In the Preferences tab, you choose how dates and times display in the software and you define certain software settings. Here, you also setup pay codes, pay code adjusters, override the open schedule start time, holiday schedules, benefit time accruals and audio/text message settings for the PC50 terminal.
Pay Codes - Click this button to edit or add pay codes. The Pay Codes window displays, where you can change the rate modifier, differential or wage rate calculation method.
Badge Excluder Utility - Click this button to open the Badge Excluder Utility. This utility allows you to select badge numbers that you do not want the PayClock software to automatically assign when you are adding new employees.
Example: You have lost badge #87, 88 and 89. You go into the Badge Excluder and select badge #87, 88 and 89 to be excluded badge numbers, when you add new employees these badge numbers will not be used.
To exclude badge numbers
• Select the range of badge numbers you want to select from and click the Load List button.
• Click in the box to choose the badge number(s) , you know you have selected the badge number when there is a check in the box.
• Click the Apply button and then click Close.
Pay Code Adjusters - Click this button to assign pay codes to 5 adjusters.
Holiday Schedules - Click this button to setup dates as paid holidays.
Accrual Manager – Click this button to open the Accrual Manager. You use the Accrual Manager to set policies and rules for employee accruals, such as vacation or sick time. Once you set up your policies, assign them to the employees in the Benefit Time tab of the Employees button.
Open Schedule Override - Choose this option if you want the open schedule to start on the previous day.
This option is normally used when you have split shifts or when the pay period starts before midnight and you want the hours of the shift to count on the day the shift ended.
Use this Date Format - Choose how to show dates in the software, i.e. 01/31/99, 31/01/99 or 99/01/31 Use 24-Hour Time Format - Check this box to show 24-hour time in the software.
Work Defaults - In this section, set the default for inserting non-work time into the Timecard. Non-work time is time paid to an employee but not Non-worked, such as vacation or holidays.
Confirm Undo’s - Uncheck this box to turn off the caution message that appears any time you click the Undo button.
Unselect Terminated Employees from Groups when Closing a Pay Period - Check this box to have any employees that were terminated removed from the All Employees list during the pay period close.
* Note * Selecting this option will not delete employees from the PayClock database. The terminated employees will be removed from the All Employees filter list.
Remind me to backup my data when I exit the application - Uncheck this box if you do not want PayClock to prompt you to make a backup each time you close PayClock.
Remind me to archive my data when I exit the application if I have: - Check this box and select the limit if you want PayClock to prompt you to archive historical data when you close PayClock. Note the reminder will only display if you have reached the limit selected in the list.
Setup Audio – Click this button to set up the audio/text messages that sound and display on the PC50 terminal.
Custom Fields – Click this button to define the custom fields. Data is entered into the custom fields located in the Personal tab of the Employees button. This data is then available on the Custom Fields report.
5.3.1 Setup Preferences
What you enter in the Preferences tab tells the software how to display dates, times and non-work defaults.
In addition, you can also define pay codes, pay code adjusters, override the open schedule start time, holiday schedules, custom fields, accruals, set up global audio/text messages for the PC50 terminal and set the software to prompt you to backup your data.
To edit a pay code
y Click the Pay Codes button to setup your pay codes. The Pay Codes window appears.
1. Select a pay code from the list at the top of the Pay Codes window.
2. You can change the pay code name under Name.
3. You can type in a new rate modifier or differential.
4. When you choose a non-worked pay code, the Number (Use at terminal): box is enabled.
Type a number employees can enter at the clock to use this pay code.
For example, if the terminal Number for Sick is 52, an employee can clock out and use #52 to indicate that he left sick. Note that only clocks that support this function will accept pay code
numbers.
5. Non-work pay codes allow you to choose if the pay code Counts toward Overtime. If this pay code counts toward overtime, check the Counts toward overtime box. For example, some companies allow sick time to count towards overtime. Therefore, if a person worked 8 hours 3 days, 10 hours 1 day and called in sick 1 day, the person would have a total of 42 hours with 2 hours overtime, although the person only worked 34 hours.
Note: A non-work pay code that is set to count towards overtime can not be defined as a pay code adjuster.
Note: If you enter non-work time that counts toward overtime in the Timecard, you should enter the punches or total hours according to the same rounding that you have setup. For example, if your rounding is 15-minute intervals, enter the punches or hours as a 15-minute interval, such as 8 hours and 15 minutes.
6. If this pay code counts toward accruals, you can check the "Counts toward Accruals" box. If this pay code is benefit time that Accrual Manager tracks, check this box.
7. If this pay code counts toward consecutive day overtime, check the "Counts toward Consecutive Days" box. See step 5 above.
8. If this pay code also calculates as regular time, check the Also show as Regular Time box.
9. If this pay code will use the optional rate calculation method, check the “Rate Calculation”
box.
10. Click the Save button to keep your changes.
11. Click Close after you have finished.
To create a new pay code
y Click the Pay Codes button to setup your pay codes. The Pay Codes window appears.
1. Click New.
2. Type in a name for the pay code under Name.
3. If you will use this pay code for dollar amounts (such as Bonus, Tips, etc), check the
"Amount" box, enter an ID number for this amount under Number (Use at Terminal), then click Save. Skip the steps below.
4. Type in a rate modifier or differential.
5. When you create a pay code, you can set the rate type to Worked or Worked. Non-worked hours are paid but not Non-worked, such as Vacation or Bereavement.
6. At Apply As, you can choose whether this pay code shows in the regular time list or overtime list. If you choose Any, the pay code shows in both the regular and overtime list.
7. At the Number (Use at terminal): box, type in a number employees can enter at the clock to use this pay code. You can only enter a pay code number for non-worked pay codes. (Note:
You cannot use a number that you set as a group number.)
For example, if you set terminal Number for Sick to 52, an employee can clock out and use
#52 to indicate that he left sick. Note that only clocks that support this function will accept pay code numbers.
8. Choose if you want this pay code to Also show as Regular Time by checking the box.
9. If this pay code counts toward overtime, check the "Counts toward overtime" box. For example, some companies allow sick time to count towards overtime. So, if a person worked 8 hours 3 days, 10 hours 1 day and called in sick 1 day, the person would have a total of 42 hours with 2 hours overtime, although the person only worked 34 hours.
Note: A non-work pay code that is set to count towards overtime can not be defined as a pay code adjuster.
Note: If you enter non-work time that counts toward overtime in the Timecard, you should enter that time according to the same rounding that you have setup. For example, if you have set rounding to 15-minute intervals, enter your non-work time as a 15-minute interval, such as 8:15. If you enter 8:13, the time will remain at 8:13 and will not round to 8:15. If you do this, some of your totals in your reports will not round.
10. If this pay code counts toward accruals, you can check the "Counts toward Accruals" box. If this pay code is benefit time that Accrual Manager tracks, check this box.
11. If this pay code counts toward consecutive day overtime, check the "Counts toward Consecutive Days" box. See step 8 above.
12. If this pay code will use the optional rate calculation method, check the “Rate Calculation”
box.
13. Click the Save button to keep your changes.
14. Click Close after you have finished.
y To create a worked pay code that does NOT count toward weekly overtime:
1. Click New.
2. Type in a name for the pay code under Name.
3. Type in a rate Modifier or Differential.
4. Set the rate type to Worked. If you choose Non-Worked you will not be able to select the option on the next step.
5. At Apply As, choose Regular or Any. If you choose Overtime you will not be able to select the option on the next step.
6. Choose Does NOT count toward Weekly Overtime by checking the box.
7. Choose if you want this pay code to Also show as Regular Time by checking the box.
8. If this pay code will use the optional rate calculation method, check the "Rate Calculation"
box.
9. Click the Save button to keep your changes.
10. Click Close after you have finished. You are ready to assign this pay code in the Pay Codes Override option on the Advanced tab of the Schedules button.
To set pay code adjusters
You can adjust an employee's time for hours (or minutes) that they did not actually accumulate on the clock. One example of an adjustment is you allow an employee to work through their 15 minute paid break so they may leave early. Because they have clocked out 15 minutes early, the accumulated total will be short for the day. You can add 15 minutes with an adjuster.
y Click the Pay Code Adjusters button.
y Using the down arrow on each of the five Adjusters, assign a pay code to each adjuster. If you do not want to assign all five, leave the adjuster as "Not Selected".
To use adjusters, you must assign the adjuster to a pay code. You can set adjusters in the System Preferences tab or in the Timecard.
Note: A non-work pay code that is set to count towards overtime can not be defined as a pay code adjuster.
To enter an adjustment
• Make the Adjuster column visible in the Classic Timecard table if you don't see it.
• Click on the cell in the Adjuster column where you want to make the adjustment.
• Enter the adjustment amount and press Enter.
If you can also see the pay code column that you adjusted, it will increase by the amount that you just added.
To clear all adjustments on a timecard
• From the Classic Timecard choose the employee whose adjustment data you want to clear.
• Click the Adjuster button and select Reset All.
This clears all adjusters on that timecard only.
To delete an adjustment
• Click on the adjustment you want to delete.
• Press the Del key.
To change pay code assignments
• While in the Classic Timecard, click the Adjuster button and select Set Pay Codes.
• Select the down arrow in the adjuster to change.
• Select a pay code from the list.
• Click OK to save your changes or Cancel to return without saving your changes.
NOTE: Because you can change the pay code that the adjuster points to, you can use the same adjuster to point to more than one pay code. If you display the Adjuster in the Timecard, any adjustments you previously made will still point to their original pay codes. This may result in a confusing Timecard.
Change Adjusters with care.
To set holiday schedules
y Click the Holiday Schedules button.
y Click New to create a holiday calendar.
y Type in a name for this holiday schedule under Calendar Name.
y Enter the Starting Month & Year for your holiday calendar.
y Enter the number of months this calendar spans (1-18 months).
y In the calendar, click on your first holiday date, then click Add.
y Leave the default name for this holiday at Name, or type in a new one. For example, instead of
"Sat, Jan 01, 2000", you can rename this holiday as "New Year's Day".
y The Hours Paid fills in as the Non-Worked Defaults that you entered in the System Preferences screen. You can change this value here if you wish. This value appears in the timecard as Holiday Non-Worked hours for all employees assigned to this Holiday Calendar in their Pay Class. If the
employee does work on this day, they will also be paid the number of hours that they actually worked. You can place these hours into a special Pay Code, "Worked Holiday" by changing the selection in the Worked field.
y If you require employees to work the day before or after a paid holiday, check the Before and/or After boxes. This will affect when a holiday is paid, as shown in the examples below:
Example 1 Employee 1 works on a 5 day, Monday through Friday schedule. Labor day is on a Monday. You require your employees to work the day before and the day after a holiday in order to be paid for it. Employee 1 worked on Friday and Tuesday, so they are paid for this holiday.
Example 2 Employee 2 works on a 5 day, Monday through Friday schedule. Labor day is on a Monday. You require your employees to work the day before and the day after a holiday in order to be paid for it. Employee 2 did NOT work on Friday, but did work on Tuesday, so they are NOT paid for this holiday.
Example 3 Employee 3 is not assigned to a schedule. Labor day is on a Monday. You require that your employees work the day before and the day after a holiday in order to be paid for it. Employee 3 worked on Friday and Tuesday. However, because they are not on a schedule and they did not work the day before the holiday (Sunday), they are NOT paid for this holiday.
y If you require a specific schedule to be applied on the holiday select the schedule in the Schedule Override (Open Schedules Only).
y * Note * Holiday schedule overrides will only be applied if the day of the holiday has an Open Schedule applied.
To set up an Accrual Policy
Use the Accrual Manager to define rules to apply benefit time to employees, such as vacation or sick time. This allows PayClock to automatically accrue benefit time for you. Benefit time can accrue after a certain amount of Days, Weeks, Months or Years. The amount of benefit time that can accrue can be in Minutes or Hours. For example, after 90 days 8 hours of vacation time can accrue.
You can create up to 16 policies that contain up to 32 rules each. These rules tell PayClock how to accrue benefit time. Your company may have different policies for different types of employees, such as full time and part time.
Once you create your policies, you can assign them to your employees. PayClock will then show the accrued time in the Benefit Time tab of the Employee Master.
To open the Accrual Manager
y Click the Setup | System button, select the Preferences tab.
y Click the Accrual Manager button, the Accrual Manager will open.
To create an accrual policy
y Click the New button, then type an identifier for the policy under Name.
y Click the Save button to keep your changes.
y Once you create a policy, use the Rules tab to set how this policy accrues non-worked benefit time.
To create an accrual rule
y First, make sure the policy that you want to add rules to or edit appears in the list at the top of the screen.
y Click the New button to create a rule. Note that when you create a rule, it appears just under the rule you have highlighted. You can also choose the "Insert Rule Before" box, highlight a rule in the list, then click the New button to insert a rule above the one you just highlighted.
y Make sure to keep your rules in the order you want them to occur. PayClock must fully complete one rule before it will move to the next. For example, make sure the rule that applies to an employee's first 90 days of employment occurs before the rule that applies to an employee's second year of employment.
y Type a name for the rule under Name.
y At "After a Period of" select when this rule becomes eligible to start accruing time. You can choose from Days, Weeks, Months or Years. After selecting either Weeks, Months or Years, enter the associated value that the accrual will use to occur, for example 90 days.
y Under "To this Non-Work Pay Code", choose a pay code to accrue. For example, if this rule accrues sick time, choose the Sick pay code.
y At "Apply this value" choose how much time will accrue. You can choose from Hours or Minutes.
y If this rule accrues more than one pay code, such as sick and vacation, choose another pay code from the "To this Non-Work Pay Code" list, enter its value at "Apply this value". Repeat this step for each pay code needed.
y Click the Save button to keep your changes.
y Important Note: Benefit time that accrues will carry over when the next rule occurs, which means any remaining balance will be added to the newly accrued time. For example, the first rule I have accrues 40 hours of vacation after 1 year, the second rule accrues 80 hours of vacation after 2 years. If the employee doesn’t use all 40 hours the first year their balance will be rolled over when the 2nd year rule occurs and added to the newly accrued 80 hours.
y This is an example of how an accrual will occur:
y I set up a policy that has a rule that after 90 days, apply 8 hours of vacation time. I opened the employee master and selected John Doe and clicked on the Benefit Time tab. I select Vacation as the number 1 Pay Code. At the Accrual Policy selection I choose the policy and at the Effective
y I set up a policy that has a rule that after 90 days, apply 8 hours of vacation time. I opened the employee master and selected John Doe and clicked on the Benefit Time tab. I select Vacation as the number 1 Pay Code. At the Accrual Policy selection I choose the policy and at the Effective