Jenzabar Campus Portal Features Help Hub

Web Employee - Archive

Tip

Only releases with enhancements or resolved issues for this module have content below.

Enhancements
Improved Manage Timecards Page
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The Manage Timecards page in the Employee Administration hub has a new look, improved performance, and additional functionality! You can now focus on exactly what you need to work with employees’ timecards in new and better ways.

Timecard Filter

The Manage Timecards Filter has been renamed Timecard Filter. The redesigned filter gives you a greater ability to sort and filter timecards. Check the boxes to work with the filters you want to apply. You can select employee timecards by supervisor, type the name of an employee to select a specific person’s timecard, or enter more details to narrow down your search.

Timecards List

The Manage Timecards list has been renamed Timecards List and redesigned with improved performance and additional functions.

There are new columns to help you quickly work with individual timecards.

  • Alert

    The Alert column shows indicators that quickly let you know relevant alerts about a timecard.

    • Pending Leave Request: The employee has a pending Leave Request. Click the alert to open Pending Leave Requests window, view details about the leave and relevant pay period, and Approve or Deny the leave.

    • Clocked In: The employee is currently clocked in. Click the alert to view confirmation of the employee’s clocked-in status.

  • Employee Name

    Click the plus icon beside an Employee Name to view additional information about the employee’s timecard, including Employee status, Position, Pay Group, Supervisor, Employee Deadline, Status History, and Entries.

    Note

    To contact an employee’s supervisor, click the name and view their information in the Person Page, Contact block. In 2021.2, the Contact button no longer appears beside supervisor names.

    Click the View status history button to open the timecard’s status history and view all statuses, including who changed them and when.

    Click the View entries button to see all entries on the timecard, as well as details about individual days. You can also comment on an individual timecard day or click an entry in Daily Total Hours to enter time for that day.

  • Pay Period

    View the pay period associated with this timecard.

  • Hours

    View the total hours associated with this pay period.

  • Approval Status

    Quickly check if the timecard is approved, finalized, or needs action.

  • Comments

    If the timecard includes a comment, you’ll see the number of comments in the icon. Click the icon to view comments, edit existing comments, or add a new comment to the timecard.

Timecard Buttons

The Actions button has been replaced. You can now work with your timecard directly from the Timecards List by selecting a timecard and using the More drop-down options or by using the new Approve button.

Approve Timecards

Select a timecard you want to approve and click the Approve button. When you submit a timecard for approval, you’ll receive a message with information about how to proceed with the approval depending on the status of the timecard you selected. There are several scenarios you may encounter as you work with your timecards.

  • If your timecards can be approved, but have a warning associated with them, you’ll receive a Ready to Approve message and see the timecard’s Name, Position Title, and Warning. You can choose to still approve the timecard by clicking Yes, Approve or click Cancel to return to Manage Timecards.

    Notice

    For example, the timecard might have a pending leave request warning. You can ignore the warning and approve the timecard anyway or return to Manage Timecards to resolve the issue.

  • If your timecards cannot be approved, you’ll receive an Unable to Approve message and see the unapproved timecard’s Name, Position Title, and Reason. Click OK to return to Manage Timecards.

    Notice

    For example, the timecard might have no entries. You will need to return to Manage Timecards to resolve the issue.

  • If your selections include both timecards that are ready for approval and others that can’t be approved, you’ll be able to approve the ready timecards and still view the Name, Position Title, and Reason for those that are unable to be approved.

Record Leave

You can now record employee leave using the More button drop-down options. Check the box to select the employee timecard you want to record leave for. Click the More drop-down and select Record Leave from the options.

Note

This option is only available if the Use Leave Request setting is turned on.

If the timecard you selected is eligible for recording leave, the Record Leave window opens, and you can enter the details for the leave you want to record. Click the Record Leave button when you are finished. The Timecards List updates automatically to show the new total hours.

Note

You can only record leave for one employee at a time.

Create Communication

You can now send an email to employees directly from the Timecards List. Select the timecard associated with the employee you want to message. Click the More drop-down and select Create Communication. The Create New Communication window opens. Enter details and send your message.

Note

Select more than one timecard to send identical messages to multiple employees.

Resolved Issues

Issue

Description

RN23896

On the Tax Withholdings page, the Number of Exemptions for Federal Income Tax appeared even when the W4 Received Date was on or after 1/1/2020 so that the Number of Exemptions should have been n/a.

RN25023

When a supervisor corrected timecard entries (such as when an employee forgot to clock out), the RegHours calculation did not update.

RN25451

RN25539

RN25540

RN25541

RN25542

RN25543

RN25544

RN25545

RN25546

RN25770

RN25772

Each of these issues: Users were inadvertently allowed to view and edit timecards that belonged to others on the Timecard Entry page and Timecard Entry block.

Enhancements
New Update Image Feature for Employee Profiles

You can now update images for employee profiles from the Summary page. Images must be in .jpg format, and there is no size limit for uploaded files.

Tip

Although there isn't an upload file size limit, images are saved to the size they are cropped to.

Click the Edit icon on the image placeholder next to the name to open the Update Image pop-up.

Employee Summary page with the Edit icon for the profile image highlighted.

Note

Clicking the image placeholder opens the Update Image pop-up when you have the appropriate permissions. If you don't have update image permissions, or if you click the image placeholder for any other heading in the system, clicking the image placeholder does nothing. This is a change; click the name link to access the main page of the person, place, or item if you are on one of the subpages.

Select the Display image everywhere in J1 Web checkbox to make the image visible everywhere images are displayed in J1 Web.

Note

If this checkbox is not selected, the image is only visible on the Employee Summary page and the employee's Person page.

The following permission in the default System Administration Manager role allows you to update images, and you can turn it on for custom System Administrator Manager roles.

  • Can update images for employees (on Employee pages)

View New W-2 Format on Manage Annual Statements Page

There is a new format option in the Generate W-2s window in J1 Desktop. Employers can now decide if they want their employees to view their W-2 in a one-page format with quarters displaying Part B Federal, Part C State, and two copies of Copy 2. When selected in J1 Desktop, the employee's W-2 appears in the new format on the Manage Annual Statements page in J1 Web.

For more information, see the One-Page Format Option for W-2 enhancement in the HR section of the J1 Desktop release news.

Resolved Issues

Issue

Description

RN13914

Timecards continued to display to employees, supervisors, and administrators even when the Show Online checkbox was not selected on the Desktop Online Pay Periods window.

RN16785

Hourly employees were unable to enter the same type of time off in separate entries on the same day.

RN21721

The View Positions page did not display employee's positions if a supervisor was not assigned.

RN23301

On the Approve/Manage Timecards pages, the Pay Group filter showed only the pay groups the user had HR Security Group permissions to. This caused performance issues in certain situations.

2020.3
Enhancements
Performance Improved on Approve/Manage Timecards Pages

Performance of the Employee Administrator Approve Timecards and the Employee Supervisor Manage Timecards pages is improved. Administrators and supervisors will still see the same timecards on these pages, but updates to the stored procedure result in the timecards loading faster.

Enhancements
New Employee Administrator Setting

A new Employee Administrator setting allows administrators to decide when pay statements display to employees. The setting is defaulted to off, which means that pay statements display to employees as soon as the paycheck is created. (This is how pay statements work today.)  When the setting is turned on, administrators can choose the number of days before payday when pay statements display to employees.

Notice

The paychecks for the May 15 payday will be created on May 10, but you don't want the pay statement to show to employees until May 14. Turn on the setting, and choose 1 in the "Number of days before payday field.

RN_2020_1_EmpAdminSettings.png
Resolved Issues

Issue

Description

199180

Alternate approvers for another supervisor were unable to approve timecards (Approve Timecards page).

205540

A JavaScript error with the DataGrid.js file was preventing the Employee Administrator page from loading correctly, therefore all toggles, in-line edits, and radio buttons were not displaying.

Enhancements
Administrator Payroll Calendar Setting and Feature

A new Payroll Calendar setting is available on the Employee Administrator Settings page. Turn the setting to Setup mode to make the Manage payroll calendar option available on the Employee Administrator hub options drop-down.

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Tip

In a future release, you'll be able to turn the setting On, which will allow employees to work with the pay schedules and pay periods on their timecards.

Employee Administrators can step through the Create Pay Schedule wizard and to create pay schedules and pay periods. Once created, the pay schedules and pay periods can be edited, deleted, or published from the Payroll Calendar page.

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Timecards Administrator Setting

Tip

If your school already creates timecards in J1 Web Employee, this setting is defaulted to on and you can’t turn it off. Timecards continue to work as usual.

A new Timecards setting is available on the Employee Administrator Settings page. If your school has never created timecards in J1 Web, the setting is turned off and all features related to timecards are not available. If your institution has created timecards in J1 Web, this setting is automatically turned on.

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Tip

Once the J1 Web Timecards setting is turned on, it can’t be turned off.

Resolved Issues

Issue

Description

192761

The alternate approving supervisor was unable to review the timecards that belonged to a supervisor whom the currently logged in supervisor is an alternate for.

193889

Errors appeared on the View Positions page when an employee's position had multiple salary history rows.

195999

When an employee requested leave for the next pay period and then clocked in the last day of the pay period and forgot to clock out, the employee would no longer be able to access their Request leave page from the hub options on the next day due to an error.

Enhancements
Annual Statements Settings

On the Employee Administration hub, the Edit electronic consent text hub option has been replaced with Manage annual statement settings. On the new Annual Statement Settings page, you can

  • Use the View Annual Statements setting to choose the date annual statements become available to users who have opted in to receive electronic statements.

  • Use the Employee Blackout Period setting to set a period of time when users can’t change the delivery method for their annual statements.

  • Use the Electronic Consent Text setting to edit the text that users must read and agree to before opting in for online annual statements.

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Individual Day Timecard Comments

Employees, supervisors, and administrators can add timecard comments to individual days using the drop-down on clock in/out, hourly, and daily format timecards.

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Change to Automatic Overtime Calculations

Automatic overtime is now calculated for all active hourly and workstudy positions, even if the employee also has a salaried position.

Change to Employee Administrator Manage Timecards Page

Timecards in processing and already processed no longer display on the Employee Administrator Manage Timecards page. “Processing” and “Processed” status rows have been added to the PATimecardDetailStatus table to prevent this.

Resolved Issues

Issue

Description

178182

When an employee double-clicked on the Clock-In button on the Employee hub's Timecard Block, the system allowed the employee to click the Clock-In button again This created multiple rows in the PATimeclock table for that employee's position when there should only be one.

182400

In some instances, where an employee was no longer in their position, desktop timecards (TIMCRDS) were not created when the J1 Web timecard was approved.

Resolved Issues

Issue

Description

168972

If the holiday benefit was not defined, the Timecard Type drop-down didn't always work correctly.

166805

If a user requested leave at the same time the timecard was approved, a contract error appeared.

170837

The supervisor was unable to approve or deny pending requests when there was no current or future pay period for the pay group that the employee is attached to.

Enhancements
Administrator Timecard Status Block

The Timecard Approval block on the Administrator hub is now the Timecard Status block and provides direct access to the Manage Timecards page. Administrators see color-coded status bars showing the progress of the next three upcoming pay periods for their employees, and can click the plus sign beside each pay group to see a breakdown of the timecards by status. Links provide access the Manage Timecards page already filtered by pay period or status. Administrators can also use the View all timecards link to access the full list of timecards available to them.

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Annual Statement Instructions Available to Employees

Employees can access the instructions for W-2s and 1095-Cs directly from their annual statements page. Instructions are available for the forms that employees receive electronically.

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Resolved Issues

Issue

Description

163264

The employee was unable to save time for today when using clock in/out format and today is a holiday. Holiday time entry now works with all time formats according to the rules of the format and associated settings.

163490

Users could not record leave if the benefit has an end date that is equal to or less than today. This has been resolved.

163612

Users could not request leave if the benefit had an end date that is equal to or less than today. Now users can request leave for any benefit that is active if the end date is NULL or if the end date is greater than or equal to any date on any of their editable timecards.

163679

A supervisor or employee admin could add an overlapping time for an employee that has more than one position in the clock-in/out format if they add a time after a clock in but before the current time on the non-clocked in position. Supervisor or employee admin can no longer overlap times.

164766

Error occurred when trying to edit time that was entered by another user. This has been corrected.

165086

While workstudy employees can utilize the online timecard functionality, when the timecard was approved, it was missing the workstudy year, term, and department in the timecard that gets created for payroll. We have updated stored procedure to send over all the details.

Enhancements
Employees Can Record Time Worked by Clocking In and Out

A new feature allows employees to record time worked by clocking in and out in real time. When employees clock in and out, their IP address is recorded and stored. Additionally, employees working at midnight are automatically clocked out on day one and clocked back in on day two, a feature not available in CRM Staff.

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Administrators Can Work with Employees' Timecards

A new hub option, manage timecards, allows administrators access to employees' timecards.

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Administrators can see all the timecards for employees they have access to. Much of the functionality replicates what supervisors can do with their employees' timecards (approve timecards, edit and enter time, etc.), but administrators can also undo approval of timecards to allow for changes after the timecard was approved.

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Achievements Page Available to Employees

A new hub option, view achievements, allows employees to view their education and affiliations. Permission to view this information must be granted in System Administration, and additional setup is required in J1 Desktop for education information to display in J1 Web.

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Updates to Online Overtime

Online overtime can now be calculated for hourly/workstudy employees with multiple positions. For those employees, online overtime is calculated using their highest paid timecard position.

Resolved Issues

Issue

Description

151465

In some scenarios, timecards could be approved more than once.

156684

In some cases, when employees had more than one salary row for their position, the timecard approval page would not load properly.

156696

In some cases, depending on data setup, supervisors would not see the Pay Group drop-down on the Timecard Approval page which prevented them from working with timecards.

Enhancements
New Employee Hub Options

The Employee Hub options drop-down menu is organized into four sections and new options are added. Administrators must assign permission using the System Roles page in System Administration for View deductions, View direct deposits, View tax withholding, and View personal information to be available to employees.

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New Pages for Employees

Employees have four new pages available from their Hub options drop-down menu. Permission to view these pages must be granted using the System Roles page in System Administration.

Deductions

Employees can view their deductions, including the name of the benefit, the enrollment date, and the amount deducted per paycheck (percentage or dollar amount), as well as whether the deduction is pre/post tax.

RN_2019_1_EX_ViewDeductions.png
Direct Deposits

Employees can view how their pay is deposited, including deposit type, account type, account number, the amount per paycheck (percentage or dollar amount), and the order in which the accounts receive money.

RN_2019_1_EX_DirectDeposits.png
Tax Withholdings

Employees can view their tax withholdings, including the type of tax, filing status, exemptions, and any additional amount withheld.

RN_2019_1_EX_Withholdings.png
Personal Information

Employees can view the demographic information and addresses on record for them.

RN_2019_1_EX_PersonalInfo.png
New Administration Hub Options

Two new options are available from the Employee Administration hub. Permission to use these features must be granted using the System Roles page in System Administration.

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Holiday Schedules Feature

The holiday schedules feature allows administrators to create, edit, and publish holiday schedules for employees to work with on their timecards. Permission to use this feature must be granted using the System Roles page in System Administration.

RN_2019_1_EX_HolidaySched.png
Calendar Items Feature

A new feature allows administrators to create and manage calendar items to use in conjunction with the Holiday Schedules feature. Permission to use this feature must be granted using the System Roles page in System Administration.

RN_2019_1_EX_CalendarItems.png
Improvements to Timecard Approval

Supervisors’ Timecard Approval page has been renamed Approve Timecards, and an advanced filter was added. The default page load shows the most relevant timecards, those that have been finalized but not approved. Changes were made to improve the page’s performance.

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Alternate Approvers Feature

A new feature allows supervisors to assign another supervisor to approve their employee’s timecards and/or leave requests.

RN_2019_1_EX_SupAltApp.png

The alternate approver receives a J1 Web message and a notification on their approve timecards/leave requests page to alert them to the assignment. Supervisors also see who they have set up as their alternate approver. They can use the advanced filter to include the other supervisor’s timecards or leave requests in the list to approve.

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Resolved Issues

Issue

Description

146216

An issue where supervisors were unable to approve timecards for employees  who hadn't logged in to J1 Web has been resolved.