Kelly Web Time Management Console

Kelly Web
Time Management Console
TMC Guide for Branch Users
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TMC- Branch User Guide 2
Contents
Time Management Console (TMC) Logon ..........................................................................................................3
Forgot Password.................................................................................................................................................4
Time Management Console Overview ...............................................................................................................4
Overview Tab .....................................................................................................................................................5
Overview Columns .....................................................................................................................................5
Employee List and Assignment Details...............................................................................................................6
View Assignment Details ............................................................................................................................7
View/Edit Time Card...................................................................................................................................8
Unsubmitted Time Tab .......................................................................................................................................9
View Employee Communications.............................................................................................................10
Send Employee Time Entry Reminders ....................................................................................................10
Submitting Saved Time.............................................................................................................................11
Assignment Options .................................................................................................................................13
Unapproved Time Tab ......................................................................................................................................13
View Approver Communications .............................................................................................................14
Send Approval Requests...........................................................................................................................14
Add Alternate Approver- Time is Entered ................................................................................................14
Add Alternate Approver- No Time Entered or Time is Already Approved ...............................................15
Approval Options – Dispute Resolution ...................................................................................................16
Approved Time Tab ..........................................................................................................................................17
Reports Tab ......................................................................................................................................................18
Run a Report.............................................................................................................................................18
Schedule a Report ....................................................................................................................................19
Complete Report List................................................................................................................................19
Support .............................................................................................................................................................19
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TMC- Branch User Guide 3
Time Management Console (TMC) Logon
1. Go to
kellyservices.mypeoplenet.com
2. Enter your User ID and Password.
The KWT team sets your access and
sends a welcome email from
donotreply@peoplenet-us.com Your
email address is your User ID and
the welcome email will have a
temporary password.
If you have not received your logon,
please contact the Kelly Hotline at 1800-KELLY-04 or fill out the
Customer Profile form on the
KellyWebUS implementation page.
3. On your initial logon, you will be
prompted to change your password.
Passwords must be at least 8
characters in length and should
include 2 of the following:
uppercase, lower case letters,
numbers, or special characters.
Passwords are case sensitive.
If you also have time entry or Clock
Admin access to PeopleNet, you will
want to change this temporary
password to the same password as
those accounts to link your access to
one logon.
4. After entering your new password,
click on Submit.
5. When you have successfully changed
your password, you must log in
again to activate the new password.
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TMC- Branch User Guide 4
Forgot Password
1. If you forget your password, enter
your User ID then click the ‘Forgot
your password?’ link under the
password entry box.
2. Enter your last name and select
Submit.
3. Select the account(s) that you would
like to change your password for and
click on Submit (only applicable if
you have multiple accounts).
4. Kelly Web Time will email you a
temporary password via email. If
you do not receive the email, check
your Spam folder for a message
from donotreply@peoplenetus.com.
Time Management Console Overview
The Kelly Web Time Management Console (TMC) provides visibility for the time collection and approval
process. User defined views (i.e. customer, branch, region, payroll center) allow users to monitor and
manage time expected as well as approval status from multiple levels in the organization. The TMC tabs
reflect the workflow and information required from the time collection to time approval.
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TMC- Branch User Guide 5
Overview Tab
The Overview tab shows a summary view, within a branch, of all customers using Kelly Web Time and
outlines the time that is Expected, Received and Outstanding as well as a summary of hours and dollars
based on the pay and bill rates entered in KSN.
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Overview Columns
1. Client: the customer name
2. Assignment Summary
Expected (Exp.): total number of active assignments for the pay period
Received (Rec.): total number of assignment with time entered for the pay period
Excluded (Excl.): active assignments that were excluded by a branch user for the pay period
Outstanding (Out.): total number of active assignments with no time entered for the pay period
3. Approval
Unapproved (UnApp): Total hours that have not been approved for the pay period
Disputed (Disp): Total disputed hours for the pay period Note: You must resolve disputes each
week. For more information on dispute resolutions, please see the “Approval Options” section.
4. Payroll
Hours: total number of hours submitted for the customer for the pay period.
Dollars: dollars associated with the time submitted (based on customer bill rates)
Reg: total regular hours submitted for the pay period for the customer
O/T: total overtime hours submitted for the pay period based on customer pay rules and labor
laws.
D/T: total double-time hours submitted for the pay period based on customer pay rules and labor
laws.
5. Tasks: Click on the Tasks link to view the approver(s) for a specific customer or all customers.
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TMC- Branch User Guide 6
Employee List and Assignment Details
A user can view the Employee List from any tab on the TMC. From the employee list, you can review
details of the employee’s time including viewing their Time Card, comments, hours approved etc.
Click on a Customer to display each employee assigned to that location and additional details for the pay
period.
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Icons displayed next to the employee’s name reflect additional information. You may hover over each icon
for a definition of the icon. The icons are defined in the legend below:
The Employee List column headers include:
1. Pay Record Sent: Once a time card is sent to payroll, adjustments must be made outside of Kelly
Web Time. Please refer to the “Approval Options” section for more information about making
adjustments after the pay record is sent.
2. Saved: Time an employee has entered and saved but has not submitted to payroll. Note: This time
will not be paid unless it is submitted.
3. Submitted: Displays regular (Reg), overtime (OT), double-time (DT) hours that have been submitted
for the pay period and the dollars associated with the time entered.
4. App: displays approved time for the employee for the pay period.
5. UnApp: displays unapproved time for the employee for the pay period.
6. Disp: displays time that has been disputed for the employee for the pay period. Note: You must
resolve disputes each week. For more information on dispute resolutions, please see the “Approval
Options” section.
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TMC- Branch User Guide 7
View Assignment Details
Click the Details link next the employee’s name in the Employee List screen to view details about the
employee’s assignments.
From the details screen, depending on your access, you may:
 Verify that the employee has registered
 Change the employee’s contact information or preferences
 Verify the assignment information is correct
 Verify that the approvers are correct
TIP: If new employees are having registration or logon issues, this is the best place to verify that their
assignment is active, their PIN (last 4 SSN/SIN) is accurate, and that they are trying to logon with the
correct email address. Assignment end dates and SSN/SIN information must be updated in KSN. Be sure
the projected end date on their assignment in KSN is a future date. Updates from KSN are sent to Kelly Web
Time every evening.
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TMC- Branch User Guide 8
View/Edit Time Card
The employee time card displays a daily view of hours entered for the week, including whether the hours
are unapproved, approved or disputed. This view is available from any tab on the TMC.
You may only edit a time card in KWT before it is sent to payroll. If the PRS indicator is next to the
employee’s assignment, any further adjustments must be processed manually.
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To reduce the employee’s hours, refer to Documenting a Time Correction – Reallocating Time (e1005).
To increase the employee’s hours, submit an Additional Hours Time Document (Item 1) to the Payroll
Center.
This section provides a summary of the time card. More details on editing the time card are provided in
the Time Card Edit Guide which can be found in the branch user guide link in the Support section of this
guide.
1. If the employee’s time has not been sent to payroll, click the employee’s name from the employee list
to view their time card.
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2. Hover over assignment name to display the customer name and assignment number.
3. To void hours entered, click on the hours in blue link under the Total Hrs column. Approved hours may
not be voided.
4. Source (Src) displays the source of the time entry.
WTE = Web Time Entry IVR = Phone Time Entry
Initials = Adjustment or entry by TMC User
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TMC- Branch User Guide 9
5. Click on New Transaction to enter additional hours for the pay period.
 Select
to enter in and out times or
to enter total hours for each day the the
employee worked.
 Click on
to add a new day or new work segment for the same day.
 Subtract hours by adding a negative number.
 Click on
to submit your time entry.
 Once you have completed the entry, the timecard will show your initials under the source (Src)
column for auditing purposes.
Unsubmitted Time Tab
The Unsubmitted Time tab displays employees who have an active assignment who have not entered
hours for the pay period. Under the Unsubmitted Time tab, the branch user has options to send the
employee a reminder to enter their time, view communications sent to the employees and exclude an
assignment if applicable.
The icons displayed to the left of the name are defined below:
The individual is responsible for entering their own time via WTE or IVR
Email Request – will display Self for employee Email Time Entry or the name of the
customer supervisor or vendor representative entering time for the employee if
set up for Group Email Time Entry
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TMC- Branch User Guide 10
View Employee Communications
View Communications displays a list of system generated messages from Kelly Web Time or contact and
comments by a customer supervisor. Request is the initial email reminder. Followup is the second
employee email reminder. Manual is a reminder sent by the TMC user. You may view communications for a
specific customer or view all communications.
Send Employee Time Entry Reminders
Click on the Send Reminder link to send an employee a reminder to enter their time. Or, click on the Send
All Reminders to send an email or text reminder to any employee who has not entered their time for the
pay period.
Select the employee you want to send a reminder to and how you want the reminder sent. The text option
will not be available if the employee did not register with their cell phone number and carrier.
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TMC- Branch User Guide 11
Submitting Saved Time
As you monitor the Unsubmitted Time tab, saved time will be visible in the “Saved Hours” column. This
number (hyperlinked in blue) indicates time that an employee has entered and saved, but has not yet
submitted.
NOTE: Saved time will not be sent to payroll. Time MUST be submitted to be included in the payroll file.
To submit saved time on behalf of the employee, simply click on the number hyperlinked in blue:
The employee’s timecard detail will appear in a separate window. If time is correct and you wish to submit
on behalf of the employee, click the “Submit” button at the top or bottom of your window.
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TMC- Branch User Guide 12
Once you click “Submit,” the hours will move to the Unapproved Time tab for approval.
If you receive and error on submission, please contact the Hotline or have the employee contact the
Hotline so that we may help them correct their time. The error is usually due to in/out times that conflict
between assignments or the employee tried to enter time outside of their assignment dates.
If you submit the employee’s time after the last system approval email on Tuesday at 9am ET, select “Send
Request” next the approver’s name from the Unapproved Time tab to send an approval email (see Send
Approval Request section of this guide).
All time submission and approval should be complete by Tuesday at 11:59 PM ET to process to Payroll for
the current pay period.
Any time submitted after Tuesday at 11:59 PM ET will not be sent for payroll until the following week.
Any adjustments that need to be made after time has been approved and submitted to Payroll must be
processed manually (see View/Edit Time Card section of this guide).
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TMC- Branch User Guide 13
Assignment Options
If you do not expect hours for an assignment for the pay period, you may exclude the assignment for the
current pay period.
Choosing Exclude will be reflected in Kelly Web Time for the current pay
period only. If you wish to permanently end an assignment, it should be
ended in KSN.
TIP: End or edit assignments in KSN each week to keep your TMC Dashboard metrics accurate and to
ensure that your new employees can logon and the approver receives their approval requests.
Unapproved Time Tab
Select the Unapproved Time tab to monitor employees with unapproved time or time disputed by the
customer. You may view communications, send a request for approval, and set up alternate approvers
from this tab. You can also click Details in the employee row to show when time was submitted.
The icons displayed reflect the approval method for each customer.
Email Approval – Approver is automatically emailed at scheduled times
with a link to access the approval application.
No approver/email is set-up for this customer. Update your KSN system
with approver name and email.
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TMC- Branch User Guide 14
View Approver Communications
View Communications displays all communications to the customer approver. Request is the initial
approval request. Followup is the second approval request. Escalation is the third request to the approver.
Manual is a reminder sent by the TMC user. You may view communications for a specific customer or view
all communications.
Send Approval Requests
Click Send Request to send an email approval request to the customer supervisor. This email will allow
them to approve time for the week. Click Send All Reminders to send email approval requests to all
supervisers who have not approved time for the current pay period.
Add Alternate Approver- Time is Entered
If you know a supervisor is not available to approve time, you may add an Alternate Approver then send
them a manual request to approve time. Simply click on the approver’s name and email address from the
Unapproved time tab (listed as a red hyperlink):
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TMC- Branch User Guide 15
Then enter the name, email and date range for the alternate approver. Click “Submit” when you have
finished.
The alternate approver’s name will be listed next to the primary’s name to indicate that your changes have
been saved:
Add Alternate Approver- No Time Entered or Time is Already Approved
If you know a supervisor is not available to approve time, you may add an Alternate Approver then send
them a manual request to approve time. If the employee has not entered their time yet, you’ll need to go
to the Unapproved time tab and click back to the previous week ending.
Click “View All Communications” at the top of your Unapproved time tab.
Click on the approver’s name under the “Recipient” column.
Enter the alternate approver information and timeframe, then click “Submit.”
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TMC- Branch User Guide 16
Approval Options – Dispute Resolution
If the cient disputes hours on an employee’s time card, the disputed hours will show on the Dashboard
Summary at the top of the screen and in the Dispute column of the Unapproved Time tab. The TMC user
must select Approval Options next to the disputed time card to resolve the dispute. The time will remain
unapproved until the dispute is resolved.
Note: If the dispute is not resolved before payroll close on Tuesday at 11:59 PM EST, it will be auto resolved
to reflect the customers changes.
Click on the employee’s name to view their time card to see the comments from the approver before
resolving the dispute.
Approval Options When Hours Are Subtracted:
Pay Don’t Bill: The hours are paid to employee
but not billed to customer.
Don’t Pay Don’t Bill: Employee is not paid and
customer is not billed for disputed hours.
Ignore Dispute: Disregard the dispute. Pay the
employee and bill the customer for hours
submitted.
Show Details: Displays a list of all disputes for
an employee.
Approval Options When Hours Are Added:
Pay and Bill: Employee is paid and customer is
billed for disputed (added) hours.
Ignore Dispute: Disregard the dispute. Don’t
pay the employee or bill the customer for added
hours.
Show Details: Displays a list of all disputes for
an employee.
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TMC- Branch User Guide 17
When you select the approval
option, you may add
comments and review your
selection.
If the time card indicates PRS, the employee’s time has already been sent to payroll and you must make a
manual adjustment outside of Kelly Web Time.
To reduce the employee’s hours, refer to Documenting a Time Correction – Reallocating Time (e1005).
To increase the employee’s hours, submit an Additional Hours Time Document (Item 1) to the Payroll
Center.
If disputed hours were sent to Payroll as Pay Only and you need to bill the customer for all or a portion of
these hours, contact the Field Service Center (FSC) at 1-877-I-ASK-KHQ (1-877-427-5547) or complete the
FSC Online Form.
Approved Time Tab
The Approved Time tab of the Time Management Console displays employee’s time that is approved for
the selected pay period. Click on Details to view more information including the date and time of approval
and who approved. Click on the employee’s name to view their detailed time card.
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TMC- Branch User Guide 18
Reports Tab
The Reports tab shows a list of predefined reports.
Run a Report
Select the report you want then enter the parameters for the report, such as week ending date or date
range, and /or make a site selection. Enter your email address and the file type (Excel or PDF) you want as
an email attachment.
When you have entered your selections, click Next. You have the option to “Run Now” or “Schedule” the
report to run at a later date. If you select Run Now the report will be emailed to you within a few minutes.
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TMC- Branch User Guide 19
Schedule a Report
If you select Schedule when you submit your
report, you can select a custom name for the
report and schedule it to run on a recurring basis
by day, week or month. The report will be sent to
the email address you provided under the report
options on the scheduled date and time.
Complete Report List
For a complete list of reports, click on Reports from the TASKS drop down menu. Select the report you
need and follow the instructions on the screen to define and submit your report.
Support
Kelly Hotline: 1-800-KELLY-04
http://www.peoplenet.com/tutorials/videoplayer.cfm?filename=KELLY/branch
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