Editing Settings in Time & Attendance

If you're an administrator, to change how someone enters hours in (or have them start using) Time & Attendance:

1. In the Time & Attendance app, click on the People tab.
2. Find the person's name in the list and click the name you'd like to edit.
3. Click on the pencil icon in the upper righthand corner.
4. Choose the new Reporting Method from the drop down menu.
5. Save

This method can differ from the default method selected in Settings. If someone's reporting method is changed to Not Reporting, that person will be removed from the list of people using Time & Attendance.

To assign a new approver for someone in Time & Attendance:

1. Visit the People tab in the Time & Attendance app.
2. Find the person in the list, and enter or select the new approver under Approver.

In order to help you stay compliant with meal break regulations, we ’ve made it easy to identify when staff have missed clocking out for a meal break. Here’s how to enable the missed meal break flag:

1. In the Time & Attendance app, visit Settings.
2. Select Meal Breaks.
3. Make sure to Enable Meal Breaks.
4. Now, customize when you’d like to be notified of a missed meal break here. Note: our default settings adhere to California meal break standards. You can find information about meal break requirements in other states here.
5. That’s it!

If and when someone misses a meal break, you will see a notification on both their individual timesheet and in your pay period overview.

If someone who is assigned to the clock in/out via iPad TimeKeeper app (click here to download from the App Store) reporting method loses or forgets their PIN, both the primary administrator and the person designated as  approver in Time & Attendance can reset the PIN through these steps.

1. Start by logging in to the adminstrator or approver's Zenefits account.
2. In the People section of Time & Attendance, select the worker whose PIN needs to be reset.
3. Click the pencil icon, then Reset PIN.
4. Your worker's new PIN will automatically be reset to the last 4 digits of their SSN. Note: If your worker's SSN is not in the system, they will be sent an email with a new PIN instead.
5. The next time they log in, they will be prompted to create a new PIN themselves.
   
   

Project codes allow workers to track what tasks they are working on throughout the day so you can see how many hours are being devoted to different types of work. Setting them up is simple:

First, you'll want to make sure you've set up Projects in the Company Profile.

1. Open the Company Profile app and select Projects from the left hand menu.
2. Click Manage Projects.
3. Click Enter Manually and use the interface on the next page.
4. Click Add Row at the bottom, and type in the project name. 
   
5. Then, once the project name shows up on the left, you can click into the field to its right to add a code.
   
6. Project names may only contain alphanumeric characters and hyphens. Project codes may only contain up to 10 alphanumeric characters.
7. Make sure that there are no duplicate project names or codes.
8. Note that codes are required in order to use Projects in Time & Attendance and Zenefits Payroll.
   

Then, you'll assign Projects.

Next, you'll enable the Projects created in Time & Attendance.

1. In Time & Attendance Settings, select Work Groups.
2. Click the pencil icon to edit, then toggle Project to enable.
3. Click Save.

How to enable Projects for only specific workers.

What should I do if I receive a Missing Project pop-up while enabling project codes?

Why can my workers clock in without being required to select a Project?

When there are overlapping pay periods due to edits, your workers may not be able to record time in the correct time. If this occurs, they should speak with their administrator or HR contact to have them record the hours on their behalf. They will be able to record their time as normal in the next pay period.

How to turn  auto-approval for Time & Attendance off:

1. From your administrator account, click on the Time & Attendance app.
   
2. Select the Settings tab.
   
3. Select Approving Hours from the left-hand menu.
   
4. Click on the pencil on the top right-hand corner to edit
   
5. Toggle the Auto-Submit Hours to be off.
   

Please note:

• Once the auto-approval is turned off, it is up to the administrator to manually submit the hours over to payroll - we will note who sent it over and what time it was submitted.
  
• Hours will not be able to be sent to payroll until the pay period is over.
  
• A required task will be sent out to remind you that the hours need to be submitted.
  

We have three overtime settings.

1. Standard - based on state and federal law (Dependent on the team member's work location state)
2. Custom - where they can modify weekly, daily, and double daily thresholds
3. Disabled - which turns off overtime calculations for all team members (Please note that this does not mean Zenefits will cap your workers' hours)

To change your overtime settings, simply navigate to the Time & Attendance app. Select the Settings tab and choose Overtime & Rounding from the left hand navigation menu. Click on the pencil/edit icon to make a change. 

Settings can be edited for daily and/or weekly overtime customizations.

When the change is made, it will apply to ALL open pay periods. It will not be applied to past pay periods or past calculations. 

• The Standard will follow the default rules defined here. 
  
• The Disabled option will turn off all overtime calculations.

You can customize your overtime calculations from the Settings tab of your Time & Attendance app. Please note, customizing your overtime means we can no longer guarantee it is compliant with your state’s regulations. Only the Standard setup is guaranteed compliant. 

If you live in a state where you're penalized if you don't give your employees a lunch break, the meal break penalty setting is for you. For example, employers in California are typically required to pay out an extra hour of pay if their employee does not take a meal break before their 5th hour of work.

Who can use meal break penalties?

Any company using Zenefits Payroll can enable this for their workers using Time & Attendance.

How do I enable meal break penalty?

1. Go to the Time & Attendance app from your Zenefits admin account.
2. Click the Settings tab.
3. Click the Meal Breaks tab.
4. Under the Meal Breaks Penalty section, click the Edit icon.
5. Enable the setting, and Save.

What happens once meal break penalty is enabled?

When it comes to approving hours in Time & Attendance, you'll need to make sure that the assigned individual is in the same organization or EIN. This is because approvers in different organizations may have different pay periods, or may not use Zenefits' Time & Attendance, which would be difficult to monitor on a single dashboard view. For that reason, you'll be limited to selecting an approver  who is in the same organization or EIN, so sometimes you may need to select an approver who isn't the worker's manager.

For example, let's say Jack's manager, Rebecca, is part of a different, linked organization in Zenefits. Even though Rebecca is his assigned reporting manager, Jack's approver would need to be someone within his same organization. In this example, the approver could be Kate, since she reports to the same organization as Jack.

Customizing Overtime settings by individual can be done in the People tab of the Time & Attendance app. For example, if you have an hourly exempt employee for whom you wish to calculate overtime pay, you can do this in their individual Settings page.

1. Open the People tab of the Time & Attendance app.
2. Select the individual who you'd like to customize the settings for.
3. Click the Overtime tab in the popover window.
4. Scroll down and uncheck  the Use Company Defaults box.
5. Next to Overtime Settings, select Custom.
6. Customize the settings as you'd like, then Save.