POWERTIME EMPLOYEE TRAINING FOR EMPLOYEES last updated 1-24-14

POWERTIME TRAINING You will learn the Employee Functions. Record and Sign Timesheets Record and Sign Expenses Submit Time-off Requests View and Print Paystubs last updated 1-24-14

POWERTIME TRAINING Employees will be provided training from Payroll/HR. Payroll/HR will provide training once per month for new employees as part of Orientation. Supervisors will be required to provide some basic training prior to agency orientation. Supervisors will keep a manual timesheet for all new employees for the first week of employment until Payroll/HR has time to enter the new employee into payroll and PowerTime. last updated 1-24-14

Accessing PowerTime Go to the Cobb CSB website: www.cobbcsb.com Click on the employee log-in in the upper right hand corner. Go to the Payroll section. Click on Power Time. Enter Your Company ID: Provided by your supervisor. Enter Username: Provided by your supervisor. Enter Password: For your first time login your password is Password1. (You are asked to change the password when you first login.) Do NOT check remember login. Click on “Login.” last updated 1-24-14

Accessing PowerTime Employees are NOT to give out any log-in and password information to another employee/person. Employees who give out this information may be terminated immediately. Employees must log-in and log-out of the system after each use. last updated 1-24-14

Accessing PowerTime To change your password: Click on the personal tab Go to change password box. Click submit. last updated 1-24-14

Employee Function: Clocking In and Out If you are a Part-Time hourly employee, then you will use the clock in and clock out function. If you are a Full-Time hourly employee (also called non-exempt salary), then you will use the clock in and clock out function. Exempt salary employees will not use the clocking function. Employees are NOT to log-in or log-out for a co-worker. Disciplinary action may include immediate termination for both employees. Supervisors are NOT to make any clocking changes in order to give an employee special consideration which includes additional pay and/or covering for missing time. Disciplinary actions will be imposed including termination. All employees who are required to use the clocking function MUST do so every time required. Employees who have a pattern of missed clocks will be disciplined and may include immediate termination. last updated 1-24-14

Employee function: Clocking In and Out Click on the “Timesheet” tab. Click on today’s date link to get to the punch screen. On the Punch Screen, select the charge to put your hours on using the dropdown above the punch button. If no charges are available, the drop down will let you “Add a Charge.” Click on the “Punch In” or “Punch Out” button. last updated 1-24-14

Employee function: Clocking In and Out Employees can send a comment to the supervisor. Supervisors can send a comment to the individual employee or to the group of employees. last updated 1-24-14

Employee function: Clocking In and Out Definitions of Charges: MILE = Mileage (enter number of miles) SALH = Hourly Salary OTSH = Hourly Salary Overtime BR = Base rate OTB = Base rate Overtime A1, A18, A22, A24, A26, A18 = After hours (SU will use these) last updated 1-24-14

Employee Function: Reviewing Your Attendance Click on the “Timesheet” tab. Review your total time worked for each day. Click on “Previous” or “Next” if you want to see other time periods. Review your Leave Balances. Approved current and future leave requests will show in the “used” column. To review daily transactions, click on the actual day, an example would be “Mon 12/3.” Once the timesheet is correct, Click “sign timesheet”. last updated 1-24-14

Employee function: Signing the Timesheet Click on the “Timesheet” tab. Review your hours for the pay period making sure to check the weekly tabs for the pay periods extending more than one week. (You can select previous or next for a different time period.) If everything is correct and COMPLETE, click on “Sign Timesheet” at the upper left corner of screen. Timesheet is locked. last updated 1-24-14

Employee function: Signing the Timesheet Salary Exempt Employees MUST sign the timesheet. Salary Exempt Employees will only see LEAVE in the timesheet. Salary Exempt Employees should sign the timesheet even if NO Leave was used during the pay period. Salary Exempt Employees are certifying that Leave was or was NOT used during the pay period. Changes to Leave should be made before signing your timesheet. Supervisors should enter leave for the employee when the employee is out and will NOT return to work in time to enter the leave. This issue happens most often for sick/FMLA leave. last updated 1-24-14

Employee function: Requesting Leave All Salary exempt employees and full-time hourly (non-exempt salary) employees will use the leave system. Charges: ANN = annual leave SICK = sick leave PERS = personal leave HLDY = holiday leave JDTY = jury duty LWOP = leave without pay Descriptions of leave are required, especially if noting FMLA. last updated 1-24-14

Employee function: Requesting Leave All holidays are treated as leave in Power Time. Holidays act like any other leave requests. You must request holidays off in the same manner as other leave. If the program is officially closed on a holiday, then you MUST take the holiday on the official day of observance. There are 9 official holidays that the agency is closed. For employees that work on an official holiday in which the agency is closed, then you treat the holiday as a floater. Remember that you MUST take all holidays within 120 days of the holiday. Remember that holidays are taken before annual leave. last updated 1-24-14

Employee function: Requesting Leave Click on the “Personal” tab. Click on “View and Submit Requests.” Select a charge “Annual Leave” or “Sick Leave.” last updated 1-24-14

Employee function: Requesting Leave Pick a date on the calendar. Enter a start time and the number of hours you request off. Enter a comment in the comment box. (Required) The supervisor will receive an email with the comment. Click “Submit.” last updated 1-24-14

Employee function: Requesting LeavE Review your time off request and its status: When the supervisor approves the request, the time off Status will change to “Approved” or “Denied.” last updated 1-24-14

Employee function: Change Approved Leave Request Click on the “Personal” tab. Click on “View and Submit Requests.” Click on “Edit” in the appropriate leave request row. last updated 1-24-14

Employee function: Change approved Leave request Change the hours to the correct amount. Click the “Submit” button. You will receive the following message that warns you that the request was approved and now will be in a “waiting for approval” status. Click “OK.” The supervisor will now have a new time-off request to approve. last updated 1-24-14

Employee function: Review Pay Stubs Click on the “Pay Stubs” tab. Click on the date you would like to review. Click “View” or “Print.” Employees will not need to call payroll to retrieve old documents as ALL paystubs will be available until further notice. last updated 1-24-14

Employee function: Review Pay Stubs The pay stub will include: Gross pay Other pay Deductions Miscellaneous Benefits Year-to-Date information Pay Period last updated 1-24-14

Employee function: Review Pay Stubs last updated 1-24-14

Employee function: Entering Expenses Click on the “Expenses” tab. Click on the drop down menu labeled “Add a New Charge.” Pick the expense you want to be reimbursed, for example “Mileage.” A new charge line will be added. last updated 1-24-14

Employee function: Entering Expenses Expense Charges: Mileage = enter number of miles; computer will calculate the amount. Travel = you MUST send the original receipts to Accounting to get paid. You must enter the detail information in the comment box to describe the type of travel. For example: DBHDD meeting for RFW in Macon; took MH to dr appt in downtown ATL; etc. All employees will use this function. last updated 1-24-14

Employee function: Entering Expenses Delete the “0” on the day you had a reimbursable charge and add the number of miles or total dollar value. Examples would be travel reimbursement or food reimbursement. Click “Save.” Click on the date right above the amount you entered to add a comment. You must enter a comment to detail the expense. Make sure pop-up blockers are off. Click on “submit.” last updated 1-24-14

Employee function: Entering Expenses After you are finished entering all expenses for the current pay period, click on “Sign Expense Sheet.” See upper left corner of screen. last updated 1-24-14

EMPLOYEE function: overtime No comp time earned beginning January 1, 2014. All time over 40 hours will be paid as overtime. Comp time earned before January 1, 2014, is still available to be paid or used. Administration is requesting all employees with Comp Time on the books to be used before December 31, 2013, if possible. Overtime is not allowed unless approved by HR or CFO. Overtime will be monitored by the supervisor and director. last updated 1-24-14

EMPLOYEE function: part-time Part-time hours MUST be under 29 hours per week. NO EXCEPTIONS! The Affordable Care Act (ACA) is major legislation. ACA has changed how the agency will manage hours worked. ACA requires that employee hours be sent to the IRS monthly. last updated 1-24-14

Action items Payroll will run dual systems until further notice. Payroll will need to determine that the electronic system is working properly. Employees MUST continue to do the paper processes along with the new electronic processes until further notice. The CFO will be the only person that will tell everyone when to stop doing the paper processes. Employees will start the electronic process the day of training. 100% of employees will need to be trained by January 15, 2014. Contractors/Vendors and HCS will NOT be using this electronic system. last updated 1-24-14

QUESTIONS/COMMENTS/DISCUSSION ACTION ITEMS 770-429-5000 If you have problems with getting into the web page and/or Power Time, then contact IT. If you have problems with doing things in Power Time, then contact payroll. QUESTIONS/COMMENTS/DISCUSSION last updated 1-24-14