In this crash course, we are going to be talking about Time Tracking and Time Off and how they relate to Execupay. So first, let's talk about how Time Tracking works with Execupay.
When using Time Tracking in addition to Execupay, GoCo is going to make it really easy for your employees to track their time and get paid for their hours. As your employees track their hours and managers approve them, GoCo's Time Tracking module is going to automatically sync over those hours to payroll for when you're ready to run your payroll. There's no need to worry about double entries or waiting on timesheets, or anything like that. Everything is going to be already synced in GoCo. As an administrator, when you are ready to run payroll, you're going to be prompted to first approve any unapproved hours from GoCo's Time Tracking. If you choose to leave this time unapproved, you're going to be prompted to enter those hours manually on the payroll run. So let's go ahead and take a look at that.
First, let's view our Time Tracking module. Here, we're going to be able to view our timesheets and see when timesheets are due. We can review them here by hitting this "Review timesheet," going through all of these, approving or unapproving, or adding any other hours you might need to. To add hours you would simply hit this blue "Add hours" button, and say that this employee worked whatever hours they worked. We'd go ahead and save that, and then once we were done doing this for everyone, we could go ahead and approve. You can also "Approve all" if you want.
Then, once you are ready, you can just export these hours to payroll. This button is going to take you to "Export these hours." Once those hours have been exported, you will see this notification that says, "This pay period has closed," what time it was closed and what happened to those hours. They should have been sent to payroll.
If you are not using Time Tracking, you can still import these hours. So let me show you how to do this. You would go to your Execupay tab, and you would start your payroll run. Once you started your payroll run, you would review items that need to be reviewed, and you can do an import. So you would hit this button right here, and it would allow you to upload data from a file. If you are doing an import, you should have an Excel spreadsheet built out with these hours. So this spreadsheet could look something like this.
You could perhaps have your employee ID, your employee name, their job title and job codes, how many hours they worked, PTO, holiday hours, and all of this information. Once you run that import, using GoCo's Mapping feature, you would map the columns to whichever corresponding field there is on the spreadsheet. Once you're done, you would hit a "Confirm Mapping" button to pull those hours over.
If you have any errors, you're going to be asked to review and either fix these errors or continue without fixing them. To resolve an error, there will be a "Go Back" button," and you might need to re-upload a corrected spreadsheet. But this is how GoCo will get your Time Tracking hours.
Okay, so now that we have covered Time Tracking and Execupay, let's briefly talk about Time Off and Execupay. So similarily to Time Tracking and Execupay, if you are using our Time Off module, then GoCo is going to make tracking these hours easy peasy. These hours are going to show up on your embedded payroll, so you don't actually have to enter these hours. As long as all time-off requests are approved prior to running payroll in GoCo, you're going to see these time-off hours and holidays populate when you are reviewing your employees' details.
So let's take a look at Rachel. Here, we are going to see that Rachel's holiday pay, the amount and hours, has already been included. If we were not using our Time Tracking and Time Off features, then we would have to manually add those hours. So we would simply hit "Add job or earning," and display all the different jobs and earnings we can add, and we would select "Personal Leave," for example. We could then input the number of hours this employee took for personal leave and the dollar amount for this. We would then "Save" this and now this employee has been updated. Once we have made all of the updates that are necessary, we would simply hit this blue button to send to Execupay and to complete our payroll run. But this is just a general overview of Time Tracking and Time Off and how those two modules work with Execupay.
If you have any specific questions or if you need any additional help, be sure to reach out to us at [email protected], or reach out to your Individual Client Success Manager or Implementation Manager. Thank you for watching this mini-training crash course.