WinTeam Training Notes

Navigate to the reports section and select "schedule activity report."
Instead of selecting from the drop-down, click "add tier."
In the tier template, select "jobs" (scroll past "job type" to find the correct one).
For the filter type, select "Create".
Type in the job numbers (e.g., 30078) and hit Tab.
Save the template with a descriptive name (e.g., "ABM Parking").
The filter type options are: All range, Pick, Create, and Exclude.

Two key areas to modify reports:
- The area on the right side, including options such as "include billing recap."
- The report formatting (left side).
Deselecting "include billing recap" reduces the number of pages by removing the billing breakdown per post.
Billing recaps are helpful for comparing billed hours to contractual obligations and for reviewing supervisor pay rates.
The "report format" option allows switching between "detail" and "summary" views.
- Detail: Shows individual entries, including account manager, hours, bill rates, etc.
- Summary: Provides a consolidated overview of positions, hours paid, hours billed, overtime, and direct labor percentages.

Billing recap provides a breakdown of how much is billed per post.
Can compare this to the Account Summary Form (ASF) for your site to check contract hours.
Supervisor pay rates are crucial, especially if over 40 hours, which is something to look for.
The billing recap checkbox determines whether the last part of the report, detailing the breakdown of billing per post, is visible (includes Watson office, account managers, admins, and mobile patrols).

Detail report shows information like account manager, bill rates, and hours.
Summary report shows hours paid, hours billed, OT/DT hours, and overtime percentage.
Direct labor percentage is also shown, with a regional target of 71% or below being desirable.

Total hours should align with contractual agreements (e.g., around 3200 hours per week).
Additional hours may be due to special events.
Supervisory hours should also match agreed-upon amounts (e.g., 420 hours for managers).
Any discrepancies need to be investigated and verified with client approvals.
Discrepancies with 432 admin hours, to be investigated to determine where extra 12 hours are coming from.

Special events should be billed under the special events category, not under regular posts like ABC ramps.
If the client is requesting additional coverage on the client's site, it should go under the line being billed to the client.
If a third party is involved, such as Target, the invoice should be directed to that third party via the special events category.
If unsure, clarify where the request is coming from and where the service is being conducted.

If someone clocks in under the wrong job number, it needs to be cleared.
Verify if the employee is assigned to ABM by double-clicking on the employee number; if it doesn't lead to their master file, they are not assigned to ABM.
Employees are responsible for clocking in and out at their correct job site.

Need to determine which invoice descriptions (e.g., security officer levels) are currently in use to ensure correct billing.
Reviewing the current setup and indicating which descriptions are active and inactive.
The changes impact the bill rates based on the officer's status.
Changes to invoice descriptions require adjustments in ASF and may involve client feedback, which is a lengthy process.
Send an email indicating the green and red for each invoice so that payroll can determine whether or not it should be kept in the system.

Access to the Account Summary Form (ASF) is essential for accurate billing and pay rate information.
Suggest requesting access to the ASF to understand billing and pay rates, as the invoice will also be accurate using that information as a launching point.

Use the HR tracker / Time Off Planner in WinTeam to track employee time off balances.
This updates as the week walks (not instantly, but better than waiting for the paystub).
Time off should be tracked and managed using the time off planner.
Employees can choose whether to use PTO to cover sick time if they have exhausted their sick time balance; it is not an automatic process.
Balances reset every anniversary year.

If a schedule locks and there is a billing issue, a comp sheet or credit memo may be required.
Creating a credit memo for a large site like ABM can be a significant amount of work due to the extensive invoice details.
Send an email indicating if there is a discrepancy or if invoicing is being processed.
Invoice is literally a page and a half to fill out.

Adjust the overnights for that midnight eleven to midnight hour for holiday shifts.
After that point, holiday pay and the rest of midnight till 7 AM is regular pay for the next day.
This applies to all shift change other than the overnights, where adjustment for overnight shift is necessary.