System Settings

IT system administrators use this page to configure EWS system settings.

In addition to configuring system settings using the EWS System Settings page, IT system administrators must also configure EWS timesheet settings in the HR Management module and specify the company logo and check stub logo they want to display in EWS. For more information, see System Settings.

Fields 

Company Title: Enter the name of the company.

Company Address: Enter the address of the company.

Document Title: Enter the name of the document you want to display if you want to display document links under the company logo on EWS forms. You must also place the document you want to link to in the appropriate location on the server where EWS is installed. You can display up to four document links in EWS. For more information, see Displaying Document Links.

Document Hyperlink: Enter the path to the document you want to display. Enter the document path using the following syntax: ~/Docs/DocumentName, where DocumentName is the file name of the document you want to display when users click the link.

Timesheet Entry/Leave Form Options

Leave Form: Select the leave page you want to display in EWS from the drop-down list. Select Default Leave Form if you want employees to specify only their cost center and leave codes when entering leave. Select Include Wage Selection if you want employees to specify their cost center, leave code, and wage codes when entering leave. Select Leave with Comptime if you want to calculate any work hours that exceed the total number of work hours and leave hours as compensatory, or comp, time.

For example, assume you have an employee who normally works 40 hours each week. The employee takes a vacation day on Monday, specifying eight hours of leave time on their timesheet. Next, the employee works nine hours a day for the remaining four days of the week, and ends the week with a total of 44 hours -- eight hours of leave time and 36 hours of work time. If you select the Leave with Comptime option for the leave page, the employee automatically receives four hours of comp time. For more information about the Leave Entry Form, see Leave Entry and Entering Leave.

Entry form I: Select this form to display a Manual Clock In/Out entry form in EWS. Choose one of the following options to specify how time will be recorded from the entry form:

• No Breaks: Select this option to use the default one form per day with time clock and cost center distribution with all time recorded as paid (no breaks).
• With Breaks: Select this option to use the default one form per day with time clock and cost center distribution and breaks are not recorded.
• With OT and Breaks: Select this option to use the default one form per day with overtime calculated and breaks not recorded.
• With OT and No Breaks: Select this option to use the default one form per day with overtime calculated but no breaks are recorded.

Entry form II: Select this form to display a Clock In/Out Time Entry form in EWS. Choose one of the following options to specify how time will be recorded from the entry form:

• With OT & Breaks: Select this option to calculate employee work hours with overtime and breaks.
• With OT and No Breaks: Select this option to calculate employee work hours with overtime but without breaks.
• No OT & No Breaks: Select this option to calculate employee work hours without overtime and breaks.
• With OT, Auto Lunch & No Breaks: Select this option to calculate employee work hours with overtime and automatic lunch added, but without breaks.
• With OT, Auto Lunch & Breaks: Select this option to calculate employee work hours with overtime, automatic lunch added, and breaks.

For options with OT, if employees work more than 40 hours a week, the extra hours are automatically assigned to an overtime wage code specified for the employee in the HR Management module. For example, the extra hours may be assigned to an overtime wage code that specifies employees be paid 1.5 times their hourly rate for any overtime worked. For the No OT & No Unpaid breaks option, the extra hours are calculated at the employee's standard pay rate.

Option with No Unpaid Breaks include all hours as paid time. Options that include unpaid breaks do not log the time an employee clocks out for breaks as paid time. The Auto Lunch option automatically adds the time specified in the Auto lunch in minutes option if the employee works longer than the time specified by the Over min hours option..

Entry form III: Select the type of Exempt Time Entry form that you want to display in EWS. Choose one of the following options to specify how time will be recorded from the entry form:

• No OT/Comptime: Select this option to calculate employees' work hours without including overtime or comptime.
• With OT/Comptime: Select this option to calculate employees' work hours with each hour of overtime that they work calculated as one hour of overtime or comp time. Non-exempt employees will have any hours over 40 calculated as overtime using the appropriate overtime code. Exempt employees will have any hours over 40 calculated as comp time.
• With Comptime 1.5 for Hourly: Select this option to calculate employees' work hours with each hour of overtime that they work counted as 1.5 hours of comp time leave. For more information about Time Entry III Form, see Exempt Time Entry Form and Entering Time Into Exempt Time Entry Forms.

Entry Form V: Select the type of Clock In/Out Time Entry page that you want to display in EWS. Choose one of the following options to specify how time will be recorded from the entry form:

• With OT: Select this option to calculate employee work hours that exceed 40 hours a week as overtime. With this option, if employees work more than 40 hours a week, the extra hours are automatically assigned to an overtime wage code specified for the employee in the HR Management module. For example, the extra hours may be assigned to an overtime wage code that specifies employees be paid 1.5 times their hourly rate for any overtime worked.
• No OT: Select this option to calculate hours at the standard rate when employee work hours exceed 40 hours a week. With this option, any overtime hours employees work are calculated using the default wage code for the employee.
• With OT, Auto Lunch: Select this option to calculate employee work hours with overtime and to automatically add the time specified in the Auto lunch in minutes option if the employee works longer than the time specified by the Over min hours option.

Entry form VII: Select this form to display a Manual Clock In/Out entry form in EWS. The employee can add multiple timesheets a day with the clock in/out time. Choose one of the following options to specify how time will be recorded from the entry form:

• No Breaks: Select this option to use the default one form per day with time clock and cost center distribution with all time recorded as paid (no breaks).
• With Breaks: Select this option to use the default one form per day with time clock and cost center distribution and breaks are not recorded.
• With OT and Breaks: Select this option to use the default one form per day with overtime calculated and breaks not recorded.
• With OT and No Breaks: Select this option to use the default one form per day with overtime calculated and breaks are not recorded.

Default form: Select the EWS timesheet form to be used as the default for your organization.

For more information about the Clock In/Out Time Entry page, see Clock In/Out Time Entry and Entering Time Into Clock In/Out Time Entry.

Expense form: Specify whether you want to allow employees to enter expenses such as hotel, meal, and mileage expenses using EWS. Select None if you do not want to allow employees to enter expenses. Select Mileage & Other Expenses if you want to allows employees to enter expenses. For more information, see Expense Entry Form, Entering Expenses, Approve Timesheets Form, and Approving Employee Timesheets and Expenses.

Time Zone Offset: If you work remotely in a time zone that is different than the system’s time zone, enter a number to represent the number of hours in the difference. For example, if the system is located in the central time zone but the employee works in the pacific time zone, they would enter a 2.

Don't allow leave to exceed balance: Select this check box if you do not want to allow employees to enter leave that exceeds their leave balance. Clear this check box if you want to allow employees to enter leave that exceeds their leave balance. For example, if you select this check box, EWS will prevent an employee with a leave balance of three hours from submitting a leave entry for 10 hours. If you clear this check box, EWS will allow an employee with a leave balance of three hours to submit a leave entry for 10 hours, resulting in a negative leave balance for the employee.

Manager/approver edit staff timesheets: Select this check box to allow EWS users with manager or approver permissions for timesheets to edit timesheet entries.

Auto Overtime for Managers: Select this check box if you want to allows managers to enter time for employees and automatically calculate the overtime.

Allow zero hours on timesheets: Select this check box to let employees submit timesheets with zero hours.

Allow staff to delete time clock entries: Select this check box if you want to allow staff to delete their time clock entries.

Break time will be paid: Select this check box if you want to allow paid break time included in time worked and overtime worked.

Auto Lunch in Minutes, Over Min Hours: Enter the amount of time in minutes to automatically apply the employee for taking a lunch once they worked a minimum amount of hours.

Match Leave: Select this check box to match the earnings code with the leave code. EWS will use the number of characters specified in the Length field to match the earnings code to the leave code.

Note: If you are using "Match Leave" and have a leave code that does not match, the system will use the default Leave Wage Code.

Length: Specify the number characters used to match the earnings code with the leave code.

Use Earnings Description: Select this check box to include the earnings description in the timesheet.

Comptime Code: Enter the leave code you want to use for employee comp time when you select the With OT/Comptime option or the With Comptime 1.5 for Hourly option in the Entry Form III field. Note that the leave code entered should not be one used as a leave plan in the HR Management module. Otherwise, the hours entered in the EWS module will always supersede any pay period accrual in the HR Management module.

Use Leave Description: Select this check box to include the leave description in the timesheet.

Round time punches to quarter hour: Accept the default of checked to round time punches to the quarter hour on the Timesheet Entry Forms II and V. Otherwise, clear the box to calculate the time punches on these two timesheets to the minute.

Require employees to submit timesheets: Select this text box to require that employees click Submit and confirm the information on their timesheets before a manager can approve the timesheet. You can use the Show Text button to edit the text the employee will see on the Submit Timesheets for Period page.

User ID & Password Requirements

Click this button to view or change the Login Requirements form. The Login Requirements are set by the EWS IT Administrator, using the EWS Systems Settings form.

Overtime Scripts

Click this button to view or change and update the available system overtime scripts. Select Calculate OT/Comp only on earnings time entries NOT associated with leave, Calculate OT/Comp only on earnings, or Calculate OT/Comp only on selected earnings codes NOT associated with leave.

Allow Staff Edits

Use the following options to select the kinds of edits that EWS users can perform.

Personal profile: Select this check box to allow each user to edit their personal profile information and submit the edits as a change request.

Address: Select this check box to allow users to edit their address in the Personal>Address page and submit their edits as a change request.

Phone: Select this check box to allow users to edit or add phone numbers in the Personal>Phone page and submit their edits as a change request.

Emergency Contacts: Select this check box to allow users to edit or add emergency contacts: in the Personal>Emergency Contacts page and submit their edits as a change request.

Dependents: Select this check box to allow users to edit or add dependent information in the Personal>Dependents page and submit their edits as a change request.

Mileage Rates

Use the options in this section to view or edit a default mileage base rate for expense reports. Click the Edit button to edit the rate value.

Expense Code: This field displays the HR expense code for the mileage rate. The default value is Mileage Base.

Rate: This field displays the decimal value of the mileage rate. For example, if the mileage rate is 35 cents, the Rate field displays 0.35. The default value is 0.5.

Overtime/Comptime Calculation Options

Overtime and comptime are based on a seven day work week and the work week can begin on any day of the week. Also, the number of hours in a work week is variable and can be defined below. Last, the calculation of Double Time is an optional function and can be set up below.

Buttons Edit, New, Delete, Update, Cancel: Use these button to create a new, or edit or delete an existing overtime and double-time calculation. If you are creating a new or editing an existing calculation, use the update button to save your changes or cancel to not save your changes.

Note: If you need multiple Overtime/Comptime Calculation options, you cannot select the * (asterisks) to apply to all processing groups but must enter the calculation for each processing group separately.

• Edit - Click this button to modify an existing overtime or double-time calculation.
• New - Click this button to create a new overtime or double-time calculation.
• Delete - Click this button to remove an existing overtime or double-time calculation.
• Update - Click this button to modify a new or existing overtime or double-time calculation. This button is only available after the New or Edit button was selected.
• Cancel - Click this button to cancel your changes made to a new or existing overtime or double-time calculation. This button is only available after the New or Edit button was selected.

Overtime/Comptime: Select this check box to calculate overtime/comptime entered on Timesheets using the EWS module.

Process Group: Select a processing group or enter an * (asterisks) to apply to all processing groups. Note that if you need multiple Overtime/Comptime Calculation options, you cannot select the * (asterisks) to apply to all processing groups but must enter the Overtime/Comptime Calculation for each processing group separately.

Start Day: Select the day that starts the work week, such as, Sunday or Monday.

Double Time: Select this check box to calculate double time.

Weekly OT: Enter the number of hours that must be met in a seven day work week before an employee is entitled to overtime. Be sure to select the OT check box, otherwise, overtime will not be calculated. For example, if your labor policy states that hourly employees working more than 40 hours in a work week must be paid mandatory overtime pay. You should select the OT check box, enter 40 in the Weekly OT column, and any employee who exceeds that number, overtime starts calculating.

Daily OT: Enter the number of hours that must be met in a seven day work day before an employee is entitled to overtime. Be sure to select the OT check box, otherwise, overtime will not be calculated. For example, if your labor policy states that hourly employees working more than 8 hours in a work day must be paid mandatory overtime pay. You should select the OT check box, enter 8 in the Daily OT column, and any employee who exceeds that number, overtime starts calculating.

Daily DT: Enter the number of hours that must be met in a work day before an employee is entitled to double time. Be sure to select the DT check box, otherwise, double time will not be calculated. For example, if your labor policy states that hourly employees working more than 12 hours in a work day must be paid mandatory double time pay. You should select the DT check box, enter 12 in the Daily DT column, and any employee who exceeds that number, double time starts calculating.

DT 7th Day: Enter the number of hours that an employee can work on the workday specified in the Days OT field before double time wages are incurred. For example, if an employee who works seven consecutive days earns overtime during the first eight hours, and double time after eight hours, enter 8 in this field.

Days OT: Enter the number of days that must be worked in a seven day work week before an employee is entitled to overtime. Be sure to select the OT check box, otherwise, overtime will not be calculated. For example, if your labor policy states that workers working 7 days straight in a single work week must be paid overtime on the seventh day, enter 7 in this field.

Buttons 

Save: Click this button to save the system settings you specified for the EWS module.

Show Text: Click this button to enter text to help your employees when they submit their timesheets. The text appears on the Submit Timesheets for Period page.

Edit: The Edit buttons let you edit specific items in the System Settings, such as the Mileage rate or the Overtime/Comptime calculations.

New: Click New to enter a new overtime or comp time calculation.

Delete: Click Delete to remove one or more overtime or comp time calculations.

Update: If you click Edit or New, the Update button becomes available. Click Update to save any changes to the overtime or comptime calculations.

Cancel: If you click Edit or New, the Cancel button becomes available. Click Cancel to return to close the overtime and comptime calculations without saving any changes.

For more information about configuring EWS system settings, see Configuring System Settings.