Epicor® HCM 2021

Timesheets Module
 Epicor® HCM 2021

Timesheets Module

Epicor Software Corporation

Notices
This manual is furnished under a license agreement with Epicor® Software Corporation. The
manual was prepared to assist operators of Epicor Software Corporation’s Epicor HCM
product and may not be used for any other purpose without Epicor’s written permission. The
material contained herein is supplied without representation or warranty of any kind, is sub-
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onment, some Epicor HCM software functionality may not be available.
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EHCM-521TIG-July 2021
Contacting Epicor Software Corporation
General Information
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contact us at Epicor or find out more information about additional software products or ser-
vices using any of the following methods:
Epicor Software Corporation
804 Las Cimas Parkway
Austin, TX 78746
(800) 678-5266 (General Information)
www.epicor.com

Epicor HCM Product Support and Education Services

Epicor HCM users with a current maintenance agreement have access to telephone hotline
support. When you call the Product Support and Education (PSE) hotline, a qualified PSE rep-
resentative works with you to diagnose and correct your problem. Contact a Epicor HCM PSE
representative using the following methods:

Telephone: (800) 424-6749

E-mail: EpicorHCMsupport@epicor.com

Please have the following information at hand before you contact a PSE representative:
l Your customer number.
l A listing of any Epicor HCM modules or service packs that you have installed.
l A clear summary of the problem. Identify it specifically, especially in doc-
umentation that your organization can use later. Write down each step you
took when you found the problem (take screen prints, if possible).
l Any specific error messages you encountered.
Table of Contents
About This Guide vii

Who Should Read This Guide viii

Where to Look for More Information ix
Epicor HCM Online Help ix
Field Level Help ix
Microsoft Windows Online Help ix
Internet Explorer Online Help ix
How This Guide is Organized x
Conventions Used in This Guide xi
Introduction to the Module 1

Introducing Epicor HCM Timesheets 2

What Epicor HCM Timesheets Offers 2
Do Even More with Employee Connect 4
Timesheets Implementation Process 5
IIS Prerequisite 6
Enable and Configure IIS 6
License the Software 7

Prepare to Activate the License 8

Determine Your Licensing Status 8
Locate Your License Key 8
Steps to License Your Software 9
Implementing Your Module 11

Planning Your implementation 12

Getting Assistance with implementation 13
Module Setup, Configuration, and Use 14
Code Setup 14
Generate Holiday Occurrence 14
Holiday 14
 Overtime Rules 14
Overtime Rules Based on Days 14
Overtime Rule Based on Periods 15
Time Group 15
Time Type 15
Time Zone 15
Configure Timesheet Parameters 15
Employee Time Group History 16
Mass Time Group Enrollment 16
Timesheet Summary 16
Blank Timesheet Report 16
Project Cost Analysis 16
Timesheet Detail 17
Timesheet Summary 17
Schedule Time Variance 17
Timesheets in Employee Connect 17
Timesheet Dashboard 17
Quick Clock In/Clock Out 17
My Time Entry Calendar 18
About This Guide

Thank you for choosing the Epicor HCM Timesheets module.

This guide walks you through the steps required to get the Epicor HCM
Timesheets module up-and-running as fast as possible. As this guide is
geared toward implementing the Timesheets module, you can find more spe-
cific information related to using the module in the Epicor HCM online help.
For more information about your Epicor HCM software, refer to the Project
Management Workbook or to the online help.

Concepts covered in this preface include:

Who Should Read This Guide viii

Where to Look for More Information ix
How This Guide is Organized x
Conventions Used in This Guide xi

- vii -
Preface

Who Should Read This Guide

This guide is for those individuals setting up the Epicor HCM Timesheets mod-
ule. Please read this guide to become familiar with basic concepts and to
understand how the Timesheets module interacts with your Epicor HCM soft-
ware.

IMPORTANT: You must have system administrator permissions

to license the Epicor HCM Timesheets module.

- viii -
 About This Guide

Where to Look for More Information

There are several online help systems where you can find information and
documentation relating to Epicor HCM. This section describes the different
online sources available to assist you in using Epicor HCM and related soft-
ware.

Epicor HCM Online Help

Epicor HCM has an extensive online help facility to assist you when you need
help. You can access online help in Epicor HCM by clicking the Help button
that is in the product. If you are in a task when invoking help, the help topic
for the task that you are viewing appears.
Each procedural help topic in the Epicor HCM online help provides systematic
instructions that guide a user through completing a task. Once the online
help is open, you can navigate to other areas in the help system. You can
search for other procedures through the Contents, Index or by using the
built-in Search functionality.

Field Level Help

While Epicor HCM is very intuitive to use, there may be certain fields in a task
that are more difficult to work with or remember their purpose. Epicor HCM
has a Field Level Help system, where some key fields have been singled out
for quick access to information. Anywhere you see a question mark icon
you can click it to display an informational box. The information presented is
intended to assist you in completing that field and therefore to finish the
task. If you need further assistance, the full online help system is always avail-
able.

Microsoft Windows Online Help

For more information about Microsoft Windows, choose Help and Support
from the Start menu.

Internet Explorer Online Help

Use Microsoft Internet Explorer Help for assistance with issues specific to
Internet Explorer. To view Microsoft Internet Explorer Help, from the Menu
bar click Help > Internet Explorer Help or press F1 on your keyboard.

- ix -
Preface

How This Guide is Organized

The following table describes the sections contained in this guide:

Chapter Contains
About This Guide Description of this guide.
Chapter 1: Introductory Information about the Timesheets mod-
Introducing ule.
Timesheets
Chapter 2: Instructions for licensing the Timesheets module and
Licensing upgrading the module.
Timesheets
Chapter 3: Setting up and configuring the Timesheets module to
Implementing suit your company's needs.
Your Module

-x-
 About This Guide

Conventions Used in This Guide

As you use this guide, you'll notice that some text appears in bold or italic let-
tering. These conventions have meaning and help you learn and use Epicor
HCM. You'll see the following conventions in this guide.

Convention Description
bold Used for box labels including check boxes, drop-down list items, menu
names, menu labels, and any literal text that you must type exactly as
presented. Especially important to use for boxes where the label has mul-
tiple words or is a sentence. Also may be used for dialog box titles.
italic Any variable text you replace with specific text, such as the current date
or the name of a file, appears in italics.
Navigational When you’re instructed to select an item, this instruction typically means
Terminology to click the item to highlight it (as in a list). When you’re instructed to
choose or click an item, these actions execute a command (as when
choosing or clicking the OK button). Double-click means to quickly press
and release the left mouse button twice. Press refers only to keys on the
keyboard. Enter means to type the text as indicated and take the appro-
priate action to move on to the next step. For example, “Enter the
employee’s hire date” means to type the date in the box and then to press
the TAB key to move to the next box.

- xi -
 Chapter 1

Introduction to the Module

Welcome to the Epicor HCM Link module. We are pleased that your organ-
ization has chosen to expand the capabilities of your Epicor HCM software by
including this very valuable module.
This chapter is dedicated to introducing the Link module and to explaining
how your organization can successfully apply this functionality.

Concepts covered in this chapter include:

Introducing Epicor HCM Timesheets 2

Do Even More with Employee Connect 4
Timesheets Implementation Process 5
IIS Prerequisite 6

Epicor HCM | 1
Chapter: 1

Introducing Epicor HCM Timesheets

The Epicor HCM Timesheets module provides you with the means to improve
the way you plan for and manage one of your largest business costs—your
employees. By using the Timesheets module, your organization can reduce
errors in tracking employee’s time in and out of the office, as well as analyze
the work patterns of your staff. Before you begin prerequisite tasks and
installing Epicor HCM, verify that you have the necessary hardware and soft-
ware. Depending on how you intend to use Epicor HCM, requirements may
vary.

What Epicor HCM Timesheets Offers

Most companies today have a paper system that they use to keep track of
time employees spend away from the office. An employee fills out a paper
timesheet that is in turn passed to that employee’s manager. The manager
approves the sheet and sends it on to HR or Payroll who is responsible for
keying it into the system. This antiquated process consumes large amounts
of time and increases the chance for user error.
Similarly, most companies have some type of paper timesheets system that
tracks time that employees spend at work. While these two paper systems do
accomplish the basic goal of accounting for time employees spend in and out
of the office, doing any type of analysis or reporting is often difficult if not
impossible.
In today’s technologically advanced world, Epicor HCM Timesheets can take
the paperwork out of the timesheets function and give the human resource
department and the company the ability to analyze trends in employee work
patterns.
The Timesheets module provides your organization with meaningful assist-
ance in the following areas:
n Lets you immediately track when employees are in and out of the
office, which you can use to evaluate trends and patterns as part of
improving the efficiency and quality of your overall human resource
function.
n Improves visibility, accuracy, and control over the absence planning
process.
n Enables you to monitor trends, patterns, and directions of change of
the work habits of your staff.

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 Introduction to the Module

n Supplies needed information to help in communicating and more

effectively administering time-off programs.
n Time off and time worked are part of the same process in Epicor
HCM. No need to enter data twice.

Epicor HCM | 3
Chapter: 1

Do Even More with Employee Connect

While you can use the Timesheets module with only your Epicor HCM base
system, coupling the module with the employee self-service capabilities of
Epicor HCM Connect lets you get the most out of the Timesheets module.
After Epicor HCM Timesheets and Epicor HCM Connect are completely imple-
mented, employee self-service users can enter their timesheets and review
the approval status of their timesheets. Admin users and manager self-ser-
vice users can approve the timesheets of those who report to them all
without ever printing a single piece of paper.

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 Introduction to the Module

Timesheets Implementation Process

Now that you have chosen this Epicor HCM module as your timesheet and
absence management solution, you are ready to begin the first step in the
implementation process. The flowchart below illustrates the entire imple-
mentation, from licensing Epicor HCM Timesheets to configuring the code
tables. The steps below are explained in more detail in the following
chapters.

Epicor HCM | 5
Chapter: 1

IIS Prerequisite
The next prerequisite tasks that you will want to complete are tasks related
to Internet Information Services (IIS) version 7.0 or 7.5. Complete the fol-
lowing tasks for servers that will run either the Epicor HCM IIS Web or the Epi-
cor HCM Reporting Services component.
Enable IIS 7.0 or 7.5
Configure IIS 7.0 or 7.5

Enable and Configure IIS

Complete the following:
1. Click Start.
2. Select the Roles.
3. Click Install.

6 | Epicor Software Corporation

 Chapter 2

License the Software

This chapter describes the tasks necessary to complete the licensing of the
Epicor HCM Timesheets module and make it available on the personal com-
puters of the users who will access the software.

NOTE: If you are an Epicor-hosted client, you can ignore this

chapter and proceed with Chapter 3 to begin your Epicor HCM
Timesheets module implementation.

Concepts covered in this chapter include:

Prepare to Activate the License 8

Steps to License Your Software 9

Epicor HCM | 7
Chapter: 2

Prepare to Activate the License

To take full advantage of all the functionality in the Epicor HCM Timesheets
module, you need to activate the license in your system. Licensing your sys-
tem ensures that your organization receives the base product and module
functionality and for the allotted number of users that you purchased.

Determine Your Licensing Status

The status of the licensing of your Timesheets module depends on whether
you purchased the module at the same time you purchased your Epicor HCM
software or if you purchased the module as an upgrade after an initial pur-
chase of Epicor HCM.
n Module purchased at same time as Epicor HCM – Then you
licensed the Epicor HCM Timesheets module when you licensed your
system. You can ignore this section and skip ahead to Chapter 3.
n Module purchased as an upgrade, after the initial purchase of Epi-
cor HCM – Then complete the following procedures to license the Epi-
cor HCM Timesheets module.

Locate Your License Key

The box in which you received your upgrade and module software package
from Epicor contains the product documentation and the upgrade CD.
Epicor sends your Timesheets module license key via e-mail. Be sure to have
the license key on hand before you continue.

8 | Epicor Software Corporation

 License the Software

Steps to License Your Software

When the upgrade process is finished, complete the following steps to license
the Timesheets module:
1. Log on to your Epicor HCM software as a Super Admin and click Util-
ities Licensing Display Licensing Information. The Current Licens-
ing information section appears, as shown in Figure 2-1.

Figure 2-1: The Current Licensing information section

2. Click Change. Epicor HCM displays the Enter License Key window.
3. Enter your license key and click Submit.
4. Verify that all information regarding the number of users and Epicor
HCM modules for which you are licensed is correct.

Epicor HCM | 9
 Chapter 3

Implementing Your Module

Now that the Timesheets module is licensed, you are ready to begin imple-
menting the Timesheets module. Implementation of the module will require
planning, configuration, and setup of codes before you can use it.

Concepts covered in this chapter are:

Planning Your implementation 12

Module Setup, Configuration, and Use 14

Epicor HCM | 11
Chapter: 3

Planning Your implementation

After you license the Timesheets module, you are ready to begin defining con-
figuration parameters and setting up the timesheet code tables.
Before you sit down and start entering code table data into your Timesheets
module, take a few minutes to think about your current time capture pro-
cesses and methods:
n What currently works and what doesn't?
n What are some struggles you have and how do you want the
Timesheets module to solve them?
n How do you envision time tracking going forward?
n As it relates to time, what job or position data do you want to track?
n What are your current needs for timesheets from your Human
Resources department’s perspective?

An example might be the holidays that your organization observes through-

out the work year and the specific time periods during which employees will
need to submit timesheets.
For instance, if your employees enter time on a bi-weekly basis, you need to
define all the time periods during the year before employees can enter
timesheets. So for a bi-weekly schedule, you would need to define the Janu-
ary 1 through January 15 period, the January 16 through January 31 period,
the February 1 through February 15 period, and so on.
Once you have defined these time periods, Epicor HCM can automatically gen-
erate them for you using the Time Group code table page. For more inform-
ation, see “Setting Up Time Group Codes” on page 15.
Defining time periods and getting an accurate holiday list ahead of time
makes entering the necessary codes into your Timesheets module easy.

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 Implementing Your Module

IMPORTANT: The Timesheets module is dependent on absence

plans. If you haven not yet created any absence plans in Epicor
HCM, please do so before you begin your Timesheets module
implementation.

If you already use Epicor HCM to track employee absences, you

need to review any absences that have already been entered into
the system that span two time periods that you plan to create for
Epicor HCM Timesheets.

The reason for this is that if the Timesheets module finds an exist-
ing absence that spans two time group periods, it lumps all of the
time into the period that contains the start of the absence.

For example, if someone has already entered an absence for the

end of July and the start of August and you create separate time
group periods for July and August, all of the absence will get
lumped into July.

Getting Assistance with implementation

By following the steps in this Implementation Guide, your implementation
process should run smoothly, with little need for assistance. In the event that
you do have questions or want more information on how to perform a data
conversion, Epicor is ready to assist you.
Contact an Epicor HCM Product Support and Education Representative at
(800) 334-5660 to receive answers to your questions and basic instruction. If
the resources you have do not match your implementation needs or if your
human resource data is currently stored in another software program and
you would like some help transferring it into Epicor HCM, contact the Pro-
fessional Services Coordinator at (800) 334-5660 or (303) 592-3200 for more
information about the data conversion services that are available on a con-
tract fee basis.

Epicor HCM | 13
Chapter: 3

Module Setup, Configuration, and Use

The following sections provide a summary of the setup, configuration and
use of the Timesheets module. Please refer to Epicor HCM online help for spe-
cific procedural help in completing these tasks.

Code Setup
The Administrator defines and enters the following code table data listed
below — in order — into the database. Access these setup tasks by clicking
Setup Absences Timesheets.

Generate Holiday Occurrence

Use this task to create new dates for holiday codes. Because the holiday’s
actual date is what is reflected in an employee’s timesheets, this task makes
it easy to create an entire year of holiday occurrences, whether based on a
previous occurrence or a previous year. You can also set individual holidays
with this task.

Holiday

Use this task to create holiday codes that identify the dates to seasonal hol-
idays or dates your organization designates as holidays as part of the com-
pany holiday schedule. If your system is licensed for the Timesheets module,
you can associate holidays with time groups and have Epicor HCM auto-
matically insert holidays into employee timesheets.

Overtime Rules

Use the Overtime Rules task to create codes that define the way overtime is
calculated for hourly employees. These rules display as options on the Time
Group task.
Overtime rules created here can be used for multiple time groups and their
time periods. Epicor HCM groups the overtime rules accordingly:

Overtime Rules Based on Days

This option allows you to define time changes that should occur on given
days of the week or on holidays.
For example, when an employee enters regular time on a holiday or on an
overtime-eligible day, the software automatically converts the time according
to the time type you select.

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 Implementing Your Module

Overtime Rule Based on Periods

This option allows you to define hourly ranges that trigger a time type con-
version from regular time to overtime.
For example, your company may grant overtime pay for hours worked above-
and-beyond 40 hours in a given work week.
Each overtime rule may have any number of elements based on days or peri-
ods; both are optional.

Time Group

Use this task to create codes for time groups. Time groups are used to cat-
egorize employees according to how they enter time. The time groups you
define will display as time allocation options on the Time Group History task.
Epicor HCM provides three time entry methods to use in time groups: Hourly
(H), Clock In/Out (C), and Start and Stop time (S).
In addition to time entry methods, you can also use this task to select from
various time allocation types such as, functional area, department, division,
etc. that you want included for each time group.

Time Type

Use this task to create codes for time types, which specify what was done in
that time period for the work day. This can include vacation time, holiday,
work, and so on. When employees complete a timesheet, they will select
from a list of time types. The time type from which they can select is determ-
ined by their time group.

Time Zone

Use this task to create codes for time zones, which account for the time dif-
ference between the location of your Epicor HCM server and the location
from which an employee is submitting a timesheet. This prevents employee
work hours from being lost. Examples of Time Zone codes could be EST for
Eastern Standard Time or MDT for Mountain Daylight Time.

Configure Timesheet Parameters

The Administrator uses the Configure Timesheet Parameters task to enable
the Quick Clock In/Clock Out component and to enforce time type minimums
and maximums when employees request time off.
Access this task by clicking Setup Absences Parameters Configure
Timesheet Parameters.

Epicor HCM | 15
Chapter: 3

Employee Time Group History

Use this task to assign employees to timesheet groups. Before you can assign
employees to timesheet history groups, you must complete the Time Group
task. You can use this task directly; however, in most cases, you will assign
employees to time groups while using the Hire a Candidate or Person and
Mass Time Group Enrollment tasks.
Access this task page by clicking People Absence and Time Off
Timesheets Employee Time Group History.

Mass Time Group Enrollment

Use this task to assign employees to timesheet groups. Before you can assign
employees to timesheet history groups, you must complete the Time Group
task. You can use this task directly; however, in most cases, you will assign
employees to time groups while using the Hire a Candidate or Person task.
Access this task page by clicking People Absence and Time Off
Timesheets Mass Time Group Enrollment.

Timesheet Summary
Use this task to view a summary of an employee’s timesheets, to update a
timesheet if necessary, and to approve timesheets.
Access this task page by clicking People Absence and Time Off
Timesheets Timesheet Summary.

Blank Timesheet Report

This report prints a blank timesheet for the selected employee or employees
that can be used to track time manually.
Access this task page by clicking Reports Absence and Time Off
Timesheets Blank Timesheet.

Project Cost Analysis

This report compares a project’s time expense to its currency expense, as
measured in expected, actual, and remaining hours, and expected, actual,
and remaining costs.
Access this task page by clicking Reports Absence and Time Off
Timesheets Project Cost Analysis.

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 Implementing Your Module

Timesheet Detail
This report shows you every timesheet record entered by an employee for a
given date range. You can select to view this report by date range, or you can
filter the information by Department, Time Group, or the individual.
Access this task page by clicking Reports Absence and Time Off
Timesheets Timesheet Detail.

Timesheet Summary
This report shows you a summary of an employee’s timesheet, by time group
and time group period. For a more detailed and flexible summary of an
employee’s timesheet, use the Timesheet Summary task.
Access this task page by clicking Reports Absence and Time Off
Timesheets Timesheet Summary.

Schedule Time Variance

This report shows variances between scheduled hours, scheduled start/end
times, and the actual hours and start/end times that employees entered on
their timesheets.
Access this task page by clicking Reports Absence and Time Off
Timesheets Schedule Time variance.

Timesheets in Employee Connect

Timesheet Dashboard

A dashboard provides quick access to important and current information

within an easy to understand visual context. This information keeps you up-
to-date on tasks-in-progress and trends, which can then be used to make
knowledgeable decisions. The value of the Epicor HCM Timesheet Dashboard
is that it delivers quick, current information, while also providing a portal to
more detailed timesheet information and even giving you the ability to
approve or modify an employee’s timesheet.
An administrator can configure the Timesheet Dashboard to appear on the
My Home page.

Quick Clock In/Clock Out

This on-screen tool allows your hourly employees to clock in and out for
scheduled shifts and lunch breaks from a convenient button located in the
upper-right corner of the My Home page.

Epicor HCM | 17
Chapter: 3

To enable this feature, you must associate a time type to a clock-in/clock-out

time group and select the Time Worked check box on the Time Type task.
Then, you must select the Allow Quick Clock In/Out check box on the Con-
figure Timesheet Parameters task.

My Time Entry Calendar

For a more robust time capture tool, you can add this component to the My
Home page. The calendar allows employees to click a calendar date and
enter time worked for that day. They can also choose the Multi-Day Time
Entry tab to enter time for more than one day at once.
An administrator can configure the My Time Entry Calendar to appear on the
My Home page.

18 | Epicor Software Corporation