorized users are able to add, edit, view and/or delete records from this screen. Depending on the authorization roles of the user, these transactions may need to be approved by a supervisor before they are in effect.

For more information on transactions that can be entered through this screen, click on the following links:

If a critical event message is generated due to an unfulfilled license or education requirement, employees may be unable to enter, modify or delete a clocking through this screen. The reason for the "lockout" can be viewed on the Home page>My Unread Messages card or in the Actions section>Employee card>Messages screen. Contact the employee's supervisor or an administrator to resolve the issue.

The following tabs are available when viewing an existing Calendar on the Transaction Grid

General	This tab displays basic information about this transaction, including the date, time, organization unit and labor distribution.
Attendance+	This tab is used to add predefined codes explaining the reason for the calendar entry, including whether the transaction was excused or unexcused.
Notes	This tab to is used to add a notation to the calendar transaction.
Exceptions Tab	This tab is enabled if an exception message is generated relating to the transaction. Note: Critical exceptions must be handled before the time card can be approved.
Requested Differences	This tab is enabled on the Transaction Grid if an employee requests an edit to the transaction. The tab displays the difference between the original and the request. Once the request is handled, this tab is no longer enabled.
Requested History	This tab is enabled on the Transaction Grid if an employee requests an edit to the transaction. The tab displays the submitting and approval history of the request.

Actions

The following actions are available in the left pane to authorized users for handling employee transactions.

To update the status of a transaction, check the box to the left of the record and click on the selected action button listed below.

Pending Review Selected

Pool Approve Selected

Pool Unapprove Selected

Set Requested Selected

The values that display in the Smart Drop Down Menu list have been previously selected by the user for this same field within two pay periods from today’s date. For example, in the employee Time Card Screen (TCS), if the employee clicks on the job class drop down menu, only those job classes that have been entered by the employee within the previous two pay periods are listed.

If there are more than one page of values, click on the <Prev and Next> options to scroll to the previous and next pages of the listing.

Searching for a Value

If a value is not listed, a search can be conducted to find the value. That value is then added to the smart drop down menu for the next two pay periods from the current date.

Click on the Search option at the lower right corner of the screen.
A search screen displays. Enter search criteria and click on the Search button.
The options are displayed. Click on the value to be entered in the field.
This value is now added to the listing for the next time this field is accessed by the user.

The labor distribution code that indicates the organization and job class assignment for this transaction.

Standardized text that can be attached to an employee transaction to give additional information.

Predefined notes may be editable. An example of an editable predefined note is for funeral leave, to indicate the name of the deceased and relationship to the employee.

The profile code to be assigned to the employee. The profile code includes the job class, the organization unit, and any station and skill requirements. Note: The position code must be entered before applicable profile options are displayed in the Field Look Up Values.

The Quick Code column is not shown initially on the Transaction List. To enable it, update indicator System Standard 20 in the Web application (Configuration > Application > search for Web).

The reason this calendar entry was requested, if additional information should be supplied.

Indicates whether this schedule was added via self scheduling (Yes/No). This value is entered by the system and is not editable.

The Special Codes fields allow users to enter one or more codes with additional processing information to a transaction.

The special codes that display on the List Selector are previously set up on the Special Codes configuration screen.

The topic of this notation. When a predefined note is configured to be editable, the subject entry can be modified.

The free-form text of the message. When a predefined note is selected, the text is automatically displayed. If the predefined note is set up to be editable, additional information can be entered in this field. If this is NOT a predefined note, type the message text in this field.

Enter the Time the calendar should begin. The format can either be 24-hour or 12-hour.