Understanding Employee Timecards
You use time entry to record and track the amount of time that employees spend working on different jobs, equipment, tasks, and so on. Within the JD Edwards EnterpriseOne Time and Labor system, you can select several programs to enter timecard information. You can also select batch processing for uploading timecard information from third-party software. The time entry programs that you select depend on the structure of the company and the type of information that you want to track.
For example, you can enter time daily or enter time per pay periods for a group of employees. If you have many sites at which employees enter their time into a third-party source, you can use time entry batch processing to upload the timecard information into the JD Edwards EnterpriseOne Time and Labor system to create timecards.
In all of the time entry programs, the system can automatically supply predefined values for certain fields on each timecard that you enter. You can also specify that the system automatically enter employee-specific information on each timecard. Using default information on timecards can save data entry time and can reduce the number of data entry errors that might occur if you enter all information manually.
After you enter timecards into the system, you can process journal entries to update the general ledger with labor, payroll burden, and equipment expenses. The way in which you process journal entries depends on whether you use the JD Edwards EnterpriseOne Payroll system.
To facilitate the process for entering timecards, you can group and select employees for whom you need to enter time based on shared information such as business unit and supervisor. After selecting the employees, you can review the information and enter timecards for the employees.
You can enter timecards manually or enable the system to generate them automatically during payroll cycle processing. The JD Edwards EnterpriseOne Time and Labor system helps reduce data entry time and typing errors by automatically creating timecards for these types of employees:
Salaried employees
Hourly employees for whom you entered standard hours when you entered their pay and tax information
The system classifies employees whose timecards are automatically generated as autopay employees. For autopay employees, you must enter exception timecards for time other than regular work hours, such as holiday and vacation time. You can also override the default timecard information for an employee. After you enter timecards for exception pay, you process the employee through the payroll cycle. During pre-payroll, the system automatically creates the appropriate timecards for regular pay for all autopay employees.
You can select various methods to enter employee timecards into the JD Edwards EnterpriseOne Time and Labor system. Consider these questions when you decide which process to use:
For how many employees will I be entering timecards?
Do any existing autopay timecards need modification?
Will I be entering timecards for groups of employees who work in the same location?
Will I be uploading timecard information from another source, such as a separate time and attendance system or a spreadsheet?
Do I need to refer to a timecard that has already been processed for an employee to enter a timecard in the current period?
Do I need to refer to a timecard that has already been entered but has not yet been processed for an employee in the current period?
Will I be entering a timecard for a lump sum, such as a bonus, pay advance, or pay adjustment?
Will I be entering timecards on a daily basis?
Will I be entering information about equipment?
Do I want the system to display the timecard to the employee?
The time entry method that you select depends on the criteria that you use to select employees before entering timecards.
To manually enter timecards into the JD Edwards EnterpriseOne Time and Labor system, you can use any of these time entry programs:
Daily Time Entry
Time Entry By Individual
Time Entry by Time Sheet Group
Speed Time Entry (P051121)
To enter daily timecards, timecards for time sheet groups, or timecards per pay period, you must first select employees for whom you want to enter timecards using time entry filters. You can select employees from the F060116 table, employees who have unprocessed timecards using the F06116 table, or employees with processed timecards from the F0618 table.
After you have selected the employees, you can enter timecards for them using the Daily Time Entry program or the Time Entry By Individual program. As you save each timecard for an employee, the system displays a blank timecard for the next employee in the group. You can also enter time using the Time Entry by Time Sheet Groups program. By entering time using time sheet groups, you can automatically enter information into a single timecard for each employee in the group with information that is similar for the group, such as work date, batch number, pay type, number of hours, or lump sum amount. The system creates batch totals automatically to validate the number of employees and hours that were entered for each batch of timecards. You use Speed Time Entry to enter timecards for employees in a batch or to enter timecards for employees individually, based on their employee number.
When a processing option is set appropriately in the Time Entry MBF Processing Options program (P050002A), you can specify whether the system displays a timecard to the employee in self-service applications. To allow an employee to view the timecard, you set the value for Public Timecards to Y. Although employees cannot edit a timecard that is created by an administrator, they can view them when the timecard is defined as public. An employee's manager is also able to see public timecards.
Use the Time Entry By Individual program to enter timecards for one employee at a time. This method is useful when you are entering time for an employee with multiple timecards or multiple pay types. The system allows only one pay type per line of time entry. If you have set the processing options to automatically supply the address number and pay types, you can increase efficiency and avoid duplication of data entry.
The Speed Time Entry and Time Entry by Time Sheet Groups programs differ from Time Entry By Individual program in that they enable you to enter multiple employees per form. You can use the Speed Time Entry and Time Entry by Time Sheet Groups programs when entering timecards for groups of employees who have similar timecard data, such as a group of employees who worked the same number of hours, charged to the same pay type, and worked in the same location during the period. As with time entry by individual, you can set the processing options to copy the address number and pay type from the previous timecard to increase efficiency. You cannot use time entry filters to select employees for time entry if you are using the Speed Time Entry program.
For all four methods of entering time, each line in the time entry grid represents one timecard. If you are paying an employee multiple pay types, then the employee must enter each line of time in its own line in the time entry grid. This is because the system associates only one pay type with each line of time entry.
The first step in entering timecards for a group of employees is to select the employees for whom time is to be entered. Three filters are available from which to select employees. The Employee Master filter enables you to select from all employees, active or inactive. The Current Transactions filter enables you to select from employees for whom a timecard that has been entered but not yet processed. The Historical Transactions filter enables you to select from employees for whom a timecard has been posted to history. Each of these filters enables you to search for and select employees based on information that they have in common, such as employees who reside in the same business unit or employees who share the same work location. You can also update or correct the timecard history by selecting Timecard Corrections from the Row menu of the Historical Transactions form.
For a group of employees, you can enter timecards daily or enter timecards per pay period. You can also use the Speed Time Entry or Time Entry by Time Sheet Group programs to enter timecards for employees in a certain batch or enter timecards for individual employees based on their employee numbers. Speed Time Entry enables you to enter timecards per pay period only. If you need to enter daily time for employees, you cannot use Speed Time Entry.
When you enter timecards with Speed Time Entry, you do not need to select a group of employees first, although you can select employees by batch number or by individual employee number on the Speed Time Entry form.
For all time entry programs, you can complete fields in the tabbed areas of the form so that the system automatically supplies certain values, such as shift code or job location, for each timecard that you create. Completing these fields saves you from entering the same information for each timecard.
You can set the processing options to automatically copy information from one timecard to the next to facilitate timecard entry. If you are entering time either by individual or by using Speed Time Entry, the system automatically supplies the address number and pay type from the previous line of time entry after you have entered the first timecard. You can use this feature when you enter multiple timecards for the same employee or when you enter timecards for multiple employees with the same pay type.
In certain countries, such as Australia and New Zealand, employees can specify that they want the organization to pay them in advance for leave time that they are planning. Administrators can also search for timecards that include the pay in advance designation. Administrators can specify types of leave that are available to employees for payment in advance requests.
You can also define system-supplied values for timecards when you set up the processing options for the Time Entry MBF Processing Options program (P050002A).
(Release 9.2 update) You can now limit the number of hours of any pay type by calendar year or fiscal year. You will get a warning or error message whenever the Pay Type Hours Limit amount is exceeded in Time Entry.
For more information, see “Setting Up Pay Types" in JD Edwards EnterpriseOne Applications Human Capital Management Fundamentals Implementation Guide.