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Editing Employee Timesheets

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When employees clock in and out, the information is stored in an employee timesheet. This screen allows you to edit timesheets for your employees. You can edit timesheets for the current and previous pay periods only. Employees do not have to be clocked out in order for you to change their timesheet.

Use the following steps to edit employee timesheets:

  1. On the Main Menu, select Lubrication Menu.
  2. Select Employee Menu (5).
  3. Select Edit Employee Timesheet (4).
Note: If your calendar is not set up properly, you cannot enter this option. If you receive the Calendar needs a Previous Period message at this point, you must go to the Set Up Calendar (1-6-4) to set it correctly.
  1. If you are prompted for your employee password, type it and press [Enter] to receive the following screen.

  1. Fill in the Employee ID field, and press [Enter] to receive the following screen. You can also browse the employee records by pressing [F5 to move forward, or [F6] to move backward in the Employee file.

  1. If you are changing information in an existing record, make sure you are in Edit Mode (see screen above). If you are creating a new record, press [F2] to change to Add Mode.
Note: If you press [F7] to move to the next screen, your changes are not lost. However, you must press [F4] to save your changes before you press [Esc] [Esc]. Saving changes on one screen in a set of screens automatically saves changes to all screens in the set. A set of screens has the words Screen – of – in the upper right corner (see above).
  1. Do one of the following:
  • To add a time segment, make sure you are in Add Mode. Press [Enter] to add a time segment to the employee timesheet.
  • To edit an existing time segment, make sure you are in Edit Mode. Highlight the line containing the time segment you want to edit, and press [Enter] to begin editing. Change the existing information.
  1. Fill in the following fields:

Date

Type the date (MM/DD/YYYY) you want to add or edit. The day must be within the pay period range listed at the top of the screen. (Required)

Start

Fill in the time (using a 24-hour clock) the employee clocked in or started their shift or break. (Required)

  Type

     The character written represents what process was used to create or change the timesheet record.
     T = Regular time clock function
     F = Finger scan function
     A = End of Day Auto clock out
    M = End of Day Manual clock out
     E = Edit Timesheet records

End

Fill in the time (using a 24-hour clock) the employee clocked out or ended their shift or break. This must be at least one minute after the time the employee clocked in. (Required)

  Type

     The character written represents what process was used to create or change the timesheet record.
     T = Regular time clock function
     F = Finger scan function
     A = End of Day Auto clock out
    M = End of Day Manual clock out
     E = Edit Timesheet records

Hours

Total hours worked during the time segment. The unpaid break time is subtracted from the total hours worked for the time segment. (Display only)

Unpaid Break

Specify the length of the employee’s break. Specify in tenths or hundredths of hours (for example, 6 minutes is .1 hours). Time entered in the unpaid break column is always unpaid.

Note: Only use this field if you use the automatic break functionality set up on screen 3 of the Center Control File. Do not use this field if your employees clock in and out for their breaks.

Break Type

If this is a break entry, press [F1] while in this field to display a pop-up which will allow you to specify the type of the employee’s break. Enter either Lunch (unpaid), or Paid Break (paid). Leaving the space blank indicates a regular shift.

  1. When you have finished adding or editing a time segment on the timesheet, press [F4] to save your changes.
  2. When you receive the O.K. to save this record? message, do one of the following:
  • To accept your changes, type Y.
  • To continue editing, type N.
  1. Press [Esc] [Esc] to return to screen 1 of the Edit Employee Timesheet or [F5] to scroll to the next employee’s timesheet records for this period.
  2. Do one of the following:
  • Edit another employee’s information.
  • To return to the Employee Menu, press [Esc] [Esc].