Activating and Inactivating Role Assignments

It is the payroll representative's responsibility to activate and inactivate Time Collection roles for their department by assigning these roles to the appropriate employee in Time Collection. Supervisor and time entry clerk roles can be assigned for a department, a specific team, or multiple teams. Once the supervisor role has been assigned to an employee, the supervisor can also assign the time entry clerk role to an employee.

There are two procedures in this topic:

To activate a new role:

  1. Click Roles in the menu frame to display the Department-Team-Role Summary page.
  2. Click on the Add New Assignment button to display the Setup Role and Team Assignments page.
  3. Locate the employee you want to assign by typing all or part of the employee's last name in the Last Name field, and their first initial in the First Name field.
  4. Click on the Search button to display a list of names that match your criteria.
  5. Locate the desired name in the Results list and click on it to display the EMPLID and SSN (Last four digits) values. These values can be used to verify that you have selected the correct employee.
  6. When assigning a new role to an employee, the Effective Date field will show today's date. You can leave this date unchanged, or change it to a future date, if the role is not effective immediately.
  7. In the Role field, select the desired role from the drop-down list.
  8. In the Dept field, click on the appropriate department to select it. The teams established for that department will be displayed in the Teams list.
  9. Select the team (or teams) for which you want to assign this role. To select more than one team, press the Ctrl key while clicking on the desired teams.
  10. Click on the Save button to save the role and team assignments. The following message will be displayed.
  11. Click on the OK button to return to the Setup Roles and Team Assignments page, where you can continue with your next activity by selecting the appropriate menu item from the menu frame.

To inactivate a role:

  1. Display the Department - Team Role Summary page by clicking on Roles in the menu frame.
  2. Select the department and all teams, and make sure that the Active Only option is selected for the Effective Status.
  3. Click on the Search button to display a summary list of all employee roles for the department and teams you have selected.
  4. Locate the employee and role you wish to inactivate, and click on the Edit button.

    5. The Future Employee Role Setup page will be displayed.

  5. Click on the Insert Row button to add a row for the inactivation.
  6. In the Effective Date field, enter the date when you want the role to be inactivated for this employee. You can type the date in m/d/yyyy format, or use the Calendar Date Picker function (click the button).
  7. Under Effective Status, click on the down arrow and select Inactive.
  8. Click on the Save button to save the inactivation. The following message will be displayed.
  9. Click on the OK button to return to the Employee Role Setup page, and continue with your next activity by clicking on the appropriate menu item.