You can access the timecard functions from the group of buttons at the Timecard area of the ribbon bar.
View Button
The View button allows you to select which employees will be available and also to define different classic timecard options.
Filter Option
Clicking the View button and selecting Filter By allows you to choose which employees you want to appear in the employee list. You can choose All Employees or a group that you created. Click ‘Use this group as my default’ if you want to use this filter each time you open the Timecard or Employees Master. Click the ‘Show Terminated Employees’ or ‘Show Inactive Employees’ if you want employees marked as terminated or inactive to display in the list.
Filters are also used when running reports. You can choose which groups you want to report on in the Report Properties section of the Report Manager.
Timecard View Options
Clicking the View button and selecting Options allows you to customize the classic timecard for your needs.
The View Name is the view you have selected in the menu View 1, 2, 3, 4 or 5. You can customize up to 5 views. You can type over the View Name to change its name.
You can select the date and time format that you want to display in the timecard.
Check ‘Do not allow out of range edits’ to prevent you from inserting an item outside of your workday setting.
Check ‘Allow double clicks to add’ if you want to double click in the schedule bar to add punches.
Check ‘Show deleted’ to show clocked punches that you deleted. When you check this box, PayClock shows these punches grayed or dimmed.
Check 'Allow Start New Day Edits' to enable the Start New Day button . When you check this box, PayClock allows you to select a punch and make that punch the beginning punch of the next day.
Check ‘Allow Maximum Day Edits’ to enable the New Max Day button . When you check this box, PayClock allows you to set the maximum day length or adjust a schedules end time by day. This allows you to have a different maximum day length for each day of the pay period.
Choose a color from the Day Highlight Color list to add color to your timecard table.
Check ‘Show totals in Employee List’ to show each person’s totals for the current pay period next to their name in the employee list.
Uncheck ‘Show pay period calendar’ to turn off the calendar in the timecard.
Check “Show Intervals by Department” to list totals per row in the timecard table. If you do not check this box, the timecard table will list totals per day.
Check “Show Interval Value on Bar” to show accumulated time in the time bar. Note that auto-deductions are not subtracted from this value, but will display in the timecard table.
Check “Show In/Out in Employee List” to show the current status of the employees in the employee list since the last poll.
Check ‘Two Days on Schedule Bar’ to show punches for the selected day and the next day on the schedule bar.
Refresh Option
Clicking the View button and selecting Refresh reloads your screen.
View 1 thru 5
Clicking View and selecting View 1 or 2 or 3 or 4 or 5 allows you to choose one of 5 ways to view your classic timecard. You can customize each view to suit your company’s needs.
To customize a view
• Click the View button and select View 1, 2, 3, 4 or 5.
• Click the View button and select Options.
• The Timecard Options window appears for the View you previously selected.
• Notice that the View you chose now shows under View Name of the Timecard Options window.
• Any changes you make here will apply to this view. Also, any changes you make in the classic timecard table affect this view.
Schedule Bar Option
Clicking the View button and clicking on Schedule Bar turns the schedule bar off or on.
Adjusters Button
The Adjusters button allows you to define what pay codes can be used as adjusters in the classic timecard.
Adjusters Option
There may be times when you want to pay an employee for hours not actually worked or punched.
Perhaps you let them leave 15 minutes early instead of taking a 15-minute paid break. Using Pay Code Adjusters you can add the missing 15 minutes to their classic timecard.
You can assign up to 5 adjusters to different pay codes. You can get to Pay Code Adjusters by clicking the button in the Setup | System Preferences tab, or by clicking the Adjusters button and selecting Set Pay Codes.
To use adjusters, you must assign the adjuster to a pay code. You can set adjusters in the Setup | System Preferences tab or in the classic timecard.
To enter an adjustmen
• 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 time card
• Choose the employee’s classic timecard that 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 Adjusters 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 the adjuster points to, you can use the same adjuster to point to different pay codes. If you display the Adjuster in the classic timecard, any adjustments you previously made will still point to their original pay codes. This may result in a confusing classic timecard. Change Adjusters with care.
Notes Button
The Notes button allows you to either edit or delete a note selected in the classic timecard table.
To edit a note
• Click on an existing note in the classic timecard table, the Notes button will become active.
• Click the Notes button and select Edit.
• The Note Editor will open, make the necessary changes for the note.
• Click OK, the changes to your note will be inserted and will display in the Notes area of the timecard.
To delete a note
• Click on an existing note in the classic timecard table, the Notes button will become active.
• Click the Notes button and select Delete.
Recalculate Button
The Recalculate button allows you to update the data calculations in the timecard.
Recalculate Option
Clicking the Recalculate button allows you to instantly update the data calculations in the software.
You can choose to recalculate the data for one employee, the employees in the employee list or all employees.
Find Exception Button
The Find Exception button allows you to search for exceptions in the timecard.
Find Exception Option
Clicking the Find Exception button allows you to search for the next exception in the classic timecard table. You can choose either Previous or Next to move backward or forward. Before using this function, make sure you have chosen the exceptions you want to track by clicking the Exception Filter button to the right of the timecard table.
Select Pay Period Button
Select Pay Period Option
Clicking the Select Pay Period button opens the window for you to choose a past pay period for you to view in the timecard.
Sort Option
Clicking View | Sort By from the timecard sorts the employee list by Name or by Badge Number.
Insert Button
Registration Option
Clicking the Insert button and selecting Registration opens the window for you to add a punch.
• Enter the time for the punch under Time.
• Check to make sure the date for the punch is correct, if not enter the correct date.
• Click OK
Non-Work Time Option
Clicking the Insert button and selecting Non-Work Time opens the window for you to add non-work time. Non-work time is time paid to an employee, but not actually worked, such as vacations or holidays.
Note: If you select the time to start the non work with the mouse pointer first and then select click Insert and select Non-Work Time, the Time: field will display the time selected with the mouse pointer and the Duration: field will display 000:00. Enter the amount of non-work time in the Duration: field and click OK.
• Enter when the non-work time starts under Start Time.
• Enter the length of non-work time under Duration.
• Check to make sure the date for the non-work time is correct.
• Choose the pay code from the list (Sick, Holiday, Vacation, Personal or Other).
• Under Number of Days, select how many days to apply this non-work time. For example, if a person takes 3 days of vacation, enter the first day of the vacation under Date, then choose 3 under Number of Days.
• Click OK
Transfer Option
Clicking the Insert button and selecting Transfer opens up the window for you to do an employee transfer from the software.
If you have the Loc Code column turned on in the classic timecard table, you can also transfer by double-clicking on the cell that you want to change.
• Double-click on the cell you want to change.
• Click the down arrow to view the group list.
• Click on the group you want.
• Press the Enter key.
When you enter a transfer from the software, it shows up in the timecard as a double arrow and looks slightly different from a transfer made at the clock .
• Enter the time for the transfer under Time.
• Check to make sure the date for the punch is correct, if not enter the correct date.
• Select the department for the transfer
• Click OK
Notes Option
Clicking the Insert button and selecting Notes opens the window for you to add timecard notes.
y Click on the day in the classic timecard table and click the Insert button and select Note.
y The Note Editor will open, type in the text for the note.
y Click OK, your note will be inserted and will display in the Notes area of the timecard.
Important: Notes are only supported in the Classic Timecard; you can not add or view timecard notes in the Express Timecard.
Column Option
You can choose which columns you want to show in the classic timecard table. You can bring up the Column Definition by clicking the Insert button and selecting Column.
In the Column Definition, you can rename any of these column headings at the Title box.
You can choose to show running totals in the Totals list to the right of the timecard table by choosing to ‘Show Totals for this Column’. Some columns also let you choose whether to show a running total in the column itself by choosing ‘Show Running Totals’.
The list below describes each column and its function.
Date – Date
Day - Day of the week In - In punches Out - Out punches
Loc Code – Shows the labor tracking level or pay code for the In and Out time, such as Sales
Worked Holiday - Worked holiday time applied Personal - Personal time applied
Other - Other non-work time applied Auto Deduct - Deducted break amounts Week Totals - Total hours for the week Period Totals - Total worked hours for the pay
or Sick
Day Totals – Total hours for the day Regular – Regular hours worked Overtime 1 – Overtime 1 hours Overtime 2 – Overtime 2 hours Overtime 3 – Overtime 3 hours
Adjusters (1 through 5) – Extra time applied Wage – Total wages for the day
Vacation - Vacation time applied Sick - Sick time applied
Holiday - Holiday time applied
period
HTOTotals - Hours accumulating toward OT Schedule - Assigned work schedule for this person
Grand Totals – Total of all Regular, Overtime and Non-Work hours
RS Start – Not Applicable (For internal use only)
RS End – Not Applicable (For internal use only)
You can also show any other pay codes that you created
Amount Option
At the classic timecard, click the Insert button and select Amount. This brings up the window where you can add a dollar amount such as tips or bonuses. You can enter a positive or negative amount.
• Choose a person to receive an amount.
• Click New, choose a date, time and pay code for the amount.
• Click in the amount box and enter a dollar amount.
• Click to cancel or to accept.
New Max Day Length Option
PayClock allows you to set an employee’s maximum work day length by day in the timecard for the open schedule. You can also adjust the end time of a work schedule by day in the timecard. The New Max Day Length option has to be turned on for this button to be active.
To turn on the New Max Day Length Option
• Click the View button and select Options.
• The Timecard Options window appears.
• From the Registrations section, check the Allow Maximum Day Edits box.
• Click OK.
To change an employees maximum work day length or work schedule end time by day in the timecard:
• Move your mouse pointer to where it turns into a down arrow in the lower section of the schedule bar.
• Click on the time for the new max day length or new schedule end time.
• If needed, press the left or right arrow on your keyboard to adjust the desired time.
• Click the Insert button and select New Max Day Length.
Note: Adjusting the max day length or schedule end time will only effect the selected day.