System Configuration Tab

The System Configuration tab is used to configure multiple EWS system settings. You must connect to the MIP Fund Accounting data source before this tab is available.

Fields 

Company Information Options

• Company title: Enter the company name.
• Company address: Enter the company address.
• Document links: You can add up to 6 corporate documents with links relative to the EWS main page.
• Document title: Enter the name of the document you want to display if you want to display document links under the company logo on EWS forms. You must also place the document you want to link to in the appropriate location on the server where EWS is installed. You can display up to four document links in EWS. For more information, see Displaying Document Links.
• Document hyperlink: Enter the path to the document you want to display. Enter the document path using the following syntax: ~/Docs/DocumentName, where DocumentName is the file name of the document you want to display when users click the link.

Allow Edits Options - Use the following options to select the kinds of edits that users can perform:

• Manager or approver of staff timesheets: Select this check box to allow EWS users with manager or approver permissions for timesheets to edit timesheet entries.
• Personal profile: Select this check box to allow each user to edit their personal profile information and submit the edits as a change request.
• Address: Select this check box to allow users to edit their address in the Personal>Address page and submit their edits as a change request.
• Phone: Select this check box to allow users to edit or add phone numbers in the Personal>Phone page and submit their edits as a change request.
• Emergency contacts: Select this check box to allow users to edit or add emergency contact information in the Personal>Emergency Contacts page.
• Dependents: Select this check box to allow users to edit and add dependent information in the Personal>Dependents page.

Mileage Rates - Use the options in this section to set a default mileage rate for expense reports.

• Expense Code: This field displays the Mileage Base rate set in HR Management.
• Rate: Enter the decimal value of the mileage rate. For example, if the mileage rate is 35 cents, enter 0.35 in the Rate field. The default value is 0.5.

Timesheet Entry/Leave Form Options

• Leave form: Select the leave form you want to display in EWS from the drop-down list.
  • Default Leave Form: Select this form if you want employees to specify only their cost center and leave codes when entering leave.
  • Include Wage Selection: Select this form if you want employees to specify their cost center, leave code, and wage codes when entering leave.
  • Leave with Comptime: Select this form if you want to calculate any work hours that exceed the total number of work hours and leave hours as compensatory, or comp, time.

For example, assume you have an employee who normally works 40 hours each week. The employee takes a vacation day on Monday, specifying eight hours of leave time on their timesheet. Next, the employee works nine hours a day for the remaining four days of the week, and ends the week with a total of 44 hours -- eight hours of leave time and 36 hours of work time. If you select the Leave with Comptime option for the leave form, the employee automatically receives four hours of comp time. For more information about the Leave Entry Form, see Leave Entry Form and Entering Leave.

• Default: Click the Default radio button next to the EWS timesheet to be used as the default for your organization.
• Entry form I: Select this form to display a Manual Clock In/Out entry form in EWS. Choose one of the following options to specify how time will be recorded from the entry form:
  • No Breaks: Select this option to use the default one form per day with time clock and cost center distribution with all time recorded as paid (no breaks).
  • With Breaks: Select this option to use the default one form per day with time clock and cost center distribution and breaks are not recorded.
  • With OT and Breaks: Select this option to use the default one form per day with overtime calculated and breaks not recorded.
  • With OT and No Breaks: Select this option to use the default one form per day with overtime calculated and breaks are not recorded.
• Entry form II: Select this form to display a Clock In/Out Time Entry form in EWS. Choose one of the following options to specify how time will be recorded from the entry form:
  • With OT & Breaks: Select this option to calculate employee work hours with overtime and breaks.
  • With OT and No Breaks: Select this option to calculate employee work hours with overtime but without breaks.
  • No OT & No Breaks: Select this option to calculate employee work hours without overtime and breaks.
  • With OT, Auto Lunch & No Breaks: Select this option to calculate employee work hours with overtime and automatic lunch added, but without breaks.
  • With OT, Auto Lunch & Breaks: Select this option to calculate employee work hours with overtime, automatic lunch added, and breaks.

For options with OT, if employees work more than 40 hours a week, the extra hours are automatically assigned to an overtime wage code specified for the employee in the HR Management module. For example, the extra hours may be assigned to an overtime wage code that specifies employees be paid 1.5 times their hourly rate for any overtime worked. For the No OT & No Unpaid breaks option, the extra hours are calculated at the employee's standard pay rate.

Option with No Unpaid Breaks include all hours as paid time. Options that include unpaid breaks do not log the time an employee clocks out for breaks as paid time. The Auto Lunch option automatically adds the time specified in the Auto lunch in minutes option if the employee works longer than the time specified by the Over min hours option..

• Entry form III: Select the type of Exempt Time Entry form that you want to display in EWS. Choose one of the following options to specify how time will be recorded from the entry form:
  • No OT/Comptime: Select this option to calculate employees' work hours without including overtime or comptime.
  • With OT/Comptime: Select this option to calculate employees' work hours with each hour of overtime that they work calculated as one hour of overtime or comp time. Non-exempt employees will have any hours over 40 calculated as overtime using the appropriate overtime code. Exempt employees will have any hours over 40 calculated as comp time.
  • With Comptime 1.5 for Hourly: Select this option to calculate employees' work hours with each hour of overtime that they work counted as 1.5 hours of comp time leave. For more information about Time Entry III Form, see Exempt Time Entry Form and Entering Time Into Exempt Time Entry Forms.
• Entry form IV: Use this Default Entry Form for time entry on a daily basis by cost center and wage code. The employee must add an entry row for each day worked and select the cost center and wage code or accept the default and enter their hours.
• Entry form V: Select the type of Clock In/Out Time Entry page that you want to display in EWS. Choose one of the following options to specify how time will be recorded from the entry form:
  • With OT: Select this option to calculate employee work hours that exceed 40 hours a week as overtime. With this option, if employees work more than 40 hours a week, the extra hours are automatically assigned to an overtime wage code specified for the employee in the HR Management module. For example, the extra hours may be assigned to an overtime wage code that specifies employees be paid 1.5 times their hourly rate for any overtime worked.
  • No OT: Select this option to calculate hours at the standard rate when employee work hours exceed 40 hours a week. With this option, any overtime hours employees work are calculated using the default wage code for the employee.
  • With OT, Auto Lunch: Select this option to calculate employee work hours with overtime and to automatically add the time specified in the Auto lunch in minutes option if the employee works longer than the time specified by the Over min hours option.
• Entry form VI: Use this Default Entry Form for exempt time entry in a table format that allows the employee to see all available days for the pay period, and to enter their time each day within the period, saving the form as needed and submitting it at the end of the pay period.
• Entry form VII: Select this form to display a Manual Clock In/Out entry form in EWS. The employee can add multiple timesheets a day with the clock in/out time. Choose one of the following options to specify how time will be recorded from the entry form:
  • No Breaks: Select this option to use the default one form per day with time clock and cost center distribution with all time recorded as paid (no breaks).
  • With Breaks: Select this option to use the default one form per day with time clock and cost center distribution and breaks are not recorded.
  • With OT and Breaks: Select this option to use the default one form per day with overtime calculated and breaks not recorded.
  • With OT and No Breaks: Select this option to use the default one form per day with overtime calculated and breaks are not recorded.

For more information about the Clock In/Out Time Entry page, see Clock In/Out Time Entry and Entering Time Into Clock In/Out Time Entry.

• Expense form: Specify whether you want to allow employees to enter expenses such as hotel, meal, and mileage expenses using EWS. Select None if you do not want to allow employees to enter expenses. Select Mileage & Other Expenses if you want to allows employees to enter expenses. For more information, see Expense Entry Form, Entering Expenses, Approve Timesheets Form, and Approving Employee Timesheets and Expenses.
• Time Zone Offset: If you work remotely in a time zone that is different than the system’s time zone, enter a number to represent the number of hours in the difference. For example, if the system is located in the Central time zone but the employee works in the Pacific time zone, they would enter a 2.
• Don't allow leave to exceed balance: Select this check box if you do not want to allow employees to enter leave that exceeds their leave balance. Clear this check box if you want to allow employees to enter leave that exceeds their leave balance. For example, if you select this check box, EWS will prevent an employee with a leave balance of three hours from submitting a leave entry for 10 hours. If you clear this check box, EWS will allow an employee with a leave balance of three hours to submit a leave entry for 10 hours, resulting in a negative leave balance for the employee.
• Auto calculate overtime for managers: Select this check box if you want to allows managers to enter time for employees and automatically calculate the overtime.
• Allow staff to delete time clock entries: Select this check box if you want to allow staff to delete their time clock entries.
• Break time will be paid: Select this check box if you want to allow paid break time included in time worked and overtime worked.
• Auto Lunch in Minutes, Over Min Hours: Enter the amount of time in minutes to automatically apply the employee for taking a lunch once they have worked the number of hours specified by Over Min Hours.
• Comp Time Code: Enter the leave code you want to use for employee comp time when you select the With OT/Comptime option or the With Comptime 1.5 for Hourly option in the Entry Form III field. Note that the leave code entered should not be one used as a leave plan in the HR Management module. Other wise, the hours entered in the EWS module will always supersede any pay period accrual in the HR Management module.
• Allow zero hours on timesheets: Select this check box to let employees submit timesheets with zero hours.
• Match Leave: Select this check box to match the earnings code with the leave code. EWS will use the number of characters specified in the Length field to match the earnings code to the leave code.
• Length: Specify the number characters used to match the earnings code with the leave code.
• Use Earnings Description: Select this check box to include the earnings description in the timesheet.
• Use Leave Description: Select this check box to include the leave description in the timesheet.
• Require employees to submit timesheets: Select this check box to require employees to submit their timesheets before a manager or approver can approve them. This is a global setting that can be turned off on a case by case basis in HR Management using Maintain>Timesheets Setup>Employee Timesheet Settings>Employee Settings Tab, select the Employee and the Submit not required check box.
• Round time punches to quarter hour: Accept the default of checked to round time punches to the quarter hour on the Timesheet Entry Forms II and V. Otherwise, clear the box to calculate the time punches on these two timesheets to the minute.

Buttons 

Default: The Default radio button in the timesheet entry/leave form options specifies the default form to use for employees for whom a specific form is not specified.

Save: Click this button to save the system settings you specified for the EWS module.