Your Frontline Time & Attendance system shares select data with your Absence Management system.

Campus Users can electronically capture time, monitor attendance data, and improve compliance with labor laws, all in one place. 

Simply select your name at the top-right of the screen and change from Employee to Campus User.

Let's take a look at some of the uses for Time & Attendance!

Capture Time

The first and most basic function of the system is to accurately capture time worked. This data is obtained through two primary methods:

• Clock Kiosk: A centralized kiosk that gives you the option to use barcode scanners, proximity card readers, etc. The Employee Web Portal or Web Clock allows employees to clock in at their workstations.

• Electronic Timesheet: Autopopulating timesheets are based on the expected working schedule. Time can also be manually entered into the timesheet.

Calculate and Classify Time

This is where we add "smarts" to the time captured. 

Built to handle the unique rules of K-12 educational systems, Time & Attendance allows you to set up and manage payroll rules based on labor contracts and district policies. 

Different rules and pay rates are then automatically applied to different employee classifications including comp time, shift differentials, and exception pay.

Manage Schedules

Set up and adjust work schedules for your employees, including automatically-applied unpaid breaks. 

The schedule pulls in absence data from the Absence Management system and district-wide events from a master calendar, giving you a more complete picture of time.

Approve Time

See all user time in one place, including leave from the Absence Management system. 

Review both paid and unpaid time, make adjustments, and easily approve or reject time.

Report on Time

Knowledge is power! Pre-built reporting tools better inform employee management decisions. 

Custom reporting through the Report Writer tool gives you the ability to track labor expenditures, increase employee accountability, and improve labor law compliance.

Transfer Time to Payroll

Time & Attendance provides tools to help you get employee time into payroll quickly and accurately. 

The Payroll Lock will notify you of outstanding issues and you can use Report Writer to pull extract reports for payroll.

A user's timesheets can be accessed in the following ways:

Global Search

You will find a  Magnifying Glass at the top of the Time and Attendance page. 

Click within the search bar and enter the first, last, or full name of the person whose timesheet you would like to access. 

Then, press the Enter key on your keyboard.

Click on View Timesheet next to the user, and you will be taken to today’s date on the user’s timesheet.

"My Users" Page

From the side navigation, choose Reports. 

Then, click on My Users. A list of names will appear. 

Select the Quick Link icon beside a user's name and click Current Timesheet.

User's Details Page

From the side navigation, choose Reports. 

Then, click on My Users. A list of names will appear. 

Click on a user's name to access the User Details page.

From the user's details page, click the Actions dropdown. Then, select View Timesheets.

Timesheet Review

The Timesheet Review page includes a Timesheet icon to the left of a user's name. 

Select this option to open the user's timesheet.

This article describes a few common actions related to Timesheet management.

Accessing a Timesheet

Timesheets can be quickly accessed in the following ways:

• Search Bar: Search for the user in the top purple bar and select View Timesheet in the results.

• User Details Page: Select the dropdown beside Actions and click View Timesheets.

• My Users Page: Select the Quick Link beside a user's name and click Current Timesheet.

• Timesheet Review Page: Click the Timesheet icon to the left of a user's name.

Editing a Timesheet

Timesheets allow for time adjustments per the user's permissions and the submission status of that timesheet. 

For example, once a timesheet is approved, it cannot be edited unless it is reset to a "Submitted" or "Pending" status.

When editing a timesheet, click on a blue bar to expand a day and see its details. 

You can then click directly within the time event you want to edit or click the Edit icon next to a row of time.

Adding a Comment

While adding or editing time on a timesheet, you can add comments to individual time events or the whole day. 

To add a comment, click in the text box and type your comment. 

Then, click the green Save Changes button at the top right corner of your screen.

Adding a New Time Event

Each timesheet day includes the option to add additional time events. 

These events represent actual time worked. 

To add time to a timesheet, click the Add New Event button. A new time event will appear. 

Type in the new times and comments, as needed.

Adding a Timesheet

VIDEO: Check out our related video -  Adding a Timesheet (1:06) - as you review this topic.

If you need to record already worked time for an unscheduled job, you'll need to add a timesheet.

First, click the Actions button, then click Add Timesheet in the drop-down menu.

In the pop-up window, select the date and location/job type of the timesheet you want to add. 

Then, click OK.

Moving Time Events

VIDEO: Check out our related video -  Moving Time Events (1:31) - as you review this topic.

If you need to change the job type or location on an already-recorded time, you will need to move time events in the time and attendance system.

Note: To move time events, a date must have at least 2 timesheets in "pending" status with time events.

Click the Actions button, then click Move Timesheet Events in the drop-down menu.

Next, select the date, the timesheet from which you are taking the event, and the timesheet you are placing the event in. 

Then, check the boxes next to the events you would like to move. 

Next, click the Move Events button.

A "Success!" page should appear. 

Now, click the Close Window button, or click Move More Events to continue moving timesheet events.

Remember, when you are finished making any changes to a timesheet, click the Save Changes button at the top right to record your updates.

Admins can reference the Timesheet Review report to approve their users' timesheets.

VIDEO: Approving Timesheets (4:35)

VIDEO: Campus User Time Review (2:45)

Filters

Before you begin your approvals, you will want to filter what information appears within the report. 

This includes a date range, user type, user status, etc.

The date range indicates what timesheets you are approving for a given timeframe. 

Your administrator will have already set up a pre-defined date range, and you can make a selection within the dropdown.

With the timeframe selected, you can then select the Filter By and Sort By dropdown menus to indicate the status and order of the timesheet data.

Filter By Options

• Outstanding Timesheets: Show only the timesheets that are not completely approved on all levels.

• Rejected Timesheets: Show only the timesheets in rejected status.

• Payroll Flagged for Review: Indicates there is at least one wage code in a person’s payroll that is “flagged for payroll” on the “Leave and Wage Codes” options.

• Net Difference: Show only users whose timesheets have a net difference.

• Needs My Approval: Show only users whose timesheets are in the "Submitted" status.

• Incomplete Time - All: Show only users who have timesheets with either missing clock events, short time, or both.

• Incomplete Time - Only Missing Events: Show only users who have timesheets with missing clock events.

• Incomplete Time - Only Short Time: Show only users who have timesheets that are short of expected hours.

• Modified Payroll: Show only users whose payroll records are modified.

Select the desired options and reference the "User Type" and "User Status" dropdowns to further define your results by employees/subs and active/inactive.

For more advanced filtering, click the Advanced Options link. 

Here, you can search by user, location, and/or job type.

Once you are finished, click the Search button to run the report.

Timesheet Review Report Details

The report will display the selected date range and will include the following data for the employees for that week:

• "Total Scheduled" 

• "Total Working Time and Paid Leave" 

• "Net Difference"

Details

• Attention:
  - A Warning icon indicates at least one timesheet for this person is short on time or missing a clock event.
  - A Pencil icon indicates Payroll records contain at least one modification.
  - A Flag icon indicates there is at least one wage code in a person’s payroll that is “flagged for payroll” on your “Leave and Wage Codes” options.

• Total Scheduled: This is the number of hours based on the recurring schedule. For the date range you have chosen, this is what the person would have worked if all days were typical days (no absences or closed days).

• Total Paid: This is the total time that the user will be paid for.

• Total Time: This is the total time for the date range you have selected.  Worked hours, as well as paid absence durations, count toward this time.  Admin time is also calculated into this total.

• Net Difference: The difference between scheduled and total paid time.  If the total time is less than scheduled, it shows up as negative.

• Status: The status of the timesheet will be shown by an icon if you have multiple levels of approval.

Select the status link to review the details for a specific user. 

The pop-up will show the last update made to that timesheet record and whether it was submitted automatically by the system or if the user submitted it.

It will also display comments, list a time and date stamp for the last update, and provide access to the "Status Log" where you can view the full status log for that timesheet record.

To expand a row on the timesheet, click the expand/collapse icon. 

The system will give you each day’s timesheet summary data for that person.

To see the actual timesheet or the payroll review, click the corresponding icon next to the user’s name.

Note: The timesheet icon is the one with the Clock icon. The payroll review icon has the dollar sign.

Timesheet Approval

To take any action on timesheets, use the Approve, Reject, or Reset Timesheets button at the top of the page. A pop-up window will open.

Click the "Action" dropdown and choose whether to approve, reject, or reset the timesheet.

Some selections such as timesheet rejections may require that you leave a reason for the action via the comment box. 

Note: You should only reject a timesheet if that employee has permission to edit their timesheet and make a correction (our district does not allow this function).

Complete the necessary entries and click Submit once you are finished. 

You will be required to enter your PIN (most often the last 4 of your SSN).

Note: Once a timesheet is approved, it cannot be edited unless it is reset to "Submitted" or "Pending."

When logged in to Time & Attendance, click on the My Users homepage widget (or go to Reports > My Users) to see a complete list of employees that fall under your system visibility. 

Campus Users with permission can select a user's name to view their Details page. 

Human Resources can adjust the expected hours and location settings are added through the user’s Position Assignment. 

Please contact the APS Human Resources department for any updates.

There are a few options to locate an employee's timesheet, including:

• Global Search

• User's Details page

• "My Users" page

• Timesheet Review page

You can print out complete timesheets using the "Work Detail" report, located via Reports > People, Time, & Payroll > Work Detail.

"Actual" is the time when an employee clocks in on a web clock. 

"Adjusted" is the time from which that pay will be calculated. 

Adjusted time can be either manually entered on a timesheet, or the result of a rounding rule applied to the actual time.

First, go to the Clock Exceptions report (Reports > People, Time, & Payroll > Clock Exceptions). 

In the "Narrow by Exception" filter, uncheck the box beside "all Options" and then check only the boxes beside "Missed In" and "Missed Out" exceptions. 

You will notice both "Actual" and "Adjusted" options. 

"Missed Out - Adjusted" will only show those timesheets that still have missing punches and need correction. 

Lastly, click Run Report.

When you open the "Timesheet Review" report, select the "current" option in the drop-down menu under "Date Range." 

Then click Search. 

This will bring up all timesheets in the current pay period. 

If an employee clocks into the wrong job, you can move timesheet events from the current timesheet to the correct timesheet. 

This is done by clicking the Actions button on the timesheet, and then selecting Move Timesheet Events from the drop-down.

Within each timesheet, there is a "Change Log" that shows every detail of activity that took place during that date range.

Check the status of the timesheet to make sure it is not approved. 

If it is approved, its status will need to be reset to "pending" in Timesheet Review before it can be edited. 

If you are still unable to edit the timesheet, it is possible that it has been "locked" for payroll, or your permissions may not allow you to edit the timesheet.

While in Timesheet Review, first filter by "None" to make sure you are not unintentionally filtering out the employee you want to find. 

If you still cannot see the employee, you will need to contact the Center of Excellence to assist you in updating your visibility profile.

There may be several reasons that an absence would not show on an employee’s timesheet. 

For more information on how to troubleshoot missing absences, check out "Absence Does Not Appear on the Timesheet." 

If an absence is showing on the timesheet, but with incorrect absence times, reference "Troubleshooting Incorrect Absence Times on an Employee’s Timesheet."

Yes - you can use the Payroll Review report for this. 

Simply choose the date range, and then under "Wage Codes," choose "OT15" and others with "15" at the end. 

If you would like to review any time above schedule, you should include the GAP wage code as well.

The Frontline Insights Platform provides enhanced upgrades to your organization's application(s). 

It allows you to use a single username (email) for all your Frontline applications, simplifies your login process with a single URL, and includes additional improvements to functionality.