1. Employees must login to their Employee Portal to access the Time and Absences menu. By default, their initial login will be their email address and 8 digit birthday (mmddyyyy) but Single Sign On (SSO) is also an option.

From here employees will see:

• Time Sheet
• Clock In/Out

Note: The Employee Portal is customizable in the Admin Settings and sections can be hidden, set to Read-only, or can allow employees to add/modify records.

2. To edit the Employee Portal access levels, go to Admin Settings > User Access. From here you can customize what sections are visible, and what permissions employees have for those sections. These changes apply to all employees.

Note: For Employees to be able to Approve Timesheets, the "Employee Portal - Time Sheet" permissions must be set to Read, Add, Modify (if modify is unchecked, the green Approve All button is not available to employees.

3. In the Time Sheet menu, employees can view their time sheets:

• Based on Pay Period / Job
• Add new time sheet entries from here.

To start an entry, first click + Add, then select the date.

4. Work Type is tailored based on the needs of your district, Work Type options are customizable in the Admin > Dropdown Edits men.

5. Employees add the hours/minutes and any other optional details including:

• Date - Required
• Work Type - Required
• Hours / Minutes - Optional
• Start/End Time - Optional
• Funding Source - Optional
• Workflows - like Extra Duty - Optional
• Comments - Optional
• Emp Approved - Green check indicates the employee approved / Red check indicates not yet approved by employee
• Emp Approver - Name and Timestamp of employee
• Admin Approved - Green check indicates the Admin approved / Red check indicates not yet approved by Admin
• Admin Approver - Name and Timestamp of Admin

Employees can do an initial approval on their timecards here, as a first step in the review process. Approve All approves all of the records shown as opposed to individually approving records. These records then show in the Admin Portal in Time Reporting Combined displaying either Employee Approved (green check) or Employee Not Approved (red check)

6. One an employee approves their Time Sheet, it will show with a green check in the Admin > Time Sheet Review menu along with a timestamp of when it was approved by the employee.

7. Employees that have multiple jobs with the district will have a dropdown menu to select the job.

"Clock In" will initiate the start of a time entry.

Note: districts can limit the IP address for clocking in/out so that it's only possible from the school's wifi - this is done in Admin Settings.

8. Employees can select the Work Type from the dropdown menu and add any comments. Click "Save"

9. The next time the employee opens the Clock In/Out menu, it will save "Clock Out" instead of "Clock In", Employees can enter comments and then click Save to complete that time entry for the day which will also be visible in the Time Sheet menu and in the admin portal under Time Reporting Combined.

10. Once time entries are made in the Employee Portal, individual employee time records are visible to Helios Admin Users in:

• Time Reporting Combined - for initial spot check approvals and adjustments by supervisors.
• Time Sheet Review - for official payroll processing