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 ...... 8 Sections and Subsections ...... 8 The Personal Settings Icon ...... 9 Maximize, Minimize, and Hide Sections...... 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 ...... 57 Shift Differentials ...... 65
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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 Section...... 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 ...... 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
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Chapter 4 - Administrator Functions: The Sub-Menus
Home Link ...... 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 ...... 25 Copy a Report or Export ...... 25 Employee Data Type Fields ...... 26 Company Data Type Fields ...... 31
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Chapter 5 - How to Use Paychex Time and Labor Online
Employee Functions...... 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
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. 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.
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.
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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.
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.
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Term and Symbol Definitions
Term/Symbol Definition Web page within the Paychex Time and Labor Online Page site.
Division of the application that subdivides and organizes Section each Paychex Time and Labor Online page.
Tabs (similar to the tabs on manila folders) that display at the top of every Paychex Time and Labor Online page. Tab You use tabs to navigate to the appropriate location in the application.
Link is synonymous with hyperlink and refers to text that, Link when clicked, causes another page to display.
A text box is a field on a Web page that allows you to Text Box enter information.
A drop-down menu is a text box that includes an arrow. Drop-down Menu When you click the arrow, a list of options displays from which to select.
A radio button is a hollow, round selector that displays Radio Button next to items in a list or group of items. Use radio buttons to select one item in the list or group.
The plus (+) symbol indicates to press and hold one key while pressing another. Plus (+) Example: CTRL + X or ALT + TAB.
The dash symbol (-) indicates to press and hold a key and a mouse-button at the same time. Dash ( –) Example: CTRL – Click
Select indicates to use the mouse to highlight an item Select within a list, or marking a checkbox or a radio button.
A template is a set of rules that can be saved and applied to employees. Template Example: policies, weekly schedules, and shift differential guidelines
A work shift refers to a complete clock cycle in and out, Work Shift or a block of time, including a full lunch or break.
A partial shift refers to a single transaction, such as an In Partial Shift or Out punch, a Start/End lunch or break, or a department transfer.
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Paychex Time and Labor Online Interface
One of our highest priorities is presenting information to users logically and intuitively. A navigation bar displays across the top of all the pages making it easy to access the different features within Paychex Time and Labor Online. We also use consistent color schemes and conventions to guide you through the displayed information. Paychex Time and Labor Online works like any other Web page, so you can use the Web browsing techniques you already know. Below, find the standard conventions used throughout this application.
Tabs and Submenus
The tabs across the top of the navigation bar link you to the main centers within Paychex Time and Labor Online. Three tabs display:
• Employee Home tab displays as the employee's name and links to a personalized home page where the employee can perform all user access functions.
• Admin Home tab links to a central location where an administrator can perform all the administrative functions granted to them.
• Status Board links to a page listing all employees and displays their current work status.
This application displays different combinations of these three tabs, depending upon the security rights of the person logged on.
Example: An employee with only user-level access does not have access to display the Admin tab.
The following chart describes the combinations and functions of the three tabs.
Person Logged On Tabs Displayed Employee with User • Employee Home Page Access • Status Board if the employee’s payroll policy is set up with Status Board access Employee with Full • Employee Home Page Administrative Access • Admin Tab • Status Board Employee with Restricted • Employee Home Page Administrative Access • Admin Tab • Status Board Admin Logon ID • Admin Tab with full access to all admin menu items • Status Board
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Employee Home Page Tab
The Employee Home Page tab always displays the name of the employee logged on. Clicking the tab displays the employee's personal home page, allowing the employee to clock in and out, submit timesheets, check benefit balances, and perform all other permitted functions.
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Admin Tab
The Admin tab displays the Admin Home page with important system and employee data. It also contains links to all administrative functions with Paychex Time and Labor Online. From the Admin Home page, depending on your security, you can manage employees, link to configuration screens, and generally administer your company’s account.
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The Submenu
The submenu displays on the navigation bar directly below the Admin tab and contains links to features administrators use to manage Paychex Time and Labor Online. It is only visible when the administrator or an employee with administrator rights is logged on. To access a page shown on the submenu, click the link. The following table provides a map to the links on the Submenu.
Link Description Home Links to the Admin Home page.
Reports Links to the Reports page, which provides access to all the reports available in Paychex Time and Labor Online and where you can schedule report generation for your company.
Assign Labor Levels Links to the Labor Levels page where you manage your company’s structure and jobs.
Schedules Links to the Schedules page where you can create new schedule templates, assign templates to employees, and generate schedules.
Message Center Links to the Message Center page that displays all messages that you have sent.
Note: Messages do not display after the expiration date.
Import Links to the Import page where you can import your employees from an ASCII text or CSV file.
Configuration Links to the Configuration page which displays all configuration links.
Example: payroll policies, pay types, security settings, and labor levels.
Training Links to the Training page which displays all training links.
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Status Board Tab
The Status Board tab displays the Status Board page. The Status Board page displays the current work status of all employees tracked by the system. Among other things, you are able to view which employees are clocked in or out, and which employees are at lunch. The Notes column allows web- punchers to send brief notes to supervisors along with their punch. This tab is displayed if your administrator has given you permission to view it.
Sections and Subsections
Paychex Time and Labor Online divides each page into sections and subsections that organize the displayed information. Sections organize categories of information on a page; subsections break out details within sections. Sections and subsections are differentiated by a default color scheme.
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The Personal Settings Icon
Maximize, Minimize, and Hide Sections
Paychex Time and Labor Online provides three display options for each section on a page. These options allow you to enlarge, shrink, or completely hide sections, based on what you would like to view and use. There might be certain sections on a page that you use daily, others that you use occasionally, and others that you never use at all. The three options are described on the next page.
State Description Maximize In the maximized state, a section’s label and its content are visible. We recommend this state for sections you use frequently because it gives you the fastest possible access to a section’s contents and actions.
To maximize a minimized section, click the underlined label or click the Maximize button in the section you wish to maximize.
Minimize In this state, the section’s label is visible, but the content is not. We recommend this state for sections you use occasionally. Pages with minimized sections display faster because less information needs to be transferred from the Paychex Time and Labor Online servers to the user’s screen. The content of a minimized section is readily maximized by clicking its label.
To minimize a maximized section, click the Minimize button in the section you wish to minimize.
Hidden In this state, neither the section’s label nor its content is visible. You are not able to view the section at all. This state is recommended for sections you rarely or never use. Pages with hidden sections display faster than pages with maximized or minimized sections.
To Hide a section, click the Hide button in the section to be hidden.
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Note: If you have hidden a section to recover, you must access the Personal Settings page and change the state from hidden to either maximized or minimized. Additionally, the Personal Settings Page allows you to adjust how you view the Employee Summary Fields on the Admin Home page.
Security
Paychex Time and Labor Online offers three levels of security: Full Administrative, Partial Administrative, and User Only access.
Note: Security is assigned to an employee on the Add Employee or Edit Employee page.
• Full Administrative access grants full rights to all parts of Paychex Time and Labor Online and to your company’s information. This level of security is appropriate for company wide administrators, managers, and anyone else who needs unrestricted access to your account.
• Partial Administrative access grants permission to view only the employees in selected employee groups and allows access to selected parts of the application. This level of security is appropriate for department managers and supervisors who need to view and edit time sheets.
• User Only access grants rights to specific areas of the program and only to the user's employee information. Employees with User Only access can:
• Clock in and out using Paychex Time and Labor Online.
• Submit timesheets using Paychex Time and Labor Online.
• View the Status Board, if allowed.
• Review their schedule, timesheet, pay adjustments, and benefits.
• Submit time off requests.
• View messages.
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Enter Dates, Times, and Numbers in Paychex Time and Labor Online
Paychex Time and Labor Online has standard conventions for entering dates, times, and numbers.
Dates can be entered with either dashes or slashes as separators. For example, 7/13/01, 7/13/2001, 7-13-01, 7-13-2001.
Times can be entered in a 12-hour format, typing a.m. and p.m. to indicate time of day, or in a 24- hour format. For times at the top of the hour, do not type the colon and 00. The a.m. and p.m. can be abbreviated to a and p. Spacing does not matter. For example, 8:15 am, 8:15a, 8a, 9:27p.m., 13:00.
Numbers can be entered in a variety of formats, but you only need to enter the number. A decimal is only necessary when you enter numbers other than zero after the decimal. For example, 5.76.
When entering currency, do not include the dollar $ sign. Paychex Time and Labor Online automatically formats fields with dollar amount entries to display as currency after you submit the changes. For example, 100, 100.00, 100.45, 5.6
Navigate to Commonly Used Pages
Paychex Time and Labor Online, like all websites, gives you many ways to navigate from page to page.
• Admin Home Page: On the submenu, click .
• Configuration Page: On the submenu, click .
• Personal Settings Page: On the Navigation Bar, click
Paychex Time and Labor Online Support
Telephone support (1-866-933-3185) is available Monday through Friday, 8:00 a.m. to 8:00 p.m., ET. You can also send questions to [email protected].
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Intro - 12 Paychex Time and Labor Online User's Guide 3/11/09 Getting Started
Chapter 1 - Getting Started
Log On
You must log on to Paychex Time and Labor Online to access your company’s account. Paychex Time and Labor Online verifies your access rights and displays the appropriate page based on your security permissions.
1. Navigate to the Paychex Time and Labor Online Web site.
2. Type the following in the fields:
Field Description Client ID Type your company’s client ID. This is your branch and client ID with no dashes or spaces. For example, if your branch/client ID is 0444-d505, type 0444d505 in the field.
Login ID Type your personal Paychex Time and Labor Online login ID.
Password Type your personal Paychex Time and Labor Online password.
Note: When you login for the first time, you must change your password.
3. Click Login.
Log Off at the End of a Session
We recommend that you log off Paychex Time and Labor Online when you finish, so that others cannot view or change your data without authorization. This is particularly important for those with administrator rights, but also applies to all other users.
Log Out
All Paychex Time and Labor Online page headings display a icon.
From the top, right corner of any page, click . You return to the Paychex Time and Labor Online Login page.
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Import Employees Link
Importing employees is the quickest way to add your employees to the database. To import successfully, the employee listing must be in a specific format as described on the following pages. You can perform multiple imports. Each subsequent import updates and appends your existing records. It updates employee records that currently exist in the Paychex Time and Labor Online database and adds new employee records based on the unique employee ID number.
Notes: You can manually add employees individually at any time, or you can use Paychex Time and Labor Online’s custom importing feature that allows you to use your payroll or HR software to extract employee information for Paychex Time and Labor Online.
Import File Specifications
You must format your employee listing according to the specifications listed below before importing.
• The file must be in delimited ASCII text format.
• Fields can be delimited with any character. You tell Paychex Time and Labor Online the field delimiter character during the import process.
• Fields can have surrounding characters. You tell Paychex Time and Labor Online the field surrounding character during the import process.
• The import file must include the three required fields specified below, in the order shown:
1. Employee Number (must be unique for each employee)
2. First Name
3. Last Name
Paychex Time and Labor Online imports data by position. You can select not to import all the fields, but the fields that you import must be in the order specified in the table “Fields allowed for import”. For example, Last Name must come before SSN, even if Middle Name does not import.
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Fields Allowed for Import
Field Data Required Notes Employee # Alphanumeric Yes Must be unique
First Name Alphanumeric Yes
Last Name Alphanumeric Yes
Middle Name Alphanumeric No
Badge Number Alphanumeric No
Address – Street Alphanumeric No
City Alphanumeric No
State Alphanumeric No
Zip Alphanumeric No
Phone 1 Alphanumeric No
Phone 2 Alphanumeric No
Is Salary True/False No Indicates whether the Boolean employee is hourly or salary
Pay Rate Currency Numeric No or Start Date Date/Time No
Benefit Start Date Date No Is Exempt True/False No Boolean Title Alphanumeric No
E-mail Alphanumeric No
Is Active True/False No Indicates whether the Boolean employee is active or terminated
Starting Vacation Numeric No Current vacation balance Hours Starting Sick Numeric No Current sick balance Hours
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Field Data Required Notes Starting Personal Numeric No Current personal balance Hours Labor Levels 1 - 15 Alphanumeric No
Import Employees
To successfully import employee records:
1. Select the fields into which Paychex Time and Labor Online should import your data.
2. Verify the data file matches those fields exactly.
• Paychex Time and Labor Online imports data by position. The first field in your data file imports to the first field chosen, the second field to the second, and so on.
• You must verify the position of the data in your file matches the order of the fields selected in this step.
Example:
3. Select the fields to import to by checking the box next to field name on the Import Employee Page.
4. Before going to the next section, verify that your import file formats correctly. Verify that:
• Your data file is in the correct file format as the example in step 2.
• The required fields are included.
• The fields in the data file are in the same order as the fields selected on the Import Employee page.
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Additional Settings Section
These settings define the data format specifications for your import file:
Settings Description Fields are separated with: Type the text delimiter character used in your import file.
Fields are surrounded Type the characters, if any, that surround fields in your import file. with: Leave this field blank if there are no surrounding characters.
Start import from line: Type the starting line for your import file. The default for this setting is 1.
Use Default Settings Select this option to use the existing default settings for import.
Retain Current Settings Select this option to save and retain the selected employee as Default import/additional settings.
Select File Section
Select the file for import into Paychex Time and Labor Online. Preview your file carefully after you click Import because the process cannot be reversed.
1. Click Browse.
2. Navigate to the file you wish to import.
3. Click Open.
4. Click Preview Import to display the imported data.
• The Error: Required Fields Missing screen displays. This screen lists employees with missing information that needs to be corrected before the file can be successfully imported. The approximate time to import displays below the Preview page.
• The Error: Duplicate Login IDs Exist screen displays. This screen lists employees with duplicate employee login IDs that need to be corrected before the file can be successfully imported. The approximate time to import displays below the Preview page.
5. Review the data for errors, including mismatched fields.
6. If you need to make changes, click the Back button of your browser to return to the previous screen, then modify the import settings or the data file.
7. If you do not need to make changes, click Import to begin. A confirmation page displays when the import is complete.
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Chapter 2 - Configure the System
The Configuration Page
Access: Admin | Configuration
The Configuration page contains three sections with links to all screens in Paychex Time and Labor Online to help you configure your company’s account. This chapter is organized in the order the Configuration page displays, from left to right and top to bottom. This is not necessarily the order that must be followed when configuring the system.
Refer to the recommended steps for configuring Paychex Time and Labor Online for additional information on a standard implementation process.
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System Configurations
General Configuration
Access Admin | Configuration | System | General Configuration
The General Configuration page allows you to define the basic settings for your company’s application. The information entered is used for reporting, scheduling benefits accruals, and exporting.
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1. Enter the settings as appropriate.
Company Type your company’s name, address, and phone number. Use this Information information primarily in printing reports. Labor Level Define how you refer to labor levels. You can call them Settings departments, business units, or any label your company uses to define the overall structure of labor divisions. Benefit The settings for benefit accruals define the automatic summation of Accrual benefit time. For example, vacation, sick, and personal. Settings Paychex Time and Labor Online calculates available benefits yearly and resets once a year. The accrual reset date is the date when the benefits start over.
• Use Global Reset Date determines if the accrual reset date is the same for all employees or unique. • Use Accrual Pay Type Detail Date determines when accrual occurs according to specific criteria per employee.
Select an option when an accrual period crosses a reset date: • Apply entire accrual to next year • Apply percentage of accrual to next year
Select an option for the date when befits begin to accrue: • Use Global Benefit Start Date • Use Employee’s Most Recent Reset Date
Note: When Benefits are administered by the Paychex Preview Payroll application, the Benefits Accrual Settings section does not display.
Export Matrix This is a critical section if your company works with a payroll company to export a file of employee hours worked for importation into their software. The Export Matrix, after it is configured with your payroll software’s codes, allows data to transfer between the two platforms, and allows you to enter additional information for the client (such as Earning Codes from Preview). To enter the Earnings Codes:
a. Click Configure Export Matrix. b. Select the Salary Type (Salary or Hourly) for this Export Matrix. c. Select a pay type from the Pay Type drop down. d. Complete the fields to define the export codes used by your payroll company. e. Click Save, then Exit. Repeat steps b - e as necessary.
Note: If you are exporting time and attendance data to the Preview application, the codes in the export matrix must match the earning/deduction codes in Preview exactly. If you have questions regarding the proper configuration your export matrix, please consult with technical support.
2. When all entries are complete, click Apply Changes to save the changes.
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Payroll Policies
Access Admin | Configuration | System | Payroll Policies
Click Payroll Policies to display the Payroll Policies page and manage the payroll policies for your company. Paychex Time and Labor Online uses payroll policies to store and apply the rules governing attendance, lunches and breaks, overtime, pay periods, etc. An organization can have more than one set of rules, so Paychex Time and Labor Online allows you to create many policy templates. You can then assign employees to the appropriate payroll policy.
Payroll policies play a vital role in time management and you must assign every employee to a payroll policy. You must create at least one payroll policy. Paychex Time and Labor Online include a predefined payroll policy entitled Default Payroll Policy that you can rename and redefine. You can create additional policies later as well.
Selected Policy Section
The Selected Policy section indicates the currently selected payroll policy. Select a payroll policy by clicking its link in the List of Policies section. The Selected Policy section contains the following items:
Setting Description
Add Click Add to add a new payroll policy.
Delete Click Delete to delete the selected policy. Policy Name Click Policy Name from the List of Policies to display the name of the currently selected policy. Members Click Members to displays a list of employees assigned to the currently selected policy. Include Click Include Inactive to list inactive employees Inactive assigned to the selected policy.
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List of Policies Section
The List of Policies section displays all the payroll policies available in your company’s application. The currently selected policy displays in black text in the list and also in the Selected Policy section at the top of the page.
Select a Payroll Policy
Click the link for the payroll policy to edit in the Payroll Policy list. The selected payroll policy displays in the Selected Payroll Policy section.
Add, Edit, and Delete a Payroll Policy
1. In the Selected Policy section, click Add. The Add Payroll Policy page displays.
2. Type the name for the new payroll policy.
3. Select the existing payroll policy to copy as the foundation for this new policy.
4. Click Add Policy to complete the entry. The Payroll Policies page displays with the new policy selected.
5. Complete the settings as described in the Payroll Policies Settings section.
Editing a Payroll Policy
1. Verify the policy that displays in the Selected Policy section is the one to edit. If it is not the correct policy, select the policy from the List of Policies section.
2. Click the link for the section of the policy you want to edit.
3. Edit that section as described in the Payroll Policies Settings section.
Delete a Payroll Policy
1. Verify the policy that displays in the Selected Policy section is the one to delete. If it is not the correct policy, select the policy from the List of Policies section.
2. In the Selected Policy section, click Delete. The Confirmation page displays.
3. Click Yes to complete the deletion or click No to cancel and return to the Payroll Policies page.
Note: A payroll policy with employees assigned cannot be deleted. You must first assign the employee to another payroll policy before you can delete the selected payroll policy.
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Payroll Policy Settings Section
Payroll Policies contain several different categories of information. Companies can have several payroll policies. The following sections describe these categories and their settings.
Notes: • You must click Apply Changes after modifying each section. This automatically takes you to the next section.
• When you edit payroll policies, expand the sections to edit by clicking the link for the section.
Payroll Policy
Paychex Time and Labor Online has a predefined payroll policy titled Default Payroll Policy. You can rename and redefine this policy. You can also create additional policies later. The first time you visit this page, the predefined payroll policy is selected by default.
1. Type a new name for the payroll policy in the Policy Name field.
2. Click Apply Changes to complete the entry.
Payroll Start Date
Select a day in this section to determine when your workweek begins. It also affects when overtime resets on a weekly basis.
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Pay Periods
These settings define the pay periods for Paychex Time and Labor Online. Paychex Time and Labor Online uses these values when scheduling, displaying cost estimates, or filtering reports.
1. Select the appropriate settings to keep track of pay periods for your company:
Setting Description
Weekly Sets a one week pay period.
Every Two Weeks Sets a bi-weekly pay period. (odd):
Every Two Weeks Sets a bi-weekly pay period. (even): Semi-Monthly Sets a twice a month pay period. Use the drop-down arrow to select the dates the employees are paid. Monthly Sets a once a month pay period. Use the drop-down arrow to select the date on which employees are paid.
2. Click Apply Changes to complete the entry and save the changes.
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Attendance Exceptions
Use the Attendance Exceptions settings to set the guidelines for flagging deviations from an employee’s schedule. You must generate schedules for these settings to be effective.
1. The In settings apply only to clock-in times and the Out settings apply only to clock-out times. Select the settings as appropriate:
• Up to XX minutes before: Type how many minutes before the scheduled start time an employee can clock in before the entry is flagged.
• Up to XX minutes after: Type how many minutes after the scheduled start time an employee can clock in before the entry is flagged.
• Up to XX minutes before: Type how many minutes before the scheduled end time an employee can clock out before the entry is flagged.
• Up to XX minutes after: Type how many minutes before the scheduled end time an employee can clock out before the entry is flagged.
2. The next option applies to both clock-in and clock-out times. Select the setting as appropriate:
Note: If an employee clocks in more than XX minutes away from their assigned schedule, do not flag the entry as early or late: This setting defines an outer limit for flags. This allows people with authorized time off to clock in or out without being flagged. The maximum value for this setting is 480.
It also allows employees who have permission to come into work very early or stay very late the ability to do so without being flagged.
3. Click Apply Changes to complete the entry and save the changes.
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Round to Schedule
The Round to Schedule setting tells Paychex Time and Labor Online how to round clock in or out times to the employee’s scheduled time, if the entry falls within a specified timeframe. This setting helps control unauthorized overtime.
Note: These settings are not compatible with the Attendance Exception settings. If you plan to use Attendance Exceptions, you must set the values in these fields to 0.
1. The IN settings apply only to clock in times. Enter the settings as appropriate:
• Up to XX minutes before: Type how many minutes before the scheduled start time an employee can clock in and still be rounded forward to the start time of the schedule.”
• Up to XX minutes after: Type how many minutes after the scheduled start time an employee can clock in and still be rounded back to the start time of the schedule.”
2. The OUT settings only refer to clock-out times. Enter the settings as appropriate:
• Up to XX minutes before: Type how many minutes before the scheduled end time an employee can clock out and still be rounded forward to the end time of the schedule.
• Up to XX minutes after: Type how many minutes after the scheduled end time an employee can clock out and still be rounded back to the end time of the schedule.
3. Click Apply Changes to complete the entry and save the changes.
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Standard Rounding
The Standard Rounding settings control how rounding applies for times that are outside the Round to Schedule Times. If the Round to Schedule Times are not set, these settings apply for all clock in or out times.
1. The IN settings apply only to clock-in times and the OUT settings apply only to clock-out times. Enter the settings as appropriate:
• Round to the XX: Select to round to the previous, nearest, or next increment.
• XX minutes: Type the increment to round to. Type 0 (zero) to avoid rounding.
2. Click Apply Changes to complete the entry and save the changes
Overtime
In the Overtime screen, overtime factors and how employees qualify for overtime are specified.
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1. Type Overtime settings as appropriate.
Setting Description Apply Overtime Select where to apply overtime.
Overtime Factors Select the overtime factor.
Weekly Overtime Pay OT1 or OT2: Select this option to indicate employees paid overtime for working more than a certain number of hours on unscheduled days.
Anything over XX hours: Type the number of hours in an unscheduled day an employee must work before overtime accrues.
Weekly Overtime resets on Sunday at: Displays and is grayed out when the Daily Overtime resets 24 hours from punch time radio button is selected. The reset time is determined by the clock in transaction time.
Period Overtime Pay OT1 or OT2: Select this option to indicate employees paid overtime for working more than a certain number of hours on unscheduled days.
Anything over XX hours: Type the number of hours in an unscheduled day an employee must work before overtime accrues.
Daily Overtime Daily Overtime resets on New Day: Select this option when daily overtime resets on a new day.
Daily Overtime resets 24 hours from punch in time: Select this option when daily overtime resets 24 hours from the punch In time.
Split Daily Overtime On Weekly Reset Time: Select this option when daily overtime is split on weekly reset time. The reset time is determined by the clock in transaction time. The option is grayed out when the Daily Overtime resets 24 hours from punch time option is selected.
Pay OT1 or OT2: Select this option to indicate employees paid overtime for working more than a certain number of hours on unscheduled days.
Anything over XX hours: Type the number of hours in an unscheduled day an employee must work before overtime accrues.
2. Click Apply Changes to complete the entry and save the changes.
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Advanced Overtime
The Advanced Overtime settings allow you to set additional overtime parameters.
1. Enter the settings as appropriate.
• Unscheduled Days/Shifts: Use this setting only if overtime pays differently for days or shifts not scheduled to be worked. These settings define how overtime accrues on unscheduled days and on unscheduled shifts.
• Pay OT1 or OT2: Select this option to indicate employees paid overtime for working more than a certain number of hours on unscheduled days.
• Anything over XX hours: Type the number of hours in an unscheduled day an employee must work before overtime accrues.
• Enable Time Worked Outside Schedule: Select this option when employees are paid for time worked outside their schedule.
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• Consecutive Days Overtime: These settings define special overtime for the consecutive days worked. If selected, Paychex Time and Labor Online pays overtime for the consecutive day. Regular overtime is paid for anything over the number of hours specified in the Regular Overtime Pay by Day field in the Over Time Pay Options section above. Double overtime is paid for anything over the number of hours specified in the Double Overtime Pay by Day field of the Over Time Pay Options section above.
• Enable Sixth Day Overtime: Select this option if, on the sixth consecutive day worked, employees are paid overtime for regular hours and double overtime for anything in addition to regular.
• Enable Seventh Day Overtime: Select this option if, on the seventh consecutive day worked, employees are paid overtime for regular hours and double overtime for anything in addition to regular.
2. Click Apply Changes to complete the entry and save the changes.
Holiday Timesheet Settings
1. Enter the settings as appropriate:
• Activate Holidays Rules: Defines if Paychex Time and Labor Online pays holidays and their titles.
• Pay Holidays: Pay holidays within this policy.
• Pay Type: Type to use for the holiday entry. This typically is Holiday.
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• Holiday Eligibility: Defines what requirements the employee must meet to receive a holiday.
• Minimum days of employment to qualify: Days that an employee must work with the company in order to qualify.
• Employee must be scheduled to work on the holiday: If the employee should receive the holiday only if they are scheduled to work on that day.
• Qualify employee on scheduled days: If the employee must work the days they are scheduled in order to receive holiday pay. If not selected, the last day the employee worked before the holiday and/or the next day they worked after the holiday is used to qualify.
• Required to work: Which days the employee must work to qualify.
• Minimum minutes before: The number of minutes an employee must work on the day before the holiday. Use this value only if the employee is required to work the day before.
• Minimum minutes after: The number of minutes an employee must work on the day after the holiday. Use this value only if the employee is required to work the day after.
• Holiday Timesheet Settings: Defines how and when the employee receives their holiday hours.
• Apply the Holiday on the Next Day: If the employee’s holiday are recognized on the day after the date entered in the holiday list.
• Holiday hours apply towards overtime: If the holiday hours are included when calculating overtime pay.
• Un-worked holiday: Minutes to add for each unworked holiday: Type the number of minutes an employee receives for holiday hours when they did not work on the holiday.
• Worked holiday:
• Minutes to add for each worked holiday: Type the number of minutes an employee receives for holiday hours when they work on the holiday.
• Multiply worked hours by a factor of XX to increase the holiday time duration: Select this option to pay employees more for time worked on a holiday. If they get eight hours for a worked holiday, the holiday factor is 1.5, and they worked 1 hour on the holiday, they get 9.5 paid hours on the holiday. 8.5 holiday hours and 1 work hour.
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• Holiday Daily Overtime: These settings define how hours are paid.
Note: Daily overtime rules override both standard daily overtime and unscheduled daily overtime settings.
• Pay Overtime anything over XX hours: Select this option if the holiday hours should be paid as overtime. Type the number of hours an employee must work before overtime begins. • Pay Double Overtime anything over XX hours: Select this option if the holiday hours should be paid as double overtime. Type the number of hours an employee must work before double overtime begins.
2. Click Apply Changes to complete the entry and save the changes.
Lunch
The Lunch settings control how Paychex Time and Labor Online collects and calculates lunch times.
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1. Enter the settings as appropriate:
• Lunch Type: These settings define how Paychex Time and Labor Online collects lunch times.
• Lunch is not allowed: Select this option if employees are not allowed to clock in and out for lunch.
• Employees manually clock out for lunch: Select this option if employees are expected to clock in and out for lunch.
• The system automatically subtracts lunch time from employees’ shifts: Select this option for Paychex Time and Labor Online to automatically subtract a predefined amount of time for lunch from the employee’s shift. Employees are not expected to clock in or out for lunch.
Note: The system deletes and regenerates Automatic lunches when an edit occurs within the clock in/out for the shift. Use existing business rules during regeneration. Any modified and saved auto deduct lunches do not delete or regenerate.
• Add Detail: These settings define how Paychex Time and Labor Online calculates lunch. These settings do not apply if the Lunch is not allowed option is selected.
• Advanced Lunch Rules: These settings define how a Meal Penalty is added to the timecard for employees who do not take a lunch for a work period of more than five hours per day.
• Check Enable Meal Penalty to add an additional hour of pay when an employee fails to punch out/in for lunch.
• Click Add Detail to add specific details to the meal penalty. The Add Meal Penalty Detail screen displays.
• Enter the settings as appropriate.
• Click Update to enforce the policy or Return to Payroll Policies to cancel.
• Select Actual or Rounded from the Apply meal penalty rules toward punch times drop-down menu to determine how punch times calculate the hours worked. Valid options are Actual or Rounded.
2. Click Apply Changes to complete the entry and save the changes.
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Lunch Rounding
The Lunch Rounding settings control how Paychex Time and Labor Online rounds lunch times.
1. Enter the settings as appropriate:
• IN: These settings define how Paychex Time and Labor Online rounds the IN from lunch punch.
• Round to the…: Select the rounding option from the drop-down menu.
Example: You select Nearest and the number of minutes is set to 15. If an employee clocks in at 12:40, the time rounds to 12:45. If an employee clocks in at 12:35 it rounds to 12:30.
• X minutes: Type the number of minutes to round by.
• OUT: These settings define how Paychex Time and Labor Online rounds the OUT for lunch punch.
• Round to the…: Select the rounding option from the drop-down menu.
Example: You select Nearest and the number of minutes is set to 15. If an employee clocks out at 12:40, the time rounds to 12:45. If an employee clocks out at 12:35 it rounds to 12:30.
• X minutes: Type the number of minutes to round by.
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• Rounding Options Section: This section sets rounding for lunch to a certain duration if an employee takes a shorter lunch then they are supposed to take.
• Round short lunches to X minutes: Select this option if lunch should be rounded up to a specific amount of time. Enter the amount of time. • Use above rounding only if the lunch taken is at least X minutes: Type the length of lunch an employee must take to allow the lunch rounding.
2. Click Apply Changes to complete the entry and save the changes.
Breaks
The Breaks settings control how Paychex Time and Labor Online collects and calculates break times.
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1. Enter the settings as appropriate:
• Break Type: These settings define how Paychex Time and Labor Online collects break times.
• Break is not allowed: Select this option if employees are not allowed to clock in and out for breaks.
• Employees manually clock out for breaks: Select this option if employees are expected to clock in and out for breaks and get a fixed number of breaks per day. Enter the details of their break schedule by selecting the Add Detail link.
• The system automatically subtracts break time from employees’ shifts: Select this option if employee breaks automatically subtract from their shifts.
Note: The system deletes automatic breaks, and then regenerates when an edit occurs within the clock in/out for the shift. Existing business rules are used during generation. Any modified and saved auto deduct breaks do not delete or regenerate.
• Add Detail
• Type break duration in the Allow for XX minutes of Break field.
• Check the Break is paid checkbox if break is paid.
• Check the Apply Break to overtime checkbox if break is applied to overtime.
• Under the Automatically add Break to shift section, select how the auto break is added.
• Click Add to add detail.
• Advanced Break Rules
• States have varying wage, hour laws, and regulations that may affect time and attendance requirements regarding rest periods.
• Select the Enable Break Penalty checkbox if you are a California employer and you do not authorize and permit non-exempt employees to take rest periods.
2. Click Apply Changes to complete the entry and save the changes.
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Breaks Rounding Section
The Break Rounding settings define how Paychex Time and Labor Online distributes paid lunch and break charges.
Note: The same rules apply as in the lunch rounding section.
Click Apply Changes to complete the entry and save the changes.
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Employee Settings
The Employee Settings section defines parameters for automatic clock-out, yearly hours, and restrictions to schedule.
1. Enter the settings as appropriate:
Automatic Clock Out: Select this option to have Paychex Time and Labor Online generate the missing clock out when the employee fails to clock out.
Default Shift Minutes: Type the length in minutes of the default shift.
Missing Punch Out Minutes: Type the number of minutes that must pass, from the clock-in time, before the missing punch automatically enters.
Note: The employee does not get paid for this time until a supervisor edits the shift.
Work Year: These settings define how many hours are in a work year.
Restrict to Schedule: Employees that are restricted to schedule and clock in for the day have a window before their scheduled time when they are able to clock in. Type the number of minutes for this window.
Note: The maximum value is 60.
Options: These settings define if employees assigned to the payroll policy can view the status board, change their passwords, enable the Employee Time Sheet Approval option, and enable the Employee’s Timesheet to populate by their schedule option the option to have only the administrators to edit employee personal preferences and Timesheet Submission View select.
2. To use the Employee Timesheet to populate from schedule option, select Options, then run the Create Timesheets From Schedule report. Timesheet entries generate by running this report.
Note: Any timesheet entry for employees using this feature is deleted and replaced by the entries generated from the assigned schedules.
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3. If your employees submit timesheets, you need to select the format for them to submit their timesheet.
• Show start time and duration.
• Show start time and end time.
• Show start time and end time with lunch.
• Show duration only.
• Action Options: Selects Transfer option for employees to use the Default labor levels or the Employee’s Scheduled labor levels.
• Supervisor Edits: Selects the option to require the supervisor/manager to add a note when making an edit to an employee timesheet and how they send a message to the employee when edit is made.
4. Click Apply Changes to complete the entry and save the changes.
Time Sheet Processing Configuration
You must select how your employees’ time displays on their timesheets after they clock in.
• The Time of Day Change field determines when the start of a new day begins for time reporting purposes. Default time is 12:00 AM.
• Check Activate Split Shifts at Time of Day Change to activate split shifts are the same time. This automatically adds a Clock Out and an immediate Clock In at the specified time of day change.
You must also set how many minutes to use to reject duplicate or opposing punches. Duplicate or opposing punches such as In and In or In and Out are suppressed.
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Spread of Hours Pay
State Specific Options
The State Specific Options determines if wages and hours include additional payments based on duration or type of work shift. For example, some states may require minimum wage for every hour worked, plus an additional hour at minimum wage, when the employee’s work day exceeds 10 hours.
Spread of Hours Pay
Check Enable Spread of Hours Pay if your state requires spread of hours pay.
Enter the minutes (between 0 and 1440) that exceed the duration of the work day and the pay adjustment amount (between 0 and 999999).
Split Shift Interruption Pay
Check Enable Split Shift Interruption Pay if your state requires employers to adjust pay when the employee’s shift is interrupted.
Enter a positive dollar amount for the pay adjustment between 0 and 999999.
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Comp Time Configuration
The Comp Time Configuration setting determines how to pay out comp time for hours worked instead of OT hours for employees assigned to certain payroll policies.
1. Click Enable Comp Time to put the policy into effect.
2. If you would like users to change their own comp time selection, select Allow users to change comp time selection from the Employee Tab.
3. Select the pay types:
• Accruing • Posting • Default
4. If you want to accrue comp time by a factor, denote that factor in the Accruing Comp Time Pay Type drop-down menu.
5. If OT2 hours accrue comp time, select OT2 hours accrue to comp time by a factor of XX and type the factor that applies.
6. Click Apply Changes to complete the entry and save the changes.
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Meal Allowance Configuration
Meal Allowances allow Paychex Time and Labor Online to grant meal allowances based on assigned settings.
1. Check Enable Meal Allowance to turn on the feature.
2. Select the applicable option from the Pay adjustment to post drop-down menu.
3. In the Amount of Meal Allowances field, type the maximum amount of meal allowance allowed in dollars and cents.
4. In the Employee may not have more than XX meals per week field, type the number of allowances allowed per week.
5. Click the Time Qualified or Duration Qualified radio buttons.
• Time Qualified: Add rule; must work over HH:MM am for at least XX hours.
• Duration Qualified: Add rule; after XX hours allow one meal.
6. Click Apply Changes to complete the entry and save the changes.
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Call Back Configuration
Enabling the Call Back Configuration feature, allows one of two options for employees who get called back to get paid for that call back. This feature works only via the web login. The employee has the option in the Actions drop-down menu to select the Call Back Action.
1. Use Create Time to assign the employee called back minimum time duration for the call back. Type in the duration received along with the paid time rate. If you select the Create Time option, the Call Back action acts like a clock in, but allows a guaranteed minimum assigned duration. When the shift has ended, the user simply clocks out.
2. Use Pay Adjustment to pay a specified amount as a Pay Adjustment. Select the rate at which the Call Back pays; enter amount received with the call back export code. This requires no clock out and no time posts to the Timesheet.
3. Click Apply Changes to complete the entry and save the changes.
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Pay Types
Access Admin | Configuration | System | Pay Types
Click Pay Types to display the Pay Types page and manage the pay types and identify the kinds of time employees spend for your company. For example, in addition to tracking work, you might want to track time spent in training, on jury duty, travel, bereavement leave, etc. Paychex Time and Labor Online supports an unlimited number of pay types. Seven pay types are built into the application:
• Work • Vacation • Sick • Personal • Holiday • Break • Lunch
You cannot delete these types, but you can rename them. Vacation, sick, and personal are benefit pay types that accrue. Use the Benefits page to define the rates and method by which these types accrue.
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Selected Pay Type Section
The Selected Pay Type section indicates the currently selected pay type. Select a pay type by clicking the appropriate link in the Pay Types section. The Selected Pay Type section contains the following items.
Setting Description
Add Link Click Add to add a new pay type. Delete Link Click Delete to delete the selected policy. The option is not available when you select one of the seven built-in pay types.
Note: Paychex Time and Labor Online does not allow you to delete a pay type if any time has already
been associated with it.
Pay Type Name Displays the name of the currently selected pay type.
ID Displays the number of the currently selected pay type. Include Inactive The Include Inactive checkbox is unselected by default. Click Include Inactive to display a list of inactive pay types. An asterisk (*) displays next to the inactive pay type in the list.
Pay Types Section
The Pay Types section displays all the Pay Types available in your company’s account. The currently selected type displays in the list as black text and also displays in the Selected Pay Type section at the top of the screen.
Selected Pay Type Section
Select the pay type to edit or view from the list in the Pay Types section. The selected pay type displays in the Selected Pay Type section.
Edit Pay Type Information Section
The Edit Pay Type Information section displays the settings for the currently selected pay type.
Edit Pay Type Information
1. In the Selected Pay Type section, verify that the pay type to edit displays. If not, select the intended pay type from the Pay Types section.
2. Enter the following settings as appropriate:
• Code: Type the number for this pay type. This can be alphanumeric, but must be unique.
• Description: Type a name for this pay type.
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3. Select the appropriate option in the Default Pay Level field. Options include:
• Paid - Policy Rate (default) • Paid - OT1 Rate • Paid - OT2 Rate • Unpaid
4. Select the appropriate check boxes:
• Active: The Active checkbox is selected by default, but grayed out for Work, Break, Lunch, Vacation, Sick, and Personal pay.
• Count towards holiday minimum minutes: If you are paying holidays in Paychex Time and Labor Online and if the pay type should count towards the holiday minimum minutes qualifier, select this option. When this is checked, the minutes assigned to this pay type will count towards the minimum minutes needed to work the day before and/or after the holiday to qualify the employee for the holiday transaction. For example, if an employee works 4 hours and takes this pay type for 4 hours, with this checked and with a minimum amount of 8 hours required to work before and/or after the holiday, then the holiday will be added to the employee time sheet since the employee met the minimum minutes required to receive it.
• Overrides absences for the day: When this is checked, the employee will not show on the "Absence (Current Day)" Report.
• Can be Overtime: When this is checked, the pay type will be overtime if this is added into the employee’s time sheet when the employee has already worked enough hours that they are in overtime for the week.
When this is not checked, the only Default Pay Level options are Paid - Policy Rate and Unpaid.
• Applies towards overtime by Default: When this is checked, any hours that are applied to this pay type will be included in the hours adding up to the minimum amount needed for weekly overtime.
• Applies towards Benefits: This needs to be checked for some of the options in the benefit policy to function. This activates "Warn when employee goes below allowance but allow the transaction to occur" and "Display warning when employee goes into negative" in the benefit policy. This also allows you to apply this pay type to a different pay type by selecting it from the Benefit type drop-down menu. This will cause all hours applied to this pay type to apply towards the pay type selected from the Benefit Type drop-down list.
• Display Pay Type on Calendar: When this is checked, Pay Types display on Calendar View in Admin | Home.
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• Default Pay Level: This option allows the pay type to default to unpaid. Options include: o Paid – Policy Rate (default) o Paid – OT1 Rate o Paid – OT2 Rate o Unpaid
5. In the Used Time Applies to Benefit Type drop-down menu, select the appropriate option.
6. Click Apply Changes to complete the entry and save the changes.
Add and Delete Pay Types
Add a Pay Type
1. In the Selected Pay Type section, click Add. The screen refreshes and the new pay type’s settings display in the Edit Pay Type Information section of the page.
2. Enter the settings as appropriate:
• Number: Type a number for this pay type. This can be alphanumeric, but must be unique.
• Description: Type a name for this pay type.
• Count towards holiday minimum minutes: If you are paying holidays in Paychex Time and Labor Online and if the pay type should count towards the holiday minimum minutes qualifier, then select this option.
3. Click Apply Changes to complete the entry and save the changes.
Delete a Pay Type
Paychex Time and Labor Online does not allow you to delete a pay type if time associates with it. As an alternative, you can rename a pay type. If you must delete the type, first transfer its entries to another pay type. Refer to the instructions in the Transfer Entries for additional information.
1. In the Selected Pay Type section, verify that the pay type to delete displays.
2. Click Delete. The Confirmation page displays.
3. Click Delete Pay Type, where Pay Type is the name of the pay type you selected to confirm the deletion, or click Cancel to cancel and return to the Pay Types page.
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Pay Adjustment Types
Access Admin | Configuration | System | Pay Adjustment Types
Click Pay Adjustment Types to display the Pay Adjustment Types page and manage adjustments to employee earnings. Pay Adjustments are lump sum additions or subtractions to an employee's net or gross pay. Adjustments can be bonuses, tips, and union or professional dues, etc.
Use Pay Adjustments to track additions such as bonuses and tips, or deductions such as union dues or uniform fees. You must create pay adjustment types before entering adjustments. Pay adjustment types can be additions or deductions. You can allow employees to enter their own adjustments, for example, when tips are received. Enter pay adjustments from the Admin or Employee Home pages.
Selected Adjustment Type Section
The Selected Adjustment Type section indicates the currently selected adjustment type. The title of this section is the name of the adjustment type currently selected. Select an adjustment type by clicking the appropriate link in the Pay Adjustment Types section. The Selected Adjustment Type section contains the following items:
Setting Description
Add Click Add to add a new adjustment type. Delete Click Delete to delete the selected adjustment type.
Note: Paychex Time and Labor Online does not allow you to delete an adjustment type if any entries are already
associated with it.
Code Displays the code of the currently selected adjustment type. Include The Include Inactive checkbox is unselected by default. Click Include Inactive Inactive to display a list of inactive adjustment types. An asterisk (*) displays next to the inactive adjustment in the list.
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Adjustment Types Section
The Adjustment Types section displays all the pay adjustment types available in your company’s account. In the Adjustment Types section, click the link for the adjustment type to edit. The currently selected type displays in black text in the list and in the Selected Adjustment Type section as shown previously.
Add, Edit, and Delete Adjustment Types
Add an Adjustment Type
1. In the Selected Adjustment Type section, click Add. The screen displays the new adjustment type’s settings in the Edit Adjustment Type section of the page.
2. Enter the settings as appropriate:
• Code: Type the code for this adjustment type. This can be alphanumeric and must be unique.
• Description: Type the name for this adjustment type.
• Active: The Active checkbox is checked by default. When unchecked, the adjustment type becomes inactive and is not able to be selected in TLO.
• Employee Entry: Check this option if employees are allowed to enter adjustments (for example, tips or mileage) of this type.
• Deduction: Check this option if the amount of the adjustment is deducted from the employee’s earnings.
3. Click Apply Changes to complete the entry and save the changes.
Edit an Adjustment Type
1. In the Selected Adjustment Type section, verify that the adjustment type to edit displays. If not, first select the adjustment type from the Pay Adjustment Types section.
2. Enter the settings as appropriate:
• Code: Type the code for this adjustment type. This can be alphanumeric and must be unique.
• Description: Type the name for this adjustment type.
• Employee Entry: Check this option if employees are allowed to enter adjustments (for example, tips) of this type.
• Deduction: Check this option if the amount of the adjustment is deducted from the employee’s earnings.
• Active: The Active checkbox is selected by default. When unselected, the adjustment type becomes inactive and is not able to be selected in TLO. However, previously created transactions using inactive Pay Types will not be deleted and will still be visible on time sheets.
3. Click Apply Changes to complete the entry and save the changes.
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Delete an Adjustment Type
Note: Paychex Time and Labor Online does not allow you to delete an adjustment type if entries are already associated with it.
1. In the Selected Adjustment Type section, verify that the adjustment type to delete displays.
2. Click Delete. The Confirmation page displays.
Holidays
Access Admin | Configuration | System | Holidays
Click Holidays to display the Holidays page and add an unlimited number of holidays. You can assign these lists to employees and denote which days an employee should receive holiday pay.
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Selected Holiday List Section
The Selected Holiday List Section indicates the currently selected holiday list. The title of this section displays the name of the currently selected list. Select a holiday list by clicking a name in the List of Fields section. The Selected Holiday List section contains the following items:
Setting Description
Add Click Add to add a new holiday list.
Delete Click Delete to delete the selected field.
Name This is displayed as the current selected holiday list.
Members Click Members to view the employees assigned to this list.
Holiday Lists Section
The Holiday Lists Section displays all the holiday lists available in your company’s account. The currently selected type displays as black text in the list and displays in the Selected Holiday List section at the top of the screen.
Select a Holiday List
Click the link for the holiday list to edit. The selected list displays in the Selected Holiday List section.
Assign Multiple Employees Section
The Assign Multiple Employee section allows you to assign select employees to the currently selected list.
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Adding, Editing & Deleting Holiday Lists
Add a Holiday List
1. In the Selected Holiday List section, click Add. The New Holiday List section displays on the right side of the screen.
2. Type the name of the holiday list.
3. Click Apply. This changes the name in the Selected Holiday List section.
4. Click Add Holiday. The Holiday page displays.
5. Make the following selections as needed:
• Holiday Name: Type the name of the holiday.
• Holiday Date: Type the date of the holiday.
• Active: Select this option if the holiday is an active holiday.
• This holiday lasts for XX day(s): Type the number of days this holiday includes.
Note: This is commonly used with Thanksgiving when an employer gives both Thanksgiving Day and the day after.
• Include Weekends for additional days: Select this option if the holiday is longer than one day and if you would like the holiday to fall on a weekend.
• Company worked Holiday: Select this option if the holiday is a company worked holiday.
• Prevent PTO requests on this day: Select this option to prevent PTO requests on this day.
6. Click Add or Regenerate the Holiday.
7. Repeat Steps 1 through 6, as needed.
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Edit a Holiday List Name
1. In the Selected Holiday List section, verify that the holiday list to edit displays. If not, first select the list from the Holiday List section.
2. Type the new name for the holiday list.
3. Click Update to complete the entry.
Edit a Holiday in the Holiday List
1. In the Selected Holiday List section, verify that the holiday list to edit displays. If not, first select the list from the Holiday List section.
2 Click the link of the holiday to edit.
3. Make the appropriate changes.
4. To complete the entry, click Update.
Delete a Holiday List
1. In the Selected Holiday List section, verify that the holiday list to delete displays. If not, first select the list from the Holiday List section.
2. Click Delete. The Confirmation page displays.
3. To delete the list, click Yes.
Delete a Holiday in the Holiday List
1. In the Selected Holiday List section, verify that the holiday list to edit displays. If not, first select the list from the Holiday List section.
2. Click Delete on the row for the holiday to delete. The Confirmation page displays.
3. To delete the holiday, click Yes.
Display Inactive Holidays
1. In the Selected Holiday List section, verify that the holiday list to view displays If not, first select the list from the Holiday List section.
2. Click Show Inactive Holidays.
Hide Inactive Holidays
1. In the Selected Holiday List section, verify that the holiday list to view displays. If not, first select the list from the Holiday List section.
2. Click Hide Inactive Holidays.
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Regenerate Holidays
The Regenerate Holidays option ensures that your company holidays post properly for qualifying employees. Use this feature when you:
• Add a new holiday • Delete a holiday • Add new employees to TLO • Edit the name or posting date for a holiday
To use the Regenerate Holidays option:
1. Select the appropriate date.
2. Select the appropriate Payroll Policy. Keep at the default of All if the change applies to all policies.
3. Click Regenerate the Holiday.
Closing
Click Closing to allow an administrator or anyone granted permission to close any pay period after it passes. Closing a pay period prevents any more edits to that pay period.
Re-Open
Click Re-Open to allow an administrator or anyone granted permission to re-open any pay period. When re-opening a previous pay period, all subsequent pay periods to the present are also re-opened.
Assign Policies
Click Assign Policies to allow an administrator or anyone granted permission to assign time policies.
Time Clocks
Click Time Clocks to display the Time Clocks page where you configure and manage the time clocks that provide data to Paychex Time and Labor Online. Paychex Time and Labor Online. To adjust the settings of one or more of your clocks, contact your Time and Labor Online Implementation Specialist at 866-933-3185.
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Schedules
Access Admin | Configuration | System | Schedules
Click Schedules to display the Schedules page and manage schedule templates and generate schedules. Paychex Time and Labor Online allows you to create schedules for your employees. In addition to providing useful information, Paychex Time and Labor Online also uses schedules for tracking attendance, enables rounding to schedules, calculates overtime for unscheduled days, and restricts employees to schedules. It compares actual clock in and out times to the scheduled clock in and out time for preparing reports on tardiness and scheduled versus actual hours worked.
Note: To use schedules, you must create schedule templates, assign employees to templates, and generate schedules.
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Terminology
The following terms are used in schedules:
Term Definition Shift A shift is an uninterrupted block of time. Before creating a schedule template, tell Paychex Time and Labor Online how many shifts per day to schedule.
Examples: • To schedule someone from 8:00 a.m. to 5:00 p.m. without specifying a lunch break, use one shift.
• If you want to indicate a lunch break, use two shifts: one before lunch and one after lunch
Schedule A schedule template consists of one week’s worth of Template daily shift information. Templates indicate a general work pattern.
Example: Monday thru Friday, 8:00 a.m. to 5:00 p.m., rather than specific dates and times. You can have an unlimited number of schedule templates, which allows for an unlimited number of work schedule scenarios.
Note: You can only assign an employee to one template.
Generate This option writes daily schedules for all employees for a specific time. Paychex Time and Labor Online only performs this process when you specify.
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Understanding the Process
Before beginning, you should understand how Paychex Time and Labor Online approaches scheduling. Creating schedules is a three-step process:
Create schedule templates for your company: Create one week’s worth of daily shift information. As described previously, a schedule template is a generic pattern indicating the hours that a person works in a one-week period and rather than specific dates and times. Normally, you create schedule templates one time, then create or edit templates as you add or change shifts.
Assign employees to appropriate templates: This option assigns employees to the schedule template appropriate for them and tells Paychex Time and Labor Online the pattern to use when generating the employee’s schedule. You can also do this from the Admin Home page in the Schedules templates section.
Generate the schedules: This option writes the daily work shifts for all employees during a specified timeframe. Generating schedules is a critical part of the overall process, as it actually writes the employee schedules for a timeframe.
After you generate schedules, you can review and edit them from the Employee and Admin Home pages. Each employee can view his or her own schedule from the Employee Home page.
Selected Template Section
The Selected Template section displays the currently selected template. The settings for this template display in the Schedule Template and Work Times sections on the right side of the page. The Selected Template section contains the following items:
Setting Description
Add Link Click Add to add a new schedule template.
Delete Link Click Delete to delete the selected template.
Template Name Displays the name of the currently selected template. Members Link Displays the number of employees assigned to the currently selected template. Click the link to display a list of the members.
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Add a Schedule Template
1. Click Add in the Selected Template section. The Schedule Template Properties section expands and displays the settings for the new template. Fill in the settings as appropriate:
a. Template Name: Type a name for the schedule template.
b. Access Type:
• Select Private to permit only the owner to view, edit, or delete.
• Select Public – View Only to allow anyone to use or assign the template. Only the owner can edit and delete the template.
• Select Public – Allow Edits to allow anyone to use or assign and edit the templates. Only the owner or an administrator can delete the template.
c. Owner: Select the owner of this template.
Note: After created, only an administrator can change the owner.
2. Click Update Properties to complete the change and save the changes.
3. For each shift for each day, enter the following information:
• Start time: Type the starting time for the shift.
• End Time: Type the starting time for the shift.
4. Click Update Properties when complete and to save the changes. The page displays your new settings.
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Delete a Schedule Template
Paychex Time and Labor Online does not permit you to delete a schedule template if clocked time is already associated with it.
1. Verify that the schedule template to delete displays in the Selected Schedule Template section.
2. Click Delete. The Confirmation page displays.
3. Click Delete Schedule Template where schedule template is the name of the type you selected to confirm the deletion
or
Click Cancel to cancel and return to the Schedule Templates page.
Express Scheduler
The Express Scheduler allows for a prompt approach to adding weekly schedules for one or many employees. It can also be used to edit individual employee schedules that are generated from a template. You can keep the normal generated schedule most of the time and take into account occasional deviations, for example, special projects or shifts.
To access the Express Schedule, click Express Scheduler in the Schedule menu.
Note: Refer to Chapter 3 for more information on the Express Scheduler.
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Generate Schedules Link
Generating schedules is a critical part of the process, because it actually writes the schedules. Schedules generate into the future, for a specified timeframe. At the end of that timeframe, you must generate schedules again. Paychex Time and Labor Online allows you to specify when and how far into the future you want schedules generated.
You can select to generate just one time or to set up generation on a recurring basis. The benefit of recurring generation is that Paychex Time and Labor Online automatically generates schedules each time they need to be done.
1. Click Generate. The dialog box displays.
2. Enter the settings as appropriate:
• Scheduled through date: This field displays the last date schedules generated. When new schedules generate past this date, the system generates schedules for all the employees assigned to schedule templates. When schedules generate for dates before the date shown above, the system generates schedules only for the selected employees.
• Generate schedules one time: Select this option to generate schedules at your convenience.
Note: Use this option if you often have schedule changes.
• From: Select the date schedule generation begins.
• To: Select the date schedule generation ends.
• Generate schedules for: Select for whom you would like to generate schedules.
Note: Refer to Quick Assign instructions throughout this manual.
• Generate a schedule automatically: Select this option for Paychex Time and Labor Online to automatically generate schedules on a specified day and for a set period.
Example: If you generate every Saturday for three weeks, then every Saturday the system generates schedules far enough out to be sure three weeks worth of schedules generate beyond the current week.
• Every: Select a day of the week.
• Generate For: Select a timeframe you would always like to show in the future.
3. Click Generate. The Schedules page displays.
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Search Section
The Search section allows the user to search for a specific template name. Companies with many templates often use this section.
1. Type the exact name in the Search field.
2. For additional help, click Search Tips.
List of Templates Section
The List of Templates section displays all the schedule templates available in your company account. The currently selected template displays in the list in black text and also displays in the template section at the top of the page.
Select a Schedule Template
Select the name of the template to edit in the List of Templates section. The selected schedule template displays in the Current Schedule Template section.
Show / Hide Public Templates
Click the link to toggle from, including public templates to hiding public templates.
Schedule Template Assignment Section
The Schedule Template Assignment section is where you assign one or more employees to the currently selected schedule. Assign by employee groups to make scheduling easier when you administer large numbers of employees.
1. Click Assign Multiple Employees to open the Assign Employees page. Notice you can filter the assignable employees by Employee Group.
2. To select multiple employees from the Employees Not Assigned box, click and drag the cursor to select all the employees you want to move. To move the employees, click the blue arrow pointing to the Employees Assigned to box.
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Assign/Generate Schedule Rotation to Employee
Click Assign/Generate Schedule Rotation to Employee to generate and view schedules for rotating shifts for all employees. The following options display.
Generate schedules one time
• Enter a date range in the To and From fields or click the calendar to select a date range.
• Click Overwrite Existing Schedules if the existing schedule should be overwritten.
• Select the appropriate option from the Generating Schedule for drop down menu.
• Click Generate.
• A rotating schedule for a specific time frame is created.
Generate a schedule automatically
• Select the appropriate day and timeframe from the Every
• Click Generate.
• A rotating schedule automatically generates based on the criteria entered.
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Schedule Shifts Section
The Scheduled Shifts section allows you to specify the number of shifts per day the currently selected schedule template contains. Remember, a shift is an uninterrupted block of time. The number directly corresponds to the number of shift lines per day shown in the Schedule Template settings on the right of the page. When determining how many shifts per day you need, consider all days in the week. Select the highest number, even if it applies only to one day; you are able to leave shift entries blank, if necessary.
The following examples illustrate how to determine the number of shifts per day you need.
Examples: • An employee works Monday through Friday from 8:00 a.m. to 5:00 p.m. without clocking to a lunch break. For this scenario, use one shift per day, because the time block does not need to break in the middle.
• An employee works Monday through Friday from 8:00 a.m. to 5:00 p.m. with an hour lunch at 1:00 p.m. For this scenario, you would use two shifts to account for the lunch break. The first shift would be 8:00 a.m. to 1:00 p.m.; the second would be 2:00 p.m., to 5:00 p.m.
• An employee works Monday through Wednesday 8:00 a.m. to 5:00 p.m. with an hour lunch taken at noon. Thursday and Friday the employee works a half day, from 8:00 a.m. to 12:00 noon. For this scenario, you would also use two shifts, to account for the lunch breaks on Monday through Wednesday.
1. Enter the settings as appropriate:
Shifts per day: Type the maximum number of shifts per day needed for the selected schedule template.
Note: This applies only to the currently selected schedule template.
2. Click Refresh to complete and save the change.
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Schedule Template Properties section
The Schedule Template Properties section displays the settings for the currently selected schedule template.
1. Enter the settings as appropriate:
• Template Name: Type a name to use for the schedule template.
• Access Type:
• Select Private to permit only the owner to view, edit, and delete.
• Select Public – View Only to allow anyone to use or assign the template. Only the owner can edit or delete the template.
• Select Public – Allow Edits to allow anyone to use or assign and edit the templates. Only the owner or an administrator can delete the template.
• Owner: Select the owner of this template.
Note: After a template is created, only an administrator can change the owner.
2. Click Update Properties.
Work Times Section
The Work Times section displays the daily work times for the schedule. The number of shifts per day specified in the Schedule Shifts section determines how many line items display for each day’s entry.
1. For each shift for each day, enter the following information:
a. Start time: Type the starting time for the shift. Enter times in 12-hour format.
Example: 8:00 a.m., 12:00 p.m., 7:30 p.m.
b. End Time: Type the starting time for the shift. Enter times in 12-hour format.
Example: 8:00 a.m., 12:00 p.m., 7:30 p.m.
2. Click Update when all settings are complete to save the settings. The page displays the new settings.
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Custom Personal Information
Access Admin | Configuration | System | Custom Personal Information
Click Custom Personal Information to display the Custom Personal Fields page to add an unlimited amount of custom fields. Paychex Time and Labor Online adds these fields to the Employee Edit screen, allowing the administrator to enter specific employee information that otherwise would not be tracked. The information stores with the employee’s file and can be accessed from the Home page.
Selected Custom Personal Field Section
The Selected Custom Personal Field section indicates the currently selected custom personal field. The title of this section is the name of the currently selected custom field. Click the appropriate link in the List of Fields section to select a custom personal field. The Selected Custom Personal Field section contains the following items:
Setting Description
Add Click Add to add a new custom field. Delete Click Delete to delete the selected field.
Note: Deleting a custom personal field deletes this entry for all
employees.
Name This displays the current selected custom field.
List of Fields Section
The List of Fields section displays all the personal custom fields available in your company’s account. The currently selected type displays in black text in the list and in the Selected Custom Personal Field section at the top of the screen.
Select a Field Type
In the List of Fields Type section, click the link for the custom field to edit. The selected custom field displays in the Selected Custom Personal Fields section.
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Add, Edit and Delete Custom Personal Fields
Add a Custom Field
1. In the Selected Custom Personal Field section, click Add. The new custom personal field displays.
2. Type the name of the custom personal field you want to track.
3. To complete the entry, click Update.
Edit a Custom Field
1. In the Selected Custom Personal Field section, verify that the custom field to edit displays. If not, first select the Custom Field from the Custom Personal Field section.
2. Type the new name for the Custom Field.
3. To complete the entry, click Update.
Delete a Custom Field:
1. In the Selected Custom Personal Field section, verify that the Custom Field to delete displays. If not, first select the Custom Field from the Custom Personal Field section.
2. Click Delete. The Confirmation page displays.
Note: This deletes the custom field from all employee files.
3. To confirm deletion, click YES.
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New Employee Defaults
Access Admin | Configuration | System | New Employee Defaults
Click New Employee Defaults to display the New Employee Defaults page to update the default settings used when new employee records are added. On this page, you establish standard settings for new employees. Paychex Time and Labor Online enters the standard settings into each new employee’s profile to reduce repetitive work.
The New Employee Defaults settings eliminate redundant data entry by creating a standard profile for new employee records. In addition to new hires, a new employee can be an existing employee whose record you are now adding to Paychex Time and Labor Online.
Reassign Defaults to Existing Employees
Click Reassign or Reassign Defaults to Existing Employees when changes to any of the new employee values need to be reassigned to existing employees. Refer to Reassign Defaults to Existing Employee procedure later in this section.
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Employee Information Section
The Employee Information section defines the default time zone for new employees. Initially, the default is the Pacific time zone. Select the appropriate time zone for new employees.
Payroll Information Section
The Payroll Information section defines the default payroll settings for new employees. Enter the settings as appropriate.
Setting Description Payroll Policy Select the default payroll policy template for new employees. Employee Type Select the default tax classification.
Example: Exempt or non-exempt for new
employees. Shift Differential Select whether new employees belong to a defined shift differential policy. Holiday List Select whether new employees belong to a defined holiday list. Salary Type Select whether new employees are either hourly or salary. Enforce Select whether new employees are restricted to Schedule schedule by default. Enforce Lunch Select whether new employees are restricted to lunch by default.
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Employee Labor Levels
In the Employee Labor Levels section, select new employees’ default to labor levels that you define. This is useful for batch importation of records.
Benefits Section
The Benefits section settings determine the initial hours an employee receives for vacation, sick, and personal time. You can change any of the names on the Pay Types page, reflected in the titles below. Enter the settings as appropriate.
Setting Description Accrual Rule Use the drop-down menu to select the benefits accrual rule Policy, applicable for this employee. Initial Personal Type the starting number of personal hours for new (Hrs) employees. Initial Sick (Hrs) Type the starting number of sick hours for new employees. Initial Vacation Type the starting number of vacation hours for new (Hrs) employees.
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Web Access Section
The Web Access settings define the default access to Paychex Time and Labor Online for new employees. Enter the settings as appropriate
Setting Description Allow Employees to Select this option if, by default, new employees use the Web to access Access the system Paychex Time and Labor Online. through the Web Feature Access Select the default security group for new employees. Template Permission to Select Edit if new employees have permission to view specific Employee Manager employee access groups that you establish. This is usually only Groups applicable to supervisors and administrators who manage multiple employee groups Employee Access Select the default for Employee Access Group 1 for new employees. Group 1 Employee Access Select the default for Employee Access Group 2 for new employees. Group 2 Login Generation Select the default method for creating log-on names for new Method employees. These options are only used when importing employees. Password Generation Select the default method for creating passwords for new employees Method These options are only used when importing employees. Allow Employee to Select this option if, by default, new employees clock in or out through clock in/out through the Web the Web Allow Employees to Select this option if, by default, new employees can submit timesheets. submit Time Sheets for Work Hours Select this option if, by default, new employees can submit timesheets for regular work hours. Default Clock-In Time Type the default clock-in time for timesheets submitted. Non-Work Hours Select this option if, by default, new employees can submit timesheets (Vac/Sick/Etc) for non-work hours, such as vacation, sick, or personal time. Default Non-Work Select this option if Paychex Time and Labor Online pays non-work Hours to “Paid” hours by default.
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Hardware Information Section
Select up to two hardware zones to assign to employees. Click Update when you complete all settings and save the changes.
Reassign Defaults to Existing Employees
Click Reassign or Reassign Defaults to Existing Employees when changes to any of the selected employee values need to be reassigned to existing employees.
Assign Policies
Click Assign Policies to display the Assign Policies page and assign policies to the selected list of employees.
Employee Settings
The Employee Settings section defines the default employee settings for selected employees. Enter the settings as appropriate.
Setting Description Time Zone Select the appropriate time zone for selected employees. Employee Type Select the default tax classification.
Example: Exempt or non-exempt for selected employees. Salary Type Select whether selected employees are either hourly or salaried. Enforce Schedule Select whether selected employees are restricted to schedule by default. Enforce Lunch Select whether selected employees are restricted to lunch by default. Status Select active or inactive.
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Web Access
The Web Access settings define the default for selected employees. Enter the settings as appropriate.
Setting Description Web Access Select this option to allow employees to access the system through the web. Login Generation Select the default method for creating log-on Method names for selected employees. Only check Replace Existing to update all employees. Note: Employees with a MyPaychex.com account must log into MyPaychex.com to change login information. Password Generation Select the default method for creating passwords Method for selected employees. Only check Replace Existing to force the user to change their password on their next login. Note: Employees with a MyPaychex.com account must log into MyPaychex.com to change login information. Allow Employee to Select this option if, by default, selected employees clock in/out through the clock in or out through the Web. web
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Timesheet Submittal & Attendance Tracking
The Timesheet Submittal and Attendance settings define the defaults to assign to selected employees. Click Apply Defaults when you complete all settings.
Note: To save the changes, you must click Apply Defaults.
Setting Description Allow Employee to Select this option if, by default, selected employees submit Time Sheets can submit timesheets. Work Hours Select this option if, by default, selected employees can submit timesheets for work hours. Default Clock-In Time Type the default clock-in time for timesheets submitted. Non-Work Hours Select this option if, by default, selected employees (Vac/Sick/etc.) can submit timesheets for non-work hours, such as vacation, sick, or personal time. Non-Work Pay Type Select at least one non-work pay type from the Filter choice boxes to determine which pay types an employee can access via the time sheet. Default Non-Work Hours Select this option if Paychex Time and Labor to “Paid” Online pays non-work hours by default. Track Attendance Only Select this option if the employee is only required to ‘Clock In’ in order to receive a total lump sum of time. Shift Length in Minutes This defines the amount of time to post to an employee time sheet when they are tracking attendance only.
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Benefits
Access Admin | Configuration | System | Benefits
Click Benefits to display the Benefits page and manage benefit accruals for your employees. Paychex Time and Labor Online automatically calculates the available vacation, sick, and personal time benefits for your employees. These calculations use rules that can account for different accrual methods, seniority rules, and other factors. Benefit time taken automatically subtracts from the available benefits, so that balances are always accurate.
Paychex Time and Labor Online allows for an unlimited number of policies so that you can accommodate different situations within your company. After you create the policies, assign them to employees in the company. Assign policies to employees from the Benefits, Add Employee, or Edit Employee pages.
Note: When Benefits are administered by the Paychex Preview Payroll application, the Calculation (including the Recalculate link), Accrual Policy headings, and Banking Policy headings do not display.
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Selected Benefit Policy Section
The Selected Benefit Policy section displays the currently selected benefit policy. The settings for this policy display under the heading “Policy Name” on the right side of the page. The Selected Benefit Policy section contains the following terms:
Setting Description
Add Click Add to add a new benefit policy.
Delete Click Delete to delete the selected policy.
Policy Name Displays the name of the currently selected policy. Members Displays the number of employees that are assigned to the currently selected policy. Click Members to display the names of employees assigned to the selected policy.
Add a Benefit Policy
In the Selected Benefit Policy section, click Add. The new policy displays as New Policy in the Selected Benefit Policy section and can be modified on the right side under Policy Name.
Delete a Benefit Policy
1. In the Selected Benefit Policy section, verify that the policy that displays is the one to delete. If it is not, select the policy from the List of Policies section.
2. In the Selected Benefit Policy section, click Delete. The Confirmation page displays.
3. To complete the deletion, click Yes. To cancel and return to the Benefit Policies page, click No.
Edit a Benefit Policy
1. In the Selected Benefit Policy section, verify that the policy that displays is the one to edit. If it is not, select the policy from the List of Policies section.
2. Select the pay type to modify by clicking on the link name.
3. Modify the settings in the selected Benefit Pay Type as described in Benefit Policy Setting on page 62..
List of Policies Section
The List of Policies section displays all the benefit policies available. The currently selected policy displays in black text in the list and in the Selected Benefit Policy section at the top of the screen.
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Select a Benefit Policy
In the List of Benefit Policies section, click the link for the policy to edit. The selected benefit policy displays in the Selected Benefit Policy and Policy Name sections.
Benefit Maintenance Section
The Benefit Maintenance section allows you to manually recalculate or Pay Benefits for an employee’s benefits.
• Calculation – Recalculate: This option recalculates all benefits for one or for a group of employees from a selected date.
• Pay Benefits: This option allows employee accrued pay types to be paid out on a specific transaction date. This process gives all employees a balance of zero on every pay type selected. All negative balances display on this page, but do not create transactions.
Group Assignments Section
The Group Assignments section allows you to assign employees to the currently selected policy. You can assign all employees or selected employees to the selected benefit policy.
Policy Name Section
Several different categories of information make up benefit policies. The following sections describe these categories and their settings.
Notes: • If you are editing a benefit policy, you can click the link for the section or pay type to expand.
• It is important to click Apply Changes after modifying each section.
Benefit Policy Name
This section displays the name of the currently selected policy.
1. Type a name for this policy.
2. To complete the entry, click Apply Changes to save the changes.
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3. Under the Policy Name section, click Add Pay Type. The Add a Pay Type to New Policy screen displays.
4. Select the appropriate checkbox for the pay type to add to this benefit policy. The settings in this section determine the method by which Paychex Time and Labor Online accrues the pay type within this policy.
Note: When Benefits are administered by the Paychex Preview Payroll application, the Benefit Type columns do not display.
5. Enter the settings as appropriate.
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Setting Description Delete Pay Type Allows the user to delete this pay type from the selected policy. Frequency Determines the granted and the accrued time frequencies. Choices are: Daily, Weekly, Per Pay Period, Monthly, Quarterly, Semi-Annually, and Annually. Accruing Calculation Determines how accrued hours calculate based upon one of two states:
• On Time Passed, as time passes, 1 day or month or • Hours Worked, based on a preset amount of hours
Note: For Percent of Hours Worked, Type the number of hours per year based upon 2080 - 40 hours per week for 52 weeks.
• Select Percent of Hours can’t exceed 100% if accrued hours cap at 100%.
• Select Exclude Overtime from hours worked calculation if employees do not accrue benefit time on overtime hours. Restriction Defines daily restrictions for required hours worked; restrict from accruing for a certain length of time form hire date and an employee probation period where time accrues but not granted while employee is on probation.
Note: When Benefits are administered by the Paychex Preview Payroll application, the Frequency, Accruing Calculation and Restriction sections do not display.
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Setting Description Rules Defines rules for accruing benefits. Allows one or multiple rules for Benefit policy. All assigned rules display in the Rules Section. To add a rule, click Add Rule.
• Start months: Defines the month from hire date that benefit rule begins. The starting date should be 0 to start at day 1. A 1 in this field starts accruals after one month of work.
• End months: defines the month form hire date the benefit rule ends.
• Hours to Accrue on a X basis: where XX is the selected accruing basis. Type the desired amount.
• Cap available benefit hours at: Caps hours at a specific value. A cap limits the maximum number of hours an employee can have available for this benefit. When an employee's available benefit balance reaches the cap, they stop having time granted until their available balance falls below the cap.
• All hours accrued over the cap should be transferred to: allows for accrued hours accrued over the cap to be transferred to another Benefit Pay Type.
• At a factor of: determines the factor used in transferring the hours. Use this factor to multiply the transferred hours.
Example: A factor of .5 would give 1 hour transferred for every 2 hours of benefit time.
• Cap annual used benefit hours at: Limits the hours an employee can use for one benefit year.
Example: If cap is set to 80, an employee can only use 80 hours of benefit time for the assigned annual benefit year.
• Maximum hours to carry over year to year: Sets maximum hours that can be rolled over to new accrual year.
Note: When Benefits are administered by the Paychex Preview Payroll application, the Rules section does not display.
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Setting Description Reset Defines the reset date for the Benefit Pay Type and when the next benefit period begins. Date • Calendar Year (January 1). • Benefit Start Date (assigned to each employee in Employee Edit screen) defaults to employee hire date. • Other – enter month and day (07/01).
Note: When Benefits are administered by the Paychex Preview Payroll application, the Reset Date section does not display.
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Setting Description Misc. There are several options to set. Settings • Allow up to XX negative hours for the current balance. Allows an employee’s negative current balance to be limited to a specific amount. • Warns when employee goes below allowance, but allow the transaction to occur. Warns administrator when amount being given takes balance below allowance. • Displays warning when employee goes into negative. Displays warning when balance goes negative for given benefit type. • Allow up to XX negative hours for the available balance. Allows an employee’s negative available balance limited to a specific amount. • Warn when employee goes below allowance, but allow the transaction to occur. Warns administrator when amount being given takes balance below allowance. • Display warning when employee goes into negative. Displays a warning when balance goes negative for given benefit type. • Allow Adjustments to exceed cap. Allows administrator to adjust benefit balance beyond cap.
Note: When Benefits are administered by the Paychex Preview Payroll application, the Allow Adjustments to exceed cap option does not display.
• Disable benefit calculations. Disables benefit rules engine, allows for imported balances or manual adjustments only.
Notes: • No rules apply to benefit balances. This setting is useful if another application is calculating your benefit accruals, and they are imported into Paychex Time and Labor Online to display for your employees.
• When Benefits are administered by the Paychex Preview Payroll application, the Disable benefit calculations option does not display.
• Include future time taken in the time used total for each benefit. Adds any assigned benefit type for a future date to the time used total.
Note: When Benefits are administered by the Paychex Preview Payroll application, the Include future time taken in the time used total for each benefit option does not display.
• Enable email alerts for time off requests. Sends an email to the supervisor informing them of the request. • Enable emailing employees upon admin time off request actions. Sends an email to the employee informing them of the action taken for their time off request. • Display this benefit type on the Employee Home page. Allows each employee to view this benefit Pay type on their Employee Home page. • Allow employees to request time off for this benefit type. Allows each employee to request time off for this benefit type.
6. To complete the entry, click Apply Changes >> to save the changes.
7. Repeat steps 3 thru 5, as necessary, to add all the pay types for the selected policy.
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Shift Differentials
Access Admin | Configuration | System | Shift Differentials
Click Shift Differentials to display the Shift Differentials page and manage the shift differentials for your company. A Shift Differential Policy is a group of rules that describes how your company pays shift premiums. Shift differentials allow you to specify extra monetary amounts paid for hours worked during certain times for the day.
For example, your company might pay an extra 15 percent to employees who work the graveyard shift. Paychex Time and Labor Online uses rules to specify each day, time, and premium in the template. Each shift differential policy can contain multiple rules. Because each employee can only have one shift differential policy assigned, you must include every rule that is likely to apply.
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Selected Policies Section
The Selected Policy Section displays the currently selected shift differential policy. The settings for this policy display in the Shift Differential sections on the right side of the page. The Selected Policy section contains the following items:
Setting Description
Add Click Add to add a new shift differential policy
Delete Click Delete to delete the selected policy.
Policy Name Displays the name of the currently selected policy. Members Displays the number of employees assigned to the
currently selected policy.
List of Policies Section
The List of Policies section displays all the shift differential policies available in your company’s account. The currently selected policy displays in black text in the list and in the Selected Policy section at the top of the page.
Select a Shift Differential Policy
In the List of Policies section, click the policy to edit. The Selected Shift Differential Policy displays in the Current Policy section.
Group Assignments
The Group Assignments section allows you to assign employee member groups to the currently selected policy. Click Assign Multiple Employees to assign all employees or specific employee member groups, and select your assignment selection.
Setting Description
All This option selects all employees in the database. Employee Group This option selects the employee group to which to assign a policy.
Adding, Editing, and Deleting Shift Differentials
Add a Shift differential policy
1. In the Selected Policy section, click Add. The shift differential policy section expands to display the settings for the new policy.
2. Type a name for the shift differential policy.
3. To complete the change, click Update to save the change.
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4. Under the Shift Rules section, click Add Rule. The Shift Differential Rule page displays:
5. For each unique rule, enter the following information:
• Shift Code: Type a code for this shift. It can be alphanumeric.
• Shift Times:
• Start Time: Type the start time for the differential.
• End Time: Type the end time for the differential.
• Create Entry For: Select each day that qualifies for the differential.
• Pay Modification: Defines the amount of the differential earning. You can enter both an Additional Pay Factor and an Additional Wage per Hour.
• Additional Pay Factor: Type the additional percentage of pay earned during the hours specified above. You must enter this number in decimal format. For example, if employees get an additional 15 percent, type .15.
• Additional Wage per Hour: Type the extra dollar amount for the hours specified above.
• Advanced Rules: Defines further how the employee is paid for shift work.
• An employee must work at least minutes in this differential to receive it: Select this checkbox and type the number of minutes that apply to this rule.
• An employee must have work time between and to receive the differential: Select this checkbox and type the time range that applies to this rule.
• If the employee does not work within the time span, they should receive Shift Differential Code instead: Select this checkbox and type the shift differential code that applies to this rule.
6. When you complete all settings, click Add Rule to save the settings. The page displays the settings you entered.
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Edit a Shift Differential Policy
1. Verify that the shift differential policy to edit displays in the Selected Policy section.
2. Type a name for the shift differential policy.
3. To complete the change, click Update to save the changes.
4. To edit an existing rule, click the link for the day to edit. The Shift Differential Rule page displays.
5. Edit the information as appropriate. Add a Shift differential policy for details.
Note: You cannot edit the day.
6. When all settings are complete, click Update to save the settings. The page displays the settings you entered.
Delete a Shift Differential Policy
Note: Paychex Time and Labor Online does not allow you to delete a shift differential policy if employees are assigned to it.
1. Verify the Shift Differential policy to delete displays in the Selected Shift Differential Policy section.
2. Click Delete. The Confirmation page displays.
3. Click YES to delete or NO to cancel.
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Security Configurations
Access Admin | Configuration | Security | Feature Access Templates
Click Feature Access Templates to display the Feature Access Templates page and select which areas of Paychex Time and Labor Online supervisors or managers have access to their employees' records and to certain functions Paychex Time and Labor Online.
You can give a manager the ability to review and edit employee timesheets, create schedules, print reports, and more. In the Employee Access Group Members section, you specify which employees and functions you want the manager to access, then assign the feature access template and employee access group to the manager. When logging into Paychex Time and Labor Online, the manager can view the employees and use the features granted by the security group.
Note: You do not need to assign regular employees to a security group. Regular user access gives them the ability to track their own time without having special access.
A full-access, admin security group is built into your Paychex Time and Labor Online account. This admin security group grants full access to all employees and all functions of Paychex Time and Labor Online.
Current Feature Access Template
The Current Feature Access Template section displays the currently selected feature access group. Select a feature access group by clicking the appropriate link in the Feature Access Groups section. The first time you access the Feature Access Group page, the admin security group displays in the Current Feature Access Group section. This admin feature access group is built into Paychex Time and Labor Online and grants full access to all employees and all functions. The Current Feature Access Group section contains the following items:
Setting Description
Add Click Add to add a new feature access group.
Edit Click Edit to edit the selected policy. Delete Click Delete to delete the selected policy.
Note: Paychex Time and Labor Online does not allow you to delete a feature access group if any employees are assigned to it. Feature Access Click Feature Access Group Name to display the Group Name name of the currently selected feature access group and edit the selected policy. Members Click Members to display the names and the number of members in a group.
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Add, Edit, and Delete Feature Access Templates
Add a Feature Access Template
1. In the Current Feature Access Template section, click Add. The Add Feature Access Template page displays.
2. Enter the settings as appropriate:
• Feature Access Template Name: Type the name for this access template. This can be alphanumeric, but must be unique.
• Access Type: Select the access type from the drop-down list. Select Partial Access for users who only need access to certain features. Full Access users should be assigned to the existing Administrator template. The users have no restrictions to features in Time and Labor Online.
• Feature Access Template to Copy: Select an existing access group to copy if the new group you are creating is similar.
Note: Department access does not copy.
3. Click Apply to complete the entry and save the changes.
4. The Feature Access Template page displays with the Feature Access Template in the Current Feature Access Template section. The settings for the new feature access group display on the right side of the page.
Note: To select the parameters for the Feature Access Template, click Yes or click No to toggle the option from one setting to the other.
Edit a Feature Access Template
1. In the Current Feature Access Template section, click Edit. The Editing Feature Access Template page displays.
2. Enter the settings as appropriate:
• New Name: Type a new name for this access group. This can be alphanumeric, but must be unique.
• Access Type: Select the access type from the drop-down list. Select Partial Access for users who only need access to certain features. Full Access users should be assigned to the existing Administrator template. The users have no restrictions to features in Time and Labor Online.
3. Click Apply to complete the entry and save the changes.
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Delete a Feature Access Template
Paychex Time and Labor Online does not allow you to delete a feature access template for any assigned employees. Remove or transfer any security group members before deletion.
1. In the Current Feature Access Template section, verify that the feature access template to delete displays.
2. Click Delete. The Confirmation page displays.
3. Click Delete Feature Access Template, where Feature Access Template is the name of the selected template, to confirm the deletion. or Click Cancel to cancel and return to the Feature Access Template page.
Feature Access Templates
The Feature Access Templates section displays all the feature access templates available in your company’s database. The currently selected template displays in the list as black text and also displays in the Current Feature Access Template section at the top of the page.
Select a Feature Access Template
In the Select Feature Access Templates section, click the feature access template to use. The selected feature access template displays in the Current Feature Access Template section.
Feature Access Template Assignment
The Assign Multiple Employees link allows you to assign employees to the currently selected feature access template.
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Feature Access Templates
Some features prompt you to select whether or not this group can view, add, edit, or delete this option. Select the appropriate Feature settings for selected Feature Access Template. Feature Access Templates is grouped into the following sections.
Access Admin | Home
Setting Description
Employees Permits access to the employee file. View Employees not Grants the ability to have access to employees not assigned to assigned to any any group. group View/Edit Rates of Grants the ability to view and modify employee pay rates or Pay salaries. Time Off Requests Allows the user to view, approve, or deny time off requests. This feature is accessed from the Admin Home page. Timesheets Grants permission to the timesheet section in the Admin Home page. Selecting No for editing restricts the user from adding a new shift. Pay Adjustment Allows the user to add, edit, or delete a pay adjustment. This Entries feature is accessed from the Admin Home page.
Verbiage of pay adjustment in Paychex TLO is any type of dollar amount that is not included in hourly pay configurations. Typically, only the main administrators are granted access. Benefit Adjustments Grants access to make an adjustment to a Benefit balance.
Access Admin | Configuration
Setting Description General Provides access to the Configuration link on the Admin Home Configuration page. Permits access to the General Configuration menu.
If you restrict access by not allowing the user to edit, the user is able to view the settings but cannot edit the settings. Payroll Policies and Grants access to payroll policies and new employee default New Employee. configurations. Typically, only the main administrators have Defaults granted access. Pay Types Grants access to the pay types configurations. Generally only the main administrators are granted access. Pay Adjustment Grants access to the pay adjustments configurations. Generally Types only the main administrators are granted access. Holidays Grants access to holiday configurations. Generally only the main administrators are granted access. Closing and Re-Open Grants access to the Close and Re-Open Pay Period(s) page.
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Setting Description Assign Policies Grants access to the Assign Policies page. Time Clocks Grants access to the Time Clock Configuration page. Schedules Grants access to the Schedule page. Also allows the user to assign and edit schedules from the Admin Home page. Custom Personal Grants access to the Custom Personal information. Information Benefits Grants access to the Benefits Configuration page. Benefits Advanced Grants access to adjust benefit balances and recalculates benefits Functions for all employees, to which they have access, from the Benefits Configuration page. Shift Differentials Grants access to the shift differential.
Access Labor Levels
Setting Description
Define Labor Levels Grants access to the Define Labor Levels page.
Setup Labor Levels Grants access to the Setup Labor Levels page. Assign Labor Levels Grants access to Assign Labor Levels to one or multiple employees.
Access Security
Setting Description Feature Access Grants access to Feature Access Templates. Templates
Employee Group Grants access to employee group members. Members IP Access Grants access to IP configurations. Generally only the main administrators are granted access.
Time Sheet Audit Allows viewing of the time sheet audit trails. Trails Employee Updates Allows administrators to view changes made to employee Audit information. Time Card Export Allows administrators to view transmissions with aggregate hours Log and punch detail information.
Access Miscellaneous
Setting Description
Reports Grants access to the reporting functions.
Import Allows the user to use importing. Status Board Grants access to view and print information for all employees and suppress notes for employees outside of the group.
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Employee Group Members
Access Admin | Configuration | Security | Employee Group Members
Click Employee Group Members to display the Employee Group Members page to define the employee groups to which your supervisors or managers have access. This is a powerful tool used throughout the application. You can assign many different features in Paychex Time and Labor Online by Employee Groups. Employee Group Members allows you to control which employees’ supervisors can access. Employee Groups Members makes it faster and more convenient to assign employees to certain policies.
To begin the process, determine how you want to set up your Access Groups. You can set up Employee Access Groups for supervisors, so they can access only those employees for whom they are responsible. You can also set up larger Employee Access Groups for system administrators.
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Add, Edit, and Delete Employee Groups
To create an Employee Group:
1. Click Add in the current access group.
2. In the Employee Group Name field, type a name for your group.
3. Check the Managed Group checkbox if the group for managed groups.
4. Click Create Group to save.
Add a Manager to an Employee Group
1. To add a manager to an Access Group, click Add Manager.
2. Select Main Manager Name using the drop-down menu.
3. Select a Start Date by clicking the Calendar icon.
4. Click Create Manager to add a manager to the group.
Note: If the group was previously created, select the desired group. Under Current Group, select group name. This allows you to add a manager to the Access Group.
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Assigning Employees to Employee Groups
To assign employees to the member groups you created:
1. Select the correct member group from the Current Group section.
2. Highlight the employees to assign to that group.
3. After you highlight the employees, click the arrow pointing to the Member of Employee Group box.
Note: There is no need to save or update; they are now a part of that employee member group. You can assign Employees to multiple groups, but you must repeat the process to add them to other member groups.
Time Sheet Audit Trails
Access Admin | Configuration | Security | Time Sheet Audit Trails
Click Time Sheet Audit Trails to display the Timesheet Audit Trails page to view a record of changes made to employee timesheets by administrators or managers through the Admin Home page. The Audit Trail shows:
• The original record. • The changed record. • When the change was made. • Modifications made to existing shifts and shift details. • Shifts originally added through the Admin Home page. • If the employee or the supervisor approved the shift.
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Sort
Paychex Time and Labor Online allows you to sort the data by clicking the column headers. After you submit the request, Paychex Time and Labor Online returns a list of modified records that match the criteria you specified.
Display Audit Trails
Paychex Time and Labor Online allows you to specify the date range and employees for which to display changed records. After you submit the request, Paychex Time and Labor Online returns a list of modified records that match the criteria you specified.
1. Enter the settings on the Timesheet Audit Trails page as appropriate:
Setting Description Employee Allows you to select which employee member Group Filter group by which to search. Employee Allows you to select specific employees for whom Filter/Employee to search. Filter Allows you to search for a transaction-by- Transaction By transaction time or by the change time. Filter Allows you to further narrow your search by looking Employees By by employee or by supervisor change. Start Date The date on which you would like to begin your search. End Date The date on which you would like to end your search.
2. Click Get Timesheet to retrieve your information.
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Notifications
Access Admin | Configuration | Security | Notifications
Use Notifications to set up email notifications.
When email notifications are set up to send non-encrypted information, a warning message displays informing users that personal information should not be sent in an email.
1. Select Admin | Configuration | Security | Notifications.
2. Select the checkbox to allow an email to be sent.
3. Click Apply.
4. A warning message displays. Click Ok to enable the email notification feature.
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IP Access
Access Admin | Configuration | Security | IP Access
Click IP Access to display the IP Access page and manage IP access policies. IP access policies allow you to control employee access to the Paychex Time and Labor Online site by restricting the IP addresses from which they can connect to the site. You can use this for preventing employees from clocking in from unauthorized locations, such as home. The IP access policy indicates the allowed IP address or addresses to the site. You can specify a particular IP address or a range of addresses. We recommend that you enlist the help of your information technology department in obtaining the correct IP address for your employees. By default, Paychex Time and Labor Online grants employees unlimited access to the site. Assigning an employee to an IP access policy limits the employee to access from the policy- specified addresses only.
Selected IP Access Policy Section
The Selected IP Access Policy section indicates the currently selected IP access policy. Select an IP access policy by clicking the appropriate link in the List of Policies section. The Selected IP Access Policy section contains the following items:
Setting Description
Add Click Add to add a new IP access policy. Delete Click Delete to delete the selected IP Access policy.
Note: Paychex Time and Labor Online does not allow you to delete an IP access policy if there are employees assigned to it.
Name Displays the name of the currently selected policy. Members Click Members to display the names and number of members within a group.
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Assign Multiple Employees
The Assign Multiple Employees section allows you to assign select employees to the currently selected IP access policy. To assign employees to an IP Access Template:
1. In the Current IP Access Policy section, verify that the correct IP Access Policy displays.
2. In the IP Template Assignment Section, select Assign Multiple Employees.
3. To assign employees, select the names from the Employees Not Assigned To list and click the arrow pointing to the Employee Assigned To list.
Note: Selecting the employees and clicking the arrow moves the employees and save the settings. No further action is required.
Add, Edit and Delete IP Policies
Add an IP Access Policy
1. In the Selected IP Access Policy section, click Add. The new settings for the IP access policy display on the right side of the page.
2. Type a name for the new IP access policy.
3. To complete the entry, click Update and save the changes.
4. The IP Access Rules section contains the following:
• Allows employee web punching form the IP Access Masks below.
Note: The default is Yes. The value changes to No.
• Allows access with no punch capability from outside the IP Masks below.
Note: The default is Yes. Clicking Yes changes the value to No. The Yes setting allows regular employees to do non-web-punching tasks like view benefit balances, hours worked and time off request status. However, the employees will not be able to web-punch unless they are at the work location.
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5. The IP Access Mask section contains the following:
• Add adds a new address or address range to the policy.
• Mask displays the IP addresses specified by this policy.
6. Click Add to add a new IP address or address range to the policy. The Add IP Address page displays.
7. Type the IP address to add to this policy in the IP Mask box.
Notes: • You must enter all four parts of the IP address.
• You can use * as a wildcard to indicate IP address ranges.
Examples:
213.12.31* Allows access from any address that begins with 213.12.31, where the last three digits can be any numbers. 213*.*.* Allows access from any address that begins with213, where the last 9 digits can be any numbers. * Allows access from any address. Is the same as entering *.*.*.*.
8. To complete the entry, click Add Access Address and save the changes.
9. Repeat the previous steps for each address or address range to add to this policy.
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Delete an IP Access Policy
Paychex Time and Labor Online does not allow you to delete an IP Access Policy if associated with entries.
1. In the Selected IP Access Policy section, verify that the IP access policy to delete displays.
2. Click Delete. The Confirmation page displays.
a. To confirm the deletion, click Delete IP Access Policy where IP access policy is the name of the policy you selected.
b. To cancel and return to the IP Access page, click Cancel.
Note: Paychex Time and Labor Online does not allow you to delete a policy if employees are assigned to it.
Labor Levels
Access Admin | Configuration | Labor Levels
The Labor Levels section allows you to select from different configurations where you manage the levels and departmental hierarchy for your company. It is critical to properly configure your company’s labor levels and to fully understand the concepts of this feature. Labor Levels track where employees spend their time. You can associate costs with labor levels and assign employees to more than one level.
Note: Employees are only able to clock into assigned labor levels.
Define Labor Levels
Clicking Define Labor Levels allows you to create up to 15 different labor levels.
Example: You can define labor levels as region, location, and department. In this instance, your company would have three labor levels.
Note: You must complete this step before proceeding to Setup Labor Levels.
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The first step in building your labor levels is to determine how many Labor levels your company has. Paychex Time and Labor Online supports as few as one or as many as fifteen. To set up your labor levels:
1. Click Add. Provide a name for the labor level.
2. Click Update to save.
Setup Labor Levels
Access Admin | Configuration | Labor Levels \ Setup Labor Levels
Clicking Setup Labor Levels allows you to define the sub-levels of your pre-defined labor levels. In the previous example, we define three labor levels as region, location, and department.
Examples: Region: Northeast Location: New York Office Department: Sales
After you define your labor levels, you must setup labor levels. Note in the figure below that you must select the level using the drop-down menu next to Selected Labor Level that you want to build out. In the example below, Location is the first level selected.
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To continue with the setup of your labor levels:
1. Click Add under the Selected Labor Level Unit Detail. Fields on the right side of the page display for you to enter your criteria.
Note: The Include Inactive checkbox is unselected by default. When selected, an asterisk (*) displays next to the inactive labor level in the listing.
2. In the proper fields type the following that apply to the added record:
• Description (50 character limit) • Code (50 character limit) • Pay Rate • Change Rate • Active checkbox
Note: The Active checkbox is checked when adding or importing labor levels for employees assigned to that labor level by default. This checkbox can only be unselected when no employees are assigned to the labor level.
3. To save the record, click Save.
Note: You must click Save before you enter the next record.
4. Click Add again to add another record. After you complete your first labor level, use the Selected Labor Level drop-down menu to select the next labor level to configure.
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Assign Labor Levels to One Employee
Access Admin | Configuration | Labor Levels | Assign Labor Levels to One Employee
Clicking Assign Labor Levels to One Employee allows you to assign one employee to any defined labor levels. In Paychex Time and Labor Online, you have multiple ways to assign employees to different labor levels. You can assign employees one at a time, in multiples, or by employee member groups.
Employee Test
Assigning Labor Levels to One Employee
1. Select the employee to assign using the Employees drop-down menu.
2. To assign the selected employee, highlight the desired labor level by clicking a selection in the box below. Press Ctrl to select more than item at a time.
3. After you highlight your selections, click the arrow pointing in the direction of the Assigned to box.
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Configure the System
Assign Labor Level to Multiple Employees
Access Admin | Configuration | Labor Levels | Assign Labor Levels to Multiple Employees
The Assign Labor Level to Multiple Employees option allows you to assign multiple employees to any defined labor levels.
Assigning Labor Levels to Multiple Employees
1. From the Employee Group drop-down menu, select an employee member group, or press Ctrl + click to select multiple employees.
2. Click the arrow icon pointing to the blank Selected Employees box.
3. Select all labor levels in which to assign your employees.
4. Click Save to save the changes.
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Chapter 3 – How to Use Your Configured System
Admin Home Page
The Admin home page is an administrator’s workspace. The Admin home page displays important system and employee data. It also contains links to all administrative functions within Paychex Time and Labor Online.
From the Admin home page, you can manage employees, link to configuration screens, and administer your company’s Paychex Time and Labor Online account.
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Exceptions Section I If you have employees that web punch or punch using a time clock, there may be times when employees forget to punch. Missed punches are called exceptions. The Exceptions section flags missing clock in or out punches. Exceptions should be resolved on a daily basis.
This section contains:
• type of exception (Missing Clock In/ Out) • name of the employee the exception is tied to • date the exception occurred
Resolving Exceptions
1. Click on the link in the Exception column. The employee’s time sheet displays.
2. Resolve the exception by adding the indicated punch type or further editing the timesheet.
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Time Off Request Section
This section allows you to process employee time off requests. You can filter the listed requests by the following options: Employee group, Status, Type, Employee Name/ID, Submitted Date, and Requested Date or sort by Pending, All, Approved, Denied, Incomplete, or Partial regardless of status.
Each request has the following information:
• employee ID and name of the employee making the request • date the request was submitted • time off type (personal, vacation, etc) • the first date being requested off • normal start time of the employee’s shift • total hours being requested off • balance of hours the employee has before processing • checkboxes to approve or deny the entire request • status
Note: To display a detailed view of multi-day requests, click the details icon. . The icon only displays next to requests that are greater than one day. In this view, you can approve or deny all days or individual days of the request.
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Filter Options
Field Description
Employee Group: Select the employee group in which you wish to search. Status: Select the status to include in the search. Valid options:
• Pending (default) • All • Approved • Denied • Incomplete • Partial
Type: Select the type (vacation, holiday, sick) to include in the search.
Employee Search: Search by employee name or employee ID. Submitted Date: To search by the submitted date, type the submitted date, or
click to select the date. Requested Date: To search by the requested date, type the date of the request, or click to select the date.
Sort Options
Time off requests can be sorted by clicking the column header hyperlink. The information in the column displays in ascending order. The default sort order is Employee ID (in ascending order).
Note: The Action and Available Balance columns are not available for sorting.
Time Off Request Icons
Icons display in Time Off Request search results.
Icon Description Displays detailed information about the selected request.
Indicates the request is Partially approved (part of the request was approved and part of it was denied).
Indicates the request is Pending approval. Indicates the request is Incomplete (part of the request was approved and part of it is pending approval).
Indicates the request was Approved by the administrator.
Indicates the request was Denied by the administrator.
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Display Calendar View
If you have staff concerns for a specific day or period of time, click Display Calendar View.
Note: When Benefits are administered by the Paychex Preview Payroll application, the Current Balance and Available Balance columns display.
On this page, employee names with approved time off display on the specific dates. You can also process pending requests.
Process pending requests
1. Click
2. Select the Approve or Deny checkbox.
3. Click Apply.
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Generated Reports Section
With Paychex Time and Labor Online, you must generate reports from the Reports page before you can view them. The Generated Reports section of the Admin home page lists the report once it generates. You can preview, print, and delete a generated report from this section. The listing displays the generated report name and the generation date.
Note: The reports listed in this section are the same under each employee, regardless of the current employee selected for all public reports. Reports are employee-specific only when designated as private reports in the report scheduling process.
Setting Description Report Name Click Report Name to view the report.
Generated Date Displays the date the report was generated.
Time Displays the time the report was generated.
Delete Button To delete the report, check the checkbox next to the report; then click Delete Marked Reports.
Preview a Generated Report
Select the appropriate report’s name in the Generated Reports section. The Generated Reports page displays your report.
Delete a Generated Report
1. Check the checkbox next to the designated report(s).
2. Click Delete Marked Reports.
Employee Labor Level Filter Section
The Employee Labor Level Filter section allows you to narrow your employee search by choosing a labor level in which to search.
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Search Section
The Search section of the Admin home page helps you find employees quickly. You can search by name, employee number, badge number, or social security number. You can also filter to display only the members of a particular department.
Note: Several features in Paychex Time and Labor Online allow you to perform actions on the results of a search.
Example: The Quick Message feature allows you to send messages to all the people in the current search results list. If you wanted to send a message to everyone in the Tax department, you could first perform a search and then use the Quick Message function to send the message.
Perform a Basic Search
1. Go to the Employee Search section of the Admin home page.
2. Enter the settings as appropriate:
•. Search for: Enter the search term. This can be the whole or part of the name of an employee. Click Search Tips for additional information.
•. Search by: Select the field in which you wish to search. The options allow you to search by First or Last Name, Badge Number, Employee ID, and Social Security Number.
•. Employee Group: Select the employee group in which you wish to search.
• Sort by: Select the field by which you wish to sort. This option allows you to sort the results of your search by First or Last Name, Badge Number, Employee ID, and Social Security Number.
•. Include inactive: By default, inactive employees do not display in the employee listing. Select this option if you wish to display inactive employees.
3. To perform the search, click Search. The Search Results section displays the employees who match the specified criteria.
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Search Tips
Wildcards
Paychex Time and Labor Online allows you to use wildcards in searches. Wildcards represent unknown characters in a search. For example, if all you knew was that Mary’s last name started with S, you could use wildcards to enter all the characters after the S. Your results display everyone whose last name begins with S, followed by any other characters.
Wildcards are helpful in a variety of situations. For example, searching for everyone whose name starts with a particular letter or a range of letters such as A - L, or searching for a name that you are not sure how to spell.
For more powerful searches, wildcards can be used in combination. Paychex Time and Labor Online recognizes the wildcard characters listed below.
Character Description % Stands for any number of characters. Place this wildcard wherever the unknown characters are.
Example: To find a name: • Starting with A: A% • With an A in it: %A% • Ending with A: %A
_ Stands for one character. Place this wildcard wherever the unknown character is.
Example: Sm_th displays Smith and Smyth
[ ] Searches for items that match the entries between the brackets; see the next two items below for examples of entries.
[ - ] Searches for items that match the range of values entered between the brackets.
Example: [A-M]% returns anyone whose name begins with any character between A and M, inclusively.
[ , ] Searches for items that match any of the values entered between the brackets.
Example: [A, L, R]% returns anyone whose name begins with A, with L, or with R.
^ Negates a character.
Example: ^A returns anyone whose name does NOT begin with A.
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The following examples describe how to accomplish some common searches:
Example 1: Find employees named Smith:
1. Complete the Search fields as follows:
a. In the Search for field, type Smith.
b. In the Search by field, select last name.
c. In the Search in field, select the department of your choice or leave
d. In the Sort by field, select last name.
2. Click Search. The results display in the Search Results section.
Example 2: Find employees within a certain department:
1. Complete the Search fields as follows:
a. Leave the Search for field blank.
b. In the Search by field, select last name.
c. In the Search in field, select the department of your choice.
d. In the Sort by field, select your preference.
2. Click Search. The results display in the Search Results section.
Example 3: Find employees whose last names begin with C:
1. Complete the Search fields as follows:
a. In the Search for field, type C%.
b. In the Search by field, select last name.
c. In the Search in field, select the department of your choice or leave
d. In the Sort by field, select your preference.
2. Click Search. The results display in the Search Results section.
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Example 4: Find employees whose last names contain an S:
1. Complete the Search fields as follows:
a. In the Search for field, type %S%
b. In the Search by field, select last name.
c. In the Search in field, select the department of your choice or leave
d. In the Sort by field, select your preference.
2. Click Search. The results display in the Search Results section.
Example 5: Find employees whose last names begin with A, L or R:
1. Complete the Search fields as follows:
a. In Search for field, type [A, L, R]%.
b. In Search by field, select last name.
c. In Search in field, select the department of your choice or leave
d. In Sort by field, select your preference.
2. Click Search. The results display in the Search Results section.
Example 6: Find employees whose last names begin with A – F:
1. Complete the Search fields as follows:
a. In Search for field, type [A-F]%.
b. In Search by field, select last name.
c. In Search in field, select the department of your choice or leave
d. In Sort by field, select your preference.
2. Click Search. The results display in the Search Results section.
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Example 7: Find employees whose ID number is between 1 and 100:
1. Complete the Search fields as follows:
a. In the Search for field, type [1-100]%.
b. In the Search by field, select Employee ID.
c. In the Search in field, select the department of your choice or leave
d. In the Sort by field, select your preference.
2. Click Search. The results display in the Search Results section.
Search Results Section
The Search Results section displays the results of your last search. The number of the presently displayed page and the total number of pages found in the search displays below the list. To navigate to another page, click Next. To skip to a specific page, type the desired page number, then click Go.
Note: Some Paychex Time and Labor Online features and pages allow you to perform actions on the current search result list. For example, you could assign a department to everyone in the Search Results list.
Select an Employee
In the Search Results list, click the employee’s name. The employee’s name displays in the Current Employee section.
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Current Employee Section
The Current Employee section indicates the currently selected employee. The subsection displays the selected employee’s name. The Summary area directly below the subsection displays the selected employee’s basic information at a glance. Many of the other sections on this page also reflect the selected employee’s information.
The following information displays in the Current Employee section:
Setting Description Add Employee Select this option to add a new non-PNG employee to the system.
Edit Employee Select this option to edit the current employee’s information or click the employee’s name, as described previously.
Previous Employee Select this option to change to the previous employee.
Note: This option is grayed out when the first employee is reached.
Employee Name Displays the name of the selected employee.
Next Employee Select this option to change to the next employee.
Note: This option is grayed out when the last employee is reached.
Employee ID Displays the selected employee’s unique employee ID number.
Badge Number Displays the badge number, for use with hardware clocks, of the selected employee.
Last Name Displays the last name of the selected employee.
Note: Select the Personal Settings icon to customize the employee summary fields.
Add an Employee
1. In the Current Employee section, click Add Employee. The Add Employee page displays.
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2. Enter the settings as appropriate.
EMPLOYEE INFORMATION section
Field Description First Name Type the employee’s first name.
Last Name Type the employee’s last name. This field is required.
Middle Name Type the employee’s middle name or initial. Title Type the employee’s business title.
Employee Number Enter the unique ID number that identifies this employee. This field is required. This field is alphanumeric.
Notes: This field is disabled for integration clients.
The maximum number of characters is 20.
Badge Number Type the number of the physical badge given to the employee. The badge number must be numeric and must match the number on the physical badge given to the employee.
Note: It is not necessary to put in leading zeros.
Start Date Type the employee’s hire date. End Date Type the employee’s termination date, if applicable.
Time Zone Select the time zone in which the employee works. This field is required.
Status Enter whether the employee is Active or Inactive. Use the Active value for employees who are currently working for the company and clock in or out. Use the Inactive value for employees who are no longer working for the company and are not clocking in or out.
Note: An employee who has a status of Inactive cannot clock in or out. Also, inactive employees do not display in the employee listing unless they select the Include Inactive Employees option.
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CONTACT INFORMATION Section
Field Description Phone 1 Type the employee’s primary contact phone number.
Street Type the street address for the employee.
Phone 2 Type the employee’s alternative contact phone number.
City Type the employee’s city.
E-Mail Type the employee’s e-mail address in the format: [email protected]
State Type the employee’s state.
Zip Type the employee’s zip code.
PAYROLL INFORMATION Section
Note: Default departments and default jobs display only when editing an employee.
Field Description Payroll Policy Select the payroll policy template that applies for this employee.
Salary Type Select the appropriate salary type for the employee. The options are:
• Salaried • Hourly
Note: This setting works in combination with the Pay Rate field.
Employee Type Select the tax status for the employee. The options are:
• Non-Exempt • Exempt
Pay Rate Type the employee’s pay rate. This calculates according to the option selected in the Salary Type field. Salaries should be yearly.
Non-Paid Individual Select Non-Paid Individual to add a non-paid individual to track hours and run reports only. Shift Differential Select the shift differential template for the employee.
Charge Rate Select the Charge Rate applicable for this employee.
Enforce Schedule Select whether the employee is to be restricted to working his or her schedule. If this setting is checked, the employee can only clock in or out when scheduled to clock in or out.
Holiday List Select the holiday list applicable for this employee.
Enforce lunch Select whether new employees are restricted to lunch by default.
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BENEFIT Section
Field Description Use Accrual Rule Check this box if you want Paychex Time and Labor Online to use a benefit policy accrual rule to accrue benefits on an ongoing basis, in addition to the starting balances for vacation, sick, and personal.
Accrual Rule Select the benefits accrual rule, also called benefit Policy, applicable for this employee.
Reset Date Type the benefits reset date for this employee. The benefits reset date is the date on which the employee’s yearly benefits accrual starts over. Reset dates can be globally set for the entire company or set individually for each employee. If the Use Global Benefits Reset Date option is selected on the General Configuration page, this field displays
Initial Vacation (Hrs) Type the number of vacation hours available to this employee.
Initial Sick (Hrs) Type the number of sick hours available to this employee.
Initial Personal (Hrs) Type the number of personal hours available to this employee.
CUSTOM FIELDS Section
These fields are specific to your company. See the Custom Personal Information page for details. Where applicable, enter the corresponding information for each custom field.
WEB ACCESS Section
Field Description Allow this Employee to Check this option if the employee can access to the Access the system Paychex Time and Labor Online Employee page or through the Web Admin Home page. If this setting is not checked, the employee can not access the application.
Generate default login Check this option to auto populate the Web Login ID, information Password, and Confirm Password fields based on employee defaults.
Web Login ID Type the login ID for this employee. This is the login the employee uses when accessing Paychex Time and Labor Online.
Notes: • The maximum number of characters is 20.
• When the ‘Generate default login information’ check box is selected, the Web Login ID field is grayed out.
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Field Description Reset Invalid Select to unlock a locked MyPaychex.com user’s Password Lock TLO account when the user attempts to log into TLO directly, fails to provide the correct credentials, and is locked out of TLO due to too many failed attempts.
Password Type the password for this employee.
Notes: • When the ‘Generate default login information’ box is checked, the Password field is grayed out.
• The maximum number of characters is 20.
• The minimum number of characters is 8 and require 3 of the following 4 composition requirements:
• 1 upper case alphabetic (A-Z) • 1 lower case alphabetic (a-z) • 1 numeric (0-9) • 1 special character (@,#,$,%,^,&,+,=)
• When the ‘Generate default login information’ box is checked, the minimum password requirements are ignored.
Confirm Password Type the password for this employee again to confirm it. The maximum number of characters is 20.
Note: When the ‘Generate default login information’ box is checked, the Confirm Password field is grayed out.
Feature Access Select the appropriate security access for this Template employee. The options are:
• User Access Only • Admins (full administrative access) • Any security group templates, department-restricted administrative access that could have been created.
Note: User Access only allows the employee to use Paychex Time and Labor Online to clock in and out and view his or her own benefits, schedule, hours, and messages. It does not allow access to any system- wide centers or settings. For more information, refer to the Feature Access Templates section.
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Field Description IP Access Policy Select the appropriate IP access policy for this employee. This policy restricts the locations from which the employee can access the Paychex Time and Labor Online site.
Allow Employee to Select this option if the employee can use clock in/out through Paychex Time and Labor Online to clock in the Web and out, clock to lunches and breaks, and transfer departments and jobs.
Allow Employee to Select this option if the employee can submit submit Timesheets timesheets through Paychex Time and Labor for Online.
Work Hours Select this option if the employee can submit timesheets for hours coded as the work pay type.
Default Clock-In Enter the default clock-in time for work entries Time submitted through timesheets.
Non-Work Hours Select this option if the employee can submit timesheets for hours coded as non-work pay types. This includes hours coded as vacation, sick, personal, etc.
Non-Work Pay Type Select at least one non-work pay type from the Filter choice boxes to determine which pay types an employee can access via the time sheet. Default Non-Work Select this option if hours coded to the non- Hours to “Paid” work pay types are to be paid by default.
Default Non-Work Select this option if hours coded to non-work Hours to “Apply to pay types are to be included in overtime by Overtime” default.
3. To save the entry, click Apply. The Confirmation page displays to confirm the employee was added.
Note: The employee is not added and the entry is lost if you do not click Apply.
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Edit an Employee’s Information
1. In the Current Employee section, verify that the employee you want to edit displays. If the employee does not display:
• select the employee in the Search Results section or • select Previous Employee or • select Next Employee.
2. In the Current Employee section, click the employee’s name or click Edit. The Edit Employee page displays.
3. Edit the settings as appropriate. For more details on these settings, refer to Adding an Employee.
4. To save the entry, click Apply Changes or Apply and Return Home.
Note: The employee is not added and the entry is lost if you do not click Apply Changes or Apply and Return Home.
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Time Sheet Section
The Time Sheet Section is a convenient display of the current employee’s hours for the specified week. At a glance, you can view any pay type that has hours for this period such as work, lunch, break, sick, vacation, and personal as well as totals. You can also edit your employees’ time from this view.
Time Sheet Icons
Icons display with the current week’s time sheet; the table below identifies their meaning.
Icon Description The Expand View icon displays detailed information about the selected shift and allows you to edit, add, or delete information.
The Red X icon allows you to delete the selected shift.
The Checkbox icon indicates that a timesheet has been approved by a supervisor.
The Check icon indicates that a timesheet has been approved by an
employee.
The Arrow/Page icon indicates that information on the timesheet has been modified. Click the icon to display the Time Sheet Audit Trail page.
The Notes icon displays that an employee has entered a note. Move your cursor over the note to view it.
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Timesheet Summary Subsection
The current week’s timesheet summary displays the Regular, OT1, OT2, and Unpaid time.
Terminology
The following table defines some of the terms used in timesheets. Refer to the figure of a timesheet below for further reference.
Term Definition Shift A Shift is a block of time.
Work Shift A Work Shift is a shift defined by a clock in and a clock out, usually entered by the employee punching in and out. Administrators can also enter work shifts for an employee through the Day Timesheet page, if necessary.
Non-work Shift A Non-work Shift is a block of time associated with a pay type other than work and is usually entered by the administrator through the Day Timesheet page. Employees who have been given permission to submit timesheets for non-work hours can also enter non-work shifts.
Shift Detail A Shift Detail is an action that occurs while an employee is clocked in. Shift details only exist within a shift. There are five shift details: • Start Lunch • End Lunch • Start Break • End Break • Transfer
Add a Partial Shift Select the Add a Partial Shift function to add any of the prior details.
Mass Transaction Mass Transaction Editor allows the administrative Editor user to add a pay adjustment to an individual employee or multiple employees for closed pay periods.
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Add, Edit, Delete, and Approve a Timesheet
Add a Work Shift
When an employee is not able to clock in or out normally, you can add a work shift. For example, this is useful if the employee is working away from the office while traveling or at training.
1. Click Add Work Shift. The Add Single User Work Shift for ALLEN, JEFFERY page displays.
2. In the Shift Section, enter information in the settings, as appropriate.
SHIFT Section
Field Description Action Select the appropriate action (Clock In, Clock Out, Start Lunch etc.). Date Type the date of the clock in or click the Date Picker icon to navigate in the calendar.
Time Type the time for the clock in.
Supervisor Notes Type any notes you wish to associate with the clock-in entry.
Employee Notes Displays any notes that the employee entered. Supervisor Approved Select this option to approve the shift entered. Swipe and Go When this option is selected, TLO does not define the type of punch entered (Clock In, Clock Out, Start Lunch, etc.). TLO only records the time of the punch.
Date Type the date of the clock out.
Time Type the time for the clock out.
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Recurrence Section
This section defines a recurring pattern for the shift. By default, the recurrence is set to zero to indicate that the shift should be entered only once. Entering a number in the recurrence section causes the shift to be duplicated for the number of days specified. Use this when entering the same basic information for several days in a row. As an example, you could use this option to add a shift for the entire work week, if necessary.
Field Description Duplicate this entry Type the number of additional days for which to for the next XX days create this entry. Include weekends By default, Paychex Time and Labor Online when creating duplicates the entries only on weekdays. Select recurring entries this option if Paychex Time and Labor Online is to also create entries on weekend days.
3. To complete the entry, click Apply. The Time Sheet page displays the new entry.
Note: The shift is not added if you do not click Apply.
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Add a Non-Work Shift
Use the Add a Non-Work Shift section to enter time associated with any time other than the work pay type; vacation, sick, and personal time used; as well as any custom pay types your company can use.
1. Click Add Non-Work Shift. The Add Single User Non-Work Shift for ALLEN, JEFFERY page displays.
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2. Enter the settings as appropriate:
SHIFT (Non-Work) Section
Field Description Pay Type Select the pay type to associate with this shift. Date Type the date for the shift. Number of Hours Type the number of hours for the shift. Notes Type any notes you wish to associate with this shift. Employee Notes Displays employee notes. Supervisor Approved Select this option to approve the non-work time entered. Mutual Consent to Select this option when the total work period Waive Period per day is more than six hours. This allows the meal period to be waived by mutual consent and automatically changes the additional hour to zero. Pay Level Select whether non-work time is paid at regular, OT1, OT2, or unpaid. Apply towards OT Select whether the hours apply towards overtime for the week.
Duplicate this entry for the next XX days: Type the number of additional days for which to create this entry.
3. To complete the entry, click Add Shift. The Day Timesheet page displays with the new entry.
Note: You must click Add Shift to add the shift.
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Edit Timesheets
1. In the Current Employee section, verify that the employee displayed is the one whose timesheet you wish to edit.
2. Navigate to the week containing the shift to edit.
3. Change the In Time or Out Time cells that correspond to the day you want to change and click the Save icon. Or, edit the shift by clicking the Expand Timesheet icon (magnifying glass), The Timesheet Detail page displays.
4. Change the value in the Time field for clock in, clock out, and labor levels, add a note, and click Apply to update the timesheet.
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Delete a Shift
Use the Delete a Shift section if someone enters a shift in error. This can happen when an employee double punches
Example: An employee accidentally clocks in or out twice.
Note: Deleting a shift removes only the shift selected.
1. Navigate to the date on which the shift you wish to edit occurred.
2. Click Delete Record. The Confirmation page displays.
3. To confirm the deletion, click Yes. To cancel and return to the Day Timesheet page, click No.
Add a Partial Shift:
Use the Add a Partial Shift section to manually enter work, lunch, and break details in the Add a Partial Shift section. This is useful for adding a single punch when an employee forgets to clock out to or in from lunch or break.
1. Click Add a Partial Shift. The Partial Shift page displays.
2. Enter the settings as appropriate:
Field Description Action Select clock in, out, start lunch, start break, end lunch, end break, or transfer option. Date Type the date for the detail. This must be the same date as the shift in which you are entering the detail. Time Type the time for the detail. This must be within the range of the shift in which you are entering the detail.
Supervisor Notes Type a note if appropriate. Employee Notes Displays a note that an employee has entered. Supervisor Approved If the shift entered is approved, select this option.
Swipe and Go Select this option if detail is Swipe and Go.
Recurrence Section
This section defines a recurring pattern for the entered shift. By the default, the recurrence is set to zero to indicate that the shift is entered only once. Entering a number in the recurrence section causes a duplication of the shift for the number of days specified. Use this when entering the same basic information for several days in a row. You could use this to enter time for an employee out of the office at training for a week, for example.
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Daily Timesheet Approvals/Unapprovals
You can approve timesheets on a daily basis from the Time Sheet section.
1. Navigate to the date for which you would like to approve timesheets.
2. Above the shift you would like to approve or disapprove, click Supervisor Approved. The link changes to reflect your request.
Note: Timesheets can also be approved through the Timesheet Approvals link.
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Timesheet Sheet Approvals Link
Select the Time Sheet Approvals link to view the Timesheet Sheet Approval page. Use this page to list employees with unapproved or approved time within a specified date range. Once identified, group approvals or unapprovals can then be performed collectively.
Note: An asterisk displaying to the right of a day of the week indicates that the timesheet is unapproved.
1. In the Current Employee section, verify that the employee displayed is the one for which you wish to approve or disapprove timesheets. If not, select the name from the Search Results section.
2. On the Admin home page, click Timesheet Approvals.
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3. Enter the settings as appropriate:
Field Description Date Filter Based on Payroll Policy: Use this option to select a date range specified in one of the policies. You must select a new payroll policy from the pick list to change the payroll policy.
Previous: Use this option to return to the previous pay period for the selected policy.
Current Pay Period: Use this option to select the current pay period for the selected policy.
Next: Use this option to advance to the next pay period for the selected policy.
User Defined: Use this option to enter any date range.
Employee Filter Show employees:
• With Unapproved-time • That are Approved
Note: Only employees with all their time approved display when you select That are Approved.
Employee Access Group: Select from the appropriate Employee Access Group in the drop- down menu.
Results Summary Displays result from Employee Filter settings – Total Employees, Employees with exceptions, and Timesheets not approved by employees.
Results Filter Select form pick list from – Show Exceptions only, Employee Unapproved Timesheet or Exception and Unapproved.
Employee List Use check boxes to approve.
Process all Use this option to select all employees to process. employees on this page
Note: Processing a large number of approvals can take some time. To finish timesheet approvals, select all the employees that need their timesheets approved, then click Approve Checked Employees. This approves the selected employees and generates a timesheet audit trail of the transaction. You can also refer to the legend to explain any icons that can display next to an employee’s name.
To finish timesheet approvals, select all the employees that need their timesheets approved and click Approve Checked Employees. This approves the selected employees and generates a timesheet audit trail of the transaction. You can also refer to the legend to explain any icons that can display next to an employee’s name.
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Schedule Section
The Schedule section is a convenient display of the current employee’s generated schedule for the specified week. Schedules must generate before they display here.
Navigate in Schedule
The current week’s schedule displays by default, but you can easily navigate to other weeks.
1. Click Previous Week to scroll to the previous week’s data.
2. Click Next Week to scroll to the next week’s data.
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Edit an Employee’s Schedule
Changes made to an employee’s schedule on this page only affect the days modified; they do not change any other days, any other weeks, or the Schedule Template assigned.
Click Edit Schedule to change the employee’s schedule. The Week Schedule page displays.
Scheduled Shifts Section
The Scheduled Shifts section displays the number of shifts per day this employee’s schedule can accept. A shift is a block of time from clock in to clock out. The number entered on the Scheduled Shifts page corresponds to the number of shift lines per day that display on the page. When determining how many shifts per day are needed, take into consideration all days in the week. Select the highest number, even if it only applies to one day, as you are able to leave shift entries blank, if necessary.
1. Verify or enter shifts per day by entering the maximum number of shifts per day needed for the selected Schedule Template.
2 Click Refresh to complete the change.
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Week Schedule Section
In the Week Schedule section, the currently selected employee’s weekly schedule displays; the employee’s name is at the top of the page. The schedule for the current week displays by default, but you can scroll to previous or following weeks by clicking Previous or Next.
1. For each shift for each day that needs to be edited, modify the settings as appropriate:
a. Start time: Type the starting time for the shift. Times should be entered in 12-hour format.
Example: 8:00 a.m., 12:00 p.m., 7:30 p.m.
Note: Use a and p in place of a.m. and p.m.
b. End Time: Type the starting time for the shift. Times should be entered in 12-hour format.
Example: 8:00 a.m., 12:00 p.m., 7:30 p.m.
Note: Use a and p in place of a.m. and p.m.
2. To complete the edits, click Update. The screen refreshes to reflect the changes.
Note: You must click Update to save changes.
Schedule Templates Section
The Schedule Templates section allows you to assign a previously created schedule template to the current employee. The employee’s schedule does not change until the next time you generate schedules.
Assign an Employee to a Schedule Template
Assign templates to employees without a rotating schedule
1. Click Add. A template drop-down menu displays.
2. Select the Schedule Template that applies to this employee.
3. To complete the assignment, click Assign.
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Assign templates to employees with rotating schedules
1. Click Add. A template drop-down menu displays.
2. Repeat step 1 until the employee displays the correct number of weeks for the employee’s rotation.
Note: After you add all of the weeks, the schedule rotation weeks display in the order they occur in the future. The date next to the week number indicates the next time that that schedule occurs in the rotation.
3. Select the Schedule Template for each week in the rotation that applies to this employee.
4. To complete the assignment, click Assign.
Express Scheduler
The Express Scheduler allows for a prompt approach to adding weekly schedules for one or many employees. Access this feature through the home page under the schedule section.
Access the Express Schedule by using the Express Scheduler link in the Schedule Menu.
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In the Express Scheduler, there are fields for Week Starting date, First and Second Labor Levels to Display, Employee Group filter along with a link to Default Labor Level Filter.
1. In the Week Starting field type the week start date that the Express Scheduler displays.
2. In the Labor Levels to Display field use the drop-down menus to select which labor levels must be displayed in the Express Scheduler.
3. In the Employee Group field use the drop-down menus to filter which group of employees displays in the Express Scheduler by Employee Group.
4. Click Default Labor Level Filter to filter which group of employees to view in the Express Scheduler by Labor Levels.
5. Click Apply to apply filter and return to the setup screen of the Express Scheduler.
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6. After all the filters are set, click Apply to access the Express Scheduler. The Express Scheduler displays current assigned schedules for selected Employees.
7. To use the Express Scheduler, complete the appropriate data for selected employee(s), then click Apply Changes. If your have employees on the next page, click Apply and go to next page.
Notes: In the start and stop times, a.m. and p.m. are not case sensitive.
Example: 8 am, 8:00, 08:00, 8p.m., 20:00. are all valid entries.
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8. To add labor level information click the Assign Labor Levels icon (magnifying glass). On the Select Labor Levels screen, select from the lists of labor levels that you wish to assign.
Note: Use the icon to copy the day’s information to the next day.
Before: After:
9. Click the icon to delete schedule data for that day.
10. Click Add Shift to add another shift for that employee for that week.
11. Click Apply at the bottom of the page to apply the changes made to the employee’s schedules.
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Add Pay Adjustment Section
The Pay Adjustments section allows you to grant a pay adjustment to the currently selected employee. Pay adjustments are defined on the Pay Adjustments page.
Note: This section is hidden by default.
1. Verify that the employee to whom you wish to grant the adjustment displays in the Current Employee section.
2. Type the settings as appropriate:
Field Description Type Select the adjustment type for this adjustment.
Date Type the posted date for this adjustment.
Amount Type the dollar amount for this adjustment.
Notes Type any notes you wish to associate with this adjustment.
3. To complete the entry, click Apply.
Notes: To make the adjustment, you must click Apply.
Pay adjustments cannot be applied to a closed pay period.
The adjustment displays in the Pay Adjustments section.
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Pay Adjustments Section
The Pay Adjustments Section provides you with a brief look at the current employee’s pay adjustments for a selected period.
Note: This section is hidden by default. The Pay Adjustments Section includes the following:
Field Description Day The day you recorded the adjustment.
Date The date you recorded the adjustment.
Type The adjustment type for the pay adjustment.
Amount The monetary amount of the adjustment.
Notes The notes entered with the adjustment.
Total The total of all adjustments for this employee during the selected period.
Navigate in Adjustments
The current week’s adjustments display by default, but you can easily navigate to other weeks.
1. Click Previous Week to scroll to the previous week’s data.
2. Click Next Week to scroll to the next week’s data.
Edit Adjustments
1. Navigate to the week/day you wish to view or edit.
2. Click Expanded View for the one you wish to edit.
3. Edit the settings as defined in the Pay Adjustment section.
4. Click Update.
Note: You must click Update to save the changes.
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Quick Message Section
The Quick Message section allows administrators to send messages to employees. Send messages to individuals, all employees in the current search results, or the entire company.
Employees receive sent messages when they log onto their home page.
To Send a Message
1. Enter the settings as appropriate:
Field Description Message Type the message you wish to send.
Expires Type the message’s deletion date.
Send to Select the recipient(s) of the message.
The options are:
• All: Sends the message to all employees in your Paychex Time and Labor Online database.
• Current: Sends the message to the employee displayed in the Current Employee section of the Admin home page.
• Search Results: Sends to the Message to employees displayed in the Search Results section of the Admin home page.
2. To send the message, click Send. The Confirmation page displays to indicate that the message went through successfully.
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Benefits Section
The Benefits section provides you with a brief look at the current employee’s benefit accruals. The Amounts cannot be changed in this view. The Benefits section includes the following:
Column Description Column 1 The name of each benefit type within the selected employee’s benefit policy.
Initial The initial number of hours given to the employee or those that rolled over from the previous accrual period.
Granted The current benefit hours accrued, based on the benefit template assigned to the employee and the accrual reset date.
Used The amount of benefit time used by the employee for the specific pay type, for example, Vacation.
Note: When Benefits are administered by the Paychex Preview payroll application, the Initial, Granted, and Used columns are replaced with Current Balance, Approved, and Available Balance. Additionally, the Benefit types are not linked. The Current Balance is updated as payroll updates occur from Preview.
Column Description Current The current balance is fed to TLO from Preview. Balance Approved • All the time approved for the current pay period or in the future.
• Any time off added manually for the current pay period or a future pay period by the supervisor.
Available The difference between the Current Balance and Approved columns. Balance
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View Detailed Employee Benefits Section
To access the Detailed Employee Benefits section, click a benefit from the Employee home page.
Note: When the Hide Benefits feature is set to “Yes”, the Initial, Granted, and Used columns do not display; and the Benefit types are not linked.
This section contains the following fields:
Field Description Pay Types The name of the pay type.
Initial The initial number of hours given to the employee or those that rolled over from the previous accrual period.
Accrued The number of accrued hours based on the benefits accrual rules established.
Used The amount of time used or taken by the employee since the accrual reset date. This number calculates based on the vacation, sick, or personal shifts entered for the employee.
Balance The current available balance for the employee. Paychex Time and Labor Online calculates this number using the following formula: (initial time + time accrued) – (time used) = time left Enter the starting time on the Edit Employee page.
Calc-Thru The benefit calculates through this date.
Reset Date The date on which the benefit is reset
Recalculate this This link opens a page where you can recalculate an employees employee’s benefits. Refer to the Recalculate benefits Employee Benefits section for more information.
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Recalculate Employee Benefits
Access the Recalculate Benefits page from the Detailed Benefits page by clicking Recalculate this Employee's Benefits. The current totals at the bottom of the page are the current totals to date for the employee selected.
1. In the Current Employee section, verify the employee selected is the employee you wish to edit. From the Admin home page, click Pay Type.
2. Click Recalculate this Employee’s Benefits. The Recalculate Benefits Screen displays.
3. Select the checkboxes next to the pay types you wish to recalculate.
4. Type the appropriate changes in the Initial time, Initial Time Accrued, or Starting On columns.
5. Type the desired recalculate through date.
6. Click Request Recalculation. The Recalculate Benefits Process screen displays.
Notes: • Only checked pay types recalculate.
• The Recalculate through Date overrides the benefit accruals Calc Thru Date, which is set in the General Configuration section. This date must be prior to today.
• To recalculate benefits using different recalculate through dates, start with the latest date and work backwards. Each operation, when complete, returns you to this page. Refresh your browser to see the recalculated values.
• When the Hide Benefits feature is set to “Yes”, the Initial, Granted, Used, and Balance columns do not display.
7. Click Return for the Detailed Benefits for Employee screen to review the recalculation.
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Custom Info Section
The Custom Info section displays the current employee’s custom personal information.
Note: Before this field can accept any information a Custom Personal Information field needs to be added by the administrator, through the Configuration link,
Add or Edit Custom Info
1. In the Current Employee section, verify that the employee you wish to edit displays. If not, first select the employee in the Search Results section.
2. In the Current Employee section, click the employee’s name or click Edit. The Edit Employee page displays
3. Type the custom personal fields as appropriate.
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Chapter 4 - Administrator Functions: The Sub-Menus
Home Link
The Admin home page is an administrator’s workspace. The Admin home page displays important system and employee data. It also contains links to all administrative functions in Paychex Time and Labor Online. From the Admin home page, you can manage employees, link to configuration screens, and generally administer your company’s Paychex Time and Labor Online account.
Reports Link
The Reports page provides access to all available reports in Paychex Time and Labor Online and allows you to generate schedule reports for your company.
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On the Paychex Time and Labor Online’s Report page:
• You can make reports either public or private.
• Any of your company’s Paychex Time and Labor Online administrators can view public reports.
• Only the administrator who originally requested the report can view a private report.
• You can generate reports immediately, at a particular scheduled time, or on a recurring schedule.
Terms used in Reports
Term Description
Request Refers to specifying the elements for a report, such as: filters, date ranges, and when to schedule the report. A report request does not display any specific data. It displays the parameters for the report.
Schedule Refers to specifying a time and/or recurrence for Paychex Time and Labor Online to run a report.
Generate Refers to running the report at its scheduled time.
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Understanding the Reports Page
Reports are scheduled, rather than produced on-demand, for several reasons. Some reports take several minutes to generate, depending on the complexity of the report and the number of employees. Most people prefer to know when a report is to be ready. Many customers ask for reports at the same time. Scheduling reports allows Paychex Time and Labor Online to balance the requests, ensuring that everyone receives their reports in a timely manner.
Reports are queued so that they do not slow down the response times of customers working in Paychex Time and Labor Online. Scheduling a report to be generated is a simple process.
1. Select a report to schedule.
2. Provide a name and select other criteria you want to include.
3. Indicate how you would like it scheduled: one time or recurring, and when.
4. Generate the report.
Note: You can request an e-mail notification when the report is ready. It is very helpful to schedule some reports on a recurring basis. This allows you to have key reports available at regular intervals, especially if they are requested frequently.
Example: If you need a payroll report every Friday at noon for the previous week’s hours, you can schedule the report to run every Thursday night at midnight. The report is ready for you automatically when needed.
Printing and Exporting
You can print all Paychex Time and Labor Online reports and select from the PDF, RTF, CSV, and TIFF file formats to view the report.
Schedule Reports Section
The Schedule Reports section displays a list of all available reports that you can generate. Select the report you wish to generate from this section.
Request and Schedule a Report
The first step to scheduling a report is to complete a request form that specifies the report you want, when you need it, and other important parameters. Click the link for the report you wish to schedule. The Report Request page for this report displays.
The settings available depend on the report selected. Enter the settings as appropriate.
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Field Description Description Describes the attributes of the report you selected.
Report Information Defines how Paychex Time and Labor Online refers to this report and who can view it.
• Report Name: Type the name you wish to use to refer to this report after it is generated. This name displays in the Generated Reports section of the Admin Home page.
• Type: Select if this is a public or a private report. Public reports can be accessed by any administrator in your company. Private reports are only accessible to you.
Payroll Policy Select the Payroll Policy link to filter the list of employees that appears in a report by payroll policy.
Note: This option is not available for Template reports.
Report Options Select the options for this report.
Note: These options are not available for all reports.
Generate Report Select which employees are represented in this for report.
Note: Click All if the report is to show data for all employee groups that you can access.
Labor Level Filter Select this option if you wish to filter your report by different labor levels.
Sort by Select how you would like to sort your employees' information on the report.
Report Format Select the file format for your report (PDF, Excel, RTF, or TIFF).
Extra Option • Select if you want to filter by exempt or non- Filters exempt employees or by salary or hourly employees.
• Select if you want to Include Other Manager Permissions information on the report.
Note: This option is not available for all reports.
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Field Description Date Ranges Select the dates to run your report.
• Current pay period: Select this option to include data from the current pay period as defined by the payroll policy selected in the previous option.
• Previous pay period: Select this option if you want the report to include data from the previous pay period as defined by the payroll policy selected in the previous option.
• Yesterday: Select this option if you want the report to include only yesterday’s data.
• Today: Select this option if you want the report to include only today’s data.
• User defined: Select this option if you want the date range for the report to be user defined. User defined dates are indicated using the report date as a defining point.
• From: Type the starting date for the data included in the report.
• To: Type the ending date for the data included in the report.
Note: A valid date range must be entered to generate a report.
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Field Description Generate Report Define when to run the report.
• As soon as possible: Select this option to run the report at the earliest opportunity.
• At this time: Select this option to run the report at a specified time. Type the time when it should run.
• In this time zone: Select the time zone that applies to the time entered. This ensures that the report is run at the correct time for you, regardless of what time it is at the Paychex Time and Labor Online server.
• On Date: Select this option to run the report one time on a specific date, at the time entered above. Type the date the report should be run.
• Daily: Select this option to run the report every day at the time entered previously.
• Include Weekends: Select this option if the daily setting should include weekends.
• Weekly on: Select this option to run the report every week on a particular day of the week. Also, select the day of the week.
• Biweekly on: Select this option to run the report every other week on a particular day of the week. Select the day of the week. Select Start after next occurrence if Paychex Time and Labor Online should run the report after the next time the selected day occurs.
• Semimonthly on: Select this option to run the report twice a month, on a specific date. Select the dates to run the report, for example on the first and fifteenth, the fifteenth and at the end of the month.
• Monthly on day XX of the month: Select this option to run the report once a month on a specific date. Enter the date of the month.
Enter e-mail to If desired, type the e-mail address where you wish to send report as send the notification. attachment when completed.
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Click Generate My Report.
Note: When you return to the Reports page, the name of the report request displays in the My Scheduled Reports list. The expected creation time displays in the To Be Queued column. If you select As Soon as Possible for the creation time, Not Scheduled displays because Paychex Time and Labor Online already generated the report.
Employer Shared Responsibility Reports
The Employer Shared Responsibility reports assist you in complying with the Employer Shared Responsibility (ESR) provisions of the Affordable Care Act that requires all businesses with 50 or more full-time equivalents (FTEs) to report detailed information about their workforce and health insurance benefits to the IRS. Businesses that do not comply are at risk for substantial financial penalties.
The following reports assist you in meeting these requirements.
• Applicable Large Employer Report - This report calculates the total number of Full Time employees and Full Time Equivalent (FTE) employees per month as defined by the Employer Shared Responsibility provisions and lists all employees' Total Paid Hours.
• Applicable Large Employer Scheduled Report - This report calculates the total projected number of Full Time and Full Time Equivalent (FTE) employees based on the employer’s schedules for a month as defined by the Employer Shared Responsibility provisions and lists all employees' Total Scheduled Hours.
• Approaching Threshold Hours Report - This report lists employees and their number of hours worked within a specified date range.
Refer to the instructions included with each report for additional information.
Paychex also has a robust suite of Employer Shared Responsibility reporting, administrative, and benefits solutions, to help you with the Employer Shared provisions, Visit the Paychex Employer Shared Responsibility website at http://www.paychex.com/health-reform/esr/ for additional information.
Points Tracking Export Report
The Points Tracking Export Report provides information used for points tracking by generating four files; one for each of the following: employee, punch, shift, and schedule data.
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My Scheduled Reports Section
All of your scheduled reports display in the My Scheduled Reports section. The section displays the following information:
Note: Only reports that are re-run display in the My Scheduled Reports section when you:
• select the Create New Scheduled Report option
or
• modify the file name or file type, and do not select the Create New Scheduled Report option.
Setting Description Report Type The type of report you wish to generate is indicated by an icon in front of the report’s name.
Report Name Displays the name you gave to the report when creating the report request.
To Be Queued Displays the next time the report is generated. Not Scheduled displays if the report request is non- recurring.
Delete Marked Allows you to delete a report request when it is Scheduled Reports no longer needed.
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Review a Report Request or Regenerate a previously Generated Report
Note: Paychex Time and Labor Online indefinitely stores your report request criteria, so you can re-generate them.
1. In the My Scheduled Reports section, click the name of your report template. The Report Criteria page displays the report’s settings.
2. To generate the report again, click Generate My Report.
Delete a Schedule Report Request
If you no longer need a report previously scheduled, you can delete it.
1. Click Delete next to the report request you wish to delete. The Confirmation page displays.
2. To complete the deletion, click Delete Report Name where the Report Name is the name of the report you selected, or to cancel, click Cancel.
3. When the deletion is complete, the Reports page displays. The deleted report no longer displays under My Scheduled Reports.
Other Users’ Scheduled Reports
The Other Users' Schedule Reports section displays a list of the reports scheduled by other users. The information displayed is similar to that of the My Scheduled Reports section. The information is display only, which means that you are not able to modify the report templates in this section.
Public Reports
TLO reports that are run as Public reports will only display in the Generated Report section for users that have access to run Public reports. These users have access to run the report, however, they are unable to change any report settings. Public reports will display under Other Users Scheduled Reports for users that do not have access to run Public reports. The report only displays the information for your direct reports, depending on your group access.
View a Generated Report
View the generated report from the Generate Reports section on the Admin home page.
Labor Level Assignments Link
Labor levels track where employees spend their time. You can assign employees to more than one level and can clock in to any labor level assigned to them.
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Schedules Link
Paychex Time and Labor Online allows you to generate schedules for your employees. In addition to being useful information for you and your employees, schedules are also used by Paychex Time and Labor Online to track attendance. Actual clock in and out times are compared to the scheduled clock in and out time to generate reports on tardiness and scheduled versus actual work. From the Schedules page, you can generate new schedule templates, assign templates to employees, and generate schedules.
Message Center Link
The Message Center page displays all currently active messages. Send messages from the Quick Message section on the Admin home Page. You can send a message to an employee if the payroll policy is set up to send a message to an employee when a supervisor or administrator edits their timesheet. The following fields display on this page:
Field Description Sender Displays the name of the person who sent the message.
Expires Displays the date on which this message expires. The message automatically deletes on that date.
Message Displays the text of the message. You can modify this text by typing in the message box, then clicking Update.
Update After making an edit to the message, click Update to save the changes.
Delete To delete a message, click Delete.
Modify a Message
You can modify a previously sent message:
1. Modify the message by typing in the Message field.
2. To save the changes, click Update.
Note: You must click Update to save changes. The page displays the new message.
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Delete a Message
You can delete a message before it expires. Paychex Time and Labor Online deletes the message automatically when it expires.
1. Next to the message you wish to delete, click Delete. The Confirmation page displays.
2. To confirm the deletion, click Delete, or, to cancel and return to the Message Center page, click Cancel. Import Link
Importing employees is a good choice when first setting up your Paychex Time and Labor Online account, as it allows you to enter employee records quickly as well as any updated employee information you changed in payroll.
There are some factors to consider; however, to ensure that you import successfully.
• You must put the employee listing in a specific format (.csv file).
• You can perform multiple imports. Keep in mind that each subsequent import updates and appends your current records. An import updates employee records in the Paychex Time and Labor Online database and adds new employee records, based on the unique employee ID number. Because you can affect large quantities of data, verify you are thoroughly prepared and organized before beginning any import operation. Configuration Link
The Configuration page contains links to all the pages within Paychex Time and Labor Online that helps configure your company’s account. The Configuration page links to other pages within the site that are documented elsewhere in this manual. The instructions in this chapter describe how to use the Configuration page and how to use cross-references to locate appropriate documentation for the linked pages. For more information and details, refer to the Configuration page. Audit Links
The Audit page contains links where you can view Employee Updates, Time Card Export Log and/or Labor Level Export Matrix Audit Log.
• Employee Updates: Changes made to employee demographic information, including changes made to employee information in adjoining applications.
Example: If you update the employee’s address in HRO, the change displays in the TLO audit.
• Time Card Export Log: Preview clients have this option to export a history of all employee hours and/or punch data from TLO to Preview.
• View Labor Level Export Matrix Audit Log: Use to identify and track changes to the Labor Level Export Matrix.
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Status Board Tab
The Status Board allows you to view employees that are in, out, at lunch, or on break. You can view the employee’s status from the Status Board, but you cannot change it. You can view all employees or filter to see just the employees you need, and you can select if employees can view the Status Board. The Status Board displays a grid with the following columns:
• Employee Name • Out • Working • At Lunch • On Break • Last Transaction Time • Notes
Colored push-pins in the columns indicate if the employee is out for the day, working, at lunch, or on break. For example, a red push-pin in the Out column indicates that employee clocked out; a green push-pin in the working column indicates that the employee is currently clocked in. The Notes column displays notes that the employee entered at his or her last punch. By default, the Status Board displays all employees. The number of pages needed to list all employees displays at the bottom of the employee listing.
Enable/Disable the Status Board
Click Configuration. Payroll policies and employee settings define if employees can view the Status Board.
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Customize the Status Board
Navigate in the Status Board Tab
To navigate to a different page of employees in the Status Board, click Next, or type the page number you wish to navigate to, then click Go.
Filter for a Particular Labor Level
You can filter the list to display only employees of a particular Labor Level.
1. Click Change Labor Level then select the Labor Level to display from the drop- down menus.
2. To apply the filter, click Apply.
Display the complete employee listing after filtering for a status
1. Click the Filter drop-down menu, then select All Types.
2. To apply the filter, click Filter.
Print Status Board Results
1. Click Generate Status Board Results.
2. Select your criteria, then click the Generate my Report button.
3. Go to Admin home. You can then view your report under the Generated Reports section.
Navigate to the Admin Home Page for a Selected Employee
Click the employee’s name under the Search Results section. The Admin home page displays with the employee in the Current Employee section.
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Personal Settings
Paychex Time and Labor Online allows each employee to customize their own workspace in a variety of ways. The settings that an employee can customize are:
• The section states on the Employee home page • The section states on the Admin home page • Labor Levels • The number of employees displayed on the Status Board • The general appearance of the site, including color schemes and fonts
These settings store with the employee’s user profile, and are available from any authorized computer when an employee logs in.
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Section States
In Paychex Time and Labor Online, you can customize the section states of your Employee home page. You can maximize, minimize, or hide sections. Understanding these states is helpful when customizing the personal settings for your Employee home page. The following describes the three section states:
State Description Maximize In the maximized state, a section’s label and its content are visible. We recommend this state for sections you use frequently because it gives you the fastest access to a section’s contents and actions. When you first visit Paychex Time and Labor Online, all sections are maximized, except for Pay Adjustments.
Minimize In the minimized state, the section’s label is visible, but its content is not. We recommend this state for sections you use occasionally. Pages with minimized sections display faster because less information needs to be transferred from the Paychex Time and Labor Online servers to the user’s screen. The content of a minimized section is readily maximized by clicking its label.
Hidden In the hidden state, neither the section’s label nor its content is visible. You cannot see the section at all. This state is recommended for sections you rarely or never use. Pages with hidden sections display faster than pages with maximized or minimized sections.
For example if you will not be using schedules in Time and Labor Online, the Hidden option removes this unnecessary information from your Admin Home page.
Employee Home Page Subsection
You can change the default state for the sections of your Employee home page.
Select the appropriate state for each Employee home page section.
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Admin Home Page Section
Note: This section displays only if you have administrative, either full or department- restricted, rights to Paychex Time and Labor Online.
Sections
Change the default state for the sections of your Admin home page by selecting a state for each section. For more information on the different states available, refer to Section States.
Search Settings
Specify how many names to display per page. Type the number in the Search Results section of the Admin home page.
Employee Summary Fields
You can select up to four fields to display in the in the Employee Summary section of the Admin Home page.
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Labor Levels Page
You can change the default state for the sections of the Departments page. For additional information on the different states available and what they mean, refer to Section States.
Note: This section displays only if you have administrator rights to Paychex Time and Labor Online
Sections
Change the default state for the sections of your Departments page by selecting a state for each section. For additional information on the different states, refer to Section States..
Labor Levels
The name of this section refers to defined labor levels in your account.
Example: Business Units.
To display the labor level’s number next to its name you can select in on-screen views and drop-down menus. To display labor level numbers and names on-screen, click Yes, or, to display only the labor level name, click No.
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Status Board Page Subsection
You can customize the display and refresh settings for the Status Board page.
Type the settings as appropriate:
• Number of employees to list per page: Type the number of employees to display on each page of the Status Board list.
• Status board refreshes every X minutes: Type how often you wish the Status Board to refresh. Type 0 if you do not want it to refresh.
General Look and Feel Subsection
The General Look and Feel screen allows you to customize your personal format settings for Paychex Time and Labor Online. These settings affect all areas of the application, but they apply only when you are logged on. Other users view their own customized sites.
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Enter the settings as appropriate:
Field Description Color Theme Select a theme: Select a color scheme to apply.
Size Type a default width in pixels for pages in your browser. If you are unsure, leave this setting at 720.
Formats Define a look for page content.
• Date: Select a format for displaying dates. • Time: Select a format for displaying time. • Time Duration: Select a format for displaying total times. • Full Names: Select an order for displaying full names.
Labor Levels Type the number of previous levels to display in Drop Down department drop-down menus. This enables you to see Lists the full hierarchy of your department structure.
Note: Type the number of levels in your department hierarchy, less one. For example, if there are three levels in your department structure, enter two.
Fonts • General Font Name: Select a font for regular text. • General Font Size: Select a font size for regular text. • Heading Font Name: Select a font for section and page headings. • Heading Font Size: Select a font size for section and page headings.
Session Time Select the length of time that the system remains logged Out on without any activity from the user.
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Custom Reporting
The Custom Reports page provides access to customizable reports that allow the user to define the parameters of a report. With Custom Reporting, users navigate through a series of screens with options for defining filters, sorting, subtotals, totals, display headings, and settings about field access that can be viewed in a browser, emailed, or downloaded to a preferred format (.xls, .pdf, .xml, .csv, .rtf, or .tiff).
Refer to the Data Export Field Mapping Document at the end of the chapter for a list of all available fields that you can export and their location within the application.
Note: The Custom Reporting page only displays upon request. Please contact your TLO administrator or Paychex representative to activate this feature.
• To create a custom report, refer to Create New Report or Export in this section.
• To view a generated custom report, select Admin | Home | Reports.
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Setting Description Create New Report or Export Displays step 1 of 5 of the Create New Report or Export screens. Report Name Displays the name you gave to the report when creating the report request. Clicking a report name brings you to step 5 of the Create New Report or Export process so that you can generate the report. All existing data is pre-populated. Access Displays the appropriate value for each custom report. Access only displays in the My Scheduled Custom Reports section. Valid values: Public, Private Type Displays each custom report’s type based on the Type selected during step 1 of Create New Report or Export. Valid values: Company, Employee Last Modified Displays the date each custom report was last modified. The date and time format is determined by the preferences set in Personal Settings. Creator Displays the creator of each custom report. Creator only displays in the Other Users’ Scheduled Custom Reports section. To Be Queued Displays the date and time of a queued report. The format is determined by the preferences set in Personal Settings.
Notes: • The time format can be 12-hour or 24-hour, depending on preference. • If the report is not scheduled to run again automatically, Not Scheduled displays. • If the report is generating, Generating displays. • If the report is scheduled to run at a specific time, the next run time displays.
Edit Displays when the report has edit permissions. Click to display step 1 of the Create New Report or Export process. All existing data is pre-populated.
Remove Displays when the report has remove permissions. Copy Displays when the report has copy permissions. Click to make a copy of the report, with Copy appended to the report name.
• To create a custom report, refer to Create New Report or Export in this section.
• To view a custom report, click Admin | Home | Reports.
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Create New Report or Export
Use Create New Report or Export to create a report or export data.
Note: Click a Step number icon to jump between steps. Default values are used in any steps jumped.
1. Click Admin | Reports | Custom Reports.
2. Click Create New Report or Export. The Custom Reporting: Create New Report or Export - Step 1 of 5 screen displays.
3. Type a report name in the Report Name: field. This is a required field.
4. Select the report type from the Type drop-down menu.
5. If applicable, select the Discard Duplicate Information check box to ensure duplicate information does not print on the report.
6. Select the information from the Choose Information for Report list that you want to add to the report, then click >> to move the information to the Information in Report list. Press and hold Ctrl or Shift to select more than field at a time.
Note: The Report Gauge updates as information moves to the Information In Report box. The more information you select, the longer it takes the report to run.
50 – 100% 25 – 49% 1 – 24% 0%
7. Click Next >>. The Custom Reporting: Create New Report or Export - Step 2 of 5 screen displays.
8. Complete the applicable fields. Choose basic reporting filters from the applicable fields. If you need advanced filters, click Employee Filters or Schedule Filters from the Choose Advanced Reporting Filters section.
9. Click Next >>. The Custom Reporting: Create New Report or Export - Step 3 of 5 screen displays.
10. Add applicable sorting options from the Report Information and Direction drop-down menus.
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Note: In some cases, you can subtotal specific fields depending on the sort options you selected.
11. Click Next >>. The Custom Reporting: Create New Report or Export - Step 4 of 5 screen displays.
12. Choose Additional Options you want for the report (rename column headers, add grand totals, add averages, etc.
13. Click Next >>. The Custom Reporting: Create New Report or Export - Step 5 of 5 displays.
14. Click the applicable Report Header information radio button to include or suppress header information.
15. Select the applicable Access to Report or Export option from the drop-down menu to make the report or export only available to you (private) or all users (public).
16. Select the report format from the Report Format drop-down menu. • Microsoft Excel file (XLS) • XML • CSV • PDF • RTF • TIFF
17. Enter email addresses to send the report to when completed in the Email field. Click Add Another to enter another email address.
18. Click the applicable Scheduling option to schedule as soon as possible or to run at a specific time.
19. Click Generate My Report.
Edit Custom Report or Export Information
Note: Click a Step number icon to jump between steps. Default values are used in any steps jumped.
1. Click Admin | Reports | Custom Reports.
2. Click for the applicable custom report that you want to edit. The Custom Reporting: Create New Report or Export - Step 1 of 5 screen displays.
3. Type a report name in the Report Name: field. This is a required field.
4. Select the report type from the Type drop-down menu.
5. If applicable, select the Discard Duplicate Information check box to ensure duplicate information does not print on the report.
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6. Select the information from the Choose Information for Report list that you want to add to the report, then click >> to move the information to the Information in Report list. Press and hold Ctrl to select more than one line of information at a time.
Note: The Report Gauge updates as information moves to the Information In Report box. The more information you select, the longer the report takes to run.
7. Click Next >>. The Custom Reporting: Create New Report or Export - Step 2 of 5 screen displays.
8. Complete the applicable fields. Select basic reporting filters for the applicable fields. If you need advanced filters, click Employee Filters or Schedule Filters from the Choose Advanced Reporting Filters section.
9. Click Next >>. The Custom Reporting: Create New Report or Export - Step 3 of 5 screen displays.
10. Add applicable sorting options from the Report Information and Direction drop-down menus.
11. Click Next >>. The Custom Reporting: Create New Report or Export - Step 4 of 5 screen displays.
12. Choose Additional Options you want for the report.
13. Click Next >>. The Custom Reporting: Create New Report or Export - Step 5 of 5 displays.
14. Click the applicable Report Header information radio button to include or suppress header information.
15. Select the applicable Access to Report or Export option from the drop-down menu to make the report or export only available to you (private) or all users.
16. Select the report format from the Report Format drop-down menu. • Microsoft Excel file (XLS) • XML • CSV • PDF • RTF • TIFF
17. Enter email addresses to send the report to when completed in the Email field. Click Add Another to enter another email address.
18. Click the applicable Scheduling option to schedule as soon as possible or at a specific time.
19. Click Generate My Report.
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Remove Report or Export Information
1. Click Admin | Reports | Custom Reports. 2. Click for each report or export you want to remove. 3. When the pop-up message displays, click OK.
Copy a Report or Export
1. Click Admin | Reports | Custom Reports. 2. Click for the each report or export you want to copy.
A copy of the report is created in the My Scheduled Custom Reports section with Copy appended to the report name. You can edit or generate the report.
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Employee Data Type Fields
Employee Data Type Fields Time & Labor Online Field Location Benefit Adjustments | Day Admin | Home | Benefits | Benefit Type | Benefit Adjustment | Day Benefit Adjustments | Date Admin | Home | Benefits | Benefit Type | Benefit Adjustment | Date Benefit Adjustments | Hours Admin | Home | Benefits | Benefit Type | Benefit Adjustment | Hours Benefit Adjustments | Notes Admin | Home | Benefits | Benefit Type | Benefit Adjustment | Notes Benefit Adjustments | Pay Type Code (Benefit Admin | Configuration | Pay Types | Code Adjustment) Benefit Adjustments | Pay Type Description Admin | Home | Benefits | Benefit Type | Benefit Adjustment | Type (Benefit Adjustment) Custom Fields | Custom Field Name Admin | Home | Edit Employee | Custom Field Name Employee | Accrual Rule Admin | Home | Add/Edit Employee | Employee Benefits | Accrual Rule Employee | Allow Employee Clock In/Out Web Admin | Home | Add/Edit Employee | Web Access | Web Access Settings | Allow Employee Clock In/Out Web Employee | Allow Submittal Admin | Home | Add/Edit Employee | Time Sheet Submittal and Attendance Tracking | Time Sheet Submittal | Allow Submittal Employee | Badge Number Admin | Home | Add/Edit Employee | Employee Information | Badge Number Employee | Benefit Start Date (Employee) Admin | Home | Add/Edit Employee | Employee Benefits | Benefit Start Date Employee | Charge Rate (Employee) Admin | Home | Add/Edit Employee | Payroll Information | Charge Rate Employee | Contact City Admin | Home | Add/Edit Employee | Contact Information | City Employee | Contact Email Admin | Home | Add/Edit Employee | Contact Information | E-mail Employee | Contact Phone 1 Admin | Home | Add/Edit Employee | Contact Information | Phone 1 Employee | Contact Phone 2 Admin | Home | Add/Edit Employee | Contact Information | Phone 2 Employee | Contact State Admin | Home | Add/Edit Employee | Contact Information | State Employee | Contact Street Admin | Home | Add/Edit Employee | Contact Information | Street Employee | Contact Zip Admin | Home | Add/Edit Employee | Contact Information | Zip Employee | Default Clock-In Time Admin | Home | Add/Edit Employee | Time Sheet Submittal and Attendance Tracking | Time Sheet Submittal | Default Clock-In Time Employee | Default Labor Levels (Employee) Admin | Home | Add/Edit Employee | Employee's Default Labor Level Employee | Employee Number Admin | Home | Add/Edit Employee | Employee Information | Employee Number Employee | Employee Type Admin | Home | Add/Edit Employee | Payroll Information | Employee Type Employee | End Date (Employee) Admin | Home | Add/Edit Employee | Employee Information | End Date Employee | Enforce Lunch Admin | Home | Add/Edit Employee | Payroll Information | Enforce Lunch Employee | Enforce Schedule Admin | Home | Add/Edit Employee | Payroll Information | Enforce Schedule Employee | Feature Access Template Admin | Home | Add/Edit Employee | Web Access | Web Access Settings | Feature Access Template Employee | First Name Admin | Home | Add/Edit Employee | Employee Information | First Name Employee | First Name Last Name Admin | Home | Add/Edit Employee | Employee Information | First Name/Last Name Employee | First Name Middle Initial Last Admin | Home | Add/Edit Employee | Employee Information | First Name Name/Middle Name/Last Name Employee | First Name Middle Name Last Admin | Home | Add/Edit Employee | Employee Information | First Name Name/Middle Name/Last Name Employee | Holiday List Admin | Home | Add/Edit Employee | Payroll Information | Holiday List Employee | IP Access Policy Admin | Home | Add/Edit Employee | Web Access | Web Access Settings | IP Access Policy Employee | Last Name Admin | Home | Add/Edit Employee | Employee Information | Last Name Employee | Last Name, First Name Admin | Home | Add/Edit Employee | Employee Information | First Name/Last Name
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Employee Data Type Fields Time & Labor Online Field Location Employee | Last Name, First Name Middle Admin | Home | Add/Edit Employee | Employee Information | First Initial Name/Middle Name/Last Name Employee | Middle Name Admin | Home | Add/Edit Employee | Employee Information | Middle Name Employee | Non-Work Hours Admin | Home | Add/Edit Employee | Time Sheet Submittal and Attendance Tracking | Time Sheet Submittal | Non-Work Hours Employee | Pay Rate Admin | Home | Add/Edit Employee | Payroll Information | Pay Rate Employee | Payroll Policy Admin | Home | Add/Edit Employee | Payroll Information | Payroll Policy Employee | Salary Type Admin | Home | Add/Edit Employee | Payroll Information | Salary Type Employee | Shift Differential Admin | Home | Add/Edit Employee | Payroll Information | Shift Differential Employee | Shift Length in minutes Admin | Home | Add/Edit Employee | Time Sheet Submittal and Attendance Tracking | Attendance Tracking | Shift Length in minutes Employee | Start Date Admin | Home | Add/Edit Employee | Employee Information | Start Date Employee | Status Admin | Home | Add/Edit Employee | Employee Information | Status Employee | Time Zone Admin | Home | Add/Edit Employee | Employee Information | Time Zone Employee | Title Admin | Home | Add/Edit Employee | Employee Information | Title Employee | Track Attendance Only Admin | Home | Add/Edit Employee | Time Sheet Submittal and Attendance Tracking | Attendance Tracking | Track Attendance Only Employee | Web Access Admin | Home | Add/Edit Employee | Web Access | Web Access Employee | Web Login ID Admin | Home | Add/Edit Employee | Web Access | Web Access | Web Access Settings | Web Login ID Employee | Work Hours Admin | Home | Add/Edit Employee | Time Sheet Submittal and Attendance Tracking | Time Sheet Submittal | Work Hours Employee Benefits | Accrued Hours Admin | Home | Benefits | Benefit Type | Detailed Benefits | Accrued Employee Benefits | Approved Hours Admin | Home | Benefits | Benefit Type | Approved Employee Benefits | Available Balance Admin | Home | Benefits | Benefit Type | Available Balance Employee Benefits | Balance Admin | Home | Benefits | Benefit Type | Balance Employee Benefits | Calc Thru Admin | Home | Benefits | Benefit Type | Detailed Benefits | Calc Thru Employee Benefits | Current Balance Admin | Home | Benefits | Benefit Type | Detailed Benefits | Current Balance Employee Benefits | Granted Hours Admin | Home | Benefits | Granted Employee Benefits | Initial Hours Admin | Home | Benefits | Initial Employee Benefits | Last Rollover Admin | Home | Benefits | Benefit Type | Detailed Benefits | Last Rollover Employee Benefits | Pay Type Code Admin | Configuration | Pay Types | Code (Employee Benefits) Employee Benefits | Pay Type Description Admin | Home | Benefits | Benefit Type (Employee Benefits) Employee Benefits | Reset Date Admin | Home | Benefits | Benefit Type | Detailed Benefits | Reset Day (mm/dd) Employee Benefits | Used Hours Admin | Home | Benefits | Used Exceptions | Exception Name Admin | Home | Exceptions | Exception Exceptions | Date/Time Admin | Home | Exceptions | Date/Time Groups Managed | Group Name Admin | Configuration | Employee Group Members | Add | Add Group | Employee Group Name Group Membership | Group Name Admin | Configuration | Employee Group Members | Current Group | Group Name Group Membership | Manager Name Admin | Configuration | Employee Group Members | Managers Name Finger Template | Fingerprint Status Admin | Configuration | System | Time Clocks Labor Levels | Labor Level Charge Rate Admin | Configuration | Labor Levels | Setup Labor Levels | Charge Rate Labor Levels | Labor Level Code Admin | Configuration | Labor Levels | Setup Labor Levels | Code Labor Levels | Labor Level Detail Description Admin | Configuration | Labor Levels | Setup Labor Levels | Description Labor Levels | Labor Level Name Admin | Configuration | Labor Levels | Define Labor Levels
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Employee Data Type Fields Time & Labor Online Field Location Labor Levels | Labor Level Override Charge Admin | Configuration | Labor Levels | Assign Labor Level Override Rates | Rate Charge Rate Labor Levels | Labor Level Override Pay Rate Admin | Configuration | Labor Levels | Assign Labor Level Override Rates | Pay Rate Labor Levels | Labor Level Pay Rate Admin | Configuration | Labor Levels | Setup Labor Levels | Pay Rate Labor Levels | Labor Level Prevailing Charge Prevailing Rate based on Setup Labor Levels or Assign Labor Level Override Rate Rates | Charge Rate Labor Levels | Labor Level Prevailing Pay Rate Prevailing Rate based on Setup Labor Levels or Assign Labor Level Override Rates | Pay Rate Pay Adjustments | Amount Admin | Home | Pay Adjustments | Amount Pay Adjustments | Date Admin | Home | Pay Adjustments | Date Pay Adjustments | Day Admin | Home | Pay Adjustments | Day Pay Adjustments | Notes Admin | Home | Pay Adjustments | Notes Pay Adjustments | Pay Adjustment Code Admin | Configuration | System | Pay Adjustment Types | Code Pay Adjustments | Pay Adjustment Type Admin | Configuration | System | Pay Adjustment Types | Description Permission to Employee Manager Groups | Admin | Home | Edit Employee | Web Access | Permission to Employee Group Name Manager Groups | Group Name Permission to Employee Manager Groups | Admin | Configuration | Security | Employee Group Members Managed? Permission to Employee Manager Groups | Admin | Configuration | Security | Employee Group Members Manager Name Punch Detail | # of Hours Admin | Home | Time Sheet | Expanded View | Number of Hours Punch Detail | Action Admin | Home | Time Sheet | Expanded View | Action Punch Detail | Apply towards Overtime Admin | Home | Time Sheet | Expanded View | Apply Towards Overtime Punch Detail | Clock ID Admin | Configuration | Security | Time Sheet Audit Trails Punch Detail | Date Admin | Home | Time Sheet | Expanded View | Date Punch Detail | Employee Note Admin | Home | Time Sheet | Expanded View | Employee Notes Punch Detail | Labor Levels Admin | Home | Time Sheet | Expanded View | Employee Labor Level Punch Detail | Pay Level Admin | Home | Time Sheet | Expanded View | Pay Level Punch Detail | Pay Type Code (Punch Detail) Admin | Configuration | System | Pay Types | Code Punch Detail | Pay Type Description (Punch Admin | Home | Time Sheet | Expanded View | Pay Type Detail) Punch Detail | Rounded Time Admin | Home | Time Sheet | Expanded View | Time Punch Detail | Shift Code Admin | Home | Time Sheet | Expanded View | Shift Differential Information | Shift Punch Detail | Source Admin | Configuration | Security | Time Sheet Audit Trails Punch Detail | Supervisor Approved Admin | Home | Time Sheet | Expanded View | Supervisor Approved Punch Detail | Supervisor Notes Admin | Home | Time Sheet | Expanded View | Supervisor Notes Punch Detail | Swipe & Go Admin | Home | Time Sheet | Expanded View | Swipe and Go Punch Detail | Time (Punch Detail) Admin | Home | Time Sheet | Expanded View | Time Schedule | Day of the Week Admin | Home | Schedule | Day Schedule | Date Admin | Home | Schedule | Date Schedule | End Time Admin | Home | Schedule | End Time Schedule | Labor Levels Admin | Home | Schedule | Edit Schedule | Labor Levels Schedule | Start Time Admin | Home | Schedule | Start Time Time Card | Charge Rate Admin | Home | Edit Employee | Payroll Information | Charge Rate Time Card | Date Admin | Home | Time Sheet | Date In/Out Time Card | Day Admin | Home | Time Sheet | Day Time Card | Earning Code Admin | Configuration | System | General Configuration | Export Matrix Time Card | Employee Approved Admin | Home | Time Sheet | App.
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Employee Data Type Fields Time & Labor Online Field Location Time Card | Employee Notes Admin | Home | Time Sheet | Employee Note Time Card | End Time Admin | Home | Time Sheet | Time Out Time Card | Exception Code Admin | Home | Time Sheet | Exception Time Card | Exception Description Admin | Home | Time Sheet | Exception Time Card | Labor Levels Admin | Home | Time Sheet | Expanded View | Employee Labor Level Time Card | OT1 Admin | Home | Time Sheet | OT1 Admin | Home | Time Sheet | OT2 Time Card | OT2 Time Card | Paid Hours Admin | Home | Time Sheet | Reg Time Card | Pay Rate Admin | Home | Edit Employee | Payroll Information | Pay Rate Time Card | Pay Type Code (Time Card) Admin | Configuration | System | Pay Types | Code Time Card | Pay Type Description (Time Card) Admin | Home | Time Sheet | Type Time Card | Regular Admin | Home | Time Sheet | Reg Time Card | Rounded End Time Admin | Home | Time Sheet | Expanded View | Time Time Card | Rounded Start Time Admin | Home | Time Sheet | Expanded View | Time Time Card | Shift Code Admin | Home | Time Sheet | Shift Time Card | Start Time Admin | Home | Time Sheet | Time In Time Card | Supervisor Approved Admin | Home | Time Sheet | App. Time Card | Supervisor Approved By Admin | Configuration | Security | Time Sheet Audit Trails Time Card | Supervisor Modified Admin | Configuration | Security | Time Sheet Audit Trails Time Card | Supervisor Notes Admin | Home | Time Sheet | Supervisor Note Time Card | Total Hours Admin | Home | Time Sheet Time Card | Unpaid Hours Admin | Home | Time Sheet | Unpaid Time Off Request | Employee Notes Employee | Home | Time Off Request | Request Status | Employee Notes Time Off Request | Include Holidays Employee | Home | Time Off Request | Request Status | Include Holidays Time Off Request | Include Weekends Employee | Home | Time Off Request | Request Status | Include Weekends Time Off Request | Pay Type Code (Time Off Admin | Configuration | System | Pay Types | Code Request) Time Off Request | Pay Type Description (Time Admin | Configuration | System | Pay Types | Description Off Request) Time Off Request | Request Start Date Employee | Home | Time Off Request | Request Status | Start Date Time Off Request | Request Start Time Employee | Home | Time Off Request | Request Status | Start Time Time Off Request | Status Employee | Home | Time Off Request | Request Status | Status Time Off Request | Status Date Employee | Home | Time Off Request | Request Detail | Status Date Time Off Request | Submitted Date Admin | Home | Time Off Request Time Off Request | Supervisor Name Employee | Home | Time Off Request | Request Detail | Status User Time Off Request | Total Hours Admin | Home | Time Off Request Time Off Request Details | Date Submitted Admin | Home | Time Off Request | Submitted Time Off Request Details | Employee Notes Admin | Home | Time Off Request | Employee Notes Time Off Request Details | End Date Admin | Home | Time Off Request | End Date Time Off Request Details | End Time Admin | Home | Time Off Request | End Date Time Off Request Details | Hours Admin | Home | Time Off Request | Hours Time Off Request Details | Pay Type Code Admin | Configuration | System | Pay Types | Code (Time Off Request Details) Time Off Request Details | Pay Type Admin | Configuration | System | Pay Types | Description Description (Time Off Request Details) Time Off Request Details | Start Date Admin | Home | Time Off Request | Start Date
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Employee Data Type Fields Time & Labor Online Field Location Time Off Request Details | Start Time Admin | Home | Time Off Request | Start Time Time Off Request Details | Status Admin | Home | Time Off Request | Status Time Off Request Details | Status Date Admin | Home | Time Off Request Time Off Request Details | Supervisor Name Admin | Home | Time Off Request Time Off Request Details | Supervisor Notes Admin | Home | Time Off Request | Supervisor Notes Zone | Supervisor Admin | Configuration | System | Time Clocks | Clock Configuration | Zones Zone | Zone Name Admin | Configuration | System | Time Clocks | Clock Configuration | Zones
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Company Data Type Fields
Company Data Type Fields Time & Labor Online Field Location Admin | Configuration | System | General Configuration | Company Information Company | Address 1 | Address 1 Admin | Configuration | System | General Configuration | Company Information Company | Address 2 | Address 2 Admin | Configuration | System | General Configuration | Company Information Company | City | City Admin | Configuration | System | General Configuration | Company Information Company | Company Name | Company Name Admin | Configuration | System | General Configuration | Company Information Company | Fax | Fax Admin | Configuration | System | General Configuration | Company Information Company | Phone | Phone Admin | Configuration | System | General Configuration | Company Information Company | State | State Admin | Configuration | System | General Configuration | Company Information Company | Zip | Zip Company | Custom Personal Information | Admin | Configuration | System | Custom Personal Information | Custom Field Name Personal Field | Field Name Company | Employee Defaults | Access Group Admin | Configuration | System | New Employee Defaults | Web Access | 1 Employee Manager Group 1 Company | Employee Defaults | Access Group Admin | Configuration | System | New Employee Defaults | Web Access | 2 Employee Manager Group 2 Admin | Configuration | System | New Employee Defaults | Benefits | Accrual Company | Employee Defaults | Accrual Rule Rule Company | Employee Defaults | Allow EEs to Admin | Configuration | System | New Employee Defaults | Web Access | Allow Access the System Through the Web Employees to Access the system through the web Company | Employee Defaults | Allow EEs to Admin | Configuration | System | New Employee Defaults | Web Access | Allow Clock In/Out Through the Web Employee to clock in/out through the web Company | Employee Defaults | Allow EEs to Admin | Configuration | System | New Employee Defaults | Web Access | Allow Submit Time Sheets Employees to submit Time Sheets for Company | Employee Defaults | Default Clock- Admin | Configuration | System | New Employee Defaults | Web Access | In Time Default Clock-In Time Company | Employee Defaults | Default Non- Admin | Configuration | System | New Employee Defaults | Web Access | Work Hours to “Paid” Default Non-Work Hours to “Paid” Company | Benefit Policy | Accrual Frequency Admin | Configuration | System | Benefits | Frequency Admin | Configuration | System | Benefits | Miscellaneous Settings | Hours to Company | Benefit Policy | Adjustment Cap Accrue are calculated based on Company | Benefit Policy | Benefit Policy Name Admin | Configuration | System | Benefits | Policy Name | Benefit Policy Name Company | Benefit Policy | Benefit Type Code Admin | Configuration | System | Pay Types Company | Benefit Policy | Benefit Type Name Admin | Configuration | System | Benefits Admin | Configuration | System | Benefits | Rules | Add Rule | Cap annual used Company | Benefit Policy | Cap Benefit Hours benefit hours at Admin | Configuration | System | Benefits | Miscellaneous Settings | Disable Company | Benefit Policy | Disable Benefits benefit calculations Company | Benefit Policy | Display on Admin | Configuration | System | Benefits | Miscellaneous Settings | Display Employee Home Page this benefit type on the employee home page Company | Benefit Policy | Do Not Accrue Time Admin | Configuration | System | Benefits | Accruing Calculation Over Work Hours Per Year Admin | Configuration | System | Benefits | Miscellaneous Settings | Enable Company | Benefit Policy | Enable Email Alerts email alerts for time off requests. Company | Benefit Policy | End Months Admin | Configuration | System | Benefits | Rules | Add Rule | End Months Company | Benefit Policy | Exclude Overtime Admin | Configuration | System | Benefits | Accruing Calculation From Hours Worked Calculation Admin | Configuration | System | Benefits | Misc Settings | Include future time Company | Benefit Policy | Future Time taken in the time used total for each benefit Company | Benefit Policy | Grant Frequency Admin | Configuration | System | Benefits | Frequency Admin | Configuration | System | Benefits | Rules | Add Rule | Hours to Accrue Company | Benefit Policy | Hours to Accrue on a Daily basis
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Company Data Type Fields Time & Labor Online Field Location Company | Benefit Policy | Hours to Accrue Admin | Configuration | System | Benefits | Accruing Calculation based on Company | Benefit Policy | Maximum Hours to Admin | Configuration | System | Benefits | Rules | Add Rule | Maximum hours Carry Over to carry over year to year Company | Benefit Policy | Member Count Admin | Configuration | System | Benefits | Members Admin | Configuration | System | Benefits | Frequency | Misc Settings | Allow Company | Benefit Policy | Negative Allowance up to negative hours for the current balance Company | Benefit Policy | Negative Allowance Admin | Configuration | System | Benefits | Frequency | Misc Settings | Allow – Available Balance up to negative hours for the available balance Company | Benefit Policy | Negative Allowance Admin | Configuration | System | Benefits | Frequency | Misc Settings | Allow – Current Balance up to negative hours for the current balance Admin | Configuration | System | Benefits | Frequency | Misc Settings | Allow Company | Benefit Policy | Request employees to request time off for this benefit type Company | Benefit Policy | Reset Date Other Admin | Configuration | System | Benefits | Frequency | Reset Date Company | Benefit Policy | Reset Date Type Admin | Configuration | System | Benefits | Frequency | Reset Date Company | Benefit Policy | Restrict Accrue Admin | Configuration | System | Benefits | Restrictions Benefit Amount Company | Benefit Policy | Restrict Grant Admin | Configuration | System | Benefits | Restrictions Benefit Amount Company | Benefit Policy | Restrict Work Hours Admin | Configuration | System | Benefits | Restrictions to Qualify Company | Benefit Policy | Start Months Admin | Configuration | System | Benefits | Rules | Add Rule | Start Months Company | Benefit Policy | Warn Below Admin | Configuration | System | Benefits | Frequency | Misc Settings Negative Allowance Company | Benefit Policy | Warn When Admin | Configuration | System | Benefits | Frequency | Misc Settings Negative Balance Company | Benefit Policy | Work Hours Per Admin | Configuration | System | Benefits | Frequency | Misc Settings Year Company | New Employee Defaults | Admin | Configuration | System | New Employee Defaults | Payroll Information Employee Type | Employee Type Company | New Employee Defaults | Enforce Admin | Configuration | System | New Employee Defaults | Payroll Information Lunch | Enforce Lunch Company | New Employee Defaults | Enforce Admin | Configuration | System | New Employee Defaults | Payroll Information Schedule | Enforce Schedule Company | New Employee Defaults | Feature Admin | Configuration | System | New Employee Defaults | Web Access | Access Template Feature Access Template Company | New Employee Defaults | Hardware Admin | Configuration | System | New Employee Defaults | Hardware Zone 1 Information | Hardware Zone 1 Company | New Employee Defaults | Hardware Admin | Configuration | System | New Employee Defaults | Hardware Zone 2 Information | Hardware Zone 2 Company | New Employee Defaults | Holiday Admin | Configuration | System | New Employee Defaults | Payroll Information List | Holiday List Company | New Employee Defaults | Initial Admin | Configuration | System | New Employee Defaults | Benefits | Initial Personal Personal Company | New Employee Defaults | Initial Admin | Configuration | System | New Employee Defaults | Benefits | Initial Sick Sick Company | New Employee Defaults | Initial Admin | Configuration | System | New Employee Defaults | Benefits | Initial Vacation Vacation Company | New Employee Defaults | Labor Admin | Configuration | System | New Employee Defaults | Labor Levels Levels Company | New Employee Defaults | Login Admin | Configuration | System | New Employee Defaults | Web Access | Generation Method Login Generation Method Company | New Employee Defaults | Non- Admin | Configuration | System | New Employee Defaults | Web Access | Non- Work Hours (Vac/Sick/Etc) Work Hours (Vac/Sick/Etc) Company | New Employee Defaults | Password Admin | Configuration | System | New Employee Defaults | Web Access | Generation Method Password Generation Method Company | New Employee Defaults | Payroll Admin | Configuration | System | New Employee Defaults | Payroll Information Policy | Payroll Policy Company | New Employee Defaults | Admin | Configuration | System | New Employee Defaults | Web Access | Permission to Employee Access Groups Permission to Employee Manager Groups
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Company Data Type Fields Time & Labor Online Field Location Company | New Employee Defaults | Salary Admin | Configuration | System | New Employee Defaults | Payroll Information Type | Salary Type Company | New Employee Defaults | Shift Admin | Configuration | System | New Employee Defaults | Payroll Information Differential | Shift Differential Company | New Employee Defaults | Time Admin | Configuration | System | New Employee Defaults | Employee Zone Information | Time Zone Company | New Employee Defaults | Work Admin | Configuration | System | New Employee Defaults | Web Access | Work Hours Hours Admin | Configuration | Security | Feature Access Templates | Feature | Company | Feature Access | Allow to Close Admin | Configuration | Closing and Re-Open | Allow to Close Admin | Configuration | Security | Feature Access Templates | Feature | Company | Feature Access | Allow to Re-Open Admin | Configuration | Closing and Re-Open | Allow to Re-Open Company | Feature Access | Assign Labor Admin | Configuration | Security | Feature Access Templates | Feature | Labor Levels Levels | Assign Labor Levels Admin | Configuration | Security | Feature Access Templates | Feature | Company | Feature Access | Assign Policies Admin | Configuration | Assign Policies Company | Feature Access | Benefit Admin | Configuration | Security | Feature Access Templates | Feature | Adjustment (Add) Admin | Home | Benefit Adjustment | Add Company | Feature Access | Benefit Admin | Configuration | Security | Feature Access Templates | Feature | Adjustment (Delete) Admin | Home | Benefit Adjustment | Delete Company | Feature Access | Benefit Admin | Configuration | Security | Feature Access Templates | Feature | Adjustment (Edit) Admin | Home | Benefit Adjustment | Edit Company | Feature Access | Benefit Admin | Configuration | Security | Feature Access Templates | Feature | Adjustments (View) Admin | Home | Benefit Adjustment | View Admin | Configuration | Security | Feature Access Templates | Feature | Company | Feature Access | Benefits (Add) Admin | Configuration | Benefits | Add Admin | Configuration | Security | Feature Access Templates | Feature | Company | Feature Access | Benefits (Delete) Admin | Configuration | Benefits | Delete Admin | Configuration | Security | Feature Access Templates | Feature | Company | Feature Access | Benefits (Edit) Admin | Configuration | Benefits | Edit Admin | Configuration | Security | Feature Access Templates | Feature | Company | Feature Access | Benefits (View) Admin | Configuration | Benefits | View Company | Feature Access | Benefits Admin | Configuration | Security | Feature Access Templates | Feature | Advanced Functions Admin | Configuration | Benefits Advanced Functions Company | Feature Access | Custom Personal Admin | Configuration | Security | Feature Access Templates | Feature | Information (Add) Admin | Configuration | Custom Personal Information | Add Company | Feature Access | Custom Personal Admin | Configuration | Security | Feature Access Templates | Feature | Information (Delete) Admin | Configuration | Custom Personal Information | Delete Company | Feature Access | Custom Personal Admin | Configuration | Security | Feature Access Templates | Feature | Information (Edit) Admin | Configuration | Custom Personal Information | Edit Company | Feature Access | Custom Personal Admin | Configuration | Security | Feature Access Templates | Feature | Information (View) Admin | Configuration | Custom Personal Information | View Company | Feature Access | Define Labor Admin | Configuration | Security | Feature Access Templates | Feature | Labor Levels (Add) Levels | Define Labor Levels | Add Company | Feature Access | Define Labor Admin | Configuration | Security | Feature Access Templates | Feature | Labor Levels (Delete) Levels | Define Labor Levels | Delete Company | Feature Access | Define Labor Admin | Configuration | Security | Feature Access Templates | Feature | Labor Levels (Edit) Levels | Define Labor Levels | Edit Company | Feature Access | Define Labor Admin | Configuration | Security | Feature Access Templates | Feature | Labor Levels (View) Levels | Define Labor Levels | View Company | Feature Access | Employee Group Admin | Configuration | Security | Feature Access Templates | Feature | Members (Add) Security | Employee Group Members | Add Company | Feature Access | Employee Group Admin | Configuration | Security | Feature Access Templates | Feature | Members (Delete) Security | Employee Group Members | Delete Company | Feature Access | Employee Group Admin | Configuration | Security | Feature Access Templates | Feature | Members (Edit) Security | Employee Group Members | Edit Company | Feature Access | Employee Group Admin | Configuration | Security | Feature Access Templates | Feature | Members (View) Security | Employee Group Members | View Company | Feature Access | Employee Admin | Configuration | Security | Feature Access Templates | Feature | Updates Audit Security | Employee Updates Audit Admin | Configuration | Security | Feature Access Templates | Feature | Company | Feature Access | Employees (Add) Admin | Home | Employees | Add
4 - 34 Paychex Time and Labor Online User's Guide 8/22/12 Administrator Functions: The Sub-Menus
Company Data Type Fields Time & Labor Online Field Location Admin | Configuration | Security | Feature Access Templates | Feature | Company | Feature Access | Employees (Edit) Admin | Home | Employees | Edit Company | Feature Access | Employees (Edit Admin | Configuration | Security | Feature Access Templates | Feature | Initial Times) Admin | Home | Employees | Edit | Edit Initial Times Company | Feature Access | Employees Admin | Configuration | Security | Feature Access Templates | Feature | (Recalculate Benefits) Admin | Home | Employees | Edit | Recalculate Benefits Admin | Configuration | Security | Feature Access Templates | Feature | Company | Feature Access | Employees (View) Admin | Home | Employees | View Company | Feature Access | Feature Access Admin | Configuration | Security | Feature Access Templates | Feature | Templates (Add) Security | Feature Access Templates | Add Company | Feature Access | Feature Access Admin | Configuration | Security | Feature Access Templates | Feature | Templates (Delete) Security | Feature Access Templates | Delete Company | Feature Access | Feature Access Admin | Configuration | Security | Feature Access Templates | Feature | Templates (Edit) Security | Feature Access Templates | Edit Company | Feature Access | Feature Access Admin | Configuration | Security | Feature Access Templates | Feature | Templates (View) Security | Feature Access Templates | View Company | Feature Access | Feature Access Admin | Configuration | Security | Feature Access Templates | Add | Feature Template Name Access Template Name Company | Feature Access | General Admin | Configuration | Security | Feature Access Templates | Feature | Configuration (Edit) Admin | Configuration | General Configuration | Edit Company | Feature Access | General Admin | Configuration | Security | Feature Access Templates | Feature | Configuration (View) Admin | Configuration | General Configuration | View Company | Feature Access | Holiday Admin | Configuration | Security | Feature Access Templates | Feature | Regenerate Admin | Configuration | Holidays | Regenerate Holidays Admin | Configuration | Security | Feature Access Templates | Feature | Company | Feature Access | Holidays (Add) Admin | Configuration | Holidays | Add Admin | Configuration | Security | Feature Access Templates | Feature | Company | Feature Access | Holidays (Delete) Admin | Configuration | Holidays | Delete Admin | Configuration | Security | Feature Access Templates | Feature | Company | Feature Access | Holidays (Edit) Admin | Configuration | Holidays | Edit Admin | Configuration | Security | Feature Access Templates | Feature | Company | Feature Access | Holidays (View) Admin | Configuration | Holidays | View Admin | Configuration | Security | Feature Access Templates | Feature | Company | Feature Access | Import Miscellaneous | Import Admin | Configuration | Security | Feature Access Templates | Feature | Company | Feature Access | IP Access (Add) Security | IP Access | Add Company | Feature Access | IP Access Admin | Configuration | Security | Feature Access Templates | Feature | (Delete) Security | IP Access | Delete Admin | Configuration | Security | Feature Access Templates | Feature | Company | Feature Access | IP Access (Edit) Security | IP Access | Edit Admin | Configuration | Security | Feature Access Templates | Feature | Company | Feature Access | IP Access (View) Security | IP Access | View Company | Feature Access | Member Count Admin | Configuration | Security | Feature Access Templates | Members Company | Feature Access | Pay Adjustment Admin | Configuration | Security | Feature Access Templates | Feature | Entries (Add) Admin | Home | Pay Adjustment Entries | Add Company | Feature Access | Pay Adjustment Admin | Configuration | Security | Feature Access Templates | Feature | Entries (Delete) Admin | Home | Pay Adjustment Entries | Delete Company | Feature Access | Pay Adjustment Admin | Configuration | Security | Feature Access Templates | Feature | Entries (Edit) Admin | Home | Pay Adjustment Entries | Edit Company | Feature Access | Pay Adjustment Admin | Configuration | Security | Feature Access Templates | Feature | Entries (View) Admin | Home | Pay Adjustment Entries | View Company | Feature Access | Pay Adjustment Admin | Configuration | Security | Feature Access Templates | Feature | Types (Add) Admin | Home | Pay Adjustment Types | Add Company | Feature Access | Pay Adjustment Admin | Configuration | Security | Feature Access Templates | Feature | Types (Delete) Admin | Home | Pay Adjustment Types | Delete Company | Feature Access | Pay Adjustment Admin | Configuration | Security | Feature Access Templates | Feature | Types (Edit) Admin | Home | Pay Adjustment Types | Edit Company | Feature Access | Pay Adjustment Admin | Configuration | Security | Feature Access Templates | Feature | Types (View) Admin | Home | Pay Adjustment Types | View Admin | Configuration | Security | Feature Access Templates | Feature | Company | Feature Access | Pay Types (Add) Admin | Configuration | Pay Types | Add Company | Feature Access | Pay Types Admin | Configuration | Security | Feature Access Templates | Feature | (Delete) Admin | Configuration | Pay Types | Delete
Paychex Time and Labor Online User's Guide 4 - 35 8/22/12 Administrator Functions: The Sub-Menus
Company Data Type Fields Time & Labor Online Field Location Admin | Configuration | Security | Feature Access Templates | Feature | Company | Feature Access | Pay Types (Edit) Admin | Configuration | Pay Types | Edit Admin | Configuration | Security | Feature Access Templates | Feature | Company | Feature Access | Pay Types (View) Admin | Configuration | Pay Types | View Company | Feature Access | Payroll Policies Admin | Configuration | Security | Feature Access Templates | Feature | and New Employee Defaults (Add) Admin | Configuration | Payroll Policies and New Employee Defaults | Add Company | Feature Access | Payroll Policies Admin | Configuration | Security | Feature Access Templates | Feature | and New Employee Defaults (Delete) Admin | Configuration | Payroll Policies and New Employee Defaults | Delete Company | Feature Access | Payroll Policies Admin | Configuration | Security | Feature Access Templates | Feature | and New Employee Defaults (Edit) Admin | Configuration | Payroll Policies and New Employee Defaults | Edit Company | Feature Access | Payroll Policies Admin | Configuration | Security | Feature Access Templates | Feature | and New Employee Defaults (View) Admin | Configuration | Payroll Policies and New Employee Defaults | View Admin | Configuration | Security | Feature Access Templates | Feature | Company | Feature Access | Reports (Delete) Miscellaneous | Reports | Delete Admin | Configuration | Security | Feature Access Templates | Feature | Company | Feature Access | Reports (Run) Miscellaneous | Reports | Run Admin | Configuration | Security | Feature Access Templates | Feature | Company | Feature Access | Reports (View) Miscellaneous | Reports | View Admin | Configuration | Security | Feature Access Templates | Feature | Company | Feature Access | Schedules (Add) Admin | Configuration | Schedules | Add Company | Feature Access | Schedules Admin | Configuration | Security | Feature Access Templates | Feature | (Delete) Admin | Configuration | Schedules | Delete Admin | Configuration | Security | Feature Access Templates | Feature | Company | Feature Access | Schedules (Edit) Admin | Configuration | Schedules | Edit Admin | Configuration | Security | Feature Access Templates | Feature | Company | Feature Access | Schedules (View) Admin | Configuration | Schedules | View Admin | Configuration | Security | Feature Access Templates | Feature Access Company | Feature Access | Security Level Templates Company | Feature Access | Setup Labor Admin | Configuration | Security | Feature Access Templates | Feature | Labor Levels (Add) Levels | Setup Labor Levels | Add Company | Feature Access | Setup Labor Admin | Configuration | Security | Feature Access Templates | Feature | Labor Levels (Delete) Levels | Setup Labor Levels | Delete Company | Feature Access | Setup Labor Admin | Configuration | Security | Feature Access Templates | Feature | Labor Levels (Edit) Levels | Setup Labor Levels | Edit Company | Feature Access | Setup Labor Admin | Configuration | Security | Feature Access Templates | Feature | Labor Levels (View) Levels | Setup Labor Levels | View Company | Feature Access | Shift Differentials Admin | Configuration | Security | Feature Access Templates | Feature | (Add) Admin | Configuration | Shift Differentials | Add Company | Feature Access | Shift Differentials Admin | Configuration | Security | Feature Access Templates | Feature | (Delete) Admin | Configuration | Shift Differentials | Delete Company | Feature Access | Shift Differentials Admin | Configuration | Security | Feature Access Templates | Feature | (Edit) Admin | Configuration | Shift Differentials | Edit Company | Feature Access | Shift Differentials Admin | Configuration | Security | Feature Access Templates | Feature | (View) Admin | Configuration | Shift Differentials | View Company | Feature Access | Status Board Admin | Configuration | Security | Feature Access Templates | Feature | (Suppress Notes for Employees Outside of Miscellaneous | Status Board | Suppress Notes for Employees Outside of Group) Group Company | Feature Access | Status Board Admin | Configuration | Security | Feature Access Templates | Feature | (View) Miscellaneous | Status Board | View Company | Feature Access | Status Board Admin | Configuration | Security | Feature Access Templates | Feature | (View All Employees) Miscellaneous | Status Board | View All Employees Admin | Configuration | Security | Feature Access Templates | Feature | Company | Feature Access | Time Clocks Admin | Configuration | Time Clocks Company | Feature Access | Time Off Admin | Configuration | Security | Feature Access Templates | Feature | Requests (Approve) Admin | Home | Time Off Requests | Approve Company | Feature Access | Time Off Admin | Configuration | Security | Feature Access Templates | Feature | Requests (Deny) Admin | Home | Time Off Requests | Deny Company | Feature Access | Time Off Admin | Configuration | Security | Feature Access Templates | Feature | Requests (View) Admin | Home | Time Off Requests | View Company | Feature Access | Time Sheets Admin | Configuration | Security | Feature Access Templates | Feature | (Add) Admin | Home | Timesheets | Add Company | Feature Access | Time Sheets Admin | Configuration | Security | Feature Access Templates | Feature | (Delete) Admin | Home | Timesheets | Delete
4 - 36 Paychex Time and Labor Online User's Guide 8/22/12 Administrator Functions: The Sub-Menus
Company Data Type Fields Time & Labor Online Field Location Company | Feature Access | Time Sheets Admin | Configuration | Security | Feature Access Templates | Feature | (Edit) Admin | Home | Timesheets | Edit Company | Feature Access | Time Sheets Admin | Configuration | Security | Feature Access Templates | Feature | (View) Admin | Home | Timesheets | View Company | Feature Access | Time Sheets Admin | Configuration | Security | Feature Access Templates | Feature | Audit Trails Security | Time Sheets Audit Trails Company | Feature Access | View/Edit Rates Admin | Configuration | Security | Feature Access Templates | Feature | of Pay Admin | Home | View/Edit Rates of Pay Company | Feature Access | View Employees Admin | Configuration | Security | Feature Access Templates | Feature | Not Assigned to Any Group Admin | Home | View Employees Not Assigned to Any Group Company | General Configuration | Allow Admin | Configuration | System | General Configuration | Benefit Accrual Supervisors to Approve Time with Exceptions Settings | Allow Supervisors to Approve Time with Exceptions Company | General Configuration | Apply Admin | Configuration | System | General Configuration | Benefit Accrual Entire Accrual to Next Year Settings | Apply Entire Accrual to Next Year Company | General Configuration | Apply Admin | Configuration | System | General Configuration | Benefit Accrual Percentage of Accrual to Next Year Settings | Apply Percentage of Accrual to Next Year Company | General Configuration | Global Admin | Configuration | System | General Configuration | Benefit Accrual Benefit Start Date Settings | Use Global Benefit Start Date Company | General Configuration | Global Admin | Configuration | System | General Configuration | Benefit Accrual Reset Date Settings | Use Global Reset Date Admin | Configuration | System | General Configuration | Labor Level Settings | Company | General Configuration | Labor Level Labor Level Description Company | General Configuration | Labor Admin | Configuration | System | General Configuration | Labor Level Settings | Levels Labor Levels Description Company | General Configuration | Use Admin | Configuration | System | General Configuration | Benefit Accrual Accrual Pay Type Detail Date Settings | Use Accrual Pay Type Detail Date Company | General Configuration | Use Admin | Configuration | System | General Configuration | Benefit Accrual Employee's Most Recent Reset Date Settings | Use Employee's Most Recent Reset Date Company | General Configuration | Use Global Admin | Configuration | System | General Configuration | Benefit Accrual Benefit Start Date Settings | Use Global Benefit Start Date Company | General Configuration | Use Global Admin | Configuration | System | General Configuration | Benefit Accrual Reset Settings | Use Global Reset Date Company | General Configuration | Week Start Admin | Configuration | System | General Configuration | Start of Work Week Date for Schedule Templates | Week Start Date Admin | Configuration | Security | Employee Group Members | Current Group | Company | Group | Employee Group Name Add | Employee Group Name Admin | Configuration | Security | Employee Group Members | Current Group | Company | Group | Managed Group Add | Managed Group Company | Group | Manager Employee Admin | Configuration | Security | Employee Group Members | Manager Name Number Company | Group | Manager Name Admin | Configuration | Security | Employee Group Members | Manager Name Company | Group | Start Date Admin | Configuration | Security | Employee Group Members | Start Date Company | Group | Stop Date Admin | Configuration | Security | Employee Group Members | Stop Date Admin | Configuration | Security | Employee Group Members | Current Group | Company | Group | Total Active Members Total Active Members Company | Holidays | Active Admin | Configuration | System | Holidays | Add Holiday | Active Company | Holidays | Company Worked Admin | Configuration | System | Holidays | Holidays | Add Holiday | Company Holiday Worked Holiday Company | Holidays | Date Admin | Configuration | System | Holidays | Add Holiday | Holiday Date Admin | Configuration | System | Holidays | Add Holiday | This holiday lasts for Company | Holidays | Days day(s). Company | Holidays | Holiday Admin | Configuration | System | Holidays | Add Holiday | Holiday Name Company | Holidays | Holidays List Name Admin | Configuration | System | Holidays | Holiday List | Holidays List Name Company | Holidays | Include Weekends for Admin | Configuration | System | Holidays | Holidays | Add Holiday | Include Additional Days Weekends for Additional Days Company | Holidays | Member Count Admin | Configuration | System | Holidays | New Holiday List | Members Company | Holidays | Prevent PTO Requests Admin | Configuration | System | Holidays | Holidays | Add Holiday | Prevent on this day PTO Requests on this day Admin | Configuration | Security | IP Access | IP Access Rules | Allow Company | IP Access | Allow Access employee web punching from the IP Access Masks below
Paychex Time and Labor Online User's Guide 4 - 37 8/22/12 Administrator Functions: The Sub-Menus
Company Data Type Fields Time & Labor Online Field Location Admin | Configuration | Security | IP Access | IP Access Rules | Allow site Company | IP Access | Allow Punch access with no punch capability from outside the IP Access Company | IP Access | IP Access Template Admin | Configuration | Security | IP Access | IP Access Policy | Policy Name Name Company | IP Access | IP Mask Admin | Configuration | Security | IP Access | IP Access Masks | Add | IP Mask Company | IP Access | Member Count Admin | Configuration | Security | IP Access | New Policy | Members Admin | Configuration | Labor Levels | Setup Labor Levels | Add new record | Company | Labor Levels | Active Active Admin | Configuration | Labor Levels | Setup Labor Levels | Add new record | Company | Labor Levels | Charge Rate Charge Rate Admin | Configuration | Labor Levels | Setup Labor Levels | Add new record | Company | Labor Levels | Code Code Admin | Configuration | Labor Levels | Setup Labor Levels | Add new record | Company | Labor Levels | Description Description Admin | Configuration | Labor Levels | Define Labor Levels | Selected Labor Company | Labor Levels | Labor Level Name Level | Labor Level Name Admin | Configuration | Labor Levels | Setup Labor Levels | Add new record | Company | Labor Levels | Pay Rate Pay Rate Admin | Configuration | System | Pay Adjustment Types | Edit Adjustment Company | Pay Adjustment Types | Active Type Information | Active Admin | Configuration | System | Pay Adjustment Types | Edit Adjustment Company | Pay Adjustment Types | Code Type Information | Code Admin | Configuration | System | Pay Adjustment Types | Edit Adjustment Company | Pay Adjustment Types | Deduction Type Information | Deduction Admin | Configuration | System | Pay Adjustment Types | Edit Adjustment Company | Pay Adjustment Types | Description Type Information | Description Company | Pay Adjustment Types | Employee Admin | Configuration | System | Pay Adjustment Types | Edit Adjustment Entry Type Information | Employee Entry Admin | Configuration | System | Pay Types | Add | Edit Pay Type Information | Company | Pay Types | Active Active Company | Pay Types | Applies Toward Admin | Configuration | System | Pay Types | Add | Edit Pay Type Information | Benefits Applies towards Benefits Company | Pay Types | Applies Toward Admin | Configuration | System | Pay Types | Add | Edit Pay Type Information | Overtime Applies towards overtime by Default Admin | Configuration | System | Pay Types | Add | Edit Pay Type Information | Company | Pay Types | Benefit Type Benefit Type Admin | Configuration | System | Pay Types | Add | Edit Pay Type Information | Company | Pay Types | Can be Overtime Can be Overtime Company | Pay Types | Counts Toward Admin | Configuration | System | Pay Types | Add | Edit Pay Type Information | Holiday Min Counts Toward Holiday Min Admin | Configuration | System | Pay Types | Add | Edit Pay Type Information | Company | Pay Types | Overrides Absences Overrides Absences for the day Admin | Configuration | System | Pay Types | Add | Edit Pay Type Information | Company | Pay Types | Pay Type Code Code Admin | Configuration | System | Pay Types | Add | Edit Pay Type Information | Company | Pay Types | Pay Type Name Description Company | Payroll Policies | Attendance Admin | Configuration | System | Payroll Policies | Attendance Exceptions | Exceptions: Clock-In Grace Period (Minutes Clock-In Grace Period | The grace period ends minute(s) after the scheduled After Schedule) clock-in time. Company | Payroll Policies | Attendance Admin | Configuration | System | Payroll Policies | Attendance Exceptions | Exceptions: Clock-In Grace Period (Minutes Clock-In Grace Period | The grace period ends ? minute(s) before the Before Schedule) scheduled clock-in time. Company | Payroll Policies | Attendance Admin | Configuration | System | Payroll Policies | Attendance Exceptions | Exceptions: Clock-Out Grace Period (Minutes Clock-Out Grace Period | The grace period ends ? minute(s) after the After Schedule) scheduled clock-out time. Company | Payroll Policies | Attendance Admin | Configuration | System | Payroll Policies | Attendance Exceptions | Exceptions: Clock-Out Grace Period (Minutes Clock-Out Grace Period | The grace period ends ? minute(s) before the Before Schedule) scheduled clock-out time. Company | Payroll Policies | Attendance Admin | Configuration | System | Payroll Policies | Attendance Exceptions | Exceptions: Number of minutes after clock Clock-Out Grace Period | If an employee clocks in more than minutes away in/out exceptions from their assigned schedule, do not flag the entry as either early or late.
4 - 38 Paychex Time and Labor Online User's Guide 8/22/12 Administrator Functions: The Sub-Menus
Company Data Type Fields Time & Labor Online Field Location Company | Payroll Policies | Advanced Admin | Configuration | System | Payroll Policies | Advanced Overtime | Overtime: Unscheduled Days Pay OT2 Unscheduled Days | Pay OT2 Company | Payroll Policies | Advanced Admin | Configuration | System | Payroll Policies | Advanced Overtime | Overtime: Seventh Day Overtime Based On Consecutive Days Overtime | Pay overtime based on Company | Payroll Policies | Advanced Admin | Configuration | System | Payroll Policies | Advanced Overtime | Overtime: Enable Seventh Day Overtime Consecutive Days Overtime | Enable Seventh Day Overtime Company | Payroll Policies | Advanced Admin | Configuration | System | Payroll Policies | Advanced Overtime | Overtime: Enable Sixth Day Overtime Consecutive Days Overtime | Enable Sixth Day Overtime Company | Payroll Policies | Advanced Admin | Configuration | System | Payroll Policies | Advanced Overtime | Time Overtime: Enable Time Worked Outside Worked Outside Schedule | Enable Time Worked Outside Schedule Schedule Company | Payroll Policies | Advanced Admin | Configuration | System | Payroll Policies | Advanced Overtime | Overtime: Seventh Day Overtime Based On Consecutive Days Overtime | Based on Custom Overtime Rules Custom OT1 Company | Payroll Policies | Advanced Admin | Configuration | System | Payroll Policies | Advanced Overtime | Overtime: Seventh Day Overtime Based on Consecutive Days Overtime | Based on Custom Overtime Rules | OT1 Custom OT1 Hours to Qualify Anything over hours Company | Payroll Policies | Advanced Admin | Configuration | System | Payroll Policies | Advanced Overtime | Overtime: Seventh Day Overtime Based On Consecutive Days Overtime | Based on Custom Overtime Rules Custom OT2 Company | Payroll Policies | Advanced Admin | Configuration | System | Payroll Policies | Advanced Overtime | Overtime: Seventh Day Overtime Based on Consecutive Days Overtime | Based on Custom Overtime Rules | OT2 Custom OT2 Hours to Qualify Anything over hours Company | Payroll Policies | Advanced Admin | Configuration | System | Payroll Policies | Advanced Overtime | Overtime: Seventh Day Overtime Levels Consecutive Days Overtime | Pay at overtime level Company | Payroll Policies | Advanced Admin | Configuration | System | Payroll Policies | Advanced Overtime | Overtime: Sixth Day Overtime Based On Consecutive Days Overtime | Pay overtime based on Company | Payroll Policies | Advanced Admin | Configuration | System | Payroll Policies | Advanced Overtime | Time Overtime: Sixth Day Overtime Based On Worked Outside Schedule | Enable Time Worked Outside Schedule Custom OT1 Company | Payroll Policies | Advanced Admin | Configuration | System | Payroll Policies | Advanced Overtime | Time Overtime: Sixth Day Overtime Based On Worked Outside Schedule | Enable Time Worked Outside Schedule Custom OT2 Company | Payroll Policies | Advanced Admin | Configuration | System | Payroll Policies | Advanced Overtime | Time Overtime: Sixth Day Overtime Based on Worked Outside Schedule | Enable Time Worked Outside Schedule Custom OT2 Hours to Quality Company | Payroll Policies | Advanced Admin | Configuration | System | Payroll Policies | Advanced Overtime | Overtime: Sixth Day Overtime Levels Consecutive Days Overtime | Pay at overtime level Company | Payroll Policies | Advanced Admin | Configuration | System | Payroll Policies | Advanced Overtime | Time Overtime: Time Worked Outside Schedule Pay Worked Outside Schedule | Enable Time Worked Outside Schedule Type Company | Payroll Policies | Advanced Admin | Configuration | System | Payroll Policies | Advanced Overtime | Time Overtime: Time Worked Outside Schedule Worked Outside Schedule | Enable Time Worked Outside Schedule Type Company | Payroll Policies | Advanced Admin | Configuration | System | Payroll Policies | Advanced Overtime | Overtime: Unscheduled Days Pay OT1 Unscheduled Days | Pay OT1 Company | Payroll Policies | Advanced Admin | Configuration | System | Payroll Policies | Advanced Overtime | Overtime: Unscheduled Days Pay OT1 Hours Unscheduled Days | Anything over hours Over Company | Payroll Policies | Advanced Admin | Configuration | System | Payroll Policies | Advanced Overtime | Overtime: Unscheduled Days Pay OT2 Hours Unscheduled Days | Anything over hours Over Company | Payroll Policies | Break: Allow Admin | Configuration | System | Payroll Policies | Breaks | Break Type | Auto Manual Break Breaks | Allow manual breaks Company | Payroll Policies | Break: Break Admin | Configuration | System | Payroll Policies | Breaks | Break Type | Duration Minutes Manual/Auto Breaks | Break Detail | Duration Company | Payroll Policies | Break: Break Admin | Configuration | System | Payroll Policies | Breaks | Break Type | Auto Insert At Time Breaks | Break Detail | Start Break at Company | Payroll Policies | Break: Break Admin | Configuration | System | Payroll Policies | Breaks | Break Type | Auto Insert After Minutes End Breaks | Break Detail | End Break minutes after rounded clock in Company | Payroll Policies | Break: Break Admin | Configuration | System | Payroll Policies | Breaks | Break Type | Auto Insert After Minutes Start Breaks | Break Detail | Start Break minutes after rounded clock in Company | Payroll Policies | Break: Break Admin | Configuration | System | Payroll Policies | Breaks | Break Type | Insert At Time Manual/Auto Breaks | Break Detail | Start Break at
Paychex Time and Labor Online User's Guide 4 - 39 8/22/12 Administrator Functions: The Sub-Menus
Company Data Type Fields Time & Labor Online Field Location Company | Payroll Policies | Break: Break Is Admin | Configuration | System | Payroll Policies | Breaks | Break Type | Overtime Manual/Auto Breaks | Break Detail | Apply Break to overtime Company | Payroll Policies | Break: Break Is Admin | Configuration | System | Payroll Policies | Breaks | Break Type | Paid Manual/Auto Breaks | Break Detail | Break is paid Company | Payroll Policies | Break: Break Type Admin | Configuration | System | Payroll Policies | Breaks | Break Type Company | Payroll Policies | Break: Enable Admin | Configuration | System | Payroll Policies | Breaks | Advanced Break Break Penalty Rules | Enable Break Penalty Company | Payroll Policies | Break: Round Admin | Configuration | System | Payroll Policies | Breaks Rounding | Round Break Duration To Break Duration | Round actual break durations to the Company | Payroll Policies | Break: Round Admin | Configuration | System | Payroll Policies | Breaks Rounding | Round Break Duration Type Break Duration | Round actual break durations to the Company | Payroll Policies | Break: Round Admin | Configuration | System | Payroll Policies | Breaks Rounding | OUT | Break End To Round to the minutes Company | Payroll Policies | Break: Round Admin | Configuration | System | Payroll Policies | Breaks Rounding | OUT | Break End Type Round to the minutes Company | Payroll Policies | Break: Round Admin | Configuration | System | Payroll Policies | Breaks Rounding | IN | Break Start To Round to the minutes Company | Payroll Policies | Break: Round Admin | Configuration | System | Payroll Policies | Breaks Rounding | IN | Break Start Type Round to the minutes Company | Payroll Policies | Break: Round Admin | Configuration | System | Payroll Policies | Breaks Rounding | Round Short Breaks Down Short Breaks | Round short breaks down Company | Payroll Policies | Break: Round Admin | Configuration | System | Payroll Policies | Breaks Rounding | Round Short Breaks Down Less Than Minutes Short Breaks | Use above rounding only if the break taken is less than minutes Company | Payroll Policies | Break: Round Admin | Configuration | System | Payroll Policies | Breaks Rounding | Round Short Breaks Down to Minutes Short Breaks | Round short breaks down to minutes Company | Payroll Policies | Break: Round Admin | Configuration | System | Payroll Policies | Breaks Rounding | Round Short Breaks up Short Breaks | Round short breaks up Company | Payroll Policies | Break: Round Admin | Configuration | System | Payroll Policies | Breaks Rounding | Round Short Breaks Up Less Than Minutes Short Breaks | Use above rounding only if the break taken is at least minutes Company | Payroll Policies | Break: Round Admin | Configuration | System | Payroll Policies | Breaks Rounding | Round Short Breaks Up To Minutes Short Breaks | Round short breaks up to minutes Company | Payroll Policies | Break: Use Break Admin | Configuration | System | Payroll Policies | Breaks Rounding | Round duration Rounding Break Duration | Round actual break durations to the Company | Payroll Policies | Call Back: Call Admin | Configuration | System | Payroll Policies | Call Back Configuration | Back Create Time Minutes Received Call Back minutes received Company | Payroll Policies | Call Back: Call Admin | Configuration | System | Payroll Policies | Call Back Configuration | Back Create Time Pay Level Call Back hours are paid at Company | Payroll Policies | Call Back: Call Admin | Configuration | System | Payroll Policies | Call Back Configuration | Back Create Type Create Time Company | Payroll Policies | Call Back: Call Admin | Configuration | System | Payroll Policies | Call Back Configuration | Back Pay Adjustment Amount Received Pay adjustment received Company | Payroll Policies | Call Back: Call Admin | Configuration | System | Payroll Policies | Call Back Configuration | Back Pay Adjustment Type Create Pay Adjustment Company | Payroll Policies | Call Back: Call Admin | Configuration | System | Payroll Policies | Call Back Configuration | Back Use Pay Adjustment Export Code Call Back Export Code Company | Payroll Policies | Call Back: Enable Admin | Configuration | System | Payroll Policies | Call Back Configuration | Call Back Enable Call Back Company | Payroll Policies | Comp Time: Admin | Configuration | System | Payroll Policies | Comp Time Configuration | Accruing Comp Time Pay Type Accruing Comp Time Pay Type Company | Payroll Policies | Comp Time: Can Admin | Configuration | System | Payroll Policies | Comp Time Configuration | select Comp Time Allow users to change comp time selection from the Employee Tab Company | Payroll Policies | Comp Time: Admin | Configuration | System | Payroll Policies | Comp Time Configuration | Comp Time Expires Months Accrued comp time expires if not used within months Company | Payroll Policies | Comp Time: Admin | Configuration | System | Payroll Policies | Comp Time Configuration | Comp Time OT1 Factor OT1 hours accrue to comp time by a factor of Company | Payroll Policies | Comp Time: Admin | Configuration | System | Payroll Policies | Comp Time Configuration | Comp Time OT2 Hours OT2 hours accrue to comp time by a factor of Company | Payroll Policies | Comp Time: Admin | Configuration | System | Payroll Policies | Comp Time Configuration | Comp Time Regular Hours Regular hours over Company | Payroll Policies | Comp Time: Admin | Configuration | System | Payroll Policies | Comp Time Configuration | Comp Time Regular Hours Factor accrue to comp time by a factor of
4 - 40 Paychex Time and Labor Online User's Guide 8/22/12 Administrator Functions: The Sub-Menus
Company Data Type Fields Time & Labor Online Field Location Company | Payroll Policies | Comp Time: Admin | Configuration | System | Payroll Policies | Comp Time Configuration | Comp Time Regular Hours For Hours Over Regular hours over Company | Payroll Policies | Comp Time: Admin | Configuration | System | Payroll Policies | Comp Time Configuration | Default Comp Time Selection Default Comp Time Selection Company | Payroll Policies | Comp Time: Admin | Configuration | System | Payroll Policies | Comp Time Configuration | Enable Comp Time Enable Comp Time Company | Payroll Policies | Comp Time: Admin | Configuration | System | Payroll Policies | Comp Time Configuration | Posting Accruing Comp Time Pay Type Posting Comp Time Pay Type Company | Payroll Policies | Comp Time OT2 Admin | Configuration | System | Payroll Policies | Comp Time Configuration | Factor OT2 hours accrue to comp time by a factor of Company | Payroll Policies | Employee Setting: Admin | Configuration | System | Payroll Policies | Employee Setting | Options | Allow only Administrators to Edit EE personal Allow only administrator to edit employee personal preferences preferences Company | Payroll Policies | Employee Setting: Admin | Configuration | System | Payroll Policies | Employee Setting | Options | Allow Time Sheet Approvals Enable employee timesheet approvals Company | Payroll Policies | Employee Setting: Admin | Configuration | System | Payroll Policies | Employee Setting | Options | Allow Time Sheet Edit after Approved Allow employee to edit their time sheet after it has been supervisor approved Company | Payroll Policies | Employee Setting: Admin | Configuration | System | Payroll Policies | Employee Setting | Options | Allow Time Sheet to populate from Schedule Allow employee time sheet to be populated from schedule Company | Payroll Policies | Employee Setting: Admin | Configuration | System | Payroll Policies | Employee Setting | Options | Allow to View time off requests Allow employees to view time off requests Admin | Configuration | System | Payroll Policies | Employee Setting | Company | Payroll Policies | Employee Setting: Automatic Clock Out | Missing Punch Out Minutes | Check this box to enable Automatic Clock Out automatic clock out Company | Payroll Policies | Employee Setting: Admin | Configuration | System | Payroll Policies | Employee Setting | Automatic Clock Out Missing Punch Out Automatic Clock Out | Missing Punch Out Minutes | Missing Punch Out Minutes Minutes Company | Payroll Policies | Employee Setting: Admin | Configuration | System | Payroll Policies | Employee Setting | Options | Can Change Password Allow employees to change password Company | Payroll Policies | Employee Setting: Admin | Configuration | System | Payroll Policies | Employee Setting | Options | Can View Status Board Allow employees to view the status board Company | Payroll Policies | Employee Setting: Admin | Configuration | System | Payroll Policies | Employee Setting | Action Default Punch Labor Level Minutes Schedules Options |Number of minutes before and after the punch when schedules apply Apply when using scheduled Labor Levels Admin | Configuration | System | Payroll Policies | Employee Setting | Action Company | Payroll Policies | Employee Setting: Options | Use Employee' Scheduled Labor Levels before using Default Labor Default Punch labor Level Option Levels Company | Payroll Policies | Employee Setting: Admin | Configuration | System | Payroll Policies | Employee Setting | Default Shift Minutes Automatic Clock Out | Missing Punch Out Minutes | Default Shift Minutes Company | Payroll Policies | Employee Setting: Admin | Configuration | System | Payroll Policies | Employee Setting | Action Do not default to Transfer option after clock in Options | Do not default to "Transfer" option after employee has clocked in. Admin | Configuration | System | Payroll Policies | Employee Setting | Company | Payroll Policies | Employee Setting: Supervisor Edits | Require a supervisor note when a Supervisor/Manager adds Require Supervisor Note or edits a timesheet. Company | Payroll Policies | Employee Setting: Admin | Configuration | System | Payroll Policies | Employee Setting | Restrict Restrict To Schedule Window Minutes To Schedule | Enter the number of minutes for this "window". Admin | Configuration | System | Payroll Policies | Employee Setting | Company | Payroll Policies | Employee Setting: Supervisor Edits | Send message to employee when a Supervisor/Manager Send Message to Employee adds, edits or deletes a timesheet. Company | Payroll Policies | Employee Setting: Admin | Configuration | System | Payroll Policies | Employee Setting | Options | Time Sheet Submission View Timesheet submission view Company | Payroll Policies | Employee Setting: Admin | Configuration | System | Payroll Policies | Employee Setting | Work Work Hours Per Year Year | A work year consists of hours Company | Payroll Policies | Holidays: Apply Admin | Configuration | System | Payroll Policies | Holidays | Holiday Holiday on Next Day Timesheet Settings | Apply the Holiday on the Next Day Company | Payroll Policies | Holidays: Admin | Configuration | System | Payroll Policies | Holidays | Employee Employee Worked Holiday Daily Overtime Pay Worked Holiday Daily Overtime | Pay OT1 when working the holiday OT1 Company | Payroll Policies | Holidays: Admin | Configuration | System | Payroll Policies | Holidays | Employee Employee Worked Holiday Daily Overtime Pay Worked Holiday Daily Overtime | Anything over hours OT1 Hours Over
Paychex Time and Labor Online User's Guide 4 - 41 8/22/12 Administrator Functions: The Sub-Menus
Company Data Type Fields Time & Labor Online Field Location Company | Payroll Policies | Holidays: Admin | Configuration | System | Payroll Policies | Holidays | Employee Employee Worked Holiday Daily Overtime Pay Worked Holiday Daily Overtime | Pay OT2 when working the holiday OT2 Company | Payroll Policies | Holidays: Admin | Configuration | System | Payroll Policies | Holidays | Employee Employee Worked Holiday Daily Overtime Pay Worked Holiday Daily Overtime | Anything over hours OT2 Hours Over Company | Payroll Policies | Holidays: Holiday Admin | Configuration | System | Payroll Policies | Holidays | Holiday Apply to Overtime Timesheet Settings | Holiday hours apply towards overtime Company | Payroll Policies | Holidays: Holiday Admin | Configuration | System | Payroll Policies | Holidays | Holiday Daily Daily Overtime Pay OT1 Overtime | Pay OT1 Company | Payroll Policies | Holidays: Holiday Admin | Configuration | System | Payroll Policies | Holidays | Holiday Daily Daily Overtime Pay OT1 hours Over Overtime | Anything over hours Company | Payroll Policies | Holidays: Holiday Admin | Configuration | System | Payroll Policies | Holidays | Holiday Daily Daily Overtime Pay OT2 Overtime | Pay OT2 Company | Payroll Policies | Holidays: Holiday Admin | Configuration | System | Payroll Policies | Holidays | Holiday Daily Daily Overtime Pay OT2 Hours Over Overtime | Anything over hours Company | Payroll Policies | Holidays: Holiday Admin | Configuration | System | Payroll Policies | Holidays | Holiday Factor Timesheet Settings | Multiply worked holiday hours by a factor of Company | Payroll Policies | Holidays: Holiday Admin | Configuration | System | Payroll Policies | Holidays | Activate Holiday Pay Type Rules | Pay Holiday as Company | Payroll Policies | Holidays: Holiday Admin | Configuration | System | Payroll Policies | Holidays | Holiday Eligibility | Required to Work Minimum Minutes Day After Required to work Minimum minutes after Company | Payroll Policies | Holidays: Holiday Admin | Configuration | System | Payroll Policies | Holidays | Holiday Eligibility | Required To Work Minimum Minutes Day Required to work Minimum minutes before Before Company | Payroll Policies | Holidays: Admin | Configuration | System | Payroll Policies | Holidays | Holiday Eligibility | Required to Work Type Required to work Company | Payroll Policies | Holidays: Holiday Admin | Configuration | System | Payroll Policies | Holidays | Holiday Eligibility | Qualify On Time Worked Qualify employee based on time worked Company | Payroll Policies | Holidays: Time Admin | Configuration | System | Payroll Policies | Holidays | Holiday Eligibility | Worked Type ID Qualify employee based on time worked Admin | Configuration | System | Payroll Policies | Holidays | Holiday Company | Payroll Policies | Holidays: Holiday Timesheet Settings | Un-worked holiday | Minutes to add for each un-worked Unworked Minutes holiday Admin | Configuration | System | Payroll Policies | Holidays | Holiday Eligibility | Company | Payroll Policies | Holidays: Holiday The employee must work their whole scheduled shift on the holiday, if the Use Scheduled Shift Company Worked holiday is marked as a company worked holiday Company | Payroll Policies | Holidays: Holiday Admin | Configuration | System | Payroll Policies | Holidays | Holiday Worked Minutes Timesheet Settings | Worked holiday | Minutes to add for each worked holiday Company | Payroll Policies | Holidays: Admin | Configuration | System | Payroll Policies | Holidays | Holiday Eligibility | Minimum Days of Employment Minimum days of employment to qualify Company | Payroll Policies | Holidays: Pay Admin | Configuration | System | Payroll Policies | Holidays | Holiday Holidays Timesheet Settings | Holiday hours apply towards overtime Company | Payroll Policies | Holidays: Admin | Configuration | System | Payroll Policies | Holidays | Holiday Eligibility | Scheduled to Work On Holiday Employee must be scheduled to work on the holiday Admin | Configuration | System | Payroll Policies | Holidays | Holiday Company | Payroll Policies | Holidays: Use Timesheet Settings | Worked holiday | Multiply worked holiday hours by a Holiday Factor factor of Company | Payroll Policies | Lunch: Allow Admin | Configuration | System | Payroll Policies | Lunch | Lunch Type | Allow Manual Lunch manual lunches Company | Payroll Policies | Lunch: Enable Admin | Configuration | System | Payroll Policies | Lunch | Lunch Type | Enable Meal Penalty Meal Penalty Admin | Configuration | System | Payroll Policies | Lunch | Lunch Type | Company | Payroll Policies | Lunch: Lunch Manual Lunches | Lunch Detail | Make start available for interactive punching After Worked Minutes after minutes of work Company | Payroll Policies | Lunch: Lunch Admin | Configuration | System | Payroll Policies | Lunch | Lunch Type | Duration Minutes Manual/Auto Lunches | Lunch Detail | Allow for minutes of Lunch Company | Payroll Policies | Lunch: Lunch Admin | Configuration | System | Payroll Policies | Lunch | Lunch Type | Auto Insert After Minutes End Lunches | Lunch Detail | End Lunch minutes after rounded clock in Company | Payroll Policies | Lunch: Lunch Admin | Configuration | System | Payroll Policies | Lunch | Lunch Type | Auto Insert After Minutes Start Lunches | Lunch Detail | Start Lunch minutes after rounded clock in Company | Payroll Policies | Lunch: Lunch Admin | Configuration | System | Payroll Policies | Lunch | Lunch Type | Auto Insert At Time Lunches | Lunch Detail | Start Lunch at
4 - 42 Paychex Time and Labor Online User's Guide 8/22/12 Administrator Functions: The Sub-Menus
Company Data Type Fields Time & Labor Online Field Location Company | Payroll Policies | Lunch: Lunch is Admin | Configuration | System | Payroll Policies | Lunch | Lunch Type | Lunch Overtime Detail | Apply Lunch to overtime Company | Payroll Policies | Lunch: Lunch is Admin | Configuration | System | Payroll Policies | Lunch | Lunch Type | Lunch Paid Detail | Lunch is paid Company | Payroll Policies | Lunch: Lunch Admin | Configuration | System | Payroll Policies | Lunch | Lunch Type Type Company | Payroll Policies | Lunch: Meal Admin | Configuration | System | Payroll Policies | Lunch | Advanced Lunch Penalty Add Minutes Rules | Meal Penalty Detail | Add minutes to the Time Sheet Company | Payroll Policies | Lunch: Meal Admin | Configuration | System | Payroll Policies | Lunch | Advanced Lunch Penalty After Minutes Rules | Meal Penalty Detail | Enable Meal Penalty after minutes of work Company | Payroll Policies | Lunch: Meal Admin | Configuration | System | Payroll Policies | Lunch | Advanced Lunch Penalty Duration Type Rules | Apply meal penalty rules towards the punch times Company | Payroll Policies | Lunch: Meal Admin | Configuration | System | Payroll Policies | Lunch | Advanced Lunch Penalty Labor Levels Rules | Meal Penalty Detail | Use Default/Current Labor Levels Admin | Configuration | System | Payroll Policies | Lunch | Advanced Lunch Company | Payroll Policies | Lunch: Meal Rules | Meal Penalty Detail | If the total minutes worked is less than or equal to Penalty Waive Minutes the Meal Period may be waived by mutual consent Company | Payroll Policies | Lunch: Round Admin | Configuration | System | Payroll Policies | Lunch Rounding | Round Lunch Duration To Lunch Duration | Round actual lunch durations to Company | Payroll Policies | Lunch: Round Admin | Configuration | System | Payroll Policies | Lunch Rounding | Round Lunch Duration Type Lunch Duration | Round actual lunch durations to Company | Payroll Policies | Lunch: Round Admin | Configuration | System | Payroll Policies | Lunch Rounding | OUT | Lunch End To Round to the minutes Company | Payroll Policies | Lunch: Round Admin | Configuration | System | Payroll Policies | Lunch Rounding | OUT | Lunch End Type Round to the minutes Company | Payroll Policies | Lunch: Round Admin | Configuration | System | Payroll Policies | Lunch Rounding | IN | Lunch Start To Round to the minutes Company | Payroll Policies | Lunch: Round Admin | Configuration | System | Payroll Policies | Lunch Rounding | IN | Lunch Start Type Round to the minutes Company | Payroll Policies | Lunch: Round Admin | Configuration | System | Payroll Policies | Lunch Rounding | Round Short Lunches Down Short Lunches | Round short lunches down Admin | Configuration | System | Payroll Policies | Lunch Rounding | Round Company | Payroll Policies | Lunch: Round Short Lunches | Use above rounding only if the lunch taken is less than Short Lunches Down Less Than Minutes minutes Company | Payroll Policies | Lunch: Round Admin | Configuration | System | Payroll Policies | Lunch Rounding | Round Short Lunches Down to Minutes Short Lunches | Round short lunches down to minutes Company | Payroll Policies | Lunch: Round Admin | Configuration | System | Payroll Policies | Lunch Rounding | Round Short Lunches Up Short Lunches | Round short lunches up Company | Payroll Policies | Lunch: Round Admin | Configuration | System | Payroll Policies | Lunch Rounding | Round Short Lunches Up Less Than Minutes Short Lunches | Use above rounding only if the lunch taken is at least minutes Company | Payroll Policies | Lunch: Round Admin | Configuration | System | Payroll Policies | Lunch Rounding | Round Short Lunches Up to Minutes Short Lunches | Round short lunches up to minutes Company | Payroll Policies | Lunch: Use Lunch Admin | Configuration | System | Payroll Policies | Lunch Rounding | Round Duration Rounding Lunch Duration Company | Payroll Policies | Meal Allowance: Admin | Configuration | System | Payroll Policies | Meal Allowance Enable Meal Allowance Configuration | Enable Meal Allowance Company | Payroll Policies | Meal Allowance: Admin | Configuration | System | Payroll Policies | Meal Allowance Meal Allowance Amount Configuration | Amount of Meal Allowance Company | Payroll Policies | Meal Allowance: Admin | Configuration | System | Payroll Policies | Meal Allowance Meal Allowance Apply to Weekend/Holiday Configuration | Applies to time worked on Saturday, Sunday, Holiday Company | Payroll Policies | Meal Allowance: Admin | Configuration | System | Payroll Policies | Meal Allowance Meal Allowance Only for out of schedule time Configuration | Only applies to time outside of scheduled shift Company | Payroll Policies | Meal Allowance: Admin | Configuration | System | Payroll Policies | Meal Allowance Meal Allowance Pay Adjustment to Post Configuration | Pay Adjustment to Post Company | Payroll Policies | Meal Allowance: Admin | Configuration | System | Payroll Policies | Meal Allowance Meal Allowance Qualification Configuration | Time / Duration Qualification Company | Payroll Policies | Meal Allowance: Admin | Configuration | System | Payroll Policies | Meal Allowance Meal Allowance Weekly Limit Configuration | Employee may not have more than meals per work week Company | Payroll Policies | Member Count Admin | Configuration | System | Payroll Policies | Members Company | Payroll Policies | Overtime: Daily Admin | Configuration | System | Payroll Policies | Overtime | Daily Overtime | OT Resets 24 Hours from Punch In Time Daily Overtime Resets 24 Hours from Punch In Time Company | Payroll Policies | Overtime: Daily Admin | Configuration | System | Payroll Policies | Overtime | Daily Overtime | OT Resets On New Day Daily Overtime Resets On New Day
Paychex Time and Labor Online User's Guide 4 - 43 8/22/12 Administrator Functions: The Sub-Menus
Company Data Type Fields Time & Labor Online Field Location Company | Payroll Policies | Overtime: 1 Apply Admin | Configuration | System | Payroll Policies | Overtime | Apply Overtime | toward overtime Apply OT1 towards overtime Admin | Configuration | System | Payroll Policies | Overtime | Overtime Factors Company | Payroll Policies | Overtime: 1 Factor | For OT1 Company | Payroll Policies | Overtime: 1 Pay Admin | Configuration | System | Payroll Policies | Overtime | Period Overtime | by Period Pay OT1 Company | Payroll Policies | Overtime: 1 Pay Admin | Configuration | System | Payroll Policies | Overtime | Weekly Overtime by Week | Pay OT1 Company | Payroll Policies | Overtime: 1 Pay Admin | Configuration | System | Payroll Policies | Overtime | Weekly Overtime by Week Hours Over | Anything over hours Company | Payroll Policies | Overtime: 1 Pay Admin | Configuration | System | Payroll Policies | Overtime | Daily Overtime | Friday Friday | Pay OT1 Company | Payroll Policies | Overtime: 1 Pay Admin | Configuration | System | Payroll Policies | Overtime | Daily Overtime | Monday Monday | Pay OT1 Company | Payroll Policies | Overtime: 1 Pay Admin | Configuration | System | Payroll Policies | Overtime | Daily Overtime | Saturday Saturday | Pay OT1 Company | Payroll Policies | Overtime: 1 Pay Admin | Configuration | System | Payroll Policies | Overtime | Daily Overtime | Sunday Sunday | Pay OT1 Company | Payroll Policies | Overtime: 1 Pay Admin | Configuration | System | Payroll Policies | Overtime | Daily Overtime | Thursday Thursday | Pay OT1 Company | Payroll Policies | Overtime: 1 Pay Admin | Configuration | System | Payroll Policies | Overtime | Daily Overtime | Tuesday Tuesday | Pay OT1 Company | Payroll Policies | Overtime: 1 Pay Admin | Configuration | System | Payroll Policies | Overtime | Daily Overtime | Wednesday Wednesday | Pay OT1 Company | Payroll Policies | Overtime: 1 Pay Admin | Configuration | System | Payroll Policies | Overtime | Daily Overtime | Friday Hours Over Friday | Anything over hours Company | Payroll Policies | Overtime: 1 Pay Admin | Configuration | System | Payroll Policies | Overtime | Daily Overtime | Monday Hours Over Monday | Anything over hours Company | Payroll Policies | Overtime: 1 Pay Admin | Configuration | System | Payroll Policies | Overtime | Daily Overtime | Saturday Hours Over Saturday | Anything over hours Company | Payroll Policies | Overtime: 1 Pay Admin | Configuration | System | Payroll Policies | Overtime | Daily Overtime | Sunday Hours Over Sunday | Anything over hours Company | Payroll Policies | Overtime: 1 Pay Admin | Configuration | System | Payroll Policies | Overtime | Daily Overtime | Thursday Hours Over Thursday | Anything over hours Company | Payroll Policies | Overtime: 1 Pay Admin | Configuration | System | Payroll Policies | Overtime | Daily Overtime | Tuesday Hours Over Tuesday | Anything over hours Company | Payroll Policies | Overtime: 1 Pay Admin | Configuration | System | Payroll Policies | Overtime | Daily Overtime | Wednesday Hours Over Wednesday | Anything over hours Company | Payroll Policies | Overtime: 2 Apply Admin | Configuration | System | Payroll Policies | Overtime | Apply Overtime | toward overtime Apply OT2 towards overtime Admin | Configuration | System | Payroll Policies | Overtime | Overtime Factors Company | Payroll Policies | Overtime: 2 Factor | For OT12 Company | Payroll Policies | Overtime: 2 Pay Admin | Configuration | System | Payroll Policies | Overtime | Period Overtime | by Period Pay OT2 Company | Payroll Policies | Overtime: 2 Pay Admin | Configuration | System | Payroll Policies | Overtime | Weekly Overtime by Week | Pay OT2 Company | Payroll Policies | Overtime: 2 Pay Admin | Configuration | System | Payroll Policies | Overtime | Weekly Overtime by Week Hours Over | Anything over hours Company | Payroll Policies | Overtime: 2 Pay Admin | Configuration | System | Payroll Policies | Overtime | Daily Overtime | Friday Friday | Pay OT2 Company | Payroll Policies | Overtime: 2 Pay Admin | Configuration | System | Payroll Policies | Overtime | Daily Overtime | Monday Monday | Pay OT2 Company | Payroll Policies | Overtime: 2 Pay Admin | Configuration | System | Payroll Policies | Overtime | Daily Overtime | Saturday Saturday | Pay OT2 Company | Payroll Policies | Overtime: 2 Pay Admin | Configuration | System | Payroll Policies | Overtime | Daily Overtime | Sunday Sunday | Pay OT2 Company | Payroll Policies | Overtime: 2 Pay Admin | Configuration | System | Payroll Policies | Overtime | Daily Overtime | Thursday Thursday | Pay OT2 Company | Payroll Policies | Overtime: 2 Pay Admin | Configuration | System | Payroll Policies | Overtime | Daily Overtime | Tuesday Tuesday | Pay OT2 Company | Payroll Policies | Overtime: 2 Pay Admin | Configuration | System | Payroll Policies | Overtime | Daily Overtime | Wednesday Wednesday | Pay OT2 Company | Payroll Policies | Overtime: 2 Pay Admin | Configuration | System | Payroll Policies | Overtime | Daily Overtime | Friday Hours Over Friday | Anything over hours
4 - 44 Paychex Time and Labor Online User's Guide 8/22/12 Administrator Functions: The Sub-Menus
Company Data Type Fields Time & Labor Online Field Location Company | Payroll Policies | Overtime: 2 Pay Admin | Configuration | System | Payroll Policies | Overtime | Daily Overtime | Monday Hours Over Monday | Anything over hours Company | Payroll Policies | Overtime: 2 Pay Admin | Configuration | System | Payroll Policies | Overtime | Daily Overtime | Saturday Hours Over Saturday | Anything over hours Company | Payroll Policies | Overtime: 2 Pay Admin | Configuration | System | Payroll Policies | Overtime | Daily Overtime | Sunday Hours Over Sunday | Anything over hours Company | Payroll Policies | Overtime: 2 Pay Admin | Configuration | System | Payroll Policies | Overtime | Daily Overtime | Thursday Hours Over Thursday | Anything over hours Company | Payroll Policies | Overtime: 2 Pay Admin | Configuration | System | Payroll Policies | Overtime | Daily Overtime | Tuesday Hours Over Tuesday | Anything over hours Company | Payroll Policies | Overtime: 2 Pay Admin | Configuration | System | Payroll Policies | Overtime | Daily Overtime | Wednesday Hours Over Wednesday | Anything over hours Company | Payroll Policies | Pay Periods: Admin | Configuration | System | Payroll Policies | Pay Periods | Monthly Monthly Company | Payroll Policies | Pay Periods: Admin | Configuration | System | Payroll Policies | Pay Periods Number of Periods per Year Company | Payroll Policies | Pay Periods: Type Admin | Configuration | System | Payroll Policies | Pay Periods Company | Payroll Policies | Pay Periods: Work Admin | Configuration | System | Payroll Policies | Pay Periods | Work Week Week Start Day Start Day Company | Payroll Policies | Payroll Policy Admin | Configuration | System | Payroll Policies | Payroll Policy | Policy Name Name Company | Payroll Policies | Round to Admin | Configuration | System | Payroll Policies | Round to Schedule | In | Up Schedule: Round In After Schedule to minutes after Company | Payroll Policies | Round to Admin | Configuration | System | Payroll Policies | Round to Schedule | In | Up Schedule: Round In Before Schedule to minutes before Company | Payroll Policies | Round to Admin | Configuration | System | Payroll Policies | Round to Schedule | Out | Schedule: Round Out After Schedule Up to minutes after Company | Payroll Policies | Round to Admin | Configuration | System | Payroll Policies | Round to Schedule | Out | Schedule: Round Out Before Schedule Up to minutes before Company | Payroll Policies | Standard Admin | Configuration | System | Payroll Policies | Standard Rounding | In | Rounding: Round In Times to Round to the minutes Company | Payroll Policies | Standard Admin | Configuration | System | Payroll Policies | Standard Rounding | In | Rounding: Round In Type Round to the minutes Company | Payroll Policies | Standard Admin | Configuration | System | Payroll Policies | Standard Rounding | Out | Rounding: Round Out Times to Round to the minutes Company | Payroll Policies | Standard Admin | Configuration | System | Payroll Policies | Standard Rounding | Out | Rounding: Round Out Type Round to the minutes Company | Payroll Policies | Time Sheet Admin | Configuration | System | Payroll Policies | Time Sheet Processing Processing: Count Time Towards Configuration | Count time towards the date Company | Payroll Policies | Time Sheet Admin | Configuration | System | Payroll Policies | Time Sheet Processing Processing: Enable Spread of Hours Configuration | Enable Spread of Hours Pay Company | Payroll Policies | Time Sheet Admin | Configuration | System | Payroll Policies | Time Sheet Processing Processing: Reject Duplicate Punch Time Configuration | Reject duplicate punch time within minutes Company | Payroll Policies | Time Sheet Admin | Configuration | System | Payroll Policies | Time Sheet Processing Processing: Reject Opposing Punch Time Configuration | Reject opposing punch time within minutes Company | Payroll Policies | Time Sheet Admin | Configuration | System | Payroll Policies | Time Sheet Processing Processing: Split Shift On New Day Configuration | Activate Split Shifts at Time of Day Change Company | Payroll Policies | Time Sheet Admin | Configuration | System | Payroll Policies | Time Sheet Processing Processing: Spread of Hours Amount Configuration | Spread of Hours Pay | Add pay adjustment in the amount of $ Admin | Configuration | System | Payroll Policies | Time Sheet Processing Company | Payroll Policies | Time Sheet Configuration | Enable Spread of Hours Pay where duration of the work day Processing: Spread of Hours Duration exceeds minutes Company | Payroll Policies | Time Sheet Admin | Configuration | System | Payroll Policies | Time Sheet Processing Processing: Spread of Hours Duration Type Configuration | Apply Spread of Hours rules towards the punch times Company | Payroll Policies | Time Sheet Admin | Configuration | System | Payroll Policies | Time Sheet Processing Processing: Time Of Day Change Configuration | Time of Day Change Admin | Configuration | System | Schedules | Schedule Template Properties | Company | Schedules | Access Type Access Type Company | Schedules | Day of Week Admin | Configuration | System | Schedules | Work Times Company | Schedules | End Time Admin | Configuration | System | Schedules | Work Times | End time Company | Schedules | Labor Level(s) Admin | Configuration | System | Schedules | Work Times | Labor Level(s)
Paychex Time and Labor Online User's Guide 4 - 45 8/22/12 Administrator Functions: The Sub-Menus
Company Data Type Fields Time & Labor Online Field Location Admin | Configuration | System | Schedules | Schedule Template Properties | Company | Schedules | Owner Owner Company | Schedules | Start Time Admin | Configuration | System | Schedules | Work Times | Start time Admin | Configuration | System | Schedules | Schedule Template Properties | Company | Schedules | Template Name Template Name Company | Shift Differentials | Additional Pay Admin | Configuration | System | Shift Differentials | Shift Rules | Add Rule | Factor Shift Differential Rule | Pay Modification | Additional Pay Factor Company | Shift Differentials | Additional Wage Admin | Configuration | System | Shift Differentials | Shift Rules | Add Rule | Factor Shift Differential Rule | Pay Modification | Additional Wage Per Hour Company | Shift Differentials | Advance Admin | Configuration | System | Shift Differentials | Shift Differential Policy | Differential Rules Use Advanced Differential Rules Admin | Configuration | System | Shift Differentials | Shift Differential Policy | If Company | Shift Differentials | Crosses the employees time crosses more than one differential in a Day Shift Group (Day/Shift Group) the employee receives the differential with the majority of time accrued toward it. Company | Shift Differentials | Day Admin | Configuration | System | Shift Differentials | Shift Rules | Day Admin | Configuration | System | Shift Differentials | Shift Rules | Add Rule | Company | Shift Differentials | End Time Shift Differential Rule | Shift Times | End Time Company | Shift Differentials | Fix Differential Admin | Configuration | System | Shift Differentials | Shift Differential Policy | Clock In Fix differential to the Clock In Admin | Configuration | System | Shift Differentials | Shift Rules | Add Rule | Company | Shift Differentials | Min Hours Shift Differential Rule | Advanced Rules | An employee must work at least minutes in this differential to receive it. Admin | Configuration | System | Shift Differentials | Shift Rules | Add Rule | Company | Shift Differentials | Required Shift Shift Differential Rule | Advanced Rules | An employee must have work time between and to receive this differential. Admin | Configuration | System | Shift Differentials | Shift Rules | Add Rule | Company | Shift Differentials | Shift Code Shift Differential Rule | Shift Code | Shift Code Company | Shift Differentials | Shift Policy Admin | Configuration | System | Shift Differentials | Shift Differential Policy | Name Policy Name Company | Time Clocks | Active Employee Admin | Configuration | System | Time Clocks | Clock Configuration | Current Count Zone | Active Employees Admin | Configuration | System | Time Clocks | Clock Configuration | Clocks Company | Time Clocks | Clocks Assigned Assigned Admin | Configuration | System | Time Clocks | Clock Configuration | Current Company | Time Clocks | Zone Name Zone | Add | Add Zone | Zone Name
4 - 46 Paychex Time and Labor Online User's Guide 10/30/13 How to Use Paychex Time and Labor Online
Chapter 5 – How to Use Paychex Time and Labor Online
Employee Functions
Employee Home Page
The Employee Home Page is for employees to perform common tasks, such as clocking in or out, submitting timesheets, viewing benefit information, and requesting time off. The Employee Home Page displays automatically when an employee logs onto Paychex Time and Labor Online and displays the information only for the employee currently logged on. You can customize this page for each employee.
Actions Section
The Actions section of your home page allows you to clock in and out, start and end lunches and breaks, and transfer from one job or department to another. You also have the option to enter notes about the transaction.
Using the Actions Command to Change Labor Levels
1. Click Change Labor Levels to change a labor level or job level to associate the action with. When complete, click Apply.
Note: Your company can customize the label for this option.
2. Click the Action drop-down menu, then select the action you wish to perform.
3. In the Notes field, type a note about the transaction, if necessary.
4. Click Punch to complete the action.
Note: You must click Punch to record this action.
Paychex Time and Labor Online User's Guide 5 - 1 1/22/14
How to Use Paychex Time and Labor Online
Clocking In
1. Click the Action drop-down menu, then click Clock In.
2. In the Notes field, you can type a note about the transaction.
3. Click Punch to complete the action.
Note: You must click Punch to record this action.
Clocking Out
1. Click the Action drop-down menu, then click Clock Out.
2. In the Notes field, type a note about the transaction, if necessary.
3. Click Punch to complete the action.
Note: You must click Punch to record this action.
Starting Lunch
1. Click the Action drop-down menu, then click Start Lunch.
2. In the Notes: field, you can type a note about the transaction.
3. Click Punch to complete the action.
Note: You must click Punch to record this action.
Ending Lunch
1. Click the Action drop-down menu, then click End Lunch.
2. Click Change Labor Levels to change a labor level or job level with which you wish to associate the action.
Note: Your company can customize the label for this option.
3. In the Notes field, you can type a note about the transaction.
4. Click Punch to complete the action.
Note: You must click Punch to record this action.
5 - 2 Paychex Time and Labor Online User's Guide 1/22/14 How to Use Paychex Time and Labor Online
Starting Break
1. Click the Action drop-down menu, then click Start Break.
2. In the Notes field, you can type a note about the transaction.
3. Click Punch to complete the action.
Note: You must click Punch to record this action.
Ending Break
1. Click the Action drop-down menu, then click End Break.
2. Click Change labor levels to change a labor level or job level with which to associate the action.
Note: Your company can customize the label for this option.
3. In the Notes field, you can add a note along with the transaction.
4. Click Punch to complete the action.
Note: You must click Punch to record this action.
Change Labor Levels
1. Click the Action drop-down menu, then select the action you wish to perform.
2. Click Change Labor levels. From the labor level drop-down menu, select the new department or job.
3. Click Apply to go back to the main screen.
4. Click Punch to complete the action so you are now clocked in under the new labor level.
Note: You must click Punch to record this action.
Paychex Time and Labor Online User's Guide 5 - 3 1/22/14 How to Use Paychex Time and Labor Online
Employee Submitting Timesheets (optional)
Paychex Time and Labor Online allows employees to submit a timesheet as an alternative to clocking in and out. There are four different views for Submit Time Sheets found in the Employee Setting section of the employee’s assigned Payroll Policy. These four views are:
• Show Start Time and Duration.
• Show Start Time and End Time.
• Show Start Time and End Time with Lunch.
• Show Duration Only.
The timesheet is an online form that allows you to enter the date, start day time, start lunch time, end lunch time, end day time, pay type, and notes. Control the form’s details by the selected setting within the assigned Payroll Policy.
Note: Apply any auto-deducted breaks or lunches, whether paid or unpaid. If you see a Submit Timesheet link on the Action menu, you can submit electronic timesheets. If it is not visible, your administrator has not enabled that option and you can still clock in using Paychex Time and Labor Online. The employee has the ability to delete submitted shifts from the Submit Time sheet screen as long as the shift has not been approved by the supervisor or if the pay period has not been locked.
Click Timesheet to access this page.
5 - 4 Paychex Time and Labor Online User's Guide 1/22/14 How to Use Paychex Time and Labor Online
Submit Time Sheet section for Show Start Time and Duration
Field Description Date Defaults to today’s date.
Start Day Defaults to the default start time assigned in the Allow Employees to submit Time Sheet for: section, located on the Edit Employee screen.
Hours Defaults to zero hours; type the total hours of the shift.
Type Defaults to Work pay type. Use the drop-down menu to select the desired pay type.
Notes Use to enter any required notes. Notes display in the Timesheet section.
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Submit Time Sheet section for Show Start Time and End Time
Field Description Date Defaults to today’s date.
Start Day Defaults to the default start time assigned in the Allow Employees to submit Time Sheet for: section, located on the Edit Employee screen.
End Day Defaults to a blank window; type the end time.
Type Defaults to Work pay type. Select a pay type from the drop-down menu.
Notes Use to enter any required notes. Notes display in the Timesheet section.
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Submit Time Sheet section for Show Start Time and End Time with Lunch
Field Description Date Defaults to today’s date.
Start Day Defaults to the default start time assigned in the Allow Employees to submit Time Sheet for: section, located on the Edit Employee screen.
Start Lunch Type the lunch start time.
End Lunch Type the lunch end time.
Note: The End Lunch time cannot be less than the Enforce Lunch rule.
End Day Type the end time.
Type Defaults to Work Pay type; select the appropriate pay type from the drop-down menu.
Notes Used to enter in any required notes. Notes display in the Timesheet section.
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Submit Time Sheet section for Show Duration Only
Field Description Date Defaults to today’s date.
Hours Defaults to zero hours; type the total hours of shift.
Type Defaults to Work pay type, use the drop-down menu to select appropriate pay type.
Notes Used to enter in any required notes. Notes display in the Timesheet section.
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Employee Labor Level Section
Assigned Labor Levels:
Note: Each default assigned Labor Level displays by level and assigned entity.
Change Labor Level Link:
1. Click Change Labor Level to alter default assigned levels.
2. Change your labor levels by selecting them from the drop-down menu, then clicking Apply.
3. Click Apply on the Submit Timesheet screen to add your shift with your new labor levels selected.
Hours Worked Section
1. Click To – From Date windows to manually enter desired dates to view or click to select a date range.
2. Click Apply to view the date range.
3. Click Go to Links to select the Previous, Current, or Next pay period, or, Previous, Current, or Next week.
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Employee Submitting Timesheet Express (optional)
Paychex Time and Labor Online allows for a second option to submit time sheets called Timesheet Express. This feature allows the employee to enter a week’s worth of hours at one time. As with Submit Timesheets, Timesheet Express has four different views found in the Employee Setting section of the employee’s assigned Payroll Policy.
• Show Start Time and Duration.
• Show Start Time and End Time.
• Show Start Time and End Time with Lunch.
• Show Duration Only.
The timesheet is an online form that allows you to enter the date, start day time, start lunch time, end lunch time, end day time, pay type, and notes. The Employee Settings section within the assigned Payroll Policy controls the form’s details.
Notes: • Any auto-deducted breaks or lunches apply, whether paid or unpaid.
• An employee cannot change an entry after they submit it unless the Employee Setting with the assigned payroll policy is set to allow employees to edit timesheets after administrator approval. Otherwise, only administrators can edit timesheets after the employee submits hours.
• Click Timesheet Express to access this page in the Submit Time Sheet screen.
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Header Section
1. Click Timesheet to return to the Submit Timesheet screen.
2. Type the number of shifts to be displayed per day in the Shifts per day field.
3. Search By:
• Code (requires exact match): Use when the exact Labor Level Code is known. Select the appropriate labor level from the drop-down list.
• Description (requires partial match): Use when part of the description is known instead of code. Select the appropriate labor level from the drop-down list.
4. Click To – From Date windows to manually enter the desired dates to view or click to select date.
5. Click Apply to apply the date.
6. Click Go to links to select Previous, Current, or Next Pay Period, or Previous, Current, or Next Week.
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Submit Timesheet Express Section for Show Start Time and Duration
Detailed for each day of the work week:
Field Description Type Defaults to work pay type. Use the drop-down menu to select the appropriate pay type.
Start Day Defaults to the start time assigned in the Allow Employees to submit Time Sheet for: section, located on the Edit Employee Information screen. Type the start time of the shift.
Hours Default is zero hours. Type the total hours of the shift.
Labor Levels Defaults to assigned levels for each employee.
Notes Used to enter in any required notes; notes display in the Timesheet section.
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Submit Time Sheet Section for Show Start Time and End Time
Detailed for each day of the work week.
Field Description Type Defaults to work pay type. Use the drop-down menu to select the appropriate pay type.
Start Day Defaults to the start time assigned in the Allow Employees to submit Time Sheet for: section, located on the Edit Employee Information screen. Type the start time of the shift.
End Day Defaults to a blank window; type the end time of the shift.
Labor Levels Defaults to assigned levels for each employee.
Notes Used to enter in any required notes, notes display in the Timesheet section.
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Submit Time Sheet Section for Show Start Time and End Time with Lunch
Detailed for each day of the work week.
Field Description Type Defaults to work pay type. Use the drop-down menu to select the appropriate pay type.
Start Day Defaults to the start time assigned in the Allow Employees to submit Time Sheet for section, located on the Edit Employee Information screen. Type the start time of the shift.
Start Lunch Type the lunch start time.
End Lunch Type the lunch end date.
Note: The End Lunch time cannot be less than the Enforce Lunch rule.
End Day Defaults to a blank window; type the end time of the shift.
Labor Levels Defaults to assigned levels for each employee.
Notes Used to enter in any required notes, notes display in the Timesheet section.
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Submit Time Sheet Section for Show Duration Only
Detailed for each day of the work week.
Field Description Type Defaults to work pay type. Use the drop-down menu to select the appropriate pay type.
Hours Type the number of hours related to the pay type that you select.
Labor Levels Defaults to assigned levels for each employee.
Notes Used to enter in any required notes, notes display in the Timesheet section.
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Status Section
The Status section of your home page displays your current work status as one of the following:
• In
• Out
• Lunch
• Break
• Transfer
Paychex Time and Labor Online determines your status by your last punch. If you just clocked in for the day, your status is Clocked In.
Example: An employee works Monday through Wednesday 8:00 a.m. to 5:00 p.m. with an hour lunch taken at noon. The same employee works Thursday and Friday.
Messages Section
The Messages section allows employees to view messages sent to them by administrators or supervisors.
Example:
Field Description Checkbox Select one or multiple messages to delete from your message list. Expiration Date Displays the date the message expires. Sender Displays who sent the message. Message Displays the text of the message. All Deletes all messages from your message list. Delete Click Delete to delete the message from your message list.
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Hours Worked Section
The Hours Worked section allows you to view the hours you have worked. The current week’s timesheet displays by default. This section contains the following fields:
Field Description Calendar Icon Enables user to view a date range of time worked and non- worked time.
Approval Displays if employee or supervisor has approved time for the given dates.
Type Displays the type of punch or transaction associated with the calendar day.
Reg Displays the total number of paid hours for the week in each category.
Pay Types Displays the total number of paid hours for the displayed pay type. For example, lunch, vacation, work, etc.
Total (bottom) Displays the total number of paid and unpaid hours by the selected date range. For example, current week.
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Schedule Section
The Schedule section allows you to view your schedule. Paychex Time and Labor Online displays the current week’s schedule by default. This section contains the following fields:
Field Description Day/Date Displays the day of the week worked.
Start Displays the scheduled start time.
End Displays the scheduled end time.
Total Time Displays the total duration of hours for the shift.
Previous and Next Click Previous to return to previous pages. Click Next to advance to next pages of schedules.
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Pay Adjustments Section
This section allows you to enter a pay adjustment if your administrator configures any pay adjustment types for employee entry. For example, to enter tips.
The definitions of the pay adjustments are on the Pay Adjustments page.
Note: This section is hidden by default. To maximize or display this section, go to your Personal Settings icon.
1. Select values for the following fields:
Field Description Type Select the adjustment type.
Date Type the date to post this adjustment.
Amount Type the amount for this adjustment.
Notes Type any notes you wish to associate with this adjustment.
2. Click Apply to complete the entry.
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Adjustments Section
Pay adjustments are lump sum additions or subtractions to your pay. If your company is using Paychex Time and Labor Online to track pay information, you can display the adjustments.
Note: This section is hidden by default. To maximize or show this section, click Personal Settings icon.
This section contains the following fields:
Field Description Day Displays the day of the week the adjustment is made.
Date Displays the date the adjustment is made.
Type Displays the type of adjustment. For example, bonus, union dues, or tips.
Amount Displays the amount of the adjustment.
Notes Displays any notes regarding the adjustment.
Benefits Section
The Benefits section allows you to view the number of benefit hours you accrued, used, and that remain. Each benefit has a link that displays the Detailed Benefits page for that employee. Refer to the Detailed Employee Benefits section for additional information. This section contains the following fields:
Note: When the Hide Benefits feature is set to Yes, the Initial, Granted, and Used columns are replaced with Current Balance, Approved, and Available Balance. The Benefit types are not linked.
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Detailed Employee Benefits Section
Clicking a benefit link from the Employee Home Page displays the Detailed Employee Benefits section.
This section contains the following fields:
Field Description Initial Displays the number of hours the employee received upfront or that rolled over from the previous accrual period.
Accrued Displays the number of hours accrued, based on the benefits accrual rules established.
Granted Displays the number of hours available for use or additional hours given to the employee as an adjustment.
Used Displays the amount of time used or taken by the employee since the accrual reset date. Paychex Time and Labor Online calculates this number based on the vacation, sick, or personal shifts entered for the employee.
Balance Displays the number of hours remaining.
Example: Currently available balance for the employee. This number calculates on the following formula: (initial time + time accrued) – (time used) = time left.
Enter the starting time on the Edit Employee page in the Employee Benefits section.
Calc Displays the date through which the benefit calculates. Thru
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Personal Info Section
The Personal Info section allows you to change your password. It is recommended that you change your password the first time you log into the system and then every 45 days, at a minimum. Keep your password private. If someone else knows your password, that person could log onto Time and Labor Online and edit your records. If you forget your password, contact your supervisor or human resources personnel to get it reset.
1. Click Change Password.
2. Type your old password, then type your new password.
3. Type your new password again to confirm it.
4. Click Change Password to complete the change.
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Status Board Tab
The Status Board contains a grid of columns that allows you to view at a glance employees’ names, whether or not they are in, out, at lunch, or on break, their last transaction date, and any notes pertaining to the status. You can view the employee’s status from the Status Board, but you cannot change it. You can view all employees or set a filter to see just the employees you select. You can also select if regular employees can view the Status Board within the Employee Settings sections of the Payroll Policy they are assigned to.
Color-coded push pins in the columns indicate if the employee is out for the day, clocked in for the day, at lunch, or at break. For example, a red push pin in the Out column indicates that employee has clocked out; and a green push pin in the Working column indicates that the employee is currently clocked in. The Notes column displays any notes the employee entered at his or her last punch. By default, the Status Board displays all employees.
Navigate in the Status Board
To navigate to a different page in the Status Board, click > to advance one page at a time or type a page number, then click Go to advance to a specific page. Click >> to advance to the last page. You can also click any number to advance to that page of employees.
Personal Settings Icon
Paychex Time and Labor Online allows each employee to customize their personal login in several ways. Employees can customize the following settings:
• The section state for sections on the Employee Home Page.
• The number of employees to display on the Status Board.
• The appearance of the site, including color schemes and fonts Paychex Time and Labor Online stores these settings with the employee’s user profile so they are consistent from any computer where the employee logs on. Click the Personal Settings icon to adjust these settings.
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Employee Home Page Section
This section allows employees to customize what they view when logging onto Paychex Time and Labor Online.
Sections Subsection
You can change the default state for the sections included on your Employee Home Page. You can set sections to be Maximized, Minimized, or Hidden.
Select the state you wish for each section of your Employee Home Page by clicking the drop-down arrow and selecting one of the following states.
State Description Maximize Section’s label and its content are visible. We recommend this state for sections you use frequently because it gives you the fastest possible access to a section’s contents and actions. When you first visit Paychex Time and Labor Online, all sections are maximized.
Minimize Section’s label is visible, but its content is not. We recommend this state for sections you use occasionally. Pages with minimized sections display faster because less information needs to be transferred from the Paychex Time and Labor Online servers to the user’s screen. You can readily display the content of a minimized section by clicking the label.
Hidden Neither the section’s label nor its content are visible. You cannot view the section at all. We recommend this state for sections you rarely or never use. Pages with hidden sections display faster than pages with maximized or minimized sections.
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Timesheets Default Week Subsection
This section allows the user to select the default workweek to view when logging on.
Status Board Page Section
You can customize the display and refresh settings for the Status Board Page.
Enter your settings as appropriate.
• Number of employees to list per page: Type the number of employees you wish to display on each page of the Status Board tab.
• Status board refreshes every X minutes: Type how often you wish the Status Board to refresh the displayed data.
Note: If you set this variable to 0, the Status Board does not automatically refresh.
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General Look & Feel Section
This section allows you to customize the format settings for Paychex Time and Labor Online when you log on. These settings affect all areas of Paychex Time and Labor Online to which you (the user) have access.
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Enter the settings as appropriate:
Field Description Color Select a color scheme to apply. Theme Size Type a default width in pixels for pages in your browser. If you are unsure, leave this setting at 720.
Formats Define a look for page content.
• Date: Select a format for displaying dates when an employee is selected.
• Time: Select a format for displaying time when an employee is selected.
• Time Duration: Select a format for displaying total times when an employee is selected.
• Full Names: Select an order for displaying full names when an employee is selected.
Labor Type the number of previous levels to display in department Levels Drop drop-down menus. This enables you to see the full hierarchy of Down Lists your department structure.
Note: Type the number of levels in your department hierarchy, less one. For example, if there are three levels in your department structure, enter two.
Fonts • General Font Name: Select a font for regular text.
• General Font Size: Select a font size for regular text.
• Heading Font Name: Select a font for section and page headings.
• Heading Font Size: Select a font size for section and page headings.
Session Select the length of time that the user is to remain logged on Time Out without any activity from the user.
When all settings are complete, click Apply Changes.
Note: You must click Apply Changes to save the changes made.
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