Entering a Clocking Through the Add Clocking Screen

A Clocking transaction can be added to the employee record by using the Add Clocking button.

To add a clocking entry using the Add Clocking action, complete the following steps.

1. Select the Employee section from the tool bar.
   • If the user is opening his/her own record, click on the My Timecard button in the left pane.
   • If the user is submitting a request for another employee, open the Employee Search screen. Search for and open the employee record.
2. Click on the Add Clocking button in the left pane.
3. Enter the Date that this clocking should take place.

   The calendar date of this clocking.

4. Enter the Time of the clocking. The format can either be 24-hour or 12-hour. If you are using 12-hour format, follow the time with 'a' or 'p' for AM and PM. For example, enter 0800a for 8:00 AM or 1000p for 10:00 PM.

   At this point, the system has enough information to complete the clocking. If no other fields are filled in, the system will use all the default values from the employee's Primary Home Labor Distribution record to complete the clocking record.

5. Click on the Save button to complete the clocking with the default values OR continue filling in additional fields.
6. If Quick Codes have been previously set up, enter a code for this clocking. The values set up in the Quick Code record will override the default values.

   A code used to define multiple fields of information with a single code (e.g. labor distribution, alternate pay rate, grant code, etc.).

   Quick codes are previously set up in the Employee record on the Quick Code screen

7. If the clocking has any special codes associated with it, enter the code(s) in the Special Codes fields. Up to five special codes can be added to this clocking.

   The Special Codes fields allow users to enter one or more codes with additional processing information to a transaction.

   The special codes that display on the List Selector are previously set up on the Special Codes configuration screen.

8. The Prompt Time and Prompt Hours are entered if the clocking is created from prompts at an input device.

   The number of hours worked, entered as a result of a message prompt at the input device.

   The time entered as a result of a message prompt at the input device.

   For information on entering time values, see Time Fields in the Help section.

9. The Organization Unit fields can be filled in to indicate the alternate labor distribution where the employee is working.

   Select the appropriate code for this field. The number of organization unit levels available and the organization unit names displayed depend upon the corporate structure.

10. If the employee is working an alternate job class, enter that information in the Job Class field.

    The employee work assignment (for example, Registered Nurse, Dietary Specialist, Maintenance Worker, etc.)

11. If there is a Grant or Project where this clocking should be tracked, enter the value(s) in the applicable field(s).

    The identification code of an applicable project.

    The identification code of the grant related to this transaction, if applicable.

Attendance+ Tab

The Attendance+ tab displays the transactions for this employee where an Attendance+ code can be attached.

Note: The codes available have been previously set up on the Configuration section>Attendance card>Attendance Code screen

To add an Attendance+ record to a transaction when using the Transaction List View option, complete the following steps:

In the Transaction list, click the expand icon on a record to open it, if it is not already open.

1. Click on the Attendance+ tab.
2. For each applicable field, select the value from the field look up values in the right pane.
3. Click on the Save button at the bottom of the screen to save the record.

Notes Tab

The Notes tab opens a screen where notes can be added to a transaction, either while initially entering the record or after the record is saved.

To add a note to a transaction when using the Transaction List View option, complete the following steps:

1. In the Transaction list, click the expand icon on a record to open it, if it is not already open.
2. Click on the Notes tab.
3. To enter a predefined note, select the Predefined Note Code from the Field Look Up Values in the right pane. These codes have been previously set up on the Configuration section>System card>Predefined Notes screen. If a predefined note is selected, the Subject and Text fields are automatically filled in. Depending on the configuration of the predefined note, these fields may be editable.

   The code to identify a standardized note that can be attached to an employee transaction to give additional information.

   Predefined notes may be editable so the user can enter more information which is specific to the employee.

   If a predefined note is NOT selected, enter a Subject for the note and any additional information in the Text field.

   The free-form text of the message. When a predefined note is selected, the text is automatically displayed. When the predefined note is configured to be Editable, additional information can be entered in this field. If this is not a predefined note, type the text in this field.

   The topic of this notation. When a predefined note is configured to be editable, the subject entry can be modified.

4. Click on the Save button at the bottom of the screen to save the record.
5. A clocking record is added to the transaction grid with the clocking icon. When the employee record is calculated, the system will determined whether this is an IN punch or OUT punch and the icon will be changed to or .