Your Time Processing tools help you to optimize the way you manage your Time, Attendance, Billing and Payroll.


In this article, we'll be looking at the following on Time Processing tools in Schedule Xpress:

Time processing tools

Add In and Out times

Remove In and Out times

Update shift

Approve time

Remove time approval

Update rates and hours

Reset rates and hours

Update auto-recalculation

Align stat hours

Export


Time processing tools

You'll be able to access your Time processing tools by clicking the button highlighted below.

Time processing tools in Time Processing in Schedule Xpress

Note: The data you're able to view will be dependent on the Grid view layout you choose to use. These can also be customized. We will be using multiple layouts to display all of the Time processing tools information.

Upon clicking Time processing tools, you'll see the following options:

You'll notice that you can access some of these options more quickly in the section highlighted below.

Time processing tools in Time processing in Schedule Xpress

These are the options to approve, add or update. To make any changes after using these options, you'll need to go to the Time processing tools option as above.

This will be explained in the next sections.

Note: These options will only appear when you highlight a shift or a range of shifts.


Add In and Out times

First, click the shift you want to Add in and Out times for. Then select it.

Add In and Out times in Time processing in Schedule Xpress

When you click Add In and Out times, it will automatically sync the Check-in and out times as per the Scheduled shift start and end times.

Note: Open shifts will not populate in and out times.

Add In and Out times and Check-in and Out in Time processing in Schedule Xpress

Remove In and Out times

If you want to Remove In and Out times, simply click the Time processing tools tab (green arrow). Click Remove In and Out times.

Note: The Time approved must be set to No in order for this to work. See Approve time for more information.

Remove In and Out times in Time processing tools in Time Processing in Schedule Xpress

For any shift where time hasn't yet been approved, you'll notice that the Check-in and out times will now have been removed.

In and Out times removed in Time processing in Schedule Xpress

Just like in Time Xpress, you can modify In and Out times if required. See the next step.


Update shift

Once a shift is selected, you can press Update shift to make changes. You'll notice that upon pressing Update shift, the panel will appear on the right-hand side.

Update shift in Time processing in Schedule Xpress

In this example, we're going to change the Check-out time from 9:00am to 9:30am (red arrow), and the Break duration to 1 hour instead of 0 (purple arrow).

Change to Schedule shift end and Break duration in Update shift panel in Time Processing in Schedule Xpress

Once OK is confirmed, this will now reflect in the relevant columns.

The red arrow illustrates the change to the Check-out time, and the purple arrow for the change in Break duration.

Check-out time and break duration altered in Time processing in Schedule Xpress

These are two example, but you can refer to the Attendance section of Update shift to see the contents of the section.

Applying Bill Overtime (Bill OT)

You can apply Bill OT to any shift, as long as settings in eTime Xpress are set to allow it.

To apply Bill OT to a shift in Time Processing, you simply need to select it in the shift form.

Applying Bill OT to a shift in Time Processing in Schedule Xpress

The Bill OT will default to the setting in eTime Xpress. In order for this to calculate, you'll need to ensure that your the option is selected at Customer level.

From the homepage of eTime Xpress, click Customers, choose the Customer and then select Sites.

From here, click on the Pay Settings, and ensure that the OT Billable Default is set to Yes and Customer. If this requires change, click the update button highlighted by the green arrow.

When defined at Customer level, then for all the sites under one Customer will be applicable for Bill OT. All hours assigned to those sites for the same employee will be summed up and distributed according to the Billing OT rules in your Branch Configuration (Daily/Weekly Billing OT rules).

Note: If Bill OT in the shift module is set to No as below, then the system will bypass any configured Billing rule and all hours worked will be calculated at a standard Billing rate.


Approve time

To approve time, you're basically locking the time in for Payroll and Billing. This works the same as locking shifts in eTime Xpress' Time & Attendance.

By clicking a shift to edit, you'll be able to Approve time (green arrow). Time can only be approved if it hasn't already. The status of approval should say No in the Time approved column before you Approve time (red arrow). Otherwise, an error will appear.

Note: When using Time Processing, you may need to add in the Time approved column yourself.

Approve time in Time processing in Schedule Xpress

Once clicked, you'll see that the status is set to Yes.

Note: If it doesn't display Check-in and out times, it will not approve. If these times aren't already in place, revert back to Add In and Out times.

Time approved column in Time processing in Schedule Xpress

The shifts will now be approved and locked for Payroll. If you try to update a shift while it's locked for Payroll, it will display at the top of the Update shift module.

Update shift is locked because shift has been approved in Time Processing in Schedule Xpress

Note: A locked and approved shift cannot be deleted. You will need to remove the time approval first.

Partially locking shifts

It's important to know that shifts can be partially locked for either Payroll or Billing in eTime Xpress.

Partial locking is NOT available in the Time Processing module. However, partial locking in eTime Xpress will effect how shifts can be edited in Time Processing.

Partially locking a shift in eTime Xpress is done in the Time & Attendance module. Once inside Time & Attendance, go to Data > Lock > Lock Shift or Lock All. You'll then be given the option to partially lock if you choose only one of Payroll or Billing.

Partially locking a shift for Payroll in Time & Attendance in eTime Xpress

Let's look at an example. If you lock a shift for Payroll only, you'll notice that Payroll is now locked and greyed out in the Update rates and hours form in Time Processing.

Partially locking a shift for Payroll in eTime Xpress results in a locked Payroll panel in Update rates and hours in Time Processing in Schedule Xpress

Whereas, Billing will continue to be editable.

Partially locking a shift for Payroll in eTime Xpress results in an unlocked Billing panel in Update rates and hours in Time Processing in Schedule Xpress

Remove time approval

If you want to remove a time approval, you can do so by selecting a shift and clicking the Time processing tools tab. From here, you can select Remove time approval.

Remove time approval in Time Processing in Schedule Xpress

When you attempt to remove a time approval, you'll first be warned with the following message:

"You are about to remove time approval from 1 shift. This will reset the approved status that prevents shifts from being updated."

If you're happy to make the change, you can press Proceed.

Once the removal is complete, the Time approval column will go from showing a Yes to a No.

Set to No in Time approved column in Time processing in Schedule Xpress

Update rates and hours

This feature allows you to update your rates and hours just like you would in Time Xpress or eTime Xpress' Time and Attendance. It is the final step in approving your shifts for Payroll.

The Update rates and hours gives the user the autonomy to make any adjustments to their Payroll and Billing prior to approving the shift(s).

Update rates and hours in Time Processing in Schedule Xpress

Rates and Hours form

First, you may want to look at the setup of your rates and hours. This can be done by visiting your Settings > Branch Defaults > Rates and Hours form.

Or, alternatively, you can press the Settings button at the top of the Update rates and hours module in Time Processing.

Once inside, you can set your Pay hours types, Bill hours types and enable Shift Allowances if required.

If for example, we only want to display Regular and Overtime pay, we can deselect the options that don't apply. Or, use the dropdown arrow to add more.

Whichever you choose to apply will reflect in Time Processing's Update rates and hours module. This applied to both Payroll and Billing sections.

Note: Pay total, shift total, Pay allowances and Pay amount will not be affected if rates and hours are distributed to hours types which is not displayed in the form.

Unbilled hours

Whilst working, there may be certain tasks that employees are not billed for. These are called unbillable hours.

If you want to incorporate unbillable hours within your calculations, it's important that you highlight them by adding this section in the Rates and hours form.

Reset to system defaults and Clear all

Upon clicking ‘Reset to system defaults’, the following types will be checked and displayed in your Update rates and hours.

  • Standard

  • Overtime

  • Double overtime

  • Statutory

The Clear all function will remove all Pay and Bill rates except for Regular and Standard.

So, back to updating rates and hours in Time Processing. Once a shift is selected, you can Update rates and hours.

Update rates and hours in Time processing in Schedule Xpress

Before we look further into updating your rates and hours, its important to understand that users can click on the Update hours and rates button for assigned and non-worked shifts only. Payroll and Billing rates and hours are shown in read-only mode because they are not editable until a shift is worked.

First let's look at an example of a shift that has been worked. You can see that the Update rates and hours module contains the hours and rates of the shift, while being editable.

But if you attempt to press Update rates and hours for a shift that hasn't been worked, you'll be greeted with a read-only mode which will be displayed as a greyed out box.

Note: If any bill hours and rates are already overridden in eTime Xpress, they will be shown here with red text with the overriding reason code. This will be discussed further down.

If your hours are distributed across different pay types, such as Regular and Overtime, the overall hours will be calculated to summarize the Shift total. In the example shown below, 2 hours of Regular pay and 1 hour of Overtime pay combine to create a 3-hour Shift total. If Overtime was to be removed from the Rates and Hours form, then the Shift total would flag up a warning that the total hours were not accounted for.


Reset rates and hours

The Reset rates and hours option allows you to set the rates and hours back to their original state, if changes have been made.

Let's say you changed a Regular pay rate to reflect $16.00, instead of $15.00 an hour in Update rates and hours.

Note: Changes to pay rates will highlight in red.

If you use the Reset rates and hours, you'll notice it will set back to it's original state. Before proceeding, you'll be greeted with the following warning:

"You are about to reset the rates and hours for 1 shift. This will reset any manually overridden rates or hours. This action cannot be undone.

*These changes will not be applied to shifts which are already approved."

Original shift state is restored.


Update auto-recalculation

You'll find you can Update auto-recalculation in your Time processing tools.

Note: For users listed as a Manager, this option is only visible if they have update access to both Payroll and Billing. If any of the section has no access, view only or custom access, the auto-recalculation menu option will be hidden.

Update auto-recalculation in Time processing tools in Time Processing in Schedule Xpress

For shifts which are eligible, you can click on the option. This will bring up a section called Update shifts auto-recalculation. Yes will show as the default.

Note: By choosing Yes or No, this will reflect in the Rates and Hours form where auto-recalculation can also be processed.

Update auto-recalculation in Time processing tools in Time Processing in Schedule Xpress

If you try to bulk update shifts for auto-recalculation and some are not eligible, you'll be presented with an errors or warnings.

Errors and warnings when using Update auto-recalculation in Time processing tools in Time Processing in Schedule Xpress

Which shifts are eligible for auto-recalculation?

The shifts which can use auto-recalculation are:

Note: If a single shift is open, not worked or not approved is selected, this option will not be enabled.


Align stat hours

Align stat hours is a tool used by those who have their hours distribution by shift start date, and subsequently need to split these hours to cater a different in pay for shifts overlapping midnight into a statutory holiday.

You can read all about how to utilize this tool in our Align Stat Hours in Time Processing article.


Exporting reports

Firstly, you want to ensure that you've selected the most suitable Grid view layout for the purpose of exporting the data you want.

You can use the Time processing tools tab to Export your Time processing module into either PDF or Excel reports.

Exporting your Time processing can be done with great flexibility. You're given the opportunity to customize what you report by editing and adding columns, using filter funnels to narrow your search, or simply selecting a data range. Let's choose an example.

Maybe you want to filter for shifts between Feb 2nd 2022 - February 4th 2022 which have not had time approved.

You would first select a custom date range.

Then you'd head to the Time approved column and use the filter funnel.

From here, your search will be displayed.

If you try the Export in Time processing tools as above, you'll be presented with the information you filtered for. See examples below.

PDF:

Excel:

For more information on any of the Time Processing tools, please Contact Support now!

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