Web: Payroll Leave and Time Sheet System Admin

Setup

1. The database administrator should assign the role of "PayrollLeaveAdmin" to a person.
2. That person should then go to Administration-->Payroll/Leave Settings-->Admin Setup to start the setup process.
3. Within the Payroll/Leave Admin Setup System, click on "Settings"
4. In the "Start Date for Time Review and Benefits Entry":
   1. Decide when you wish to begin using the system. It is best to start the date on the last day of the last payroll.
   2. Choose whether to lock time records before the start date. We suggest that you do so old time entries are not changed.
   3. Choose whether to lock time after a time sheet is entered. We suggest that you do so time entries are not changed, making an entered time sheet incorrect.
   4. Choose whether to lock staff number entries in time entries. We suggest that you do, otherwise a time entry made for one person could be changed to being another's.
   5. Enter the last payroll end date.
   6. Select "Insert" to the left of these entries to save them. Only one such entry should be made. Any attempt to add another should fail.
5. Within "Benefit Codes":
   1. Choose a code your organization will use as a benefit. For example, "SLV - Leave Annual Vacation".
   2. Choose whether use of that code will require approval from a supervisor. For example, a holiday (e.g., Christmas) should not need approval. Annual Vacation leave should.
   3. Choose whether a balance will be kept.
   4. 'Automate Accumulation' is not currently used and can be left unchecked. Future versions may use this to automatically add benefits for staff.
   5. If a code is used, and is later retired and will no longer be used by the organization, check the Disabled option to no longer use it as a benefit code.
   6. Select "Insert" to the left of these entries to save them. Only one entry should be made for each benefit code.
6. Within "Security Settings":
   1. Choose a staff person and a role to assign that role to a person.
   2. Normal staff members do not need any role assigned here.
   3. Supervisors -- those who are authorized to approve leave time and review and approve time sheets should be given the "PayrollLeaveSupervisor" role.
   4. Admin -- those who are authorized to be supervisors as well as handle high-level features, including setup, accounting approval, reporting, etc. This role can also remove approvals and other entries made. It should be granted to only a very limited set of staff.
7. After these settings are made, benefit balances should be entered for each staff person. Use the "Benefit Accrual" page to enter those.

Benefit Accrual

Use this page to add hours of benefit to staff. Select the staff person(s). You can narrow the list using the "Starting Date Before". That will compare each staff person's starting date as shown in their profile. You can make more than one selection using various keys and click on entries. For example, choosing an item and holding shift and choosing a lower item will select all those in between. Holding CTRL may allow you to choose individual entries. (Operating systems differ and different keys may need to be used.). You can also use the buttons to Select All or Deselect All.

Once you have selected the staff person(s), select the type of benefit, enter the amount of hours to be added, the accrual date, and a description for the entry. For regular benefits, this could be (for example): Annual Leave, 8 hours, 5/1/2021, and May's Annual Leave Accrual.

For initial setup, prior outstanding balances should be added for each staff person and each leave type.