Administrator Module

Contents

Employee Profile

The fields on this screen will be filled with existing data when editing an existing employee’s profile. Note that when a record is certified, most of the fields on this page cannot be modified until the record is built or becomes uncertified. When adding a new employee via the webTA interface, most or all data fields will be empty.

You may change an employee’s User ID and password on this form unless your agency uses an identification system external to webTA. The User ID may be up to 32 characters long. You may use letters, numbers, and spaces.

The employee’s name is edited in separate fields. Do not combine fields. You may include a suffix, such as Jr. or III, in the Last Name field.

• First Name
• Middle Name or Initial (optional)
• Last Name

Social Security Number - the employee’s 9 digit SSN or employee identification number. This field is required. You may enter the delimiting dashes or leave them out. If you don’t enter them, webTA will add them when you move to the next field. Note: when editing an employee, some roles are restricted from viewing the SSN. If the SSN field is not visible, then your current role is restricted from viewing the SSN field.

Timekeeper’s User ID - the User ID for the employee’s timekeeper. Click Search to find a specific timekeeper’s User ID.

Organization - the employee’s organization within an agency. By default, the root of the organization tree is the agency.

First Pay Period - You see this option only during the pay period an employee is in webTA, and only until the record is certified. It allows you to specify whether the T&A record you have added applies to the current or previous pay period. NOTE: IT IS IMPORTANT THAT THIS BE ENTERED CORRECTLY. ONCE A TRANSMISSION RECORD IS BUILT FOR THIS EMPLOYEE THE PAY PERIOD CANNOT BE CHANGED.

Roles - Each employee can be granted one or more roles in webTA. To grant a role to the employee, check the box next to the role name. Each role also has verious role properties that can be granted to the employee along with the role. Recall that the various roles have the following definitions:

• Timekeepers edit, correct, and validate T&A data, T&A profiles, employee profiles, and locator information. A timekeeper can create a local correction in webTA. A local correction is just like a regular correction for past pay periods in webTA except that it DOES NOT TRANSMIT to NFC when built. Local corrections can be valdiated, certified and built just like regular corrections. Local corrections will also roll forward just like regular corrections. This role property should be granted to the timekeeper who is allowed to make local corrections in the system.

• Supervisors review and certify T&A reports for their assigned employees. If supervisors are prevented from self certifying their timecards, then this restriction can be overridden for a particular supervisor by selecting self certify checkbox. A supervisor who is designated as able to Self-Certify may certify his or her own timecard if they are their own supervisor or delegate for their supervisor.
• Master Timekeepers can edit, correct, and validate T&A data just like a regular timekeeper except that they can perform this functionality for any user; they also have the ability to override validation errors. A Master Timekeeper can be designated as Read Only, which means he or she can only view data for any user, not edit data. Administrators for sites with multiple agencies may also designate a Master Timekeeper as Restricted by Agency. This limits that Master Timekeeper to administering or viewing users within their agency.

  A master timekeeper can create a local correction in webTA. A local correction is just like a regular correction for past pay periods in webTA except that it DOES NOT TRANSMIT to NFC when built. Local corrections can be valdiated, certified and built just like regular corrections. Local corrections will also roll forward just like regular corrections. This role property should be granted to the timekeeper who is allowed to make local corrections in the system.

• Master Supervisors can review and certify T&A reports for any user. Administrators for sites with multiple agencies may also designate a Master Supervisor as Restricted by Agency. This limits that Master Supervisor to administering or viewing users within their agency. A master supervisor can also be granted a read only role property so that they can only view data in the system but can not edit it.

• HR Administrators manage the leave transfer program and manage employees within their organization. All HRAdmins by default get the account management, org tree management and LTP management menu items. An HRadmin can be restricted from accessing any of those menus by turning them off on the role panel. The default behavior is that all these menu items are visible.
• Project Manager administers the project hierarchy (only present for agencies using the webTA Labor Management Module).
• Administrators manage the Time and Attendance System. This includes build management, entering new employees, and managing employee’s roles and role assignment.
• Master Supervisors are supervisors with no specific employee assignments. They can perform all tasks that a supervisor can perform. Master supervisors can work with all employees in the system and can be restricted to their agency by selecting restrict to agency checkbox.

Active Status - check this box to indicate that the person for whom the account exists is currently “active”, i.e. requires an active account within the system. By default when you create a new employee record this box will be checked. Should an employee become inactive, select the box to remove the check mark. When an employee is made inactive, their records are not deleted from the system, but he or she will no longer be able to log into the T&A system and their records will be ignored during validation, certification, and transmission file builds. If the person becomes active at a later date, rather than creating a new record, edit their existing Employee Profile and set the Active Status to checked. When the profile is stored, a record for the current pay period is created, and the employee may once again log into webTA.

Click Save once you have finished editing the Employee Profile to update the database and return to the Administrator Main Menu.

Click Cancel to return to the Administrator Main Menu without saving changes.