Entering Timecard data

 Standard Operating Procedures

Entering Timecard Data 

PURPOSE:

The Timecard screen enables entry of employee work hours and/or non-work leave hours for a shop person on a given work date. One or multiple line items (work and/or leave hours) can be entered in the detail section of the screen.  This would be used when time has not been captured using the AiMFire star/stop time feature against a work order.  It can also be used to enter time against training.  Timecards when entered will carry a Not Posted, Posted, or Rejected status.  When submitted the initial status is not posted.  In the timecard approval function they can either be accepted or rejected.

 

* The time type and labor class are necessary for charging a shop employee’s time against a work order phase. For each shop employee a default time type and labor class is defined.

 

  • The Time Type is the category of time based upon the number of hours worked and when the hours are worked.
  • The Labor class is a job classification of the type of work a shop employee does.

 

Status Flag Actions
Not Posted The parent Timecard is still being processed and has not yet been approved. No labor charges have been placed against a phase.
Posted The Timecard transaction has been approved and posted. Labor charges are placed against a phase.
Rejected This status indicates that the parent Timecard was not allowed (approved) by the Timecard approver as a valid Timecard transaction. Rejected Timecards do not create financial transactions. Rejected Timecards can be corrected and then approved.

 

PROCEDURE:

 

1. Navigate to the Time and Attendance module on the main menu.
2. Navigate to the Time and Attendance screen and click the link to Timecard.
3. Click New to create a new Timecard entry.
4. Enter Description and NetID of shop person (you can also use the search to find). Select the Work Date (only one work date per time card – limit 24 hours of time per day).

 

5. Click Add to add line items.
6. On this screen do the following:

 

  • a. Add Timecard Line Item description.
  • b. Enter Time Type (defaults to Regular).  You have the option to change to Overtime .
  • c.  Enter Labor Class (matches Time Type) and Hours.
  • d. Search or add Work Order.
  • e. Search or add Phase (only available Phases on Work Order are allowed for Phase).
  • f. Action Taken is optional (at this time).
  • g. Click Add to add more Timecards or click Done to return to Timecard main screen.

 

   
7. Press Save to save the TimeCard entry.  

 

ROLES USED:

 

  1. System Administration:

System Administrator is responsible for managing and overseeing the Time and Attendance module its configuration and functionality. . The System Administration also shall assist and train functional users to use Timecard screen as well as entering labor hours on the Fire app (iPads).

2. Supervisor:

Supervisor shall review technicians labor hours and approve/reject their Timecards.

3. Technician:

Technicians shall create Timecards by entering labor hours for every work order phase on the Fire app.

 

Return to Time and Attendance Module SOP