In the Groups tab, you can create groups and filters. You can do this by clicking the Properties button.
The Groups tab charts your group assignments, or labor tracking levels. You use group assignments mainly for filtering. If you are at the Employee Master or Express/Classic Timecard and you click on the View
button and select Filter By ..., you can choose which employees you want to list. Filters also apply to the Report Properties in Report Manager, so you can run filtered reports.
The default group levels are labeled as Department (Level 1), Level 2 and Level 3.
You can rename these levels to suit your company, and you can assign levels to create your company structure.
In the example pictured below, Level 1 is named Department, Level 2 is named Division and Level 3 is named Company.
There are five departments - Sales, Press, Accounting, Shipping and Engineering. There are two divisions - Manufacturing and Administration. There is one company - Lathem Time Company.
The Press, Shipping and Engineering departments are assigned to Manufacturing, and the Sales and Accounting departments are assigned to Administration.
5.5.1 Name and Assign Group Levels
Once you create your groups and filters, you can assign the group levels to create your company structure.
The steps below walk you through a typical setup.
Step 1: Rename the Group Levels
Click in each level, type over the text to name the levels what you want, then press the Tab key.
In this example, Level 1 is named
Department, Level 2 was renamed Division and Level 3 was renamed Company.
Step 2: Choose the Level 3 group (Lathem Time Company)
Step 3: Assign a Level 2 group (Manufacturing) to Level 3 (Company)
Click on a company group (Lathem Time Company) to work with. Make sure nothing else is selected at this point. The chart helps you see your assignments.
Here, only the company is chosen, with no assignments.
When you click on a group in Level 2, notice the chart now shows it assigned.
Step 4: Assign Level 1 groups to Level 2 (Manufacturing)
Step 5: Assign the next Level 2 group (Administration) to Level 3 (Lathem Time Company)
Click on each group (or department) to assign. They will show up on the chart. Now Press, Shipping and Engineering are assigned to Manufacturing.
Temporarily unassign
Manufacturing by clicking it to take off the highlight. It will disappear on the chart. Now click on
Administration to assign it to Lathem Time Company. Make sure you choose only one level at a time when you assign groups.
Step 6: Assign Level 1 groups to Level 2 (Administration)
Click on each group to assign.
They will show up on the chart.
Now Sales and Accounting are assigned to Administration. Note that if both Manufacturing and Administration were chosen, then you would have assigned Sales and Accounting to both.
Step 7: Reassign the groups you had temporarily unassigned
Click back on Manufacturing. Now the chart shows Manufacturing and its departments assigned to Lathem Time Company, along with Administration and its departments assigned to Lathem Time Company.
5.5.2 Setup Groups
In the Groups tab, you can create groups for filtering your reports and employee lists. Also, if your clock supports employee transfers, you can create groups so employees can transfer from one to another. You can also use transfers to flag special pay, for example ‘Call In Time’.
Note: The PC400, PC2000 and PC3500 allow the first punch of the day to be a department transfer.
To create a Level 2 or 3 group
y At the bottom of the Groups tab at the System window, click the Properties button. The Group Properties window appears.
y Click the down-arrow at the top-left corner of the screen to choose your group Level 2 or Level 3.
You cannot add employees to Levels 2 or 3 - you can only add employees to Level 1 (department) groups.
y Click New.
y Under Name, type in a name for this group.
y Under Number, PayClock gives this group an ID number. If you want to change it, type in a new one (Note: This number cannot be the same as a pay code number).
y Under Filter Code, you can type in a code name to identify the group. You will probably only use this field if you need to use an ID for the group that is longer than a 4-digit number.
y Click Save to save this group.
To create a Level 1 group (or department)
y In the Groups tab at the System window, click the Properties button. The Group Properties window appears.
y Click the down-arrow at the top-left corner of the screen to choose your group Level 1 (Department).
y Click New.
y Under Name, type in a name for this group.
y Under Number, PayClock gives this group an ID number. If you want to change it, type in a new one.
y Under Filter Code, you can type in a code name to identify the group. This field would only be used if you have purchased a custom report.
y Under Type, choose whether this hourly rate is added to the person’s base pay, a percentage of the base pay or is a flat rate. If you choose Not Selected, the Hourly Pay Rate section is grayed out.
y You can use the Hourly Pay Rate section for running wage reports. Under Minimum, enter the least amount a person can earn working in this group.
y Under Maximum, enter the most a person can earn working in this group.
y Under Normal, enter the amount a person usually earns working in this group.
y Check Guaranteed Time to enable this setting, typically used with ‘Call In Time’.
y Under Worked Hours to Qualify, enter how long a person must work before receiving guaranteed time.
y Under Minimum Paid Hours, enter the guaranteed time amount.
y Under Pay Code, select in which pay code the time will be placed.
y Check ‘Ignore All OT Rules’ if you don’t want this time to count toward any type of overtime.
y Example: Your company has a policy that says if you are called back to work the company guarantees 4 hours of pay at double time, even if you only work for 30 minutes. If you work over the 4 hours all time is paid at double time.
y Sally comes in Tuesday morning and works her normal 7:00am to 3:30pm shift. She goes home, but is called back to work to complete a project. She arrives at 6:30pm and presses the transfer button on the clock, keys in the number for to the "Call In" department. She completes the project in 2 hours and punches out like normal at 8:30pm. Her timecard will show her normal 8 hours from the 7:00am to 3:30pm shift and 4 hours of Call In time, which is paid at double time.
y At the list of employees, click on the people you want to add to this group (Hold down the Ctrl key to choose more than one person). If you haven’t yet setup your employees, you can do this at the Employees button, General tab.
y Check Include in Home List to include this group in the home list. Do not check this box if you plan to use this group only as a filter.
y Click Save to save this group.
To edit a group
y From the list at the top-left corner of the screen, choose the level that contains the group you want to edit.
y From the second list at the top-left corner of the screen, choose the group you want to edit.
y Change any information that you need to.
y To add or remove employees from a Level 1 group (department), click on their names in the employee list. When there is a 3 (check) in the box beside their name, they are added; when there is a no 3 (check) in the box beside their name, they are removed.
y To remove any employees that you have marked as terminated, you can click the Unselect Terminated button.
y Remember that the Group Properties window only sets filters - you must assign employees to their Home in the Employee Master, General tab or to Alternates in the Assignments tab.
y Click Save to keep your changes.
To delete a group
y From the list at the top-left corner of the screen, choose the level that contains the group you want to delete.
y From the second list at the top-left corner of the screen, choose the group you want to delete.
y Click Delete.
CHAPTER 6
Pay Class Overview
(Note: Access rights are required for this section.) A Pay Class consists of the rules your company sets for handling payroll. At the Pay Class button, you can setup your pay period, overtime, premium time and other advanced pay class features.Click the Pay Class button, the Pay Class window will open:
Section 6.1 Pay Class - General Tab
In the General tab, you can create pay classes and define your pay period for each pay class. You enter when the pay period starts, select punch rounding, choose the pay period type and select a holiday calendar.
Name - Name your pay class.
Current Pay Period starts on - Enter when your current pay period began.
Round Unscheduled Registrations by - Choose how punches round when they do not occur within a schedule.
Pay Period Type - Select if your pay period is weekly, bi-weekly, semi-monthly, monthly or custom. For semi-monthly and monthly, also choose the pay period start date(s). For custom, choose when the current and next pay period will end.
Use this Holiday Calendar - Choose which holiday calendar this pay class uses. You can also set a waiting period before the holiday will be applied to the employees by setting the "Apply Rule This Many Days From Hire Date" option.
Caution: If you change the pay period start date, any maximum day overrides made in the timecard will be reset and will require that you add those edits back.
6.1.1 Setup Pay Class Information
In the Pay Class General tab, you setup your pay period.
y If you want to create a new Pay Class, click New. If you want to edit a pay class, choose it from the list of pay classes at the top of the screen.
y Under Name, you can change your pay class name by typing it in.
y Under Current Pay Period starts on, enter the date your current pay period began.
y Once you have setup your start date, changing it later can affect the data on your next close - moving the date forward can cause data loss.
y NOTE: Use the + (plus) and - (minus) keys on your numeric keypad to move the date forward or backwards.
y Under Round Unscheduled Registrations by, select how you want punches to round when they do not occur within a schedule. The software keeps track of the exact time when the employee punched; rounding is for calculations only.
y Under Pay Period Type, choose Weekly, Bi-Weekly, Semi-Monthly, Monthly or Custom.
y If you chose Semi-Monthly, select the First Start date and the Second Start date. For example, your pay period might start on the 1st (First Start) and the 15th (Second Start).
y If you chose Monthly, select the First Start date. For example, your pay period might start on the 1st (First Start).
y If you chose Custom, set the date the current pay period will END and then set the date the next pay period will END. For example, your current pay period might start on the 1st and end on the 18th and your next pay period will start on the 19th and end on the 31st. When you close a custom pay period you will be prompted to set the date that the "new" next pay period will end.
y NOTE: Use the + (plus) and - (minus) keys on your numeric keypad to move the date forward or backwards.
y Under Use this Holiday Calendar, choose which holiday schedule this pay class uses. Set a waiting period before the holiday will be applied to the employees by setting the "Apply Rule This Many Days From Hire Date" option. If you do not have a “probation period” set this to 0 (zero). If you have not setup holiday schedules, you can do this at the System button, Preferences tab.
y Click Save to keep your changes.
y Caution: If you change the pay period start date, any maximum day overrides made in the timecard will be reset and will require that you add those edits back.