Frequently Asked Questions

Accruals 7 questions
  • Can I See a List of All of My Accrual (PTO) Transactions for the Year?

    The Time and Attendance system makes it easy to see a list of transactions throughout the year. This becomes very helpful when there is question about how a resulting balance was calculated. To see this list, open the Accrual Summary page, and move to the Transactions tab.

    Once the Transactions tab is open, use the drop downs to select the Accrual Type (the Accrual Plan that you wish to review), and set the Date Range to the “Current Year”. Then click the GO button.

    Supervisors who wish to review their employees’ transactions details may follow the same steps once the employee has been selected in the main Employee drop down.

    To open this information in a new window or to email, use the following link: Can I See a List of All of My Accrual (PTO) Transactions for the Year?

  • How is my Accrual (PTO) Balance Calculated on the Balance Page?

    The number displayed in the Balance field is reached using the following calculation:

    Balance = Accrued + Pending Accrued + Carry – Taken – Pending Taken +/- Adjustments

    Amounts that display in the Accrued and Pending Accrued fields are dependent on company and individual employee eligibility and accrual rules.

    To open this information in a new window or to email, use the following link: How is my Accrual (PTO) Balance Calculated on the Balance Page?

  • How Do I Fix or Delete a Part of a Request That I Have Already Sent?

    An adjustment to a previously sent request must be withdrawn or canceled in its entirety.

    Canceling or Withdrawing a Request

    Once a user has sent a request, they may wish to make a correction to the request or remove it completely. To remove a sent request, follow the below steps:

    1. Click on the line of the request to remove in the main requests area.

    2. Locate the button at the bottom of the request Detail View. The button will either display the option to Withdraw Request  or Cancel Request . These options and steps to complete the removal of the request are below:

      • Withdraw Request – Removes a request that has not yet been approved/declined/acknowledged by the person receiving the request.
        • Click Withdraw Request .
      • Cancel Request – Removes a request that has been approved/declined/acknowledged by the person receiving the request. This action requires a supervisor or administrator to approve or decline the removal.
        • Click Cancel Request .
        • Click Submit Cancellation Request .
    Supervisors or Administrators may modify the request directly priod to approving. If already approved, the Supervisor or Administrator may update the record directly from the hours, punches, or schedule page depending on the request entered.

    To open this information in a new window or to email, use the following link: How Do I Fix or Delete a Part of a Request That I Have Already Sent?

  • How Do I Hide a Request From My Requests Page?

    A request can be hidden in the My Requests tab by using the check box adjacent to the line of the request to be hidden. Once checked, click the Hide Request button located at the bottom of the Requests screen.

    A request will often be removed automatically from the Employee Requests tab by taking action on the request itself unless the Automatically hide request on approve/decline action option is set to “No” in the Detail View pop-up window.

    To show a hidden request, update the Status/Type Filter to “Including Hidden.”

    To open this information in a new window or to email, use the following link: How Do I Hide a Request From My Requests Page?

  • Why is the Time Off Balance on My Check Stub Different From What I See in Time and Attendance?

    The time off balances displayed on your paycheck may differ from the balances in the Time and Attendance system.

    Your pay stub, or paycheck, will display the “now” information; the amount accrued and taken as of the end of the pay period your check represents.

    Your Time and Attendance system will display the “now” and the “future balances”; the amount accrued and taken as of the end of the year or accrual period, based on your specific configuration determined by your administrator.

    Seeing different balances can be helpful in planning for future time off.

    Reading Your Time Off Balances on Your Paycheck

    Your paycheck will display your balance, shown below as “PTO.” You may have additional balance categories such as PTO, Vacation, Sick, Personal, Floating Holiday.

    The Available amount is the number of hours earned as of the pay period listed on your paycheck, plus any rollovers from the previous plan year. This does not deduct what you have or will have taken.

    The Used amount is the number of hours you have used as of the pay period listed on your paycheck.

    The Balance amount is the difference between what is available, or earned, and what you have already used.

    Reading Your Time Off Balances in Time and Attendance

    In the Time and Attendance system, you can view different balances based on your needs.

    On the Premier dashboard, as well as the Time and Attendance “Balances Tab”, your PTO balance will display the total amount earned, taken, carried over, but also includes any pending earned or scheduled time off.

    Balance = Accrued (earned) + Pending Accrued (will be earned) + Carry (carried over) – Taken – Pending Taken +/- Adjustments

    To see the balance as reflected on your pay stub, navigate to the Transactions tab, making sure the date range selected is the same pay period as on your paycheck.

    To open this information in a new window or to email, use the following link: Why is the Time Off Balance on My Check Stub Different From What I See in Time and Attendance?

    For more information on viewing accrual balances in Time and Attendance, see Accruals – viewing your accruals.

  • What Does “Invalid last raise date for accrual eligibility calculation.” mean?

    Receiving an error like the followingis the result of having accrual plans looking to an employee’s last raise date to calculate the accrual amount rater than the employee’s hire-date.

    To fix the error above, follow the steps listed below.

    1. In the Main Navigation menu, open the Employee Maintenance folder.

    2. Open Employee Information subfolder.

    3. Click on the Profile page.

    4. Select the proper employee in the employee drop-down.
    5. Click on the Employment tab.
    • Note how Last Raise filed is empty. If not empty, please reach out to our Support Team for assistance.

    6. Enter the employee’s hire date or negotiated start date into the Last Raise field. In the example below, Doris has negotiated a start date 3 years before her actual hire date. The accrual plan will calculate her accrual amount as if she were hired on 8/01/2018.

    7. Click

    In order to use Last Raise dates for your accrual calculations, your plans must be set up do to so. If you have questions on whether your plans currently use Last Raise dates, or would like to implement the use of Last Raise Dates, please reach out to our Support Team for assistance.

    To open this information in a new window or to email, use the following link: What Does “Invalid last raise date for accrual eligibility calculation.” mean?

  • What Does “Invalid hire date for accrual eligibility calculation.” mean?

    Receiving an error like the followingis the result of the employee not having a valid hire date on their employee profile.

    To fix the error above, follow the steps listed below.

    1. In the Main Navigation menu, open the Employee Maintenance folder.

    2. Open Employee Information subfolder.

    3. Click on the Profile page.

    4. Select the proper employee in the employee drop-down
    5. Click on the Employment tab
    • Note how Hire/Re-Hire Date filed is empty.  If not empty, please reach out to our Support Team for assistance.

    6. Enter the employee’s hire date into the Hire/Re-Hire Date field.

    7. Click

    To open this information in a new window or to email, use the following link: What Does “Invalid hire date for accrual eligibility calculation.” mean?

Alerts 4 questions
  • What Kind Of Alerts Can Be Generated?

    Examples of Alert Types are listed below along with a description of the alert.

    o “Early In” – if IN punch is more than defined minutes prior to the scheduled start time.
    o “Late In” – if IN punch is more than defined minutes after scheduled start time.
    o “Early Out” – if OUT punch is more than defined minutes prior to the scheduled stop time.
    o “Late Out” – if OUT punch is more than defined minutes after scheduled stop time.
    o “Absent” – if no punch is recorded within defined hours of scheduled start time.
    o “Non-Scheduled” – if punches occur on any day that is not a scheduled day, or if they occur more than defined hours outside of a scheduled time.
    o “Lunch Too Long” – when a lunch duration is more than defined minutes longer than the scheduled lunch duration.
    o “Missing Punch” – if an IN or OUT punch exists without a match.
    o “Punches and Other Hours” – if an employee has both punched time and hours (VAC), on the same day.
    o “Suspicious Punch” – if the first punch of the day is an In From Lunch (INL) punch, or if more than one In For Day (IND) punch exists during the same shift.
    o “Consecutive Hours Worked” – if more than defined hours are worked in a single shift.

    If using an Attendance Point program, alerts can also be generated when employees meet different point thresholds.

    For more information on Alerts, please see our support page on Alerts.

    To open this information in a new window or to email, use the following link: What Kind Of Alerts Can Be Generated?

  • Why Am I Not Seeing My Employee’s Alerts?

    To receive an employee’s alert, the admin/manager/supervisor must be assigned as a supervisor to that employee. To assign an employee to a supervisor, please refer to the following Link: Assign Supervisor To Employee

    Administrators can be set up to receive not only alerts from their direct supervisees, but also receive all of the alerts sent to those people as well.  This is not normally done as it greatly increases the number of alerts sent to the Administrator.  Typically, Administrators use reports to see and find Alerts and Attendance details for all employees.

    To open this information in a new window or to email, use the following link: Why Am I Not Seeing My Employee’s Alerts?

  • Can I Delete Alerts Sent To Me?

    Yes, you can and should regularly review your alerts, take action if necessary, and then delete the alert. This will keep your Alert box from becoming overly congested. You can have alerts sent to the employee’s Attendance Page for a permanent record of the alert.

    To Delete an Alert, follow the instructions below:

    1. In the Main Navigation menu, open the Daily Procedures folder.

    2. Open the Exceptions subfolder.

    3. Click on the Alerts page.

    Alternatively, the user may also get to the alerts page by clicking the orange bubble that contains a number counter that will increase when an alert is received. It is located at the top left of the TimeStar system.

    4. Under the Alerts page, look for the desired alert to be deleted and click on the icon to the far right of the alert line. The trash can will be replaced with to indicate it will be deleted when save it clicked.

    5. Repeat process to select any other alerts for deletion. Instructions on deleting all or nearly all alerts will follow.

    6. Click when all selections have been made.

    To delete all alerts or nearly all alerts, follow these steps:

    1. Click on the icon on the top right to select all alerts on the page. All trash cans below should turn into icons indicating the will be deleted if save is clicked.

    2. If there are any alerts you wish to keep at this time, simply click the on that alerts line and it will turn back into the icon.

    3. Repeat process for any other alerts that should not be deleted.

    4. Click when complete.

    To open this information in a new window or to email, use the following link: Can I Delete Alerts Sent To Me?

  • Can Alerts Be Configured With Points?

    Absolutely! Alerts can be set up to trigger a specific point value. Some alerts even allow for severity. For example, .5 points could be given to an employee who clocks in up to 30 minutes late for their shift, but if they clocked in more than 30 minutes late, the system would award a full 1 point.

    Another alert can be set up in the system to notify supervisors when an employee hits a point threshold. Those alerts can also be sent via email.

    Below is an example point policy.

    Points will be awarded for the following infractions:
    • Late In (10-240 minutes) = 0.5 points
    • Late In (241-480 minutes) = 1 point
    • Early Out (10-240 minutes) = 0.5 points
    • Early Out (241-480 minutes) = 1 point
    • Lunch Too Long (10-240 minutes) = 0.5 points
    • Lunch Too Long (241-480 minutes) = 1 point
    • Absence = 1 point
    • No Call/No Show = 2 points

    Notes:
    • All points infractions expire one year after points are awarded.
    • If an employee goes 90 days with no points, an -0.5 point Perfect Attendance award will be generated.
    • Perfect attendance awards can take an employee into a negative balance to a maximum of -8 points.

    Points can be added as a positive or negative number. So the system would give a -1 point for an infraction. When employees reached a negative limit, like -6, an alert could be triggered notifying the proper authority figure.

    To open this information in a new window or to email, use the following link: Can Alerts Be Configured With Points?

Approvals 1 question
  • Is There a Way to Sort or Filter My Employees on the Approvals Page?

    Both filtering and sorting options are available and recommended for use, located at the top right of the Approvals page. It is especially helpful for system administrators is to sort by “Supervisor”, and filter by one of the “Unapproved” options to quickly see who still needs approval, and which supervisor to follow-up with.

    Please see the section titled Reviewing the Approvals Page for more information on the sorting and filtering options.

    Alternatively, a more-specific filter can be set on the overall employee list on the main Time and Attendance screen prior to launching the Approvals page, which will, in turn, also filter the approvals page based on that list. This method is often used when there are multiple pay periods and therefore approvals must be done for separate groups of employees at varying times.

    Filters are located in the employee toolbar.  Click on the Filter icon located on the right side of the employee toolbar.

    Below is an example of a filter that would limit the employees seen to only those assigned to the FT-California pay group and is in either the IT Networking or IT Security Department.  The Filter Type set to Match All is like an and statement.  In this example, both case one and case two must be true.  If the Filter Type is set to Match Any, that is like an or statement.  In that instance, only one of the cases must be true.

    For more information on using filters in TimeStar, please see the Using Filters In TimeStar page.

    To open this information in a new window or to email, use the following link: Is There a Way to Sort or Filter My Employees on the Approvals Page?

Attendance 1 question
Clocks 6 questions
  • How Do I Set Up An Employee To Use A Physical Clock?

    Any employees that will be using a physical clock to track their time will need the following set up in TimeStar: An Active Employment Record, an Active Badge Number, an Active Supervisor Level Assignment, and if schedules are used, an Active Schedule Group.

    1. Employee Maintenance -> Employee Information -> Profile

    2. Select the Employment tab: Employee must be Active with an effective date prior to today.

    3. Select the Badge tab. Employee must have a current(no stop date) badge number assigned with an effective date prior to todays date. When you enter the budge number, TimeStar will automatically add zero’s on the front end to make it 9 digits long,  The employee does not need to enter those zeros when clocking.

    4. Navigate to Employee Maintenance -> Employee Assignment -> Supervisors

    5. Select the Supervisor Level Assignments tab and make sure the employee has a Supervisor Group assignment with an Effective Date prior to today date and no Stop Date exists.

    6. If using schedules, navigate to Employee Maintenance -> Employee Assignments -> Groups

    7. Select the Schedule Group tab and confirm the employee has a Schedule Group assigned with a Start Date prior to today and no Stop Date.

    If you intend to enroll a new hire at the clock immediately after creating a new user in TimeStar, the clock must be synced to TimeStar. The clock does this automatically every 4 hours.

    To force an immediate sync at the clock:

    When the clock is at an idle screen (time and date), key in number 99999 and press either OK or the checkmark button. You are then asked to enter a PIN, enter 2990 and press either OK or the checkmark button.

    From the supervisor menu press the Right Arrow button and then Restart App (F3).  Press Yes to confirm.  This will restart the time clock application and force a sync.

    To open this information in a new window or to email, use the following link: How Do I Set Up An Employee To Use A Physical Clock?

  • How Do I Clean My Clocks?

    To open this information in a new window or to email, use the following link: How Do I Clean My Clocks?

  • Can We Deploy Touchless Clocking?

    Delphia Consulting’s Touchless Interface Time Clocks

    “Swipe and Go”

    • The touchless interface keeps your employees safe while capturing important time clock entries. Using a “swipe and go method”, employees can safely record their punches at the clock without having to touch the face of the clock.
    • The Delphia Consulting GT4 & IT51 touchless interface works with either your company’s facility access card or other card (HID, barcode, or magnetic) which contain the user’s information to identify the employee’s swipe.
    • Each clock is dedicated with either a standard punch option (IN, OUT, In Lunch) or dedicated pre-determined punch type such as IN or OUT. Additional punches can include In from Lunch or In from Break.
    • The touchless interface decreases long lines at the clock with higher speed and efficiency than traditional punching, making it easier for employees to maintain social distance.
    • Time clocks must be equipped with the appropriate card reader module.
    • Punch processing to the correct punch type is done in TimeStar/Sage Time & Attendance.
    • If you have existing access control cards, a sample needs to be provided for testing to determine the appropriate type of reader module.

    To use the clock, you simply “Swipe” and “Go”!

    For more information regarding this feature, go to our support website at https://support.timestartimeandattendance.com/support and select Time Clock Support when filling in the “What do you need support for?” field.

    To open this information in a new window or to email, use the following link: Can We Deploy Touchless Clocking?

  • What Do The Error Symbols Mean On My Grosvenor IT51 or GT4 Clock?

    To open this information in a new window or to email, use the following link: What Do the Error Symbols Mean On My Grosvenor IT51 Or GT4 Clock?

  • How Do I Punch On An IT31 Clock?

    To open this information in a new window or to email, use the following link: How Do I Punch On An IT31 Clock?

  • Can I Restrict Employees Ability To Clock By IP Address?

    IP Address Restrictions

    IP address restrictions can be a helpful tool that will prevent employees from logging in or punching from offsite. If your organization has a concern that employees are punching in from places other than their work computers and getting paid for hours they’re not working, IP address restrictions can help alleviate that concern.

    Permissions can be established to allow employees to login to the system and manage/send requests, approve time off and other Time & Attendance details while maintaining the lockout from the Web Punch Clock.

    Managing IP address restrictions whitelist

    As organizations expand to new locations, or improve their IT infrastructure, IP addresses may change during the process. Therefore, to avoid employees from being locked out of the TimeStar system, it’s important to manage the IP address whitelist via the Group Security page.

    1. Select the Security Group that requires modification via the drop-down:

    2. Locate the Restrict Access by IP Address or DNS, and click Manage Restrictions.

    A warning window will appear, click OK.

    You can also set IP Restrictions to an individual by following the same process on the employees User Security page.
    3.  On the pop-up window, select the Address Type to restrict

    You will have the ability to set the Address Type restrictions by:

        • Single IPv4 Address
        • IPv4 Network
        • IPv4 Range
        • Single IPv6 Address
        • IPv6 Network
        • Local IP

    4. Click the plus button  under assigned IPs to add a new line

    5. IP Address – Enter the IP address into the text box that will be allowed access

      • Note: Check with your IT representative if you are unsure of your IP address. You may also search for the phrase “what is my IP address” in your favorite search engine to identify your public IP address.
    For IP Address Restrictions to be used, you must have a Static IP Address.

    6. Click Save 

    • Repeat steps above to add another single IP Address or Address Range.
    • Close out of window when all entries have been added.

    7. Apply IP Restrictions to selected security group by setting the Restrict Access by IP Address or DNS to Yes

    8. Click Save 

    To open this information in a new window or to email, use the following link: Can I Restrict Employees Ability To Clock By IP Address?

Company Setup 6 questions
  • Once I Have Generated the Holidays for the Upcoming Year, What Will Happen?

    Once the holidays are generated for the following year, every holiday will immediately appear in eligible employees’ timesheets. The determination of which employees are eligible to receive which holidays and for how many hours are determined by their assigned Pay Group and the rules established for that Pay Group in the background of the system.

  • My Company Is Observing a New Holiday, What Do I Need to Do in Time and Attendance?

    In addition to adding the holiday to the Holidays page for the coming years, your Time and Attendance contact must be notified of a new holiday as it must be built into the rules in the background of the system.

  • An Organization Level Item That My Employee Must Allocate Time to Is Unavailable for Selection. What Could Be Wrong?

    There may be a few reasons why an Organization Level Item might be unavailable for selection by an employee.

    First, ensure that the item is active through the Holidays page.

    Second, using the Holidays page, verify that the item either belongs to all parents above or is assigned as a child to the parent item that has been selected by the employee. Please see the Organization Level Item Field Definitions section for more information on these fields.

    Finally, check the employee’s User Security page for any restrictions to items through the Restrictions tab. For more information, please see the User Security Guide. Potentially, restrictions to these items can also be set by the Security Group. Please contact your Time and Attendance representative for changes to this area.

  • A Holiday Is Not Showing in an Employee’s Timesheet. What Could Be Wrong?

    If a holiday is not showing up in an employee’s timesheet, there are a few things to check. First, using the Holidays page, verify that the holiday is created for the current year. Please also verify that the employee is assigned to the correct Pay Group. If your holiday rules are based on whether an employees is scheduled or not scheduled, check the employees schedule for the holiday date.  If all the above items are correct, contact our Support Team to ensure that the rules in the background of the system are created correctly.

    To open this information in a new window or to email, use the following link: A Holiday Is Not Showing in an Employee’s Timesheet. What Could Be Wrong?

  • Different Groups of Employees Observe Certain Holidays on Different Dates. How Do I Set This Up?

    If the same holiday is observed on different dates for different groups of employees, variations on the name of the holiday should be created to distinguish one from the next – each with a different date of observance assigned on the Holidays page. In the example below, “Independence Day Office” will award holiday hours on July 5th and “Independence Day Warehouse” will award holiday hours on July 4th.

    The pay group the employee is assigned to will determine which holiday the employee will receive.  Below, the Salary Exempt and Salary Non-Exempt employees will observe the Independence Day Office holiday while the Full and Part Time Hourly employees, along with Temp employees, will recognize Independence Day Warehouse as their holiday.

    Your Time and Attendance representative should also be aware of these differences to ensure that the rules in the background of the system are created correctly.  Should you have questions or need to add additional holidays to your system, please reach out to our Support Team for assistance.

    To open this information in a new window or to email, use the following link: Different Groups of Employees Observe Certain Holidays on Different Dates. How Do I Set This Up?

  • Can I Restrict Organization Level Item Selection From Certain Employee(s)?

    Organization Level Items can be restricted from selection by employee(s) through two methods. The first method is to restrict at the employee level through their User Security page within the Restrictions tab. For more information on these steps, please see the User Security Guide. The second method is to restrict selection by the Security Group. This is typically maintained by your Time and Attendance representative.

    To open this information in a new window or to email, use the following link: Can I Restrict Organization Level Item Selection From Certain Employee(s)?

Employee Assignments 6 questions
  • How do I change pay periods for my employees?

    If an employee is changing pay periods, please follow these steps:

    Moving a Bi-Weekly employee to Semi-Monthly:

    Wait for the bi-weekly pay period in which the employee changed status to be closed by payroll.  Note:  you may need to notify payroll of any adjustments to the employee’s paycheck during the waiting period.

    Once the pay period is closed, follow the steps below:

    • Go to Employee Maintenance > Employee Assignments > Groups and make sure you’re on the Pay Group tab.
    • Click on ‘Add New’.
    • Select the proper pay group.
    • Select the most recent date (in the past) in the Effective Date dropdown.
    • Click the Save button.

    Moving a Semi-Monthly employee to Bi-Weekly:

    Wait for the semi-monthly pay period in which the employee changed status to be closed by payroll.  Note:  you may need to notify payroll of any adjustments to the employee’s paycheck during the waiting period.

    Once the pay period is closed, follow the steps below:

    • Go to Employee Maintenance > Employee Assignments > Groups and make sure you’re on the Pay Group tab.
    • Click on ‘Add New’.
    • Select the proper pay group.
    • Select the most recent date (in the past) in the Effective Date dropdown.
    • Click the Save button.

    To open this information in a new window or to email, use the following link: How do I change pay periods for my employees?

  • How do I transfer Org Levels via the Web Clock?

    To transfer organization levels via the Web Clock, click the Punch In/Out link in the upper right of your screen. You will have the option of punching IN to a selected org level, or, if you are already punched in, you can create a TXO punch using the ‘Transfer Orglevel’ button.

    You may then select the org levels to track your time to and hit .

    NOTE – If you do not have the Punch In/Out link, you are not set up to use the Web Clock. See the next section for recording on the Timesheet page.

    To open this information in a new window or to email, use the following link: How do I transfer Org Levels via the Web Clock?

  • How do I transfer Org Levels with IN punches?

    IN punch types, such as In For Day (IND) and In From Lunch (INL), will default to the employee’s Home Organization Levels. To change the org levels of an IN punch, follow the steps below:

    Click the Punch In/Out link at the top of the page.

    2. Fill in your user name and password, if asked.

    3. The Comment field is optional.

    4. Change ‘Default Organization Levels’ to “No.”

    5. Select your punch type:

    In For Day – Used only once per day when first arriving.
    In From Lunch – Used when returning from a lunch break.
    In From Break – Used after you come back from your break.
    In For Day Again – Used if you come back to work after you’ve already used an IND. (Examples include after-hours work, or coming back to work after a doctor’s appointment.)
    Call Back In – To use when returning after hours.

    6. Select the desired organization level(s):

    Notice that the punch type will display below the username.

    7. Click ‘Complete’ to enter the punch.

    All time from the punch to the next OUT punch will record to the selected org levels.

    Please note that the system can be defaulted to bring up org levels for selection every time the employee punches with an IN punch type. If you would like this implemented, please reach out to our Support Staff.

    To open this information in a new window or to email, use the following link: How do I transfer Org Levels with IN punches?

  • How do I transfer Org Levels via the punches timesheet?

    To add time or transfer org levels via the punches timesheet, navigate to Daily Procedures > Data Entry sub folder and click Timesheet. The Timesheet will launch in a new tab or window.

    First, record known punch times into each appropriate punch type category. Be sure to enter “am” or “pm” next to each time. These can also be entered using military time format. You may see any of the following punch types listed:

    1. IND – In For Day
    2. INL – In From Lunch
    3. INB – In From Break
    4. IDA – In For Day Again
    5. OUT – Out
    6. CBI – Call Back In

    Transferring on the timesheet

    1. Open the Timesheet page.
    2. Switch to the ‘1-Punches’ view, if needed.
    3. Locate the day you wish to transfer organization levels.
    4. Click on the ‘Transfer’ button.

    The following fields will display:

    5. Enter the time of the transfer in the first field labeled ‘Transfer’.

    6. Select the desired organization level(s).

    7. Enter a Comment (optional).

    8. Click ‘Save’ at the bottom of the Timesheet to save the punch.

    The new TXO punch will be listed chronologically with other punches.

    Example:

    In the example, above and below, the employee punched IND at 8:00 am with their home organization levels. At 1:00 pm they transferred to the ‘Accounting’ and ‘EPIC Initiative’ org levels. Note that the org levels for the 5:00 pm OUT punch changed after the TXO punch was entered. This helps to show that the 4 hours from 1:00 pm to 5:00 pm are assigned to ‘Accounting’ and ‘EPIC Initiative’.  The 5 hours from 8:00 am to the TXO punch at 1:00 pm will be assigned to ‘Executive’ and ‘Human Resources’.

    To open this information in a new window or to email, use the following link: How do I transfer Org Levels via the punches timesheet?

  • How do I change Org Levels manually on the timesheet?

    The organization level assignments of existing punches and hours can be changed manually on the Timesheet page. It is recommended to adjust punches in sets: if you change the IND or INL punch, set the following OUT punch to the same org level.

    NOTE– If you do not have organization levels visible on the Timesheet, or they are not editable, please contact TimeStar Support.

    1. Open the Timesheet page.
    2. Locate the date and punches or hours record you wish to change.
    3. Use the dropdown boxes next to the punch or hours record to change the assigned organization level item(s).

    To open this information in a new window or to email, use the following link: How do I change Org Levels manually on the timesheet?

  • What Do The Different Employment Dates Mean?

    Identified Issues:

    • Better understanding how the dates used in the Employment tab.

    The dates can be found in Employee Maintenance > Employee Information > Profile.

    1. Next Date and Next Review:

    These fields serve as a placeholder and are primarily for information purposes. They do not directly impact accrual calculations. Employees and admins can refer to these dates for awareness, but they do not affect any automated processes within our system.

    2. Hire/Re-Hire Date:

    The hire date represents the day an employee officially joined an organization. It often plays a crucial role in accrual calculations, such as vacation, sick, and other time-off policies. Accurate hire dates ensure that employees receive the appropriate entitlements based on their tenure.

    3. Last Raise Dates:

    The last raise date can be used to reflect the most recent salary adjustment. While it typically serves as an information reference, it can also be used for accrual calculations. For instance, using a different date from the hire date can change an employee’s eligibility tenure level to receive a higher benefit. This is often used when you allow new hires to negotiate accrual amounts as if they had been with the company longer.

    4. Termination Dates:

    The termination date represents the day an employee officially leaves an organization. This date is used to stop accrual calculations, signal end of time worked, and prevent future holidays from awarding.

    5. Effective Date and Stop Date:

    The effective date and stop date are used to determine when the employment record is active. The effective date normally should have the same date as the first date in the pay period. The stop date should have the same date as the last day of the pay period.

    To open this information in a new window or to email, use the following link: What Do The Different Employment Dates Mean?

End of Period Procedures 5 questions
  • What Is Pay Current?

    Pay Current is a type of pay schedule in which an employee’s paycheck is processed before the pay period is completed, in order to pay employees on the last day of the period. Due to the nature of payroll processing, in order to pay an employee on the final Friday of the pay period, the paycheck must be processed prior to that Friday. Management may estimate and pay the employee based on the number of hours they are scheduled to work between the processing date and the end of the pay period/pay date. If the employee works different hours than their projected hours, or projections are not used, the employer makes the necessary adjustment, to add or subtract pay, in the next paycheck.

    There are two setups for pay current clients, projected hours and non-projected hours. Non-projected hours is used when employers pay employees only up to the time they have worked within the current period (even though the period has not ended yet), whereas, projected hours will auto-populate scheduled regular hours on an employee’s timesheet based on their assigned schedule.  This means that employers will pay up to the time they have worked within the current period plus their remaining scheduled hours.

  • How Do I Process Pay Current Payrolls?

    How do I process pay current payrolls?

    1. Correct any missing punches and address any open requests.
    2. Approve time.
    3. Export payroll file from TimeStar.
    4. Export accruals from TimeStar.
    5. Generate the Retro Hours Report.
      • Note: Please contact Technical Support if you do not have a saved Retro Hours Report.
    6. Submit payroll in Premier.
    7. Unapprove time in TimeStar.
      • Note: This allows employees to continue punching in for the remaining days in the pay period as well as submit requests. Once the pay period ends, the employee hours would need to be reapproved in TimeStar.
    8. Close out of the pay period.
      • Note: At this time, the retro hours will populate in the new pay period for the next payroll.
    9. When processing the next payroll, you can then generate the Retro Hours Report to capture the retro hours.
    10. Email the report to the payroll specialist when processing payroll.

    When do retro hours populate?

    Retro hours populate once the pay period in which you have already processed payroll has been closed. TimeStar looks at the export history to determine what has already been paid.  The pay current processing compares the hours that were worked at the time of the payroll export versus the hours that are currently in the system during End of Period processing. If there is a difference, it then subtracts the hours that have already been paid from what is currently in the system. The remaining hours then create a “pay current adjustment.” These adjustments are then added into the new current pay period using “retro” pay types. These pay types correspond with the normal pay types that were used with the original hours (e.g., RREG instead of REG, RVAC instead of VAC, etc.).

    Why do I need to generate the Retro Hours Report?

    We do not export retro hours from TimeStar because retro hours can be positive or negative. Since the payroll system does not accept negative hours, a retro hours report will need to be manually generated and emailed to your Payroll Specialist. This will ensure that the payroll specialist has the accurate information to adjust the employee’s pay. If your Payroll Specialist does not receive the Retro Hours report, they may not be aware of any retro hours that should be added or deducted from the employee’s pay. It will be important to provide them with that report each pay period.

    Why do I not see any retro hours?

    If the employee’s final hours at the close of the pay period match what was exported to payroll previously, no retro adjustments will generate in the next pay period.

    Why do I see Scheduled Regular?

    Projecting/estimating future work hours is done using scheduled regular hours, in which the system will auto populate hours on an employee’s timesheet based on their assigned schedule.  When it’s time to process payroll, the employer will pay the employee their actual worked hours up to the current date, plus their projected scheduled hours through the end of the pay period. The projected hours will be displayed as “SchedReg” hours in the system. The schedule regular hours will then be replaced with the actual worked hours, as the employee continues to track their time throughout the remainder of the pay period.

    If the actual worked hours are different than the projected hours, a retro adjustment will be applied in the next pay period (once the pay period in which payroll has already been processed has been closed). If the actual hours worked match the projected hours, no retro adjustments will be generated.

    How do I allow my employees to continue adding time after their hours have been approved?

    In order for your employees to request time off, add time manually, or punch throughout the rest of the pay period; their time will need to be unappoved by a system administrator. Once their time has been unapproved, they should be able to proceed with their normal time entry.

    To open this information in a new window or to email, use the following link: How Do I Process Pay Current Payrolls?

  • How Do I Open A Closed Pay Period?

    Identified Issues:

    Reasons the period may need opening are:

    1. Pay period indicator is in the wrong pay period.
    2. Closed the pay period too early.
    3. Forgot to run the previous payroll.
    4. Need to edit employee’s previous time.

    To reopen a pay period, please follow the following instructions:

    Navigate to Company Setup> Pay Periods page.

    1. Select the desired pay period in the Select Pay Period field if you have multiple pay periods.

    2. Select the desired pay period date range in the Current Period field.

    3. Click Save

    Reopening of the pay period should not be done for pay current pay period calculations.

    4. After any adjustments to time are made, you will proceed to close the period.  For instructions on how to close the pay period, follow the steps on the Pay Period Close page.

    5. If adjustments were made in a pay period older than the previous to current, you will follow steps 1 through 3 above to reset the period to the current dates.

    To open this information in a new window or to email, use the following link: How Do I Open A Closed Pay Period?

  • How Do I Allow My Web Browser To Open Pop-Up Windows?

    Identified Issues:

    This occurs on the following:

    1. Unable to run reports in preview pdf format view.
    2. Detail View window does not appear.

    To set TimeStar to be allowed to open windows on a pop-up browser blocker, please follow the instructions below:

    For Chrome:

    1. On the top right, look for the window with a red X and click on it.
    2. Click the ‘Always allow pop-ups and redirects from https://’
    3. Click the Done button once done.

    Please refresh the page for changes to take effect by clicking on the refresh button in the upper left of your browser window.

    Firefox

    1. On the top left, click the Options button where it says, ‘Firefox prevented this site from…’
    2. Click ‘Allow pop-ups for ‘mytimestar.com.’
        • Note: Your url may be different than mytimestar.com
    3. Please refresh the page for changes to take in effect by clicking on the refreshbutton in the upper left of your web browser.

    To open this information in a new window or to email, use the following link: How Do I Allow My Web Browser To Open Pop-Up Windows?

  • How Do I Change Where My Browser Saves My Downloads?

    Identified Issues:

    • Can’t locate downloaded/saved files.
    • Changing the directory of where to download/save files.

    How to change Save as:

    Chrome:

    1. On the top right, click on the icon on the top right and click on Settings.

    2. Click on Downloads on the left side.

    3.On the Downloads page, the location section should provide where the downloaded/saved files are currently being stored. Click .

    5. A window will appear, select the desired location and click once done.

    6. If there is a need to always have the browser ask where to save the file, on the Downloads page, there is a section called, “Ask where to save each file before download”. Enable this feature.

    Firefox:

    1. Click on the on the top right of Firefox browser.

    2. Click on Settings on the menu.

    3. Scroll down to the Downloads section.

    4. To change where the files are downloaded, click on the Browse button and select the desired download location.

    5. Click on the “Always Ask you where to save files” if a location should be selected each time a download occurs.

    Safari

    1. Click on Menu button.

    2. Click on Preferences and click on the General Tab.

    3. Under “File download location” and click on the Downloads folder to change where the files should download to.

    4. Click on and check the “Ask for each download” if needed.

    Edge

    1. Click on the icon on the top right.

    2. Click on Settings.

    3. Under Settings menu, click on the Downloads button.

    4. Click on the Change button and select the desired download location.

    5. Check the “Ask me what to do with each download” if a location should be selected each time a download occurs.

    To open this information in a new window or to email, use the following link: How Do I Change Where My Browser Saves My Downloads?

Error Messages 5 questions
  • User Login Error – Troubleshooting

    Identified Issues:

    1. Supplied username/password credentials are invalid.
    2. 502 Gateway error.
    3. Period Start Date must be specified.
    4. Insufficient permission to change password.

    1. Supplied Username/Password Credentials are invalid:

    This error message occurs when trying to login:

    1. Make sure the employee is using the correct site\URL. The red XXX indicates an insertion of your unique company code:
      • Example: https://mytimestar.com/XXX
    2. Verify the Username for the employee is correct.
      • Go to Security Setup > User Security.

      • In the employee dropdown, select the employee who is unable to login
      • Verify the Username and Employee are correct

    3. If the link and Username are correct, reset the employee’s password.

      1. Click on the under Password.
      2. In the Password Reset pop up window, type in the new password under New Password.
      3. Type in the same password under Confirm New Password.
      4. Click the Save button under Reset Password.
      5. On the User Security page, select “Yes” under the Force User to Change Password at Next Login
      6. Click the Save button on the bottom left of the page.

    2. 502 Gateway Error:

    This error message occurs when there is a permission conflict with the user’s security profile. This typically occurs when more than one security group membership has been assigned to an employee.

    1. Navigate to Security Setup > User Security.
    2. Select the affected employee in the Employee Drop Down list.
    3. Scroll down to the employee’s Group Membership.
    4. If they have more than one group membership, remove one of them from left to right.
    5. Click the Save button once done.

    3. Period Start Date must be specified:

    This error message occurs when an employee attempts to login and their effective date is after the TimeStar system’s current pay period date range.

    For Example: if the current system’s pay period is 10/14 – 10/27, and the employee’s effective date is 10/28, the employee will receive this error message upon login. Even if today is 10/29 and the pay period of 10/14 – 10/27 isn’t closed, the system will still recognize 10/14-10/27 as the current pay period.

    Solution:

    1. Move the pay period forward by clicking End Period in End of Period Procedure > Pay Period Close.
    2. Backdate an employee’s effective date one pay period.
      • This should only be done if the employee needs to be paid for the current pay period before their effective date.
    Please note that an employee can still be able to punch in but will not be able to login until the pay period is moved forward.

    4. Insufficient Permission to Change Password:

    This error message occurs when no group membership has been assigned to the employee’s User Security.

    1. Select the affected employee in the Employee Drop Down list on the top.
    2. Navigate to Security Setup > User Security.
    3. Scroll down to Group Membership and select the desired group membership from right to left.
    4. Click the Save button once done.

    To open this information in a new window or to email, use the following link: User Login Error – Troubleshooting

  • What Does “Invalid last raise date for accrual eligibility calculation.” mean?

    Receiving an error like the followingis the result of having accrual plans looking to an employee’s last raise date to calculate the accrual amount rater than the employee’s hire-date.

    To fix the error above, follow the steps listed below.

    1. In the Main Navigation menu, open the Employee Maintenance folder.

    2. Open Employee Information subfolder.

    3. Click on the Profile page.

    4. Select the proper employee in the employee drop-down.
    5. Click on the Employment tab.
    • Note how Last Raise filed is empty. If not empty, please reach out to our Support Team for assistance.

    6. Enter the employee’s hire date or negotiated start date into the Last Raise field. In the example below, Doris has negotiated a start date 3 years before her actual hire date. The accrual plan will calculate her accrual amount as if she were hired on 8/01/2018.

    7. Click

    In order to use Last Raise dates for your accrual calculations, your plans must be set up do to so. If you have questions on whether your plans currently use Last Raise dates, or would like to implement the use of Last Raise Dates, please reach out to our Support Team for assistance.

    To open this information in a new window or to email, use the following link: What Does “Invalid last raise date for accrual eligibility calculation.” mean?

  • What Does “Invalid hire date for accrual eligibility calculation.” mean?

    Receiving an error like the followingis the result of the employee not having a valid hire date on their employee profile.

    To fix the error above, follow the steps listed below.

    1. In the Main Navigation menu, open the Employee Maintenance folder.

    2. Open Employee Information subfolder.

    3. Click on the Profile page.

    4. Select the proper employee in the employee drop-down
    5. Click on the Employment tab
    • Note how Hire/Re-Hire Date filed is empty.  If not empty, please reach out to our Support Team for assistance.

    6. Enter the employee’s hire date into the Hire/Re-Hire Date field.

    7. Click

    To open this information in a new window or to email, use the following link: What Does “Invalid hire date for accrual eligibility calculation.” mean?

  • Pay Period Close: 502 Gateway Error

    502 Gateway Error While Trying To Close Pay Period:

    Receiving the 502 Gateway Error while trying to close a pay period occurs when the number of employees or supervisors in the system has exceeded the current license key limit. To confirm, check the License Key Count:

    1. Click on ABOUT page on the top right.
    2. Click on the INSTALLED OPTIONS tab.
    3. Once on this page, TimeStar will provide you a Warning message and which License Key is over the limit. Please review the Capacity vs Actual column.
    System Administrators will begin to receive the following warning message when logging in to the system and either the employee count, or supervisor count, is at 90% capacity or above.

    Resolution:

    To resolve the 502 Gateway Error for the License Key, there are two options available:

    • Purchase additional License Key for the number of employees, supervisors, or both if needed.
    • Remove any unneeded employees or supervisors in the system to get at or below current License Key capacity limits.
    Who Counts As A Supervisor? A user is considered a supervisor and will count against the license limit when they have at least one employee assigned to report to them directly.

    Purchasing additional License Key:

    If it is determined a new License Key is needed, please reach out to your sales representative or the Delphia Support Team to start on the process of purchasing a new License Key.

    If a new License Key has already been purchased and received, below are the steps on how to add the new License Key:

    Navigate to System Setup > System Parameters.

    Please note that if you do not have access to the System Parameters page, contact Delphia Support for further assistance.

    1. Scroll down until you see the field for License Key and paste the new License Key given taking care to ensure that there are no spaces at the beginning or end of the License Key.

    2. Click

    To open this information in a new window or to email, use the following link: Pay Period Close: 502 Gateway Error

  • Payroll Export Error: License Limit Exceeded

    License Error – Maximum Employees Exceeded Error While Trying To Export Payroll:

    Receiving the License Error – Maximum Employees Exceeded message while trying to export payroll hours occurs when the number of employees or supervisors in the system has exceeded the current license key limit. To confirm, check the License Key Count:

    1. Click on ABOUT page on the top right.
    2. Click on the INSTALLED OPTIONS tab.
    3. Once on this page, TimeStar will provide you a Warning message and which License Key is over the limit. Please review the Capacity vs Actual column.
    System Administrators will begin to receive the following warning message when logging in to the system and either the employee count, or supervisor count, is at 90% capacity or above.

    Resolution:

    To resolve the Payroll Export Error: License Limit Exceeded, there are two options available:

    • Purchase additional License Key for the number of employees, supervisors, or both if needed.
    • Remove any unneeded employees or supervisors in the system to get at or below current License Key capacity limits.
    Who Counts As A Supervisor? A user is considered a supervisor and will count against the license limit when they have at least one employee assigned to report to them directly.

    Purchasing additional License Key:

    If it is determined a new License Key is needed, please reach out to your sales representative or the Delphia Support Team to start on the process of purchasing a new License Key.

    If a new License Key has already been purchased and received, below are the steps on how to add the new License Key:

    Navigate to System Setup > System Parameters.

    Please note that if you do not have access to the System Parameters page, contact Delphia Support for further assistance.

    1. Scroll down until you see the field for License Key and paste the new License Key given taking care to ensure that there are no spaces at the beginning or end of the License Key.

    2. Click

    To open this information in a new window or to email, use the following link: Payroll Export Error: License Limit Exceeded

General 16 questions
  • How Do I Allow My Web Browser To Open Pop-Up Windows?

    Identified Issues:

    This occurs on the following:

    1. Unable to run reports in preview pdf format view.
    2. Detail View window does not appear.

    To set TimeStar to be allowed to open windows on a pop-up browser blocker, please follow the instructions below:

    For Chrome:

    1. On the top right, look for the window with a red X and click on it.
    2. Click the ‘Always allow pop-ups and redirects from https://’
    3. Click the Done button once done.

    Please refresh the page for changes to take effect by clicking on the refresh button in the upper left of your browser window.

    Firefox

    1. On the top left, click the Options button where it says, ‘Firefox prevented this site from…’
    2. Click ‘Allow pop-ups for ‘mytimestar.com.’
        • Note: Your url may be different than mytimestar.com
    3. Please refresh the page for changes to take in effect by clicking on the refreshbutton in the upper left of your web browser.

    To open this information in a new window or to email, use the following link: How Do I Allow My Web Browser To Open Pop-Up Windows?

  • What End Of Year Procedures Should I Be Taking?

    As the end of the year approaches, there are a few processes that we recommend in order for your TimeStar system to continue functioning in the most efficient manner possible.

    Year End Checks:

    1. Create pay periods for the upcoming year.

    For employees to able to request time off in the upcoming year, as well as enter time, new pay periods will need to be generated.  For instructions on how to create new pay period dates, follow the steps on the Generating Pay Periods section.

    If your site is configured to generate accruals and/or utilizes the requests feature in TimeStar, it is best to generate 2 years’ worth of pay periods. This will allow employees to request time off through the end of the following year. TimeStar will not allow employees to request time for a pay period that does not exist.
    1. Create Holidays for the upcoming year.

    For holidays hours to populate in the upcoming year, new holidays will need to be generated.  For instructions on how to create holiday dates, follow the steps on the Generating Next Year’s Holiday Calendar section.

    1. Assure end of year accrual transactions are calculating properly.

    It is unusual that the last pay period of the year and the end of the accrual year occur on the same day. This procedure will assure that your accrual year end and carryover hours are handled correctly.  For full instructions on how to review an employees accruals, please see the section titled Accruals Summary.

    While on the Accrual Summary/Transactions tab, update the Date range to include the end of year dates.  You may also select the Accrual Type to review.  See below for an example.

    Accruals View and Expired Transactions

    If your accruals are based on the calendar year, then at the end of the year, your system will first expire and then award new accrual balances. How you see this will depend on how your pay periods and awards are configured.

      • If your last pay period of the year ends on 12/31:
        • A. When you view accrual summaries for the period that ends on 12/31, you will see your remaining balance.
        • B. You will see a Carryover Adjustment deduct from the balance to account for hours that will carry over into the new accrual year if allowed.
        • C. You will see an Expired* expiration of hours that reduce the total to 0.  These hours are lost to the employee.
        • D. When you view accrual summaries for the period that begins on 1/1, you will see your carryover (if allowed) 
        • E. Any new pending Accrual amount in the new accrual year will show.

    *Depending on your company’s setup, your exact view of future Accrual Transactions may vary.

    EXAMPLE:

    • Your company allows 80 hours of PTO to carry over into a new year. Jane Smith has 242.99982(A) hours left at the end of the year.
    • At the end of the accrual year, any hours over 80(C=-162.99982) will expire and be lost.
    • At start of new accrual year, the allowed carryover hours(D=80) will be added.
    • Any accrual in the new accrual year that may be available will be added(E=6.92307).

    Performing these tasks will assure that your TimeStar system continues to work correctly for you over the transition into the near year. If you have any questions about these instructions, please feel free to contact Delphia Consulting at (888) 421-2004 or at TimeStar Support.

    To open this information in a new window or to email, use the following link: What End Of Year Procedures Should I Be Taking?

  • How Do I Change My Password In TimeStar?

    To update your current password to a new password, follow the steps below:

    1. Once logged in, click the ACCOUNT menu item in the upper right of TimeStar

    2. Click the box to put a check next to Change Password?

    3. Enter your Current Password

    4. Enter your New Password

    5. Confirm New Password

    6. Click Save

    To open this information in a new window or to email, use the following link: How Do I Change My Password In TimeStar?

  • How Do I Change The Password For An Employee I Supervise?

    To Change the Password for an employee that you supervise, follow the steps below:

    1. Once logged in, click the ACCOUNT menu item in the upper right of TimeStar

    2. Select the SUPERVISEE PASSWORDS tab

    3. Enter the New Password

    4. Enter again to Confirm Password

    5. Click Save

    6. If employee should then update their password to something unique, have them follow the steps under the How Do I Change My Password section.

    To open this information in a new window or to email, use the following link: How Do I Change The Password For An Employee I Supervise?

  • What Are The System Requirements For Hosting TimeStar On My Servers?

    To open this information in a new window or to email, use the following link: What Are The System Requirements For Hosting TimeStar On My Servers?

  • User Login Error – Troubleshooting

    Identified Issues:

    1. Supplied username/password credentials are invalid.
    2. 502 Gateway error.
    3. Period Start Date must be specified.
    4. Insufficient permission to change password.

    1. Supplied Username/Password Credentials are invalid:

    This error message occurs when trying to login:

    1. Make sure the employee is using the correct site\URL. The red XXX indicates an insertion of your unique company code:
      • Example: https://mytimestar.com/XXX
    2. Verify the Username for the employee is correct.
      • Go to Security Setup > User Security.

      • In the employee dropdown, select the employee who is unable to login
      • Verify the Username and Employee are correct

    3. If the link and Username are correct, reset the employee’s password.

      1. Click on the under Password.
      2. In the Password Reset pop up window, type in the new password under New Password.
      3. Type in the same password under Confirm New Password.
      4. Click the Save button under Reset Password.
      5. On the User Security page, select “Yes” under the Force User to Change Password at Next Login
      6. Click the Save button on the bottom left of the page.

    2. 502 Gateway Error:

    This error message occurs when there is a permission conflict with the user’s security profile. This typically occurs when more than one security group membership has been assigned to an employee.

    1. Navigate to Security Setup > User Security.
    2. Select the affected employee in the Employee Drop Down list.
    3. Scroll down to the employee’s Group Membership.
    4. If they have more than one group membership, remove one of them from left to right.
    5. Click the Save button once done.

    3. Period Start Date must be specified:

    This error message occurs when an employee attempts to login and their effective date is after the TimeStar system’s current pay period date range.

    For Example: if the current system’s pay period is 10/14 – 10/27, and the employee’s effective date is 10/28, the employee will receive this error message upon login. Even if today is 10/29 and the pay period of 10/14 – 10/27 isn’t closed, the system will still recognize 10/14-10/27 as the current pay period.

    Solution:

    1. Move the pay period forward by clicking End Period in End of Period Procedure > Pay Period Close.
    2. Backdate an employee’s effective date one pay period.
      • This should only be done if the employee needs to be paid for the current pay period before their effective date.
    Please note that an employee can still be able to punch in but will not be able to login until the pay period is moved forward.

    4. Insufficient Permission to Change Password:

    This error message occurs when no group membership has been assigned to the employee’s User Security.

    1. Select the affected employee in the Employee Drop Down list on the top.
    2. Navigate to Security Setup > User Security.
    3. Scroll down to Group Membership and select the desired group membership from right to left.
    4. Click the Save button once done.

    To open this information in a new window or to email, use the following link: User Login Error – Troubleshooting

  • How Do I Create A Shortcut On My Desktop?
    1. Open the browser that’s currently used.
    2. Navigate to the Time & Attendance website Login page.
    3. Resize the browser window so that both the computer’s desktop and browser’s address line are on the same screen.
    4. Click and hold onto the padlock icon and drag it to the desktop.
    5. This will create a shortcut on your desktop.  You can then rename the shortcut if necessary.
    If using the web clock for punching, you can repeat the steps above by navigating to the web clock url to add a shortcut for web punching.

    To open this information in a new window or to email, use the following link: How Do I Create A Shortcut On My Desktop?

  • How Do I Add A User To TimeStar That Will Not Track Time Or Directly Supervise Employees?

    Creating A User Security

    This document provides information on how to create a user security without an employee profile associated with it.  This is normally done when an individual needs access to the system for things like running reports or processing payroll, but will not be tracking time themselves or directly supervising employees.

    User will not:

    • Be tracking punches, dollars or hours (Includes PTO, VAC, SICK, etc.)
    • Be directly supervising any employees

    To create a user security for login without profile, follow the steps below:

    1. Navigate to Security Setup > User Security.

    2. Click on the button in the bottom left corner.

    3. A blank format for the User Security should appear. Type in the desired Username.

    The Username will be used to login and must not be the same as a current or past employee.

    4. Type in the desired password under Password and Confirm Password.

    5. Set the authentication type to TimeStar – Strong Passwords.

    6. If your system is built to house multiple companies and the user should access some or all of them, set to Yes.

    7. If the employee should create a unique password for themselves the first time they log in, set to Yes.

    8. Move any companies the employee may access from right to left.

    9. Select the desired Group Membership from right to left. This defines the Security Permissions for the User and will most likely be an administrative role.

    10. Click the button once complete.

    11. A warning message should appear, click OK to continue.

    To open this information in a new window or to email, use the following link: How Do I Add A User To TimeStar That Will Not Track Time Or Directly Supervise Employees?

  • How Do I Add TimeStar As A Favorite To My Web Browser?

    TimeStar – Creating Favorites/Bookmark

    This document provides information on how to create Favorites for most web browsers.

    Steps:

    1. Open the browser.
    2. Type in the TimeStar Link in the address bar and load the site.
    3. Press the following keys together on your keyboard Ctrl and D.
    4. The bookmarks will appear, do the following:

    A. Type in the desired Name.

    B. Select the place to save the bookmark.

    C. Click the Save or Done button once complete.

    The image below represents a screen shot of Google Chrome.

    To open this information in a new window or to email, use the following link: How Do I Add TimeStar As A Favorite To My Web Browser?

  • How Does The System Handle Daylight Savings Time?

    Daylight Savings:

    The following information details how the Time & Attendance system handles Daylight Savings Time in the Spring and Fall depending on the Time Zone the employee is assigned.

    Spring Forward:

    In the Spring, the 2 AM hour is skipped. The 2 AM hour does not exist, so there is no need to worry about punching in/out at that time.

    • After 1:59 AM the time will jump to 3:00 AM
      • This means an employee who works 12 AM-8 AM on 3/10/2024 will calculate at 7 hours rather than 8.

    Fall Back:

    In the Fall, the 1:00 AM Hour is repeated.

    • The same employee, working 12 AM-8 AM on 11/03/2024 will calculate at 9 hours rather than 8.
    • Technically, the employee worked the 1 AM hour twice.
    • At 2:00 AM the time will jump back to 1:00 AM

    We recommend NOT punching during the time that will be duplicated in the Fall (1:00 AM – 1:59:59 AM in both instances – that entire 2-hour window).

    In the Fall, supervisors will receive alerts for any employees that punched during the 1 AM hours. This allows them to review the employee’s time and determine if the punch(es) occurred in the 1st 1 AM hour or the 2nd 1 AM hour.

    If Overtime is calculated:

    • Legally, this cannot be adjusted by Delphia Consulting. Staff will need to reach out to their Payroll Specialist or HR Specialist for assistance.
    Do NOT edit punches. If the administrator or supervisor wants to add time for the employee, they can do so via the Hours page.

    General Information:

    For more information regarding when Daylight Savings Time Springs Forward or Fall Back you can go to: https://www.timeanddate.com/time/change/usa

    For locations outside the United States, please go to: https://www.timeanddate.com/time/change

    Below is information on the 2024 year for the United States:

    To open this information in a new window or to email, use the following link: How Does The System Handle Daylight Savings Time?

  • Is There A Template To Use For Importing Employee Data If We Don’t Use HRMS?

    TimeStar Generic Employee Data Template For Employee Import

    Below are the data column requirements for importing employee data into Timestar.

    Source data file notes:
    • Source data file is expected to be comma-separated values text file (CSV).
    • Source file name must remain constant.
    • Header row must exist.
    • Columns that will not be imported do not need to exist in the source file.
    • Column headers are required and must match those defined herein.
    • The order of the columns does not need to match those herein.
    • Either a “changes-only” or a “full” file is acceptable.

    Field requirements
    The following fields are critical and must be populated in the file as described below:

     Company Code
     Employee Number (or Social Security Number)
     Social Security Number (or Employee Number)
     Badge Number (if using a clock)
     First Name
     Last Name
     Hire Date

    All other fields are optional.

    This is a publication of Delphia Consulting, LLC.

    Delphia Consulting, LLC has made every effort to ensure this documentation is correct and accurate but reserves the right to make changes without notice at its sole discretion. Use, duplication, modification, or transfer of the product described in this publication, except as expressly permitted by the Delphia Consulting, LLC License Agreement is strictly prohibited. Individuals who make any unauthorized use of this product may be subject to civil and criminal penalties.

    Copyright © 2024 Delphia Consulting, LLC. All rights reserved. Unauthorized duplication prohibited.

    TimeStar is a trademark of Delphia Consulting, LLC. Sage, the Sage logos, and the Sage product and service names mentioned herein are registered trademarks or trademarks of Sage Software, Inc. or its affiliated entities. All other trademarks are the property of their respective owners.
    Your use of this document and the TimeStar product described herein is governed by the terms and conditions of the TimeStar End User License Agreement (“EULA”) or other agreement that is provided with or included in the TimeStar product. Nothing in this document supplements, modifies, or amends those terms and conditions. Except as expressly stated in those terms and conditions, the information in this document is provided by Delphia Consulting “AS IS,” and Delphia Consulting disclaims all express, implied, or statutory warranties of any kind, including but not limited to the warranties of merchantability, fitness for a particular purpose, or of non-infringement. No implied license is granted to you under any Delphia Consulting intellectual property or trade secret right. Delphia Consulting reserves the right to revise, supplement, or remove information in this document at any time without notice to you or others.

    To open this information in a new window or to email, use the following link: Is There A Template To Use For Importing Employee Data If We Don’t Use HRMS?

  • How Do I Set Up A New Status Monitor?

    Summary:

    This document provides instructions on how to setup a Status Monitor.

    Identified Issues:

    • Viewing a different group of employees.

    Steps to Add a New Status Monitor:

    1. Navigate to System Setup > Status Monitor Setup.

    2. Click

    If you do not have access to Status Monitor Setup, please reach out to our Technical Support Team.

    3. Type in the desired name under Name and Description.

    4. Select ‘Yes’ to automatically filter employee list for each supervisor if supervisors only need to see their employees on the Status Monitor.  Set to No if it should display everyone or be defined by the filters section below.

    5. Under Monitor Columns to Display, select and click the button next to each item you would like displayed.

    After adding you will see each selection appear below. Click the to remove a line item or the to remove all items.

    6. Under Monitor Filters, select the desired filter and move from right to left. We recommend only using one filter per monitor.

    In the example below, the monitor will only show employees who report to Doris White and Stanley Smith.

    7. Click when complete.

    To open this information in a new window or to email, use the following link: How Do I Set Up A New Status Monitor?

  • How Do I Change Where My Browser Saves My Downloads?

    Identified Issues:

    • Can’t locate downloaded/saved files.
    • Changing the directory of where to download/save files.

    How to change Save as:

    Chrome:

    1. On the top right, click on the icon on the top right and click on Settings.

    2. Click on Downloads on the left side.

    3.On the Downloads page, the location section should provide where the downloaded/saved files are currently being stored. Click .

    5. A window will appear, select the desired location and click once done.

    6. If there is a need to always have the browser ask where to save the file, on the Downloads page, there is a section called, “Ask where to save each file before download”. Enable this feature.

    Firefox:

    1. Click on the on the top right of Firefox browser.

    2. Click on Settings on the menu.

    3. Scroll down to the Downloads section.

    4. To change where the files are downloaded, click on the Browse button and select the desired download location.

    5. Click on the “Always Ask you where to save files” if a location should be selected each time a download occurs.

    Safari

    1. Click on Menu button.

    2. Click on Preferences and click on the General Tab.

    3. Under “File download location” and click on the Downloads folder to change where the files should download to.

    4. Click on and check the “Ask for each download” if needed.

    Edge

    1. Click on the icon on the top right.

    2. Click on Settings.

    3. Under Settings menu, click on the Downloads button.

    4. Click on the Change button and select the desired download location.

    5. Check the “Ask me what to do with each download” if a location should be selected each time a download occurs.

    To open this information in a new window or to email, use the following link: How Do I Change Where My Browser Saves My Downloads?

  • What Do The Different Employment Dates Mean?

    Identified Issues:

    • Better understanding how the dates used in the Employment tab.

    The dates can be found in Employee Maintenance > Employee Information > Profile.

    1. Next Date and Next Review:

    These fields serve as a placeholder and are primarily for information purposes. They do not directly impact accrual calculations. Employees and admins can refer to these dates for awareness, but they do not affect any automated processes within our system.

    2. Hire/Re-Hire Date:

    The hire date represents the day an employee officially joined an organization. It often plays a crucial role in accrual calculations, such as vacation, sick, and other time-off policies. Accurate hire dates ensure that employees receive the appropriate entitlements based on their tenure.

    3. Last Raise Dates:

    The last raise date can be used to reflect the most recent salary adjustment. While it typically serves as an information reference, it can also be used for accrual calculations. For instance, using a different date from the hire date can change an employee’s eligibility tenure level to receive a higher benefit. This is often used when you allow new hires to negotiate accrual amounts as if they had been with the company longer.

    4. Termination Dates:

    The termination date represents the day an employee officially leaves an organization. This date is used to stop accrual calculations, signal end of time worked, and prevent future holidays from awarding.

    5. Effective Date and Stop Date:

    The effective date and stop date are used to determine when the employment record is active. The effective date normally should have the same date as the first date in the pay period. The stop date should have the same date as the last day of the pay period.

    To open this information in a new window or to email, use the following link: What Do The Different Employment Dates Mean?

  • What Comes With The New HRMS Interface?

    Upgraded – Sage HRMS Interface for Time and Attendance

    We are pleased to introduce several new features that enhance the seamless integration between Sage HRMS and Time and Attendance. These advancements aim to streamline processes, reduce manual efforts, and provide a more cohesive experience for users.

    Key Additions:

    1. Expanded Interface Fields:
      • Now includes 33 additional fields facilitating a more comprehensive interface between HRMS and Time and Attendance.
      • All fields available in Time and Attendance are now seamlessly accessible in HRMS for individual employee selection.
    2. Automated Profile Updates:
      1. No more manual updates required for employee profiles in Time and Attendance after import. Enjoy effortless synchronization between the two modules.
    3. Effortless Group and Field Imports:
      • New Groups and other field options from Time and Attendance effortlessly import into HRMS.
      • Eliminates the need for manual entry of items such as new pay group options in HRMS when added in Time and Attendance.
    4. Improved Supervisor Assignments:
      • Old supervisor assignments for employees are now stop-dated properly, eliminating the need for manual removal in Time and Attendance.
    5. Advanced Date Handling:
      • More advanced handling of effective and stop dates in Time and Attendance for employee profile records.
    6. Direct Integration of Secondary Rates:
      • Secondary rates from HRMS now directly integrate into Time and Attendance.
      • No more exporting a separate secondary rate file; the integration is seamless and efficient.
    7. HR Actions Integration:
      • For users of the HR Actions product, a direct sync process with each submitted action is in place.
      • As soon as an HR action is completed, the data is immediately transmitted to Time and Attendance for real-time updates.

    These enhancements not only improve the efficiency of your HR processes but also ensure accurate and timely data synchronization between HRMS and Time and Attendance, offering a more streamlined and user-friendly experience.

    Sage HRMS Custom Detail screen for Time and Attendance Interface – Group/Profile

    Sage HRMS Custom Detail screen for Time and Attendance Interface – Supervisor Levels

    To open this information in a new window or to email, use the following link: What Comes With The New HRMS Interface?

  • How Do I Use The Widgets Page?

    Take Action Widgets

    Alerts

    The alerts widget displays a list of alerts that have been generated in the system. To expand the widget, click on the  button.  The button will change to and employees with alerts will be listed.

    • Clicking on the button will refresh the Alerts widget for any new alerts.
    • Clicking on the button, depending on how the browser is configured, a popup will appear to allow to Open, Save, or Cancel a .csv file or it will automatically download the file.
    • Clicking on the button will open a window, details on where the alert occurred.
    • Clicking on the button will delete the alert.

    Approvals

    The Approvals widget displays the same information on the Approvals page. This widget can also be configured on the Approvals Setup page as well. To expand the widget, click on the button.

    • By default, the Unapproved list will be populated on the widget. This can be changed by selecting the desired filter options.

    • The Total Hours filed displays the total number of hours an employee has worked in a pay period.
    • Different columns can be created to display one or more pay types.
    • By clicking on a column, an up or down arrow will appear where users can sort the column.

    • By clicking on the button will approve/unapproved all employees. If an employee is unable to be approved, a warning message will display below the employee.

    Employee Request

    The Employee Request widget provides employees’ open requests. To expand the widget, click on the button.

    Click on the employee’s name under the employee column.  This is a link that will display the details of the request.  The name below is blurred out for privacy.

    • Here, requests can be approved, declined, or acknowledged depending on the type of request made. Any comment you wish to reply with can also be entered.
    • You could also update the date or number of hours to something different if needed.
    Only “Not Hidden” requests will appear on this widget.

    You can also approve, decline, or acknowledge requests directly from the home widget page.  See the options available for responding to a Time Off and General Request. You cannot modify any data or enter comments by taking action here.

    My Request

    The My Request widget will display requests that were made by yourself. To expand the widget, click on the button.

    • A. The Accrual Balances section will display the current accrual balances for the user that is logged on.
    • B. Employee will be able to submit requests from the widget.
    • C. Clicking on the link under the employee column will display details of the request.
    • D. Click on any of the header rows to sort the list accordingly.
    Only “Not Hidden” requests will display.

    Analyze Widget

    The Analyze Widget tab provides the following widgets:

    • Employees
    • Hours & Wages
    • Schedules

    These widgets provide detailed information of employee’s status, hours & wages, and schedules.

    Click on the Analyze Tab and expand the Employee section by clicking on the button.

    Employees

    The Employees widget displays data of which employees are either active, new hires, or terminated in the current or future pay periods.

    • New hires will display under the New Hire section. It will also display how many new hires there are and their employee number and hire date.
    • Terminated employees will display under the Terminated section. It will display how many terminated employees there are and their employee number and termination date.
    • Clicking on the button will refresh the Employee widget.
    • Clicking on the button, depending on how the browser is configured, a popup will appear to allow to Open, Save, Cancel a .csv file or it will automatically download the file.
    • New Hires will also appear under the Active list.
    • Clicking on an employee name from the Active List will open a new window. This new window will display the employee’s information based on the profile page.

    Hours & Wages

    To expend the widget, click the  button.

    The Hours & Wages widget shows a breakdown of hours by pay type, shift type, org level, and employee. It also shows an employee’s gross pay by pay type, shift type, org level, and employee if wages are present in the system.

    • Tabs for both the current pay period and previous pay period will appear.
    If the user logged in does not have security permissions to see pay rates, the user will not see gross pay.
    • Clicking on a pay type will display a list of employees that have hours of that pay type on the right side of the screen.  It will also list the total number of those hours along with any cost if rates are present for the employee.
    Clicking on a Shift Type or Org. Level will also break down employees hours.

    Approvals

    • The current pay period tab will also contain an approvals page tab.
    • The Approvals tab will display if an employee’s time is approved or not.
    • Clicking on the employee’s name under Employee column on the Approvals page will display their Total Hours page.

    The Total Hours page will allow you to:

    A. Review Total Hours from Punches Page and Hours Page.

    B. See the approval status of the employees’ time for the period. * If you do not use employee approvals, they will not display.

    C. Select how the hours will display. Here it is set to show hours for each day the employee had time.

    D. Displays by Hours & Minutes or by Decimal.

    E. The employees’ hours for the period listed for each day by the Daily Summary selection. Here, the employee only had Holiday hours for the period.

    F. Approve the time for the employee or supervisor. *Depending on your system setup, the system may require employee approval to be complete before supervisor approvals may be done.

    G. If the employee was still on the clock, clicking here will calculate the hours up to the moment you click the button.

    For a more complete description of the total hours page, please visit the Total Hours Support Page.

    If any missing punches or outstanding requests exist, an error will appear and the time will not be approved for the employees with the outstanding errors. These errors must be resolved prior to completing the approvals.

    My Schedule

    The My Schedule widget displays the data that can be found on the Employee Schedule page under Daily Procedures – Schedules. To expand the widget, click on the  button.

    A. The schedule days will be built based on the pay period that currently displays in the pay period toolbar.  Here we can see a deviation to the schedule was automatically made for the Memorial Day Holiday.

    B. You can sort any of the fields by clicking the header item and click on the button to sort the column.

    C. Clicking on the schedule item will display the schedule rule or deviation detail screen.  The M-F 0800A-0430P Schedule Rule is shown in the second image below.

    Schedules

    To expand the Schedules widget, click on the  button.

    Schedules

    The Schedule widget will provide:

    A. The list of employees with a schedule assignment.

    B. Is the employee scheduled to work today?

    C. Is the employee currently on the clock and working?

    D. The employee’s scheduled start time for today.

    E. The employee’s scheduled stop time for today.

    F. The employee’s last punch.

    • Clicking on the button will refresh the Employee widget.
    • Clicking on the button, depending on how the browser is configured, a popup will appear to allow to Open, Save, Cancel a .csv file or it will automatically download the file.
    • Clicking on one of the employees in this list will open a new window for the employee’s schedule.

    Here you see a calendar view of the employee’s schedule for the pay period.  It is being populated based upon:

    A. Any deviations to their normal schedule.  Here, the Civic Holiday is creating a dark grey deviation to the employee’s schedule for the pay period on 08/05.

    B. The employee’s assigned schedule group. This group’s name also describes the hours scheduled. Monday through Friday from 8am – 4pm.

    The colors on the calendar display represent the following:

    Orange – Normal schedule hours for the employee based on scheduled group rule(s).

    Purple – Deviation to the employees normally scheduled hours. Coming in one hour early and leaving one hour early.

    Dark Gray(Grey) –  Time Off from normally schedule hours. PTO, Sick, Vacation, etc.

    Light Gray(Grey) – Unscheduled time.

Navigation 2 questions
  • Is There a Shortcut to Finding a Name in a Long Employee List?

    To quickly find a name in the Employee drop-down, open the employee drop-down, and type the first few letters of the last name of the employee being searched in quick succession. The employee name will then move to the top of the employee list for selection.

  • Why Does the Employee That I’m Looking For Not Show In the Employee Drop Down?

    There are several reasons why an employee may not show in the Employee drop-down:

    1. Employee Status – The hire and termination dates will affect whether or not the employee shows in the Employee drop-down.

      • If the employee has a hire date that is in a future pay period, the pay period must be advanced to the date of hire or further into the future to see them listed in the Employee drop-down.
      • If the employee has a termination date that is in a past pay period, the pay period must be moved back to the pay period containing the date of termination or prior to see them listed in the Employee drop-down.

    2. Pay Period Mismatch – The pay period selected in the Pay Period drop-down must be moved back or forward based on the employees’ status. See example number 1 for additional information.

    3. Interface – When interfacing with a Human Resources system to automatically bring employees into the Time and Attendance system, considerations must be made to ensure that all required employee fields are completed in the HR system, and verify that the interface is running correctly.

    4. Filters – A set filter will reduce the number of employees in the Employee drop-down. If the filter button is turned green, a filter is set. To clear it, click on the Filter button. The Filter Maintenance pop-up window will open. Click the Clear Filter button, and close out of the Filter Maintenance pop-up window.

    5. Security – Security settings in Time and Attendance will affect what can be viewed in the Employee drop-down. These settings are typically maintained by the Time and Attendance team.

    6. Company Mismatch – If the company’s specific Time and Attendance system was set up with more than one company, it is important to ensure that the correct company is selected. Select the Company Information button, followed by the Company Name drop-down to move between companies.

    7. Supervisor Assignments – To see employees in the Employee drop-down as a supervisor, the employee must be assigned as one of the supervisor’s direct or indirect reports.

    To open this information in a new window or to email, use the following link: Why Does the Employee That I’m Looking For Not Show In the Employee Drop Down?

Reports 9 questions
  • Why Are Terminated Employee(s) Not Appearing On Reports?

    Identified Issues:

    • Terminated employees do not appear on reports

    If not yet on the Generate Reports page, follow the steps in the “Navigating to the Generate Reports Page” section.

    1. Select the desired report to run

    2. Update the Date Range field(s) if necessary

    3. Locate the Filters section below

    • Typical filters include:
        • Employee
        • Home Org Level
        • Pay Group

    Set the filter to run the report on either the Pay Group or Home Org Level to have terminated employees data included for the report Date Range.

    In the example below, the report will run on all employees, including terminated, in the Company ABC Glass.  Any XYZ Turbine employees will be excluded.

    NOTE: If you do not have access to the needed filters, please reach out to TimeStar Support for assistance.

    4. Update the remaining fields as necessary for your data needs

    5. Click Generate

    To save the report as a USER REPORT, follow the steps in the Create Saved User Report page.

    After saving as a USER REPORT, one can share the report out to others as well.  This will be saved as a SHARED REPORT.  To create a SHARED REPORT, follow the steps listed on the Share Saved Report section.

    To open this information in a new window or to email, use the following link: Why Are Terminated Employee(s) Not Appearing On Reports?

  • What Does TimeStar Report Error: “Report Instance does not exist (-6155)” mean when I try to open a report?

    ISSUE: When using Google Chrome, the following alert appears.

    TimeStar Report Error: “Report Instance does not exist (-6155)”

    To resolve, follow the steps below.

    Disable Chrome Extension: Adobe Acrobat

    • In Google Chrome, on the top right of your screen, click the puzzle icon

    • Look for ‘Adobe Acrobat: PDF edit’ extension and click the three-dot icon next to the extension

    • Click ‘Mange Extension’

    • Click the blue colored slider to disable the extension. The slider will turn to grey when its disabled

    Check to see if the error has been resolved.  If error persists, continue with the steps below and try again.

    Clear Browser Cache

    1. On your computer, open Chrome.

    2. At the top right, click More .

    3. Click More tools Clear browsing data.

    4. At the top, choose a time range. To delete everything, select All time.

    5. Next to “Cookies and other site data” and “Cached images and files,” check the boxes.

    6. Click Clear data.

    If after completing the above steps and the error continues, please reach out to TimeStar Support for assistance.

    To open this information in a new window or to email, use the following link: What Does TimeStar Report Error: “Report Instance does not exist (-6155)” mean when I try to open a report?

  • How Do I Allow My Web Browser To Open Pop-Up Windows?

    Identified Issues:

    This occurs on the following:

    1. Unable to run reports in preview pdf format view.
    2. Detail View window does not appear.

    To set TimeStar to be allowed to open windows on a pop-up browser blocker, please follow the instructions below:

    For Chrome:

    1. On the top right, look for the window with a red X and click on it.
    2. Click the ‘Always allow pop-ups and redirects from https://’
    3. Click the Done button once done.

    Please refresh the page for changes to take effect by clicking on the refresh button in the upper left of your browser window.

    Firefox

    1. On the top left, click the Options button where it says, ‘Firefox prevented this site from…’
    2. Click ‘Allow pop-ups for ‘mytimestar.com.’
        • Note: Your url may be different than mytimestar.com
    3. Please refresh the page for changes to take in effect by clicking on the refreshbutton in the upper left of your web browser.

    To open this information in a new window or to email, use the following link: How Do I Allow My Web Browser To Open Pop-Up Windows?

  • What Reports Should I Run For Time Approval and Payroll Processing?

    The recommended reports to run before exporting Payroll:

    • Admin – Request -> Reports on any requests
    • Admin – Missing Punch – > Reports on any missing punches.
    • Admin- Unapproved Time -> Shows any unapproved time for any employees.
    • Payroll – Transfer – Shows what the system is prepared to export.

    • Admin – Request -> Reports on any requests

      • Will give you open period requests with the employee who sent the request and the supervisor to whom it was sent. The type of request, and hours associated with it, dates, punch times, schedule deviations, etc. will be shown depending on the type of request.
      • It also gives you a summary of all open requests in the pay period.

    • Admin – Missing Punch – > Reports on any missing punches.

      • Will display the employee with the missing punch, a Date and Time (Make note of Date but ignore Time as it is just a place holder), and it will list a punch type. As there are several types of IN punches (IND, INB, IDA), the system puts an IN_ to indicate some type of IN punch is needed.

    • Admin- Unapproved Time -> Shows any unapproved time for any employees.

      • In a detailed report, data will display unapproved hours, punches or dollars. If having Employees approve their time each period, it will show both the employee and supervisor approval status. Below, Jimmy Cricket has approved his time as the employee, but his supervisor, Veronica Bell, still needs to approve. Stanley Smith on the other hand needs to approve his time and have his supervisor, Doris White, approve as well.

    • Payroll – Transfer – Shows what the system is prepared to export to payroll.

    If run as a detailed report:

      • A. The report will show up to 3 Org Levels worked, the Pay Type, Shift, Hours(If applicable), hourly Rate(If applicable), total Wages(If applicable), Other Amounts like Dollar records, and the total for the line item.
      • B. The Totals for the Employee in the period.
      • C. The total for all employees listed on the report.

    If run as a report summary:

      • The report will show the same items as the detailed report, only it will combine like line items into blocks of time.

    To open this information in a new window or to email, use the following link: What Reports Should I Run For Time Approval and Payroll Processing?

  • Is There A Report That Will Show Audits Made In The System?

    Recommended report for Audits on Hours/Punches/Dollars:

    The Audit-Log report is a report that audit trail of user changes to sensitive data for a specific date range.

    • The report below shows an IN punch for 6/21/2024 and a corresponding OUT punch on the same day at 8:00 am and 5:00 pm respectively, entered by the ADMIN user account on 7/2/2024 at 10:05 am and is represented by the big arrows pointing to the left.
    • The boxed area and thinner arrows pointing to the right show the ADMIN user came in on 7/3/2024 at 3:17 pm and updated the Cost Center Org Level from Shipping to Warehouse and the Job Code Org Level from a NULL value to Forklift.
    • If more edits are made, the previous edit will be pushed down, and the most recent edit will be listed on top of any existing records.

    To open this information in a new window or to email, use the following link: Is There A Report That Will Show Audits Made In The System?

  • What Reports Can I Use To Look At Employees Time?

    Recommended reports to show employees’ time:

    Depending on how the report is configured, the output displayed may differ from the examples below.

    • Payroll – Transfer
    • Org Level – Payroll Transfer
    • Timesheet – Daily Hours
    • Timesheet – Other Hours & Dollars
    • Timesheet – Timecard
    • Data Export – Payroll

    • Payroll – Transfer

      • Detailed Report
      • Summary Report

    • Org Level – Payroll Transfer

      • Detailed Report
      • Summary Report

    • Timesheet – Daily Hours

    Below we see an example of punch times on 5/13 and on 5/14, Hour records were entered rather than punch times.

    • Timesheet – Other Hours & Dollars

      • Detailed Report
      • Summary Report

    • Timesheet – Timecard

      • The Timecard can have a signature line added for each employee if needing them to physically sign Timecard. The report can be set up to have each employee to a single page.
    *Remember that TimeStar can have an electronic Timecard Approval process set up for employees if they have access to the system. We realize this is not always the case.

    • Data Export – Payrolls

    For more information on reports and how to set them up, please see our Reports Catalog.

    To open this information in a new window or to email, use the following link: What Reports Can I Use To Look At Employees Time?

  • What Reports Can I Use To Look At Employees Historical Data?

    Recommended reports to show employees’ historical data:

    Depending on how the report is configured, the output displayed may differ from the examples below.

    • History – Employee Hours by Pay Type
    • History – Exported Hours
    • History – Hours
    • History – Org Level by Pay Type
    • History – Payroll Transfer
    • History – Total Hours
    Only hours for pay periods that have been closed will display on these reports. If the reports time out, we recommend changing the Date Range of the reports and run it either by years or months.

    •History – Employee Hours by Pay Type

    • History – Exported Hours

    •History – Hours

      • Detailed Report
      • Summary Report

    • History – Org Level by Pay Type

    • History – Payroll Transfer

      • Detailed Report
      • Summary Report

    •History – Total Hours

    For more information on reports and how to set them up, please see our Reports Catalog.

    To open this information in a new window or to email, use the following link: What Reports Can I Use To Look At Employees Historical Data?

  • Is There A Report That Shows My License Count/Limits?

    • Diagnostic – License

    The Diagnostic – License Report will give you the employee and supervisor count, and which employees account for those records.

    If you do not have access to this report, please contact Support and we will provide access.

    To open this information in a new window or to email, use the following link: Is There A Report That Shows My License Count/Limits?

  • How Do I Change Where My Browser Saves My Downloads?

    Identified Issues:

    • Can’t locate downloaded/saved files.
    • Changing the directory of where to download/save files.

    How to change Save as:

    Chrome:

    1. On the top right, click on the icon on the top right and click on Settings.

    2. Click on Downloads on the left side.

    3.On the Downloads page, the location section should provide where the downloaded/saved files are currently being stored. Click .

    5. A window will appear, select the desired location and click once done.

    6. If there is a need to always have the browser ask where to save the file, on the Downloads page, there is a section called, “Ask where to save each file before download”. Enable this feature.

    Firefox:

    1. Click on the on the top right of Firefox browser.

    2. Click on Settings on the menu.

    3. Scroll down to the Downloads section.

    4. To change where the files are downloaded, click on the Browse button and select the desired download location.

    5. Click on the “Always Ask you where to save files” if a location should be selected each time a download occurs.

    Safari

    1. Click on Menu button.

    2. Click on Preferences and click on the General Tab.

    3. Under “File download location” and click on the Downloads folder to change where the files should download to.

    4. Click on and check the “Ask for each download” if needed.

    Edge

    1. Click on the icon on the top right.

    2. Click on Settings.

    3. Under Settings menu, click on the Downloads button.

    4. Click on the Change button and select the desired download location.

    5. Check the “Ask me what to do with each download” if a location should be selected each time a download occurs.

    To open this information in a new window or to email, use the following link: How Do I Change Where My Browser Saves My Downloads?

Requests 3 questions
  • How Do I Fix or Delete a Part of a Request That I Have Already Sent?

    An adjustment to a previously sent request must be withdrawn or canceled in its entirety.

    Canceling or Withdrawing a Request

    Once a user has sent a request, they may wish to make a correction to the request or remove it completely. To remove a sent request, follow the below steps:

    1. Click on the line of the request to remove in the main requests area.

    2. Locate the button at the bottom of the request Detail View. The button will either display the option to Withdraw Request  or Cancel Request . These options and steps to complete the removal of the request are below:

      • Withdraw Request – Removes a request that has not yet been approved/declined/acknowledged by the person receiving the request.
        • Click Withdraw Request .
      • Cancel Request – Removes a request that has been approved/declined/acknowledged by the person receiving the request. This action requires a supervisor or administrator to approve or decline the removal.
        • Click Cancel Request .
        • Click Submit Cancellation Request .
    Supervisors or Administrators may modify the request directly prior to approving. If already approved, the Supervisor or Administrator may update the record directly from the hours, punches, or schedule page depending on the request entered.

    To open this information in a new window or to email, use the following link: How Do I Fix or Delete a Part of a Request That I Have Already Sent?

  • Where Do I Go to Fix a Request That I Have Already Approved?

    An approved request that must be adjusted can be edited on the page that is updated as a result of its approval. Please see below for additional information based on request type:

    • Punch Request – To delete/edit a punch placed in the timesheet as a result of an approved Punch Request, use the Punches page.

    Editing a punch

    With the appropriate security, any item that displays on the main portion of the Punches page can be edited simply by selecting and overwriting the data within the appropriate field. When finished, click Save.

    Additional punch information can be edited using the following steps:

    1. Click the Edit button to on the punch to be edited.

    The Punch Detail pop-up window opens.

    2. Adjust the field(s) as needed. *At minimum, the Actual Date/Time and Punch Category fields must be completed. For definitions of each field, see the section titled “Punch Detail Definitions.”

    3. Click Save.

    • Time Off Request – To delete/edit time off placed in the timesheet as a result of an approved Time Off Request, use the Hours page. Detail on the Hours page can be found in the “Hours” User Guide.

    Editing an Hours Record

    With the appropriate security, any item that displays on the main portion of the Hours page can be edited simply by selecting and overwriting the data within the appropriate field. When finished, click Save.

    Additional hours information can be edited using the following steps:

    1. Click the Edit button to on the hours to be edited.

    The Detail View pop-up window opens.

    2. Adjust the field(s) as needed. *At minimum, the Actual Date, Pay Type, and Hours/Minutes fields must be completed. For definitions of each field, see the section titled “Hours Detail Definitions.”

    3. Click Save.

    For more information on editing, deleting, or adding records, see the Hours page or Punches page.

    To open this information in a new window or to email, use the following link: Where do I fix a request I have already approved?

  • Why Don’t I Have a New Request Button?

    Identified Issues:

    • Employee does not have a request button

    There are two possible resolutions for this issue.

    Employee Missing A Supervisor

    This is the most common situation preventing an employee from having a request button .

    To assign a supervisor to the employee, follow the steps below:

    1. In the Main Navigation menu, open the Employee Maintenance >> Employee Assignments folder
    2. Click on Supervisors page

    3. Select Employee to apply supervisor to in drop-down
    4. Select the SUPERVISOR ASSIGNMENTS tab
    5. Select the supervisor from the drop-down
    6. Click the to add them

    The Supervisor will drop down in to the dashboard window below.

    7. Alter the Effective Date if necessary (default is the first day of the current period)
    8. Select additional Supervisors from the Supervisor Assignments drop-down list if applicable and repeat the steps above
    9. Click Save

    Assign Supervisor To A Single Or Multiple Employees Using Global Update

    Navigating to Employee Update

    1. In the Main Navigation menu, open the Global Update folder
    2. Click on Employee Update page

    To add a Supervisor to a single or multiple employees, follow the steps below:

    1. Select Supervisor in the Select A Function field.
    2. Select Add in the Assignment Action.
    3. Select the New Supervisor to be assigned.
    4. Set the Effective Date for the change to take place
    5. Select the employees who should report to the selected supervisor and move them to the left by clicking the left arrow.
    6. Click Save

    Supervisor Is Missing A User Account

    To assign a supervisor a User Account, follow the steps in the “Navigating to the User Update Page” section.

    To open this information in a new window or to email, use the following link: Why Don’t I Have a New Request Button?

Schedules 7 questions
  • Can I Reduce the Number of Employees That Display on My Schedule?

    A user that can see many employees on the Coverage View, Team Schedule, or Time Off Calendar page may use the filter located on the employee toolbar to reduce the display to a certain specified subset of employees. Alternatively, a filter may also be set using the Filter button on the Team Schedule page.

  • Why Is My Employee’s Schedule Blank?

    A Schedule Group without rules will be blank when attached to an employee. It is imperative to assign rule(s) to a Schedule Group for it to function correctly. For steps on creating a Schedule Group, including adding rules, see the section titled “Creating a Schedule Group.”

  • What Is the Difference Between the Alerts and Attendance Pages?

    The alerts page displays the initial notification of an item that needs user attention. The items here should be fixed or deleted on a daily or, at the least, pay period basis. The Attendance pages track certain items from the alerts page long-term, as well as allowing for additional information, editing of each exception, and point tracking. Certain Pay Types entered on the Hours page can also be placed here, such as Vacation, Sick, and Bereavement.

  • How Do I Set Up a Schedule?

    To set up a schedule for an employee, a Schedule Group must be created and attached to an employee.

    To open this information in a new window or to email, use the following link: How Do I Set Up a Schedule?

  • How Do I Edit a Schedule?

    A schedule can be edited in a few ways, depending on specific needs and access. Editing options are listed below.

    • Changing the schedule attached to an employee – When an employee moves to a new schedule long term, their Schedule Group assignment should be changed. For steps on this process, see the section titled Schedule Group Assignment.
    • Editing the rules within a schedule – To edit the hours within a set schedule long term, a new Schedule Group should be created, or the rules within a current Schedule Group should be edited. A single Schedule Group may be attached to many employees, so editing the rules on the Schedule Group will change the schedule for everyone it is attached to. For steps on creating or editing a Schedule Group, see the section titled Schedule Group.
    • Adjusting a single day of an assigned schedule – When a small, one-time adjustment must be made to an employee’s usual schedule (ex. A known late arrival to work because of a doctor’s appointment), it should be done using the Team Schedule page. For information on using the Team Schedule, see the section titled Team Schedule.

    To open this information in a new window or to email, use the following link: How Do I Edit a Schedule?

  • Why Doesn’t My Employee Appear in the List of Schedules?

    An employee must have a Schedule Group attached to appear in the list of employees with schedules. To attach a Schedule Group, review the section titled Schedule Group Assignment on the Groups page.

    To open this information in a new window or to email, use the following link: Why Doesn’t My Employee Appear in the List of Schedules?

  • What If My Employee Does Not Have Predictable, Repeating Scheduled Work Hours?

    Employees who are not on a predictable schedule can have an “Open” schedule assigned to them. An Open schedule is created by making a Schedule Group with no rules attached. The fluctuating schedule is then filled in from week to week by a supervisor or System Administrator using the Team Schedule page.

    To open this information in a new window or to email, use the following link: What If My Employee Does Not Have Predictable, Repeating Scheduled Work Hours?

Supervisors 4 questions
  • How do I assign supervisors to multiple employees at once?

    Navigating to Employee Update

    1. In the Main Navigation menu, open the Global Update folder
    2. Click on Employee Update page

    Updating Supervisor for Multiple Employees

    To update a Supervisor for multiple employees, follow the steps below:

    In the below example, one supervisor will be replaced with a different supervisor.

    1. Select the Function you wish to assign to the employee.
    2. Select Replace in the Assignment Action
    3. Select the Current Supervisor to be replaced(Note: The employees in the Available Box will filter down to only those employees who have selected as their supervisor. )
    4. Select the New Supervisor to be assigned
    5. Set the Effective Date for the change to take place
    6. Select the employees who should drop existing supervisor and have new supervisor assigned and move the to the left by clicking the left arrow
    7. Click Save

    To open this information in a new window or to email, use the following link: How do I assign supervisors to multiple employees at once?

  • Why doesn’t a supervisor’s name appear in the list?

    Only supervisors with a supervisor level above the employee’s selected supervisor level will appear in the available supervisors list.  For example, if an employee has a supervisor level listed as ‘Employee’, the supervisor of that employee will need to have a supervisor level of ‘Supervisor’ or higher.

    To establish supervisor assignments, follow these steps:

    • Only establish supervisor assignments after a supervisor group (Supervisor Level) is specified.  This can be assigned by going to Employee Maintenance > Supervisors > Supervisor Level Assignments.
    • Select Employee Maintenance > Supervisors and select the Supervisor Assignments tab.
    • Select the + in the Add New section of the page and select the supervisor you wish from the drop-down.
    • Enter a different effective date if you wish (default is the first day of the current period).
    • Click SAVE.

    To change an employee’s supervisor group to a lower level (e.g., from supervisor to employee), follow these steps:

    • Set an employee filter to those employees with a supervisor equal to the employee you will be updating.  See ‘Using Filters’ in the Overview section for more information on setting filters.
    • Assign new supervisor(s) to the employees currently assigned to the supervisor via Employee Assignments> Supervisors or Global Update < Employee Update.
    • Remove the employee filter and select the employee whose supervisor level you wish to update.
    • Select Employee Maintenance > Supervisors > Supervisor Level Assignments.
    • Select the lower assignment option under the Supervisor Group tab.  The following message will appear:
    • Select OK.
    • Click SAVE.
    • The list of available supervisors for the employee will be changed as necessary and previous supervisor assignments to other employees will be removed.

    To modify supervisor group assignments, select the Supervisor Level Assignments tab and the following screen will display:

    To open this information in a new window or to email, use the following link: Why doesn’t a supervisor’s name appear in the list?

  • How do I assign additional supervisors for an employee?

    To establish additional supervisor assignments, follow these steps:

    • Navigate to Employee Maintenance > Employee Assignments > Supervisors > Supervisor Assignments tab.
    • Select the appropriate employee from the employee drop-down menu in your toolbar.
    • Find and select the ‘new’ supervisor in the drop-down menu on this page.
      • If you don’t see the ‘new’ supervisor in this list, navigate to “Why doesn’t a supervisor’s name appear in the list?”.
    • Select the (+) button to add the new supervisor.
      • If needed, enter a stop date for the ‘old’ supervisor assignment.
    • Click SAVE.

    To open this information in a new window or to email, use the following link: How do I assign additional supervisors for an employee?

  • How do I promote an employee to a supervisor?

    Assign Employee Supervisor Role

    In the Main Navigation menu, open the Employee Maintenance >> Employee Assignments folder
    Click on Supervisors page

    To set an employees supervisor level, follow the steps below:

    1. Select Employee to apply supervisor level to in drop-down
    2. Select the SUPERVISOR LEVEL ASSIGNMENT tab
    3. Click
    4. In the Supervisor Group field, select the appropriate supervisor level for the employee.
    5. Add the effective date that the assignment should take hold.
    6. Select the ‘View Limit Preference’ which determines who the employee is able to view

    a. ‘Direct reports only’ allows the current user to see employees who are their direct reports

    b. ‘Direct reports + 1 level down’ allows the current user to see employees who are their direct reports and one level below

    c. The levels down options depend on your company setup on the Company Setup – Supervisor Level page

    7. Select the ‘Alert Limit Preference’ which determines who the employee will receive alerts from – Same a, b, and c options from above
    8. Click the button and continue to the next section to assign employees to be supervised

    Assigning Employees To Be Supervised

    In the Main Navigation menu, open the Global Update folder

    Click on Employee Update page

    To update a Supervisor for multiple employees, follow the steps below:

    In the below example, one supervisor will be replaced with a different supervisor.

    1. Select the Function you wish to assign to the employee.
    2. Select Replace in the Assignment Action – If not replacing a supervisor, select add.
    3. Select the Current Supervisor to be replaced(Note: The employees in the Available Box will filter to show only those employees who are supervised by the supervisor being replaced.)  If Add was selected as the Assignment Action, this step will not be needed.
    4. Select the New Supervisor to be assigned
    5. Set the Effective Date for the change to take place or for the assignment to go into effect if Adding
    6. Select the employees who should report to the supervisor and move them to the left by clicking the left arrow
    7. Click and continue to final section to assign supervisor security permissions

    To open this information in a new window or to email, use the following link: How do I promote an employee to a supervisor?

Time Entry 2 questions
Total Hours 3 questions
  • Why Does The Employee Total Hours Show Zero Or Not Calculate?

    Identified Issues:

    • Total Hours page is showing zero hours despite the employee having punches and/or hours

    There are three items that could cause total hours to display 0 hours for the employee

    1. New Hire is effective in a future pay period – If your “current” pay period is before the effective date of the employee, the hours may not calculate until you close your pay period and move into the pay period the employee is effective in. If you have processed time in the current period and are ready to close, follow the steps on the Pay Period Close page.
    1. Hours before the hire date – If certain days are not calculating, check the employee’s hire date to ensure its accurate. If there are hours before the employee’s hire date, those hours will not be calculated on the ‘Total Hours’ page.
    1. Hours after a termination date – If the employee has hours after a termination date, those hours will not calculate. Verify the employee does not have a termination date if they are an active employee

    To review an employee’s Effective Date, Hire Date or Termination Date, navigate to Employee Maintenance > Employee Information > Profile page.

    Review An Employee’s Effective Date

    1. Select the employee to review in the employee dropdown

    2. Review and Update the Effective Date if appropriate

    3. Click Save

    Review An Employee’s Hire or Termination Date

    1. Select the employee to review in the employee dropdown

    2. Click on the Employment tab

    3. Update any necessary dates

    4. Click Save

    To open this information in a new window or to email, use the following link: Why Does The Employee Total Hours Show Zero Or Not Calculate?

  • What Does “Invalid hire date for accrual eligibility calculation.” mean?

    Receiving an error like the followingis the result of the employee not having a valid hire date on their employee profile.

    To fix the error above, follow the steps listed below.

    1. In the Main Navigation menu, open the Employee Maintenance folder.

    2. Open Employee Information subfolder.

    3. Click on the Profile page.

    4. Select the proper employee in the employee drop-down
    5. Click on the Employment tab
    • Note how Hire/Re-Hire Date filed is empty.  If not empty, please reach out to our Support Team for assistance.

    6. Enter the employee’s hire date into the Hire/Re-Hire Date field.

    7. Click

    To open this information in a new window or to email, use the following link: What Does “Invalid hire date for accrual eligibility calculation.” mean?

  • How Does The System Handle Daylight Savings Time?

    Daylight Savings:

    The following information details how the Time & Attendance system handles Daylight Savings Time in the Spring and Fall depending on the Time Zone the employee is assigned.

    Spring Forward:

    In the Spring, the 2 AM hour is skipped. The 2 AM hour does not exist, so there is no need to worry about punching in/out at that time.

    • After 1:59 AM the time will jump to 3:00 AM
      • This means an employee who works 12 AM-8 AM on 3/10/2024 will calculate at 7 hours rather than 8.

    Fall Back:

    In the Fall, the 1:00 AM Hour is repeated.

    • The same employee, working 12 AM-8 AM on 11/03/2024 will calculate at 9 hours rather than 8.
    • Technically, the employee worked the 1 AM hour twice.
    • At 2:00 AM the time will jump back to 1:00 AM

    We recommend NOT punching during the time that will be duplicated in the Fall (1:00 AM – 1:59:59 AM in both instances – that entire 2-hour window).

    In the Fall, supervisors will receive alerts for any employees that punched during the 1 AM hours. This allows them to review the employee’s time and determine if the punch(es) occurred in the 1st 1 AM hour or the 2nd 1 AM hour.

    If Overtime is calculated:

    • Legally, this cannot be adjusted by Delphia Consulting. Staff will need to reach out to their Payroll Specialist or HR Specialist for assistance.
    Do NOT edit punches. If the administrator or supervisor wants to add time for the employee, they can do so via the Hours page.

    General Information:

    For more information regarding when Daylight Savings Time Springs Forward or Fall Back you can go to: https://www.timeanddate.com/time/change/usa

    For locations outside the United States, please go to: https://www.timeanddate.com/time/change

    Below is information on the 2024 year for the United States:

    To open this information in a new window or to email, use the following link: How Does The System Handle Daylight Savings Time?

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