Contents
Navigation 3
Requesting time off 5
Time off balance details 7
Adjusting a time off request 8
Key terms 9
Time Tracker messages 12
Navigation
Button or Link / Description /Time Off / On the Time Off page, you can enter your requests for Paid Time Off (PTO), holiday, community service time, bereavement leave, and other types of time off.
Balance Details / On the Balance Details window, you can see current balances, including:
• Estimated allowance for the current year
• Carryover hours
• Time taken
• Time scheduled in the future
• Time pending manager approval
• Time available
• Time accrued
Messages / On the Messages page, you can view a history of messages and delete old messages.
Become Another User / On the Become Another User (delegate) page, you can select to become anyone whohas assigned you as a delegate. In this example, Guy Kalus has assigned you as his delegate. If multiple people assign you as a delegate, you can click the drop-down box and choose the user you wish to become.
? Help / Click this link to see scenarios and helpful information about Time Tracker.
Requesting time off
Step / Action /1. / Click the Time Off button.
2. / Click the New Request button.
3. / Click the Time Off Type drop-down box.
4. / Select the time off type:
· Paid Time Off
· Holiday (use for floating or actual day)
· Jury duty
· Bereavement
· Community service
· Miscellaneous absence
5. / Enter a date into the Start Date field or select the date by clicking the calendar icon.
6. / Enter a date into the End Date field or select the date by clicking the calendar icon.
7. / Designate the hours and minutes of PTO you are requesting in the Hours/Minutes per day field.
8. / Click the Submit button.
Time off balance details
Estimated Allowance / This is the amount of time you are given for the entire year based on your years of service.
Starting Balance of Carryover / In some instances, you may be able to carry a balance from one year to the next. In these cases, the balance appears in this column.
Taken / This is the amount of time used up to and including today's date.
Scheduled / This is the amount of time scheduled after today's date.
Pending Approval / This is the requested time off hours that your manager has not yet approved.
Available / This amount is the remaining time off that you have not taken or scheduled.
Accrued / Your estimated allowance amount accrues at a rate of 1/12 per month. This amount reflects the amount up to and including the current month.
Current Balance of Carryover / When a Starting Balance of Carryover is used, this balance reflects the remaining balance up to and including today's date.
Adjusting a time off request
1. / Click the Time Off button.
2. / Click the Cancel Request button.
3. / Select the checkbox next to the item to cancel it.
4. / Click the Submit button.
Key terms
The following are descriptions of key terms you may come across when using Time Tracker.
Term / Description /Accrued / Amount of the estimated annual allotment of PTO accrued to date. PTO accrues each month at a rate of one-twelfth the team member’s annual allowance. PTO can be used before it is accrued.
Adjustments / A feature used to make a change to a record that has already been processed (exported to payroll). Adjusted timesheets must be approved by the manager or delegate before they can be processed. Once adjusted timesheets are processed, adjustments are included in the next pay. For adjustments of 10 hours or more, managers may request an off-cycle pay through Staff Management.
Available / Remaining time off balance (PTO, community service time, or holiday time) that is available to be scheduled. It is the sum of the estimated allowance less time scheduled, taken, and pending approval.
Balance Override Form – Managers / Form used only during initial transition that enables managers to update PTO balances using information from the Balance Override Worksheet.
Balances / Used to show balance information for PTO, community service time, and holiday time, based on a team member’s eligibility.
Become Another User / Feature that allows delegates to assume the role of a manager who has assigned them as a delegate.
Break Rest Premium / Amount of time that will be paid at the team member’s regular hourly rate for a missed meal or rest break in compliance with state regulations (in California only).
Bereavement / Bereavement time code. Time Tracker tracks the amount of time that has been used for the current year.
Carryover / Paid Time Off that has been carried over from a prior year in accordance with the PTO carryover provision.
Comments / Comments entered by a team member or manager on a nonexempt team member’s timesheet. Comments cannot be edited or deleted after they are saved.
Complete / Like Webtime, Time Tracker includes a Complete button. Team members must click the Complete button at the end of each work week for their timesheet to be processed and paid.
Community Service Time / Community service time code. For eligible team members, the balance for community service time will decrease as time is scheduled.
Current Timesheet / Timesheet for the current week.
Half Times Premium / Premium rate that can be applied by the manager to pay an additional amount equal to one half of the nonexempt team member’s hourly rate for a specified number of hours and minutes on a specific date. This feature is used in only some areas of Wells Fargo.
JURY / Jury Duty time code. Time Tracker tracks the amount of time that has been used for the current year.
Kincare (KIN) / Code used in California to identify a portion of a team member’s PTO that is protected under the state’s Kincare regulation. For eligible team members, the balance for Kincare will decrease as time is scheduled.
Messages / Feature that enables users to view and delete system-generated messages.
Miscellaneous / Miscellaneous absence code. Time Tracker tracks the amount of time that has been used for the current year.
More / Used to access additional time entry fields. It is used on workdays that have more than four time entries.
My Team’s Balances / Used by managers and delegates to view team members’ balance information.
One Times Premium / Premium rate that can be applied by the manager to pay an additional amount equal to the nonexempt team member’s hourly rate for a specified number of hours and minutes on a specific date. This feature is used in only some areas of Wells Fargo.
Overrides / Indicates information that has been entered onto the timesheet, including work time entries and time off.
Overtime / Overtime represents the amount of time that will be paid at 1.5 times the team member’s regular hourly rate.
Pending / Time off that has been requested and is pending manager approval.
Premium / Identifies work time that will be paid above the team member’s regular hourly rate, excluding overtime.
Paid Time Off / Paid time off code. For eligible team members, the balance for paid time off will decrease as time is scheduled.
Regular / Appears in the code summary below the timesheet. It represents the amount of time (in decimals) that will be paid at the team member’s regular hourly rate.
Save / Used to save entries. Users can save timesheet information as they add or update it before they complete the timesheet at the end of the week.
Scheduled / Time off that has been both requested and approved (or automatically processed).
Shift Premium / Represents time eligible under the Shift Differential policy to be paid at a premium rate.
Shift Premium Overtime / Represents time eligible under the Shift Differential policy to be paid at a premium overtime rate.
Status / Timesheets include a status message that indicates the activities performed by the team member, manager, and payroll system, respectively.
Time Off Manager Auto-Process / Feature that allows managers to either require or not require manager review of time off requests.
Taken / Time off that has been recorded for dates in the past.
Time Off / Time off is a collective term to describe various types of time off, including PTO, community service time, holidays, jury duty, and bereavement.
Timesheet Archive / Section of the tool that enables you to view historical timesheet information.
Uncomplete / Before the timesheet is exported to payroll, team members may click the Uncomplete button to make corrections to their timesheets. After making corrections, team members must again click Complete for their timesheets to be processed.
Warnings / Message indicating that information on the timesheet is outside of the standard process and may need additional review. Warning messages do not prevent timesheets from being processed.
Work / Represents the total hours worked, as recorded on the timesheet.
Time Tracker messages
There are many ways that the system keeps managers and team members informed of system activities. The following sections include in-system messages, most of which are also forwarded to the user’s email address.
Reminder: A delegate must become the manager before he or she can take action. If the request has been acted on, it will no longer be visible by the delegate in the manager’s view.
Action Required
Your home page in Time Tracker includes an Action Required section that keeps you informed of activities that require your attention. Examples include:
Message / Action RequiredTeam member (Name) has an adjustment for his or her timesheet for the week of MM/DD/YYYY that is pending your approval. Go to the timesheet to review and approve the adjustment. / Review and approve the adjustment. Timesheet adjustments cannot be processed until they are approved by the manager.
Team member (Name) needs to complete a timesheet for the week of 03/07/2010. If the team member worked or used time off during this week, please have them complete their timesheet immediately. / Remind the team member to complete the timesheet immediately. Only in situations in which team members are unable to complete their own timesheet is a manager or delegate permitted to complete their timesheet on their behalf.
Team member (Name) has completed this week’s timesheet. Please go to the Manager Summary to review this record. / Review the team member’s timesheet, using the Timesheet link in the message or by accessing your Manager Summary.
You have a request for time off from (Name) in your Inbox. Open the message to approve the request. / Review and either approve or reject the team member’s request for time off.
System-generated messages
Time Tracker Support may send system-generated emails or may list the name of the team member to which the message applies as the sender. Here are some examples:
Subject line / Description /Your Balance Override form has been processed successfully / This message alerts managers that the Balance Override Form – Managers (submitted during initial transition to the tool) has been processed successfully.
The message includes the team member’s name and a link to the form that was submitted.
Meal or rest break violations / This message alerts managers that a team member’s timesheet includes a meal or rest break violation, where applicable.
Request for time off has been processed. / This message alerts managers and team members that their request for time off has been automatically processed.
Team members losing PTO/holiday eligibility / This message indicates that a change in the team member’s status has been recorded, which changes his or her eligibility for PTO or holiday time. Such a change may cause a negative PTO balance, which would need to be paid back, or an accrual greater than time used, which should be paid to the team member.
Time Tracker has processed a cancelled request for time off for [Employee ID] (Name) / A request to cancel previously approved time off has been processed for the referenced team member.
Time off auto approval request processed [Employee ID] (Name) / A request for time off has been automatically processed for the referenced team member.
Adjusted timesheets have been completed by [Employee ID] / A team member has completed an adjustment to his or her timesheet. Adjusted timesheets require manager approval before they can be processed.
Your request to cancel time off has been processed / This message alerts team members that their request to cancel time off has been processed.
Your request for time off has been approved / This message alerts team members that their request for time off has been approved.
One or more of your balances have been changed. / This message alerts team members that a balance override has been submitted, thereby changing the team member’s balance for PTO, community service time, or holiday.
Timesheets have not been completed / This message indicates that timesheets have not been completed and that immediate action is necessary to ensure that the team member is paid on time.
Request for time off from [Employee ID] (Name) on MM/DD/YYYY / Contains information about a time off request that has been submitted for approval.
Missed rest break or meal period
Team members in states that have meal period and rest break laws will be required to provide a reason when a meal period is outside the compliance parameters of their state. The default setting for rest breaks is that you have taken the appropriate rest break each day. If a rest break is missed, team members should indicate it on their timesheets and select a reason for the missed rest break.