All of the information displayed in the Employee Tab is completed automatically when EPAFs are applied by HR to banner. You can view the information stored in the Employee Tab. The only item you can change is the time clock code on the distribution line to restrict which time clock where the employee can punch in and out.
The UltraView screen has four different tabs listed at the top:
- The Hours tab is used to enter or modify existing punches for an employee
- The Schedules tab is used to set a schedule for an employee.
- The Absences tab is used to enter leave time for an employee.
- The Exceptions tab shows exception codes where a problem exists and needs to be fixed.
To get to the detail of a cell, single (left) click on the cell and a separate window will open with the detail line to enter or modify an existing punch. (If the separate window does not appear after you single click the cell it is because a pop up window is open that is asking “Do you want to close this window”? Click yes in the pop up window and it should solve the problem.)
The LOCATE button at the top of the screen can be used to search for an employee not currently displayed on the UltraView screen. Click on LOCATE and type the last name of the desired employee. Single (left) click the name to select the employee from the list and the UltraView display will jump to the employee you have selected.
The FILTER button at the top of the screen can be used to reduce on the number of employees that are displayed on UltraView screen. Click on FILTER and select the desired criteria to view your employees. For example, if you are responsible for more than one supervisor code, you may select each supervisor code separately to view only those employees assigned to that supervisor code.
To enter a punch on the Hours tab, single (left) click on the appropriate cell to bring up the separate window where the details can be entered. Enter the start and stop times for the shift using any of the formats (i.e. 1 p.m. could be entered as 1300, 1p or 1:00p). Use the tab key to display the dropdown list that shows all of the employee’s available position codes and select the appropriate position code for the punch. If the employee only has one available position code it will automatically be selected when the tab key is pressed. Click APPLY and the rest of the fields for the detail line will be populated. Click EXIT to close the separate window and the hours will be displayed in that day’s cell.
The Schedules tab is optional and can be used to setup schedules. Click on the Global button which will bring up a separate pop-up window. Click on the Name button and select the employee you wish to setup a schedule for. (You can choose more than one employee if they will all have the same schedule). Click on the DOW radio button. Enter the start date corresponding to the day of the week for the schedule in the “Date From” field with a corresponding stop date for the day of the week the schedule will end in the “To” field. Enter the daily start time in the “Start Time” field, the daily stop time in the “Stop Time” field, and any lunch deduction in the “Lunch” field. Click “OK” and a dialog box will appear to confirm the number of employees; click “OK” again. A dialog box will appear confirming the number of employees processed and not processed with reasons for those not processed. Click “Close” and then “Exit.”
The Exception tab shows exception codes where a problem exists and needs to be corrected, such as a missed punch for an employee who clocked in but didn’t clock out and vice versa. The Exception tab must be reviewed prior to payroll processing but reviewing more frequently is recommended.
To enter leave time on the Absence tab, single (left) click on the appropriate cell to bring up the separate window where the details can be entered. Enter the number of hours of leave time used on the line that is labeled NEW. Use the tab key to display the dropdown list of possible absence codes and select the appropriate absence code. Use the tab key again to display the dropdown list that shows all of the employee’s available position codes and select the appropriate position code for the leave time. Check the box in the Paid column and click APPLY to save the entry. Click EXIT to close the separate window and the hours will be displayed in that day’s cell.