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Paychex Time and Labor

Online User’s Guide

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Paychex, Inc.
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Paychex Time and Labor Online User's Guide

Time and Labor Online User's Guide
Table of Contents

Introduction
System Requirements ......................................................................................................... 1
About This Manual .............................................................................................................. 1
Disclaimer ........................................................................................................................... 1
How This Guide Is Organized ............................................................................................. 2
Definitions and Symbols ..................................................................................................... 2
Term and Symbol Definitions .............................................................................................. 3
Paychex Time and Labor Online Interface ......................................................................... 4
Tabs and Submenus ........................................................................................................... 4
Employee Home Page Tab ................................................................................................. 5
Admin Tab ........................................................................................................................... 6
The Submenu .............................................................................................................. 7
Status Board Tab ................................................................................................................ 8
Sections and Subsections ................................................................................................... 8
The Personal Settings Icon ................................................................................................. 9
Maximize, Minimize, and Hide Sections...................................................................... 9
Security ............................................................................................................................. 10
Enter Dates, Times, and Numbers in Paychex Time and Labor Online ........................... 11
Navigate To Commonly Used Pages ................................................................................ 11
Paychex Time and Labor Online Support ......................................................................... 11

Chapter 1 - Getting Started
Log On ................................................................................................................................ 1
Log Off at the End of a Session .................................................................................. 1
Import Employees Link ....................................................................................................... 2
Import File Specifications .................................................................................................... 2
Fields Allowed for Import ............................................................................................. 3
Import Employees ............................................................................................................... 4
Additional Settings Section ................................................................................................. 5
Select File Section .............................................................................................................. 5

Chapter 2 - Configure the System
The Configuration Page ...................................................................................................... 1
System Configurations ................................................................................................ 2
General Configuration ................................................................................................. 2
Payroll Policies ............................................................................................................ 4
Pay Types ................................................................................................................. 27
Pay Adjustment Types .............................................................................................. 31
Holidays ..................................................................................................................... 33
Closing ...................................................................................................................... 37
Re-Open .................................................................................................................... 37
Assign Pollicies ......................................................................................................... 37
Time Clocks............................................................................................................... 37
Schedules .................................................................................................................. 38
Custom Personal Information.................................................................................... 48
New Employee Defaults ............................................................................................ 50
Benefits ..................................................................................................................... 57
Shift Differentials ....................................................................................................... 65

Paychex Time and Labor Online User's Guide TOC - 1
1/22/14

Table of Contents

Security Configuration ............................................................................................... 69
Feature Access Templates ................................................................................ 69
Employee Group Members ............................................................................... 74
Time Sheet Audit Trails ..................................................................................... 76
Notifications ....................................................................................................... 78
IP Access .................................................................................................................. 79
Labor Levels .............................................................................................................. 82
Define Labor Levels .......................................................................................... 82
Setup Labor Levels ........................................................................................... 83
Assign Labor Levels to One Employee ............................................................. 85
Assign Labor Levels to Multiple Employees ...................................................... 86

Chapter 3 - How to Use Your Configured System
Admin Home Page .............................................................................................................. 1
Exceptions Section.............................................................................................................. 2
Resolving Exceptions .................................................................................................. 2
Time Off Request Section ................................................................................................... 3
Display Calendar View ........................................................................................................ 5
Generated Reports Section ................................................................................................ 5
Preview a Generated Report....................................................................................... 6
Delete a Generated Report ......................................................................................... 6
Employee Labor Level Filter Section .................................................................................. 6
Search Section .................................................................................................................... 7
Perform a Basic Search .............................................................................................. 7
Search Tips ................................................................................................................. 8
Search Results Section ............................................................................................. 11
Current Employee Section ................................................................................................ 12
Add an Employee ...................................................................................................... 12
Edit an Employee’s Information ................................................................................ 19
Time Sheet Section ........................................................................................................... 20
Time Sheet Icons ...................................................................................................... 20
Time Sheet Summary Subsection............................................................................. 21
Terminology............................................................................................................... 21
Add, Edit, Delete, and Approve a Timesheet ............................................................ 22
Schedule Section .............................................................................................................. 31
Navigate in Schedule ................................................................................................ 31
Edit an Employee’s Schedule ........................................................................................... 32
Scheduled Shift Section ............................................................................................ 32
Week Schedule Section ............................................................................................ 33
Schedule Templates Section .................................................................................... 33
Assign an Employee to a Schedule Template .......................................................... 33
Express Scheduler .................................................................................................... 34
Add Pay Adjustment Section ............................................................................................ 38
Pay Adjustments Section .................................................................................................. 39
Navigate in Adjustments ........................................................................................... 39
Edit Adjustments ....................................................................................................... 39
Quick Message Section .................................................................................................... 40
To Send a Message .................................................................................................. 40
Benefits Section ................................................................................................................ 41
View Detailed Employee Benefits Section ................................................................ 42
Recalculate Employee Benefits ................................................................................ 43
Custom Info Section .......................................................................................................... 44
Add or Edit Custom Info ............................................................................................ 44

TOC – 2 Paychex Time and Labor Online User's Guide
5/30/12

.. 20 Create New Report or Export ................................................................................................................................................................................ 3 Schedule Reports Section .................................................................................................................................. 1 Reports Link ........... 17 General Look & Feel Subsection ................................... 2 Understanding the Reports Page .................................................................................................................................................................................................................................................... 3 My Scheduled Reports Section .................. 9 View a Generated Report .............................. 18 Custom Reporting ...... 31 Paychex Time and Labor Online User's Guide TOC – 3 8/22/12 ...................... 12 Enable/Disable the Status Board .......................................................................................... 10 Message Center Link ........... 23 Remove Report or Export Information .................................................................................................................................................... 11 Audit Links .............. 14 Section States ......................... 25 Employee Data Type Fields ............................................................................................................................................................................................... 11 Import Link ..............................................................Administrator Functions: The Sub-Menus Home Link ................................................................................... 1 Terms Used in Reports ............................................................................. 15 Employee Home Page Subsection .................... 13 Personal Settings ......................................................................................................................... 15 Admin Home Page Section .................................................................................................. 22 Edit Custom Report or Export Information .......................................................................................................................................................................................................................................................................................................................................................................................................................... 11 Configuration Link ........................................ 25 Copy a Report or Export ........................................... 12 Customize the Status Board ......... 9 Labor Level Assignments Link .......... 16 Labor Levels Page ............................................................................................................................................................................................................................................................... 11 Status Board Tab .......................................................................................................................................................................................................... 26 Company Data Type Fields ..................... 9 Public Reports .. 9 Schedules Link ................................. Table of Contents Chapter 4 ................. 8 Other Users’ Scheduled Reports ....................................................................................................................................................................................................................................................................... 10 Delete a Message .................................................................................. 10 Modify a Message ................................................................................................................................ 13 Navigate to the Admin Home Page for a Selected Employee ..............................................................

............................................................................................................................................................................................. 1 Employee Home Page .................................... 16 Hours Worked Section ............................... 1 Actions Section............. 16 Messages Section ........................................................................................................................................................................................................................................... 18 Pay Adjustments Section .................................................................... 25 General Look & Feel Section ................................................................................................................................................................................................................................................................................................................................................................ 1 Employee Submitting Timesheets (optional) ................4 Paychex Time and Labor Online User's Guide 1/22/14 ............................................................................ 19 Adjustments Section .................. 26 TOC ..................................................... 20 Benefits Section .................................................................................................................... 22 Status Board Tab ............ 4 Employee Submitting Timesheet Express (optional) .................................. 17 Schedule Section ........ 24 Status Board Page Section .................................................................... 23 Personal Settings Icon ..........................................................Table of Contents Chapter 5 ................................... 23 Navigate in the Status Board .............................................. 10 Status Section ............. 23 Employee Home Page Section .......................................................................... 20 Personal Info Section ....................................................................................How to Use Paychex Time and Labor Online Employee Functions................................................................................................................................

Disclaimer Paychex strives to keep this guide up-to-date. this guide helps you get the most out of Paychex Time and Labor Online. you may experience brief periods during which the information contained in this guide does not coincide exactly with the latest version of the application. With this application: Administrators can: • Manage employee data • Review employee timesheets • Generate schedules for employees • Send companywide messages • Organize company departments and jobs • Track vacation.1 10/28/09 . Paychex Time and Labor Online User's Guide Intro . easy method of automating employee time and labor management processes. Available anytime and anywhere. sick. because Paychex Time and Labor Online is a Web-based application and can be automatically updated through the Internet. and personal time • Generate reports Employees can: • Clock in and out • Submit timesheets • Review schedules • Review hours • View vacation. all you need to use Paychex Time and Labor Online is an Internet connection and a Web browser. About this Manual In addition to providing you with step-by-step information for performing various procedures. and personal time accrued • Request time off System Requirements Paychex Time and Labor Online requires an Internet browser that can access secure Web sites. Introduction Introduction Paychex Time and Labor Online is a 100 percent Web-based application that offers a fast. sick. However.

Configure the System This section provides definitions and instructions for configuring your Web site. Administrator Functions: the Submenus This section defines links and settings essential to the administrator’s role. standard computer industry terminology and conventions are used.2 Paychex Time and Labor Online User's Guide 3/11/09 . How to Use Your Configured System This section discusses features and tools to customize the application to your specific needs. Intro . How to Use Paychex Time and Labor Online This section provides everything you need to know about using Paychex Time and Labor Online and is conveniently organized in the same order as the information within the application.Introduction How this Guide is Organized Introduction This section introduces the Paychex Time and Labor Online application and this guide. Definitions and Symbols This guide uses the following terms and symbols. Getting Started This section describes the process of getting started with Paychex Time and Labor Online including a recommended procedure for implementing the application. It also includes technical support information. Note: When possible.

weekly schedules. Template Example: policies. A drop-down menu is a text box that includes an arrow. Link is synonymous with hyperlink and refers to text that. such as an In Partial Shift or Out punch. Introduction Term and Symbol Definitions Term/Symbol Definition Web page within the Paychex Time and Labor Online Page site. Tabs (similar to the tabs on manila folders) that display at the top of every Paychex Time and Labor Online page. Work Shift or a block of time.3 10/28/09 . A partial shift refers to a single transaction. and shift differential guidelines A work shift refers to a complete clock cycle in and out. A radio button is a hollow. The dash symbol (-) indicates to press and hold a key and a mouse-button at the same time. Division of the application that subdivides and organizes Section each Paychex Time and Labor Online page. a list of options displays from which to select. Plus (+) Example: CTRL + X or ALT + TAB. Tab You use tabs to navigate to the appropriate location in the application. a Start/End lunch or break. causes another page to display. Dash ( –) Example: CTRL – Click Select indicates to use the mouse to highlight an item Select within a list. Paychex Time and Labor Online User's Guide Intro . round selector that displays Radio Button next to items in a list or group of items. Drop-down Menu When you click the arrow. A template is a set of rules that can be saved and applied to employees. Link when clicked. A text box is a field on a Web page that allows you to Text Box enter information. Use radio buttons to select one item in the list or group. including a full lunch or break. or a department transfer. The plus (+) symbol indicates to press and hold one key while pressing another. or marking a checkbox or a radio button.

A navigation bar displays across the top of all the pages making it easy to access the different features within Paychex Time and Labor Online. Three tabs display: • Employee Home tab displays as the employee's name and links to a personalized home page where the employee can perform all user access functions. Example: An employee with only user-level access does not have access to display the Admin tab.Introduction Paychex Time and Labor Online Interface One of our highest priorities is presenting information to users logically and intuitively. depending upon the security rights of the person logged on. • Status Board links to a page listing all employees and displays their current work status. This application displays different combinations of these three tabs. • Admin Home tab links to a central location where an administrator can perform all the administrative functions granted to them. Person Logged On Tabs Displayed Employee with User • Employee Home Page Access • Status Board if the employee’s payroll policy is set up with Status Board access Employee with Full • Employee Home Page Administrative Access • Admin Tab • Status Board Employee with Restricted • Employee Home Page Administrative Access • Admin Tab • Status Board Admin Logon ID • Admin Tab with full access to all admin menu items • Status Board Intro . Below. so you can use the Web browsing techniques you already know. The following chart describes the combinations and functions of the three tabs. find the standard conventions used throughout this application. Tabs and Submenus The tabs across the top of the navigation bar link you to the main centers within Paychex Time and Labor Online.4 Paychex Time and Labor Online User's Guide 3/11/09 . We also use consistent color schemes and conventions to guide you through the displayed information. Paychex Time and Labor Online works like any other Web page.

5 1/22/14 . Introduction Employee Home Page Tab The Employee Home Page tab always displays the name of the employee logged on. allowing the employee to clock in and out. Paychex Time and Labor Online User's Guide Intro . check benefit balances. submit timesheets. Clicking the tab displays the employee's personal home page. and perform all other permitted functions.

and generally administer your company’s account. link to configuration screens.6 Paychex Time and Labor Online User's Guide 8/19/10 .Introduction Admin Tab The Admin tab displays the Admin Home page with important system and employee data. you can manage employees. depending on your security. From the Admin Home page. Intro . It also contains links to all administrative functions with Paychex Time and Labor Online.

Link Description Home Links to the Admin Home page. Configuration Links to the Configuration page which displays all configuration links. Training Links to the Training page which displays all training links. and generate schedules. Paychex Time and Labor Online User's Guide Intro . Example: payroll policies. click the link. To access a page shown on the submenu. Schedules Links to the Schedules page where you can create new schedule templates.7 12/9/09 . Note: Messages do not display after the expiration date. pay types. Assign Labor Levels Links to the Labor Levels page where you manage your company’s structure and jobs. and labor levels. Reports Links to the Reports page. Message Center Links to the Message Center page that displays all messages that you have sent. security settings. Introduction The Submenu The submenu displays on the navigation bar directly below the Admin tab and contains links to features administrators use to manage Paychex Time and Labor Online. It is only visible when the administrator or an employee with administrator rights is logged on. Import Links to the Import page where you can import your employees from an ASCII text or CSV file. assign templates to employees. which provides access to all the reports available in Paychex Time and Labor Online and where you can schedule report generation for your company. The following table provides a map to the links on the Submenu.

you are able to view which employees are clocked in or out.Introduction Status Board Tab The Status Board tab displays the Status Board page. This tab is displayed if your administrator has given you permission to view it. and which employees are at lunch.8 Paychex Time and Labor Online User's Guide 8/19/10 . Intro . Sections and subsections are differentiated by a default color scheme. The Notes column allows web- punchers to send brief notes to supervisors along with their punch. Among other things. Sections and Subsections Paychex Time and Labor Online divides each page into sections and subsections that organize the displayed information. Sections organize categories of information on a page. subsections break out details within sections. The Status Board page displays the current work status of all employees tracked by the system.

based on what you would like to view and use. You are not able to view the section at all. Minimize In this state. Hidden In this state. Pages with hidden sections display faster than pages with maximized or minimized sections. but the content is not. click the underlined label or click the Maximize button in the section you wish to maximize. Introduction The Personal Settings Icon Maximize. The three options are described on the next page. the section’s label is visible. These options allow you to enlarge. Paychex Time and Labor Online User's Guide Intro . To Hide a section. This state is recommended for sections you rarely or never use. click the Hide button in the section to be hidden. or completely hide sections. and others that you never use at all. others that you use occasionally. The content of a minimized section is readily maximized by clicking its label. We recommend this state for sections you use occasionally. Pages with minimized sections display faster because less information needs to be transferred from the Paychex Time and Labor Online servers to the user’s screen. and Hide Sections Paychex Time and Labor Online provides three display options for each section on a page. Minimize. To maximize a minimized section.9 3/11/09 . neither the section’s label nor its content is visible. State Description Maximize In the maximized state. a section’s label and its content are visible. There might be certain sections on a page that you use daily. shrink. click the Minimize button in the section you wish to minimize. We recommend this state for sections you use frequently because it gives you the fastest possible access to a section’s contents and actions. To minimize a maximized section.

pay adjustments. and benefits. Additionally. timesheet. • Submit time off requests. the Personal Settings Page allows you to adjust how you view the Employee Summary Fields on the Admin Home page. • Review their schedule. • Submit timesheets using Paychex Time and Labor Online. • User Only access grants rights to specific areas of the program and only to the user's employee information. managers.10 Paychex Time and Labor Online User's Guide 5/27/10 . This level of security is appropriate for department managers and supervisors who need to view and edit time sheets. Security Paychex Time and Labor Online offers three levels of security: Full Administrative. • Full Administrative access grants full rights to all parts of Paychex Time and Labor Online and to your company’s information. Partial Administrative. and User Only access. if allowed. you must access the Personal Settings page and change the state from hidden to either maximized or minimized.Introduction Note: If you have hidden a section to recover. and anyone else who needs unrestricted access to your account. • Partial Administrative access grants permission to view only the employees in selected employee groups and allows access to selected parts of the application. Intro . • View messages. Note: Security is assigned to an employee on the Add Employee or Edit Employee page. This level of security is appropriate for company wide administrators. • View the Status Board. Employees with User Only access can: • Clock in and out using Paychex Time and Labor Online.

gives you many ways to navigate from page to page. Paychex Time and Labor Online User's Guide Intro . 13:00. click . 7-13-01. 8:15 am. • Personal Settings Page: On the Navigation Bar. like all websites. Times.11 3/11/09 . You can also send questions to tlo@paychex.m. and numbers. For example. When entering currency. • Admin Home Page: On the submenu. typing a. A decimal is only necessary when you enter numbers other than zero after the decimal. 100. Spacing does not matter. and p. ET. click Paychex Time and Labor Online Support Telephone support (1-866-933-3185) is available Monday through Friday. times. The a. 100.m. can be abbreviated to a and p. 9:27p. 5. 8a. do not include the dollar $ sign. or in a 24- hour format. to 8:00 p. and p. For example. Paychex Time and Labor Online automatically formats fields with dollar amount entries to display as currency after you submit the changes. but you only need to enter the number. Introduction Enter Dates.6 Navigate to Commonly Used Pages Paychex Time and Labor Online. click . and Numbers in Paychex Time and Labor Online Paychex Time and Labor Online has standard conventions for entering dates.. Dates can be entered with either dashes or slashes as separators. Times can be entered in a 12-hour format. 7/13/01. For example.m.com.76. 8:15a.. • Configuration Page: On the submenu. 8:00 a. For example. 5. 100. 7-13-2001.m.m. to indicate time of day. 7/13/2001. Numbers can be entered in a variety of formats.45.m.m.00. do not type the colon and 00. For times at the top of the hour.

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type 0444d505 in the field. Getting Started Chapter 1 . Login ID Type your personal Paychex Time and Labor Online login ID. This is your branch and client ID with no dashes or spaces. From the top. Log Off at the End of a Session We recommend that you log off Paychex Time and Labor Online when you finish. Navigate to the Paychex Time and Labor Online Web site. Click Login. but also applies to all other users. Note: When you login for the first time. Paychex Time and Labor Online User's Guide 1-1 1/22/14 . Type the following in the fields: Field Description Client ID Type your company’s client ID. 1. You return to the Paychex Time and Labor Online Login page. For example. 2. Log Out All Paychex Time and Labor Online page headings display a icon. This is particularly important for those with administrator rights.Getting Started Log On You must log on to Paychex Time and Labor Online to access your company’s account. so that others cannot view or change your data without authorization. 3. if your branch/client ID is 0444-d505. Paychex Time and Labor Online verifies your access rights and displays the appropriate page based on your security permissions. click . you must change your password. Password Type your personal Paychex Time and Labor Online password. right corner of any page.

First Name 3. For example. Notes: You can manually add employees individually at any time. • The import file must include the three required fields specified below. Last Name must come before SSN. but the fields that you import must be in the order specified in the table “Fields allowed for import”. • Fields can be delimited with any character. It updates employee records that currently exist in the Paychex Time and Labor Online database and adds new employee records based on the unique employee ID number. in the order shown: 1. • The file must be in delimited ASCII text format. You tell Paychex Time and Labor Online the field surrounding character during the import process. even if Middle Name does not import. You can select not to import all the fields. Import File Specifications You must format your employee listing according to the specifications listed below before importing. You tell Paychex Time and Labor Online the field delimiter character during the import process. Employee Number (must be unique for each employee) 2. 1-2 Paychex Time and Labor Online User's Guide 1/22/14 . You can perform multiple imports. Each subsequent import updates and appends your existing records. • Fields can have surrounding characters. Last Name Paychex Time and Labor Online imports data by position. To import successfully. the employee listing must be in a specific format as described on the following pages.Getting Started Import Employees Link Importing employees is the quickest way to add your employees to the database. or you can use Paychex Time and Labor Online’s custom importing feature that allows you to use your payroll or HR software to extract employee information for Paychex Time and Labor Online.

Getting Started Fields Allowed for Import Field Data Required Notes Employee # Alphanumeric Yes Must be unique First Name Alphanumeric Yes Last Name Alphanumeric Yes Middle Name Alphanumeric No Badge Number Alphanumeric No Address – Street Alphanumeric No City Alphanumeric No State Alphanumeric No Zip Alphanumeric No Phone 1 Alphanumeric No Phone 2 Alphanumeric No Is Salary True/False No Indicates whether the Boolean employee is hourly or salary Pay Rate Currency Numeric No or Start Date Date/Time No Benefit Start Date Date No Is Exempt True/False No Boolean Title Alphanumeric No E-mail Alphanumeric No Is Active True/False No Indicates whether the Boolean employee is active or terminated Starting Vacation Numeric No Current vacation balance Hours Starting Sick Numeric No Current sick balance Hours Paychex Time and Labor Online User's Guide 1-3 1/22/14 .

The first field in your data file imports to the first field chosen. Verify that: • Your data file is in the correct file format as the example in step 2. Verify the data file matches those fields exactly. the second field to the second. • You must verify the position of the data in your file matches the order of the fields selected in this step. 1-4 Paychex Time and Labor Online User's Guide 1/22/14 . 2. • The fields in the data file are in the same order as the fields selected on the Import Employee page.Getting Started Field Data Required Notes Starting Personal Numeric No Current personal balance Hours Labor Levels 1 . 4. and so on. Select the fields into which Paychex Time and Labor Online should import your data. • The required fields are included.15 Alphanumeric No Import Employees To successfully import employee records: 1. Example: 3. Before going to the next section. Select the fields to import to by checking the box next to field name on the Import Employee Page. • Paychex Time and Labor Online imports data by position. verify that your import file formats correctly.

Use Default Settings Select this option to use the existing default settings for import. including mismatched fields. 4. Paychex Time and Labor Online User's Guide 1-5 1/22/14 . This screen lists employees with duplicate employee login IDs that need to be corrected before the file can be successfully imported. 7. Select File Section Select the file for import into Paychex Time and Labor Online. Fields are surrounded Type the characters. if any. The approximate time to import displays below the Preview page. The default for this setting is 1. Click Preview Import to display the imported data. 3. Navigate to the file you wish to import. click the Back button of your browser to return to the previous screen. then modify the import settings or the data file. Start import from line: Type the starting line for your import file. 6. 2. • The Error: Duplicate Login IDs Exist screen displays. that surround fields in your import file. 5. with: Leave this field blank if there are no surrounding characters. If you do not need to make changes. Click Open. click Import to begin. A confirmation page displays when the import is complete. 1. Review the data for errors. Getting Started Additional Settings Section These settings define the data format specifications for your import file: Settings Description Fields are separated with: Type the text delimiter character used in your import file. If you need to make changes. This screen lists employees with missing information that needs to be corrected before the file can be successfully imported. Click Browse. • The Error: Required Fields Missing screen displays. Preview your file carefully after you click Import because the process cannot be reversed. The approximate time to import displays below the Preview page. Retain Current Settings Select this option to save and retain the selected employee as Default import/additional settings.

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This chapter is organized in the order the Configuration page displays. Paychex Time and Labor Online User's Guide 2-1 5/30/12 . Refer to the recommended steps for configuring Paychex Time and Labor Online for additional information on a standard implementation process. from left to right and top to bottom.Configure the System The Configuration Page Access: Admin | Configuration The Configuration page contains three sections with links to all screens in Paychex Time and Labor Online to help you configure your company’s account. Configure the System Chapter 2 . This is not necessarily the order that must be followed when configuring the system.

and exporting. The information entered is used for reporting. 2-2 Paychex Time and Labor Online User's Guide 8/19/10 .Configure the System System Configurations General Configuration Access Admin | Configuration | System | General Configuration The General Configuration page allows you to define the basic settings for your company’s application. scheduling benefits accruals.

• Use Accrual Pay Type Detail Date determines when accrual occurs according to specific criteria per employee. For example. Company Type your company’s name. sick. c. b. or any label your company uses to define the overall structure of labor divisions. Repeat steps b . Benefit The settings for benefit accruals define the automatic summation of Accrual benefit time. and personal. Labor Level Define how you refer to labor levels. If you have questions regarding the proper configuration your export matrix. Click Save. Enter the settings as appropriate. the Benefits Accrual Settings section does not display. The accrual reset date is the date when the benefits start over. You can call them Settings departments. Click Configure Export Matrix. allows data to transfer between the two platforms. d. Use this Information information primarily in printing reports.e as necessary. and allows you to enter additional information for the client (such as Earning Codes from Preview). Configure the System 1. then Exit. vacation. Settings Paychex Time and Labor Online calculates available benefits yearly and resets once a year. Select an option when an accrual period crosses a reset date: • Apply entire accrual to next year • Apply percentage of accrual to next year Select an option for the date when befits begin to accrue: • Use Global Benefit Start Date • Use Employee’s Most Recent Reset Date Note: When Benefits are administered by the Paychex Preview Payroll application. 2. the codes in the export matrix must match the earning/deduction codes in Preview exactly. address. Export Matrix This is a critical section if your company works with a payroll company to export a file of employee hours worked for importation into their software. The Export Matrix. please consult with technical support. Complete the fields to define the export codes used by your payroll company. Note: If you are exporting time and attendance data to the Preview application. Select a pay type from the Pay Type drop down. and phone number. click Apply Changes to save the changes. When all entries are complete. To enter the Earnings Codes: a. business units. • Use Global Reset Date determines if the accrual reset date is the same for all employees or unique. after it is configured with your payroll software’s codes. Select the Salary Type (Salary or Hourly) for this Export Matrix. e. Paychex Time and Labor Online User's Guide 2-3 9/29/11 .

The Selected Policy section contains the following items: Setting Description Add Click Add to add a new payroll policy. Policy Name Click Policy Name from the List of Policies to display the name of the currently selected policy. You can create additional policies later as well. Select a payroll policy by clicking its link in the List of Policies section. Payroll policies play a vital role in time management and you must assign every employee to a payroll policy. Members Click Members to displays a list of employees assigned to the currently selected policy. Include Click Include Inactive to list inactive employees Inactive assigned to the selected policy. pay periods. overtime. You must create at least one payroll policy. An organization can have more than one set of rules. 2-4 Paychex Time and Labor Online User's Guide 8/19/10 . Paychex Time and Labor Online include a predefined payroll policy entitled Default Payroll Policy that you can rename and redefine. You can then assign employees to the appropriate payroll policy. Delete Click Delete to delete the selected policy. so Paychex Time and Labor Online allows you to create many policy templates. Paychex Time and Labor Online uses payroll policies to store and apply the rules governing attendance. Selected Policy Section The Selected Policy section indicates the currently selected payroll policy.Configure the System Payroll Policies Access Admin | Configuration | System | Payroll Policies Click Payroll Policies to display the Payroll Policies page and manage the payroll policies for your company. lunches and breaks. etc.

2. Verify the policy that displays in the Selected Policy section is the one to delete. select the policy from the List of Policies section. 2. The selected payroll policy displays in the Selected Payroll Policy section. select the policy from the List of Policies section. Select the existing payroll policy to copy as the foundation for this new policy. Add. 3. In the Selected Policy section. The Add Payroll Policy page displays. Complete the settings as described in the Payroll Policies Settings section. Note: A payroll policy with employees assigned cannot be deleted. Click the link for the section of the policy you want to edit. Click Yes to complete the deletion or click No to cancel and return to the Payroll Policies page. 3. Paychex Time and Labor Online User's Guide 2-5 8/19/10 . 5. Verify the policy that displays in the Selected Policy section is the one to edit. Configure the System List of Policies Section The List of Policies section displays all the payroll policies available in your company’s application. Editing a Payroll Policy 1. Click Add Policy to complete the entry. If it is not the correct policy. and Delete a Payroll Policy 1. You must first assign the employee to another payroll policy before you can delete the selected payroll policy. Edit that section as described in the Payroll Policies Settings section. If it is not the correct policy. Type the name for the new payroll policy. 4. In the Selected Policy section. click Add. Edit. Select a Payroll Policy Click the link for the payroll policy to edit in the Payroll Policy list. 2. The Confirmation page displays. 3. click Delete. The Payroll Policies page displays with the new policy selected. The currently selected policy displays in black text in the list and also in the Selected Policy section at the top of the page. Delete a Payroll Policy 1.

Companies can have several payroll policies. Payroll Start Date Select a day in this section to determine when your workweek begins. The first time you visit this page. You can also create additional policies later.Configure the System Payroll Policy Settings Section Payroll Policies contain several different categories of information. This automatically takes you to the next section. • When you edit payroll policies. It also affects when overtime resets on a weekly basis. Notes: • You must click Apply Changes after modifying each section. 2. the predefined payroll policy is selected by default. Type a new name for the payroll policy in the Policy Name field. You can rename and redefine this policy. 1. Payroll Policy Paychex Time and Labor Online has a predefined payroll policy titled Default Payroll Policy. expand the sections to edit by clicking the link for the section. Click Apply Changes to complete the entry. The following sections describe these categories and their settings. 2-6 Paychex Time and Labor Online User's Guide 8/19/10 .

displaying cost estimates. Select the appropriate settings to keep track of pay periods for your company: Setting Description Weekly Sets a one week pay period. Every Two Weeks Sets a bi-weekly pay period. Configure the System Pay Periods These settings define the pay periods for Paychex Time and Labor Online. Use the drop-down arrow to select the date on which employees are paid. (odd): Every Two Weeks Sets a bi-weekly pay period. Monthly Sets a once a month pay period. Click Apply Changes to complete the entry and save the changes. Paychex Time and Labor Online uses these values when scheduling. (even): Semi-Monthly Sets a twice a month pay period. 1. 2. or filtering reports. Paychex Time and Labor Online User's Guide 2-7 8/19/10 . Use the drop-down arrow to select the dates the employees are paid.

Select the setting as appropriate: Note: If an employee clocks in more than XX minutes away from their assigned schedule. Click Apply Changes to complete the entry and save the changes. You must generate schedules for these settings to be effective. This allows people with authorized time off to clock in or out without being flagged. 1. The In settings apply only to clock-in times and the Out settings apply only to clock-out times. It also allows employees who have permission to come into work very early or stay very late the ability to do so without being flagged. • Up to XX minutes after: Type how many minutes after the scheduled start time an employee can clock in before the entry is flagged. 2-8 Paychex Time and Labor Online User's Guide 12/9/10 . do not flag the entry as early or late: This setting defines an outer limit for flags. The maximum value for this setting is 480. • Up to XX minutes before: Type how many minutes before the scheduled end time an employee can clock out before the entry is flagged. 2. Select the settings as appropriate: • Up to XX minutes before: Type how many minutes before the scheduled start time an employee can clock in before the entry is flagged. The next option applies to both clock-in and clock-out times. • Up to XX minutes after: Type how many minutes before the scheduled end time an employee can clock out before the entry is flagged. 3.Configure the System Attendance Exceptions Use the Attendance Exceptions settings to set the guidelines for flagging deviations from an employee’s schedule.

The IN settings apply only to clock in times. 1.” 2. if the entry falls within a specified timeframe.” • Up to XX minutes after: Type how many minutes after the scheduled start time an employee can clock in and still be rounded back to the start time of the schedule. • Up to XX minutes after: Type how many minutes after the scheduled end time an employee can clock out and still be rounded back to the end time of the schedule. Enter the settings as appropriate: • Up to XX minutes before: Type how many minutes before the scheduled end time an employee can clock out and still be rounded forward to the end time of the schedule. This setting helps control unauthorized overtime. Enter the settings as appropriate: • Up to XX minutes before: Type how many minutes before the scheduled start time an employee can clock in and still be rounded forward to the start time of the schedule. Click Apply Changes to complete the entry and save the changes. you must set the values in these fields to 0. If you plan to use Attendance Exceptions. Note: These settings are not compatible with the Attendance Exception settings. 3. The OUT settings only refer to clock-out times. Configure the System Round to Schedule The Round to Schedule setting tells Paychex Time and Labor Online how to round clock in or out times to the employee’s scheduled time. Paychex Time and Labor Online User's Guide 2-9 8/19/10 .

If the Round to Schedule Times are not set. Click Apply Changes to complete the entry and save the changes Overtime In the Overtime screen. Type 0 (zero) to avoid rounding. these settings apply for all clock in or out times. • XX minutes: Type the increment to round to. The IN settings apply only to clock-in times and the OUT settings apply only to clock-out times.10 Paychex Time and Labor Online User's Guide 9/30/10 . 1. 2. nearest. or next increment. overtime factors and how employees qualify for overtime are specified. Enter the settings as appropriate: • Round to the XX: Select to round to the previous. 2 .Configure the System Standard Rounding The Standard Rounding settings control how rounding applies for times that are outside the Round to Schedule Times.

Configure the System 1. 2. The option is grayed out when the Daily Overtime resets 24 hours from punch time option is selected. Type Overtime settings as appropriate. Anything over XX hours: Type the number of hours in an unscheduled day an employee must work before overtime accrues. Weekly Overtime resets on Sunday at: Displays and is grayed out when the Daily Overtime resets 24 hours from punch time radio button is selected. Split Daily Overtime On Weekly Reset Time: Select this option when daily overtime is split on weekly reset time. Daily Overtime resets 24 hours from punch in time: Select this option when daily overtime resets 24 hours from the punch In time.11 9/30/10 . The reset time is determined by the clock in transaction time. Setting Description Apply Overtime Select where to apply overtime. Pay OT1 or OT2: Select this option to indicate employees paid overtime for working more than a certain number of hours on unscheduled days. Overtime Factors Select the overtime factor. Period Overtime Pay OT1 or OT2: Select this option to indicate employees paid overtime for working more than a certain number of hours on unscheduled days. Anything over XX hours: Type the number of hours in an unscheduled day an employee must work before overtime accrues. Paychex Time and Labor Online User's Guide 2 . Click Apply Changes to complete the entry and save the changes. Weekly Overtime Pay OT1 or OT2: Select this option to indicate employees paid overtime for working more than a certain number of hours on unscheduled days. Anything over XX hours: Type the number of hours in an unscheduled day an employee must work before overtime accrues. The reset time is determined by the clock in transaction time. Daily Overtime Daily Overtime resets on New Day: Select this option when daily overtime resets on a new day.

These settings define how overtime accrues on unscheduled days and on unscheduled shifts. 1. • Enable Time Worked Outside Schedule: Select this option when employees are paid for time worked outside their schedule. Enter the settings as appropriate. • Anything over XX hours: Type the number of hours in an unscheduled day an employee must work before overtime accrues.Configure the System Advanced Overtime The Advanced Overtime settings allow you to set additional overtime parameters. • Unscheduled Days/Shifts: Use this setting only if overtime pays differently for days or shifts not scheduled to be worked. • Pay OT1 or OT2: Select this option to indicate employees paid overtime for working more than a certain number of hours on unscheduled days.12 Paychex Time and Labor Online User's Guide 8/19/10 . 2 .

13 8/19/10 . on the sixth consecutive day worked. 2. Enter the settings as appropriate: • Activate Holidays Rules: Defines if Paychex Time and Labor Online pays holidays and their titles. employees are paid overtime for regular hours and double overtime for anything in addition to regular. • Enable Sixth Day Overtime: Select this option if. Paychex Time and Labor Online User's Guide 2 . Click Apply Changes to complete the entry and save the changes. Holiday Timesheet Settings 1. • Pay Holidays: Pay holidays within this policy. • Enable Seventh Day Overtime: Select this option if. on the seventh consecutive day worked. This typically is Holiday. If selected. Double overtime is paid for anything over the number of hours specified in the Double Overtime Pay by Day field of the Over Time Pay Options section above. Paychex Time and Labor Online pays overtime for the consecutive day. Regular overtime is paid for anything over the number of hours specified in the Regular Overtime Pay by Day field in the Over Time Pay Options section above. employees are paid overtime for regular hours and double overtime for anything in addition to regular. Configure the System • Consecutive Days Overtime: These settings define special overtime for the consecutive days worked. • Pay Type: Type to use for the holiday entry.

5.5 paid hours on the holiday. Use this value only if the employee is required to work the day after. • Apply the Holiday on the Next Day: If the employee’s holiday are recognized on the day after the date entered in the holiday list. and they worked 1 hour on the holiday. • Minimum minutes before: The number of minutes an employee must work on the day before the holiday. • Holiday hours apply towards overtime: If the holiday hours are included when calculating overtime pay.5 holiday hours and 1 work hour. 8. the holiday factor is 1. • Employee must be scheduled to work on the holiday: If the employee should receive the holiday only if they are scheduled to work on that day. If not selected. • Qualify employee on scheduled days: If the employee must work the days they are scheduled in order to receive holiday pay. • Holiday Timesheet Settings: Defines how and when the employee receives their holiday hours. If they get eight hours for a worked holiday.14 Paychex Time and Labor Online User's Guide 8/19/10 . the last day the employee worked before the holiday and/or the next day they worked after the holiday is used to qualify. Use this value only if the employee is required to work the day before. • Required to work: Which days the employee must work to qualify.Configure the System • Holiday Eligibility: Defines what requirements the employee must meet to receive a holiday. • Worked holiday: • Minutes to add for each worked holiday: Type the number of minutes an employee receives for holiday hours when they work on the holiday. 2 . • Minimum days of employment to qualify: Days that an employee must work with the company in order to qualify. • Multiply worked hours by a factor of XX to increase the holiday time duration: Select this option to pay employees more for time worked on a holiday. • Un-worked holiday: Minutes to add for each unworked holiday: Type the number of minutes an employee receives for holiday hours when they did not work on the holiday. they get 9. • Minimum minutes after: The number of minutes an employee must work on the day after the holiday.

Lunch The Lunch settings control how Paychex Time and Labor Online collects and calculates lunch times. Type the number of hours an employee must work before overtime begins. Configure the System • Holiday Daily Overtime: These settings define how hours are paid. 2. Type the number of hours an employee must work before double overtime begins. Paychex Time and Labor Online User's Guide 2 . • Pay Overtime anything over XX hours: Select this option if the holiday hours should be paid as overtime. • Pay Double Overtime anything over XX hours: Select this option if the holiday hours should be paid as double overtime. Click Apply Changes to complete the entry and save the changes. Note: Daily overtime rules override both standard daily overtime and unscheduled daily overtime settings.15 9/29/11 .

2 . • Click Add Detail to add specific details to the meal penalty. • Advanced Lunch Rules: These settings define how a Meal Penalty is added to the timecard for employees who do not take a lunch for a work period of more than five hours per day. • Add Detail: These settings define how Paychex Time and Labor Online calculates lunch. 2.Configure the System 1. Employees are not expected to clock in or out for lunch. • Lunch is not allowed: Select this option if employees are not allowed to clock in and out for lunch. • Employees manually clock out for lunch: Select this option if employees are expected to clock in and out for lunch. These settings do not apply if the Lunch is not allowed option is selected. The Add Meal Penalty Detail screen displays. • Enter the settings as appropriate. • The system automatically subtracts lunch time from employees’ shifts: Select this option for Paychex Time and Labor Online to automatically subtract a predefined amount of time for lunch from the employee’s shift. Valid options are Actual or Rounded. Use existing business rules during regeneration. • Click Update to enforce the policy or Return to Payroll Policies to cancel. • Select Actual or Rounded from the Apply meal penalty rules toward punch times drop-down menu to determine how punch times calculate the hours worked. Click Apply Changes to complete the entry and save the changes. Any modified and saved auto deduct lunches do not delete or regenerate. Enter the settings as appropriate: • Lunch Type: These settings define how Paychex Time and Labor Online collects lunch times. • Check Enable Meal Penalty to add an additional hour of pay when an employee fails to punch out/in for lunch. Note: The system deletes and regenerates Automatic lunches when an edit occurs within the clock in/out for the shift.16 Paychex Time and Labor Online User's Guide 9/29/11 .

If an employee clocks in at 12:40. Enter the settings as appropriate: • IN: These settings define how Paychex Time and Labor Online rounds the IN from lunch punch. • OUT: These settings define how Paychex Time and Labor Online rounds the OUT for lunch punch. If an employee clocks out at 12:35 it rounds to 12:30. Example: You select Nearest and the number of minutes is set to 15. • Round to the…: Select the rounding option from the drop-down menu. the time rounds to 12:45. Example: You select Nearest and the number of minutes is set to 15. 1. Paychex Time and Labor Online User's Guide 2 . If an employee clocks out at 12:40. • X minutes: Type the number of minutes to round by. If an employee clocks in at 12:35 it rounds to 12:30.17 8/19/10 . • Round to the…: Select the rounding option from the drop-down menu. • X minutes: Type the number of minutes to round by. the time rounds to 12:45. Configure the System Lunch Rounding The Lunch Rounding settings control how Paychex Time and Labor Online rounds lunch times.

• Round short lunches to X minutes: Select this option if lunch should be rounded up to a specific amount of time. 2.Configure the System • Rounding Options Section: This section sets rounding for lunch to a certain duration if an employee takes a shorter lunch then they are supposed to take. Click Apply Changes to complete the entry and save the changes.18 Paychex Time and Labor Online User's Guide 9/29/11 . Breaks The Breaks settings control how Paychex Time and Labor Online collects and calculates break times. 2 . • Use above rounding only if the lunch taken is at least X minutes: Type the length of lunch an employee must take to allow the lunch rounding. Enter the amount of time.

• Click Add to add detail. • Employees manually clock out for breaks: Select this option if employees are expected to clock in and out for breaks and get a fixed number of breaks per day. Enter the details of their break schedule by selecting the Add Detail link. • Break is not allowed: Select this option if employees are not allowed to clock in and out for breaks. • Under the Automatically add Break to shift section. Note: The system deletes automatic breaks. hour laws. • Advanced Break Rules • States have varying wage. Configure the System 1. • Add Detail • Type break duration in the Allow for XX minutes of Break field. and regulations that may affect time and attendance requirements regarding rest periods. Existing business rules are used during generation. • Check the Break is paid checkbox if break is paid. Paychex Time and Labor Online User's Guide 2 . • Select the Enable Break Penalty checkbox if you are a California employer and you do not authorize and permit non-exempt employees to take rest periods.19 9/29/11 . Any modified and saved auto deduct breaks do not delete or regenerate. 2. Click Apply Changes to complete the entry and save the changes. select how the auto break is added. • Check the Apply Break to overtime checkbox if break is applied to overtime. • The system automatically subtracts break time from employees’ shifts: Select this option if employee breaks automatically subtract from their shifts. and then regenerates when an edit occurs within the clock in/out for the shift. Enter the settings as appropriate: • Break Type: These settings define how Paychex Time and Labor Online collects break times.

2 .Configure the System Breaks Rounding Section The Break Rounding settings define how Paychex Time and Labor Online distributes paid lunch and break charges. Click Apply Changes to complete the entry and save the changes. Note: The same rules apply as in the lunch rounding section.20 Paychex Time and Labor Online User's Guide 8/19/10 .

before the missing punch automatically enters. from the clock-in time. 2. Note: Any timesheet entry for employees using this feature is deleted and replaced by the entries generated from the assigned schedules.  Options: These settings define if employees assigned to the payroll policy can view the status board. To use the Employee Timesheet to populate from schedule option. 1. then run the Create Timesheets From Schedule report. Note: The maximum value is 60. Configure the System Employee Settings The Employee Settings section defines parameters for automatic clock-out. and enable the Employee’s Timesheet to populate by their schedule option the option to have only the administrators to edit employee personal preferences and Timesheet Submission View select.  Restrict to Schedule: Employees that are restricted to schedule and clock in for the day have a window before their scheduled time when they are able to clock in. yearly hours.21 8/19/10 . Paychex Time and Labor Online User's Guide 2 . and restrictions to schedule. Enter the settings as appropriate:  Automatic Clock Out: Select this option to have Paychex Time and Labor Online generate the missing clock out when the employee fails to clock out. change their passwords. Timesheet entries generate by running this report. Note: The employee does not get paid for this time until a supervisor edits the shift. select Options.  Default Shift Minutes: Type the length in minutes of the default shift. enable the Employee Time Sheet Approval option.  Missing Punch Out Minutes: Type the number of minutes that must pass. Type the number of minutes for this window.  Work Year: These settings define how many hours are in a work year.

You must also set how many minutes to use to reject duplicate or opposing punches. you need to select the format for them to submit their timesheet. • Show duration only. Duplicate or opposing punches such as In and In or In and Out are suppressed. Default time is 12:00 AM. • Supervisor Edits: Selects the option to require the supervisor/manager to add a note when making an edit to an employee timesheet and how they send a message to the employee when edit is made. 4.Configure the System 3. 2 . Click Apply Changes to complete the entry and save the changes. This automatically adds a Clock Out and an immediate Clock In at the specified time of day change. • Action Options: Selects Transfer option for employees to use the Default labor levels or the Employee’s Scheduled labor levels. • Show start time and end time. • Show start time and duration. • The Time of Day Change field determines when the start of a new day begins for time reporting purposes. • Check Activate Split Shifts at Time of Day Change to activate split shifts are the same time.22 Paychex Time and Labor Online User's Guide 9/29/11 . Time Sheet Processing Configuration You must select how your employees’ time displays on their timesheets after they clock in. If your employees submit timesheets. • Show start time and end time with lunch.

when the employee’s work day exceeds 10 hours. Enter a positive dollar amount for the pay adjustment between 0 and 999999. some states may require minimum wage for every hour worked. Enter the minutes (between 0 and 1440) that exceed the duration of the work day and the pay adjustment amount (between 0 and 999999). Split Shift Interruption Pay Check Enable Split Shift Interruption Pay if your state requires employers to adjust pay when the employee’s shift is interrupted.23 5/30/2012 . plus an additional hour at minimum wage. Spread of Hours Pay Check Enable Spread of Hours Pay if your state requires spread of hours pay. For example. Paychex Time and Labor Online User's Guide 2 . Configure the System Spread of Hours Pay State Specific Options The State Specific Options determines if wages and hours include additional payments based on duration or type of work shift.

2. select Allow users to change comp time selection from the Employee Tab. Click Enable Comp Time to put the policy into effect. select OT2 hours accrue to comp time by a factor of XX and type the factor that applies. 3.24 Paychex Time and Labor Online User's Guide 9/29/11 . If OT2 hours accrue comp time. Select the pay types: • Accruing • Posting • Default 4. 5. If you would like users to change their own comp time selection.Configure the System Comp Time Configuration The Comp Time Configuration setting determines how to pay out comp time for hours worked instead of OT hours for employees assigned to certain payroll policies. 2 . If you want to accrue comp time by a factor. 6. denote that factor in the Accruing Comp Time Pay Type drop-down menu. 1. Click Apply Changes to complete the entry and save the changes.

Configure the System

Meal Allowance Configuration

Meal Allowances allow Paychex Time and Labor Online to grant meal allowances
based on assigned settings.

1. Check Enable Meal Allowance to turn on the feature.

2. Select the applicable option from the Pay adjustment to post drop-down
menu.

3. In the Amount of Meal Allowances field, type the maximum amount of meal
allowance allowed in dollars and cents.

4. In the Employee may not have more than XX meals per week field, type the
number of allowances allowed per week.

5. Click the Time Qualified or Duration Qualified radio buttons.

• Time Qualified: Add rule; must work over HH:MM am for at least XX
hours.

• Duration Qualified: Add rule; after XX hours allow one meal.

6. Click Apply Changes to complete the entry and save the changes.

Paychex Time and Labor Online User's Guide 2 - 25
8/19/10

Configure the System

Call Back Configuration

Enabling the Call Back Configuration feature, allows one of two options for
employees who get called back to get paid for that call back. This feature works only
via the web login. The employee has the option in the Actions drop-down menu to
select the Call Back Action.

1. Use Create Time to assign the employee called back minimum time duration
for the call back. Type in the duration received along with the paid time rate. If
you select the Create Time option, the Call Back action acts like a clock in, but
allows a guaranteed minimum assigned duration. When the shift has ended, the
user simply clocks out.

2. Use Pay Adjustment to pay a specified amount as a Pay Adjustment. Select
the rate at which the Call Back pays; enter amount received with the call back
export code. This requires no clock out and no time posts to the Timesheet.

3. Click Apply Changes to complete the entry and save the changes.

2 - 26 Paychex Time and Labor Online User's Guide
8/19/10

Configure the System

Pay Types

Access Admin | Configuration | System | Pay Types

Click Pay Types to display the Pay Types page and manage the pay types and identify the
kinds of time employees spend for your company. For example, in addition to tracking work,
you might want to track time spent in training, on jury duty, travel, bereavement leave, etc.
Paychex Time and Labor Online supports an unlimited number of pay types. Seven pay types
are built into the application:

• Work
• Vacation
• Sick
• Personal
• Holiday
• Break
• Lunch

You cannot delete these types, but you can rename them. Vacation, sick, and personal are
benefit pay types that accrue. Use the Benefits page to define the rates and method by which
these types accrue.

Paychex Time and Labor Online User's Guide 2 - 27
9/18/13

Configure the System

Selected Pay Type Section

The Selected Pay Type section indicates the currently selected pay type. Select a pay
type by clicking the appropriate link in the Pay Types section. The Selected Pay Type
section contains the following items.

Setting Description
Add Link Click Add to add a new pay type.
Delete Link Click Delete to delete the selected policy. The option is not
available when you select one of the seven built-in pay
types.

Note: Paychex Time and Labor Online does not allow
you to delete a pay type if any time has already
been associated with it.
Pay Type Name Displays the name of the currently selected pay type.
ID Displays the number of the currently selected pay type.
Include Inactive The Include Inactive checkbox is unselected by default. Click
Include Inactive to display a list of inactive pay types. An
asterisk (*) displays next to the inactive pay type in the list.

Pay Types Section

The Pay Types section displays all the Pay Types available in your company’s
account. The currently selected type displays in the list as black text and also
displays in the Selected Pay Type section at the top of the screen.

Selected Pay Type Section

Select the pay type to edit or view from the list in the Pay Types section. The selected
pay type displays in the Selected Pay Type section.

Edit Pay Type Information Section

The Edit Pay Type Information section displays the settings for the currently
selected pay type.

Edit Pay Type Information

1. In the Selected Pay Type section, verify that the pay type to edit displays. If not,
select the intended pay type from the Pay Types section.

2. Enter the following settings as appropriate:

• Code: Type the number for this pay type. This can be alphanumeric, but
must be unique.

• Description: Type a name for this pay type.

2 - 28 Paychex Time and Labor Online User's Guide
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• Display Pay Type on Calendar: When this is checked. if an employee works 4 hours and takes this pay type for 4 hours. then the holiday will be added to the employee time sheet since the employee met the minimum minutes required to receive it.OT1 Rate • Paid . with this checked and with a minimum amount of 8 hours required to work before and/or after the holiday. Sick. the employee will not show on the "Absence (Current Day)" Report. the pay type will be overtime if this is added into the employee’s time sheet when the employee has already worked enough hours that they are in overtime for the week. Break. select this option. Lunch. Select the appropriate option in the Default Pay Level field. Paychex Time and Labor Online User's Guide 2 . any hours that are applied to this pay type will be included in the hours adding up to the minimum amount needed for weekly overtime. but grayed out for Work.29 9/18/13 . This also allows you to apply this pay type to a different pay type by selecting it from the Benefit type drop-down menu. Select the appropriate check boxes: • Active: The Active checkbox is selected by default. Pay Types display on Calendar View in Admin | Home.OT2 Rate • Unpaid 4. the only Default Pay Level options are Paid - Policy Rate and Unpaid. For example. • Overrides absences for the day: When this is checked. This will cause all hours applied to this pay type to apply towards the pay type selected from the Benefit Type drop-down list. When this is checked. the minutes assigned to this pay type will count towards the minimum minutes needed to work the day before and/or after the holiday to qualify the employee for the holiday transaction. Configure the System 3. • Can be Overtime: When this is checked. Options include: • Paid . and Personal pay. • Applies towards overtime by Default: When this is checked. This activates "Warn when employee goes below allowance but allow the transaction to occur" and "Display warning when employee goes into negative" in the benefit policy. Vacation. • Count towards holiday minimum minutes: If you are paying holidays in Paychex Time and Labor Online and if the pay type should count towards the holiday minimum minutes qualifier.Policy Rate (default) • Paid . • Applies towards Benefits: This needs to be checked for some of the options in the benefit policy to function. When this is not checked.

This can be alphanumeric. where Pay Type is the name of the pay type you selected to confirm the deletion. Enter the settings as appropriate: • Number: Type a number for this pay type. verify that the pay type to delete displays. In the Used Time Applies to Benefit Type drop-down menu. click Add. Refer to the instructions in the Transfer Entries for additional information.Configure the System • Default Pay Level: This option allows the pay type to default to unpaid. 2. Add and Delete Pay Types Add a Pay Type 1. Delete a Pay Type Paychex Time and Labor Online does not allow you to delete a pay type if time associates with it. 2. first transfer its entries to another pay type. 3. you can rename a pay type. Options include: o Paid – Policy Rate (default) o Paid – OT1 Rate o Paid – OT2 Rate o Unpaid 5. If you must delete the type.30 Paychex Time and Labor Online User's Guide 10/3/12 . select the appropriate option. or click Cancel to cancel and return to the Pay Types page. 6. 3. 1. 2 . The Confirmation page displays. Click Delete Pay Type. then select this option. The screen refreshes and the new pay type’s settings display in the Edit Pay Type Information section of the page. Click Apply Changes to complete the entry and save the changes. • Count towards holiday minimum minutes: If you are paying holidays in Paychex Time and Labor Online and if the pay type should count towards the holiday minimum minutes qualifier. but must be unique. • Description: Type a name for this pay type. In the Selected Pay Type section. As an alternative. In the Selected Pay Type section. Click Apply Changes to complete the entry and save the changes. Click Delete.

Include The Include Inactive checkbox is unselected by default. The title of this section is the name of the adjustment type currently selected. Pay adjustment types can be additions or deductions. An asterisk (*) displays next to the inactive adjustment in the list. or deductions such as union dues or uniform fees. Enter pay adjustments from the Admin or Employee Home pages. Select an adjustment type by clicking the appropriate link in the Pay Adjustment Types section. Pay Adjustments are lump sum additions or subtractions to an employee's net or gross pay. Adjustments can be bonuses. You must create pay adjustment types before entering adjustments.31 9/29/11 . etc. Delete Click Delete to delete the selected adjustment type. The Selected Adjustment Type section contains the following items: Setting Description Add Click Add to add a new adjustment type. for example. Configure the System Pay Adjustment Types Access Admin | Configuration | System | Pay Adjustment Types Click Pay Adjustment Types to display the Pay Adjustment Types page and manage adjustments to employee earnings. Code Displays the code of the currently selected adjustment type. You can allow employees to enter their own adjustments. Click Include Inactive Inactive to display a list of inactive adjustment types. tips. Use Pay Adjustments to track additions such as bonuses and tips. Selected Adjustment Type Section The Selected Adjustment Type section indicates the currently selected adjustment type. Note: Paychex Time and Labor Online does not allow you to delete an adjustment type if any entries are already associated with it. Paychex Time and Labor Online User's Guide 2 . when tips are received. and union or professional dues.

and Delete Adjustment Types Add an Adjustment Type 1. In the Adjustment Types section. • Deduction: Check this option if the amount of the adjustment is deducted from the employee’s earnings. The screen displays the new adjustment type’s settings in the Edit Adjustment Type section of the page. If not. 2. • Employee Entry: Check this option if employees are allowed to enter adjustments (for example.Configure the System Adjustment Types Section The Adjustment Types section displays all the pay adjustment types available in your company’s account. • Employee Entry: Check this option if employees are allowed to enter adjustments (for example. When unchecked. tips) of this type. • Description: Type the name for this adjustment type. Enter the settings as appropriate: • Code: Type the code for this adjustment type. click Add. click the link for the adjustment type to edit. 3. first select the adjustment type from the Pay Adjustment Types section. Click Apply Changes to complete the entry and save the changes. However. 2. Add. previously created transactions using inactive Pay Types will not be deleted and will still be visible on time sheets. When unselected. 2 . the adjustment type becomes inactive and is not able to be selected in TLO. This can be alphanumeric and must be unique. In the Selected Adjustment Type section. • Description: Type the name for this adjustment type. verify that the adjustment type to edit displays. The currently selected type displays in black text in the list and in the Selected Adjustment Type section as shown previously. the adjustment type becomes inactive and is not able to be selected in TLO. 3. Edit an Adjustment Type 1. tips or mileage) of this type. Enter the settings as appropriate: • Code: Type the code for this adjustment type. • Deduction: Check this option if the amount of the adjustment is deducted from the employee’s earnings. This can be alphanumeric and must be unique. • Active: The Active checkbox is selected by default. In the Selected Adjustment Type section. Edit.32 Paychex Time and Labor Online User's Guide 9/29/11 . • Active: The Active checkbox is checked by default. Click Apply Changes to complete the entry and save the changes.

1.33 8/19/10 . In the Selected Adjustment Type section. Configure the System Delete an Adjustment Type Note: Paychex Time and Labor Online does not allow you to delete an adjustment type if entries are already associated with it. verify that the adjustment type to delete displays. Click Delete. Holidays Access Admin | Configuration | System | Holidays Click Holidays to display the Holidays page and add an unlimited number of holidays. Paychex Time and Labor Online User's Guide 2 . You can assign these lists to employees and denote which days an employee should receive holiday pay. The Confirmation page displays. 2.

Assign Multiple Employees Section The Assign Multiple Employee section allows you to assign select employees to the currently selected list. Holiday Lists Section The Holiday Lists Section displays all the holiday lists available in your company’s account. The currently selected type displays as black text in the list and displays in the Selected Holiday List section at the top of the screen. Select a holiday list by clicking a name in the List of Fields section. Members Click Members to view the employees assigned to this list. The Selected Holiday List section contains the following items: Setting Description Add Click Add to add a new holiday list. Select a Holiday List Click the link for the holiday list to edit. 2 .Configure the System Selected Holiday List Section The Selected Holiday List Section indicates the currently selected holiday list.34 Paychex Time and Labor Online User's Guide 8/19/10 . The selected list displays in the Selected Holiday List section. Delete Click Delete to delete the selected field. The title of this section displays the name of the currently selected list. Name This is displayed as the current selected holiday list.

Click Add Holiday. click Add. 6. • Holiday Date: Type the date of the holiday. Click Add or Regenerate the Holiday. • This holiday lasts for XX day(s): Type the number of days this holiday includes. 5. 7. Paychex Time and Labor Online User's Guide 2 . Click Apply. Make the following selections as needed: • Holiday Name: Type the name of the holiday. 2. 4. 3. Editing & Deleting Holiday Lists Add a Holiday List 1. The New Holiday List section displays on the right side of the screen.35 8/19/10 . In the Selected Holiday List section. Configure the System Adding. Repeat Steps 1 through 6. The Holiday page displays. • Company worked Holiday: Select this option if the holiday is a company worked holiday. as needed. Note: This is commonly used with Thanksgiving when an employer gives both Thanksgiving Day and the day after. • Active: Select this option if the holiday is an active holiday. Type the name of the holiday list. • Include Weekends for additional days: Select this option if the holiday is longer than one day and if you would like the holiday to fall on a weekend. • Prevent PTO requests on this day: Select this option to prevent PTO requests on this day. This changes the name in the Selected Holiday List section.

first select the list from the Holiday List section. In the Selected Holiday List section. 2. first select the list from the Holiday List section. 2. Click Hide Inactive Holidays. If not. Delete a Holiday List 1. The Confirmation page displays. first select the list from the Holiday List section. Click Delete on the row for the holiday to delete. Click Delete. 3. verify that the holiday list to view displays If not. The Confirmation page displays. click Yes. 3. In the Selected Holiday List section. verify that the holiday list to edit displays. Make the appropriate changes. 3. If not. Delete a Holiday in the Holiday List 1. In the Selected Holiday List section. first select the list from the Holiday List section.36 Paychex Time and Labor Online User's Guide 8/19/10 . 2. verify that the holiday list to edit displays. In the Selected Holiday List section. 2 Click the link of the holiday to edit. 2 . 4. Hide Inactive Holidays 1. verify that the holiday list to view displays. first select the list from the Holiday List section. click Yes. If not. Display Inactive Holidays 1. verify that the holiday list to delete displays. Type the new name for the holiday list. Click Update to complete the entry. To delete the holiday. If not. verify that the holiday list to edit displays. To delete the list. click Update.Configure the System Edit a Holiday List Name 1. In the Selected Holiday List section. 2. If not. Click Show Inactive Holidays. first select the list from the Holiday List section. 3. 2. Edit a Holiday in the Holiday List 1. In the Selected Holiday List section. To complete the entry.

37 8/19/10 . Re-Open Click Re-Open to allow an administrator or anyone granted permission to re-open any pay period. Configure the System Regenerate Holidays The Regenerate Holidays option ensures that your company holidays post properly for qualifying employees. Use this feature when you: • Add a new holiday • Delete a holiday • Add new employees to TLO • Edit the name or posting date for a holiday To use the Regenerate Holidays option: 1. Closing Click Closing to allow an administrator or anyone granted permission to close any pay period after it passes. Click Regenerate the Holiday. To adjust the settings of one or more of your clocks. Time Clocks Click Time Clocks to display the Time Clocks page where you configure and manage the time clocks that provide data to Paychex Time and Labor Online. Closing a pay period prevents any more edits to that pay period. Assign Policies Click Assign Policies to allow an administrator or anyone granted permission to assign time policies. 2. contact your Time and Labor Online Implementation Specialist at 866-933-3185. Paychex Time and Labor Online. all subsequent pay periods to the present are also re-opened. 3. Keep at the default of All if the change applies to all policies. Select the appropriate Payroll Policy. When re-opening a previous pay period. Select the appropriate date. Paychex Time and Labor Online User's Guide 2 .

and generate schedules. and restricts employees to schedules. Paychex Time and Labor Online allows you to create schedules for your employees. Paychex Time and Labor Online also uses schedules for tracking attendance. In addition to providing useful information.Configure the System Schedules Access Admin | Configuration | System | Schedules Click Schedules to display the Schedules page and manage schedule templates and generate schedules. Note: To use schedules. assign employees to templates. you must create schedule templates. calculates overtime for unscheduled days. 2 . It compares actual clock in and out times to the scheduled clock in and out time for preparing reports on tardiness and scheduled versus actual hours worked.38 Paychex Time and Labor Online User's Guide 8/19/10 . enables rounding to schedules.

Configure the System Terminology The following terms are used in schedules: Term Definition Shift A shift is an uninterrupted block of time.39 8/19/10 . Example: Monday thru Friday. You can have an unlimited number of schedule templates. Paychex Time and Labor Online only performs this process when you specify. Before creating a schedule template.m. without specifying a lunch break. Paychex Time and Labor Online User's Guide 2 . 8:00 a.m. to 5:00 p. Templates indicate a general work pattern.m. • If you want to indicate a lunch break. use two shifts: one before lunch and one after lunch Schedule A schedule template consists of one week’s worth of Template daily shift information.. to 5:00 p. tell Paychex Time and Labor Online how many shifts per day to schedule. use one shift. Examples: • To schedule someone from 8:00 a.m. which allows for an unlimited number of work schedule scenarios. rather than specific dates and times. Note: You can only assign an employee to one template. Generate This option writes daily schedules for all employees for a specific time.

Assign employees to appropriate templates: This option assigns employees to the schedule template appropriate for them and tells Paychex Time and Labor Online the pattern to use when generating the employee’s schedule. Normally.Configure the System Understanding the Process Before beginning. then create or edit templates as you add or change shifts. a schedule template is a generic pattern indicating the hours that a person works in a one-week period and rather than specific dates and times. Template Name Displays the name of the currently selected template. Each employee can view his or her own schedule from the Employee Home page. 2 . Creating schedules is a three-step process: Create schedule templates for your company: Create one week’s worth of daily shift information. as it actually writes the employee schedules for a timeframe. you should understand how Paychex Time and Labor Online approaches scheduling. Selected Template Section The Selected Template section displays the currently selected template. Generating schedules is a critical part of the overall process. Delete Link Click Delete to delete the selected template. The settings for this template display in the Schedule Template and Work Times sections on the right side of the page. After you generate schedules. The Selected Template section contains the following items: Setting Description Add Link Click Add to add a new schedule template. Generate the schedules: This option writes the daily work shifts for all employees during a specified timeframe. As described previously. you create schedule templates one time. you can review and edit them from the Employee and Admin Home pages. You can also do this from the Admin Home page in the Schedules templates section. Members Link Displays the number of employees assigned to the currently selected template. Click the link to display a list of the members.40 Paychex Time and Labor Online User's Guide 8/19/10 .

b. Click Add in the Selected Template section. • Select Public – View Only to allow anyone to use or assign the template. Owner: Select the owner of this template. Configure the System Add a Schedule Template 1. For each shift for each day. 4. or delete. Paychex Time and Labor Online User's Guide 2 . Template Name: Type a name for the schedule template. • Select Public – Allow Edits to allow anyone to use or assign and edit the templates. The page displays your new settings. edit. Only the owner or an administrator can delete the template. • End Time: Type the starting time for the shift. enter the following information: • Start time: Type the starting time for the shift. 3. only an administrator can change the owner. Note: After created. c. Click Update Properties when complete and to save the changes. Fill in the settings as appropriate: a.41 8/19/10 . Only the owner can edit and delete the template. The Schedule Template Properties section expands and displays the settings for the new template. Access Type: • Select Private to permit only the owner to view. Click Update Properties to complete the change and save the changes. 2.

The Confirmation page displays. Express Scheduler The Express Scheduler allows for a prompt approach to adding weekly schedules for one or many employees. To access the Express Schedule. 2. Click Delete Schedule Template where schedule template is the name of the type you selected to confirm the deletion or Click Cancel to cancel and return to the Schedule Templates page. Note: Refer to Chapter 3 for more information on the Express Scheduler. Click Delete. It can also be used to edit individual employee schedules that are generated from a template. 1. click Express Scheduler in the Schedule menu. for example. 3.Configure the System Delete a Schedule Template Paychex Time and Labor Online does not permit you to delete a schedule template if clocked time is already associated with it. You can keep the normal generated schedule most of the time and take into account occasional deviations. Verify that the schedule template to delete displays in the Selected Schedule Template section.42 Paychex Time and Labor Online User's Guide 8/19/10 . special projects or shifts. 2 .

1. Enter the settings as appropriate: • Scheduled through date: This field displays the last date schedules generated. Click Generate. The dialog box displays. because it actually writes the schedules. 3. When schedules generate for dates before the date shown above. then every Saturday the system generates schedules far enough out to be sure three weeks worth of schedules generate beyond the current week. Note: Use this option if you often have schedule changes. When new schedules generate past this date. • Generate a schedule automatically: Select this option for Paychex Time and Labor Online to automatically generate schedules on a specified day and for a set period. Example: If you generate every Saturday for three weeks. The benefit of recurring generation is that Paychex Time and Labor Online automatically generates schedules each time they need to be done. At the end of that timeframe.43 8/19/10 . • Generate schedules one time: Select this option to generate schedules at your convenience. for a specified timeframe. Click Generate. • To: Select the date schedule generation ends. the system generates schedules only for the selected employees. Note: Refer to Quick Assign instructions throughout this manual. Configure the System Generate Schedules Link Generating schedules is a critical part of the process. you must generate schedules again. • Every: Select a day of the week. The Schedules page displays. the system generates schedules for all the employees assigned to schedule templates. • Generate For: Select a timeframe you would always like to show in the future. You can select to generate just one time or to set up generation on a recurring basis. • Generate schedules for: Select for whom you would like to generate schedules. Schedules generate into the future. Paychex Time and Labor Online User's Guide 2 . • From: Select the date schedule generation begins. Paychex Time and Labor Online allows you to specify when and how far into the future you want schedules generated. 2.

Select a Schedule Template Select the name of the template to edit in the List of Templates section. click Search Tips. Click Assign Multiple Employees to open the Assign Employees page. To select multiple employees from the Employees Not Assigned box. click the blue arrow pointing to the Employees Assigned to box. click and drag the cursor to select all the employees you want to move. Notice you can filter the assignable employees by Employee Group. To move the employees. 2 . Type the exact name in the Search field. Show / Hide Public Templates Click the link to toggle from. 1. 2. 1. Schedule Template Assignment Section The Schedule Template Assignment section is where you assign one or more employees to the currently selected schedule.Configure the System Search Section The Search section allows the user to search for a specific template name. Assign by employee groups to make scheduling easier when you administer large numbers of employees. For additional help. The currently selected template displays in the list in black text and also displays in the template section at the top of the page. List of Templates Section The List of Templates section displays all the schedule templates available in your company account. 2. including public templates to hiding public templates.44 Paychex Time and Labor Online User's Guide 8/19/10 . The selected schedule template displays in the Current Schedule Template section. Companies with many templates often use this section.

Generate schedules one time • Enter a date range in the To and From fields or click the calendar to select a date range. Configure the System Assign/Generate Schedule Rotation to Employee Click Assign/Generate Schedule Rotation to Employee to generate and view schedules for rotating shifts for all employees. • Click Generate. • Select the appropriate option from the Generating Schedule for drop down menu. Generate a schedule automatically • Select the appropriate day and timeframe from the Every <enter day of the week> generate schedules forward so that they are generated for drop down menu. • A rotating schedule automatically generates based on the criteria entered. • Click Overwrite Existing Schedules if the existing schedule should be overwritten.45 8/19/10 . • Click Generate. • A rotating schedule for a specific time frame is created. The following options display. Paychex Time and Labor Online User's Guide 2 .

you are able to leave shift entries blank.m. The first shift would be 8:00 a.m. Note: This applies only to the currently selected schedule template. The number directly corresponds to the number of shift lines per day shown in the Schedule Template settings on the right of the page..m. to 5:00 p. a shift is an uninterrupted block of time.m.m. to 5:00 p. you would also use two shifts. the second would be 2:00 p. 1.m. with an hour lunch taken at noon. Click Refresh to complete and save the change. Thursday and Friday the employee works a half day.m. consider all days in the week. from 8:00 a. Enter the settings as appropriate: Shifts per day: Type the maximum number of shifts per day needed for the selected schedule template. if necessary. • An employee works Monday through Wednesday 8:00 a.m. use one shift per day. to 5:00 p. to 12:00 noon. • An employee works Monday through Friday from 8:00 a. Examples: • An employee works Monday through Friday from 8:00 a. without clocking to a lunch break.m.46 Paychex Time and Labor Online User's Guide 8/19/10 . 2 . The following examples illustrate how to determine the number of shifts per day you need. because the time block does not need to break in the middle. Remember. you would use two shifts to account for the lunch break.Configure the System Schedule Shifts Section The Scheduled Shifts section allows you to specify the number of shifts per day the currently selected schedule template contains. to 5:00 p.m. with an hour lunch at 1:00 p.. For this scenario. to account for the lunch breaks on Monday through Wednesday. to 1:00 p. When determining how many shifts per day you need.m. even if it applies only to one day. For this scenario. For this scenario. Select the highest number. 2.m.

Configure the System Schedule Template Properties section The Schedule Template Properties section displays the settings for the currently selected schedule template.. enter the following information: a. End Time: Type the starting time for the shift. The page displays the new settings. For each shift for each day. 12:00 p.47 8/19/10 . Enter the settings as appropriate: • Template Name: Type a name to use for the schedule template.m.. The number of shifts per day specified in the Schedule Shifts section determines how many line items display for each day’s entry. and delete. Paychex Time and Labor Online User's Guide 2 . Only the owner or an administrator can delete the template. 2. Note: After a template is created. Click Update when all settings are complete to save the settings. 1. 1.m.m. Click Update Properties. Enter times in 12-hour format. Work Times Section The Work Times section displays the daily work times for the schedule. 12:00 p.m. Only the owner can edit or delete the template. edit. • Owner: Select the owner of this template..m. Enter times in 12-hour format. b. • Access Type: • Select Private to permit only the owner to view. 7:30 p.m. 2. only an administrator can change the owner. Example: 8:00 a. 7:30 p. • Select Public – Allow Edits to allow anyone to use or assign and edit the templates.. Start time: Type the starting time for the shift. Example: 8:00 a. • Select Public – View Only to allow anyone to use or assign the template.

The title of this section is the name of the currently selected custom field. Delete Click Delete to delete the selected field.Configure the System Custom Personal Information Access Admin | Configuration | System | Custom Personal Information Click Custom Personal Information to display the Custom Personal Fields page to add an unlimited amount of custom fields.48 Paychex Time and Labor Online User's Guide 8/19/10 . click the link for the custom field to edit. allowing the administrator to enter specific employee information that otherwise would not be tracked. The information stores with the employee’s file and can be accessed from the Home page. Paychex Time and Labor Online adds these fields to the Employee Edit screen. 2 . Selected Custom Personal Field Section The Selected Custom Personal Field section indicates the currently selected custom personal field. Name This displays the current selected custom field. List of Fields Section The List of Fields section displays all the personal custom fields available in your company’s account. The currently selected type displays in black text in the list and in the Selected Custom Personal Field section at the top of the screen. The selected custom field displays in the Selected Custom Personal Fields section. The Selected Custom Personal Field section contains the following items: Setting Description Add Click Add to add a new custom field. Select a Field Type In the List of Fields Type section. Note: Deleting a custom personal field deletes this entry for all employees. Click the appropriate link in the List of Fields section to select a custom personal field.

first select the Custom Field from the Custom Personal Field section. To complete the entry. If not. Delete a Custom Field: 1.49 8/19/10 . In the Selected Custom Personal Field section. 3. click Add. The new custom personal field displays. To confirm deletion. In the Selected Custom Personal Field section. Edit and Delete Custom Personal Fields Add a Custom Field 1. 3. click Update. 2. To complete the entry. In the Selected Custom Personal Field section. verify that the Custom Field to delete displays. 2. 3. Note: This deletes the custom field from all employee files. If not. Click Delete. first select the Custom Field from the Custom Personal Field section. 2. Paychex Time and Labor Online User's Guide 2 . click YES. The Confirmation page displays. Configure the System Add. Type the name of the custom personal field you want to track. Edit a Custom Field 1. verify that the custom field to edit displays. Type the new name for the Custom Field. click Update.

Paychex Time and Labor Online enters the standard settings into each new employee’s profile to reduce repetitive work. a new employee can be an existing employee whose record you are now adding to Paychex Time and Labor Online. 2 . The New Employee Defaults settings eliminate redundant data entry by creating a standard profile for new employee records.50 Paychex Time and Labor Online User's Guide 8/19/10 . Refer to Reassign Defaults to Existing Employee procedure later in this section. you establish standard settings for new employees. In addition to new hires. Reassign Defaults to Existing Employees Click Reassign or Reassign Defaults to Existing Employees when changes to any of the new employee values need to be reassigned to existing employees.Configure the System New Employee Defaults Access Admin | Configuration | System | New Employee Defaults Click New Employee Defaults to display the New Employee Defaults page to update the default settings used when new employee records are added. On this page.

51 8/19/10 . Initially. Enforce Lunch Select whether new employees are restricted to lunch by default. Enforce Select whether new employees are restricted to Schedule schedule by default. Enter the settings as appropriate. Example: Exempt or non-exempt for new employees. the default is the Pacific time zone. Paychex Time and Labor Online User's Guide 2 . Setting Description Payroll Policy Select the default payroll policy template for new employees. Holiday List Select whether new employees belong to a defined holiday list. Select the appropriate time zone for new employees. Shift Differential Select whether new employees belong to a defined shift differential policy. Employee Type Select the default tax classification. Payroll Information Section The Payroll Information section defines the default payroll settings for new employees. Salary Type Select whether new employees are either hourly or salary. Configure the System Employee Information Section The Employee Information section defines the default time zone for new employees.

Initial Vacation Type the starting number of vacation hours for new (Hrs) employees. and personal time. Enter the settings as appropriate.Configure the System Employee Labor Levels In the Employee Labor Levels section. You can change any of the names on the Pay Types page. Benefits Section The Benefits section settings determine the initial hours an employee receives for vacation. 2 . This is useful for batch importation of records.52 Paychex Time and Labor Online User's Guide 8/19/10 . Setting Description Accrual Rule Use the drop-down menu to select the benefits accrual rule Policy. applicable for this employee. select new employees’ default to labor levels that you define. Initial Sick (Hrs) Type the starting number of sick hours for new employees. sick. reflected in the titles below. Initial Personal Type the starting number of personal hours for new (Hrs) employees.

Template Permission to Select Edit if new employees have permission to view specific Employee Manager employee access groups that you establish. or personal time. Default Clock-In Time Type the default clock-in time for timesheets submitted. new employees can submit timesheets for regular work hours. by default. Password Generation Select the default method for creating passwords for new employees Method These options are only used when importing employees. sick. submit Time Sheets for Work Hours Select this option if. Configure the System Web Access Section The Web Access settings define the default access to Paychex Time and Labor Online for new employees. new employees can submit timesheets. Group 1 Employee Access Select the default for Employee Access Group 2 for new employees. These options are only used when importing employees. Paychex Time and Labor Online User's Guide 2 . This is usually only Groups applicable to supervisors and administrators who manage multiple employee groups Employee Access Select the default for Employee Access Group 1 for new employees. such as vacation. by default. through the Web Feature Access Select the default security group for new employees.53 8/19/10 . Allow Employee to Select this option if. new employees can submit timesheets (Vac/Sick/Etc) for non-work hours. new employees clock in or out through clock in/out through the Web the Web Allow Employees to Select this option if. Non-Work Hours Select this option if. by default. by default. Default Non-Work Select this option if Paychex Time and Labor Online pays non-work Hours to “Paid” hours by default. Enter the settings as appropriate Setting Description Allow Employees to Select this option if. Group 2 Login Generation Select the default method for creating log-on names for new Method employees. new employees use the Web to access Access the system Paychex Time and Labor Online. by default.

54 Paychex Time and Labor Online User's Guide 8/19/10 . 2 . Enforce Lunch Select whether selected employees are restricted to lunch by default. Enforce Schedule Select whether selected employees are restricted to schedule by default. Reassign Defaults to Existing Employees Click Reassign or Reassign Defaults to Existing Employees when changes to any of the selected employee values need to be reassigned to existing employees.Configure the System Hardware Information Section Select up to two hardware zones to assign to employees. Assign Policies Click Assign Policies to display the Assign Policies page and assign policies to the selected list of employees. Status Select active or inactive. Employee Type Select the default tax classification. Enter the settings as appropriate. Salary Type Select whether selected employees are either hourly or salaried. Example: Exempt or non-exempt for selected employees. Employee Settings The Employee Settings section defines the default employee settings for selected employees. Setting Description Time Zone Select the appropriate time zone for selected employees. Click Update when you complete all settings and save the changes.

Setting Description Web Access Select this option to allow employees to access the system through the web. Allow Employee to Select this option if. Configure the System Web Access The Web Access settings define the default for selected employees. Note: Employees with a MyPaychex. selected employees clock in/out through the clock in or out through the Web.com account must log into MyPaychex. Only check Replace Existing to force the user to change their password on their next login.com to change login information. Login Generation Select the default method for creating log-on Method names for selected employees. by default. Password Generation Select the default method for creating passwords Method for selected employees.55 8/19/10 . web Paychex Time and Labor Online User's Guide 2 .com account must log into MyPaychex. Note: Employees with a MyPaychex.com to change login information. Only check Replace Existing to update all employees. Enter the settings as appropriate.

such as vacation. Shift Length in Minutes This defines the amount of time to post to an employee time sheet when they are tracking attendance only. Default Non-Work Hours Select this option if Paychex Time and Labor to “Paid” Online pays non-work hours by default. you must click Apply Defaults. Default Clock-In Time Type the default clock-in time for timesheets submitted. Non-Work Pay Type Select at least one non-work pay type from the Filter choice boxes to determine which pay types an employee can access via the time sheet. 2 . selected employees (Vac/Sick/etc. selected employees can submit timesheets for work hours.) can submit timesheets for non-work hours.Configure the System Timesheet Submittal & Attendance Tracking The Timesheet Submittal and Attendance settings define the defaults to assign to selected employees. Setting Description Allow Employee to Select this option if. or personal time. Note: To save the changes. Track Attendance Only Select this option if the employee is only required to ‘Clock In’ in order to receive a total lump sum of time. selected employees submit Time Sheets can submit timesheets. Work Hours Select this option if. Click Apply Defaults when you complete all settings. sick. by default.56 Paychex Time and Labor Online User's Guide 9/04/14 . by default. Non-Work Hours Select this option if. by default.

seniority rules. or Edit Employee pages. and other factors. the Calculation (including the Recalculate link).57 8/19/10 . Benefit time taken automatically subtracts from the available benefits. Note: When Benefits are administered by the Paychex Preview Payroll application. Configure the System Benefits Access Admin | Configuration | System | Benefits Click Benefits to display the Benefits page and manage benefit accruals for your employees. Accrual Policy headings. Paychex Time and Labor Online allows for an unlimited number of policies so that you can accommodate different situations within your company. sick. so that balances are always accurate. Paychex Time and Labor Online automatically calculates the available vacation. Assign policies to employees from the Benefits. and personal time benefits for your employees. assign them to employees in the company. After you create the policies. and Banking Policy headings do not display. These calculations use rules that can account for different accrual methods. Add Employee. Paychex Time and Labor Online User's Guide 2 .

Add a Benefit Policy In the Selected Benefit Policy section. If it is not. Policy Name Displays the name of the currently selected policy. 3. In the Selected Benefit Policy section. To complete the deletion. The currently selected policy displays in black text in the list and in the Selected Benefit Policy section at the top of the screen. The new policy displays as New Policy in the Selected Benefit Policy section and can be modified on the right side under Policy Name. Click Members to display the names of employees assigned to the selected policy. click Add.58 Paychex Time and Labor Online User's Guide 8/19/10 . 3. 2 . Modify the settings in the selected Benefit Pay Type as described in Benefit Policy Setting on page 62. Delete a Benefit Policy 1. In the Selected Benefit Policy section. verify that the policy that displays is the one to delete. The Selected Benefit Policy section contains the following terms: Setting Description Add Click Add to add a new benefit policy. The settings for this policy display under the heading “Policy Name” on the right side of the page. 2. click Delete. select the policy from the List of Policies section. To cancel and return to the Benefit Policies page. click Yes. In the Selected Benefit Policy section. Members Displays the number of employees that are assigned to the currently selected policy. The Confirmation page displays. List of Policies Section The List of Policies section displays all the benefit policies available. verify that the policy that displays is the one to edit. Delete Click Delete to delete the selected policy.. 2. If it is not. click No. select the policy from the List of Policies section. Select the pay type to modify by clicking on the link name.Configure the System Selected Benefit Policy Section The Selected Benefit Policy section displays the currently selected benefit policy. Edit a Benefit Policy 1.

59 3/03/11 . Type a name for this policy. • Pay Benefits: This option allows employee accrued pay types to be paid out on a specific transaction date. To complete the entry. click Apply Changes to save the changes. • Calculation – Recalculate: This option recalculates all benefits for one or for a group of employees from a selected date. The selected benefit policy displays in the Selected Benefit Policy and Policy Name sections. All negative balances display on this page. The following sections describe these categories and their settings. click the link for the policy to edit. Benefit Maintenance Section The Benefit Maintenance section allows you to manually recalculate or Pay Benefits for an employee’s benefits. Paychex Time and Labor Online User's Guide 2 . but do not create transactions. Notes: • If you are editing a benefit policy. You can assign all employees or selected employees to the selected benefit policy. • It is important to click Apply Changes after modifying each section. This process gives all employees a balance of zero on every pay type selected. Benefit Policy Name This section displays the name of the currently selected policy. 1. you can click the link for the section or pay type to expand. 2. Group Assignments Section The Group Assignments section allows you to assign employees to the currently selected policy. Policy Name Section Several different categories of information make up benefit policies. Configure the System Select a Benefit Policy In the List of Benefit Policies section.

2 . Select the appropriate checkbox for the pay type to add to this benefit policy. The Add a Pay Type to New Policy screen displays. 4.60 Paychex Time and Labor Online User's Guide 3/03/11 .Configure the System 3. Note: When Benefits are administered by the Paychex Preview Payroll application. Under the Policy Name section. The settings in this section determine the method by which Paychex Time and Labor Online accrues the pay type within this policy. click Add Pay Type. the Benefit Type columns do not display. 5. Enter the settings as appropriate.

40 hours per week for 52 weeks. and Annually. Type the number of hours per year based upon 2080 . • Select Exclude Overtime from hours worked calculation if employees do not accrue benefit time on overtime hours. restrict from accruing for a certain length of time form hire date and an employee probation period where time accrues but not granted while employee is on probation.61 3/03/11 . Per Pay Period. Frequency Determines the granted and the accrued time frequencies. Restriction Defines daily restrictions for required hours worked. based on a preset amount of hours Note: For Percent of Hours Worked. as time passes. Monthly. Semi-Annually. Accruing Calculation Determines how accrued hours calculate based upon one of two states: • On Time Passed. Weekly. Accruing Calculation and Restriction sections do not display. Quarterly. Configure the System Setting Description Delete Pay Type Allows the user to delete this pay type from the selected policy. • Select Percent of Hours can’t exceed 100% if accrued hours cap at 100%. 1 day or month or • Hours Worked. the Frequency. Choices are: Daily. Note: When Benefits are administered by the Paychex Preview Payroll application. Paychex Time and Labor Online User's Guide 2 .

• At a factor of: determines the factor used in transferring the hours. • Hours to Accrue on a X basis: where XX is the selected accruing basis. an employee can only use 80 hours of benefit time for the assigned annual benefit year. All assigned rules display in the Rules Section. Example: If cap is set to 80. the Rules section does not display. • Maximum hours to carry over year to year: Sets maximum hours that can be rolled over to new accrual year. • End months: defines the month form hire date the benefit rule ends. Use this factor to multiply the transferred hours. they stop having time granted until their available balance falls below the cap. click Add Rule. A 1 in this field starts accruals after one month of work.5 would give 1 hour transferred for every 2 hours of benefit time. Example: A factor of . Allows one or multiple rules for Benefit policy. To add a rule. When an employee's available benefit balance reaches the cap.62 Paychex Time and Labor Online User's Guide 3/03/11 . The starting date should be 0 to start at day 1. • Start months: Defines the month from hire date that benefit rule begins. • All hours accrued over the cap should be transferred to: allows for accrued hours accrued over the cap to be transferred to another Benefit Pay Type. Type the desired amount. • Cap available benefit hours at: Caps hours at a specific value. 2 .Configure the System Setting Description Rules Defines rules for accruing benefits. • Cap annual used benefit hours at: Limits the hours an employee can use for one benefit year. Note: When Benefits are administered by the Paychex Preview Payroll application. A cap limits the maximum number of hours an employee can have available for this benefit.

Configure the System Setting Description Reset Defines the reset date for the Benefit Pay Type and when the next benefit period begins. Note: When Benefits are administered by the Paychex Preview Payroll application.63 1/22/14 . • Benefit Start Date (assigned to each employee in Employee Edit screen) defaults to employee hire date. Date • Calendar Year (January 1). • Other – enter month and day (07/01). Paychex Time and Labor Online User's Guide 2 . the Reset Date section does not display.

• When Benefits are administered by the Paychex Preview Payroll application. Settings • Allow up to XX negative hours for the current balance.64 Paychex Time and Labor Online User's Guide 1/22/14 . and they are imported into Paychex Time and Labor Online to display for your employees. Disables benefit rules engine. • Displays warning when employee goes into negative. Sends an email to the supervisor informing them of the request. • Enable emailing employees upon admin time off request actions. Note: When Benefits are administered by the Paychex Preview Payroll application. the Allow Adjustments to exceed cap option does not display. 7. • Allow up to XX negative hours for the available balance. Allows each employee to request time off for this benefit type. as necessary. • Warns when employee goes below allowance. allows for imported balances or manual adjustments only. • Warn when employee goes below allowance. Note: When Benefits are administered by the Paychex Preview Payroll application. Notes: • No rules apply to benefit balances. 6. Displays a warning when balance goes negative for given benefit type. Sends an email to the employee informing them of the action taken for their time off request. click Apply Changes >> to save the changes. Adds any assigned benefit type for a future date to the time used total. the Disable benefit calculations option does not display. Displays warning when balance goes negative for given benefit type. but allow the transaction to occur. • Allow Adjustments to exceed cap. Warns administrator when amount being given takes balance below allowance. 2 . Warns administrator when amount being given takes balance below allowance. • Display this benefit type on the Employee Home page. • Include future time taken in the time used total for each benefit. This setting is useful if another application is calculating your benefit accruals. • Enable email alerts for time off requests. To complete the entry. • Allow employees to request time off for this benefit type. but allow the transaction to occur. Allows administrator to adjust benefit balance beyond cap. • Display warning when employee goes into negative. There are several options to set. Allows each employee to view this benefit Pay type on their Employee Home page. • Disable benefit calculations. Allows an employee’s negative available balance limited to a specific amount.Configure the System Setting Description Misc. Allows an employee’s negative current balance to be limited to a specific amount. Repeat steps 3 thru 5. to add all the pay types for the selected policy. the Include future time taken in the time used total for each benefit option does not display.

Paychex Time and Labor Online User's Guide 2 . Configure the System Shift Differentials Access Admin | Configuration | System | Shift Differentials Click Shift Differentials to display the Shift Differentials page and manage the shift differentials for your company. Because each employee can only have one shift differential policy assigned.65 3/03/11 . For example. Each shift differential policy can contain multiple rules. A Shift Differential Policy is a group of rules that describes how your company pays shift premiums. your company might pay an extra 15 percent to employees who work the graveyard shift. you must include every rule that is likely to apply. Shift differentials allow you to specify extra monetary amounts paid for hours worked during certain times for the day. time. and premium in the template. Paychex Time and Labor Online uses rules to specify each day.

Click Assign Multiple Employees to assign all employees or specific employee member groups. Select a Shift Differential Policy In the List of Policies section. 2. Adding. Members Displays the number of employees assigned to the currently selected policy. Setting Description All This option selects all employees in the database. The settings for this policy display in the Shift Differential sections on the right side of the page. Type a name for the shift differential policy. 3. Editing. click Add. click Update to save the change.66 Paychex Time and Labor Online User's Guide 8/19/10 . List of Policies Section The List of Policies section displays all the shift differential policies available in your company’s account. The currently selected policy displays in black text in the list and in the Selected Policy section at the top of the page. Policy Name Displays the name of the currently selected policy. and select your assignment selection. 2 . click the policy to edit. To complete the change. The shift differential policy section expands to display the settings for the new policy. In the Selected Policy section. Employee Group This option selects the employee group to which to assign a policy. and Deleting Shift Differentials Add a Shift differential policy 1. The Selected Shift Differential Policy displays in the Current Policy section.Configure the System Selected Policies Section The Selected Policy Section displays the currently selected shift differential policy. The Selected Policy section contains the following items: Setting Description Add Click Add to add a new shift differential policy Delete Click Delete to delete the selected policy. Group Assignments The Group Assignments section allows you to assign employee member groups to the currently selected policy.

Configure the System 4. they should receive Shift Differential Code instead: Select this checkbox and type the shift differential code that applies to this rule. • An employee must have work time between and to receive the differential: Select this checkbox and type the time range that applies to this rule. • If the employee does not work within the time span. You can enter both an Additional Pay Factor and an Additional Wage per Hour. click Add Rule. Under the Shift Rules section. 6. • Shift Times: • Start Time: Type the start time for the differential. enter the following information: • Shift Code: Type a code for this shift. type . • Create Entry For: Select each day that qualifies for the differential. The page displays the settings you entered. When you complete all settings.67 8/19/10 . click Add Rule to save the settings. You must enter this number in decimal format. Paychex Time and Labor Online User's Guide 2 . if employees get an additional 15 percent. • Advanced Rules: Defines further how the employee is paid for shift work. For each unique rule. • Additional Pay Factor: Type the additional percentage of pay earned during the hours specified above. • End Time: Type the end time for the differential. The Shift Differential Rule page displays: 5. • Pay Modification: Defines the amount of the differential earning. • An employee must work at least minutes in this differential to receive it: Select this checkbox and type the number of minutes that apply to this rule. It can be alphanumeric.15. For example. • Additional Wage per Hour: Type the extra dollar amount for the hours specified above.

Configure the System Edit a Shift Differential Policy 1. Verify that the shift differential policy to edit displays in the Selected Policy section. click Update to save the settings. 1. click the link for the day to edit. 3. When all settings are complete. Add a Shift differential policy for details. click Update to save the changes. Click Delete. 3. Edit the information as appropriate. 4. The Shift Differential Rule page displays. The page displays the settings you entered. Note: You cannot edit the day. 5. 2 . Verify the Shift Differential policy to delete displays in the Selected Shift Differential Policy section. Type a name for the shift differential policy. Click YES to delete or NO to cancel. 2. Delete a Shift Differential Policy Note: Paychex Time and Labor Online does not allow you to delete a shift differential policy if employees are assigned to it. 6. 2. The Confirmation page displays.68 Paychex Time and Labor Online User's Guide 8/19/10 . To complete the change. To edit an existing rule.

print reports. Members Click Members to display the names and the number of members in a group. Select a feature access group by clicking the appropriate link in the Feature Access Groups section. the admin security group displays in the Current Feature Access Group section. you specify which employees and functions you want the manager to access. When logging into Paychex Time and Labor Online. Configure the System Security Configurations Access Admin | Configuration | Security | Feature Access Templates Click Feature Access Templates to display the Feature Access Templates page and select which areas of Paychex Time and Labor Online supervisors or managers have access to their employees' records and to certain functions Paychex Time and Labor Online. Paychex Time and Labor Online User's Guide 2 . then assign the feature access template and employee access group to the manager. admin security group is built into your Paychex Time and Labor Online account. create schedules. Note: Paychex Time and Labor Online does not allow you to delete a feature access group if any employees are assigned to it. Note: You do not need to assign regular employees to a security group. Edit Click Edit to edit the selected policy. the manager can view the employees and use the features granted by the security group. and more. This admin security group grants full access to all employees and all functions of Paychex Time and Labor Online. You can give a manager the ability to review and edit employee timesheets. Feature Access Click Feature Access Group Name to display the Group Name name of the currently selected feature access group and edit the selected policy. The first time you access the Feature Access Group page. Current Feature Access Template The Current Feature Access Template section displays the currently selected feature access group. This admin feature access group is built into Paychex Time and Labor Online and grants full access to all employees and all functions. A full-access. The Current Feature Access Group section contains the following items: Setting Description Add Click Add to add a new feature access group. In the Employee Access Group Members section. Regular user access gives them the ability to track their own time without having special access.69 8/19/10 . Delete Click Delete to delete the selected policy.

2. This can be alphanumeric. The Feature Access Template page displays with the Feature Access Template in the Current Feature Access Template section. and Delete Feature Access Templates Add a Feature Access Template 1.Configure the System Add. Enter the settings as appropriate: • New Name: Type a new name for this access group. Edit a Feature Access Template 1. 3. 2. Click Apply to complete the entry and save the changes. click Yes or click No to toggle the option from one setting to the other. • Access Type: Select the access type from the drop-down list. 2 . The settings for the new feature access group display on the right side of the page. Click Apply to complete the entry and save the changes. Select Partial Access for users who only need access to certain features. Enter the settings as appropriate: • Feature Access Template Name: Type the name for this access template. 4. click Edit. Note: Department access does not copy. Full Access users should be assigned to the existing Administrator template. click Add. Note: To select the parameters for the Feature Access Template. The users have no restrictions to features in Time and Labor Online. In the Current Feature Access Template section.70 Paychex Time and Labor Online User's Guide 8/19/10 . but must be unique. • Feature Access Template to Copy: Select an existing access group to copy if the new group you are creating is similar. The Add Feature Access Template page displays. The users have no restrictions to features in Time and Labor Online. Select Partial Access for users who only need access to certain features. Full Access users should be assigned to the existing Administrator template. • Access Type: Select the access type from the drop-down list. This can be alphanumeric. In the Current Feature Access Template section. Edit. The Editing Feature Access Template page displays. but must be unique. 3.

or Click Cancel to cancel and return to the Feature Access Template page. Select a Feature Access Template In the Select Feature Access Templates section.71 8/19/10 . Feature Access Template Assignment The Assign Multiple Employees link allows you to assign employees to the currently selected feature access template. to confirm the deletion. verify that the feature access template to delete displays. 3. Paychex Time and Labor Online User's Guide 2 . where Feature Access Template is the name of the selected template. The selected feature access template displays in the Current Feature Access Template section. The Confirmation page displays. Configure the System Delete a Feature Access Template Paychex Time and Labor Online does not allow you to delete a feature access template for any assigned employees. The currently selected template displays in the list as black text and also displays in the Current Feature Access Template section at the top of the page. click the feature access template to use. 1. Remove or transfer any security group members before deletion. In the Current Feature Access Template section. Click Delete. Click Delete Feature Access Template. Feature Access Templates The Feature Access Templates section displays all the feature access templates available in your company’s database. 2.

Holidays Grants access to holiday configurations. edit. configurations. Time Off Requests Allows the user to view. This feature is accessed from the Admin Home page. Feature Access Templates is grouped into the following sections. Selecting No for editing restricts the user from adding a new shift. or deny time off requests. Generally Types only the main administrators are granted access. Benefit Adjustments Grants access to make an adjustment to a Benefit balance. or delete this option. Permits access to the General Configuration menu. Generally only the main administrators are granted access. Payroll Policies and Grants access to payroll policies and new employee default New Employee. Typically. Pay Adjustment Grants access to the pay adjustments configurations. Select the appropriate Feature settings for selected Feature Access Template. Typically. Timesheets Grants permission to the timesheet section in the Admin Home page. 2 . Access Admin | Configuration Setting Description General Provides access to the Configuration link on the Admin Home Configuration page. Verbiage of pay adjustment in Paychex TLO is any type of dollar amount that is not included in hourly pay configurations. only the main administrators have Defaults granted access. Closing and Re-Open Grants access to the Close and Re-Open Pay Period(s) page.Configure the System Feature Access Templates Some features prompt you to select whether or not this group can view. approve. group View/Edit Rates of Grants the ability to view and modify employee pay rates or Pay salaries. Access Admin | Home Setting Description Employees Permits access to the employee file. the user is able to view the settings but cannot edit the settings. or delete a pay adjustment. View Employees not Grants the ability to have access to employees not assigned to assigned to any any group.72 Paychex Time and Labor Online User's Guide 8/19/10 . Pay Types Grants access to the pay types configurations. If you restrict access by not allowing the user to edit. This Entries feature is accessed from the Admin Home page. Pay Adjustment Allows the user to add. only the main administrators are granted access. edit. add. Generally only the main administrators are granted access.

Paychex Time and Labor Online User's Guide 2 . Assign Labor Levels Grants access to Assign Labor Levels to one or multiple employees. Access Security Setting Description Feature Access Grants access to Feature Access Templates. Time Clocks Grants access to the Time Clock Configuration page. Access Miscellaneous Setting Description Reports Grants access to the reporting functions.73 8/19/10 . Trails Employee Updates Allows administrators to view changes made to employee Audit information. Setup Labor Levels Grants access to the Setup Labor Levels page. Custom Personal Grants access to the Custom Personal information. Status Board Grants access to view and print information for all employees and suppress notes for employees outside of the group. Benefits Advanced Grants access to adjust benefit balances and recalculates benefits Functions for all employees. Templates Employee Group Grants access to employee group members. Configure the System Setting Description Assign Policies Grants access to the Assign Policies page. to which they have access. Members IP Access Grants access to IP configurations. Information Benefits Grants access to the Benefits Configuration page. Shift Differentials Grants access to the shift differential. Generally only the main administrators are granted access. Access Labor Levels Setting Description Define Labor Levels Grants access to the Define Labor Levels page. from the Benefits Configuration page. Schedules Grants access to the Schedule page. Time Card Export Allows administrators to view transmissions with aggregate hours Log and punch detail information. Time Sheet Audit Allows viewing of the time sheet audit trails. Import Allows the user to use importing. Also allows the user to assign and edit schedules from the Admin Home page.

Employee Group Members allows you to control which employees’ supervisors can access. You can assign many different features in Paychex Time and Labor Online by Employee Groups.74 Paychex Time and Labor Online User's Guide 8/19/10 . Employee Groups Members makes it faster and more convenient to assign employees to certain policies.Configure the System Employee Group Members Access Admin | Configuration | Security | Employee Group Members Click Employee Group Members to display the Employee Group Members page to define the employee groups to which your supervisors or managers have access. To begin the process. so they can access only those employees for whom they are responsible. You can also set up larger Employee Access Groups for system administrators. You can set up Employee Access Groups for supervisors. This is a powerful tool used throughout the application. 2 . determine how you want to set up your Access Groups.

Note: If the group was previously created. and Delete Employee Groups To create an Employee Group: 1. Click Create Group to save. 2. In the Employee Group Name field. 3. 3. select the desired group. 4. select group name. Paychex Time and Labor Online User's Guide 2 . This allows you to add a manager to the Access Group. Click Create Manager to add a manager to the group. Select a Start Date by clicking the Calendar icon. Add a Manager to an Employee Group 1. 2. Click Add in the current access group.75 8/19/10 . Under Current Group. click Add Manager. Edit. Configure the System Add. 4. Check the Managed Group checkbox if the group for managed groups. Select Main Manager Name using the drop-down menu. To add a manager to an Access Group. type a name for your group.

they are now a part of that employee member group. Note: There is no need to save or update. Time Sheet Audit Trails Access Admin | Configuration | Security | Time Sheet Audit Trails Click Time Sheet Audit Trails to display the Timesheet Audit Trails page to view a record of changes made to employee timesheets by administrators or managers through the Admin Home page. • If the employee or the supervisor approved the shift. 2. Highlight the employees to assign to that group. • The changed record.76 Paychex Time and Labor Online User's Guide 9/29/11 . The Audit Trail shows: • The original record. After you highlight the employees. You can assign Employees to multiple groups. Select the correct member group from the Current Group section. 2 . 3. • Shifts originally added through the Admin Home page. click the arrow pointing to the Member of Employee Group box. • When the change was made.Configure the System Assigning Employees to Employee Groups To assign employees to the member groups you created: 1. but you must repeat the process to add them to other member groups. • Modifications made to existing shifts and shift details.

Enter the settings on the Timesheet Audit Trails page as appropriate: Setting Description Employee Allows you to select which employee member Group Filter group by which to search. After you submit the request. After you submit the request. Click Get Timesheet to retrieve your information. 2. 1. Display Audit Trails Paychex Time and Labor Online allows you to specify the date range and employees for which to display changed records. Filter Allows you to search for a transaction-by- Transaction By transaction time or by the change time. End Date The date on which you would like to end your search. Filter Allows you to further narrow your search by looking Employees By by employee or by supervisor change. Configure the System Sort Paychex Time and Labor Online allows you to sort the data by clicking the column headers. Paychex Time and Labor Online returns a list of modified records that match the criteria you specified. Paychex Time and Labor Online User's Guide 2 . Employee Allows you to select specific employees for whom Filter/Employee to search. Start Date The date on which you would like to begin your search. Paychex Time and Labor Online returns a list of modified records that match the criteria you specified.77 9/29/11 .

3. Click Ok to enable the email notification feature. Select the checkbox to allow an email to be sent. 1. Click Apply. A warning message displays. a warning message displays informing users that personal information should not be sent in an email. When email notifications are set up to send non-encrypted information.Configure the System Notifications Access Admin | Configuration | Security | Notifications Use Notifications to set up email notifications. 2. 4.78 Paychex Time and Labor Online User's Guide 10/30/13 . 2 . Select Admin | Configuration | Security | Notifications.

Paychex Time and Labor Online User's Guide 2 . Name Displays the name of the currently selected policy. Delete Click Delete to delete the selected IP Access policy. Paychex Time and Labor Online grants employees unlimited access to the site. Members Click Members to display the names and number of members within a group. You can use this for preventing employees from clocking in from unauthorized locations. The Selected IP Access Policy section contains the following items: Setting Description Add Click Add to add a new IP access policy. By default. Configure the System IP Access Access Admin | Configuration | Security | IP Access Click IP Access to display the IP Access page and manage IP access policies.79 1/20/11 . such as home. We recommend that you enlist the help of your information technology department in obtaining the correct IP address for your employees. Note: Paychex Time and Labor Online does not allow you to delete an IP access policy if there are employees assigned to it. You can specify a particular IP address or a range of addresses. Selected IP Access Policy Section The Selected IP Access Policy section indicates the currently selected IP access policy. Assigning an employee to an IP access policy limits the employee to access from the policy- specified addresses only. IP access policies allow you to control employee access to the Paychex Time and Labor Online site by restricting the IP addresses from which they can connect to the site. The IP access policy indicates the allowed IP address or addresses to the site. Select an IP access policy by clicking the appropriate link in the List of Policies section.

Edit and Delete IP Policies Add an IP Access Policy 1. Type a name for the new IP access policy. click Add. The Yes setting allows regular employees to do non-web-punching tasks like view benefit balances. 4. However. To assign employees to an IP Access Template: 1. 3. • Allows access with no punch capability from outside the IP Masks below. the employees will not be able to web-punch unless they are at the work location.80 Paychex Time and Labor Online User's Guide 1/20/11 . Note: The default is Yes. To assign employees. verify that the correct IP Access Policy displays. select the names from the Employees Not Assigned To list and click the arrow pointing to the Employee Assigned To list.Configure the System Assign Multiple Employees The Assign Multiple Employees section allows you to assign select employees to the currently selected IP access policy. The IP Access Rules section contains the following: • Allows employee web punching form the IP Access Masks below. To complete the entry. 2. Clicking Yes changes the value to No. No further action is required. In the IP Template Assignment Section. 2 . select Assign Multiple Employees. 2. 3. Add. Note: Selecting the employees and clicking the arrow moves the employees and save the settings. The value changes to No. In the Current IP Access Policy section. The new settings for the IP access policy display on the right side of the page. In the Selected IP Access Policy section. hours worked and time off request status. Note: The default is Yes. click Update and save the changes.

9. • Mask displays the IP addresses specified by this policy. 213*. 8.31* Allows access from any address that begins with 213.*. Paychex Time and Labor Online User's Guide 2 . where the last three digits can be any numbers. The Add IP Address page displays. Notes: • You must enter all four parts of the IP address.81 1/20/11 .12.31.*.12. Examples: 213. • You can use * as a wildcard to indicate IP address ranges. click Add Access Address and save the changes. Click Add to add a new IP address or address range to the policy. Type the IP address to add to this policy in the IP Mask box. 6.* Allows access from any address that begins with213. Configure the System 5. The IP Access Mask section contains the following: • Add adds a new address or address range to the policy. where the last 9 digits can be any numbers. * Allows access from any address. Is the same as entering *.*. Repeat the previous steps for each address or address range to add to this policy. To complete the entry.*. 7.

Configure the System Delete an IP Access Policy Paychex Time and Labor Online does not allow you to delete an IP Access Policy if associated with entries. location. In this instance. Define Labor Levels Clicking Define Labor Levels allows you to create up to 15 different labor levels. Click Delete.82 Paychex Time and Labor Online User's Guide 1/20/11 . To cancel and return to the IP Access page. Example: You can define labor levels as region. Labor Levels track where employees spend their time. your company would have three labor levels. Note: You must complete this step before proceeding to Setup Labor Levels. In the Selected IP Access Policy section. You can associate costs with labor levels and assign employees to more than one level. To confirm the deletion. The Confirmation page displays. It is critical to properly configure your company’s labor levels and to fully understand the concepts of this feature. Note: Paychex Time and Labor Online does not allow you to delete a policy if employees are assigned to it. Labor Levels Access Admin | Configuration | Labor Levels The Labor Levels section allows you to select from different configurations where you manage the levels and departmental hierarchy for your company. and department. b. 2 . click Cancel. click Delete IP Access Policy where IP access policy is the name of the policy you selected. 2. Note: Employees are only able to clock into assigned labor levels. a. 1. verify that the IP access policy to delete displays.

In the example below. Click Add. Configure the System The first step in building your labor levels is to determine how many Labor levels your company has. Provide a name for the labor level. Location is the first level selected. Note in the figure below that you must select the level using the drop-down menu next to Selected Labor Level that you want to build out. To set up your labor levels: 1. Click Update to save. 2. Paychex Time and Labor Online User's Guide 2 . location. you must setup labor levels. Setup Labor Levels Access Admin | Configuration | Labor Levels \ Setup Labor Levels Clicking Setup Labor Levels allows you to define the sub-levels of your pre-defined labor levels. we define three labor levels as region. Paychex Time and Labor Online supports as few as one or as many as fifteen. Examples: Region: Northeast Location: New York Office Department: Sales After you define your labor levels. In the previous example. and department.83 1/20/11 .

Note: The Include Inactive checkbox is unselected by default. This checkbox can only be unselected when no employees are assigned to the labor level. Click Add under the Selected Labor Level Unit Detail. an asterisk (*) displays next to the inactive labor level in the listing. 4. Click Add again to add another record. 2 . Note: You must click Save before you enter the next record.84 Paychex Time and Labor Online User's Guide 1/20/11 .Configure the System To continue with the setup of your labor levels: 1. click Save. 2. use the Selected Labor Level drop-down menu to select the next labor level to configure. In the proper fields type the following that apply to the added record: • Description (50 character limit) • Code (50 character limit) • Pay Rate • Change Rate • Active checkbox Note: The Active checkbox is checked when adding or importing labor levels for employees assigned to that labor level by default. 3. To save the record. After you complete your first labor level. When selected. Fields on the right side of the page display for you to enter your criteria.

Paychex Time and Labor Online User's Guide 2 . 2. In Paychex Time and Labor Online. Configure the System Assign Labor Levels to One Employee Access Admin | Configuration | Labor Levels | Assign Labor Levels to One Employee Clicking Assign Labor Levels to One Employee allows you to assign one employee to any defined labor levels. After you highlight your selections.85 1/20/11 . Press Ctrl to select more than item at a time. you have multiple ways to assign employees to different labor levels. 3. Employee Test Assigning Labor Levels to One Employee 1. To assign the selected employee. highlight the desired labor level by clicking a selection in the box below. click the arrow pointing in the direction of the Assigned to box. You can assign employees one at a time. Select the employee to assign using the Employees drop-down menu. in multiples. or by employee member groups.

Click Save to save the changes. 3. Select all labor levels in which to assign your employees.Configure the System Assign Labor Level to Multiple Employees Access Admin | Configuration | Labor Levels | Assign Labor Levels to Multiple Employees The Assign Labor Level to Multiple Employees option allows you to assign multiple employees to any defined labor levels. From the Employee Group drop-down menu. 2. select an employee member group.86 Paychex Time and Labor Online User's Guide 8/19/10 . or press Ctrl + click to select multiple employees. 2 . Assigning Labor Levels to Multiple Employees 1. 4. Click the arrow icon pointing to the blank Selected Employees box.

you can manage employees. The Admin home page displays important system and employee data. How to Use Your Configured System Chapter 3 – How to Use Your Configured System Admin Home Page The Admin home page is an administrator’s workspace. Paychex Time and Labor Online User's Guide 3-1 9/29/11 . link to configuration screens. It also contains links to all administrative functions within Paychex Time and Labor Online. From the Admin home page. and administer your company’s Paychex Time and Labor Online account.

This section contains: • type of exception (Missing Clock In/ Out) • name of the employee the exception is tied to • date the exception occurred Resolving Exceptions 1.How to Use Your Configured System Exceptions Section I If you have employees that web punch or punch using a time clock. 2. there may be times when employees forget to punch. Resolve the exception by adding the indicated punch type or further editing the timesheet. The Exceptions section flags missing clock in or out punches. Missed punches are called exceptions. Exceptions should be resolved on a daily basis. 3-2 Paychex Time and Labor Online User's Guide 9/29/11 . Click on the link in the Exception column. The employee’s time sheet displays.

vacation. You can filter the listed requests by the following options: Employee group. Submitted Date. How to Use Your Configured System Time Off Request Section This section allows you to process employee time off requests. click the details icon. Type. In this view. Paychex Time and Labor Online User's Guide 3-3 9/29/11 . Status. you can approve or deny all days or individual days of the request. Incomplete. Denied. All. Approved. etc) • the first date being requested off • normal start time of the employee’s shift • total hours being requested off • balance of hours the employee has before processing • checkboxes to approve or deny the entire request • status Note: To display a detailed view of multi-day requests. . Each request has the following information: • employee ID and name of the employee making the request • date the request was submitted • time off type (personal. or Partial regardless of status. The icon only displays next to requests that are greater than one day. and Requested Date or sort by Pending. Employee Name/ID.

Indicates the request is Partially approved (part of the request was approved and part of it was denied). The information in the column displays in ascending order. type the submitted date. Submitted Date: To search by the submitted date. Status: Select the status to include in the search. sick) to include in the search. The default sort order is Employee ID (in ascending order). 3-4 Paychex Time and Labor Online User's Guide 9/29/11 . Indicates the request is Incomplete (part of the request was approved and part of it is pending approval). Sort Options Time off requests can be sorted by clicking the column header hyperlink. type the date of the request. Time Off Request Icons Icons display in Time Off Request search results. Icon Description Displays detailed information about the selected request. Employee Search: Search by employee name or employee ID. Requested Date: To search by the requested date. or click to select the date.How to Use Your Configured System Filter Options Field Description Employee Group: Select the employee group in which you wish to search. Valid options: • Pending (default) • All • Approved • Denied • Incomplete • Partial Type: Select the type (vacation. Note: The Action and Available Balance columns are not available for sorting. or click to select the date. Indicates the request was Approved by the administrator. holiday. Indicates the request was Denied by the administrator. Indicates the request is Pending approval.

Click Apply. How to Use Your Configured System Display Calendar View If you have staff concerns for a specific day or period of time. Paychex Time and Labor Online User's Guide 3-5 9/29/11 . Process pending requests 1. On this page. 3. Note: When Benefits are administered by the Paychex Preview Payroll application. Select the Approve or Deny checkbox. the Current Balance and Available Balance columns display. Click 2. You can also process pending requests. employee names with approved time off display on the specific dates. click Display Calendar View.

Check the checkbox next to the designated report(s). Click Delete Marked Reports. Reports are employee-specific only when designated as private reports in the report scheduling process. 3-6 Paychex Time and Labor Online User's Guide 9/29/11 . you must generate reports from the Reports page before you can view them. You can preview. regardless of the current employee selected for all public reports. The Generated Reports page displays your report.How to Use Your Configured System Generated Reports Section With Paychex Time and Labor Online. then click Delete Marked Reports. and delete a generated report from this section. print. Delete a Generated Report 1. Setting Description Report Name Click Report Name to view the report. Employee Labor Level Filter Section The Employee Labor Level Filter section allows you to narrow your employee search by choosing a labor level in which to search. Time Displays the time the report was generated. Note: The reports listed in this section are the same under each employee. Preview a Generated Report Select the appropriate report’s name in the Generated Reports section. check the checkbox next to the report. The listing displays the generated report name and the generation date. 2. The Generated Reports section of the Admin home page lists the report once it generates. Delete Button To delete the report. Generated Date Displays the date the report was generated.

Select this option if you wish to display inactive employees. 2. You can search by name. • Sort by: Select the field by which you wish to sort. Click Search Tips for additional information. If you wanted to send a message to everyone in the Tax department. inactive employees do not display in the employee listing. Go to the Employee Search section of the Admin home page. The Search Results section displays the employees who match the specified criteria. you could first perform a search and then use the Quick Message function to send the message. Perform a Basic Search 1. Employee ID. click Search. Example: The Quick Message feature allows you to send messages to all the people in the current search results list. This can be the whole or part of the name of an employee. Note: Several features in Paychex Time and Labor Online allow you to perform actions on the results of a search. Employee ID. This option allows you to sort the results of your search by First or Last Name. 3. employee number. •. The options allow you to search by First or Last Name. Employee Group: Select the employee group in which you wish to search. Badge Number. and Social Security Number. How to Use Your Configured System Search Section The Search section of the Admin home page helps you find employees quickly. Include inactive: By default. Badge Number. •. To perform the search. •. and Social Security Number. Search by: Select the field in which you wish to search. Paychex Time and Labor Online User's Guide 3-7 9/29/11 . Search for: Enter the search term. badge number. or social security number. You can also filter to display only the members of a particular department. Enter the settings as appropriate: •.

Example: [A-M]% returns anyone whose name begins with any character between A and M. Place this wildcard wherever the unknown character is. R]% returns anyone whose name begins with A. with L. L. wildcards can be used in combination. Example: To find a name: • Starting with A: A% • With an A in it: %A% • Ending with A: %A _ Stands for one character. For example. Wildcards are helpful in a variety of situations. see the next two items below for examples of entries. Paychex Time and Labor Online recognizes the wildcard characters listed below.How to Use Your Configured System Search Tips Wildcards Paychex Time and Labor Online allows you to use wildcards in searches. [. you could use wildcards to enter all the characters after the S. [-] Searches for items that match the range of values entered between the brackets. For more powerful searches. Your results display everyone whose last name begins with S. Example: [A. ^ Negates a character. Example: ^A returns anyone whose name does NOT begin with A. For example. inclusively. followed by any other characters. Example: Sm_th displays Smith and Smyth [ ] Searches for items that match the entries between the brackets. Place this wildcard wherever the unknown characters are. or with R. or searching for a name that you are not sure how to spell.L. 3-8 Paychex Time and Labor Online User's Guide 9/29/11 . Character Description % Stands for any number of characters. searching for everyone whose name starts with a particular letter or a range of letters such as A . if all you knew was that Mary’s last name started with S.] Searches for items that match any of the values entered between the brackets. Wildcards represent unknown characters in a search.

Example 2: Find employees within a certain department: 1. select the department of your choice or leave <All Departments> to search all employees in the organization. In the Sort by field. c. type Smith. In the Sort by field. In the Search by field. b. c. select last name. Click Search. select last name. In the Search in field. d. Leave the Search for field blank. In the Search by field. 2. Click Search. select your preference. select the department of your choice or leave <All Departments> to search all employees in the organization. 2. b. In the Search in field. select the department of your choice. In the Search by field. select last name. b. 2. In the Search for field. In the Sort by field. type C%. The results display in the Search Results section. Paychex Time and Labor Online User's Guide 3-9 9/29/11 . In the Search in field. select last name. Complete the Search fields as follows: a. The results display in the Search Results section. Example 3: Find employees whose last names begin with C: 1. c. d. The results display in the Search Results section. In the Search for field. d. Complete the Search fields as follows: a. select your preference. How to Use Your Configured System The following examples describe how to accomplish some common searches: Example 1: Find employees named Smith: 1. Complete the Search fields as follows: a. Click Search.

How to Use Your Configured System

Example 4: Find employees whose last names contain an S:

1. Complete the Search fields as follows:

a. In the Search for field, type %S%

b. In the Search by field, select last name.

c. In the Search in field, select the department of your choice or leave <All
Departments> to search all employees in the organization.

d. In the Sort by field, select your preference.

2. Click Search. The results display in the Search Results section.

Example 5: Find employees whose last names begin with A, L or R:

1. Complete the Search fields as follows:

a. In Search for field, type [A, L, R]%.

b. In Search by field, select last name.

c. In Search in field, select the department of your choice or leave <All
Departments> to search all employees in the organization.

d. In Sort by field, select your preference.

2. Click Search. The results display in the Search Results section.

Example 6: Find employees whose last names begin with A – F:

1. Complete the Search fields as follows:

a. In Search for field, type [A-F]%.

b. In Search by field, select last name.

c. In Search in field, select the department of your choice or leave <All
Departments> to search all employees in the organization.

d. In Sort by field, select your preference.

2. Click Search. The results display in the Search Results section.

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Example 7: Find employees whose ID number is between 1 and 100:

1. Complete the Search fields as follows:

a. In the Search for field, type [1-100]%.

b. In the Search by field, select Employee ID.

c. In the Search in field, select the department of your choice or leave <All
Departments> to search all employees in the organization.

d. In the Sort by field, select your preference.

2. Click Search. The results display in the Search Results section.

Search Results Section
The Search Results section displays the results of your last search. The number of the presently
displayed page and the total number of pages found in the search displays below the list. To
navigate to another page, click Next. To skip to a specific page, type the desired page number,
then click Go.

Note: Some Paychex Time and Labor Online features and pages allow you to perform
actions on the current search result list. For example, you could assign a department
to everyone in the Search Results list.

Select an Employee
In the Search Results list, click the employee’s name. The employee’s name displays in the
Current Employee section.

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Current Employee Section
The Current Employee section indicates the currently selected employee. The subsection displays
the selected employee’s name. The Summary area directly below the subsection displays the
selected employee’s basic information at a glance. Many of the other sections on this page also
reflect the selected employee’s information.

The following information displays in the Current Employee section:

Setting Description
Add Employee Select this option to add a new non-PNG employee to
the system.
Edit Employee Select this option to edit the current employee’s
information or click the employee’s name, as
described previously.
Previous Employee Select this option to change to the previous employee.

Note: This option is grayed out when the first
employee is reached.

Employee Name Displays the name of the selected employee.
Next Employee Select this option to change to the next employee.

Note: This option is grayed out when the last
employee is reached.

Employee ID Displays the selected employee’s unique employee ID
number.
Badge Number Displays the badge number, for use with hardware
clocks, of the selected employee.
Last Name Displays the last name of the selected employee.

Note: Select the Personal Settings icon to customize the employee summary fields.

Add an Employee
1. In the Current Employee section, click Add Employee. The Add Employee page displays.

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Last Name Type the employee’s last name. Note: An employee who has a status of Inactive cannot clock in or out. This field is alphanumeric. Status Enter whether the employee is Active or Inactive. Note: It is not necessary to put in leading zeros. Notes: This field is disabled for integration clients. Badge Number Type the number of the physical badge given to the employee.How to Use Your Configured System 2. Middle Name Type the employee’s middle name or initial. This field is required. Employee Number Enter the unique ID number that identifies this employee. Use the Inactive value for employees who are no longer working for the company and are not clocking in or out. Enter the settings as appropriate. Title Type the employee’s business title. End Date Type the employee’s termination date. Also. This field is required. The badge number must be numeric and must match the number on the physical badge given to the employee. This field is required. if applicable. EMPLOYEE INFORMATION section Field Description First Name Type the employee’s first name. Use the Active value for employees who are currently working for the company and clock in or out.14 Paychex Time and Labor Online User's Guide 3/7/12 . 3 . The maximum number of characters is 20. Time Zone Select the time zone in which the employee works. Start Date Type the employee’s hire date. inactive employees do not display in the employee listing unless they select the Include Inactive Employees option.

Enforce lunch Select whether new employees are restricted to lunch by default. Salary Type Select the appropriate salary type for the employee. Enforce Schedule Select whether the employee is to be restricted to working his or her schedule. Holiday List Select the holiday list applicable for this employee.suffix State Type the employee’s state. The options are: • Salaried • Hourly Note: This setting works in combination with the Pay Rate field. Phone 2 Type the employee’s alternative contact phone number. Non-Paid Individual Select Non-Paid Individual to add a non-paid individual to track hours and run reports only. Zip Type the employee’s zip code.15 10/30/13 . How to Use Your Configured System CONTACT INFORMATION Section Field Description Phone 1 Type the employee’s primary contact phone number. Paychex Time and Labor Online User's Guide 3 . City Type the employee’s city. If this setting is checked. Employee Type Select the tax status for the employee. The options are: • Non-Exempt • Exempt Pay Rate Type the employee’s pay rate. Street Type the street address for the employee. Field Description Payroll Policy Select the payroll policy template that applies for this employee. PAYROLL INFORMATION Section Note: Default departments and default jobs display only when editing an employee. E-Mail Type the employee’s e-mail address in the format: name@domain. This calculates according to the option selected in the Salary Type field. the employee can only clock in or out when scheduled to clock in or out. Shift Differential Select the shift differential template for the employee. Charge Rate Select the Charge Rate applicable for this employee. Salaries should be yearly.

the employee can not access the application.16 Paychex Time and Labor Online User's Guide 11/9/11 . enter the corresponding information for each custom field. Accrual Rule Select the benefits accrual rule. Reset dates can be globally set for the entire company or set individually for each employee.How to Use Your Configured System BENEFIT Section Field Description Use Accrual Rule Check this box if you want Paychex Time and Labor Online to use a benefit policy accrual rule to accrue benefits on an ongoing basis. applicable for this employee. this field displays <global> and cannot be changed. See the Custom Personal Information page for details. also called benefit Policy. sick. Web Login ID Type the login ID for this employee. Initial Personal (Hrs) Type the number of personal hours available to this employee. 3 . Reset Date Type the benefits reset date for this employee. WEB ACCESS Section Field Description Allow this Employee to Check this option if the employee can access to the Access the system Paychex Time and Labor Online Employee page or through the Web Admin Home page. Notes: • The maximum number of characters is 20. in addition to the starting balances for vacation. Initial Vacation (Hrs) Type the number of vacation hours available to this employee. If this setting is not checked. Generate default login Check this option to auto populate the Web Login ID. If the Use Global Benefits Reset Date option is selected on the General Configuration page. information Password. Where applicable. This is the login the employee uses when accessing Paychex Time and Labor Online. and Confirm Password fields based on employee defaults. • When the ‘Generate default login information’ check box is selected. the Web Login ID field is grayed out. The benefits reset date is the date on which the employee’s yearly benefits accrual starts over. and personal. Initial Sick (Hrs) Type the number of sick hours available to this employee. CUSTOM FIELDS Section These fields are specific to your company.

and messages.+. It does not allow access to any system- wide centers or settings. Feature Access Select the appropriate security access for this Template employee. and is locked out of TLO due to too many failed attempts.%. The maximum number of characters is 20. Paychex Time and Labor Online User's Guide 3 .^. the Confirm Password field is grayed out. For more information. hours. Note: When the ‘Generate default login information’ box is checked. How to Use Your Configured System Field Description Reset Invalid Select to unlock a locked MyPaychex.=) • When the ‘Generate default login information’ box is checked.#.$. • The maximum number of characters is 20. schedule.17 11/9/11 .&. the minimum password requirements are ignored. refer to the Feature Access Templates section. the Password field is grayed out. • The minimum number of characters is 8 and require 3 of the following 4 composition requirements: • 1 upper case alphabetic (A-Z) • 1 lower case alphabetic (a-z) • 1 numeric (0-9) • 1 special character (@. The options are: • User Access Only • Admins (full administrative access) • Any security group templates. department-restricted administrative access that could have been created. Confirm Password Type the password for this employee again to confirm it. Password Type the password for this employee. Notes: • When the ‘Generate default login information’ box is checked. fails to provide the correct credentials.com user’s Password Lock TLO account when the user attempts to log into TLO directly. Note: User Access only allows the employee to use Paychex Time and Labor Online to clock in and out and view his or her own benefits.

Non-Work Pay Type Select at least one non-work pay type from the Filter choice boxes to determine which pay types an employee can access via the time sheet. 3. 3 . Default Clock-In Enter the default clock-in time for work entries Time submitted through timesheets. Default Non-Work Select this option if hours coded to non-work Hours to “Apply to pay types are to be included in overtime by Overtime” default. Default Non-Work Select this option if hours coded to the non- Hours to “Paid” work pay types are to be paid by default. clock to lunches and breaks. etc.How to Use Your Configured System Field Description IP Access Policy Select the appropriate IP access policy for this employee.18 Paychex Time and Labor Online User's Guide 9/04/14 . This policy restricts the locations from which the employee can access the Paychex Time and Labor Online site. The Confirmation page displays to confirm the employee was added. Non-Work Hours Select this option if the employee can submit timesheets for hours coded as non-work pay types. click Apply. personal. Note: The employee is not added and the entry is lost if you do not click Apply. and transfer departments and jobs. Allow Employee to Select this option if the employee can submit submit Timesheets timesheets through Paychex Time and Labor for Online. Work Hours Select this option if the employee can submit timesheets for hours coded as the work pay type. This includes hours coded as vacation. To save the entry. sick. Allow Employee to Select this option if the employee can use clock in/out through Paychex Time and Labor Online to clock in the Web and out.

If the employee does not display: • select the employee in the Search Results section or • select Previous Employee or • select Next Employee. 2. 4.19 3/7/12 . For more details on these settings. click Apply Changes or Apply and Return Home. 3. In the Current Employee section. verify that the employee you want to edit displays. Paychex Time and Labor Online User's Guide 3 . click the employee’s name or click Edit. The Edit Employee page displays. How to Use Your Configured System Edit an Employee’s Information 1. refer to Adding an Employee. To save the entry. Edit the settings as appropriate. In the Current Employee section. Note: The employee is not added and the entry is lost if you do not click Apply Changes or Apply and Return Home.

The Notes icon displays that an employee has entered a note.How to Use Your Configured System Time Sheet Section The Time Sheet Section is a convenient display of the current employee’s hours for the specified week. 3 . break.20 Paychex Time and Labor Online User's Guide 10/30/13 . or delete information. you can view any pay type that has hours for this period such as work. The Red X icon allows you to delete the selected shift. sick. You can also edit your employees’ time from this view. lunch. The Arrow/Page icon indicates that information on the timesheet has been modified. vacation. Time Sheet Icons Icons display with the current week’s time sheet. Click the icon to display the Time Sheet Audit Trail page. and personal as well as totals. At a glance. add. the table below identifies their meaning. The Checkbox icon indicates that a timesheet has been approved by a supervisor. The Check icon indicates that a timesheet has been approved by an employee. Icon Description The Expand View icon displays detailed information about the selected shift and allows you to edit. Move your cursor over the note to view it.

Paychex Time and Labor Online User's Guide 3 . There are five shift details: • Start Lunch • End Lunch • Start Break • End Break • Transfer Add a Partial Shift Select the Add a Partial Shift function to add any of the prior details. Shift details only exist within a shift. Term Definition Shift A Shift is a block of time. if necessary.21 9/29/11 . Refer to the figure of a timesheet below for further reference. and Unpaid time. Administrators can also enter work shifts for an employee through the Day Timesheet page. usually entered by the employee punching in and out. Work Shift A Work Shift is a shift defined by a clock in and a clock out. Employees who have been given permission to submit timesheets for non-work hours can also enter non-work shifts. How to Use Your Configured System Timesheet Summary Subsection The current week’s timesheet summary displays the Regular. Non-work Shift A Non-work Shift is a block of time associated with a pay type other than work and is usually entered by the administrator through the Day Timesheet page. Terminology The following table defines some of the terms used in timesheets. Shift Detail A Shift Detail is an action that occurs while an employee is clocked in. OT2. OT1. Mass Transaction Mass Transaction Editor allows the administrative Editor user to add a pay adjustment to an individual employee or multiple employees for closed pay periods.

3 . Time Type the time for the clock out. TLO does not define the type of punch entered (Clock In. Delete. Start Lunch. For example. TLO only records the time of the punch. Edit. The Add Single User Work Shift for ALLEN.). as appropriate. Supervisor Notes Type any notes you wish to associate with the clock-in entry. this is useful if the employee is working away from the office while traveling or at training. Date Type the date of the clock out. JEFFERY page displays.22 Paychex Time and Labor Online User's Guide 9/29/11 . Click Add Work Shift. etc. Clock Out. In the Shift Section. Supervisor Approved Select this option to approve the shift entered. 1. you can add a work shift. Clock Out.). Employee Notes Displays any notes that the employee entered. 2.How to Use Your Configured System Add. Swipe and Go When this option is selected. Date Type the date of the clock in or click the Date Picker icon to navigate in the calendar. and Approve a Timesheet Add a Work Shift When an employee is not able to clock in or out normally. Time Type the time for the clock in. Start Lunch etc. enter information in the settings. SHIFT Section Field Description Action Select the appropriate action (Clock In.

Note: The shift is not added if you do not click Apply. The Time Sheet page displays the new entry. click Apply. Include weekends By default. To complete the entry. Select recurring entries this option if Paychex Time and Labor Online is to also create entries on weekend days. Entering a number in the recurrence section causes the shift to be duplicated for the number of days specified. How to Use Your Configured System Recurrence Section This section defines a recurring pattern for the shift. Field Description Duplicate this entry Type the number of additional days for which to for the next XX days create this entry. By default. 3. you could use this option to add a shift for the entire work week. Paychex Time and Labor Online when creating duplicates the entries only on weekdays. Use this when entering the same basic information for several days in a row. Paychex Time and Labor Online User's Guide 3 . the recurrence is set to zero to indicate that the shift should be entered only once. if necessary.23 9/29/11 . As an example.

1.How to Use Your Configured System Add a Non-Work Shift Use the Add a Non-Work Shift section to enter time associated with any time other than the work pay type. The Add Single User Non-Work Shift for ALLEN.24 Paychex Time and Labor Online User's Guide 9/29/11 . Click Add Non-Work Shift. 3 . and personal time used. vacation. as well as any custom pay types your company can use. JEFFERY page displays. sick.

This allows the meal period to be waived by mutual consent and automatically changes the additional hour to zero. Notes Type any notes you wish to associate with this shift. Mutual Consent to Select this option when the total work period Waive Period per day is more than six hours. Date Type the date for the shift. click Add Shift. OT2. Duplicate this entry for the next XX days: Type the number of additional days for which to create this entry. or unpaid. Apply towards OT Select whether the hours apply towards overtime for the week. The Day Timesheet page displays with the new entry. To complete the entry. Pay Level Select whether non-work time is paid at regular. Supervisor Approved Select this option to approve the non-work time entered. Paychex Time and Labor Online User's Guide 3 . Note: You must click Add Shift to add the shift. 3. How to Use Your Configured System 2. Number of Hours Type the number of hours for the shift. Enter the settings as appropriate: SHIFT (Non-Work) Section Field Description Pay Type Select the pay type to associate with this shift. OT1.25 9/29/11 . Employee Notes Displays employee notes.

The Timesheet Detail page displays. 2.26 Paychex Time and Labor Online User's Guide 9/29/11 . In the Current Employee section. Change the In Time or Out Time cells that correspond to the day you want to change and click the Save icon. clock out. verify that the employee displayed is the one whose timesheet you wish to edit. 3 . 4. 3. add a note. Or. and labor levels. edit the shift by clicking the Expand Timesheet icon (magnifying glass).How to Use Your Configured System Edit Timesheets 1. Change the value in the Time field for clock in. and click Apply to update the timesheet. Navigate to the week containing the shift to edit.

Paychex Time and Labor Online User's Guide 3 . lunch. To confirm the deletion. the recurrence is set to zero to indicate that the shift is entered only once. Supervisor Notes Type a note if appropriate. You could use this to enter time for an employee out of the office at training for a week. 1.27 9/29/11 . Entering a number in the recurrence section causes a duplication of the shift for the number of days specified. select this option. Swipe and Go Select this option if detail is Swipe and Go. This can happen when an employee double punches Example: An employee accidentally clocks in or out twice. Navigate to the date on which the shift you wish to edit occurred. Add a Partial Shift: Use the Add a Partial Shift section to manually enter work. out. Click Delete Record. Click Add a Partial Shift. 1. The Confirmation page displays. end break. click Yes. Enter the settings as appropriate: Field Description Action Select clock in. 2. By the default. The Partial Shift page displays. Employee Notes Displays a note that an employee has entered. or transfer option. Recurrence Section This section defines a recurring pattern for the entered shift. start lunch. 2. How to Use Your Configured System Delete a Shift Use the Delete a Shift section if someone enters a shift in error. To cancel and return to the Day Timesheet page. This is useful for adding a single punch when an employee forgets to clock out to or in from lunch or break. Note: Deleting a shift removes only the shift selected. Date Type the date for the detail. end lunch. This must be the same date as the shift in which you are entering the detail. Time Type the time for the detail. 3. click No. start break. This must be within the range of the shift in which you are entering the detail. for example. Use this when entering the same basic information for several days in a row. and break details in the Add a Partial Shift section. Supervisor Approved If the shift entered is approved.

How to Use Your Configured System

Daily Timesheet Approvals/Unapprovals

You can approve timesheets on a daily basis from the Time Sheet section.

1. Navigate to the date for which you would like to approve timesheets.

2. Above the shift you would like to approve or disapprove, click Supervisor Approved.
The link changes to reflect your request.

Note: Timesheets can also be approved through the Timesheet Approvals link.

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Timesheet Sheet Approvals Link

Select the Time Sheet Approvals link to view the Timesheet Sheet Approval page. Use this
page to list employees with unapproved or approved time within a specified date range. Once
identified, group approvals or unapprovals can then be performed collectively.

Note: An asterisk displaying to the right of a day of the week indicates that the
timesheet is unapproved.

1. In the Current Employee section, verify that the employee displayed is the one for which
you wish to approve or disapprove timesheets. If not, select the name from the Search
Results section.

2. On the Admin home page, click Timesheet Approvals.

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3. Enter the settings as appropriate:

Field Description
Date Filter Based on Payroll Policy: Use this option to select
a date range specified in one of the policies. You
must select a new payroll policy from the pick list to
change the payroll policy.
Previous: Use this option to return to the previous
pay period for the selected policy.
Current Pay Period: Use this option to select the
current pay period for the selected policy.
Next: Use this option to advance to the next pay
period for the selected policy.
User Defined: Use this option to enter any date
range.
Employee Filter Show employees:

• With Unapproved-time
• That are Approved

Note: Only employees with all their time
approved display when you select
That are Approved.
Employee Access Group: Select from the
appropriate Employee Access Group in the drop-
down menu.
Results Summary Displays result from Employee Filter settings –
Total Employees, Employees with exceptions, and
Timesheets not approved by employees.
Results Filter Select form pick list from – Show Exceptions only,
Employee Unapproved Timesheet or Exception
and Unapproved.
Employee List Use check boxes to approve.
Process all Use this option to select all employees to process.
employees on this
page

Note: Processing a large number of approvals can take some time. To finish
timesheet approvals, select all the employees that need their timesheets
approved, then click Approve Checked Employees. This approves the
selected employees and generates a timesheet audit trail of the transaction.
You can also refer to the legend to explain any icons that can display next to
an employee’s name.

To finish timesheet approvals, select all the employees that need their timesheets approved
and click Approve Checked Employees. This approves the selected employees and
generates a timesheet audit trail of the transaction. You can also refer to the legend to
explain any icons that can display next to an employee’s name.

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Schedule Section
The Schedule section is a convenient display of the current employee’s generated schedule for the
specified week. Schedules must generate before they display here.

Navigate in Schedule
The current week’s schedule displays by default, but you can easily navigate to other weeks.

1. Click Previous Week to scroll to the previous week’s data.

2. Click Next Week to scroll to the next week’s data.

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as you are able to leave shift entries blank. Scheduled Shifts Section The Scheduled Shifts section displays the number of shifts per day this employee’s schedule can accept. The number entered on the Scheduled Shifts page corresponds to the number of shift lines per day that display on the page. When determining how many shifts per day are needed. Select the highest number. if necessary.How to Use Your Configured System Edit an Employee’s Schedule Changes made to an employee’s schedule on this page only affect the days modified. 3 . they do not change any other days. take into consideration all days in the week. Click Edit Schedule to change the employee’s schedule. 1. The Week Schedule page displays. any other weeks. A shift is a block of time from clock in to clock out. Verify or enter shifts per day by entering the maximum number of shifts per day needed for the selected Schedule Template.32 Paychex Time and Labor Online User's Guide 9/29/11 . or the Schedule Template assigned. 2 Click Refresh to complete the change. even if it only applies to one day.

and p. Times should be entered in 12-hour format. Start time: Type the starting time for the shift. 7:30 p. The screen refreshes to reflect the changes. 3. 12:00 p. click Assign.. Schedule Templates Section The Schedule Templates section allows you to assign a previously created schedule template to the current employee.m. Note: Use a and p in place of a. 2..m. Click Add. For each shift for each day that needs to be edited.m. 1. Times should be entered in 12-hour format. A template drop-down menu displays. b. modify the settings as appropriate: a. Paychex Time and Labor Online User's Guide 3 . The schedule for the current week displays by default.m. Note: You must click Update to save changes.m. and p.m. click Update. To complete the edits. End Time: Type the starting time for the shift. but you can scroll to previous or following weeks by clicking Previous or Next. 2. To complete the assignment. Select the Schedule Template that applies to this employee.m.. Example: 8:00 a.m. Example: 8:00 a. How to Use Your Configured System Week Schedule Section In the Week Schedule section. the employee’s name is at the top of the page..m. The employee’s schedule does not change until the next time you generate schedules. 7:30 p. Note: Use a and p in place of a. 12:00 p. Assign an Employee to a Schedule Template Assign templates to employees without a rotating schedule 1.m. the currently selected employee’s weekly schedule displays.33 9/29/11 .

Click Add.34 Paychex Time and Labor Online User's Guide 9/29/11 . To complete the assignment. Note: After you add all of the weeks. Access this feature through the home page under the schedule section. the schedule rotation weeks display in the order they occur in the future. 3.How to Use Your Configured System Assign templates to employees with rotating schedules 1. Express Scheduler The Express Scheduler allows for a prompt approach to adding weekly schedules for one or many employees. 4. 3 . click Assign. The date next to the week number indicates the next time that that schedule occurs in the rotation. A template drop-down menu displays. Select the Schedule Template for each week in the rotation that applies to this employee. 2. Repeat step 1 until the employee displays the correct number of weeks for the employee’s rotation. Access the Express Schedule by using the Express Scheduler link in the Schedule Menu.

4. Click Apply to apply filter and return to the setup screen of the Express Scheduler.35 9/29/11 . Paychex Time and Labor Online User's Guide 3 . 5. In the Week Starting field type the week start date that the Express Scheduler displays. there are fields for Week Starting date. In the Labor Levels to Display field use the drop-down menus to select which labor levels must be displayed in the Express Scheduler. 1. How to Use Your Configured System In the Express Scheduler. 3. Employee Group filter along with a link to Default Labor Level Filter. Click Default Labor Level Filter to filter which group of employees to view in the Express Scheduler by Labor Levels. First and Second Labor Levels to Display. In the Employee Group field use the drop-down menus to filter which group of employees displays in the Express Scheduler by Employee Group. 2.

If your have employees on the next page. are not case sensitive.. then click Apply Changes. complete the appropriate data for selected employee(s).m. are all valid entries. a. To use the Express Scheduler. 20:00. The Express Scheduler displays current assigned schedules for selected Employees. and p.m. 3 . 7. 8:00. Example: 8 am. click Apply to access the Express Scheduler.m. After all the filters are set.How to Use Your Configured System 6. click Apply and go to next page. Notes: In the start and stop times. 8p.36 Paychex Time and Labor Online User's Guide 9/29/11 . 08:00.

Before: After: 9. Click Add Shift to add another shift for that employee for that week. To add labor level information click the Assign Labor Levels icon (magnifying glass). 10. On the Select Labor Levels screen. Click the icon to delete schedule data for that day. Paychex Time and Labor Online User's Guide 3 . select from the lists of labor levels that you wish to assign. Note: Use the icon to copy the day’s information to the next day. Click Apply at the bottom of the page to apply the changes made to the employee’s schedules. How to Use Your Configured System 8. 11.37 9/29/11 .

2. Pay adjustments cannot be applied to a closed pay period. Type the settings as appropriate: Field Description Type Select the adjustment type for this adjustment. Note: This section is hidden by default.38 Paychex Time and Labor Online User's Guide 2/11/09 .How to Use Your Configured System Add Pay Adjustment Section The Pay Adjustments section allows you to grant a pay adjustment to the currently selected employee. Pay adjustments are defined on the Pay Adjustments page. The adjustment displays in the Pay Adjustments section. Amount Type the dollar amount for this adjustment. 3 . Notes Type any notes you wish to associate with this adjustment. Notes: To make the adjustment. To complete the entry. Date Type the posted date for this adjustment. you must click Apply. click Apply. 1. 3. Verify that the employee to whom you wish to grant the adjustment displays in the Current Employee section.

How to Use Your Configured System

Pay Adjustments Section
The Pay Adjustments Section provides you with a brief look at the current employee’s pay
adjustments for a selected period.

Note: This section is hidden by default. The Pay Adjustments Section includes the following:

Field Description
Day The day you recorded the adjustment.
Date The date you recorded the adjustment.
Type The adjustment type for the pay adjustment.
Amount The monetary amount of the adjustment.
Notes The notes entered with the adjustment.
Total The total of all adjustments for this employee
during the selected period.

Navigate in Adjustments
The current week’s adjustments display by default, but you can easily navigate to other
weeks.

1. Click Previous Week to scroll to the previous week’s data.

2. Click Next Week to scroll to the next week’s data.

Edit Adjustments
1. Navigate to the week/day you wish to view or edit.

2. Click Expanded View for the one you wish to edit.

3. Edit the settings as defined in the Pay Adjustment section.

4. Click Update.

Note: You must click Update to save the changes.

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How to Use Your Configured System

Quick Message Section
The Quick Message section allows administrators to send messages to employees. Send messages
to individuals, all employees in the current search results, or the entire company.

Employees receive sent messages when they log onto their home page.

To Send a Message
1. Enter the settings as appropriate:

Field Description
Message Type the message you wish to send.
Expires Type the message’s deletion date.
Send to Select the recipient(s) of the message.

The options are:

• All: Sends the message to all
employees in your Paychex Time
and Labor Online database.

• Current: Sends the message to the
employee displayed in the Current
Employee section of the Admin
home page.

• Search Results: Sends to the
Message to employees displayed in
the Search Results section of the
Admin home page.

2. To send the message, click Send. The Confirmation page displays to indicate that the
message went through successfully.

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How to Use Your Configured System

Benefits Section
The Benefits section provides you with a brief look at the current employee’s benefit accruals. The
Amounts cannot be changed in this view. The Benefits section includes the following:

Column Description
Column 1 The name of each benefit type within the selected employee’s benefit
policy.
Initial The initial number of hours given to the employee or those that rolled over
from the previous accrual period.
Granted The current benefit hours accrued, based on the benefit template
assigned to the employee and the accrual reset date.
Used The amount of benefit time used by the employee for the specific pay
type, for example, Vacation.

Note: When Benefits are administered by the Paychex Preview payroll application, the
Initial, Granted, and Used columns are replaced with Current Balance, Approved,
and Available Balance. Additionally, the Benefit types are not linked. The Current
Balance is updated as payroll updates occur from Preview.

Column Description
Current The current balance is fed to TLO from Preview.
Balance
Approved • All the time approved for the current pay period or in the future.

• Any time off added manually for the current pay period or a future pay
period by the supervisor.
Available The difference between the Current Balance and Approved columns.
Balance

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How to Use Your Configured System

View Detailed Employee Benefits Section
To access the Detailed Employee Benefits section, click a benefit from the Employee home page.

Note: When the Hide Benefits feature is set to “Yes”, the Initial, Granted, and Used
columns do not display; and the Benefit types are not linked.

This section contains the following fields:

Field Description
Pay Types The name of the pay type.
Initial The initial number of hours given to the employee or
those that rolled over from the previous accrual
period.
Accrued The number of accrued hours based on the benefits
accrual rules established.
Used The amount of time used or taken by the employee
since the accrual reset date. This number calculates
based on the vacation, sick, or personal shifts
entered for the employee.
Balance The current available balance for the employee.
Paychex Time and Labor Online calculates this
number using the following formula:
(initial time + time accrued) – (time used) = time left
Enter the starting time on the Edit Employee page.
Calc-Thru The benefit calculates through this date.
Reset Date The date on which the benefit is reset
Recalculate this This link opens a page where you can recalculate an
employees employee’s benefits. Refer to the Recalculate
benefits Employee Benefits section for more information.

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The Recalculate Benefits Process screen displays. returns you to this page. The current totals at the bottom of the page are the current totals to date for the employee selected. and Balance columns do not display. In the Current Employee section. • When the Hide Benefits feature is set to “Yes”. Click Recalculate this Employee’s Benefits. 4. the Initial. Click Return for the Detailed Benefits for Employee screen to review the recalculation. 5. How to Use Your Configured System Recalculate Employee Benefits Access the Recalculate Benefits page from the Detailed Benefits page by clicking Recalculate this Employee's Benefits. which is set in the General Configuration section. Refresh your browser to see the recalculated values. Used. This date must be prior to today. Paychex Time and Labor Online User's Guide 3 . The Recalculate Benefits Screen displays. Type the appropriate changes in the Initial time. start with the latest date and work backwards. or Starting On columns. when complete. Type the desired recalculate through date. Each operation. • The Recalculate through Date overrides the benefit accruals Calc Thru Date. Select the checkboxes next to the pay types you wish to recalculate.43 9/29/11 . Notes: • Only checked pay types recalculate. 6. click Pay Type. verify the employee selected is the employee you wish to edit. Initial Time Accrued. • To recalculate benefits using different recalculate through dates. Granted. 2. From the Admin home page. 7. 3. 1. Click Request Recalculation.

If not. through the Configuration link.How to Use Your Configured System Custom Info Section The Custom Info section displays the current employee’s custom personal information. In the Current Employee section. first select the employee in the Search Results section.44 Paychex Time and Labor Online User's Guide 9/29/11 . Type the custom personal fields as appropriate. 3 . 2. click the employee’s name or click Edit. Add or Edit Custom Info 1. In the Current Employee section. verify that the employee you wish to edit displays. The Edit Employee page displays 3. Note: Before this field can accept any information a Custom Personal Information field needs to be added by the administrator.

Paychex Time and Labor Online User's Guide 4-1 9/18/13 .Administrator Functions: The Sub-Menus Home Link The Admin home page is an administrator’s workspace. The Admin home page displays important system and employee data. From the Admin home page. link to configuration screens. Administrator Functions: The Sub-Menus Chapter 4 . It also contains links to all administrative functions in Paychex Time and Labor Online. and generally administer your company’s Paychex Time and Labor Online account. you can manage employees. Reports Link The Reports page provides access to all available reports in Paychex Time and Labor Online and allows you to generate schedule reports for your company.

Generate Refers to running the report at its scheduled time.Administrator Functions: The Sub-Menus On the Paychex Time and Labor Online’s Report page: • You can make reports either public or private. date ranges. or on a recurring schedule. at a particular scheduled time. It displays the parameters for the report. Terms used in Reports Term Description Request Refers to specifying the elements for a report. and when to schedule the report. such as: filters. Schedule Refers to specifying a time and/or recurrence for Paychex Time and Labor Online to run a report. 4-2 Paychex Time and Labor Online User's Guide 12/9/10 . • Any of your company’s Paychex Time and Labor Online administrators can view public reports. • Only the administrator who originally requested the report can view a private report. • You can generate reports immediately. A report request does not display any specific data.

Schedule Reports Section The Schedule Reports section displays a list of all available reports that you can generate. 2. Select the report you wish to generate from this section. 3. Provide a name and select other criteria you want to include. Indicate how you would like it scheduled: one time or recurring. RTF. Some reports take several minutes to generate. Enter the settings as appropriate. Generate the report. Click the link for the report you wish to schedule. depending on the complexity of the report and the number of employees. 4. It is very helpful to schedule some reports on a recurring basis. and other important parameters. Select a report to schedule. and when. you can schedule the report to run every Thursday night at midnight. The report is ready for you automatically when needed. CSV. 1. rather than produced on-demand. ensuring that everyone receives their reports in a timely manner. Scheduling a report to be generated is a simple process. The Report Request page for this report displays. This allows you to have key reports available at regular intervals. when you need it. Administrator Functions: The Sub-Menus Understanding the Reports Page Reports are scheduled. Scheduling reports allows Paychex Time and Labor Online to balance the requests. Paychex Time and Labor Online User's Guide 4-3 12/9/10 . and TIFF file formats to view the report. Printing and Exporting You can print all Paychex Time and Labor Online reports and select from the PDF. especially if they are requested frequently. Request and Schedule a Report The first step to scheduling a report is to complete a request form that specifies the report you want. Note: You can request an e-mail notification when the report is ready. Reports are queued so that they do not slow down the response times of customers working in Paychex Time and Labor Online. Many customers ask for reports at the same time. for several reasons. Most people prefer to know when a report is to be ready. Example: If you need a payroll report every Friday at noon for the previous week’s hours. The settings available depend on the report selected.

Administrator Functions: The Sub-Menus 4-4 Paychex Time and Labor Online User's Guide 12/9/10 .

• Select if you want to Include Other Manager Permissions information on the report. Private reports are only accessible to you. RTF. Administrator Functions: The Sub-Menus Field Description Description Describes the attributes of the report you selected. Note: This option is not available for Template reports. Labor Level Filter Select this option if you wish to filter your report by different labor levels. Public reports can be accessed by any administrator in your company. Note: This option is not available for all reports. Generate Report Select which employees are represented in this for report. Report Information Defines how Paychex Time and Labor Online refers to this report and who can view it. Paychex Time and Labor Online User's Guide 4-5 11/9/11 . • Type: Select if this is a public or a private report. Excel. Report Options Select the options for this report. Note: Click All if the report is to show data for all employee groups that you can access. Report Format Select the file format for your report (PDF. or TIFF). Note: These options are not available for all reports. Extra Option • Select if you want to filter by exempt or non- Filters exempt employees or by salary or hourly employees. Payroll Policy Select the Payroll Policy link to filter the list of employees that appears in a report by payroll policy. Sort by Select how you would like to sort your employees' information on the report. • Report Name: Type the name you wish to use to refer to this report after it is generated. This name displays in the Generated Reports section of the Admin Home page.

• Previous pay period: Select this option if you want the report to include data from the previous pay period as defined by the payroll policy selected in the previous option. • Today: Select this option if you want the report to include only today’s data. Note: A valid date range must be entered to generate a report.Administrator Functions: The Sub-Menus Field Description Date Ranges Select the dates to run your report. User defined dates are indicated using the report date as a defining point. • Current pay period: Select this option to include data from the current pay period as defined by the payroll policy selected in the previous option. • To: Type the ending date for the data included in the report. • From: Type the starting date for the data included in the report. • Yesterday: Select this option if you want the report to include only yesterday’s data. 4-6 Paychex Time and Labor Online User's Guide 5/20/09 . • User defined: Select this option if you want the date range for the report to be user defined.

attachment when completed. • Weekly on: Select this option to run the report every week on a particular day of the week. Enter e-mail to If desired. on a specific date. • Semimonthly on: Select this option to run the report twice a month. Administrator Functions: The Sub-Menus Field Description Generate Report Define when to run the report. Paychex Time and Labor Online User's Guide 4-7 9/18/13 . the fifteenth and at the end of the month. Select Start after next occurrence if Paychex Time and Labor Online should run the report after the next time the selected day occurs. • As soon as possible: Select this option to run the report at the earliest opportunity. Enter the date of the month. • Biweekly on: Select this option to run the report every other week on a particular day of the week. Also. • Monthly on day XX of the month: Select this option to run the report once a month on a specific date. Type the time when it should run. • Include Weekends: Select this option if the daily setting should include weekends. regardless of what time it is at the Paychex Time and Labor Online server. select the day of the week. • At this time: Select this option to run the report at a specified time. for example on the first and fifteenth. • On Date: Select this option to run the report one time on a specific date. Type the date the report should be run. • Daily: Select this option to run the report every day at the time entered previously. type the e-mail address where you wish to send report as send the notification. This ensures that the report is run at the correct time for you. • In this time zone: Select the time zone that applies to the time entered. at the time entered above. Select the day of the week. Select the dates to run the report.

paychex.This report calculates the total number of Full Time employees and Full Time Equivalent (FTE) employees per month as defined by the Employer Shared Responsibility provisions and lists all employees' Total Paid Hours. Paychex also has a robust suite of Employer Shared Responsibility reporting.This report calculates the total projected number of Full Time and Full Time Equivalent (FTE) employees based on the employer’s schedules for a month as defined by the Employer Shared Responsibility provisions and lists all employees' Total Scheduled Hours. Refer to the instructions included with each report for additional information. Points Tracking Export Report The Points Tracking Export Report provides information used for points tracking by generating four files. punch.This report lists employees and their number of hours worked within a specified date range. The following reports assist you in meeting these requirements. administrative. • Applicable Large Employer Report . shift.com/health-reform/esr/ for additional information. and schedule data.Administrator Functions: The Sub-Menus Click Generate My Report. Not Scheduled displays because Paychex Time and Labor Online already generated the report. the name of the report request displays in the My Scheduled Reports list. Employer Shared Responsibility Reports The Employer Shared Responsibility reports assist you in complying with the Employer Shared Responsibility (ESR) provisions of the Affordable Care Act that requires all businesses with 50 or more full-time equivalents (FTEs) to report detailed information about their workforce and health insurance benefits to the IRS. • Approaching Threshold Hours Report . 4-8 Paychex Time and Labor Online User's Guide 9/18/13 . one for each of the following: employee. and benefits solutions. Note: When you return to the Reports page. • Applicable Large Employer Scheduled Report . to help you with the Employer Shared provisions. Businesses that do not comply are at risk for substantial financial penalties. The expected creation time displays in the To Be Queued column. If you select As Soon as Possible for the creation time. Visit the Paychex Employer Shared Responsibility website at http://www.

Report Name Displays the name you gave to the report when creating the report request. The section displays the following information: Note: Only reports that are re-run display in the My Scheduled Reports section when you: • select the Create New Scheduled Report option or • modify the file name or file type. Not Scheduled displays if the report request is non- recurring. Paychex Time and Labor Online User's Guide 4-9 9/18/13 . Administrator Functions: The Sub-Menus My Scheduled Reports Section All of your scheduled reports display in the My Scheduled Reports section. Setting Description Report Type The type of report you wish to generate is indicated by an icon in front of the report’s name. To Be Queued Displays the next time the report is generated. and do not select the Create New Scheduled Report option. Delete Marked Allows you to delete a report request when it is Scheduled Reports no longer needed.

The report only displays the information for your direct reports. which means that you are not able to modify the report templates in this section. Public reports will display under Other Users Scheduled Reports for users that do not have access to run Public reports. 1. These users have access to run the report. Delete a Schedule Report Request If you no longer need a report previously scheduled. The deleted report no longer displays under My Scheduled Reports. Public Reports TLO reports that are run as Public reports will only display in the Generated Report section for users that have access to run Public reports. click Cancel.Administrator Functions: The Sub-Menus Review a Report Request or Regenerate a previously Generated Report Note: Paychex Time and Labor Online indefinitely stores your report request criteria. click the name of your report template. 2.10 Paychex Time and Labor Online User's Guide 3/11/09 . the Reports page displays. you can delete it. Other Users’ Scheduled Reports The Other Users' Schedule Reports section displays a list of the reports scheduled by other users. You can assign employees to more than one level and can clock in to any labor level assigned to them. depending on your group access. or to cancel. click Generate My Report. 2. click Delete Report Name where the Report Name is the name of the report you selected. To generate the report again. The information displayed is similar to that of the My Scheduled Reports section. The information is display only. 1. 3. 4 . so you can re-generate them. The Report Criteria page displays the report’s settings. To complete the deletion. Click Delete next to the report request you wish to delete. they are unable to change any report settings. When the deletion is complete. View a Generated Report View the generated report from the Generate Reports section on the Admin home page. The Confirmation page displays. Labor Level Assignments Link Labor levels track where employees spend their time. In the My Scheduled Reports section. however.

To save the changes. Note: You must click Update to save changes. Message Center Link The Message Center page displays all currently active messages. You can modify this text by typing in the message box. then clicking Update. schedules are also used by Paychex Time and Labor Online to track attendance. The page displays the new message. The message automatically deletes on that date. click Update to save the changes. Delete To delete a message. Modify a Message You can modify a previously sent message: 1. Expires Displays the date on which this message expires. Administrator Functions: The Sub-Menus Schedules Link Paychex Time and Labor Online allows you to generate schedules for your employees. 2. Modify the message by typing in the Message field. In addition to being useful information for you and your employees. From the Schedules page. Send messages from the Quick Message section on the Admin home Page. Update After making an edit to the message. click Delete. and generate schedules. click Update. Paychex Time and Labor Online User's Guide 4 . Message Displays the text of the message.11 3/11/09 . The following fields display on this page: Field Description Sender Displays the name of the person who sent the message. You can send a message to an employee if the payroll policy is set up to send a message to an employee when a supervisor or administrator edits their timesheet. you can generate new schedule templates. Actual clock in and out times are compared to the scheduled clock in and out time to generate reports on tardiness and scheduled versus actual work. assign templates to employees.

1. Configuration Link The Configuration page contains links to all the pages within Paychex Time and Labor Online that helps configure your company’s account. An import updates employee records in the Paychex Time and Labor Online database and adds new employee records. The Confirmation page displays. based on the unique employee ID number. There are some factors to consider. Audit Links The Audit page contains links where you can view Employee Updates. 4 . refer to the Configuration page. click Cancel. Time Card Export Log and/or Labor Level Export Matrix Audit Log. Example: If you update the employee’s address in HRO.12 Paychex Time and Labor Online User's Guide 10/30/13 . • View Labor Level Export Matrix Audit Log: Use to identify and track changes to the Labor Level Export Matrix.Administrator Functions: The Sub-Menus Delete a Message You can delete a message before it expires. to cancel and return to the Message Center page. The Configuration page links to other pages within the site that are documented elsewhere in this manual. • You must put the employee listing in a specific format (. as it allows you to enter employee records quickly as well as any updated employee information you changed in payroll. • Time Card Export Log: Preview clients have this option to export a history of all employee hours and/or punch data from TLO to Preview. Keep in mind that each subsequent import updates and appends your current records. to ensure that you import successfully. however. 2. For more information and details.csv file). click Delete. • You can perform multiple imports. The instructions in this chapter describe how to use the Configuration page and how to use cross-references to locate appropriate documentation for the linked pages. click Delete. Next to the message you wish to delete. the change displays in the TLO audit. Import Link Importing employees is a good choice when first setting up your Paychex Time and Labor Online account. verify you are thoroughly prepared and organized before beginning any import operation. To confirm the deletion. or. including changes made to employee information in adjoining applications. • Employee Updates: Changes made to employee demographic information. Paychex Time and Labor Online deletes the message automatically when it expires. Because you can affect large quantities of data.

Enable/Disable the Status Board Click Configuration. the Status Board displays all employees. or on break. You can view the employee’s status from the Status Board.13 3/11/09 . a green push-pin in the working column indicates that the employee is currently clocked in. at lunch. The Notes column displays notes that the employee entered at his or her last punch. out. Administrator Functions: The Sub-Menus Status Board Tab The Status Board allows you to view employees that are in. For example. Paychex Time and Labor Online User's Guide 4 . By default. working. and you can select if employees can view the Status Board. Payroll policies and employee settings define if employees can view the Status Board. The Status Board displays a grid with the following columns: • Employee Name • Out • Working • At Lunch • On Break • Last Transaction Time • Notes Colored push-pins in the columns indicate if the employee is out for the day. at lunch. You can view all employees or filter to see just the employees you need. or on break. a red push-pin in the Out column indicates that employee clocked out. The number of pages needed to list all employees displays at the bottom of the employee listing. but you cannot change it.

then click the Generate my Report button. click Apply. Filter for a Particular Labor Level You can filter the list to display only employees of a particular Labor Level. To apply the filter. 1.Administrator Functions: The Sub-Menus Customize the Status Board Navigate in the Status Board Tab To navigate to a different page of employees in the Status Board. Select your criteria. 2. click Next. 2. or type the page number you wish to navigate to. To apply the filter.14 Paychex Time and Labor Online User's Guide 1/8/10 . then click Go. 2. then select All Types. 3. Display the complete employee listing after filtering for a status 1. Click the Filter drop-down menu. Go to Admin home. The Admin home page displays with the employee in the Current Employee section. click Filter. You can then view your report under the Generated Reports section. Navigate to the Admin Home Page for a Selected Employee Click the employee’s name under the Search Results section. Click Change Labor Level then select the Labor Level to display from the drop- down menus. 4 . Click Generate Status Board Results. Print Status Board Results 1.

15 3/11/09 . Administrator Functions: The Sub-Menus Personal Settings Paychex Time and Labor Online allows each employee to customize their own workspace in a variety of ways. including color schemes and fonts These settings store with the employee’s user profile. and are available from any authorized computer when an employee logs in. Paychex Time and Labor Online User's Guide 4 . The settings that an employee can customize are: • The section states on the Employee home page • The section states on the Admin home page • Labor Levels • The number of employees displayed on the Status Board • The general appearance of the site.

Minimize In the minimized state. or hide sections. 4 . We recommend this state for sections you use frequently because it gives you the fastest access to a section’s contents and actions. This state is recommended for sections you rarely or never use. Pages with hidden sections display faster than pages with maximized or minimized sections. You can maximize. For example if you will not be using schedules in Time and Labor Online. The following describes the three section states: State Description Maximize In the maximized state. We recommend this state for sections you use occasionally. a section’s label and its content are visible. neither the section’s label nor its content is visible. The content of a minimized section is readily maximized by clicking its label. the section’s label is visible. Pages with minimized sections display faster because less information needs to be transferred from the Paychex Time and Labor Online servers to the user’s screen. Select the appropriate state for each Employee home page section. but its content is not. Hidden In the hidden state. you can customize the section states of your Employee home page. Understanding these states is helpful when customizing the personal settings for your Employee home page. the Hidden option removes this unnecessary information from your Admin Home page. You cannot see the section at all. minimize. except for Pay Adjustments. all sections are maximized. Employee Home Page Subsection You can change the default state for the sections of your Employee home page.Administrator Functions: The Sub-Menus Section States In Paychex Time and Labor Online.16 Paychex Time and Labor Online User's Guide 1/8/10 . When you first visit Paychex Time and Labor Online.

Type the number in the Search Results section of the Admin home page. rights to Paychex Time and Labor Online. either full or department- restricted. Administrator Functions: The Sub-Menus Admin Home Page Section Note: This section displays only if you have administrative. Sections Change the default state for the sections of your Admin home page by selecting a state for each section.17 12/9/10 . For more information on the different states available. Search Settings Specify how many names to display per page. refer to Section States. Employee Summary Fields You can select up to four fields to display in the in the Employee Summary section of the Admin Home page. Paychex Time and Labor Online User's Guide 4 .

4 .. To display the labor level’s number next to its name you can select in on-screen views and drop-down menus. refer to Section States. click Yes. Note: This section displays only if you have administrator rights to Paychex Time and Labor Online Sections Change the default state for the sections of your Departments page by selecting a state for each section.18 Paychex Time and Labor Online User's Guide 3/11/09 . Example: Business Units. refer to Section States. For additional information on the different states available and what they mean. For additional information on the different states. to display only the labor level name. or. Labor Levels The name of this section refers to defined labor levels in your account. To display labor level numbers and names on-screen.Administrator Functions: The Sub-Menus Labor Levels Page You can change the default state for the sections of the Departments page. click No.

Paychex Time and Labor Online User's Guide 4 .19 3/11/09 . Administrator Functions: The Sub-Menus Status Board Page Subsection You can customize the display and refresh settings for the Status Board page. Other users view their own customized sites. • Status board refreshes every X minutes: Type how often you wish the Status Board to refresh. General Look and Feel Subsection The General Look and Feel screen allows you to customize your personal format settings for Paychex Time and Labor Online. but they apply only when you are logged on. These settings affect all areas of the application. Type 0 if you do not want it to refresh. Type the settings as appropriate: • Number of employees to list per page: Type the number of employees to display on each page of the Status Board list.

Administrator Functions: The Sub-Menus Enter the settings as appropriate: Field Description Color Theme Select a theme: Select a color scheme to apply. Session Time Select the length of time that the system remains logged Out on without any activity from the user. 4 . Labor Levels Type the number of previous levels to display in Drop Down department drop-down menus. • Full Names: Select an order for displaying full names. Note: Type the number of levels in your department hierarchy. If you are unsure. • Date: Select a format for displaying dates. • Time: Select a format for displaying time. • Heading Font Name: Select a font for section and page headings. • Time Duration: Select a format for displaying total times. Fonts • General Font Name: Select a font for regular text. This enables you to see Lists the full hierarchy of your department structure. leave this setting at 720. • Heading Font Size: Select a font size for section and page headings. less one. For example. • General Font Size: Select a font size for regular text. if there are three levels in your department structure. Size Type a default width in pixels for pages in your browser. enter two. Formats Define a look for page content.20 Paychex Time and Labor Online User's Guide 3/11/09 .

Administrator Functions: The Sub-Menus Custom Reporting The Custom Reports page provides access to customizable reports that allow the user to define the parameters of a report. Note: The Custom Reporting page only displays upon request. or . . . select Admin | Home | Reports.csv. With Custom Reporting. subtotals. Please contact your TLO administrator or Paychex representative to activate this feature. refer to Create New Report or Export in this section. Refer to the Data Export Field Mapping Document at the end of the chapter for a list of all available fields that you can export and their location within the application. . • To view a generated custom report. . users navigate through a series of screens with options for defining filters. emailed. Paychex Time and Labor Online User's Guide 4 .xml.rtf. sorting.21 8/22/12 . or downloaded to a preferred format (.xls. totals.tiff). display headings. • To create a custom report.pdf. and settings about field access that can be viewed in a browser.

• If the report is scheduled to run at a specific time. The format is determined by the preferences set in Personal Settings. Generating displays. with Copy appended to the report name. The date and time format is determined by the preferences set in Personal Settings. Remove Displays when the report has remove permissions. Valid values: Public. 4 . Private Type Displays each custom report’s type based on the Type selected during step 1 of Create New Report or Export. Click to make a copy of the report.22 Paychex Time and Labor Online User's Guide 8/22/12 . Valid values: Company. Click to display step 1 of the Create New Report or Export process. All existing data is pre-populated. Access Displays the appropriate value for each custom report. depending on preference. Notes: • The time format can be 12-hour or 24-hour.Administrator Functions: The Sub-Menus Setting Description Create New Report or Export Displays step 1 of 5 of the Create New Report or Export screens. • If the report is not scheduled to run again automatically. Report Name Displays the name you gave to the report when creating the report request. • If the report is generating. the next run time displays. Clicking a report name brings you to step 5 of the Create New Report or Export process so that you can generate the report. refer to Create New Report or Export in this section. Creator Displays the creator of each custom report. Edit Displays when the report has edit permissions. Employee Last Modified Displays the date each custom report was last modified. All existing data is pre-populated. click Admin | Home | Reports. To Be Queued Displays the date and time of a queued report. Creator only displays in the Other Users’ Scheduled Custom Reports section. Copy Displays when the report has copy permissions. Access only displays in the My Scheduled Custom Reports section. Not Scheduled displays. • To view a custom report. • To create a custom report.

Paychex Time and Labor Online User's Guide 4 . 10. This is a required field. 8. Complete the applicable fields. The Custom Reporting: Create New Report or Export . 3. The more information you select. 5. 6. Note: The Report Gauge updates as information moves to the Information In Report box. If you need advanced filters. 2. If applicable.23 8/22/12 . Add applicable sorting options from the Report Information and Direction drop-down menus. Type a report name in the Report Name: field. Note: Click a Step number icon to jump between steps. 4. Press and hold Ctrl or Shift to select more than field at a time. the longer it takes the report to run. Administrator Functions: The Sub-Menus Create New Report or Export Use Create New Report or Export to create a report or export data. select the Discard Duplicate Information check box to ensure duplicate information does not print on the report. 9.Step 3 of 5 screen displays.Step 2 of 5 screen displays. Click Next >>. 50 – 100% 25 – 49% 1 – 24% 0% 7. Click Next >>. Default values are used in any steps jumped. Click Admin | Reports | Custom Reports. The Custom Reporting: Create New Report or Export - Step 1 of 5 screen displays. 1. click Employee Filters or Schedule Filters from the Choose Advanced Reporting Filters section. Select the report type from the Type drop-down menu. Select the information from the Choose Information for Report list that you want to add to the report. then click >> to move the information to the Information in Report list. The Custom Reporting: Create New Report or Export . Choose basic reporting filters from the applicable fields. Click Create New Report or Export.

5. 1. This is a required field. add grand totals. 11. Select the report type from the Type drop-down menu. 18. 15. The Custom Reporting: Create New Report or Export . Click Add Another to enter another email address. add averages. Enter email addresses to send the report to when completed in the Email field. Click the applicable Scheduling option to schedule as soon as possible or to run at a specific time.24 Paychex Time and Labor Online User's Guide 8/22/12 . Click the applicable Report Header information radio button to include or suppress header information. 14. etc. select the Discard Duplicate Information check box to ensure duplicate information does not print on the report.Administrator Functions: The Sub-Menus Note: In some cases.Step 4 of 5 screen displays. • Microsoft Excel file (XLS) • XML • CSV • PDF • RTF • TIFF 17. The Custom Reporting: Create New Report or Export . 3. 12. 19. Click for the applicable custom report that you want to edit. 13. Default values are used in any steps jumped. Edit Custom Report or Export Information Note: Click a Step number icon to jump between steps. Click Generate My Report. 4. 16. Click Next >>. The Custom Reporting: Create New Report or Export . Click Next >>.Step 5 of 5 displays. If applicable. Click Admin | Reports | Custom Reports. Select the applicable Access to Report or Export option from the drop-down menu to make the report or export only available to you (private) or all users (public). you can subtotal specific fields depending on the sort options you selected. Select the report format from the Report Format drop-down menu. Choose Additional Options you want for the report (rename column headers. Type a report name in the Report Name: field. 2.Step 1 of 5 screen displays. 4 .

Select basic reporting filters for the applicable fields.Step 2 of 5 screen displays. The more information you select. Press and hold Ctrl to select more than one line of information at a time. The Custom Reporting: Create New Report or Export . If you need advanced filters. 13. Enter email addresses to send the report to when completed in the Email field. 14. 18.25 8/22/12 . Note: The Report Gauge updates as information moves to the Information In Report box. 15. Click Next >>. 8. 19. Click Add Another to enter another email address. 16. the longer the report takes to run. Choose Additional Options you want for the report.Step 5 of 5 displays. 10. The Custom Reporting: Create New Report or Export . Complete the applicable fields. 7. Paychex Time and Labor Online User's Guide 4 . Select the applicable Access to Report or Export option from the drop-down menu to make the report or export only available to you (private) or all users. 12. Add applicable sorting options from the Report Information and Direction drop-down menus. Click Next >>. The Custom Reporting: Create New Report or Export . click Employee Filters or Schedule Filters from the Choose Advanced Reporting Filters section.Step 4 of 5 screen displays. Click Generate My Report. • Microsoft Excel file (XLS) • XML • CSV • PDF • RTF • TIFF 17. The Custom Reporting: Create New Report or Export . 9. Administrator Functions: The Sub-Menus 6. then click >> to move the information to the Information in Report list. Click the applicable Report Header information radio button to include or suppress header information. Click the applicable Scheduling option to schedule as soon as possible or at a specific time.Step 3 of 5 screen displays. Click Next >>. 11. Select the information from the Choose Information for Report list that you want to add to the report. Click Next >>. Select the report format from the Report Format drop-down menu.

2. 4 . Copy a Report or Export 1.Administrator Functions: The Sub-Menus Remove Report or Export Information 1. Click Admin | Reports | Custom Reports. click OK. A copy of the report is created in the My Scheduled Custom Reports section with Copy appended to the report name. When the pop-up message displays. Click Admin | Reports | Custom Reports.26 Paychex Time and Labor Online User's Guide 1/8/10 . You can edit or generate the report. Click for each report or export you want to remove. 3. 2. Click for the each report or export you want to copy.

First Name Admin | Home | Add/Edit Employee | Employee Information | First Name/Last Name Paychex Time and Labor Online User's Guide 4 .27 8/22/12 . Administrator Functions: The Sub-Menus Employee Data Type Fields Employee Data Type Fields Time & Labor Online Field Location Benefit Adjustments | Day Admin | Home | Benefits | Benefit Type | Benefit Adjustment | Day Benefit Adjustments | Date Admin | Home | Benefits | Benefit Type | Benefit Adjustment | Date Benefit Adjustments | Hours Admin | Home | Benefits | Benefit Type | Benefit Adjustment | Hours Benefit Adjustments | Notes Admin | Home | Benefits | Benefit Type | Benefit Adjustment | Notes Benefit Adjustments | Pay Type Code (Benefit Admin | Configuration | Pay Types | Code Adjustment) Benefit Adjustments | Pay Type Description Admin | Home | Benefits | Benefit Type | Benefit Adjustment | Type (Benefit Adjustment) Custom Fields | Custom Field Name Admin | Home | Edit Employee | Custom Field Name Employee | Accrual Rule Admin | Home | Add/Edit Employee | Employee Benefits | Accrual Rule Employee | Allow Employee Clock In/Out Web Admin | Home | Add/Edit Employee | Web Access | Web Access Settings | Allow Employee Clock In/Out Web Employee | Allow Submittal Admin | Home | Add/Edit Employee | Time Sheet Submittal and Attendance Tracking | Time Sheet Submittal | Allow Submittal Employee | Badge Number Admin | Home | Add/Edit Employee | Employee Information | Badge Number Employee | Benefit Start Date (Employee) Admin | Home | Add/Edit Employee | Employee Benefits | Benefit Start Date Employee | Charge Rate (Employee) Admin | Home | Add/Edit Employee | Payroll Information | Charge Rate Employee | Contact City Admin | Home | Add/Edit Employee | Contact Information | City Employee | Contact Email Admin | Home | Add/Edit Employee | Contact Information | E-mail Employee | Contact Phone 1 Admin | Home | Add/Edit Employee | Contact Information | Phone 1 Employee | Contact Phone 2 Admin | Home | Add/Edit Employee | Contact Information | Phone 2 Employee | Contact State Admin | Home | Add/Edit Employee | Contact Information | State Employee | Contact Street Admin | Home | Add/Edit Employee | Contact Information | Street Employee | Contact Zip Admin | Home | Add/Edit Employee | Contact Information | Zip Employee | Default Clock-In Time Admin | Home | Add/Edit Employee | Time Sheet Submittal and Attendance Tracking | Time Sheet Submittal | Default Clock-In Time Employee | Default Labor Levels (Employee) Admin | Home | Add/Edit Employee | Employee's Default Labor Level Employee | Employee Number Admin | Home | Add/Edit Employee | Employee Information | Employee Number Employee | Employee Type Admin | Home | Add/Edit Employee | Payroll Information | Employee Type Employee | End Date (Employee) Admin | Home | Add/Edit Employee | Employee Information | End Date Employee | Enforce Lunch Admin | Home | Add/Edit Employee | Payroll Information | Enforce Lunch Employee | Enforce Schedule Admin | Home | Add/Edit Employee | Payroll Information | Enforce Schedule Employee | Feature Access Template Admin | Home | Add/Edit Employee | Web Access | Web Access Settings | Feature Access Template Employee | First Name Admin | Home | Add/Edit Employee | Employee Information | First Name Employee | First Name Last Name Admin | Home | Add/Edit Employee | Employee Information | First Name/Last Name Employee | First Name Middle Initial Last Admin | Home | Add/Edit Employee | Employee Information | First Name Name/Middle Name/Last Name Employee | First Name Middle Name Last Admin | Home | Add/Edit Employee | Employee Information | First Name Name/Middle Name/Last Name Employee | Holiday List Admin | Home | Add/Edit Employee | Payroll Information | Holiday List Employee | IP Access Policy Admin | Home | Add/Edit Employee | Web Access | Web Access Settings | IP Access Policy Employee | Last Name Admin | Home | Add/Edit Employee | Employee Information | Last Name Employee | Last Name.

Administrator Functions: The Sub-Menus Employee Data Type Fields Time & Labor Online Field Location Employee | Last Name.28 Paychex Time and Labor Online User's Guide 10/3/12 . First Name Middle Admin | Home | Add/Edit Employee | Employee Information | First Initial Name/Middle Name/Last Name Employee | Middle Name Admin | Home | Add/Edit Employee | Employee Information | Middle Name Employee | Non-Work Hours Admin | Home | Add/Edit Employee | Time Sheet Submittal and Attendance Tracking | Time Sheet Submittal | Non-Work Hours Employee | Pay Rate Admin | Home | Add/Edit Employee | Payroll Information | Pay Rate Employee | Payroll Policy Admin | Home | Add/Edit Employee | Payroll Information | Payroll Policy Employee | Salary Type Admin | Home | Add/Edit Employee | Payroll Information | Salary Type Employee | Shift Differential Admin | Home | Add/Edit Employee | Payroll Information | Shift Differential Employee | Shift Length in minutes Admin | Home | Add/Edit Employee | Time Sheet Submittal and Attendance Tracking | Attendance Tracking | Shift Length in minutes Employee | Start Date Admin | Home | Add/Edit Employee | Employee Information | Start Date Employee | Status Admin | Home | Add/Edit Employee | Employee Information | Status Employee | Time Zone Admin | Home | Add/Edit Employee | Employee Information | Time Zone Employee | Title Admin | Home | Add/Edit Employee | Employee Information | Title Employee | Track Attendance Only Admin | Home | Add/Edit Employee | Time Sheet Submittal and Attendance Tracking | Attendance Tracking | Track Attendance Only Employee | Web Access Admin | Home | Add/Edit Employee | Web Access | Web Access Employee | Web Login ID Admin | Home | Add/Edit Employee | Web Access | Web Access | Web Access Settings | Web Login ID Employee | Work Hours Admin | Home | Add/Edit Employee | Time Sheet Submittal and Attendance Tracking | Time Sheet Submittal | Work Hours Employee Benefits | Accrued Hours Admin | Home | Benefits | Benefit Type | Detailed Benefits | Accrued Employee Benefits | Approved Hours Admin | Home | Benefits | Benefit Type | Approved Employee Benefits | Available Balance Admin | Home | Benefits | Benefit Type | Available Balance Employee Benefits | Balance Admin | Home | Benefits | Benefit Type | Balance Employee Benefits | Calc Thru Admin | Home | Benefits | Benefit Type | Detailed Benefits | Calc Thru Employee Benefits | Current Balance Admin | Home | Benefits | Benefit Type | Detailed Benefits | Current Balance Employee Benefits | Granted Hours Admin | Home | Benefits | Granted Employee Benefits | Initial Hours Admin | Home | Benefits | Initial Employee Benefits | Last Rollover Admin | Home | Benefits | Benefit Type | Detailed Benefits | Last Rollover Employee Benefits | Pay Type Code Admin | Configuration | Pay Types | Code (Employee Benefits) Employee Benefits | Pay Type Description Admin | Home | Benefits | Benefit Type (Employee Benefits) Employee Benefits | Reset Date Admin | Home | Benefits | Benefit Type | Detailed Benefits | Reset Day (mm/dd) Employee Benefits | Used Hours Admin | Home | Benefits | Used Exceptions | Exception Name Admin | Home | Exceptions | Exception Exceptions | Date/Time Admin | Home | Exceptions | Date/Time Groups Managed | Group Name Admin | Configuration | Employee Group Members | Add | Add Group | Employee Group Name Group Membership | Group Name Admin | Configuration | Employee Group Members | Current Group | Group Name Group Membership | Manager Name Admin | Configuration | Employee Group Members | Managers Name Finger Template | Fingerprint Status Admin | Configuration | System | Time Clocks Labor Levels | Labor Level Charge Rate Admin | Configuration | Labor Levels | Setup Labor Levels | Charge Rate Labor Levels | Labor Level Code Admin | Configuration | Labor Levels | Setup Labor Levels | Code Labor Levels | Labor Level Detail Description Admin | Configuration | Labor Levels | Setup Labor Levels | Description Labor Levels | Labor Level Name Admin | Configuration | Labor Levels | Define Labor Levels 4 .

Administrator Functions: The Sub-Menus Employee Data Type Fields Time & Labor Online Field Location Labor Levels | Labor Level Override Charge Admin | Configuration | Labor Levels | Assign Labor Level Override Rates | Rate Charge Rate Labor Levels | Labor Level Override Pay Rate Admin | Configuration | Labor Levels | Assign Labor Level Override Rates | Pay Rate Labor Levels | Labor Level Pay Rate Admin | Configuration | Labor Levels | Setup Labor Levels | Pay Rate Labor Levels | Labor Level Prevailing Charge Prevailing Rate based on Setup Labor Levels or Assign Labor Level Override Rate Rates | Charge Rate Labor Levels | Labor Level Prevailing Pay Rate Prevailing Rate based on Setup Labor Levels or Assign Labor Level Override Rates | Pay Rate Pay Adjustments | Amount Admin | Home | Pay Adjustments | Amount Pay Adjustments | Date Admin | Home | Pay Adjustments | Date Pay Adjustments | Day Admin | Home | Pay Adjustments | Day Pay Adjustments | Notes Admin | Home | Pay Adjustments | Notes Pay Adjustments | Pay Adjustment Code Admin | Configuration | System | Pay Adjustment Types | Code Pay Adjustments | Pay Adjustment Type Admin | Configuration | System | Pay Adjustment Types | Description Permission to Employee Manager Groups | Admin | Home | Edit Employee | Web Access | Permission to Employee Group Name Manager Groups | Group Name Permission to Employee Manager Groups | Admin | Configuration | Security | Employee Group Members Managed? Permission to Employee Manager Groups | Admin | Configuration | Security | Employee Group Members Manager Name Punch Detail | # of Hours Admin | Home | Time Sheet | Expanded View | Number of Hours Punch Detail | Action Admin | Home | Time Sheet | Expanded View | Action Punch Detail | Apply towards Overtime Admin | Home | Time Sheet | Expanded View | Apply Towards Overtime Punch Detail | Clock ID Admin | Configuration | Security | Time Sheet Audit Trails Punch Detail | Date Admin | Home | Time Sheet | Expanded View | Date Punch Detail | Employee Note Admin | Home | Time Sheet | Expanded View | Employee Notes Punch Detail | Labor Levels Admin | Home | Time Sheet | Expanded View | Employee Labor Level Punch Detail | Pay Level Admin | Home | Time Sheet | Expanded View | Pay Level Punch Detail | Pay Type Code (Punch Detail) Admin | Configuration | System | Pay Types | Code Punch Detail | Pay Type Description (Punch Admin | Home | Time Sheet | Expanded View | Pay Type Detail) Punch Detail | Rounded Time Admin | Home | Time Sheet | Expanded View | Time Punch Detail | Shift Code Admin | Home | Time Sheet | Expanded View | Shift Differential Information | Shift Punch Detail | Source Admin | Configuration | Security | Time Sheet Audit Trails Punch Detail | Supervisor Approved Admin | Home | Time Sheet | Expanded View | Supervisor Approved Punch Detail | Supervisor Notes Admin | Home | Time Sheet | Expanded View | Supervisor Notes Punch Detail | Swipe & Go Admin | Home | Time Sheet | Expanded View | Swipe and Go Punch Detail | Time (Punch Detail) Admin | Home | Time Sheet | Expanded View | Time Schedule | Day of the Week Admin | Home | Schedule | Day Schedule | Date Admin | Home | Schedule | Date Schedule | End Time Admin | Home | Schedule | End Time Schedule | Labor Levels Admin | Home | Schedule | Edit Schedule | Labor Levels Schedule | Start Time Admin | Home | Schedule | Start Time Time Card | Charge Rate Admin | Home | Edit Employee | Payroll Information | Charge Rate Time Card | Date Admin | Home | Time Sheet | Date In/Out Time Card | Day Admin | Home | Time Sheet | Day Time Card | Earning Code Admin | Configuration | System | General Configuration | Export Matrix Time Card | Employee Approved Admin | Home | Time Sheet | App.29 8/22/12 . Paychex Time and Labor Online User's Guide 4 .

30 Paychex Time and Labor Online User's Guide 8/22/12 . Time Card | Supervisor Approved By Admin | Configuration | Security | Time Sheet Audit Trails Time Card | Supervisor Modified Admin | Configuration | Security | Time Sheet Audit Trails Time Card | Supervisor Notes Admin | Home | Time Sheet | Supervisor Note Time Card | Total Hours Admin | Home | Time Sheet Time Card | Unpaid Hours Admin | Home | Time Sheet | Unpaid Time Off Request | Employee Notes Employee | Home | Time Off Request | Request Status | Employee Notes Time Off Request | Include Holidays Employee | Home | Time Off Request | Request Status | Include Holidays Time Off Request | Include Weekends Employee | Home | Time Off Request | Request Status | Include Weekends Time Off Request | Pay Type Code (Time Off Admin | Configuration | System | Pay Types | Code Request) Time Off Request | Pay Type Description (Time Admin | Configuration | System | Pay Types | Description Off Request) Time Off Request | Request Start Date Employee | Home | Time Off Request | Request Status | Start Date Time Off Request | Request Start Time Employee | Home | Time Off Request | Request Status | Start Time Time Off Request | Status Employee | Home | Time Off Request | Request Status | Status Time Off Request | Status Date Employee | Home | Time Off Request | Request Detail | Status Date Time Off Request | Submitted Date Admin | Home | Time Off Request Time Off Request | Supervisor Name Employee | Home | Time Off Request | Request Detail | Status User Time Off Request | Total Hours Admin | Home | Time Off Request Time Off Request Details | Date Submitted Admin | Home | Time Off Request | Submitted Time Off Request Details | Employee Notes Admin | Home | Time Off Request | Employee Notes Time Off Request Details | End Date Admin | Home | Time Off Request | End Date Time Off Request Details | End Time Admin | Home | Time Off Request | End Date Time Off Request Details | Hours Admin | Home | Time Off Request | Hours Time Off Request Details | Pay Type Code Admin | Configuration | System | Pay Types | Code (Time Off Request Details) Time Off Request Details | Pay Type Admin | Configuration | System | Pay Types | Description Description (Time Off Request Details) Time Off Request Details | Start Date Admin | Home | Time Off Request | Start Date 4 .Administrator Functions: The Sub-Menus Employee Data Type Fields Time & Labor Online Field Location Time Card | Employee Notes Admin | Home | Time Sheet | Employee Note Time Card | End Time Admin | Home | Time Sheet | Time Out Time Card | Exception Code Admin | Home | Time Sheet | Exception Time Card | Exception Description Admin | Home | Time Sheet | Exception Time Card | Labor Levels Admin | Home | Time Sheet | Expanded View | Employee Labor Level Time Card | OT1 Admin | Home | Time Sheet | OT1 Admin | Home | Time Sheet | OT2 Time Card | OT2 Time Card | Paid Hours Admin | Home | Time Sheet | Reg Time Card | Pay Rate Admin | Home | Edit Employee | Payroll Information | Pay Rate Time Card | Pay Type Code (Time Card) Admin | Configuration | System | Pay Types | Code Time Card | Pay Type Description (Time Card) Admin | Home | Time Sheet | Type Time Card | Regular Admin | Home | Time Sheet | Reg Time Card | Rounded End Time Admin | Home | Time Sheet | Expanded View | Time Time Card | Rounded Start Time Admin | Home | Time Sheet | Expanded View | Time Time Card | Shift Code Admin | Home | Time Sheet | Shift Time Card | Start Time Admin | Home | Time Sheet | Time In Time Card | Supervisor Approved Admin | Home | Time Sheet | App.

31 8/22/12 . Administrator Functions: The Sub-Menus Employee Data Type Fields Time & Labor Online Field Location Time Off Request Details | Start Time Admin | Home | Time Off Request | Start Time Time Off Request Details | Status Admin | Home | Time Off Request | Status Time Off Request Details | Status Date Admin | Home | Time Off Request Time Off Request Details | Supervisor Name Admin | Home | Time Off Request Time Off Request Details | Supervisor Notes Admin | Home | Time Off Request | Supervisor Notes Zone | Supervisor Admin | Configuration | System | Time Clocks | Clock Configuration | Zones Zone | Zone Name Admin | Configuration | System | Time Clocks | Clock Configuration | Zones Paychex Time and Labor Online User's Guide 4 .

Administrator Functions: The Sub-Menus Company Data Type Fields Company Data Type Fields Time & Labor Online Field Location Admin | Configuration | System | General Configuration | Company Information Company | Address 1 | Address 1 Admin | Configuration | System | General Configuration | Company Information Company | Address 2 | Address 2 Admin | Configuration | System | General Configuration | Company Information Company | City | City Admin | Configuration | System | General Configuration | Company Information Company | Company Name | Company Name Admin | Configuration | System | General Configuration | Company Information Company | Fax | Fax Admin | Configuration | System | General Configuration | Company Information Company | Phone | Phone Admin | Configuration | System | General Configuration | Company Information Company | State | State Admin | Configuration | System | General Configuration | Company Information Company | Zip | Zip Company | Custom Personal Information | Admin | Configuration | System | Custom Personal Information | Custom Field Name Personal Field | Field Name Company | Employee Defaults | Access Group Admin | Configuration | System | New Employee Defaults | Web Access | 1 Employee Manager Group 1 Company | Employee Defaults | Access Group Admin | Configuration | System | New Employee Defaults | Web Access | 2 Employee Manager Group 2 Admin | Configuration | System | New Employee Defaults | Benefits | Accrual Company | Employee Defaults | Accrual Rule Rule Company | Employee Defaults | Allow EEs to Admin | Configuration | System | New Employee Defaults | Web Access | Allow Access the System Through the Web Employees to Access the system through the web Company | Employee Defaults | Allow EEs to Admin | Configuration | System | New Employee Defaults | Web Access | Allow Clock In/Out Through the Web Employee to clock in/out through the web Company | Employee Defaults | Allow EEs to Admin | Configuration | System | New Employee Defaults | Web Access | Allow Submit Time Sheets Employees to submit Time Sheets for Company | Employee Defaults | Default Clock.32 Paychex Time and Labor Online User's Guide 8/22/12 . Admin | Configuration | System | New Employee Defaults | Web Access | Work Hours to “Paid” Default Non-Work Hours to “Paid” Company | Benefit Policy | Accrual Frequency Admin | Configuration | System | Benefits | Frequency Admin | Configuration | System | Benefits | Miscellaneous Settings | Hours to Company | Benefit Policy | Adjustment Cap Accrue are calculated based on Company | Benefit Policy | Benefit Policy Name Admin | Configuration | System | Benefits | Policy Name | Benefit Policy Name Company | Benefit Policy | Benefit Type Code Admin | Configuration | System | Pay Types Company | Benefit Policy | Benefit Type Name Admin | Configuration | System | Benefits Admin | Configuration | System | Benefits | Rules | Add Rule | Cap annual used Company | Benefit Policy | Cap Benefit Hours benefit hours at Admin | Configuration | System | Benefits | Miscellaneous Settings | Disable Company | Benefit Policy | Disable Benefits benefit calculations Company | Benefit Policy | Display on Admin | Configuration | System | Benefits | Miscellaneous Settings | Display Employee Home Page this benefit type on the employee home page Company | Benefit Policy | Do Not Accrue Time Admin | Configuration | System | Benefits | Accruing Calculation Over Work Hours Per Year Admin | Configuration | System | Benefits | Miscellaneous Settings | Enable Company | Benefit Policy | Enable Email Alerts email alerts for time off requests. Admin | Configuration | System | New Employee Defaults | Web Access | In Time Default Clock-In Time Company | Employee Defaults | Default Non. Company | Benefit Policy | End Months Admin | Configuration | System | Benefits | Rules | Add Rule | End Months Company | Benefit Policy | Exclude Overtime Admin | Configuration | System | Benefits | Accruing Calculation From Hours Worked Calculation Admin | Configuration | System | Benefits | Misc Settings | Include future time Company | Benefit Policy | Future Time taken in the time used total for each benefit Company | Benefit Policy | Grant Frequency Admin | Configuration | System | Benefits | Frequency Admin | Configuration | System | Benefits | Rules | Add Rule | Hours to Accrue Company | Benefit Policy | Hours to Accrue on a Daily basis 4 .

33 8/22/12 . Admin | Configuration | System | New Employee Defaults | Web Access | Non- Work Hours (Vac/Sick/Etc) Work Hours (Vac/Sick/Etc) Company | New Employee Defaults | Password Admin | Configuration | System | New Employee Defaults | Web Access | Generation Method Password Generation Method Company | New Employee Defaults | Payroll Admin | Configuration | System | New Employee Defaults | Payroll Information Policy | Payroll Policy Company | New Employee Defaults | Admin | Configuration | System | New Employee Defaults | Web Access | Permission to Employee Access Groups Permission to Employee Manager Groups Paychex Time and Labor Online User's Guide 4 . Administrator Functions: The Sub-Menus Company Data Type Fields Time & Labor Online Field Location Company | Benefit Policy | Hours to Accrue Admin | Configuration | System | Benefits | Accruing Calculation based on Company | Benefit Policy | Maximum Hours to Admin | Configuration | System | Benefits | Rules | Add Rule | Maximum hours Carry Over to carry over year to year Company | Benefit Policy | Member Count Admin | Configuration | System | Benefits | Members Admin | Configuration | System | Benefits | Frequency | Misc Settings | Allow Company | Benefit Policy | Negative Allowance up to negative hours for the current balance Company | Benefit Policy | Negative Allowance Admin | Configuration | System | Benefits | Frequency | Misc Settings | Allow – Available Balance up to negative hours for the available balance Company | Benefit Policy | Negative Allowance Admin | Configuration | System | Benefits | Frequency | Misc Settings | Allow – Current Balance up to negative hours for the current balance Admin | Configuration | System | Benefits | Frequency | Misc Settings | Allow Company | Benefit Policy | Request employees to request time off for this benefit type Company | Benefit Policy | Reset Date Other Admin | Configuration | System | Benefits | Frequency | Reset Date Company | Benefit Policy | Reset Date Type Admin | Configuration | System | Benefits | Frequency | Reset Date Company | Benefit Policy | Restrict Accrue Admin | Configuration | System | Benefits | Restrictions Benefit Amount Company | Benefit Policy | Restrict Grant Admin | Configuration | System | Benefits | Restrictions Benefit Amount Company | Benefit Policy | Restrict Work Hours Admin | Configuration | System | Benefits | Restrictions to Qualify Company | Benefit Policy | Start Months Admin | Configuration | System | Benefits | Rules | Add Rule | Start Months Company | Benefit Policy | Warn Below Admin | Configuration | System | Benefits | Frequency | Misc Settings Negative Allowance Company | Benefit Policy | Warn When Admin | Configuration | System | Benefits | Frequency | Misc Settings Negative Balance Company | Benefit Policy | Work Hours Per Admin | Configuration | System | Benefits | Frequency | Misc Settings Year Company | New Employee Defaults | Admin | Configuration | System | New Employee Defaults | Payroll Information Employee Type | Employee Type Company | New Employee Defaults | Enforce Admin | Configuration | System | New Employee Defaults | Payroll Information Lunch | Enforce Lunch Company | New Employee Defaults | Enforce Admin | Configuration | System | New Employee Defaults | Payroll Information Schedule | Enforce Schedule Company | New Employee Defaults | Feature Admin | Configuration | System | New Employee Defaults | Web Access | Access Template Feature Access Template Company | New Employee Defaults | Hardware Admin | Configuration | System | New Employee Defaults | Hardware Zone 1 Information | Hardware Zone 1 Company | New Employee Defaults | Hardware Admin | Configuration | System | New Employee Defaults | Hardware Zone 2 Information | Hardware Zone 2 Company | New Employee Defaults | Holiday Admin | Configuration | System | New Employee Defaults | Payroll Information List | Holiday List Company | New Employee Defaults | Initial Admin | Configuration | System | New Employee Defaults | Benefits | Initial Personal Personal Company | New Employee Defaults | Initial Admin | Configuration | System | New Employee Defaults | Benefits | Initial Sick Sick Company | New Employee Defaults | Initial Admin | Configuration | System | New Employee Defaults | Benefits | Initial Vacation Vacation Company | New Employee Defaults | Labor Admin | Configuration | System | New Employee Defaults | Labor Levels Levels Company | New Employee Defaults | Login Admin | Configuration | System | New Employee Defaults | Web Access | Generation Method Login Generation Method Company | New Employee Defaults | Non.

Administrator Functions: The Sub-Menus Company Data Type Fields Time & Labor Online Field Location Company | New Employee Defaults | Salary Admin | Configuration | System | New Employee Defaults | Payroll Information Type | Salary Type Company | New Employee Defaults | Shift Admin | Configuration | System | New Employee Defaults | Payroll Information Differential | Shift Differential Company | New Employee Defaults | Time Admin | Configuration | System | New Employee Defaults | Employee Zone Information | Time Zone Company | New Employee Defaults | Work Admin | Configuration | System | New Employee Defaults | Web Access | Work Hours Hours Admin | Configuration | Security | Feature Access Templates | Feature | Company | Feature Access | Allow to Close Admin | Configuration | Closing and Re-Open | Allow to Close Admin | Configuration | Security | Feature Access Templates | Feature | Company | Feature Access | Allow to Re-Open Admin | Configuration | Closing and Re-Open | Allow to Re-Open Company | Feature Access | Assign Labor Admin | Configuration | Security | Feature Access Templates | Feature | Labor Levels Levels | Assign Labor Levels Admin | Configuration | Security | Feature Access Templates | Feature | Company | Feature Access | Assign Policies Admin | Configuration | Assign Policies Company | Feature Access | Benefit Admin | Configuration | Security | Feature Access Templates | Feature | Adjustment (Add) Admin | Home | Benefit Adjustment | Add Company | Feature Access | Benefit Admin | Configuration | Security | Feature Access Templates | Feature | Adjustment (Delete) Admin | Home | Benefit Adjustment | Delete Company | Feature Access | Benefit Admin | Configuration | Security | Feature Access Templates | Feature | Adjustment (Edit) Admin | Home | Benefit Adjustment | Edit Company | Feature Access | Benefit Admin | Configuration | Security | Feature Access Templates | Feature | Adjustments (View) Admin | Home | Benefit Adjustment | View Admin | Configuration | Security | Feature Access Templates | Feature | Company | Feature Access | Benefits (Add) Admin | Configuration | Benefits | Add Admin | Configuration | Security | Feature Access Templates | Feature | Company | Feature Access | Benefits (Delete) Admin | Configuration | Benefits | Delete Admin | Configuration | Security | Feature Access Templates | Feature | Company | Feature Access | Benefits (Edit) Admin | Configuration | Benefits | Edit Admin | Configuration | Security | Feature Access Templates | Feature | Company | Feature Access | Benefits (View) Admin | Configuration | Benefits | View Company | Feature Access | Benefits Admin | Configuration | Security | Feature Access Templates | Feature | Advanced Functions Admin | Configuration | Benefits Advanced Functions Company | Feature Access | Custom Personal Admin | Configuration | Security | Feature Access Templates | Feature | Information (Add) Admin | Configuration | Custom Personal Information | Add Company | Feature Access | Custom Personal Admin | Configuration | Security | Feature Access Templates | Feature | Information (Delete) Admin | Configuration | Custom Personal Information | Delete Company | Feature Access | Custom Personal Admin | Configuration | Security | Feature Access Templates | Feature | Information (Edit) Admin | Configuration | Custom Personal Information | Edit Company | Feature Access | Custom Personal Admin | Configuration | Security | Feature Access Templates | Feature | Information (View) Admin | Configuration | Custom Personal Information | View Company | Feature Access | Define Labor Admin | Configuration | Security | Feature Access Templates | Feature | Labor Levels (Add) Levels | Define Labor Levels | Add Company | Feature Access | Define Labor Admin | Configuration | Security | Feature Access Templates | Feature | Labor Levels (Delete) Levels | Define Labor Levels | Delete Company | Feature Access | Define Labor Admin | Configuration | Security | Feature Access Templates | Feature | Labor Levels (Edit) Levels | Define Labor Levels | Edit Company | Feature Access | Define Labor Admin | Configuration | Security | Feature Access Templates | Feature | Labor Levels (View) Levels | Define Labor Levels | View Company | Feature Access | Employee Group Admin | Configuration | Security | Feature Access Templates | Feature | Members (Add) Security | Employee Group Members | Add Company | Feature Access | Employee Group Admin | Configuration | Security | Feature Access Templates | Feature | Members (Delete) Security | Employee Group Members | Delete Company | Feature Access | Employee Group Admin | Configuration | Security | Feature Access Templates | Feature | Members (Edit) Security | Employee Group Members | Edit Company | Feature Access | Employee Group Admin | Configuration | Security | Feature Access Templates | Feature | Members (View) Security | Employee Group Members | View Company | Feature Access | Employee Admin | Configuration | Security | Feature Access Templates | Feature | Updates Audit Security | Employee Updates Audit Admin | Configuration | Security | Feature Access Templates | Feature | Company | Feature Access | Employees (Add) Admin | Home | Employees | Add 4 .34 Paychex Time and Labor Online User's Guide 8/22/12 .

Administrator Functions: The Sub-Menus Company Data Type Fields Time & Labor Online Field Location Admin | Configuration | Security | Feature Access Templates | Feature | Company | Feature Access | Employees (Edit) Admin | Home | Employees | Edit Company | Feature Access | Employees (Edit Admin | Configuration | Security | Feature Access Templates | Feature | Initial Times) Admin | Home | Employees | Edit | Edit Initial Times Company | Feature Access | Employees Admin | Configuration | Security | Feature Access Templates | Feature | (Recalculate Benefits) Admin | Home | Employees | Edit | Recalculate Benefits Admin | Configuration | Security | Feature Access Templates | Feature | Company | Feature Access | Employees (View) Admin | Home | Employees | View Company | Feature Access | Feature Access Admin | Configuration | Security | Feature Access Templates | Feature | Templates (Add) Security | Feature Access Templates | Add Company | Feature Access | Feature Access Admin | Configuration | Security | Feature Access Templates | Feature | Templates (Delete) Security | Feature Access Templates | Delete Company | Feature Access | Feature Access Admin | Configuration | Security | Feature Access Templates | Feature | Templates (Edit) Security | Feature Access Templates | Edit Company | Feature Access | Feature Access Admin | Configuration | Security | Feature Access Templates | Feature | Templates (View) Security | Feature Access Templates | View Company | Feature Access | Feature Access Admin | Configuration | Security | Feature Access Templates | Add | Feature Template Name Access Template Name Company | Feature Access | General Admin | Configuration | Security | Feature Access Templates | Feature | Configuration (Edit) Admin | Configuration | General Configuration | Edit Company | Feature Access | General Admin | Configuration | Security | Feature Access Templates | Feature | Configuration (View) Admin | Configuration | General Configuration | View Company | Feature Access | Holiday Admin | Configuration | Security | Feature Access Templates | Feature | Regenerate Admin | Configuration | Holidays | Regenerate Holidays Admin | Configuration | Security | Feature Access Templates | Feature | Company | Feature Access | Holidays (Add) Admin | Configuration | Holidays | Add Admin | Configuration | Security | Feature Access Templates | Feature | Company | Feature Access | Holidays (Delete) Admin | Configuration | Holidays | Delete Admin | Configuration | Security | Feature Access Templates | Feature | Company | Feature Access | Holidays (Edit) Admin | Configuration | Holidays | Edit Admin | Configuration | Security | Feature Access Templates | Feature | Company | Feature Access | Holidays (View) Admin | Configuration | Holidays | View Admin | Configuration | Security | Feature Access Templates | Feature | Company | Feature Access | Import Miscellaneous | Import Admin | Configuration | Security | Feature Access Templates | Feature | Company | Feature Access | IP Access (Add) Security | IP Access | Add Company | Feature Access | IP Access Admin | Configuration | Security | Feature Access Templates | Feature | (Delete) Security | IP Access | Delete Admin | Configuration | Security | Feature Access Templates | Feature | Company | Feature Access | IP Access (Edit) Security | IP Access | Edit Admin | Configuration | Security | Feature Access Templates | Feature | Company | Feature Access | IP Access (View) Security | IP Access | View Company | Feature Access | Member Count Admin | Configuration | Security | Feature Access Templates | Members Company | Feature Access | Pay Adjustment Admin | Configuration | Security | Feature Access Templates | Feature | Entries (Add) Admin | Home | Pay Adjustment Entries | Add Company | Feature Access | Pay Adjustment Admin | Configuration | Security | Feature Access Templates | Feature | Entries (Delete) Admin | Home | Pay Adjustment Entries | Delete Company | Feature Access | Pay Adjustment Admin | Configuration | Security | Feature Access Templates | Feature | Entries (Edit) Admin | Home | Pay Adjustment Entries | Edit Company | Feature Access | Pay Adjustment Admin | Configuration | Security | Feature Access Templates | Feature | Entries (View) Admin | Home | Pay Adjustment Entries | View Company | Feature Access | Pay Adjustment Admin | Configuration | Security | Feature Access Templates | Feature | Types (Add) Admin | Home | Pay Adjustment Types | Add Company | Feature Access | Pay Adjustment Admin | Configuration | Security | Feature Access Templates | Feature | Types (Delete) Admin | Home | Pay Adjustment Types | Delete Company | Feature Access | Pay Adjustment Admin | Configuration | Security | Feature Access Templates | Feature | Types (Edit) Admin | Home | Pay Adjustment Types | Edit Company | Feature Access | Pay Adjustment Admin | Configuration | Security | Feature Access Templates | Feature | Types (View) Admin | Home | Pay Adjustment Types | View Admin | Configuration | Security | Feature Access Templates | Feature | Company | Feature Access | Pay Types (Add) Admin | Configuration | Pay Types | Add Company | Feature Access | Pay Types Admin | Configuration | Security | Feature Access Templates | Feature | (Delete) Admin | Configuration | Pay Types | Delete Paychex Time and Labor Online User's Guide 4 .35 8/22/12 .

36 Paychex Time and Labor Online User's Guide 8/22/12 .Administrator Functions: The Sub-Menus Company Data Type Fields Time & Labor Online Field Location Admin | Configuration | Security | Feature Access Templates | Feature | Company | Feature Access | Pay Types (Edit) Admin | Configuration | Pay Types | Edit Admin | Configuration | Security | Feature Access Templates | Feature | Company | Feature Access | Pay Types (View) Admin | Configuration | Pay Types | View Company | Feature Access | Payroll Policies Admin | Configuration | Security | Feature Access Templates | Feature | and New Employee Defaults (Add) Admin | Configuration | Payroll Policies and New Employee Defaults | Add Company | Feature Access | Payroll Policies Admin | Configuration | Security | Feature Access Templates | Feature | and New Employee Defaults (Delete) Admin | Configuration | Payroll Policies and New Employee Defaults | Delete Company | Feature Access | Payroll Policies Admin | Configuration | Security | Feature Access Templates | Feature | and New Employee Defaults (Edit) Admin | Configuration | Payroll Policies and New Employee Defaults | Edit Company | Feature Access | Payroll Policies Admin | Configuration | Security | Feature Access Templates | Feature | and New Employee Defaults (View) Admin | Configuration | Payroll Policies and New Employee Defaults | View Admin | Configuration | Security | Feature Access Templates | Feature | Company | Feature Access | Reports (Delete) Miscellaneous | Reports | Delete Admin | Configuration | Security | Feature Access Templates | Feature | Company | Feature Access | Reports (Run) Miscellaneous | Reports | Run Admin | Configuration | Security | Feature Access Templates | Feature | Company | Feature Access | Reports (View) Miscellaneous | Reports | View Admin | Configuration | Security | Feature Access Templates | Feature | Company | Feature Access | Schedules (Add) Admin | Configuration | Schedules | Add Company | Feature Access | Schedules Admin | Configuration | Security | Feature Access Templates | Feature | (Delete) Admin | Configuration | Schedules | Delete Admin | Configuration | Security | Feature Access Templates | Feature | Company | Feature Access | Schedules (Edit) Admin | Configuration | Schedules | Edit Admin | Configuration | Security | Feature Access Templates | Feature | Company | Feature Access | Schedules (View) Admin | Configuration | Schedules | View Admin | Configuration | Security | Feature Access Templates | Feature Access Company | Feature Access | Security Level Templates Company | Feature Access | Setup Labor Admin | Configuration | Security | Feature Access Templates | Feature | Labor Levels (Add) Levels | Setup Labor Levels | Add Company | Feature Access | Setup Labor Admin | Configuration | Security | Feature Access Templates | Feature | Labor Levels (Delete) Levels | Setup Labor Levels | Delete Company | Feature Access | Setup Labor Admin | Configuration | Security | Feature Access Templates | Feature | Labor Levels (Edit) Levels | Setup Labor Levels | Edit Company | Feature Access | Setup Labor Admin | Configuration | Security | Feature Access Templates | Feature | Labor Levels (View) Levels | Setup Labor Levels | View Company | Feature Access | Shift Differentials Admin | Configuration | Security | Feature Access Templates | Feature | (Add) Admin | Configuration | Shift Differentials | Add Company | Feature Access | Shift Differentials Admin | Configuration | Security | Feature Access Templates | Feature | (Delete) Admin | Configuration | Shift Differentials | Delete Company | Feature Access | Shift Differentials Admin | Configuration | Security | Feature Access Templates | Feature | (Edit) Admin | Configuration | Shift Differentials | Edit Company | Feature Access | Shift Differentials Admin | Configuration | Security | Feature Access Templates | Feature | (View) Admin | Configuration | Shift Differentials | View Company | Feature Access | Status Board Admin | Configuration | Security | Feature Access Templates | Feature | (Suppress Notes for Employees Outside of Miscellaneous | Status Board | Suppress Notes for Employees Outside of Group) Group Company | Feature Access | Status Board Admin | Configuration | Security | Feature Access Templates | Feature | (View) Miscellaneous | Status Board | View Company | Feature Access | Status Board Admin | Configuration | Security | Feature Access Templates | Feature | (View All Employees) Miscellaneous | Status Board | View All Employees Admin | Configuration | Security | Feature Access Templates | Feature | Company | Feature Access | Time Clocks Admin | Configuration | Time Clocks Company | Feature Access | Time Off Admin | Configuration | Security | Feature Access Templates | Feature | Requests (Approve) Admin | Home | Time Off Requests | Approve Company | Feature Access | Time Off Admin | Configuration | Security | Feature Access Templates | Feature | Requests (Deny) Admin | Home | Time Off Requests | Deny Company | Feature Access | Time Off Admin | Configuration | Security | Feature Access Templates | Feature | Requests (View) Admin | Home | Time Off Requests | View Company | Feature Access | Time Sheets Admin | Configuration | Security | Feature Access Templates | Feature | (Add) Admin | Home | Timesheets | Add Company | Feature Access | Time Sheets Admin | Configuration | Security | Feature Access Templates | Feature | (Delete) Admin | Home | Timesheets | Delete 4 .

37 8/22/12 . Company | Holidays | Holiday Admin | Configuration | System | Holidays | Add Holiday | Holiday Name Company | Holidays | Holidays List Name Admin | Configuration | System | Holidays | Holiday List | Holidays List Name Company | Holidays | Include Weekends for Admin | Configuration | System | Holidays | Holidays | Add Holiday | Include Additional Days Weekends for Additional Days Company | Holidays | Member Count Admin | Configuration | System | Holidays | New Holiday List | Members Company | Holidays | Prevent PTO Requests Admin | Configuration | System | Holidays | Holidays | Add Holiday | Prevent on this day PTO Requests on this day Admin | Configuration | Security | IP Access | IP Access Rules | Allow Company | IP Access | Allow Access employee web punching from the IP Access Masks below Paychex Time and Labor Online User's Guide 4 . Administrator Functions: The Sub-Menus Company Data Type Fields Time & Labor Online Field Location Company | Feature Access | Time Sheets Admin | Configuration | Security | Feature Access Templates | Feature | (Edit) Admin | Home | Timesheets | Edit Company | Feature Access | Time Sheets Admin | Configuration | Security | Feature Access Templates | Feature | (View) Admin | Home | Timesheets | View Company | Feature Access | Time Sheets Admin | Configuration | Security | Feature Access Templates | Feature | Audit Trails Security | Time Sheets Audit Trails Company | Feature Access | View/Edit Rates Admin | Configuration | Security | Feature Access Templates | Feature | of Pay Admin | Home | View/Edit Rates of Pay Company | Feature Access | View Employees Admin | Configuration | Security | Feature Access Templates | Feature | Not Assigned to Any Group Admin | Home | View Employees Not Assigned to Any Group Company | General Configuration | Allow Admin | Configuration | System | General Configuration | Benefit Accrual Supervisors to Approve Time with Exceptions Settings | Allow Supervisors to Approve Time with Exceptions Company | General Configuration | Apply Admin | Configuration | System | General Configuration | Benefit Accrual Entire Accrual to Next Year Settings | Apply Entire Accrual to Next Year Company | General Configuration | Apply Admin | Configuration | System | General Configuration | Benefit Accrual Percentage of Accrual to Next Year Settings | Apply Percentage of Accrual to Next Year Company | General Configuration | Global Admin | Configuration | System | General Configuration | Benefit Accrual Benefit Start Date Settings | Use Global Benefit Start Date Company | General Configuration | Global Admin | Configuration | System | General Configuration | Benefit Accrual Reset Date Settings | Use Global Reset Date Admin | Configuration | System | General Configuration | Labor Level Settings | Company | General Configuration | Labor Level Labor Level Description Company | General Configuration | Labor Admin | Configuration | System | General Configuration | Labor Level Settings | Levels Labor Levels Description Company | General Configuration | Use Admin | Configuration | System | General Configuration | Benefit Accrual Accrual Pay Type Detail Date Settings | Use Accrual Pay Type Detail Date Company | General Configuration | Use Admin | Configuration | System | General Configuration | Benefit Accrual Employee's Most Recent Reset Date Settings | Use Employee's Most Recent Reset Date Company | General Configuration | Use Global Admin | Configuration | System | General Configuration | Benefit Accrual Benefit Start Date Settings | Use Global Benefit Start Date Company | General Configuration | Use Global Admin | Configuration | System | General Configuration | Benefit Accrual Reset Settings | Use Global Reset Date Company | General Configuration | Week Start Admin | Configuration | System | General Configuration | Start of Work Week Date for Schedule Templates | Week Start Date Admin | Configuration | Security | Employee Group Members | Current Group | Company | Group | Employee Group Name Add | Employee Group Name Admin | Configuration | Security | Employee Group Members | Current Group | Company | Group | Managed Group Add | Managed Group Company | Group | Manager Employee Admin | Configuration | Security | Employee Group Members | Manager Name Number Company | Group | Manager Name Admin | Configuration | Security | Employee Group Members | Manager Name Company | Group | Start Date Admin | Configuration | Security | Employee Group Members | Start Date Company | Group | Stop Date Admin | Configuration | Security | Employee Group Members | Stop Date Admin | Configuration | Security | Employee Group Members | Current Group | Company | Group | Total Active Members Total Active Members Company | Holidays | Active Admin | Configuration | System | Holidays | Add Holiday | Active Company | Holidays | Company Worked Admin | Configuration | System | Holidays | Holidays | Add Holiday | Company Holiday Worked Holiday Company | Holidays | Date Admin | Configuration | System | Holidays | Add Holiday | Holiday Date Admin | Configuration | System | Holidays | Add Holiday | This holiday lasts for Company | Holidays | Days day(s).

Company | Payroll Policies | Attendance Admin | Configuration | System | Payroll Policies | Attendance Exceptions | Exceptions: Clock-In Grace Period (Minutes Clock-In Grace Period | The grace period ends ? minute(s) before the Before Schedule) scheduled clock-in time. Company | Payroll Policies | Attendance Admin | Configuration | System | Payroll Policies | Attendance Exceptions | Exceptions: Clock-Out Grace Period (Minutes Clock-Out Grace Period | The grace period ends ? minute(s) before the Before Schedule) scheduled clock-out time. 4 .Administrator Functions: The Sub-Menus Company Data Type Fields Time & Labor Online Field Location Admin | Configuration | Security | IP Access | IP Access Rules | Allow site Company | IP Access | Allow Punch access with no punch capability from outside the IP Access Company | IP Access | IP Access Template Admin | Configuration | Security | IP Access | IP Access Policy | Policy Name Name Company | IP Access | IP Mask Admin | Configuration | Security | IP Access | IP Access Masks | Add | IP Mask Company | IP Access | Member Count Admin | Configuration | Security | IP Access | New Policy | Members Admin | Configuration | Labor Levels | Setup Labor Levels | Add new record | Company | Labor Levels | Active Active Admin | Configuration | Labor Levels | Setup Labor Levels | Add new record | Company | Labor Levels | Charge Rate Charge Rate Admin | Configuration | Labor Levels | Setup Labor Levels | Add new record | Company | Labor Levels | Code Code Admin | Configuration | Labor Levels | Setup Labor Levels | Add new record | Company | Labor Levels | Description Description Admin | Configuration | Labor Levels | Define Labor Levels | Selected Labor Company | Labor Levels | Labor Level Name Level | Labor Level Name Admin | Configuration | Labor Levels | Setup Labor Levels | Add new record | Company | Labor Levels | Pay Rate Pay Rate Admin | Configuration | System | Pay Adjustment Types | Edit Adjustment Company | Pay Adjustment Types | Active Type Information | Active Admin | Configuration | System | Pay Adjustment Types | Edit Adjustment Company | Pay Adjustment Types | Code Type Information | Code Admin | Configuration | System | Pay Adjustment Types | Edit Adjustment Company | Pay Adjustment Types | Deduction Type Information | Deduction Admin | Configuration | System | Pay Adjustment Types | Edit Adjustment Company | Pay Adjustment Types | Description Type Information | Description Company | Pay Adjustment Types | Employee Admin | Configuration | System | Pay Adjustment Types | Edit Adjustment Entry Type Information | Employee Entry Admin | Configuration | System | Pay Types | Add | Edit Pay Type Information | Company | Pay Types | Active Active Company | Pay Types | Applies Toward Admin | Configuration | System | Pay Types | Add | Edit Pay Type Information | Benefits Applies towards Benefits Company | Pay Types | Applies Toward Admin | Configuration | System | Pay Types | Add | Edit Pay Type Information | Overtime Applies towards overtime by Default Admin | Configuration | System | Pay Types | Add | Edit Pay Type Information | Company | Pay Types | Benefit Type Benefit Type Admin | Configuration | System | Pay Types | Add | Edit Pay Type Information | Company | Pay Types | Can be Overtime Can be Overtime Company | Pay Types | Counts Toward Admin | Configuration | System | Pay Types | Add | Edit Pay Type Information | Holiday Min Counts Toward Holiday Min Admin | Configuration | System | Pay Types | Add | Edit Pay Type Information | Company | Pay Types | Overrides Absences Overrides Absences for the day Admin | Configuration | System | Pay Types | Add | Edit Pay Type Information | Company | Pay Types | Pay Type Code Code Admin | Configuration | System | Pay Types | Add | Edit Pay Type Information | Company | Pay Types | Pay Type Name Description Company | Payroll Policies | Attendance Admin | Configuration | System | Payroll Policies | Attendance Exceptions | Exceptions: Clock-In Grace Period (Minutes Clock-In Grace Period | The grace period ends minute(s) after the scheduled After Schedule) clock-in time.38 Paychex Time and Labor Online User's Guide 8/22/12 . do not flag the entry as either early or late. Company | Payroll Policies | Attendance Admin | Configuration | System | Payroll Policies | Attendance Exceptions | Exceptions: Clock-Out Grace Period (Minutes Clock-Out Grace Period | The grace period ends ? minute(s) after the After Schedule) scheduled clock-out time. Company | Payroll Policies | Attendance Admin | Configuration | System | Payroll Policies | Attendance Exceptions | Exceptions: Number of minutes after clock Clock-Out Grace Period | If an employee clocks in more than minutes away in/out exceptions from their assigned schedule.

39 8/22/12 . Administrator Functions: The Sub-Menus Company Data Type Fields Time & Labor Online Field Location Company | Payroll Policies | Advanced Admin | Configuration | System | Payroll Policies | Advanced Overtime | Overtime: Unscheduled Days Pay OT2 Unscheduled Days | Pay OT2 Company | Payroll Policies | Advanced Admin | Configuration | System | Payroll Policies | Advanced Overtime | Overtime: Seventh Day Overtime Based On Consecutive Days Overtime | Pay overtime based on Company | Payroll Policies | Advanced Admin | Configuration | System | Payroll Policies | Advanced Overtime | Overtime: Enable Seventh Day Overtime Consecutive Days Overtime | Enable Seventh Day Overtime Company | Payroll Policies | Advanced Admin | Configuration | System | Payroll Policies | Advanced Overtime | Overtime: Enable Sixth Day Overtime Consecutive Days Overtime | Enable Sixth Day Overtime Company | Payroll Policies | Advanced Admin | Configuration | System | Payroll Policies | Advanced Overtime | Time Overtime: Enable Time Worked Outside Worked Outside Schedule | Enable Time Worked Outside Schedule Schedule Company | Payroll Policies | Advanced Admin | Configuration | System | Payroll Policies | Advanced Overtime | Overtime: Seventh Day Overtime Based On Consecutive Days Overtime | Based on Custom Overtime Rules Custom OT1 Company | Payroll Policies | Advanced Admin | Configuration | System | Payroll Policies | Advanced Overtime | Overtime: Seventh Day Overtime Based on Consecutive Days Overtime | Based on Custom Overtime Rules | OT1 Custom OT1 Hours to Qualify Anything over hours Company | Payroll Policies | Advanced Admin | Configuration | System | Payroll Policies | Advanced Overtime | Overtime: Seventh Day Overtime Based On Consecutive Days Overtime | Based on Custom Overtime Rules Custom OT2 Company | Payroll Policies | Advanced Admin | Configuration | System | Payroll Policies | Advanced Overtime | Overtime: Seventh Day Overtime Based on Consecutive Days Overtime | Based on Custom Overtime Rules | OT2 Custom OT2 Hours to Qualify Anything over hours Company | Payroll Policies | Advanced Admin | Configuration | System | Payroll Policies | Advanced Overtime | Overtime: Seventh Day Overtime Levels Consecutive Days Overtime | Pay at overtime level Company | Payroll Policies | Advanced Admin | Configuration | System | Payroll Policies | Advanced Overtime | Overtime: Sixth Day Overtime Based On Consecutive Days Overtime | Pay overtime based on Company | Payroll Policies | Advanced Admin | Configuration | System | Payroll Policies | Advanced Overtime | Time Overtime: Sixth Day Overtime Based On Worked Outside Schedule | Enable Time Worked Outside Schedule Custom OT1 Company | Payroll Policies | Advanced Admin | Configuration | System | Payroll Policies | Advanced Overtime | Time Overtime: Sixth Day Overtime Based On Worked Outside Schedule | Enable Time Worked Outside Schedule Custom OT2 Company | Payroll Policies | Advanced Admin | Configuration | System | Payroll Policies | Advanced Overtime | Time Overtime: Sixth Day Overtime Based on Worked Outside Schedule | Enable Time Worked Outside Schedule Custom OT2 Hours to Quality Company | Payroll Policies | Advanced Admin | Configuration | System | Payroll Policies | Advanced Overtime | Overtime: Sixth Day Overtime Levels Consecutive Days Overtime | Pay at overtime level Company | Payroll Policies | Advanced Admin | Configuration | System | Payroll Policies | Advanced Overtime | Time Overtime: Time Worked Outside Schedule Pay Worked Outside Schedule | Enable Time Worked Outside Schedule Type Company | Payroll Policies | Advanced Admin | Configuration | System | Payroll Policies | Advanced Overtime | Time Overtime: Time Worked Outside Schedule Worked Outside Schedule | Enable Time Worked Outside Schedule Type Company | Payroll Policies | Advanced Admin | Configuration | System | Payroll Policies | Advanced Overtime | Overtime: Unscheduled Days Pay OT1 Unscheduled Days | Pay OT1 Company | Payroll Policies | Advanced Admin | Configuration | System | Payroll Policies | Advanced Overtime | Overtime: Unscheduled Days Pay OT1 Hours Unscheduled Days | Anything over hours Over Company | Payroll Policies | Advanced Admin | Configuration | System | Payroll Policies | Advanced Overtime | Overtime: Unscheduled Days Pay OT2 Hours Unscheduled Days | Anything over hours Over Company | Payroll Policies | Break: Allow Admin | Configuration | System | Payroll Policies | Breaks | Break Type | Auto Manual Break Breaks | Allow manual breaks Company | Payroll Policies | Break: Break Admin | Configuration | System | Payroll Policies | Breaks | Break Type | Duration Minutes Manual/Auto Breaks | Break Detail | Duration Company | Payroll Policies | Break: Break Admin | Configuration | System | Payroll Policies | Breaks | Break Type | Auto Insert At Time Breaks | Break Detail | Start Break at Company | Payroll Policies | Break: Break Admin | Configuration | System | Payroll Policies | Breaks | Break Type | Auto Insert After Minutes End Breaks | Break Detail | End Break minutes after rounded clock in Company | Payroll Policies | Break: Break Admin | Configuration | System | Payroll Policies | Breaks | Break Type | Auto Insert After Minutes Start Breaks | Break Detail | Start Break minutes after rounded clock in Company | Payroll Policies | Break: Break Admin | Configuration | System | Payroll Policies | Breaks | Break Type | Insert At Time Manual/Auto Breaks | Break Detail | Start Break at Paychex Time and Labor Online User's Guide 4 .

40 Paychex Time and Labor Online User's Guide 8/22/12 .Administrator Functions: The Sub-Menus Company Data Type Fields Time & Labor Online Field Location Company | Payroll Policies | Break: Break Is Admin | Configuration | System | Payroll Policies | Breaks | Break Type | Overtime Manual/Auto Breaks | Break Detail | Apply Break to overtime Company | Payroll Policies | Break: Break Is Admin | Configuration | System | Payroll Policies | Breaks | Break Type | Paid Manual/Auto Breaks | Break Detail | Break is paid Company | Payroll Policies | Break: Break Type Admin | Configuration | System | Payroll Policies | Breaks | Break Type Company | Payroll Policies | Break: Enable Admin | Configuration | System | Payroll Policies | Breaks | Advanced Break Break Penalty Rules | Enable Break Penalty Company | Payroll Policies | Break: Round Admin | Configuration | System | Payroll Policies | Breaks Rounding | Round Break Duration To Break Duration | Round actual break durations to the Company | Payroll Policies | Break: Round Admin | Configuration | System | Payroll Policies | Breaks Rounding | Round Break Duration Type Break Duration | Round actual break durations to the Company | Payroll Policies | Break: Round Admin | Configuration | System | Payroll Policies | Breaks Rounding | OUT | Break End To Round to the minutes Company | Payroll Policies | Break: Round Admin | Configuration | System | Payroll Policies | Breaks Rounding | OUT | Break End Type Round to the minutes Company | Payroll Policies | Break: Round Admin | Configuration | System | Payroll Policies | Breaks Rounding | IN | Break Start To Round to the minutes Company | Payroll Policies | Break: Round Admin | Configuration | System | Payroll Policies | Breaks Rounding | IN | Break Start Type Round to the minutes Company | Payroll Policies | Break: Round Admin | Configuration | System | Payroll Policies | Breaks Rounding | Round Short Breaks Down Short Breaks | Round short breaks down Company | Payroll Policies | Break: Round Admin | Configuration | System | Payroll Policies | Breaks Rounding | Round Short Breaks Down Less Than Minutes Short Breaks | Use above rounding only if the break taken is less than minutes Company | Payroll Policies | Break: Round Admin | Configuration | System | Payroll Policies | Breaks Rounding | Round Short Breaks Down to Minutes Short Breaks | Round short breaks down to minutes Company | Payroll Policies | Break: Round Admin | Configuration | System | Payroll Policies | Breaks Rounding | Round Short Breaks up Short Breaks | Round short breaks up Company | Payroll Policies | Break: Round Admin | Configuration | System | Payroll Policies | Breaks Rounding | Round Short Breaks Up Less Than Minutes Short Breaks | Use above rounding only if the break taken is at least minutes Company | Payroll Policies | Break: Round Admin | Configuration | System | Payroll Policies | Breaks Rounding | Round Short Breaks Up To Minutes Short Breaks | Round short breaks up to minutes Company | Payroll Policies | Break: Use Break Admin | Configuration | System | Payroll Policies | Breaks Rounding | Round duration Rounding Break Duration | Round actual break durations to the Company | Payroll Policies | Call Back: Call Admin | Configuration | System | Payroll Policies | Call Back Configuration | Back Create Time Minutes Received Call Back minutes received Company | Payroll Policies | Call Back: Call Admin | Configuration | System | Payroll Policies | Call Back Configuration | Back Create Time Pay Level Call Back hours are paid at Company | Payroll Policies | Call Back: Call Admin | Configuration | System | Payroll Policies | Call Back Configuration | Back Create Type Create Time Company | Payroll Policies | Call Back: Call Admin | Configuration | System | Payroll Policies | Call Back Configuration | Back Pay Adjustment Amount Received Pay adjustment received Company | Payroll Policies | Call Back: Call Admin | Configuration | System | Payroll Policies | Call Back Configuration | Back Pay Adjustment Type Create Pay Adjustment Company | Payroll Policies | Call Back: Call Admin | Configuration | System | Payroll Policies | Call Back Configuration | Back Use Pay Adjustment Export Code Call Back Export Code Company | Payroll Policies | Call Back: Enable Admin | Configuration | System | Payroll Policies | Call Back Configuration | Call Back Enable Call Back Company | Payroll Policies | Comp Time: Admin | Configuration | System | Payroll Policies | Comp Time Configuration | Accruing Comp Time Pay Type Accruing Comp Time Pay Type Company | Payroll Policies | Comp Time: Can Admin | Configuration | System | Payroll Policies | Comp Time Configuration | select Comp Time Allow users to change comp time selection from the Employee Tab Company | Payroll Policies | Comp Time: Admin | Configuration | System | Payroll Policies | Comp Time Configuration | Comp Time Expires Months Accrued comp time expires if not used within months Company | Payroll Policies | Comp Time: Admin | Configuration | System | Payroll Policies | Comp Time Configuration | Comp Time OT1 Factor OT1 hours accrue to comp time by a factor of Company | Payroll Policies | Comp Time: Admin | Configuration | System | Payroll Policies | Comp Time Configuration | Comp Time OT2 Hours OT2 hours accrue to comp time by a factor of Company | Payroll Policies | Comp Time: Admin | Configuration | System | Payroll Policies | Comp Time Configuration | Comp Time Regular Hours Regular hours over Company | Payroll Policies | Comp Time: Admin | Configuration | System | Payroll Policies | Comp Time Configuration | Comp Time Regular Hours Factor accrue to comp time by a factor of 4 .

Admin | Configuration | System | Payroll Policies | Employee Setting | Company | Payroll Policies | Employee Setting: Supervisor Edits | Require a supervisor note when a Supervisor/Manager adds Require Supervisor Note or edits a timesheet. Company | Payroll Policies | Employee Setting: Admin | Configuration | System | Payroll Policies | Employee Setting | Options | Time Sheet Submission View Timesheet submission view Company | Payroll Policies | Employee Setting: Admin | Configuration | System | Payroll Policies | Employee Setting | Work Work Hours Per Year Year | A work year consists of hours Company | Payroll Policies | Holidays: Apply Admin | Configuration | System | Payroll Policies | Holidays | Holiday Holiday on Next Day Timesheet Settings | Apply the Holiday on the Next Day Company | Payroll Policies | Holidays: Admin | Configuration | System | Payroll Policies | Holidays | Employee Employee Worked Holiday Daily Overtime Pay Worked Holiday Daily Overtime | Pay OT1 when working the holiday OT1 Company | Payroll Policies | Holidays: Admin | Configuration | System | Payroll Policies | Holidays | Employee Employee Worked Holiday Daily Overtime Pay Worked Holiday Daily Overtime | Anything over hours OT1 Hours Over Paychex Time and Labor Online User's Guide 4 . Administrator Functions: The Sub-Menus Company Data Type Fields Time & Labor Online Field Location Company | Payroll Policies | Comp Time: Admin | Configuration | System | Payroll Policies | Comp Time Configuration | Comp Time Regular Hours For Hours Over Regular hours over Company | Payroll Policies | Comp Time: Admin | Configuration | System | Payroll Policies | Comp Time Configuration | Default Comp Time Selection Default Comp Time Selection Company | Payroll Policies | Comp Time: Admin | Configuration | System | Payroll Policies | Comp Time Configuration | Enable Comp Time Enable Comp Time Company | Payroll Policies | Comp Time: Admin | Configuration | System | Payroll Policies | Comp Time Configuration | Posting Accruing Comp Time Pay Type Posting Comp Time Pay Type Company | Payroll Policies | Comp Time OT2 Admin | Configuration | System | Payroll Policies | Comp Time Configuration | Factor OT2 hours accrue to comp time by a factor of Company | Payroll Policies | Employee Setting: Admin | Configuration | System | Payroll Policies | Employee Setting | Options | Allow only Administrators to Edit EE personal Allow only administrator to edit employee personal preferences preferences Company | Payroll Policies | Employee Setting: Admin | Configuration | System | Payroll Policies | Employee Setting | Options | Allow Time Sheet Approvals Enable employee timesheet approvals Company | Payroll Policies | Employee Setting: Admin | Configuration | System | Payroll Policies | Employee Setting | Options | Allow Time Sheet Edit after Approved Allow employee to edit their time sheet after it has been supervisor approved Company | Payroll Policies | Employee Setting: Admin | Configuration | System | Payroll Policies | Employee Setting | Options | Allow Time Sheet to populate from Schedule Allow employee time sheet to be populated from schedule Company | Payroll Policies | Employee Setting: Admin | Configuration | System | Payroll Policies | Employee Setting | Options | Allow to View time off requests Allow employees to view time off requests Admin | Configuration | System | Payroll Policies | Employee Setting | Company | Payroll Policies | Employee Setting: Automatic Clock Out | Missing Punch Out Minutes | Check this box to enable Automatic Clock Out automatic clock out Company | Payroll Policies | Employee Setting: Admin | Configuration | System | Payroll Policies | Employee Setting | Automatic Clock Out Missing Punch Out Automatic Clock Out | Missing Punch Out Minutes | Missing Punch Out Minutes Minutes Company | Payroll Policies | Employee Setting: Admin | Configuration | System | Payroll Policies | Employee Setting | Options | Can Change Password Allow employees to change password Company | Payroll Policies | Employee Setting: Admin | Configuration | System | Payroll Policies | Employee Setting | Options | Can View Status Board Allow employees to view the status board Company | Payroll Policies | Employee Setting: Admin | Configuration | System | Payroll Policies | Employee Setting | Action Default Punch Labor Level Minutes Schedules Options |Number of minutes before and after the punch when schedules apply Apply when using scheduled Labor Levels Admin | Configuration | System | Payroll Policies | Employee Setting | Action Company | Payroll Policies | Employee Setting: Options | Use Employee' Scheduled Labor Levels before using Default Labor Default Punch labor Level Option Levels Company | Payroll Policies | Employee Setting: Admin | Configuration | System | Payroll Policies | Employee Setting | Default Shift Minutes Automatic Clock Out | Missing Punch Out Minutes | Default Shift Minutes Company | Payroll Policies | Employee Setting: Admin | Configuration | System | Payroll Policies | Employee Setting | Action Do not default to Transfer option after clock in Options | Do not default to "Transfer" option after employee has clocked in. Admin | Configuration | System | Payroll Policies | Employee Setting | Company | Payroll Policies | Employee Setting: Supervisor Edits | Send message to employee when a Supervisor/Manager Send Message to Employee adds.41 8/22/12 . edits or deletes a timesheet. Company | Payroll Policies | Employee Setting: Admin | Configuration | System | Payroll Policies | Employee Setting | Restrict Restrict To Schedule Window Minutes To Schedule | Enter the number of minutes for this "window".

42 Paychex Time and Labor Online User's Guide 8/22/12 . if the Use Scheduled Shift Company Worked holiday is marked as a company worked holiday Company | Payroll Policies | Holidays: Holiday Admin | Configuration | System | Payroll Policies | Holidays | Holiday Worked Minutes Timesheet Settings | Worked holiday | Minutes to add for each worked holiday Company | Payroll Policies | Holidays: Admin | Configuration | System | Payroll Policies | Holidays | Holiday Eligibility | Minimum Days of Employment Minimum days of employment to qualify Company | Payroll Policies | Holidays: Pay Admin | Configuration | System | Payroll Policies | Holidays | Holiday Holidays Timesheet Settings | Holiday hours apply towards overtime Company | Payroll Policies | Holidays: Admin | Configuration | System | Payroll Policies | Holidays | Holiday Eligibility | Scheduled to Work On Holiday Employee must be scheduled to work on the holiday Admin | Configuration | System | Payroll Policies | Holidays | Holiday Company | Payroll Policies | Holidays: Use Timesheet Settings | Worked holiday | Multiply worked holiday hours by a Holiday Factor factor of Company | Payroll Policies | Lunch: Allow Admin | Configuration | System | Payroll Policies | Lunch | Lunch Type | Allow Manual Lunch manual lunches Company | Payroll Policies | Lunch: Enable Admin | Configuration | System | Payroll Policies | Lunch | Lunch Type | Enable Meal Penalty Meal Penalty Admin | Configuration | System | Payroll Policies | Lunch | Lunch Type | Company | Payroll Policies | Lunch: Lunch Manual Lunches | Lunch Detail | Make start available for interactive punching After Worked Minutes after minutes of work Company | Payroll Policies | Lunch: Lunch Admin | Configuration | System | Payroll Policies | Lunch | Lunch Type | Duration Minutes Manual/Auto Lunches | Lunch Detail | Allow for minutes of Lunch Company | Payroll Policies | Lunch: Lunch Admin | Configuration | System | Payroll Policies | Lunch | Lunch Type | Auto Insert After Minutes End Lunches | Lunch Detail | End Lunch minutes after rounded clock in Company | Payroll Policies | Lunch: Lunch Admin | Configuration | System | Payroll Policies | Lunch | Lunch Type | Auto Insert After Minutes Start Lunches | Lunch Detail | Start Lunch minutes after rounded clock in Company | Payroll Policies | Lunch: Lunch Admin | Configuration | System | Payroll Policies | Lunch | Lunch Type | Auto Insert At Time Lunches | Lunch Detail | Start Lunch at 4 .Administrator Functions: The Sub-Menus Company Data Type Fields Time & Labor Online Field Location Company | Payroll Policies | Holidays: Admin | Configuration | System | Payroll Policies | Holidays | Employee Employee Worked Holiday Daily Overtime Pay Worked Holiday Daily Overtime | Pay OT2 when working the holiday OT2 Company | Payroll Policies | Holidays: Admin | Configuration | System | Payroll Policies | Holidays | Employee Employee Worked Holiday Daily Overtime Pay Worked Holiday Daily Overtime | Anything over hours OT2 Hours Over Company | Payroll Policies | Holidays: Holiday Admin | Configuration | System | Payroll Policies | Holidays | Holiday Apply to Overtime Timesheet Settings | Holiday hours apply towards overtime Company | Payroll Policies | Holidays: Holiday Admin | Configuration | System | Payroll Policies | Holidays | Holiday Daily Daily Overtime Pay OT1 Overtime | Pay OT1 Company | Payroll Policies | Holidays: Holiday Admin | Configuration | System | Payroll Policies | Holidays | Holiday Daily Daily Overtime Pay OT1 hours Over Overtime | Anything over hours Company | Payroll Policies | Holidays: Holiday Admin | Configuration | System | Payroll Policies | Holidays | Holiday Daily Daily Overtime Pay OT2 Overtime | Pay OT2 Company | Payroll Policies | Holidays: Holiday Admin | Configuration | System | Payroll Policies | Holidays | Holiday Daily Daily Overtime Pay OT2 Hours Over Overtime | Anything over hours Company | Payroll Policies | Holidays: Holiday Admin | Configuration | System | Payroll Policies | Holidays | Holiday Factor Timesheet Settings | Multiply worked holiday hours by a factor of Company | Payroll Policies | Holidays: Holiday Admin | Configuration | System | Payroll Policies | Holidays | Activate Holiday Pay Type Rules | Pay Holiday as Company | Payroll Policies | Holidays: Holiday Admin | Configuration | System | Payroll Policies | Holidays | Holiday Eligibility | Required to Work Minimum Minutes Day After Required to work Minimum minutes after Company | Payroll Policies | Holidays: Holiday Admin | Configuration | System | Payroll Policies | Holidays | Holiday Eligibility | Required To Work Minimum Minutes Day Required to work Minimum minutes before Before Company | Payroll Policies | Holidays: Admin | Configuration | System | Payroll Policies | Holidays | Holiday Eligibility | Required to Work Type Required to work Company | Payroll Policies | Holidays: Holiday Admin | Configuration | System | Payroll Policies | Holidays | Holiday Eligibility | Qualify On Time Worked Qualify employee based on time worked Company | Payroll Policies | Holidays: Time Admin | Configuration | System | Payroll Policies | Holidays | Holiday Eligibility | Worked Type ID Qualify employee based on time worked Admin | Configuration | System | Payroll Policies | Holidays | Holiday Company | Payroll Policies | Holidays: Holiday Timesheet Settings | Un-worked holiday | Minutes to add for each un-worked Unworked Minutes holiday Admin | Configuration | System | Payroll Policies | Holidays | Holiday Eligibility | Company | Payroll Policies | Holidays: Holiday The employee must work their whole scheduled shift on the holiday.

Sunday. Administrator Functions: The Sub-Menus Company Data Type Fields Time & Labor Online Field Location Company | Payroll Policies | Lunch: Lunch is Admin | Configuration | System | Payroll Policies | Lunch | Lunch Type | Lunch Overtime Detail | Apply Lunch to overtime Company | Payroll Policies | Lunch: Lunch is Admin | Configuration | System | Payroll Policies | Lunch | Lunch Type | Lunch Paid Detail | Lunch is paid Company | Payroll Policies | Lunch: Lunch Admin | Configuration | System | Payroll Policies | Lunch | Lunch Type Type Company | Payroll Policies | Lunch: Meal Admin | Configuration | System | Payroll Policies | Lunch | Advanced Lunch Penalty Add Minutes Rules | Meal Penalty Detail | Add minutes to the Time Sheet Company | Payroll Policies | Lunch: Meal Admin | Configuration | System | Payroll Policies | Lunch | Advanced Lunch Penalty After Minutes Rules | Meal Penalty Detail | Enable Meal Penalty after minutes of work Company | Payroll Policies | Lunch: Meal Admin | Configuration | System | Payroll Policies | Lunch | Advanced Lunch Penalty Duration Type Rules | Apply meal penalty rules towards the punch times Company | Payroll Policies | Lunch: Meal Admin | Configuration | System | Payroll Policies | Lunch | Advanced Lunch Penalty Labor Levels Rules | Meal Penalty Detail | Use Default/Current Labor Levels Admin | Configuration | System | Payroll Policies | Lunch | Advanced Lunch Company | Payroll Policies | Lunch: Meal Rules | Meal Penalty Detail | If the total minutes worked is less than or equal to Penalty Waive Minutes the Meal Period may be waived by mutual consent Company | Payroll Policies | Lunch: Round Admin | Configuration | System | Payroll Policies | Lunch Rounding | Round Lunch Duration To Lunch Duration | Round actual lunch durations to Company | Payroll Policies | Lunch: Round Admin | Configuration | System | Payroll Policies | Lunch Rounding | Round Lunch Duration Type Lunch Duration | Round actual lunch durations to Company | Payroll Policies | Lunch: Round Admin | Configuration | System | Payroll Policies | Lunch Rounding | OUT | Lunch End To Round to the minutes Company | Payroll Policies | Lunch: Round Admin | Configuration | System | Payroll Policies | Lunch Rounding | OUT | Lunch End Type Round to the minutes Company | Payroll Policies | Lunch: Round Admin | Configuration | System | Payroll Policies | Lunch Rounding | IN | Lunch Start To Round to the minutes Company | Payroll Policies | Lunch: Round Admin | Configuration | System | Payroll Policies | Lunch Rounding | IN | Lunch Start Type Round to the minutes Company | Payroll Policies | Lunch: Round Admin | Configuration | System | Payroll Policies | Lunch Rounding | Round Short Lunches Down Short Lunches | Round short lunches down Admin | Configuration | System | Payroll Policies | Lunch Rounding | Round Company | Payroll Policies | Lunch: Round Short Lunches | Use above rounding only if the lunch taken is less than Short Lunches Down Less Than Minutes minutes Company | Payroll Policies | Lunch: Round Admin | Configuration | System | Payroll Policies | Lunch Rounding | Round Short Lunches Down to Minutes Short Lunches | Round short lunches down to minutes Company | Payroll Policies | Lunch: Round Admin | Configuration | System | Payroll Policies | Lunch Rounding | Round Short Lunches Up Short Lunches | Round short lunches up Company | Payroll Policies | Lunch: Round Admin | Configuration | System | Payroll Policies | Lunch Rounding | Round Short Lunches Up Less Than Minutes Short Lunches | Use above rounding only if the lunch taken is at least minutes Company | Payroll Policies | Lunch: Round Admin | Configuration | System | Payroll Policies | Lunch Rounding | Round Short Lunches Up to Minutes Short Lunches | Round short lunches up to minutes Company | Payroll Policies | Lunch: Use Lunch Admin | Configuration | System | Payroll Policies | Lunch Rounding | Round Duration Rounding Lunch Duration Company | Payroll Policies | Meal Allowance: Admin | Configuration | System | Payroll Policies | Meal Allowance Enable Meal Allowance Configuration | Enable Meal Allowance Company | Payroll Policies | Meal Allowance: Admin | Configuration | System | Payroll Policies | Meal Allowance Meal Allowance Amount Configuration | Amount of Meal Allowance Company | Payroll Policies | Meal Allowance: Admin | Configuration | System | Payroll Policies | Meal Allowance Meal Allowance Apply to Weekend/Holiday Configuration | Applies to time worked on Saturday.43 8/22/12 . Holiday Company | Payroll Policies | Meal Allowance: Admin | Configuration | System | Payroll Policies | Meal Allowance Meal Allowance Only for out of schedule time Configuration | Only applies to time outside of scheduled shift Company | Payroll Policies | Meal Allowance: Admin | Configuration | System | Payroll Policies | Meal Allowance Meal Allowance Pay Adjustment to Post Configuration | Pay Adjustment to Post Company | Payroll Policies | Meal Allowance: Admin | Configuration | System | Payroll Policies | Meal Allowance Meal Allowance Qualification Configuration | Time / Duration Qualification Company | Payroll Policies | Meal Allowance: Admin | Configuration | System | Payroll Policies | Meal Allowance Meal Allowance Weekly Limit Configuration | Employee may not have more than meals per work week Company | Payroll Policies | Member Count Admin | Configuration | System | Payroll Policies | Members Company | Payroll Policies | Overtime: Daily Admin | Configuration | System | Payroll Policies | Overtime | Daily Overtime | OT Resets 24 Hours from Punch In Time Daily Overtime Resets 24 Hours from Punch In Time Company | Payroll Policies | Overtime: Daily Admin | Configuration | System | Payroll Policies | Overtime | Daily Overtime | OT Resets On New Day Daily Overtime Resets On New Day Paychex Time and Labor Online User's Guide 4 .

Administrator Functions: The Sub-Menus Company Data Type Fields Time & Labor Online Field Location Company | Payroll Policies | Overtime: 1 Apply Admin | Configuration | System | Payroll Policies | Overtime | Apply Overtime | toward overtime Apply OT1 towards overtime Admin | Configuration | System | Payroll Policies | Overtime | Overtime Factors Company | Payroll Policies | Overtime: 1 Factor | For OT1 Company | Payroll Policies | Overtime: 1 Pay Admin | Configuration | System | Payroll Policies | Overtime | Period Overtime | by Period Pay OT1 Company | Payroll Policies | Overtime: 1 Pay Admin | Configuration | System | Payroll Policies | Overtime | Weekly Overtime by Week | Pay OT1 Company | Payroll Policies | Overtime: 1 Pay Admin | Configuration | System | Payroll Policies | Overtime | Weekly Overtime by Week Hours Over | Anything over hours Company | Payroll Policies | Overtime: 1 Pay Admin | Configuration | System | Payroll Policies | Overtime | Daily Overtime | Friday Friday | Pay OT1 Company | Payroll Policies | Overtime: 1 Pay Admin | Configuration | System | Payroll Policies | Overtime | Daily Overtime | Monday Monday | Pay OT1 Company | Payroll Policies | Overtime: 1 Pay Admin | Configuration | System | Payroll Policies | Overtime | Daily Overtime | Saturday Saturday | Pay OT1 Company | Payroll Policies | Overtime: 1 Pay Admin | Configuration | System | Payroll Policies | Overtime | Daily Overtime | Sunday Sunday | Pay OT1 Company | Payroll Policies | Overtime: 1 Pay Admin | Configuration | System | Payroll Policies | Overtime | Daily Overtime | Thursday Thursday | Pay OT1 Company | Payroll Policies | Overtime: 1 Pay Admin | Configuration | System | Payroll Policies | Overtime | Daily Overtime | Tuesday Tuesday | Pay OT1 Company | Payroll Policies | Overtime: 1 Pay Admin | Configuration | System | Payroll Policies | Overtime | Daily Overtime | Wednesday Wednesday | Pay OT1 Company | Payroll Policies | Overtime: 1 Pay Admin | Configuration | System | Payroll Policies | Overtime | Daily Overtime | Friday Hours Over Friday | Anything over hours Company | Payroll Policies | Overtime: 1 Pay Admin | Configuration | System | Payroll Policies | Overtime | Daily Overtime | Monday Hours Over Monday | Anything over hours Company | Payroll Policies | Overtime: 1 Pay Admin | Configuration | System | Payroll Policies | Overtime | Daily Overtime | Saturday Hours Over Saturday | Anything over hours Company | Payroll Policies | Overtime: 1 Pay Admin | Configuration | System | Payroll Policies | Overtime | Daily Overtime | Sunday Hours Over Sunday | Anything over hours Company | Payroll Policies | Overtime: 1 Pay Admin | Configuration | System | Payroll Policies | Overtime | Daily Overtime | Thursday Hours Over Thursday | Anything over hours Company | Payroll Policies | Overtime: 1 Pay Admin | Configuration | System | Payroll Policies | Overtime | Daily Overtime | Tuesday Hours Over Tuesday | Anything over hours Company | Payroll Policies | Overtime: 1 Pay Admin | Configuration | System | Payroll Policies | Overtime | Daily Overtime | Wednesday Hours Over Wednesday | Anything over hours Company | Payroll Policies | Overtime: 2 Apply Admin | Configuration | System | Payroll Policies | Overtime | Apply Overtime | toward overtime Apply OT2 towards overtime Admin | Configuration | System | Payroll Policies | Overtime | Overtime Factors Company | Payroll Policies | Overtime: 2 Factor | For OT12 Company | Payroll Policies | Overtime: 2 Pay Admin | Configuration | System | Payroll Policies | Overtime | Period Overtime | by Period Pay OT2 Company | Payroll Policies | Overtime: 2 Pay Admin | Configuration | System | Payroll Policies | Overtime | Weekly Overtime by Week | Pay OT2 Company | Payroll Policies | Overtime: 2 Pay Admin | Configuration | System | Payroll Policies | Overtime | Weekly Overtime by Week Hours Over | Anything over hours Company | Payroll Policies | Overtime: 2 Pay Admin | Configuration | System | Payroll Policies | Overtime | Daily Overtime | Friday Friday | Pay OT2 Company | Payroll Policies | Overtime: 2 Pay Admin | Configuration | System | Payroll Policies | Overtime | Daily Overtime | Monday Monday | Pay OT2 Company | Payroll Policies | Overtime: 2 Pay Admin | Configuration | System | Payroll Policies | Overtime | Daily Overtime | Saturday Saturday | Pay OT2 Company | Payroll Policies | Overtime: 2 Pay Admin | Configuration | System | Payroll Policies | Overtime | Daily Overtime | Sunday Sunday | Pay OT2 Company | Payroll Policies | Overtime: 2 Pay Admin | Configuration | System | Payroll Policies | Overtime | Daily Overtime | Thursday Thursday | Pay OT2 Company | Payroll Policies | Overtime: 2 Pay Admin | Configuration | System | Payroll Policies | Overtime | Daily Overtime | Tuesday Tuesday | Pay OT2 Company | Payroll Policies | Overtime: 2 Pay Admin | Configuration | System | Payroll Policies | Overtime | Daily Overtime | Wednesday Wednesday | Pay OT2 Company | Payroll Policies | Overtime: 2 Pay Admin | Configuration | System | Payroll Policies | Overtime | Daily Overtime | Friday Hours Over Friday | Anything over hours 4 .44 Paychex Time and Labor Online User's Guide 8/22/12 .

Administrator Functions: The Sub-Menus Company Data Type Fields Time & Labor Online Field Location Company | Payroll Policies | Overtime: 2 Pay Admin | Configuration | System | Payroll Policies | Overtime | Daily Overtime | Monday Hours Over Monday | Anything over hours Company | Payroll Policies | Overtime: 2 Pay Admin | Configuration | System | Payroll Policies | Overtime | Daily Overtime | Saturday Hours Over Saturday | Anything over hours Company | Payroll Policies | Overtime: 2 Pay Admin | Configuration | System | Payroll Policies | Overtime | Daily Overtime | Sunday Hours Over Sunday | Anything over hours Company | Payroll Policies | Overtime: 2 Pay Admin | Configuration | System | Payroll Policies | Overtime | Daily Overtime | Thursday Hours Over Thursday | Anything over hours Company | Payroll Policies | Overtime: 2 Pay Admin | Configuration | System | Payroll Policies | Overtime | Daily Overtime | Tuesday Hours Over Tuesday | Anything over hours Company | Payroll Policies | Overtime: 2 Pay Admin | Configuration | System | Payroll Policies | Overtime | Daily Overtime | Wednesday Hours Over Wednesday | Anything over hours Company | Payroll Policies | Pay Periods: Admin | Configuration | System | Payroll Policies | Pay Periods | Monthly Monthly Company | Payroll Policies | Pay Periods: Admin | Configuration | System | Payroll Policies | Pay Periods Number of Periods per Year Company | Payroll Policies | Pay Periods: Type Admin | Configuration | System | Payroll Policies | Pay Periods Company | Payroll Policies | Pay Periods: Work Admin | Configuration | System | Payroll Policies | Pay Periods | Work Week Week Start Day Start Day Company | Payroll Policies | Payroll Policy Admin | Configuration | System | Payroll Policies | Payroll Policy | Policy Name Name Company | Payroll Policies | Round to Admin | Configuration | System | Payroll Policies | Round to Schedule | In | Up Schedule: Round In After Schedule to minutes after Company | Payroll Policies | Round to Admin | Configuration | System | Payroll Policies | Round to Schedule | In | Up Schedule: Round In Before Schedule to minutes before Company | Payroll Policies | Round to Admin | Configuration | System | Payroll Policies | Round to Schedule | Out | Schedule: Round Out After Schedule Up to minutes after Company | Payroll Policies | Round to Admin | Configuration | System | Payroll Policies | Round to Schedule | Out | Schedule: Round Out Before Schedule Up to minutes before Company | Payroll Policies | Standard Admin | Configuration | System | Payroll Policies | Standard Rounding | In | Rounding: Round In Times to Round to the minutes Company | Payroll Policies | Standard Admin | Configuration | System | Payroll Policies | Standard Rounding | In | Rounding: Round In Type Round to the minutes Company | Payroll Policies | Standard Admin | Configuration | System | Payroll Policies | Standard Rounding | Out | Rounding: Round Out Times to Round to the minutes Company | Payroll Policies | Standard Admin | Configuration | System | Payroll Policies | Standard Rounding | Out | Rounding: Round Out Type Round to the minutes Company | Payroll Policies | Time Sheet Admin | Configuration | System | Payroll Policies | Time Sheet Processing Processing: Count Time Towards Configuration | Count time towards the date Company | Payroll Policies | Time Sheet Admin | Configuration | System | Payroll Policies | Time Sheet Processing Processing: Enable Spread of Hours Configuration | Enable Spread of Hours Pay Company | Payroll Policies | Time Sheet Admin | Configuration | System | Payroll Policies | Time Sheet Processing Processing: Reject Duplicate Punch Time Configuration | Reject duplicate punch time within minutes Company | Payroll Policies | Time Sheet Admin | Configuration | System | Payroll Policies | Time Sheet Processing Processing: Reject Opposing Punch Time Configuration | Reject opposing punch time within minutes Company | Payroll Policies | Time Sheet Admin | Configuration | System | Payroll Policies | Time Sheet Processing Processing: Split Shift On New Day Configuration | Activate Split Shifts at Time of Day Change Company | Payroll Policies | Time Sheet Admin | Configuration | System | Payroll Policies | Time Sheet Processing Processing: Spread of Hours Amount Configuration | Spread of Hours Pay | Add pay adjustment in the amount of $ Admin | Configuration | System | Payroll Policies | Time Sheet Processing Company | Payroll Policies | Time Sheet Configuration | Enable Spread of Hours Pay where duration of the work day Processing: Spread of Hours Duration exceeds minutes Company | Payroll Policies | Time Sheet Admin | Configuration | System | Payroll Policies | Time Sheet Processing Processing: Spread of Hours Duration Type Configuration | Apply Spread of Hours rules towards the punch times Company | Payroll Policies | Time Sheet Admin | Configuration | System | Payroll Policies | Time Sheet Processing Processing: Time Of Day Change Configuration | Time of Day Change Admin | Configuration | System | Schedules | Schedule Template Properties | Company | Schedules | Access Type Access Type Company | Schedules | Day of Week Admin | Configuration | System | Schedules | Work Times Company | Schedules | End Time Admin | Configuration | System | Schedules | Work Times | End time Company | Schedules | Labor Level(s) Admin | Configuration | System | Schedules | Work Times | Labor Level(s) Paychex Time and Labor Online User's Guide 4 .45 8/22/12 .

46 Paychex Time and Labor Online User's Guide 10/30/13 . Admin | Configuration | System | Shift Differentials | Shift Rules | Add Rule | Company | Shift Differentials | Shift Code Shift Differential Rule | Shift Code | Shift Code Company | Shift Differentials | Shift Policy Admin | Configuration | System | Shift Differentials | Shift Differential Policy | Name Policy Name Company | Time Clocks | Active Employee Admin | Configuration | System | Time Clocks | Clock Configuration | Current Count Zone | Active Employees Admin | Configuration | System | Time Clocks | Clock Configuration | Clocks Company | Time Clocks | Clocks Assigned Assigned Admin | Configuration | System | Time Clocks | Clock Configuration | Current Company | Time Clocks | Zone Name Zone | Add | Add Zone | Zone Name 4 .Administrator Functions: The Sub-Menus Company Data Type Fields Time & Labor Online Field Location Admin | Configuration | System | Schedules | Schedule Template Properties | Company | Schedules | Owner Owner Company | Schedules | Start Time Admin | Configuration | System | Schedules | Work Times | Start time Admin | Configuration | System | Schedules | Schedule Template Properties | Company | Schedules | Template Name Template Name Company | Shift Differentials | Additional Pay Admin | Configuration | System | Shift Differentials | Shift Rules | Add Rule | Factor Shift Differential Rule | Pay Modification | Additional Pay Factor Company | Shift Differentials | Additional Wage Admin | Configuration | System | Shift Differentials | Shift Rules | Add Rule | Factor Shift Differential Rule | Pay Modification | Additional Wage Per Hour Company | Shift Differentials | Advance Admin | Configuration | System | Shift Differentials | Shift Differential Policy | Differential Rules Use Advanced Differential Rules Admin | Configuration | System | Shift Differentials | Shift Differential Policy | If Company | Shift Differentials | Crosses the employees time crosses more than one differential in a Day Shift Group (Day/Shift Group) the employee receives the differential with the majority of time accrued toward it. Admin | Configuration | System | Shift Differentials | Shift Rules | Add Rule | Company | Shift Differentials | Required Shift Shift Differential Rule | Advanced Rules | An employee must have work time between and to receive this differential. Company | Shift Differentials | Day Admin | Configuration | System | Shift Differentials | Shift Rules | Day Admin | Configuration | System | Shift Differentials | Shift Rules | Add Rule | Company | Shift Differentials | End Time Shift Differential Rule | Shift Times | End Time Company | Shift Differentials | Fix Differential Admin | Configuration | System | Shift Differentials | Shift Differential Policy | Clock In Fix differential to the Clock In Admin | Configuration | System | Shift Differentials | Shift Rules | Add Rule | Company | Shift Differentials | Min Hours Shift Differential Rule | Advanced Rules | An employee must work at least minutes in this differential to receive it.

Actions Section The Actions section of your home page allows you to clock in and out. click Apply. When complete. start and end lunches and breaks. Click the Action drop-down menu. 2. Note: You must click Punch to record this action. then select the action you wish to perform. 4. such as clocking in or out. How to Use Paychex Time and Labor Online Chapter 5 – How to Use Paychex Time and Labor Online Employee Functions Employee Home Page The Employee Home Page is for employees to perform common tasks. viewing benefit information. The Employee Home Page displays automatically when an employee logs onto Paychex Time and Labor Online and displays the information only for the employee currently logged on. Using the Actions Command to Change Labor Levels 1. Click Punch to complete the action. You can customize this page for each employee. Note: Your company can customize the label for this option. 3. and transfer from one job or department to another. You also have the option to enter notes about the transaction. if necessary. and requesting time off. submitting timesheets. In the Notes field. Click Change Labor Levels to change a labor level or job level to associate the action with. Paychex Time and Labor Online User's Guide 5-1 1/22/14 . type a note about the transaction.

2. then click Start Lunch. then click Clock Out. if necessary. 2. Click Punch to complete the action. 2. 5-2 Paychex Time and Labor Online User's Guide 1/22/14 . In the Notes field. In the Notes: field. you can type a note about the transaction. 4. In the Notes field. 2. then click Clock In. Note: You must click Punch to record this action. In the Notes field. you can type a note about the transaction. Click Punch to complete the action. 3. Note: You must click Punch to record this action. 3. then click End Lunch. type a note about the transaction. Note: Your company can customize the label for this option. Click the Action drop-down menu. Ending Lunch 1. you can type a note about the transaction. Click the Action drop-down menu. 3. Clocking Out 1. Click the Action drop-down menu. Click Change Labor Levels to change a labor level or job level with which you wish to associate the action. 3. Note: You must click Punch to record this action. Starting Lunch 1. Click the Action drop-down menu. Note: You must click Punch to record this action. Click Punch to complete the action. Click Punch to complete the action.How to Use Paychex Time and Labor Online Clocking In 1.

Note: You must click Punch to record this action. then select the action you wish to perform. 3. 2. Click Change labor levels to change a labor level or job level with which to associate the action. Click the Action drop-down menu. In the Notes field. Click Punch to complete the action. Paychex Time and Labor Online User's Guide 5-3 1/22/14 . select the new department or job. you can add a note along with the transaction. Note: Your company can customize the label for this option. Click Punch to complete the action so you are now clocked in under the new labor level. 4. Click Apply to go back to the main screen. Click the Action drop-down menu. How to Use Paychex Time and Labor Online Starting Break 1. then click Start Break. Click Punch to complete the action. you can type a note about the transaction. Change Labor Levels 1. 2. From the labor level drop-down menu. Click Change Labor levels. 2. then click End Break. Ending Break 1. In the Notes field. 3. 3. Note: You must click Punch to record this action. 4. Click the Action drop-down menu. Note: You must click Punch to record this action.

5-4 Paychex Time and Labor Online User's Guide 1/22/14 . start day time. These four views are: • Show Start Time and Duration.How to Use Paychex Time and Labor Online Employee Submitting Timesheets (optional) Paychex Time and Labor Online allows employees to submit a timesheet as an alternative to clocking in and out. The timesheet is an online form that allows you to enter the date. If it is not visible. • Show Duration Only. If you see a Submit Timesheet link on the Action menu. and notes. start lunch time. Click Timesheet to access this page. end day time. Note: Apply any auto-deducted breaks or lunches. end lunch time. your administrator has not enabled that option and you can still clock in using Paychex Time and Labor Online. you can submit electronic timesheets. • Show Start Time and End Time with Lunch. whether paid or unpaid. There are four different views for Submit Time Sheets found in the Employee Setting section of the employee’s assigned Payroll Policy. Control the form’s details by the selected setting within the assigned Payroll Policy. pay type. The employee has the ability to delete submitted shifts from the Submit Time sheet screen as long as the shift has not been approved by the supervisor or if the pay period has not been locked. • Show Start Time and End Time.

Start Day Defaults to the default start time assigned in the Allow Employees to submit Time Sheet for: section. Notes display in the Timesheet section. type the total hours of the shift. Type Defaults to Work pay type. Use the drop-down menu to select the desired pay type. How to Use Paychex Time and Labor Online Submit Time Sheet section for Show Start Time and Duration Field Description Date Defaults to today’s date. located on the Edit Employee screen. Notes Use to enter any required notes. Paychex Time and Labor Online User's Guide 5-5 1/22/14 . Hours Defaults to zero hours.

Select a pay type from the drop-down menu. 5-6 Paychex Time and Labor Online User's Guide 1/22/14 . type the end time.How to Use Paychex Time and Labor Online Submit Time Sheet section for Show Start Time and End Time Field Description Date Defaults to today’s date. Start Day Defaults to the default start time assigned in the Allow Employees to submit Time Sheet for: section. End Day Defaults to a blank window. located on the Edit Employee screen. Notes display in the Timesheet section. Type Defaults to Work pay type. Notes Use to enter any required notes.

Type Defaults to Work Pay type. Paychex Time and Labor Online User's Guide 5-7 1/22/14 . End Day Type the end time. Notes Used to enter in any required notes. select the appropriate pay type from the drop-down menu. Start Lunch Type the lunch start time. How to Use Paychex Time and Labor Online Submit Time Sheet section for Show Start Time and End Time with Lunch Field Description Date Defaults to today’s date. Notes display in the Timesheet section. Start Day Defaults to the default start time assigned in the Allow Employees to submit Time Sheet for: section. located on the Edit Employee screen. End Lunch Type the lunch end time. Note: The End Lunch time cannot be less than the Enforce Lunch rule.

type the total hours of shift. Notes Used to enter in any required notes.How to Use Paychex Time and Labor Online Submit Time Sheet section for Show Duration Only Field Description Date Defaults to today’s date. Hours Defaults to zero hours. use the drop-down menu to select appropriate pay type. Type Defaults to Work pay type. Notes display in the Timesheet section. 5-8 Paychex Time and Labor Online User's Guide 1/22/14 .

then clicking Apply. Click Go to Links to select the Previous. 2. Current. Hours Worked Section 1. Change Labor Level Link: 1. Click Change Labor Level to alter default assigned levels. or Next pay period. Previous. 3. Click Apply on the Submit Timesheet screen to add your shift with your new labor levels selected. 2. or Next week. Click To – From Date windows to manually enter desired dates to view or click to select a date range. Current. How to Use Paychex Time and Labor Online Employee Labor Level Section Assigned Labor Levels: Note: Each default assigned Labor Level displays by level and assigned entity. or. Paychex Time and Labor Online User's Guide 5-9 1/22/14 . 3. Click Apply to view the date range. Change your labor levels by selecting them from the drop-down menu.

How to Use Paychex Time and Labor Online Employee Submitting Timesheet Express (optional) Paychex Time and Labor Online allows for a second option to submit time sheets called Timesheet Express. • Show Start Time and Duration.10 Paychex Time and Labor Online User's Guide 1/22/14 . 5 . and notes. The Employee Settings section within the assigned Payroll Policy controls the form’s details. This feature allows the employee to enter a week’s worth of hours at one time. • Click Timesheet Express to access this page in the Submit Time Sheet screen. • An employee cannot change an entry after they submit it unless the Employee Setting with the assigned payroll policy is set to allow employees to edit timesheets after administrator approval. start day time. As with Submit Timesheets. start lunch time. end day time. • Show Start Time and End Time with Lunch. only administrators can edit timesheets after the employee submits hours. end lunch time. Timesheet Express has four different views found in the Employee Setting section of the employee’s assigned Payroll Policy. • Show Duration Only. pay type. whether paid or unpaid. Notes: • Any auto-deducted breaks or lunches apply. • Show Start Time and End Time. Otherwise. The timesheet is an online form that allows you to enter the date.

Select the appropriate labor level from the drop-down list. Type the number of shifts to be displayed per day in the Shifts per day field. Select the appropriate labor level from the drop-down list. 6. Click Timesheet to return to the Submit Timesheet screen.11 1/22/14 . Click To – From Date windows to manually enter the desired dates to view or click to select date. Click Go to links to select Previous. • Description (requires partial match): Use when part of the description is known instead of code. or Next Pay Period. 3. or Next Week. Click Apply to apply the date. 2. How to Use Paychex Time and Labor Online Header Section 1. Current. 5. Search By: • Code (requires exact match): Use when the exact Labor Level Code is known. or Previous. 4. Current. Paychex Time and Labor Online User's Guide 5 .

Start Day Defaults to the start time assigned in the Allow Employees to submit Time Sheet for: section. Use the drop-down menu to select the appropriate pay type.12 Paychex Time and Labor Online User's Guide 1/22/14 . Type the total hours of the shift. Notes Used to enter in any required notes.How to Use Paychex Time and Labor Online Submit Timesheet Express Section for Show Start Time and Duration Detailed for each day of the work week: Field Description Type Defaults to work pay type. located on the Edit Employee Information screen. Type the start time of the shift. 5 . Labor Levels Defaults to assigned levels for each employee. notes display in the Timesheet section. Hours Default is zero hours.

type the end time of the shift. Labor Levels Defaults to assigned levels for each employee.13 1/22/14 . Notes Used to enter in any required notes. End Day Defaults to a blank window. Field Description Type Defaults to work pay type. Paychex Time and Labor Online User's Guide 5 . Start Day Defaults to the start time assigned in the Allow Employees to submit Time Sheet for: section. located on the Edit Employee Information screen. How to Use Paychex Time and Labor Online Submit Time Sheet Section for Show Start Time and End Time Detailed for each day of the work week. Type the start time of the shift. Use the drop-down menu to select the appropriate pay type. notes display in the Timesheet section.

notes display in the Timesheet section. Notes Used to enter in any required notes. Type the start time of the shift. 5 . Field Description Type Defaults to work pay type. type the end time of the shift. Start Day Defaults to the start time assigned in the Allow Employees to submit Time Sheet for section. End Day Defaults to a blank window. Labor Levels Defaults to assigned levels for each employee. End Lunch Type the lunch end date. Start Lunch Type the lunch start time.How to Use Paychex Time and Labor Online Submit Time Sheet Section for Show Start Time and End Time with Lunch Detailed for each day of the work week. Note: The End Lunch time cannot be less than the Enforce Lunch rule. Use the drop-down menu to select the appropriate pay type. located on the Edit Employee Information screen.14 Paychex Time and Labor Online User's Guide 1/22/14 .

15 1/22/14 . Notes Used to enter in any required notes. Paychex Time and Labor Online User's Guide 5 . Labor Levels Defaults to assigned levels for each employee. notes display in the Timesheet section. Hours Type the number of hours related to the pay type that you select. Field Description Type Defaults to work pay type. How to Use Paychex Time and Labor Online Submit Time Sheet Section for Show Duration Only Detailed for each day of the work week. Use the drop-down menu to select the appropriate pay type.

The same employee works Thursday and Friday. If you just clocked in for the day. 5 .m. Expiration Date Displays the date the message expires.m. Example: An employee works Monday through Wednesday 8:00 a. Example: Field Description Checkbox Select one or multiple messages to delete from your message list. with an hour lunch taken at noon. Messages Section The Messages section allows employees to view messages sent to them by administrators or supervisors.How to Use Paychex Time and Labor Online Status Section The Status section of your home page displays your current work status as one of the following: • In • Out • Lunch • Break • Transfer Paychex Time and Labor Online determines your status by your last punch.16 Paychex Time and Labor Online User's Guide 1/22/14 . your status is Clocked In. Sender Displays who sent the message. Delete Click Delete to delete the message from your message list. to 5:00 p. Message Displays the text of the message. All Deletes all messages from your message list.

Reg Displays the total number of paid hours for the week in each category. Approval Displays if employee or supervisor has approved time for the given dates. Paychex Time and Labor Online User's Guide 5 . This section contains the following fields: Field Description Calendar Icon Enables user to view a date range of time worked and non- worked time. vacation. current week. Type Displays the type of punch or transaction associated with the calendar day. The current week’s timesheet displays by default. For example. For example. lunch. work. Pay Types Displays the total number of paid hours for the displayed pay type. Total (bottom) Displays the total number of paid and unpaid hours by the selected date range. etc. How to Use Paychex Time and Labor Online Hours Worked Section The Hours Worked section allows you to view the hours you have worked.17 1/22/14 .

How to Use Paychex Time and Labor Online Schedule Section The Schedule section allows you to view your schedule. This section contains the following fields: Field Description Day/Date Displays the day of the week worked. Total Time Displays the total duration of hours for the shift. 5 . Previous and Next Click Previous to return to previous pages. Click Next to advance to next pages of schedules. Start Displays the scheduled start time.18 Paychex Time and Labor Online User's Guide 1/22/14 . End Displays the scheduled end time. Paychex Time and Labor Online displays the current week’s schedule by default.

For example. 1. To maximize or display this section. Paychex Time and Labor Online User's Guide 5 . The definitions of the pay adjustments are on the Pay Adjustments page. How to Use Paychex Time and Labor Online Pay Adjustments Section This section allows you to enter a pay adjustment if your administrator configures any pay adjustment types for employee entry. Amount Type the amount for this adjustment. Click Apply to complete the entry. Date Type the date to post this adjustment. Notes Type any notes you wish to associate with this adjustment. to enter tips.19 1/22/14 . Note: This section is hidden by default. 2. go to your Personal Settings icon. Select values for the following fields: Field Description Type Select the adjustment type.

you can display the adjustments. The Benefit types are not linked. For example. This section contains the following fields: Note: When the Hide Benefits feature is set to Yes. Note: This section is hidden by default. and that remain. This section contains the following fields: Field Description Day Displays the day of the week the adjustment is made. and Used columns are replaced with Current Balance. used. Type Displays the type of adjustment. To maximize or show this section. Refer to the Detailed Employee Benefits section for additional information. union dues. Approved. or tips. Notes Displays any notes regarding the adjustment. bonus. Each benefit has a link that displays the Detailed Benefits page for that employee. and Available Balance. 5 . Benefits Section The Benefits section allows you to view the number of benefit hours you accrued.How to Use Paychex Time and Labor Online Adjustments Section Pay adjustments are lump sum additions or subtractions to your pay. click Personal Settings icon. Granted. the Initial. Date Displays the date the adjustment is made. Amount Displays the amount of the adjustment. If your company is using Paychex Time and Labor Online to track pay information.20 Paychex Time and Labor Online User's Guide 1/22/14 .

Calc Displays the date through which the benefit calculates. How to Use Paychex Time and Labor Online Detailed Employee Benefits Section Clicking a benefit link from the Employee Home Page displays the Detailed Employee Benefits section. Example: Currently available balance for the employee. Accrued Displays the number of hours accrued. based on the benefits accrual rules established. sick. Enter the starting time on the Edit Employee page in the Employee Benefits section.21 1/22/14 . Paychex Time and Labor Online calculates this number based on the vacation. Granted Displays the number of hours available for use or additional hours given to the employee as an adjustment. This number calculates on the following formula: (initial time + time accrued) – (time used) = time left. or personal shifts entered for the employee. Thru Paychex Time and Labor Online User's Guide 5 . Balance Displays the number of hours remaining. This section contains the following fields: Field Description Initial Displays the number of hours the employee received upfront or that rolled over from the previous accrual period. Used Displays the amount of time used or taken by the employee since the accrual reset date.

then type your new password.22 Paychex Time and Labor Online User's Guide 1/22/14 .How to Use Paychex Time and Labor Online Personal Info Section The Personal Info section allows you to change your password. Click Change Password. that person could log onto Time and Labor Online and edit your records. Type your old password. Click Change Password to complete the change. 1. Type your new password again to confirm it. 3. Keep your password private. It is recommended that you change your password the first time you log into the system and then every 45 days. 5 . 2. If someone else knows your password. If you forget your password. at a minimum. contact your supervisor or human resources personnel to get it reset. 4.

Personal Settings Icon Paychex Time and Labor Online allows each employee to customize their personal login in several ways. For example. You can also select if regular employees can view the Status Board within the Employee Settings sections of the Payroll Policy they are assigned to. clocked in for the day. then click Go to advance to a specific page. You can also click any number to advance to that page of employees. The Notes column displays any notes the employee entered at his or her last punch. Paychex Time and Labor Online User's Guide 5 .23 1/22/14 . • The appearance of the site. a red push pin in the Out column indicates that employee has clocked out. their last transaction date. at lunch. Click >> to advance to the last page. at lunch. Employees can customize the following settings: • The section state for sections on the Employee Home Page. You can view all employees or set a filter to see just the employees you select. • The number of employees to display on the Status Board. or at break. the Status Board displays all employees. and a green push pin in the Working column indicates that the employee is currently clocked in. click > to advance one page at a time or type a page number. including color schemes and fonts Paychex Time and Labor Online stores these settings with the employee’s user profile so they are consistent from any computer where the employee logs on. whether or not they are in. How to Use Paychex Time and Labor Online Status Board Tab The Status Board contains a grid of columns that allows you to view at a glance employees’ names. or on break. You can view the employee’s status from the Status Board. Click the Personal Settings icon to adjust these settings. By default. but you cannot change it. Color-coded push pins in the columns indicate if the employee is out for the day. Navigate in the Status Board To navigate to a different page in the Status Board. and any notes pertaining to the status. out.

When you first visit Paychex Time and Labor Online. You cannot view the section at all. We recommend this state for sections you use occasionally. but its content is not. Hidden Neither the section’s label nor its content are visible. Pages with minimized sections display faster because less information needs to be transferred from the Paychex Time and Labor Online servers to the user’s screen. State Description Maximize Section’s label and its content are visible. Pages with hidden sections display faster than pages with maximized or minimized sections. You can set sections to be Maximized. all sections are maximized. Select the state you wish for each section of your Employee Home Page by clicking the drop-down arrow and selecting one of the following states. We recommend this state for sections you rarely or never use. Sections Subsection You can change the default state for the sections included on your Employee Home Page. or Hidden. Minimize Section’s label is visible. You can readily display the content of a minimized section by clicking the label.24 Paychex Time and Labor Online User's Guide 1/22/14 . 5 . Minimized. We recommend this state for sections you use frequently because it gives you the fastest possible access to a section’s contents and actions.How to Use Paychex Time and Labor Online Employee Home Page Section This section allows employees to customize what they view when logging onto Paychex Time and Labor Online.

Note: If you set this variable to 0.25 1/22/14 . How to Use Paychex Time and Labor Online Timesheets Default Week Subsection This section allows the user to select the default workweek to view when logging on. • Number of employees to list per page: Type the number of employees you wish to display on each page of the Status Board tab. Paychex Time and Labor Online User's Guide 5 . Enter your settings as appropriate. Status Board Page Section You can customize the display and refresh settings for the Status Board Page. • Status board refreshes every X minutes: Type how often you wish the Status Board to refresh the displayed data. the Status Board does not automatically refresh.

5 .26 Paychex Time and Labor Online User's Guide 1/22/14 .How to Use Paychex Time and Labor Online General Look & Feel Section This section allows you to customize the format settings for Paychex Time and Labor Online when you log on. These settings affect all areas of Paychex Time and Labor Online to which you (the user) have access.

enter two. • General Font Size: Select a font size for regular text. Formats Define a look for page content. Fonts • General Font Name: Select a font for regular text. • Time: Select a format for displaying time when an employee is selected. • Full Names: Select an order for displaying full names when an employee is selected. • Date: Select a format for displaying dates when an employee is selected. Note: You must click Apply Changes to save the changes made. Labor Type the number of previous levels to display in department Levels Drop drop-down menus. Note: Type the number of levels in your department hierarchy. Theme Size Type a default width in pixels for pages in your browser. How to Use Paychex Time and Labor Online Enter the settings as appropriate: Field Description Color Select a color scheme to apply.27 1/22/14 . click Apply Changes. • Heading Font Size: Select a font size for section and page headings. • Heading Font Name: Select a font for section and page headings. less one. When all settings are complete. leave this setting at 720. if there are three levels in your department structure. This enables you to see the full hierarchy of Down Lists your department structure. For example. If you are unsure. Session Select the length of time that the user is to remain logged on Time Out without any activity from the user. Paychex Time and Labor Online User's Guide 5 . • Time Duration: Select a format for displaying total times when an employee is selected.

28 Paychex Time and Labor Online User's Guide 1/22/14 .How to Use Paychex Time and Labor Online THIS PAGE INTENTIONALLY LEFT BLANK 5 .