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eTime Xpress
Time & Attendance User Guide
(For versions 7.0098.000 and above)
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Table of Contents
1. Time & Attendance Overview
2. Shift Distribution Rules
2.1. Branch Bill/Pay Settings
2.1.1. Bill/Pay Preferences
2.1.2. Bill/Pay Periods
2.1.3. Pay Rate Factors
2.1.4. Overtime Thresholds
2.2. Statutory Days (Holidays)
2.2.1. Customizing Statutory Days for Employees and Sites
2.3. Daylight Savings Time
2.4. Pay Settings
2.4.1. Default Pay Settings
2.4.2. Changing Employee Pay Settings
2.4.3. Changing Site Pay Settings
2.5. Pay Rates
2.5.1. Application of Pay Rates
2.5.2. Employee Pay Rates
2.5.3. Site Pay Rates
2.5.4. Combination Pay Rates (previously Site Employee Pay Rates)
2.5.5. Branch Pay Rates
2.6. Bill Settings
2.6.1. Default Bill Settings
2.6.2. Changing Site Bill Settings
2.7. Bill Rates
2.7.1. Application of Bill Rates
2.7.2. Employee Bill Rates
2.7.3. Site Bill Rates
2.7.4. Combination Bill Rates (previously Site Employee Pay Rates)
2.7.5. Branch Bill Rates
3. Managing Time and Attendance Records
3.1. Load View
3.2 Setting Shifts to Worked
3.2.1. Set a Scheduled Shift to Worked
3.2.2. Reset a Worked Shift to Scheduled
3.3. Add a Worked Shift
3.4. Update a Worked Shift
3.5. Delete a Worked Shift
3.6. Update a Shift Distribution
3.6.1. Shift Distribution Calculated by Shift Start Date
3.6.2. Shift Distribution Calculated by Calendar Date (Midnight Cutoff)
3.6.3. Reset a Shift Distribution
3.7. Replace Tool
3.7.1. Update Shift Details
3.7.2. Update Shift Times
3.7.3. Update Pay Hours
3.7.4. Update Pay Rates
3.7.5. Update Bill Hours
3.7.6. Update Bill Rates
3.7.7. Update Recalculation Status
3.8. Allowances
3.8.1. Create Allowance Types
3.8.2. Add an Allowance
3.8.3. Update an Allowance
3.8.4. Delete Allowances
3.8.5. Recurring Allowances
3.9. Setting Shifts to Locked
3.9.1. Set a Worked Shift to Locked
3.9.2. Reset a Locked Shift to Worked
3.10. Other Options
3.10.1. Set Time & Attendance Security
3.10.2. Import Attendance Information
3.10.3. Exporting Shifts Distribution
3.10.4. Time Entry Settings
3.10.5. Accruals
4. Using Payroll Main Screen
4.1. Review Shift Life Cycle
4.2. Set Scheduled Shifts to Worked
4.3. Reset Worked Shifts to Scheduled
4.4. Set Worked Shifts to Locked
4.5. Reset Locked Shifts to Worked
5. Using Billing Main Screen
5.1. Review Shift Life Cycle
5.2. Set Scheduled Shifts to Worked
5.3. Reset Worked Shifts to Scheduled
5.4. Set Worked Shifts to Locked
5.5. Reset Locked Shifts to Worked
6. Using Control Center to Record Attendance
6.1. Load View
6.2. Record Check-In/Out
6.3. Record Safety Check
6.4. Add a Shift
6.5. Update a Shift
6.6. Delete a Shift
6.7. Set a Shift to Open
6.8. Change Employee
6.9. Employee Availability Search
6.10. Set Control Center Security

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The Time & Attendance module of eTime Xpress allows you to process and manage shifts for attendance, billing, and payroll purposes. The Visual Scheduler is used to create the work plan. Time and Attendance is used to finalize and record the work results.
Within eTime Xpress, Time & Attendance is used to manage shifts during the Worked and Locked stages of the Shift Life Cycle as shown in the figure below.

To access the Time & Attendance screen, go to the Main Menu and double-click on the Time & Attendance button. The Time & Attendance screen should appear as shown in the figure below.
Time & Attendance Screen with Annotations

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2. Shift Distribution Rules

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The Branch Bill/Pay Settings allows you to define your baseline business rules for calculating overtime and pay factors. These rules are applied when calculating Shift Distributions for Scheduled and/or Worked shifts in a Branch.
From the Main Menu, click Configuration > Company & Branch > Bill/Pay Settings. The Branch Bill/Pay Settings Screen should appear as show shown in the figure below.

Branch Bill/Pay Settings with Annotations

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2.1.1. Bill/Pay Preferences

Bill/Pay Preferences allow you to define advance rules for processing bill and pay to comply with specific labor contracts or legislative requirements. From Branch Bill/Pay Settings, click the Preferences button on the Toolbar. The Preferences dialog box should appear as shown in the figure below.
!worddav0c5286fd411c0faeaa7e7c5d3570516a.png|height=225,width=354!Branch Bill/Pay Settings Preferences
Setting Hours Calculation:
The hours calculation rule sets the cutoff rule when a shift ends the following calendar day (i.e. a graveyard shift from 10pm to 6am). It is a fundamental rule needed to correctly measure the number of hours worked in a day.
The Shift Start Date option will allocate the total hours of a shift to the date when the shift started. The Calendar Date (Midnight Cutoff) option will allocate the total hours of a shift proportionately between the shift date and the next day. The difference between the hours calculation options are illustrated below based on a graveyard shift from 10pm to 6am (8 hours).

If the Calendar Date option is selected, use the "Shift Break Allocation" pull-down to define how you want to allocate break hours between the Current Day (Shift Date) and Next Day.

Advanced Rules: eTime Xpress provides additional advanced hours allocation and rate calculation options to accommodate certain labor contracts or legislative requirements. To enable an advanced rule for bill and/or pay, check-on the applicable checkbox. This allows you to Pay Employees and Bill Customers differently for the same shift.

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2.1.2. Bill/Pay Periods

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Pay rates may be grossed up by a multiple or factor based on the hours type listed below. To specify Pay Rate Factors, click on the Update button under Pay Factors and define the applicable multiple or factor.

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2.1.4. Overtime Thresholds

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The Employee (Yes/No) and Site (Yes/No) values of a Branch Statutory Day record are used as the initial 'Apply?' value in the Employee Statutory Days and Site Statutory Days screens, respectively. You can customize the Statutory Day rules for Employees and Sites by selecting which Statutory Days to 'Apply'.
To customize Employee Statutory Days:
From the Main Menu, click Employee > Employee Statutory Days. The Employee Statutory Days screen should appear as shown in the figure below.
Employee Statutory Days
Employee Statutory Days lists all of the Statutory days defined for the Branch and whether a Statutory Day applies for bill or pay purposes. To turn off a Statutory Day rule, double-click on the record - the value in the 'Apply?' column will toggle between 'yes' and 'no'.
To customize Site Statutory Days:
From the Main Menu, click Customers > Site Statutory Days. The Site Statutory Days screen should appear as shown in the figure below.
Site Statutory Days
Site Statutory Days lists all of the Statutory days defined for the Branch and whether a Statutory Day applies for bill or pay purposes. To turn on/off a Statutory Day rule, double-click on the record - the value in the 'Apply?' column will toggle between 'yes' and 'no'.
Note: For a Statutory Day rule to be applied to a shift, the Employee and Site both must have Apply = 'Yes'. For example, only the combination of Employee (Yes) and Site (Yes) results in Statutory Day treat. The combination of Employee (No) and Site (Yes) or Employee (Yes) and Site (No) does not result in Statutory Day treatment.

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2.3. Daylight Savings Time

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When Employees and Sites are first created, they are configured with default Pay rules as outlined in the figure below. These Pay rules can be customized for specific Employees and/or Sites by modifying the applicable Pay rule found in their respective Pay Settings tabs.

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2.4.2. Changing Employee Pay Settings

From the Main Menu, click Employees and select the Pay Settings tab. The Employee Main screen should appear as shown as in the figure below.
Employee Pay Settings tab with Annotations

Note: Only items that directly affect the calculation of Shift Distributions are listed above.
Rate Calculation Options
Rate calculation is the formula applied to a Regular pay rate to calculate Overtime, Double Overtime, Statutory, Billing and Training pay rates.

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2.4.3. Changing Site Pay Settings

From the Main menu, click Customers and select the Sites > Pay Settings tab. The Site Main screen should appear as shown as in the figure below.
Site Main Screen – Pay Settings Tab

Note: Only items that directly affect the calculation of Shift Distributions are listed above.
Summing Hours for Overtime Pay
When calculating Overtime Pay, eTime Xpress sums the shift hours of an Employee to determine if Overtime thresholds have been exceeded. You can customize your Overtime Pay Rules by Site to control how shifts hours are summed for Overtime.

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2.5. Pay Rates

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Branch Combination Pay Rates allow you to view and administer All combination pay rates defined in a branch. Customer, Site, Employee and Service values may be a combination of specific or wild card values. Please see the Branch Combination Pay Rates section in the Administrator User Guide for more information.
Combination Pay Rate Tie Break/Priority Rules
Combination pay rates allow you to assign a pay rate based on a shift's customer, site, employee and service values. Those values may be defined as specific or wild card values. As a result, more than one combination pay rate may apply to a shift requiring prioritization rules as tie breakers.
The following tie break rules are applied in the following priority order when selecting between pay rates that are valid on the same shift:

√ = Specific Value
All = Wild Card value
Example:
A basic scenario of 2 combination pay rates applying to the same shift would be as follows:

If Joe Doe is scheduled to perform On Call duties that shift satisfies the criteria for both combination pay rate #1 and #2.
Based on the priority table above, pay rate #1 would have priority rank of 6 while pay rate #2 would have priority rank of 11. The system would assign combination pay rate #1 of $10 to the shift.
Pay Rate Factors
When entering a Combination Pay Rate, eTime Xpress automatically applies the 'Default' Pay Factors defined for the Branch. If a Pay Rate requires a custom Pay Factor that is different than the 'Default' Pay Factor, select the Pay Rate and click the Pay Factors button in the Tool Bar. The custom Pay Factors dialog should appear as shown in the figure below.
Custom Pay Rate Factors Window
Custom Pay Factors allow you to define new pay rate factors (Multipliers) or dollar amounts (Fixed Amounts) for each hour's type. Pay Rates using custom Pay Factors will be identified in the Combination Pay Rates screen as 'Custom' under the Pay Factor column.
Note: If shifts were created prior to defining Pay Rates or you are updating an existing Pay Rate, you will be asked whether you want to apply the new Pay Rate to existing shifts. Selecting 'Yes' will recalculate your payroll information with the new rate, where as selecting 'No' will apply the new rate only to newly created shifts.

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The Effective Date allows you to define current and future Pay Rates. When calculating payroll, eTime Xpress will apply the Pay Rate in effect on the date of the shift.
Pay Rate Factors
When entering a Branch Pay Rate, eTime Xpress automatically applies the 'Default' Pay Factors defined for the Branch. If a Pay Rate requires a custom Pay Factor that is different than the 'Default' Pay Factor, select the Pay Rate and click the Pay Factors button in the Tool Bar. The custom Pay Factors dialog should appear as shown in the figure below.

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Custom Pay Rate Factors Window
Custom Pay Factors allow you to define new Pay Rate Factors (Multipliers) or dollar amounts (Fixed Amounts) for each hour's type. Pay Rates using custom Pay Factors will be identified in the Branch Pay Rates screen as 'Custom' under the Pay Factor column.
Note: If shifts were created prior to defining Pay Rates or you are updating an existing Pay Rate, you will be asked whether you want to apply the new Pay Rate to existing shifts. Selecting 'Yes' will recalculate your payroll information with the new rate, where as selecting 'No' will apply the new rate only to newly created shifts.

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2.6. Bill Settings

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When Sites are first created, they are configured with default Bill rules as outlined in the figure below. These Bill rules can be customized for specific Sites by modifying the applicable Bill rule found in the Bill Settings tab.

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2.6.2. Changing Site Bill Settings

From the Main Menu, click Customers and select the (Site) Bill Settings tab. The Site Main screen should appear as shown as in the figure below.

Site Bill Settings tab with Annotations

Note: Only items that directly affect the calculation of Shift Distributions are listed above.
Summing Hours for Billable Overtime
When calculating Billable Overtime, eTime Xpress sums the shift hours of an Employee to determine if Overtime thresholds have been exceeded. You can customize your Billable Overtime Rules by Site to control how shifts hours are summed for Billable Overtime.

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2.7. Bill Rates

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Branch Combination Bill Rates allow you to view and administer All combination bill rates defined in a branch. Customer, Site, Employee and Service values may be a combination of specific or wild card values. Please see the Branch Combination Bill Rates section in the Administrator User Guide for more information.
Combination Bill Rate Tie Break/Priority Rules
Combination bill rates allow you to assign a bill rate based on a shift's customer, site, employee and service values. Those values may be defined as specific or wild card values. As a result, more than one combination bill rate may apply to a shift requiring prioritization rules as tie breakers.
The following tie break rules are applied in the following priority order when selecting between bill rates that are valid on the same shift:

√ = Specific Value
All = Wild Card value
Example:
A basic scenario of 2 combination bill rates applying to the same shift would be as follows:

If Joe Doe is scheduled to perform On Call duties that shift satisfies the criteria for both combination bill rate #1 and #2.
Based on the priority table above, bill rate #1 would have priority rank of 6 while bill rate #2 would have priority rank of 11. The system would assign combination bill rate #1 of $25 to the shift.
Note: If shifts were created prior to defining Bill Rates or you are updating an existing Bill Rate, you will be asked whether you want to apply the new Bill Rate to existing shifts. Selecting 'Yes' will recalculate your billing information with the new rate, where as selecting 'No' will apply the new rate only to newly created shifts.

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2.7.5. Branch Bill Rates

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The Effective Date allows you to define current and future Bill Rates. When calculating billing, eTime Xpress will apply the Bill Rate in effect on the date of the shift.
Note: If shifts were created prior to defining Bill Rates or you are updating an existing Bill Rate, you will be asked whether you want to apply the new Bill Rate to existing shifts. Selecting 'Yes' will recalculate your billing information with the new rate, where as selecting 'No' will apply the new rate only to newly created shifts.

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3. Managing Time and Attendance Records

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1. From the View Selector, specify the applicable filters for the shifts you want to view.

1. Start the shift load process by clicking the Refresh button ( ). Refresh clears your current view and loads shifts matching your specified filters.

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Note: Locked shifts cannot be reset. You must first remove the Lock status before resetting the Worked shift. eTime Xpress will skip any Locked shifts found in the specified range.

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3.3. Add a Worked Shift

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Deleting a Range of Shifts

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3.6. Update a Shift Distribution

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Time & Attendance provides a collection of update features to manage Worked shifts and their underlying Shift Distribution information. The Time & Attendance replace tool allows you to edit and make multiple adjustments all at once.
From Time & Attendance, click Edit > Replace from the Menu bar. The Replace dialog box should appear as shown in the figure below.
Time & Attendance Replace Tool

Using the Time & Attendance Replace Tool:

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Note: The Replace tool searches and displays only Worked shifts (i.e. Scheduled shifts cannot be edited with the Replace tool).

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3.7.1. Update Shift Details

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1. Select the applicable move from/to hours type, reason code and the amount of hours.
2. Click the OK button start the replace process.

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3.7.4. Update Pay Rates

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1. Select the applicable move from/to hours type, reason code and the amount of hours.
2. Click the OK button start the replace process.

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3.7.6. Update Bill Rates

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eTime Xpress integrates with both Celayix attendance solutions and 3^rd party hardware to automate the flow of attendance information into eTime Xpress. Attendance information can be entered by employees via the Web, telephone, HandPunch or card swipe system and later imported into eTime Xpress.
The following is a list of common attendance solutions that can be integrated with eTime Xpress:

If you want to purchase any of the attendance solutions above, please contact your Celayix Software Sales Representative. Integrating eTime Xpress with an attendance solution requires additional configuration – please consult the respective user manual or contact Celayix support for assistance.

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eTime Xpress allows Shift Distribution information to be exported to a .CSV file.
From the menu bar in the Time & Attendance Main screen, click File > Export Shifts Distribution. Select Shifts Distribution and click OK.
For more information on exporting data from eTime Xpress, see the Global Features Guide.

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3.10.4. Time Entry Settings

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Accruals allow you to configure complex formulas to automatically calculate accrual balances such as holiday, sick time and other entitlements. Please refer to the Accruals User Guide for more information.
The Accruals module in eTime Xpress requires additional licensing. If you wish to purchase the Accruals Module, please contact your Celayix Software Sales Representative.

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4. Using Payroll Main Screen

The Payroll Main screen allows you to manage the 'Life Cycle' of shifts over a pay period. From the Payroll Main screen, you can generate a view of Scheduled, Worked and Pay Locked shifts to ensure that all shifts have been properly processed at each stage. For example, if a pay period is Locked, it is recommended that a Scheduled and Worked view is generated to ensure that no shifts have been missed.
From the Main Menu, double-click Payroll. The Payroll Main screen should appear as shown in the figure below.
Payroll Screen with Annotations

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4.1. Review Shift Life Cycle

The following is a list of shift views available in the Payroll Main screen:

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4.2. Set Scheduled Shifts to Worked

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The Billing Main screen allows you to manage the 'Life Cycle' of shifts over a Bill period. From the Billing Main screen, you can generate a view of Scheduled, Worked and Bill Locked shifts to ensure that all shifts have been properly processed at each stage. For example, if a Bill period is Locked, it is recommended that a Scheduled and Worked view is generated to ensure that no shifts have been missed.
From the Main Menu, double-click Billing. The Billing Main screen should appear as shown in the figure below.
Billing Screen with Annotations

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5.1. Review Shift Life Cycle

The following is a list of shift views available in the Billing Main screen:

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5.2. Set Scheduled Shifts to Worked

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The Control Center of eTime Xpress can be used to manually record attendance information as shifts are being worked. You can easily sort shifts by time and shift type to determine missed check-ins, check-outs and health & welfare (safety) checks.
From the eTime Xpress Main Menu, double-click on the Control Center button. The Control Center screen should appear as shown in the figure below.
Control Center with Annotations

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6.1. Load View

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The Employee Availability tool automates the process of finding and replacing employees for shifts. Searches are dynamic allowing you query your entire employee database based on criteria such as qualifications, experience and overtime.
From the Visual Scheduler, click the Availability button ( ) on the Tool Bar. The Availability dialog box should appear as shown in the figure below.

Employee Availability with Annotations

If you have different availability filtering rules, you may save profiles in the Settings Manager so for fast loading in the future. The Settings Manager allows you to save setting profiles to the database or to an xml file as well as setting your default availability settings. From the Availability screen, click Data > Settings > Settings Manager from the menu bar.
To run the Employee Availability tool:

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