You can submit a time entry request for an employee as a proxy user if:
Your user name belongs to an administrator user role that has permission to enter proxy time entry requests (Time Entry Request by Proxy parameter is set to Yes on the User Role page)
You are part of the approval chain used to approve the employee's time entry requests
The employee's assigned time reporting group will determine the type of time entry request to be submitted.
If the employee is assigned
to a primary time reporting group with the Time Reporting Option set
to Hours Only, you will enter the employee's time worked in hourly
increments. Click here for an
illustration of the Time Entry Request Details page
used to enter worked hours.
You may enter time in the following formats: HH:MM or HH.XX. Here is
an example of each format:
HH:MM, where HH represents the Hours and MM represents the minutes, e.g., 8:25 = 8 hours and 25 minutes
HH.XX, where the HH represents the Hours and .XX represents a numeric value used to calculate the minutes, e.g., 8.25 = 8 hours and 15 minutes or 8:15
If the employee is assigned
to a primary time reporting group with the Time Reporting Option set
to Time, you will enter the Time In and Time Out fields to calculate
the employee's hours worked. Click
here for an illustration of the Time Entry Request Details page
used to enter Time In and Time Out. Your organization
may use this option if it requires its employees to enter breaks (e.g.
lunch breaks) as part of the time reporting process.
You may enter Time In/Time Out values in the following formats:
H (am is presumed)
Ha
Ham
Hp
Hpm
HH:MM (am is presumed)
HH:MMa
HH:MMam
HH:MMp
HH:MMpm
As a proxy user submitting an employee's time entry request, you can override the one-time entry request per time period restriction. For example, if an approved request already exists on the date entered, the following message will display: "An approved request already exists on [DATE]. Click Yes to override the date and process the request or click No to select a different start date." You can select Yes to process the request based on the Proxy Type option defined in Time Entry Request Setup or No to close the message and change the date. The time entry request details remain populated with your entries.
You may also have access to the following options, based on your organization's policies:
The ability to populate the proxy time entry request with employee defaults, if defined. A message will display prompting you to select this option, if time entry defaults are available.
The ability to copy an employee's previously submitted time entry request or individual lines from a previous submitted time entry request. If this option is available, the Copy Time Request and Copy Days links display at the top of the page.
After the proxy time entry request is submitted, the Time Entry by Proxy approval option selected on the Time Entry Request Setup page determines how that proxy time entry request is approved:
Bypass approval hierarchy — this is the default option. When this option is selected, the approver approves the proxy time entry request as a final approver. The proxy time entry request will bypass the approval hierarchy.
Resume approval hierarchy at user proxy — when this option is selected, the approval process for the proxy time entry request starts at the level in the approval hierarchy currently assigned to the approver that submitted the proxy time entry request. The proxy time entry request is processed normally through the remaining levels of the approval hierarchy until it is finalized.
Resume at lowest hierarchy level — when this option is selected, the proxy time entry request follows the assigned approval hierarchy, starting at the lowest level and going to the highest level.
The employee receives an e-mail notification message that a request was entered on their behalf, and Alio is updated the same as a regular time entry request when it is finalized.
Follow these steps to submit a proxy time entry request. The fields with a Yellow background are required.
Click the Time Entry Proxy Requests link on the Payroll page. The Time Entry Requests page appears. The Proxy Request History grid displays previously entered time entry proxy requests.
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You can also click the Time Req by Proxy link in the Navigation Menu to access the Time Entry Requests page. |
Click the New Request link. The Time Entry Requests page displays in Entry mode.
Click the Search link to the right of the Employee No field to search for the employee’s record. The Select Employee grid appears.
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The Select Employee grid is filtered by the request groups to which you are assigned in the approval hierarchy. You cannot enter an employee request if you are not part of the approval hierarchy for that request group. You can search the Employee Search page to filter the list by employee name or number. |
You can also type the employee number to display that employee's time entry request for the current reporting week. If you enter an employee who is not in your approval groups, an error message will display: You are not in the appropriate request group to be able to create Time Entry Requests for this employee. You are prevented from submitting the request.
Click the Employee Number link that corresponds to the employee whose time entry request you are entering. The "Use employee time defaults?" message displays if the Allow Time Defaults option is implemented by your organization. Click OK to populate the time entry request with the employee defaults (if they are set up) or click Cancel to start with a blank time entry request. The Time Entry Request page displays with the following fields populated:
Employee — displays the employee's Alio identification number and name
Reporting Week — displays the date range for the current week
Current Leaves grid — lists the leave requests on file for this reporting week; if a partial day leave is displayed, the leave start and end times display
Time Entry grid if employee time defaults are allowed and available
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Click the Request Leave link to submit a proxy leave request for this employee, if applicable. The Leave Request by Proxy page appears. Refer to Submitting a Proxy Leave Request topic for further information. |
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Click the Refresh
button The following check boxes and fields display only if the employee’s primary Time Reporting Group Overtime Option setting is equal to one of the Comp Time options:
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The Reporting
Week field defaults to the current week. Optionally, click
the Calendar button 
to select a
different reporting week. You may use this option to submit a time
entry request for a previous week or, if allowed by your organization,
a future week.
The Reporting Week start date is used as the effective date to select the job and earn code records to be applied to the time entry request.
Optionally, click to select one of these check boxes (if displayed):
I want excess time applied to Comp Hrs check box to automatically distribute overtime hours earned in the reporting week to Comp Time.
I want excess time applied to Paid OT check box to automatically distribute overtime hours earned in the reporting week to paid overtime.
You have the option to redistribute the Comp Time and/or Paid OT when adding time entry records to the request.
If an employe's default times were loaded, the Time Entry grid will display the default time records. If no default time entry records are displayed, this grid is empty. Use the following options to add or modify/replace time entry records.
Click the 
button to open the Add Time
page. Enter the employee's time for each applicable day in the reporting
week. Based on the TRG assigned to your employee record, you will
enter the time worked in hourly increments or Time In/Time Out increments.
Refer to the Adding a Time Record topic for further information.
When the time records are saved, the Time Entry Request Details page displays.
If available, use the Copy Time links displayed at the top of the page.
Copy Time Request — click this link
to copy a time entry request to another reporting period. The Week Start Date list displays with
the date of the most recent time entry request displayed at the top
of the list.
Click a date from the list to populate the current time entry request.
A message displays warning that time entry records previously entered
will be replaced. Click the 
button
to replace these time records or the 
button to
cancel the copy function.
Copy
Day — click this link to copy specific days from an existing
time request to another reporting period. The Week
Start Date list displays with the date of the most recent
time entry request displayed at the top of the list.
Click a date to populate the Week
Day to Copy list.
In the Week Day to Copy
list, click the day to be copied, e.g., Monday. Use the Available Days list to select
the days to which the time entry request details for the day selected
will be copied. Click the Right
Arrow 
button to add each day to the
Copy to Days list.
Click the 
button to
populate the time entry request.
If a time entry record will be copied to a non-work day, a message
will display prompting you to enter a comment explaining this
situation. This comment is required. You can enter a maximum
of 1,995 alphanumeric characters.
After the comment is entered (if applicable), the time records
are copied to the selected days.
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Click the |
If applicable, in the Reimbursements
grid, click the 
button
to add a reimbursement record to the time entry request. The Add Expense page appears.
Refer to the Adding a Reimbursement Record topic for further information.
When the expense records are saved, the Time Entry Request Details page displays.
If applicable, in the Request
Attachments grid, click the
button to attach supporting documents to the time entry request. The
Add Attachment page appears.
For example, you could attach a copy of the employee's cell phone bill if your organization reimburses employees for part of or all of the cell phone expense.
Click the button
to save the attachment. The Time Entry
Request Details page displays.
Refer to Adding an Attachment topic for further information.
In the Comments field, type additional comments about this time entry request, if applicable. You can enter a maximum of 1,995 alphanumeric characters.
Click to select one of the following options:
E-mail me each step of the approval process to receive an e-mail notification each time the request is approved.
E-mail me only on the final step of the approval process to receive an e-mail notification only when your request receives final approval.
Do not e-mail me about this request to not receive any e-mail notification about the approval status of your request.
Click the
button to save the request if you need to enter additional time entry
or reimbursement records. You can edit a saved request at a later
time; however, you cannot change a request submitted for approval
unless you are part of the approval chain for that employee.
When the time entry request is complete, click
the 
button to save and
submit the request for approval.
to refresh the