12 - Preparing for your first payroll

This article is intended to help guide and prepare you for your first submission to payroll. We will explain how to use the batch report to fix timecards, how to approve corrected timecards, where to select your export preference, and how to run your pay period export for your payroll provider. 

The Batch Report gives you the ability to see the details of timecard data, whereas timecard reports give an overview. This report also supports in-line editing to make edits even easier.

• Please note that there are more report options available by selecting the reports tab while logged into your portal. 

 

Run a Batch Report:

1. Log in to the uAttend cloud portal with an administrator or supervisor (with permissions) profile.
2.  Click on the Reports tab.
3.  Click the Batch Report option from the list.
4.  By default, all departments/employees will be selected.  Check/uncheck the boxes to select/deselect the intended departments/employees.
5.  Click the Arrows around the date range to view the report data from different pay periods.
6.  Click the drop-down menu for the Employee Type option to select the status (listed below) of employees to be displayed on the report and then click the Search All button to display the results.
   • Active
   • Archived
   • Both
7.  Click the [+] button next to an employee to expand a view of their timecard for the selected pay period.
8.  Click the EDIT button to edit an existing event on the timecard.
9.  Click the [X] button to delete an event from the timecard.
10.  Click the [+] button to add an event to the timecard.
11.  Repeat steps 7-10 for all employees on the report.
12.  To print (PDF or CSV) or email this report click the corresponding Print PDF Batch, Print CSV Batch, or enter the email address(es) and click the Email Batch button toward the lower left corner of the report.

 

Timecard Approvals

Timecard approvals are useful to review timecard data on each employee before submitting it to your payroll provider. Timecard approvals can require an administrator, supervisor, employee, or a combination of the three. Setting up employee approvals is useful so the employee can double-check their timecards before submitting them for approval. To have timecard approvals enabled for your account, you would do so by following the steps below:

1.  Log in to the uAttend cloud portal with an administrator profile.
2.  Click on the Settings tab.
3.  Click the Communications tab.
4.  Click the EDIT button on the line for the Approvals option. 
5.  Click the drop-down menu and select the ON option.
6.  Click the SAVE button.
7.  Click the EDIT button on the line for the Require Admin Approval option (if applicable). 
8.  Click the drop-down menu and select the ON option.
9.  Click the SAVE button.
10.  Repeat the above steps if you would like Supervisor or Employee Approvals enabled.
11.  Click the EDIT button on the line for the Timecard Approval Verbiage option (if applicable).
12.  Enter the intended verbiage to appear on printed timecards.
13.  Click the SAVE button.

Additional settings can be configured at the department level and user level for timecard approvals. Click these links to find out more about these settings:

• Timecard Approvals at the Department Level  
• Timecard Approval at the User Level

Once you have enabled timecard approvals for your account, the steps below will guide you on how the admin/supervisor and/or employee can approve a timecard.

Please note:

• You must enable/configure the timecard approval feature for your account before attempting the steps below. 
• If needed, these settings can be modified at the department-level and/or employee-level.
• Timecards must be approved (if applicable) in the following order: Employee>Supervisor>Administrator.
• Timecards must be unapproved (if applicable) in the following order: Administrator>Supervisor>Employee.
• Timecards that have been approved by any role are locked and can not be added to or edited until unapproved by all roles.

These are the steps on how an admin/supervisor will approve/unapprove a timecard individually:

1. Log in to the uAttend cloud portal with an administrator or supervisor (with permissions) profile.
2. Click the Timecards tab.
3. By default, the current pay period will be displayed.  Click the Arrows around the date range or click on the date range and select a pay period from the list to display the timecard data from different pay periods.
4. Click on the name of an employee from the list or use the click search icon toward the upper right corner to find a specific employee. 
5. To approve/unapprove this timecard click the APPROVE/UNAPPROVE TIMECARD button toward the lower right corner of the timecard.

These are the steps on how an admin/supervisor will approve all timecards at once:

1. Log in to the uAttend cloud portal with an administrator or supervisor (with permissions) profile.
2. Click the Timecards Tab. 
3. Click the Select All box on the right-hand side, or select boxes individually to the right of the employee's name. 
4. Scroll down and select the blue approve selected timecard button on the bottom right-hand side. 

If employee timecard approval is enabled, the employees will approve their timecard with the steps listed below:

1. Log in to the uAttend cloud portal as an employee (with permissions) profile. 
2. Click My Timecard on the top right-hand side. 
3. To approve/unapprove this timecard click the APPROVE/UNAPPROVE TIMECARD button toward the lower right corner of the timecard.

Export Preference

There are a variety of popular payroll providers on an extensive list of custom export options in uAttend. These options are preformatted to import specifically to these providers.  If you are using one of the providers available, try out the export option to see if it meets the needs of your instance.

Please note:

• Changing this setting from the default option of CSV will incur a flat fee of $8.00 per month added to your monthly bill, you can export the file an unlimited amount of times per month.
• Formatted export files are provided "as-is", we strongly recommend testing the file for compatibility and accuracy prior to use. 
• There are no programmatic changes, updates, or corrections available to any export file at this time.

To configure the Export Preference for your account: 

 1. Log in to the uAttend cloud portal with an administrator profile.
 2. Click on the Settings tab.
 3. Click the Export tab.
4.  Click the EDIT button on the line for the Export Preference option.
5.  Click the drop-down menu and select an option from the list.
6.  Click the SAVE button.

The Pay Period report displays a breakdown of employee totals for a given pay period by pay code. This report provides a high-level view of hours by each department (or all departments) or by employee and is useful for exporting employee time data into your payroll provider.

• Please note that there are more report options available by selecting the reports tab while logged into your portal. 

 

Run a Pay Period Report:

1. Log in to the uAttend cloud portal with an administrator or supervisor (with permissions) profile.
2. Click on the Reports tab.
3. Click the Pay Period Report option from the list.
4. By default, all departments will be selected.  Check/uncheck the boxes to select/deselect the intended departments.
5. Click the RUN REPORT button toward the upper right corner of the window.
6. By default, the report will list hours by department.  Click the LIST HOURS BY EMPLOYEE button to modify the report to this alternate display option.
7. Click the Arrows around the date range to view the report data from different pay periods.
8. Click the drop-down menu for the Employee Type option to select the status (listed below) of employees to be displayed on the report and then click the Search All button to display the results.
   • Active
   • Archived
   • Both
9. By default, the report will display the total hours.  If you have already entered hourly rates for your employees, you can click the GROSS PAY button to modify the report to this alternate display option. 
10. By default, the report will display the data for all departments/employees selected before running the report.  You can click the Arrows around the displayed report number to view the data for individual departments/employees.
11. To print, email, or export this report, click the corresponding PRINT, EMAIL, or EXPORT button toward the upper right corner of the report.

Click here to learn about some advanced features to make sure you're getting the most out of your uAttend account.