1. Timeforce Training for Leads/Managers
Welcome to Timeforce, Ritalka’s Time and Attendance Software! Timeforce keeps track of our employee’s time and attendance as well as other employee information you may find helpful such as:
phone number & address
emergency contact information
assigned property
courses
incident reports
training certificates
time & attendance reports
past performance reviews
If you have any questions regarding Timeforce please call the
Payroll Dept. at ext. 283 or HR Dept at ext. 110 or 361.
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2. Table of Contents Pages: Content: 3-6 Tips/Reminders View the Timecard
List of Employees
Change the Date/Pay Period
View Punches and Hours Worked Create a Punch
13 View the Work Schedule Enter an Absence
19-23 Approve/Deny Time Off Requests Unapproving an Approved Absence View Employee Accrual Balances
31 Review/Approve the Timecard My Screen Set up
41-42 View Employee Information Reports
Changing your Password
Updates
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3. Tips/Reminders
The main thing to remember in Timeforce is the timeliness of approving timecards.
Leads need to approve time off requests and enter absences prior to Monday morning.
Employees approve their timecards when they arrive Monday morning.
Leads verify the employee’s timecard by noon on Monday of a payroll week. If HR/Payroll dept. finds any changes to be made and lets you know via or voic , please make the changes as soon as possible.
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4. Tips/Reminders
If you will be gone on the Monday of a payroll week, make arrangements with your supervisor or the payroll department to approve your employees’ timecards. You can review and fix timecards and approve or deny any time off requests ahead of time to make this easier for your supervisor.
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5. Tips/Reminders
Communicate to employees the importance of reviewing their own timecard each week. We can’t go back and pay them for time if they wanted to use PTO instead of an unpaid absence once payroll has been processed.
If they missed a punch or have the same punch time entered for the in & out punch boxes, their hours won’t calculate correctly.
If an employee has been out sick, make sure they submit a PTO time off request the day they come back. If the employee is still out on the Monday of a payroll week, call them using their contact information in Timeforce and ask how they would like their time off recorded. Enter an absence with a note that you contacted them.
Use the note section whenever there is one available. The absence and punch screens have note sections. The notes will print on absence history reports and can be very helpful when looking back over the past year.
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6. Tips/Reminders
Look for the employees’ checkmark that their timecard is correct before approving it. Remind your department to approve their timecards.
If you have approved the timecard and then realize you need to make a change (enter an absence or change PTO time used), your approval will be removed. Make sure you and the employee approve the timecard after any change has been made.
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7. Viewing Timecards
The first tab across the top of the screen is “Timecard.”
There are three options under the Timecard tab, make sure you are on the “Timecard.” This is the default so it should automatically come up when you go to the Timecard tab.
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8. List of Employees
You are assigned all employees who report to you. You can view these employees by using the left and right navigation arrows or clicking the drop down arrow by “Employee” box. A drop down box will show all the employees assigned to you. Please call the Payroll Dept. (Ext. 283) or HR Dept. (Ext or 361) if someone does not show up for your dept.
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9. Changing the Date/Pay Period
There are a couple of ways to change the pay period you are viewing.
Click on the single arrows next to the dates to move one pay period at a time. Click the double arrow next to the dates to move two pay periods at a time. OR
Type in the date or click on the calendar icon next to the date. Then click the double arrow next to the calendar to make the screen refresh to that time period.
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10. Viewing Punches & Hours Worked
Make sure the employee has all punch ins and punch outs recorded. People sometimes forget to punch in or out and sometimes Timeforce is down and doesn’t record a punch. Their hours won’t calculate correctly if a punch was missed.
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11. Creating a Punch
If the employee missed a punch, you can create a punch time two ways.
Either click inside the “in” or “out” box on the day the punch was missed. OR
Click on “Enter Punch” across the upper right hand corner of the timecard.
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12. Creating a Punch Punch: Enter the punch time and then select AM or PM.
Date: Type in the date or click on the calendar icon to the right side of the date box and click on the correct date.
Do Not Round: If you don’t want the time to round, click the “Do Not Round” button.
Mode: Click on the arrow by Mode and select whether it was an in or out punch.
Notes: Enter a note such as “forgot timecard” or “forgot to punch in.”
Click the
“Create” button on the upper right hand corner of the screen. You can now view
the punch on the timecard.
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13. Work Schedule
Everyone has a work schedule which shows up in Timeforce on the main screen. Employees are expected to work their scheduled hours every day. You can use PTO time if you need to be gone during those scheduled hours. If you don’t have PTO time to use, an unpaid absence needs to be entered on your timecard for the hours you were gone. If the employee does not complete a time off request for the time they are gone, you will need to enter the absence on their timecard by clicking “Enter Absence.” These absences can be run in a report for attendance purposes for employee performance reviews. If you don’t create an absence there will be no record of the employee being gone.
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14. Entering an Absence
Type in the dates or click on the calendars and select the date(s) of the absence. The “Weekdays” box underneath the dates will automatically check off the day(s) of the week after you select the dates. A date needs to go in both date boxes even if it’s only a one day absence.
If the employee was absent on a Friday and the following Monday please enter two separate absences otherwise absences will be recorded for Saturday and Sunday as well.
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15. Entering an Absence
Enter the decimal hours per day for the absence. You need to convert minutes to decimal hours. Just divide the number of minutes absent by 60. Ex: 30 minutes divided by 60 minutes = .50 hours. See the Time Conversion Chart below.
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16. Entering an Absence
Select the Absence Policy by clicking the drop down arrow. Management Discretion Approved will be the most commonly used Absence Policy if the employee is not using PTO time. Please refer to the online Ritalka Portal, if you are uncertain of which policy to use or ask the HR Department at Ext. 110 or 361. Only HR and Payroll have the authority to enter some of the absences to insure policy is being followed (for example: Jury Duty, FMLA, Maternity & Paternity Leave)
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17. Entering an Absence
Please enter a note as to why the employee was out – TEXT ONLY. Do not use apostrophes, commas, symbols, etc. Errors tend to occur when going back to read the notes if there is anything except text in the box. The notes will print on the absence history report which can be useful for performance reviews.
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18. Entering an Absence
Click the “Create” button on the upper right hand corner of the screen. You are now done creating the absence. You can view the absence on the employee’s timecard.
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19. Approve/Deny Time Off Requests
You will receive an from Timeforce alerting you when an employee has entered a time off request. You will need to click on the “My Screen” tab to view the request and then the “My Screen” button.
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20. Approve/Deny Time Off Requests
Use the arrows to move to the correct time period.
You can choose a different time range by clicking on the drop down arrow next to “Pay Period.”
Click the “Display” button under Time Off Requests.
If you click the “Display All” button at the end of the Date Range section, all the report sections will update.
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21. Approve/Deny Time Off Requests
The employee’s name, dates requested off, total hours, absence policy and available hours will be displayed. Make sure employees have enough available PTO hours before approving. Also, Timeforce takes into consideration any approved time off in the future for available hours.
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22. Approve/Deny Time Off Requests
Any of your employees that have requested time off in this time period will be displayed.
Check the box under “Approve” to make the request show up on the employee’s timecard.
Once you approve or deny the request the employee will receive an automatic (if they have a company address) from Timeforce alerting them that you’ve taken care of their request.
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23. View Absences on Timecard
The absence or approved time off request will display in blue underneath “Pay Codes.”
-You can click on the blue numbers and change the absence policy, hours, add or change the notes.
Total paid and unpaid hours show up on the right hand side of the timecard.
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24. How to Unapprove an Approved Absence
Click on the My Screen tab
Click on My Screen under the My Screen tab
Find the time off request and click on the employee’s name
The employee’s name may come up twice if they have more than one request open for that time period.
Click on the name next to the request that needs to be unapproved.
PTO – Non Exempt A PTO – Non Exempt A
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25. How to Unapprove an Approved Absence
On the Time Off Request screen that pops up click the “Unapprove” button on right hand side.
This will leave the request open so you then have to go back to My Screen and Deny the request.
PTO – Non Exempt A
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26. View Employee Accrual Balances
You can view accrual balances in Timeforce anytime.
Select the employee using your drop down arrow.
Click on the “Employee” Tab across the top of the page.
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27. View Employee Accrual Balances
Click on “Accruals.”
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28. View Employee Accrual Balances
PTO hours available are displayed along with the rate of accumulation per pay period, amount awarded this year, manually adjusted amounts, amount carried over from last year, amount used this year, and pending amounts to be used in the current and future pay periods.
The “Forecast To Current” checkbox will move the “Pending Available” amount for time off in the current pay period to the “Used” amount section.
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29. View Employee Accrual Balances
If you click on the “As Of Date” section you can view a breakdown of Awarded accrual dates and amounts, Used dates and amounts, and the Available amount. Click on the “Return” button to go back to the previous page.
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30. View Employee Accrual Balances
Click on the blue numbers under “Used” to see the dates and amount of time used.
Click the “Return” button to bring you back to the accrual page.
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31. Reviewing/Approving the Timecard
Check punch in and punch out times. If an employee was tardy or left earlier than their scheduled hours, enter an absence.
If they arrived for the day or left for the day at noon and didn’t take a lunch break, did Timeforce still deduct their Lunch Deduction?
To remove the lunch deduction, click on the blue 0.50 hours across from Lunch Deductions and click the Delete button on the Lunch Deduction screen that pops up.
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32. My Screen Setup
Several different reports are available under “My Screen.” Click on “My Screen” and then “My Screen” is the default that displays.
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33. My Screen Setup
Change the dates by using the arrows next to the date range or click the drop down arrow for different ranges of time.
Click the “Display” button under the report screen you want to view.
Clicking the “Display All” button will update all the sections and take quite a while to load.
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34. My Screen Setup
Click the “Options” button in the upper right hand corner of your screen.
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35. My Screen Setup
Select which reports and what order (or position) you want them displayed on your screen. Click the save button when finished. Once you have reports in place you can click on the header of the report and drag to different positions.
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36. My Screen Setup
Time Off Requests should be in your first position. This will show who has requested time off during the time period selected. Click the blue numbers at the bottom of the screen to move to the next page.
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37. My Screen Setup
“Upcoming Events” should also be towards the top of your “My Screen” page so you can view who has a review date coming up and certifications that need updating. Click the blue arrows at the bottom of the screen to move to the next page.
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38. My Screen Setup
The calculator is helpful to help you convert hours/minutes to decimal hours and vice versa.
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39. My Screen Setup
Hours Summary report will show the employee name and how many hours they’ve worked. If you click the drop down arrow next to the name it will show the break down of regular hours and overtime hours. Click the blue arrows at the bottom of the screen to move to the next page.
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40. My Screen Setup
Who’s In report will give a list of who’s in and who’s out.
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41. View Employee Information
Click on Employee tab
Click on Employee Main to see:
Emergency Contact Info, phone number, hire date, birth date, card number, address, etc
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42. View Employee Information
Click on Employee tab Click on HR Info
Click the drop down arrows.
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43. Reports There are many reports you can run out of Timeforce such as :
Disbursements to employees (boots, shoes, safety glasses, PPE)
Absence History for Performance Reviews
Anniversary/Birthday
Hours Reports
Employee Info
Who’s In
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44. Click on the report you want to view
Reports
Click on Reports tab
Click on the report you want to view
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45. Reports If the report requires a date:
Click the drop down arrow and select the time period
Click the arrows to move the dates
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46. Reports If the report has a name filter:
Click on the drop down arrow next to Show/Hide Employee Filtering.
Click on the alphabet underneath the Unselected Employees box
Click on the employees’ name
Move them over to the selected box using the arrow
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47. Reports
Select a whole department by clicking the drop down arrow next to Show/Hide Departments
Click on the Department Name so it’s highlighted
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48. Reports
Add additional filters by clicking the Show/Hide Additional Filtering drop down arrow.
Click the drop down arrows next to the options in additional filters.
Check the boxes next to the items you want to view in the report.
Select the Paging Amount and the Sort By options.
Click the Generate Report button at the bottom of the screen.
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49. Reports
A message will pop up telling you the report was sent to the Report Queue. Click OK.
Click on the Report Queue button at the top of the reports screen
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50. Reports
Click on the report name displayed in blue underneath the Filter button. If the report doesn’t display in blue, click the Filter button to refresh the screen. If it’s a large report it may take a few minutes to load.
You can click the drop down arrow next to the report name for the date range and filtering options selected.
A message will pop up asking if you want to open or save the document. You can click “Open” to view the report.
To delete the report click on the red X at the end the report row.
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51. Reports
If the report was generated as an Excel spreadsheet, Sheet1will not show any data. Click on Sheet2 of the spreadsheet to view the data.
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52. Changing Your Password
To change your password, click on the Preferences button in the upper right hand corner and is displayed no matter what tab you are on.
Delete the current Password and Confirm Password.
Type in your new Password and re-enter it in the Confirm Password box.
Click Update on the bottom of the page to save it.
If you forget your password, call the Payroll (ext. 283) or HR dept (ext or 361) to have it reset.
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53. Timeforce Updates
The IT department regularly checks for updates to the Timeforce program. Like any other software, Timeforce tries to make improvements based on feedback from their customers. Due to continual updates, screen captions of this training may look slightly different than what you viewed in this training.
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