1. POWERTIME EMPLOYEE TRAINING FOR EMPLOYEES
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2. POWERTIME TRAINING You will learn the Employee Functions.
Record and Sign Timesheets
Record and Sign Expenses
Submit Time-off Requests
View and Print Paystubs
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3. 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.
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4. 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.”
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5. 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.
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6. Accessing PowerTime To change your password: Click on the personal tab
Go to change password box.
Click submit.
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7. 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.
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8. 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.
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9. 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.
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10. 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)
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11. 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”.
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12. 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.
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13. 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.
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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.
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15. 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.
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16. Employee function: Requesting Leave
Click on the “Personal” tab.
Click on “View and Submit Requests.”
Select a charge “Annual Leave” or “Sick Leave.”
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17. 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 with the comment.
Click “Submit.”
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18. 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.”
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19. 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.
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20. 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.
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21. 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.
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22. Employee function: Review Pay Stubs
The pay stub will include:
Gross pay
Other pay
Deductions
Miscellaneous
Benefits
Year-to-Date information
Pay Period
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23. Employee function: Review Pay Stubs
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24. 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.
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25. 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.
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26. 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.”
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27. 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.
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28. EMPLOYEE function: overtime
No comp time earned beginning January 1, 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.
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29. 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.
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30. 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.
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31. QUESTIONS/COMMENTS/DISCUSSION
ACTION ITEMS
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
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