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Adding a Time Record

Use the Add Time page to add time records to your time entry request. Your assigned time reporting group will determine the type of time entry request to be submitted.

You may enter time in the following formats: HH:MM or HH.XX. Here is an example of each format:

You may enter Time In/Time Out values in the following formats:

The following fields may display based on the setup of Alio program HTTMR01A.FMX – Time Reporting Groups:

If the employee's time reporting group is modified between the time the employee entered the time request and the time it is selected for modification, the following message will display: "Employee's primary time reporting group has changed from [TRG Name] to [TRG Name]. Would you like to link this request to the correct primary time reporting group?"

  • Click the button. The time entry request displays in view mode with only the Cancel Request option available.
  • Click the button. The time entry request displays in edit mode. The employee may edit, save, submit, or cancel the request.

Time and expense records as well as time totals may display in red indicating an error that needs to be corrected.  You must remove the time entry records with errors and re-add them in order to resolve conflicts caused by the time reporting group change.

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Adding a Time Record — Hours Only

Follow these steps to add a time record to the time entry request. You will enter the time worked in hourly increments.

  1. In the Time Entry grid on the Time Entry Request Details page, click the button to open the Add Time page.

When the Add Time page displays, the Job field will automatically default to the job record in Alio only when the Time Entry field on the job-related pay record is set to Show and Default and the job belongs to the employee's assigned TRG. Otherwise, you will need to select the job associated with the time record.

If the Time Entry field is set to Show and Default for multiple job records, the Job field will default to the primary job or, if the employee has multiple primary jobs, the job related to the employee's primary pay record.

  1. If necessary, in the Job field, click the Drop Down List button to select the job to which this time record applies. The Add Time page is populated with the appropriate entry fields.

  2. In the Earn field, click the Drop Down List button to select the earn code for this time entry request. The Earn Code selected will override the earn code associated with the job displayed in the Job field.

If the earn code is a required, an error message will display if this field is not entered.

  1. The Project Code field is displayed only if the Use Project Codes check box is selected for the employee’s assigned Time Reporting Group. If this field is displayed, you can click the Drop Down List button to select the project code that applies to this time entry request, if applicable.

The task associated with the selected project code is automatically populated in the Task field.

Leave the Project field blank if a project code does not apply to this time entry request.

  1. The Task field displays the task associated to the selected project code, if the Project Code is displayed. Optionally, you can click the Drop Down List button to select the task code that applies to the project related to this time entry request.

If your organization does not track Project Codes, click the Drop Down List button to select the task code that applies to this time record.

Leave the Task field blank if a task code does not apply to this time entry request or your organization does not use task codes in time reporting.

  1. The Account field displays only if the Override Account check box is selected for the employee’s primary time reporting group. If this field is displayed, you can enter a different account (or portion of an account) to be associated with the pay record.

Leave the Account field blank to keep the existing account association for this time entry request.

Tip: As an administrator with approval rights, you can click the Override button to change the account assigned to this time entry request. This option is not available for a non administrative employee. Refer to Adding Override Details for more information.

  1. The Hours fields default to the standard hours per day defined for your job in the pay detail record, if the Default Hours Flag check box is selected for the employee’s primary time reporting group. You can change these fields. To change a value, press the Tab key to highlight that value, and then type the new value in HH:MM or HH.XX format.

Important: After the cursor is advanced to the next field, the Hours value is highlighted in Blue if it is less than the standard hours per day value defined in the pay details record and the Highlight Short Hours check box is selected for the employee’s primary time reporting group.

The Daily Totals and Week Totals are automatically calculated when an hourly time value is changed.

Tip: Comp Hrs and Paid OT fields display in the Daily Totals and Week Totals grids only if your employee record is assigned a TRG with a Time Reporting option equal to one of the Comp Time OT options.

  1. Click the Override button to modify the Hours value associated with this time record. The Override page appears.

Type the explanation in the Comment box. You can enter a maximum of 2,000 alphanumeric characters.

Click the button. The Add Time page displays with an Override Check button to the right of the time record with the added comment.

You can click the Override Check button to view and modify the comment.

Refer to the Adding Override Details for further information.

  1. Click the button to save the time record. The message "Time Added Successfully" displays.

  2. Click the button to close the message and return to the Time Entry Requests page.

  3. Repeat these steps to enter the next time record (if applicable).

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Adding a Time Record — Time In/Time Out

Follow these steps to add a time record to the time entry request. You will enter the time using the Time In and Time Out values.

  1. In the Time Entry grid on the Time Entry Request Details page, click the button to open the Add Time page.

When the Add Time page displays, the Job field will automatically default to the job record in Alio only when the Time Entry field on the job-related pay record is set to Show and Default and the job belongs to the employee's assigned TRG. Otherwise, you will need to select the job associated with the time record.

If the Time Entry field is set to Show and Default for multiple job records, the Job field will default to the primary job or, if the employee has multiple primary jobs, the job related to the employee's primary pay record.

  1. If necessary, in the Job field, click the Drop Down List button to select the job to which this time record applies. The Add Time page is populated with the appropriate entry fields.

  2. In the Earn field, click the Drop Down List button to select the earn code for this time entry request. The Earn Code selected will override the earn code associated with the job displayed in the Job field.

If the earn code is a required, an error message will display if this field is not entered.

  1. The Project Code field is displayed only if the Use Project Codes check box is selected for the employee’s assigned Time Reporting Group. If this field is displayed, you can click the Drop Down List button to select the project code that applies to this time entry request, if applicable.

The task associated with the selected project code is automatically populated in the Task field.

Leave the Project field blank if a project code does not apply to this time entry request.

  1. The Task field displays the task associated to the selected project code, if the Project Code is displayed. Optionally, you can click the Drop Down List button to select the task code that applies to the project related to this time entry request.

If your organization does not track Project Codes, click the Drop Down List button to select the task code that applies to this time record.

Leave the Task field blank if a task code does not apply to this time entry request or your organization does not use task codes in time reporting.

  1. The Account field displays only if the Override Account check box is selected for the employee’s primary time reporting group. If this field is displayed, you can enter a different account (or portion of an account) to be associated with the pay record.

Leave the Account field blank to keep the existing account association for this time entry request.

Tip: As an administrator, you can click the Override button to change the account assigned to this time entry request. This option is not available for a non administrative employee. Refer to Adding Override Details for more information.

  1. Enter the following fields for each day worked.

Enter the Time In/Time Out values any of these formats: H (am is presumed), Ha, Ham, Hp, Hpm, HH:MM (am is presumed), HH:MMa, HH:MMam, HH:MMp, or HH:MMpm.

Important: You must type the colon (:) to separate the hours from the minutes.

The Time In and Time Out should match your work hours; therefore, if your organization provides an unpaid break during your work day, you will need to enter two time entry records for that day.

The Daily Totals and Week Totals are automatically calculated when the Time In and Time Out fields are entered and modified.

Tip: Comp Hrs and Paid OT fields display in the Daily Totals and Week Totals grids only if your employee record is assigned a TRG with a Time Reporting option equal to one of the Comp Time OT options.

  1. Click the Override button to modify the time in/time out associated with this time record. The Override page appears.

Type the explanation in the Comment box. You can enter a maximum of 2,000 alphanumeric characters.

Click the button. The Add Time page displays with an Override  Check button to the right of the time record with the added comment.

You can click the Override Check button to view and modify the comment.

Refer to the Adding Override Details for further information.

  1. Click the button to save the time record. The message "Time Added Successfully" displays.

  2. Click the button to close the message and return to the Time Entry Requests page.

  3. Repeat these steps to enter the next time record (if applicable).

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