Time Entry and Leave Requests for Hourly Admin Staff

Hello, this training will cover how to use time and attendance in E3 for Arkansas Support Network.

As a non-exempt hourly employee you can clock in and clock out using ePunch, which is epunch.datis.com, or the ePunch app found in the App Store or Google Play.

To use ePunch, you'll first enter your host, which is ASN, in the top left.

If you've used ePunch in the past, it will remember that your host is ASN.

Next, you'll go to the user ID field and enter your employee number.

You'll then enter your PIN number, which is typically the last four digits of your Social Security Number.

Once these pieces of information are added to the screen, you can then click Hello Punch In to start your shift.

If you're finishing out your shift or ending the day, you would do the same and then click Goodbye Punch Out.

When you click either of those, it will confirm that you have clocked in or clocked out, depending on the function that you're using.

It'll also display your local time.

This can be done in mobile as well by going to the Datis E3 app.

On the bottom of your screen on the app, you'll click on the home icon and you'll see this small flyout menu which has the punch in and punch out options as well.

Those that choose to have ePunch as an app on their mobile device will only have the ability to clock in and clock out on ePunch.

E3 has a lot more functionality in the E3 app, including that punch in punch out function, as well as being able to review your timesheets, submit leave requests, review your attendance calendar, and so much more.

To see your timesheet in the app, navigate to the home screen, click on Timesheets and it'll take you to your current timesheet.

Or click on your own image or initials on the bottom of your toolbar.

And then View Timesheet.

You'll also see, as in my demonstration here, that you have time monitoring as well.

This will display where you are in the scope of your week.

So in this example, the employee is about 25 hours into their week thus far.

And currently clocked in, which is visible by the green circle around his image.

Down below you can also put in a leave request using the app.

To submit a leave request, click on Request Leave.

Select the reason that you're taking the leave, so for example vacation, what days you were taking off.

And click OK.

You'll then tell the leave request how you're paying for that time.

If you are not wanting to use 8 hours you can also indicate another quantity if necessary.

E3 will add those hours up for you to identify exactly how many hours you're using for that request.

Below you can also attach documentation, files, images, etcetera.

This is very easy and convenient from your smartphone as you could easily take a photo of let's say a jury summons or proof of a bereavement request and then attach that as your back up documentation.

Notes and comments can be left below and then finally you'll click submit on the very bottom to submit this request through workflow to your supervisor.

Requests that are submitted will display on your upcoming leaves, where you can also submit a cancellation if you made a mistake.

Leaves can only be cancelled when they have not been actioned by your supervisor yet.

So, for example, this leave request has been submitted by the employee, but has not yet been approved or denied by their supervisor.

Thus, the employee can click on cancel, put in why they're wanting to cancel, and then submit that cancellation.

Once this is approved or denied, you need to talk to your supervisor to find out more information about how you could change the leave.

You can also view your attendance calendar by clicking on My Calendar below the leave.

That will display holidays, pay dates, time off requests in the future, and more.

Scrolling back up here I'm going to click on View Timesheet.

And here we can see my current timesheet for this period.

Keep in mind that you're on a weekly payroll schedule beginning on Fridays going through Thursday, thus your schedule will look slightly different from that which you see on the screen.

At the end of the pay period, when you have all of your time completed and added and it's correct, you'll click submit on the bottom of your screen.

Let's go ahead and punch out for Greg here and we will, I will show you what that looks like.

So Greg has punched out for the day.

We're going to go to his timesheet.

I'm going to balance his effort report.

This will not be necessary in your system.

And then on the bottom here we can see that it says submit.

His timesheet is now ready to be submitted.

Before we submit, I want to show you a couple of other features.

Currently we're in Calendar view, which is typically the default view.

You can see in a calendar-type view the days of the pay period and totals for that period, as well as your leave balances below.

Details view will show you the specific dates as well as how many hours were recorded and the type of hours for each date.

For example, if you have PTO on your timesheet, it's going to itemize that you have PTO represented versus regular hours.

Punches is going to display when you've clocked out and clocked in throughout the week.

Effort report won't be necessary for your configuration currently.

We'll go back to calendar view where we can, like I said, submit your timesheet.

If you notice that there is a mistake, please communicate that to your supervisor so that they can help you resolve it.

Once your timesheet is submitted, you'll receive a message to confirm that your time is accurate to the best of your knowledge before you continue.

Now let's look at what this looks like in the desktop.

In the desktop, you can submit your timesheet and review your information.

To do this, we'll go to My E3.

Under the tiles on the left hand side, we're going to click on timesheets.

Here you can see our history of timesheets and we're going to click on our current period.

All of the time that's been recorded throughout the period is here on the timesheet, just as we saw it in the app.

We're currently on calendar view.

There is also a week view, which is very similar to the details view we saw in the app and it has totals as well as the in and out times throughout the week like we saw before.

Day view shows every day in the period, regardless of if there's time on the timesheet or not.

That that means that it will include Saturdays and Sundays, even if you don't typically work Saturdays and Sundays.

Clock punches is just the same as we saw in the app.

It will display your in and out times and where you punched in.

Just like we saw in the app, you can submit your timesheet from here using the submit button on the top.

Again, if you have any issues with your timesheet, if there's something incorrect, communicate that to your supervisor prior to submission.

You can also submit a leave request using the app.

To do so, navigate to my E3.

On the left hand side, we'll click on Leave Requests.

This is very similar to what you saw in the app.

Here we can see our pending leave request.

Which can also be cancelled using that X button until the point in time at which the supervisor has reviewed and actioned this request, either by approving or denying the request.

To cancel, click the X button.

Put in the reason for cancellation and click submit.

You also have options to review your attendance calendar which will show hours worked and non-worked hours throughout the weeks and months.

Balances which will display your leave time balances including PTO.

FMLA hours, if your team decides to use FMLA tracking in E3,.

And then on the right hand side is where you'll actually request leave.

We'll do that by clicking Request Leave.

Identify what type of leave we're taking.

So let's say that we're going to take bereavement.

You can put in any comments or notes below and then click next.

Then you'll identify which dates you're taking that leave.

And click next.

You'll see here in the calendar that these dates have already been requested for leave.

Then we'll identify how many hours we're going to be using of this bereavement time each day.

And click Next.

You can then upload any attachments, files, documentation that you'd like to include with this request before clicking Finish to send this over to your supervisor to review and action.

When the supervisor reviews the time off request and either approves or denies it, you will receive a response letting you know what action was taken.

If the time is approved, that will go to your timesheet automatically.

There's no further action needed on your part or your supervisor's part.