Manually Add Employees
Log in with an Administrator Account and follow these instructions:
In ‘Administration’ click on the ‘Employees’ tab
Click ‘Add Employee’
Enter the Employee ‘Number’
These must be unique from any other employee, enabled or disabled.
Enter the employee's ‘First Name’
Optional - Enter the employee's ‘Middle Initial’
Enter the employee's ‘Last Name’
Enter the ‘Date Employed’ for the employee
Enter the employee's ‘E-mail Address’
This is used for password resets, notifications regarding missing or removed signatures, and status notifications for time off requests
Optional - Enter the employee's ‘Regularly Scheduled Hours’
This is for the entire pay period; bi-weekly full-time employees, for example, might be set to 80 hours.
This is only required and used when auto-accruing overtime or comp time for the employee.
Choose the ‘Employment Type’ for the employee.
Exempt (Salaried employees) or Non-Exempt (hourly employees) followed by what and how you would like to apply overflow hours:
Accrue Comp Earned by Day or Accrue Overtime by day: Comp or OT be a manual entry on the timesheet. Use this option if you do not wish for overflow hours to automatically roll over from regular hours. Also used if the employee is allowed to choose between Comp and Overtime
Accrue Comp Earned by Pay Period or Accrue Overtime by Pay Period: Comp or OT will automatically calculate at the end of the pay period based on the employee's Regularly Scheduled Hours. Anything over the regular amount at the end of the pay period will roll over to Comp or OT.
Accrue Comp Earned by Week or Accrue Overtime by Week: Comp or OT will automatically calculate at the end of the week based on the employee's Regularly Scheduled Hours. If you have bi-weekly pay periods, the application takes the Regularly Scheduled Hours divided by 2, anything over that amount at the end of the week will roll over to Comp or OT. Example: Reg Sched Hours is 80 for Bi-Weekly pay periods, after 40 hours in week 1, regular time will roll over to OT or Comp.
Create a ‘Login Name’ for the employee
If skipped, the employee will need to log in with their employee number.
Enter a temporary ‘Password’ for the employee. This can be anything.
For security reasons, the application will require any passwords set in administration to be changed by the employee the next time they log in to the application.
By default, ‘Valid’ will be set to Yes.
Changing this to No will disable the employee in the application.
Select any Groups the employee should be in for admin or payroll rights
Select the Org. Unit(s) the employee will need a timesheet for.
Works Primarily In This Unit: ‘Yes’ will show the timesheet for the Org. Unit at all times.
Works Primarily In This Unit: 'No' will hide the timesheet in a drop menu under the employee's primary Org. Unit timesheet for the employee to access when they need to use it.
Select any Org. Unit(s) the employee is a Supervisor for.
Is Backup Supervisor Only: ‘No’ is for any Org Unit they will always be responsible for approving time for. On the timesheet, they will see these employees left aligned with their own name.
Is Backup Supervisor Only: ‘Yes’ is for any Org Unit they will be responsible for approving time for in the even the main supervisor for that Org Unit is not available. On the timesheet, they will see these employees indented to the right of the alignment for their own name.
Select any Org. Unit(s) the employee should have Read-Only access for. The employee would be able to view any employees in the selected Org Unit(s) but not approve them or make changes to them. This is helpful for Auditor access.
Select any ‘employee-specific Pay-Codes’ applicable for this employee
Select any 'employee-specific Holidays' applicable to this employee
Select any ‘employee-specific Shift Differentials’ applicable to this employee
Click the blue ‘Add this Employee’ button to save
If you need to grant the new employee access to Paystub data (Paymate customers only), a current Paystub administrator will need to add them to the Paystub Group. Only someone currently in the group has the ability to add anyone else to prevent users from seeing employee pay information when they should not have access. Contact support@rtvision.com if you have any questions on this.