Integrating Per Diem values to ADP timesheets

Hello everyone, we are back with another post about our ADP integrations and how our team is working hard to add more features and improve user experience. This time, we are bringing you a new feature where companies will be able to allocate Per Diem time to their employees’ timesheets. The idea is that your staff will interact with the mobile application and check either Yes or No for the Per Diem value, then the system will automatically add a predetermined Per Diem time to their timesheets.

The first step to enable this is to go to the Administration tab and select Preferences, which can be found in the Basic settings. Once inside, scroll down until you find the option called “Use IDI interface to configure Travel and Per Diem paycode mapping” and make sure that it’s disabled. The check box must not be ticked. Then click “Save” to continue.

Then, make sure to create a Custom Field called “Per Diem”. This is case sensitive, so make sure that the name is exactly “Per Diem”. This is the editable “Yes/No” custom field that the employees will interact with from the mobile application. 

Then, go back to the Administration tab and select “Map Payroll Codes with ADP”, within the Integration section.

In there, select the Company this applies to, and that will load all of your previous settings.

Scroll down to the “Custom Field Paycode Mapping” section, and select the Paycode you have configured on ADP for Per Diem, then use the Custom Field dropdown menu to select the “Per Diem” field you had created earlier and specify the amount of time in minutes that this field will allocate into the timesheet. Click the “Add” button.

After this, the new rule will be added to your existing list, so you can click on “Save” to continue.

Once that is setup, go to the Staff section in the Administration tab and select “Configure Timesheet Settings”. Go into the “Timesheet Details Custom Fields” settings and use the dropdown menu to add “Per Diem” as a new details custom fields. Scroll to the bottom and click on “Save” to apply the changes.

Now, you are good to go! Let’s see what it looks like from a Payroll user’s perspective. When go into any of your employee’s you will see in the Per Diem column when the employee has selected it from the Timecard application.

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Just click on the icon to the right and you will see the available custom fields that can be used with timesheets.

In this case, we want to check the Per Diem box and click Save:

When you do that, you will notice a message below the row you just edited telling you that “Per Diem row will be added after timesheet is re-submitted by worker”.

When you are done selecting the necessary custom fields for this timesheet, scroll to the bottom and click the “Submit Changes on Behalf of Worker and Approve Timesheet”.

Click “Save Changes” when prompted by the pop-up message.

When you go back to the timesheet, you will notice the new Per Diem row added to the timesheet, with its corresponding Pay Code and total time, as highlighted here:

If you needed to delete it, you can click on the red X on the right side of that same row.

That’s it for today! Stay tuned for more exciting news and updates.

--Econz Team

Econz - ADP Integration for Simultaneous Organizations

Hello everyone! In this post we want to talk about another exciting feature that we have created for our customer base who have made the decision to integrate our system with ADP. This time, we are looking to simplify the management of multiple accounts and making your Econz profile the one stop shop for your Time & Attendance.

This feature is intended for companies that have an ADP account but have to manage multiple branches or child companies, and want to use the same ADP subscription to manage everything in one place. The original setup of adding accounts is done by our great Customer Support team, and after that, you can select what company to link as the main account.

Next, you can create teams with the added feature of specifying which company that team belongs to. This can be done through the Administration tab, by following the "Manage Teams" section, then clicking on "Add New Team". Then, you will notice a new dropdown menu called "Company", which you can use to select the company that team will be linked to:

Select the company and the Team Leader. You can also pick a map icon colour if you wish to make it easier to monitor employees in the "Home Lists" section and be able to see at a glance what organization a staff member belongs to. Finally, click the "Add New Team" button:

Doing this will enable you to get the full functionality of the integration for each of your organizations, without the need to create multiple accounts or having more than one ADP subscription.

Additionally, you will be able to pull tasks directly from ADP using our Cost Code Transfer feature, and each of those tasks will be taken from their corresponding organization, making it easier to manage not only Timesheet Approval, but also Staff Cost Codes.

If you are interested in learning more, let us know and we will gladly give you a demonstration and answer any questions you might have.

Until next time...

--Econz Team 

Multiple Pay Periods Per Company

Hello everyone! Today we have a topic that we know for sure will interest many of you, especially our customers that have an integration with ADP, as this was put in place for those who use our powerful platform along with their excellent software package.

Companies may have many different job titles and profiles that need to have their own way to handle their individual timesheets. Some may be seasonal, others might work just a day or two when needed, for this reason, we have created new functionality that will allow our system to support multiple Timesheet Period Frequencies. Since this is a setting that involves more complex logic and will affect your organization as a global setting, we strongly recommend working with our friendly support representatives in case you need to enable or disable this functionality.

Once you have moved forward with enabling it, you will have full control of setting up different timesheet frequencies which can be assigned to your staff members individually. This way, if you have a couple of crews that are paid bi-weekly, but have some special employees that only work one or two days a week, then you can set a specific time frame for each of those cases. The system will allow you to use all of the available default options at the same time within the company, but of course, you will need to assign and manage this with each employee individually so timesheets are managed as detailed as you need them to be.

To create and manage alternate timesheet periods, you need to log in as an Administrator and go to the Staff section, within the Administration tab. There you will find the "Manage Payroll Groups" option.

Once inside, you can view the Payroll Groups you have created, or add a new one by clicking the "Add New Payroll Frequency Group" button.

We are going to add a new group to approve timesheets for the daily employees we mentioned earlier, those who just work sporadically and need to sign their timesheets each working day. So, we name the group "Daily Staff", and set the Frequency to "Daily". Finally, we click the "Add New" button.

With that out of the way, the final step is to assign this frequency to the employees that need to have it enforced, so we go back to the Administration tab and access the "Manage Users" setting, which can be found in the same Staff section we used before in this article.

Find the name of the employee you wish to apply the rule to, select the appropriate Payroll Frequency Group, then click on "Update" at the bottom of the screen:

So now, staff members who manage timesheets will be able to approve hours based on the individual payroll groups that have been setup.

That's all for now! Stay tuned because we have more exciting news coming up...

--Econz Team 

New Monthly Pay Period Setting for South Africa customers

Hello everyone, today we have a very exciting update that has been designed thinking of our South African customer base, but of course, anyone can take advantage of this. We now have implemented a setting for monthly timesheet periods where you can even set the start date for every month. This will be very useful for companies that handle irregular timesheet periods, and now, with Econz, you will be able to adjust this period exactly to your needs!

It's very easy to set it up. First, log into the web portal as an Administrator and select "Configure Timesheet Settings", which can be found within the "Staff" section in the Administration tab:

Next, check the "Timesheet Frequency" setting, and select the Monthly option.

Once you select Monthly, you will be given the opportunity to define on which day of the month your period should start, which will affect every timesheet after the changes are saved.

A confirmation message will pop up, prompting you to confirm the changes. Click on "Confirm" to save them and continue.

To view the changes taking effect, you can log in as any user type that would handle timesheets, and enter the "Approve Timesheets" section found in the "Basic" section

You will notice how all of the pending and unsubmitted timesheets will have the period set to the whole month, starting on the day you selected:

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That's all for now! Do you have any questions? We would love to hear them in our comments section below.

--Econz Team

The Multi-Day Worker Report

Hello everyone, we are back with a new and exciting report called "Multi-Day Worker Report", which we are sure will be very valuable to companies that have overnight shifts and want to be able to keep track of their employees' time and attendance.

The idea behind this report is that it has the ability to generate data for more than one day, while showing sets of events that only partially fall within the selected date range.

You can check the "Include event sets that overflow beyond date range" box to include all the time that has been punched in for the following day, in the cases where the field employees worked during the evening.

Here is an example of this report:

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Our employee worked an overnight shift on 9/4/2024, started from 8:00 PM until 9/5/2024 at 2:00 AM. The report will also tell us whenever your staff takes a Meal Period and calculate the worked hours accordingly.

Next we see the following day shift from 9:00 AM to 3:30 PM, which is business as usual, so this versatile report will be useful for any type of shift your employees work on.

We hope you can take full advantage of this useful report, let us know in case you have any questions or comments below.

Until next time...

--Econz Team

The Stale Timesheet Event Report

Hello everyone! Today we have great news for all our customers that use one of our Payroll integrations. We have created the new Stale Timesheet Event Report. Its purpose is to show outstanding edits made on timecards that have not yet been approved or accepted into the payroll timesheet.

To be able to fully utilize this report, some prior steps will need to be taken. First of all, since we mentioned this shows edited timesheets, we would need to work with the "Approve Timesheets" section, where we can edit a timesheet that has already been approved.

The "Approve Timesheets" option can be found in the Basic section of the Administration tab:

Once inside, we would be editing this example timesheet that is on "Management Approved" status:

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We click the Edit button on the bottom of the screen:

On the next step, we would make the necessary adjustments to the timesheet:

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Finally, we can save the changes by selecting a reason for the change, then clicking on "Save Changes":

If all goes as expected, you will get the following message on the yellow textbox, which means that the timesheet is stale, since edits have been done on it:

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At this point, we can use the report, so let's go to the Reports tab and find the "Stale Timesheet Event Report", which can be found under the "Task/Job Costing Reports" section:

Pick the start and end times as needed and generate the report (or alternatively, export it via CSV file), and here is where you will be able to visualize all the changes that have been performed under the same stale circumstances, including the change we just made, highlighted below:

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Finally, let's go over the different values that you will be presented with, for the sake of clarity:

• Timesheet: This is the specific Timesheet ID.
• Worker: Name of the employee.
• Timesheet Start: This is the start date of the pay period.
• Timesheet End: This is the end of the pay period.
• Stale Reason: Action taken when the timesheet was edited.
• Stale Description: Specific edit performed.

We hope you get the best out of this incredibly useful report, let us know if you have questions or comments down below!

--Econz Team

The New ADP ADP Workforce Manager Report

Hello everyone!

We are back with one new chapter in our wonderful journey of collaborating with ADP. Today we will quickly go over a new report called the "ADP WFM Daily CSV Export Report". The idea behind this is to be able to quickly generate a CSV export report that can be used for the punch import into ADP Workforce Manager. Of course, all its data is modeled to be compatible with ADP's Punch Import Template.

This CSV file can be used to import into ADP Workforce Manager, or the import can automatically be done via Secure File Transfer Protocol (SFTP) for accounts that are integrated.

To access the report, just go to the Reports tab and select "ADP WFM Daily CSV Export Report", which can be found at the bottom of the "Customer Reports" section:

Then, select your desired timeframe and either generate an online view of the report, or export a CSV file. Here is a sample of this report:

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That's all you need! As you can see, it's a pretty simple process, as everything related to Econz Timecard, which results in increased productivity for your organization.

Stay tuned for more exciting news!

--Econz Team