Time Star Help
TimeStar Quick Reference for Kebaowek Employees
“TYPES” & What they mean!
IND – In For Day (Used at the start of the work day.)
INL – In From Lunch (Used when coming back from a lunch break.)
INB – In From Break (Used when coming back from a break.)
IDA – In For Day Again (Used when coming back from something else (ex. A doctor’s appointment).)
INS – In From Split (An automatic punch that appears when worked hours are split at midnight.)
TXO – Transfer Punch (Used to allocate worked hours to specific organization level items.)
ALO – Auto Lunch Override (Used to override an automatic lunch.)
CBI – Call Back In (Used when called back in from work.)
OUT – Out (Used any time work is stopped.).
General Employee Options and abilities:
The HOURS (Daily Procedures, Data Entry, Hours) page in TimeStar is used to track an employee’s hours in blocks of time. This is where time off records, auto-generated records such as Salary or Holiday, and sometimes, worked hours, will be displayed.
- The PUNCHES (Daily Procedures, Data Entry, Punches) page in TimeStar is used to track an employee’s recorded punches.
- The ATTENDANCE (Daily Procedures, Exceptions, Attendance) Calendar page is used to track the attendance information of the employee selected in the main Employee dropdown. Users who have access to this page can review your trends in attendance exceptions, record reasons for the exceptions, excuse them, and keep track of resulting points tracking when applicable. Certain Pay Types entered on the Hours page can also be saved here, such as Sick or Vacation.
- The REQUESTS (Daily Procedures, Re) page in TimeStar is used to send and receive Time Off, General, Missing Punch, Message, and Schedule Change requests.
- The Total Hours page in TimeStar is used to review up-to-the-minute hour totals for the entire pay period. Approvals can also be done from this page, if you are a supervisor.
- The Accrual Summary page display your current balances including Accrued, carry, taken, pending, adjusted and balance.
- The Account Maintenance page users can changed current password.
- The devices page is where you can disable your devices in case of loss or onboard your device by clicking ONBOARD MY DEVICE button.
Click on link to more information about on boarding your device: https://support.timestartimeandattendance.com/kb/mobile-app-setup-and-onboarding/
To send a time off request:
|
1. From the Requests page, click the New Request button, located at the bottom
of the page.
a. Select the person for whom to send the request in the Send Request To: drop
down.
Please Note: d. Pay Type – Pay Type in which to apply the time off.
Dates will turn orange once selected. To select multiple dates can be done by:
1. Hold down left mouse button and drag the pointer across the dates. f. Click Add Dates. 4. Review that your entries are correct. 5. Click Submit Request |
To Cancel a time off request:
Submit a Missing Punch Request due to missing (or forgetting to) punch
A punch request allows an employee to send a request for s punch to their supervisor or administrator that they had missed. An acceptance of the request will place the punch into the timesheet, cleaning up the critical Missing Punch alerts.
To send a missing punch request from the Requests page, follow the below steps:
1. Click the New Request button, located at the bottom of the page select Punch Request
2. Send Request To – Select the person for whom to send the request in the Send Request To drop down
3. Actual Date/Time – Fill in the details of the would-be punch in the Punch section of the request
4. Punch Type – Enter the punch type needed. Refer below for Codes Section.
5. Comment – Place a comment in the Comment field if necessary
6. Org Levels – Adjust any Org Levels that the time should apply to.
7. Click Submit Request.
Fixing a Missing Punch Using the Missing Punch Request
1. Click on the Missing Punch Request button located to the right of the Missing Punch. to open the Punch Details dialog.
2. Make any necessary changes to the field. At minimum, the Actual Date/Time and Punch Type fields must be completed.
3. Click Submit Request.
using Mobile
application
Accessing the Time Punch page (only available if you are authorized)
To use the Time Punch mobile page:
1. Open the Application
2. Click the Time Clock widget on your Home page OR select Time Punch in your navigation pane. (You can open the navigation pane by clicking the ≡ icon at the top left of your screen.)
3. On the Time Punch page, navigate to the Punch tab.
4. Select the appropriate punch category (e.g., In for Day, In from Lunch, Out).
5. Enter a comment if desired.
6. Click the PUNCH button.
Accessing the Time off request page
To use the Time Off Request mobile page:
1. Open the Application
2. Select Time Punch in your navigation pane. (You can open the navigation pane by clicking the ≡ icon at the top left of your screen.)
3. On the Time Off Request, tap on the + in the top right corner.
4. Press the + to ADD REQUESTED DATE
5. Select the dates wanted (you can multi select by tapping on the additional days)
6. Select the hours per day (7.75 for full day)
7. Select the Pay type (Category of Hours you want to use)
8. There is no current need to change Scheduling
9. Select Tap on the Check in the top right corner.
10. Enter a comment if you wish
9. Tap the Submit in the top right corner.
supervisors
only
Reviewing Requests (Supervisor Only)
To review your employee Request:
1. Go to the Request page (daily procedures then requests)
2. Click EMPLOYEE REQUEST
3. Use the filter to find specific requests.
4. Click on the request you wish to review. it is recommended:
a. To Select current pay week in Date Range box
b. To Select unanswered in Status box
5. Look over and verify times and dates and remaining time (located to the right of the Hours requested)
6. Enter a Response if required or needed.
7. Approve request or decline request using the buttons located on the bottom left.
8. Notice status now shows the changed icon. (Green Check mark)
Reviewing Punches (Supervisor Only)
Punches entered into the system by the time Clock (Appear in Black) should not be editied or changed. Missing Punches or Errors with the Punches (Appear in Red), should on the other hand, always be corrected. Rounding that is not done correctly automatically is the another time that punches should be edited. For Example if rounding after lunch, when INL says 12:40 PM, manually changing it to 12:45 PM is permitted
Fixing a Missing Punch
A missing punch appears when an employee punches in but does not punch out, or vice versa. These errors are critical to fix as the Total Hours will be incorrect for an employee with a missing punch. The TimeStar system will automatically put in a placeholder punch in red when this occurs, marked with “Missing Punch” in the Info column.
Depending on security, a user can either send a Missing Punch Request to a supervisor, or fix the missing punch directly on the Punches page.
Fixing a Missing Punch on the Punches Page
To fix a Missing Punch, you’ll need to take one of the following actions based on the situation:
1. If an extra punch is causing the issue (either before or after the Missing Punch), delete the incorrect punch. For help, see the section Deleting a Punch.
2. If the Punch Type is incorrect on the punch before or after the Missing Punch, update the punch to the correct type. Simply adjust the Type column for that punch and click Save.
3. If the punch is truly missing, you’ll need to edit the Missing Punch entry and add the correct details. For instructions, see the section Editing a Punch.
Click the Link Below for more advanced information
Additional Punching Page information: https://support.timestartimeandattendance.com/kb/punches/#ch_4
Approvals (Supervisor Only)
OPTION 1: Doing Approvals using Approval page: (Recommended)
Reviewing the Approvals page
1. Filtering/Sorting Options:
- Approval List – Approval page selection (if more than one exists).
- Filter – Filters the approval page contents to a specified subset of employees based on the selection of provided options:
- Display All – All employees, regardless of approval status.
- Approved Only – Employees who have been approved.
- Unapproved Only – Employees who are not approved.
- Sort – Sorts the approval page contents based on the selection of one of the following options:
- Employee – Employees listed in alphabetical order.
- Pay Group – Employees listed by assigned Pay Group.
- Supervisor – Employees listed by assigned supervisor.
2. Approval Checkboxes:
- Sup. App. – A check in this box indicates a completed Supervisor approval.
3. Employee – Employee names. The data on the remainder of the page corresponds directly to the employee name and Number listed in each row.
4. Timesheet Information – Breakdown of employee hours and a requests and audits counter. Columns in this section will vary based on company setup.
5. Timesheet – Buttons that allow additional interaction with employee hours and punches while the Approvals page remains open.
- Punches – Opens the Punches page in a pop-up window.
- Hours – Opens the Hours page in a pop-up window.
*NOTE: If an update is made this way, you must click the REFRESH button on the approvals page to display those changes.
Timing ofApprovals
When timesheets are approved, they become locked down to any further editing, unless unapproved by the approver’s supervisor or the system administrator. Timesheets should therefore not be approved until all time has been entered for the pay period. When paying current, time may also need to be approved prior to exporting data for payroll.
Approving time using the Approvals page
1. Find the row(s) of the employee(s) to approve.
2. Review time and use the timesheet buttons at the far right of the rows to edit as necessary.
3. Once entries have be reviewed, Click the "Approve/Unapprove all" Button, then click "Supervisor Approve All".
Sup. App. – Used to mark the time as supervisor approved. There are two ways to interact with this field, including:
A supervisor or System Administrator can approve for the employees that they have access to.
The supervisor approving the time may have their own supervisor approval checkbox greyed out, meaning that their supervisor or System Administrator must complete that approval.
4. Click Save, located in bottom left, to lock the approvals in to place.
Note: It may be required to have the employee approval completed prior to the supervisor checkbox becoming available for selection, depending on company setup. A confirmation will appear if the approvals are successful.
NOTE: If any missing punches or outstanding requests exist, an error will appear and the time will not be approved for the employees with the outstanding errors. These errors must be resolved prior to completing the approvals.
approvals completed
OPTION 2: Doing Approvals using Total Hours page:
An employee’s timesheet can be approved from the Total Hours page. In
general:
• Timesheets should not be approved until all time has been entered for the
pay period. When paying current, time may also need to be approved prior to
exporting data for payroll.
• Timesheets can only be approved for the current pay period.
• Approving a timesheet will lock it down, preventing any further edits by
the approver unless unapproved.
• Depending on company set up, timesheets may need to be approved by
employees as well as supervisors.
• When both employees and supervisors must approve time, the order in which
the approvals must occur is based on company set up.
• Supervisors System Administrators can often approve for an employee in
case of absence. System Administrators will have access to approve for
anyone in the TimeStar system. An audit log is kept of each approval.
• Should a supervisor wish to approve many timesheets at once, see
“Approvals” for reference.
Approving time using the Total Hours page (Individual Employee Approval)
Location: Daily Procedures – Total Hours
Once the Total Hours page is loaded, the user should follow the below steps to approve time:
1. If the initial page looks good for the users’ hours that week, proceed to
step X, if not change the DISPLAY box select Detail View for a closer look.
2. In the “Detail View” you will have to options for reviewing each entry
located on the far right of each line.
3. Source brings up the punch details for that entry. While the Details give
the shift information including start and end time details.
4. Please Note that if in the punch details you see a punch category of
“IN_”, usually means it is a missing punch, and should be fixed.
5. To make a supervisor approval from the Total Hours page, follow the steps
below:
A. Click the Supervisor Approve button (bottom Right area).
B. A confirmation message displays.
C. Click OK.
NOTE: If any missing punches or outstanding requests exist, an error will appear and the time will not be approved for the employees with the outstanding errors. These errors must be resolved prior to completing the approvals.
View approved/Hidden Request (Supervisor Only)
Be advised that as a supervisor the request disappears once it is approved. It is changed into a state of being HIDDEN.
To view hidden items, please do the following:
1. Log in to time star
2. Click Daily Procedures, requests,
3. Click on the EMPLOYEE REQUESTS tab.
4. Then under the heading of Include Hidden.
5. Select Including Hidden
6. Select an other filters you wish to enable.
7. Then Click Filter.
Once completed you should be able to see all of your employees request including all the hidden ones.
Lunch Override (ALO) (Supervisor Only)
In cases where employee is staying during lunch and the lunch time should not be deducted - ex: stayed late Friday afternoon for client. System will take off lunch if employee works in after noon in this case.
To Fix issue, please do the following:
1. Log in to time star
2. Click Daily Procedures, Data Entry,
3. Select your employee you are dealing with
4. Then go to Punches page.
5. On the date in question add a new punch for 12:PM with the type of ALO (Auto Lunch Override)
6. Make sure the “out” shows the correct sign out time.
7. Then Save.
Once completed you should see 3 entries for that day. One with the code IND, Second one with ALO and a third with OUT.
Override Rounding on a person's Over-Time (Supervisor Only)
In the case that a supervisee's Over-time is not calculating due to rounding their time, a schedule modification to their day has to be done. In this example: User stayed an extra hour thursday night but rounding is stopping from Over-Time banking hours.
1. Log in to time star
2. Click Daily Procedures, Schedules,
3. Then go to Team Schedule.
4. Select the specific day of the week or Click the select week link listed in the SU box.
A. Specific day shows the day for all your employee.
B. Select week shows the week for all your employee.
5. Click on the LAUNCH SCHEDULE button in the bottom Left.
6. In your users row, under the week day that needs the modification
7. You will see two boxes one green and one Red, Green = IN Red = OUT
8. We will now changed the Red box from 4:30 PM to 5:30 PM.
9. To complete the change, Click the save button
Manually Entering Unrequested Leave by a supervisee or modifying hours (Supervisor Only)
The Hours page in TimeStar is used to track an employee’s hours in blocks of time. This is where time off records, auto-generated records such as Salary or Holiday, and sometimes, worked hours, will be displayed. Access is dependent on company set up and individual security.
Adding an Hours Record:
To add a single hours record, follow the steps below:
1. Click the ADD button, located at the bottom left of the page. This will open the Detail View dialog.
2. Fill out the required fields: Actual Date, Pay Type, and Hours/Minutes.
- Remember Effective date is the day hours will be added to.
- Remember to select the selected Pay type, and that user has available time.
- For Hours you can use the Calculator at the top of this Page: Click HERE to go to top of page.
- Comments should always be left when adding time this way.
3. Click Save to add the hours.
Editing an Hours Record:
To edit a single hours record, follow the steps below:
A. Click on the corosponding Pencil and edit the Hours, Then Click Save (Recommended, can add Comments)
B. You can changed information here directly also, Then Click Save
Deleting an Hours Record:
To Delete a single hours record, follow the steps below:
- Click on the corosponding Garbage Can and confirm the deletion, Then Click Save