Payroll/Time & Attendance Instructions
Issue Card (New or Substitute)
1. Open 'Hudson's Time & Attendance' from the desktop of your POS server.
2. Choose 'Maintenance/Employees' from the Menu at the top.
3. Type the first few letters of the associate's last name into the blank at the top to the right of where it says "Find:".
4. After typing the last name only, look in the list below for the person's name that you're searching for.
5. Double click on that name.
6. Confirm that this is the correct person by comparing the information in the first screen with what you know about this person, i.e social security number..
7. If this is the correct person, click on the 'Badges' tab at the top of the screen.
8. If this is the first card issued to the associate, then the fields will be blank. Click the 'Assign Badge' button and you will be prompted to "Swipe Badge".
9. If this is a second card being issued to the associate, then the fields will be filled in already.
10. If your swipe is successful, you'll see new badge information added to the appropriate fields at the top of the screen. Click the 'OK' button to accept the changes you've just made.
If Associate’s name cannot be found in the database or information for that associate is in error you must call Corporate Payroll to have the person added to your store’s personnel.
Terminate (Deactivate Card)
1. Open 'Hudson's Time & Attendance' from the desktop of your POS server.
2. Choose 'Maintenance/Employees' from the Menu at the top.
3. Type the first few letters of the associate's last name into the blank at the top to the right of where it says "Find:".
4. After typing the last name only, look in the list below for the person's name that you're searching for.
5. Double click on that name.
6. Confirm that this is the correct person by comparing the information in the first screen with what you know about this person.
7. If this is the correct person, click on the 'Badges' tab at the top of the screen.
8. Remove the check-mark beside the word "active" to deactivate their badge OR click the button labeled as “DeActivate Badge”.
9. If you have not done so already, please notify both Earnestine in Payroll and Donna Ladner or Bushra Murali that this person has been terminated.
10. Ask employee for card, this card may be re-issued to a new employee.
**Keep unused cards in safe
Edit Clocked Time
1. Open 'Hudson's Time & Attendance' from the desktop of your POS server.
2. Choose 'Maintenance/Punch Reconciliation' from the Menu at the top.
3. Choose the “current week” option from the drop down menu. If you wish to view other weeks select them from the menu at the top, center of the application.
4. Your store(s) will automatically be selected. If you are a supervisor and only want to view a particular store, select only that store from the ‘Store Name’ tab.
5. Look at the associates listed in the body and examine their times. Pay particular attention to the ‘Schedule Variance’ column, as this will show the difference between scheduled and punch times. If you need to edit one associate's time, find that associate and double-click on the time entry that needs to be edited.
6. When finished click “OK” and your work will be automatically saved.
Insert a Time Entry
Occasionally you may need to insert a time entry. This should not be a common practice, however.
1. To do so, click on a row and then choose “New Time Entry” from the menu.
2. Make sure to choose the associate’s name if not shown correctly.
3. Choose the correct store for that associate.
4. Choose the punch-in date and time
5. If applicable, choose the punch-out date and time.
6. Click OK when you’re finished and watch for the updated record to appear.
Send Payroll Approval to Corporate Payroll
Payroll will no longer accept your store's time until it is approved----
After reviewing an associate’s time, select all the time for that week for that associate, then right click on any selected row. Choose “Mark Selected Entries Approved”. You may also select all the rows for every associate whose time you are approving and, effectively approve all your associates in one step.
1. Review each associate's time and make any needed corrections - it is recommended that you do this step each night before leaving so that you won't have so much to do just prior to submitting payroll
2. Left click the first row that you want to approve and it will be highlighed in dark blue. Then hold the <shift> key on your keyboard while clicking the last row that you want to select. This will highlight all rows between the first and last that you selected. Right-click on this selected/highlighted area and choose “Mark Selected Entries Approved” from the list.
3. You will then see your name listed with an approval date under the column labeled "Approved By".
Get Daily Totals for SBO Labor Report
At the end of the day, filter the data by ‘day’ so that only the current day is visible on the screen. Make sure to choose the appropriate store and the current week.
1. Click on the down arrow beside ‘Day’. You will notice that there are Mondays, Tuesdays, Wednesdays, etc.
2. Choose the day of the week that matches the day you’re looking for.
3. Now, click the ‘Collapse’ button at the top left.
4. Next, click the plus mark ( + ) to the left of the ‘Period Ending’ to show all the names and their total hours.
5. Finally, scroll to the bottom of the list to see the total hours for that particular day. Take the total from the bottom of the screen (scroll down if needed) and copy that
number over to SBO into the Labor Hours field for the day in question.
Add Holiday Hours
Open the Time & Attendance ProgramClick on ‘Maintenance’
Click on “Punch & Schedule Reconciliation”
Choose 1 associate from the drop down box labeled “name.” (Only this person’s time should show)
Right click on any punch record line
Choose “New Time Entry”
Make sure to choose your store name in the “Store Name box”.
Then change the punch in and out dates to the holiday’s Date. Do not change the punch times. Leave them 00:00:00.
At the bottom, in the “other hours” box, type in the number of holiday hours the associate is supposed to receive.
Then in the “other hours type” box click on the drop down arrow and choose “holiday.”
Then click on the drop down box labeled “name”.
Choose “All” at the top of the list. All associates time should pop up.
Then click on the drop down box labeled “name” again and choose another associate.
Repeat steps from the top until finished with all associates.
Creating a Schedule
*NOTE: Click the "Save" button often to keep from losing your changes to the schedule.
1. Click on the tab labeled "Schedule Quick Entry" below the "Expand", "Collapse" and "Excel" buttons near the top left of the screen.
2. Choose the appropriate week from the drop-down menu at the top of the screen.
3. Choose your store from the drop-down menu at the top of the screen.
4. Your associates' names will be in alphabetical order by last name.
5. Begin filling in their scheduled work times by simply typing them into the blanks and hitting either <Enter> or <Tab> to move to the next field.
6. There will be an adjustment column for scheduling lunch breaks on an upcoming version.
**Please Note: these entries require military time. Also, the first day listed on the schedule is SUNDAY so please do not mistakenly schedule work for Sunday.
To print a schedule, simply right click on the schedule and choose Reports / Summary Schedule - Selected Store
Would you like to print a report showing all your Associates' time so that they can initial it when receiving their paycheck?
*Just beneath the "Expand", "Collapse" and "Excel" buttons there are two checkboxes. Place a check beside "Page Break Between Associates"
*Right-click any person
*From the menu that appears, choose "Labor Reports"
*Next choose "Selected Period and Store"
*Within a couple of minutes a report will appear on your screen
*You may print this report and have your associates sign beside their name when they pickup their paychecks