The Jobs Tab

This tab is used to establish a default pay rate and all job codes that this employee is eligible to use, both clockable and non-clockable. Job codes will display in a grid format with checks under each column that applies to a particular job code (clockable, earns overtime, counts toward overtime, etc.). At least one clockable job code is required for each employee.

If you added an employee using an Employee Template this grid will populate with information from that template.

Welcome to TimeClock Plus, Version 5.0 page 92 Check the Active only box if you wish for the grid to only display “active” job codes for

this employee.

Check the Use Short Titles box if you wish for the grid titles to be abbreviated for less scrolling left to right.

Default pay rate: - This allows you to specify a default rate for this employee for all of their job codes. This rate can be overridden by entering a rate for each job code.

If you will be calculating overtime based on a “best of” situation (ex. best of weekly vs.

daily, best of Bi-weekly vs. Daily), you will need to have either a Default pay rate entered or an individual job code rate entered. Without a default pay rate or an individual job code rate for an employee, the system cannot calculate overtime based

on “best of” for the employee.

Welcome to TimeClock Plus, Version 5.0 page 93 There are four job code related functions to perform - add a job code, edit a job code, delete a job code, and raise a job code. These functions are performed as follows:

5.1.3.1. Adding a Job Code

1. To add a job code for an employee, select Add and the Edit Job Code dialogue box will display with four tabs of data for completion.

2. Complete these tabs as follows;

Information Tab

This tab is used to select a Job Code to be added and define pay rates and calculations associated with it.

Job Code – Access the Job Code list by pressing the dropdown box button to the right of the edit field. (Note: you can also add a new job code to the Master Job Code list from this screen by pressing the New Code button to the right of the Job Code field).

Description – This field is used to easily identify the Job Code. For example, the descriptio n can be a department name such as Office or more specific such as Hourly Receptionist.

Welcome to TimeClock Plus, Version 5.0 page 94 Pay Rates

Use default rate – if selected, the default rate for this job code will be used (maintained on the employee Jobs tab).

Specify rate for this job code – if you do not want to use the default rate for this employee, select this item and input the employee’s hourly wage for this job in the “Rate” field.

Calculations

Code is active (must also be active in Master Job Code List) – If this option is checked, this job code is “active” for this employee.

Code is Clockable – If checked, this Job Code is clockable for this employee and they can clock in/out using this Job Code.

Code Counts Toward Overtime – If this option is checked, it specifies that any time worked on this Job Code will count towards the overtime amount set on the employee overtime tab.

Some hours worked may count toward an employee’s overtime but not actually earn overtime. This check box is used to specify this for a particular job code. The next check box should not be enabled in order to specify this treatment of hours for this job code – uncheck the “Code earns overtime” box and this box then becomes available for

entry.

Code Earns Overtime – If this option is checked, hours worked under this job will earn overtime and will count toward overtime (as designated by the previous line item being automatically enabled when this line item is checked).

Job is default job for individual – If checked, this job code will be used to collect this employee’s time unless a Job Code Change is performed.

Force Overtime1 (Overtime 2) for this Code – If this option is checked, ALL time worked under this job code will be treated as Overtime (either type 1 or 2).

Ask for Cost Code when using this job code – this option box will only display if the optional Job Costing Module has been purchased and installed. If this option is checked, every time the employee tracks time to this job code they will also be prompted for a cost code and any additional detail associated with it (for more information refer to Section 11 on the Job Costing Module).

Tracked Fields Tab

This tab is used to designate whether any (or all) of the three available Tracked Fields will be utilized with this Job Code for this employee. (Tracked Fields were established via Configuration à Preferences à Defaults à System Wide Settings à Tracked Fields).

Welcome to TimeClock Plus, Version 5.0 page 95 From the drop down box alongside each Tracked Field select the rule that applies for this Tracked Field, for this Job Code, for this Employee – as follows:

• Disabled – no tracked field information is required.

• Manager entry only – entry of tracked field data can only be performed by a manager (via the TimeClock Manager application).

• On Clock in – the employee will be asked to input the tracked field data upon clock in.

• On Clock out – the employee will be asked to input the tracked field data upon clock out.

• On clock in and clock out – the employee will be asked to input the tracked field data upon clock in AND upon clock out.

If you enter tracked field 1 when clocking in, and enter tracked field 1 again when clocking out, it will override the amount that was entered when clocking in.

Custom Tab

This tab is used to input data to the Custom, or user-defined, employee fields in TimeClock Plus (refer to Section 6.6.2 regarding establishing Custom fields at the

Welcome to TimeClock Plus, Version 5.0 page 96 Employee Job Code level). Available custom fields will display in the “Field” column.

To input data for this job code, double-click on the line item and type your input to the

“Description” column (or make a selection from the drop-down box displayed if this custom field was established as an Item-List type).

If you are exporting to a payroll software or service, and you want to override the default Job Code settings setup in the Master Job Code List, this is where you would enter your override information such as Earnings Codes, Pay Buckets, Pay Codes, etc.

Accruals Tab

This tab is used to establish accrual reset and caps for this Job Code, for this Employee.

Accrual Reset

Select the rule for resetting the employee’s accruals for this Job Code:

Do not automatically reset accruals to this job code – should be activated if carryovers are permitted and accrual balances are not reset to zero at any time.

Welcome to TimeClock Plus, Version 5.0 page 97 Reset accruals to this job code on the individuals hire date anniversary – should be activated if an employee loses their accrual balance each year upon their hire date anniversary.

Reset accruals to this job code on a specific date – should be activated if an employee loses their accrual balance on a specific date each year.

On reset date, the accrual remaining resets to XX – This option allows you to reset the accrual total to a specified amount, rather than resetting completely back to 0.00. For example, when the accrual is reset, you can have it reset to 10 hours, instead of all the way back to 0. This option becomes available when you reset accruals on either the hire date anniversary or on a specific date. If the employee has less than the reset amount, then no changes are made and it will not give you hours during a reset.

Accrual Caps

If accruals to this Job Code, for this Employee, should be capped, activate the Cap

accruals to this job code box by placing a check mark in it. Complete the definition of the accrual cap rule by designating whether the cap is based on hours accrued or hours remaining and for what period of time.

Hours accrued – This specifies that the caps will be based on the total amount of accrued time that was earned during the period.

Hours remaining –This specifies that the caps will be based on the total amount of accrued time that is still available, after deductions.

Cease accruing hours if hours exceed – This is where you specify to stop accruing hours after they have accrued XX hours. For example, if an employee only gets 40 hours of accrued time for this job code, you set the field to cease accruing hours if hours exceed 40.

In what period – This specifies what period you want to track caps with this specific accrual.

Once all of the tabs on the Edit Job Code screen have been completed for this job code, for this employee, click on the OK button to save (or Cancel to exit without saving your input).

5.1.3.2. Editing a Job Code

1. To edit a job code for an employee, click on the job code to select it (it will highlight) then press Edit.

Welcome to TimeClock Plus, Version 5.0 page 98 2. The Edit Job Code screen will display. Make any required changes to the

provided tabs then click on the OK button to accept your changes (or Cancel to return it to previous settings).

5.1.3.3. Deleting a Job Code

1. To delete a job code from an employee, click on the job code to select it (it will highlight), then press Delete.

2. You will be asked if you are sure you wish to delete the selected job code, select either Yes to complete the deletion or No to cancel the deletion.

It is recommended that you deactivate Job Codes instead of deleting them. This allows you to retain the information pertaining to that particular code.

5.1.3.4. Providing a Raise for an Employee (by Job Code(s))

The TimeClock Plus system will keep a history of hourly wage cha nges for each employee, by job code, along with comments about the raise and an effective date.

1. To provide a raise to an employee, click on the Raise button, at which time the Rate Change screen will display.

Job Codes set to use default rate are not displayed.

2. Select the job code(s) that will be affected by the rate change then input the new rate of pay, effective date, and any comments about the rate change (to select more than one job code hold down the CTRL key while selecting the job code from the table).

3. Once input is complete, click on the OK button to accept the change (or Cancel to return the previous settings).