Workforce Management Suite
User's Manual
User's Manual
TruTime User’s Guide
Version 6.00 for use with Microsoft Windows
COPYRIGHT
©2003 Amano Cincinnati, Incorporated. All Rights Reserved. No part of this publication may be reproduced, transmit-ted, transcribed, stored in a retrieval system, or translated into any language in any form by any means without the written permission of Amano Cincinnati, Incorporated.
SOFTWARE LICENSE NOTICE
Your license agreement with Amano Cincinnati, Incorporated, which is included with the product, specifies the permit-ted and prohibipermit-ted uses of the product. Any unauthorized duplication or use of Trutime 5.00, in whole or in part, in print, or in any other storage and retrieval system is prohibited.
GOVERNMENTRESTRICTED RIGHTS LEGEND
Use, duplication, or disclosure by the Government is subject to restrictions as set forth in subparagraph (c)(1)(ii) of the Rights in Technical Data and Computer Software clause at DFARS 252.227-7013 and paragraph (d) of the Commercial Computer Software - Restricted Rights at FAR 52.227-19.
Subcontractor/Manufacturer is Amano Cincinnati, Incorporated, 140 Harrison Avenue, Roseland, New Jersey 07068.
LICENSES AND TRADEMARKS
TruTime, AMX/ABX-10, MJR-8150, MTX-10/20 and TC-500 are registered trademarks of Amano Cincinnati, Inc. Windows, MS-DOS, Excel and MS Access are registered trademarks of Microsoft Corporation.
Btrieve is a registered trademark of Btrieve Technologies, Inc.
This product includes software developed by the Apache Software Foundation <http://www.apache.org/>.
This product includes iText software Copyright © 1999, 2000, 2001 by Bruno Lowagie,Adolf Baeyensstraat 121, 9040 Gent, BELGIUM <http://www.lowagie.com/iText/> subject to LGPL or MPL agreements included on the TruTime software CD.
This product includes code licensed from RSA Security, Inc. Some portions licensed from IBM are available at <http://oss.software.ibm.com/icu4j/>.
All other trademark names used in this documentation are the sole property of their respective owners.
TRUTIME AND MICROSOFTWINDOWS
TruTime operates in a Microsoft Windows environment, created by Microsoft Corporation. An extension of the MS-DOS operating system, Microsoft Windows gives a standard look and feel to TruTime and all other Windows applica-tions.
To run TruTime under Microsoft Windows, you need to license and install Microsoft Windows.
Amano Cincinnati, Inc. reserves the right to make software changes and improvements which may not be reflected in this document.
Table of Contents / TRUTIME i
Table of Contents
Chapter 1: Introduction . . . 1-1
Before You Begin . . . 1-1 About Your TruTime Users Manual . . . 1-1 Add-On Module Documentation . . . .1-3 System Requirements . . . .1-4 Installing TruTime 6.0 . . . .1-9
Chapter 2: TruTime Basic Setup . . . 2-1
Cost Center . . . 2-2 Department . . . 2-5 Job Class . . . 2-8 Pay Code . . . 2-12 Pay Class . . . 2-19 Basic Item Tab . . . 2-20 Time Rounding Tab . . . 2-25 Over Time Tab . . . 2-27 Holiday Tab . . . 2-31 System Configuration . . . 2-35
Chapter 3: Schedule Setup . . . 3-1
Zone Differential . . . 3-2 Advanced Award Rules Examples . . . 3-10 Advanced Zone Qualification Examples . . . 3-20 Break/Lunch . . . 3-41 Template Schedule . . . 3-44 Auto Schedule . . . 3-47 Individual Schedule . . . 3-49 Schedule Rotation . . . 3-53 Advance Schedule . . . 3-54 Standby Schedule . . . 3-58 Lockin Schedule . . . 3-60 TruScheduler . . . 3-61
Chapter 4: Employee Setup . . . 4-1
Basic Info Tab . . . 4-2 Auto Schedule Tab . . . 4-11 Benefit Time Tab . . . 4-12 Non-TruAccruals . . . 4-12 TruAccruals . . . 4-13 Validation Tab . . . 4-14 User Defined Fields Tab . . . 4-15 Data Entry . . . 4-18 User Defined Expression Filter . . . 4-18 Wages/Rates Tab . . . 4-22 Accumulated Tips Tab . . . 4-25
Chapter 5: TruTime Access . . . 5-1
Access Level . . . 5-2 System Access . . . 5-4
ii Table of Contents / TRUTIME
Chapter 6: Working in TruTime . . . 6-1
Edit Daily Data . . . 6-2 Punch Data Tab . . . 6-5 Accumulated Hours Tab . . . 6-7 Hours Adjustment Tab . . . 6-7 Edit Undefined Data . . . 6-9 Global Edit Daily Data . . . 6-11 Recalculate Hours . . . 6-17
Chapter 7: TruTime Reports . . . 7-1
Time Distribution Report . . . 7-2 Standard TruTime Reports . . . 7-12 Time Card Report . . . 7-18 Attendance Report . . . 7-19 Exception Report . . . 7-20 Tardy Report . . . 7-21 Absence Report . . . 7-21 Manpower Report . . . 7-22 Schedule Vs. Actual Report . . . 7-22 Cost Center Analysis Report . . . 7-23 Department Analysis Report . . . 7-23 Job Class Analysis Report . . . 7-24 Zone Analysis Report . . . 7-24 Threshold Report . . . 7-25 Accumulation Report . . . 7-26 Audit Trail Report . . . 7-27 Historical Exception Report . . . 7-28 Labor Analysis Report . . . 7-30 Tips Report . . . 7-31 Access Control Report . . . 7-31 Schedule Posting Report . . . 7-32 On-Premise Report . . . 7-32
Chapter 8: TruTime Communications . . . 8-1
MTX Manual Polling/Download . . . 8-2 Location Setup Tab . . . 8-3 Terminal Setup Tab . . . 8-6 Relay Setup Tab . . . 8-10 Terminal Programming Tab . . . 8-15 Polling Tab . . . 8-21 Download Tab . . . 8-23 Clock Maintenance . . . 8-25 Terminal Screen Tab . . . 8-26 Set/Edit Terminal Settings Tab . . . 8-28 Group Set/Add Tab . . . 8-33 Group Delete . . . 8-34 Polling . . . 8-35 Downloading . . . 8-38 Non-ACI Terminals Polling/Downloading . . . 8-40 Locations Tab . . . 8-41 Relays Tab . . . 8-44 Terminals Tab . . . 8-46 Assignments Tab . . . 8-55 Download Tab . . . 8-59 Polling Tab . . . 8-61 Employee Terminal Information . . . 8-63
Table of Contents / TRUTIME iii Terminal Message Logging . . . 8-66 Auto Processing . . . 8-67 MTX Auto Polling/Download Schedule . . . 8-68 Non-ACI Polling/Download Schedule . . . 8-70 Auto Report Setup . . . 8-73 Backup Schedule . . . 8-77
Chapter 9: Payroll Interfaces . . . 9-1
Payroll Company and Payroll File Name . . . 9-2 Payroll Field ID . . . 9-3 Code . . . 9-4 Payroll ID Number . . . 9-5 Payroll Interface . . . 9-6
Chapter 10: TruTime Backup . . . 10-1
Backup . . . 10-2 Restore . . . 10-4 Merge . . . 10-6 Archive . . . 10-8
Chapter 11: TruTime Utility . . . 11-1
Compacting the Database for 6.0 . . . 11-2 Resetting the Number of Clients . . . 11-3 Inserting Other Programs Into TruTime Menus . . . 11-4 Calculating MTX Memory Usage . . . 11-7
Chapter 1: Introduction
Welcome to TruTime™ for Windows™ Time and Attendance Software. TruTimeis compatible with
Windows 95, 98, NT and Me. TruTimeallows you to create a direct link between your time and attendance collection terminals and your PC. Within TruTimeyou will be able to track employees worked and non-worked hours, create reports to optimize your staffing resources, and interface directly to a number of payroll software packages.
TruTimeis designed for ease of use and maximum flexibility. TruTimecan automatically calculate employee hours and prepare information for your payroll service or in-house payroll software package within a fraction of the time it would take to prepare manually. In addition, it provides you with valuable attendance data which will assist you in employee scheduling, performance appraisals, maintaining legal compliance, and much more.
TruTimeuses Microsoft’s industry standard Graphical User Interface (GUI)to provide you with a seamless information presentation and ease of use. In addition, you’ll be able to share data using Open Database Connectivity (ODBC).
Before You Begin
If you haven’t already done so, we recommend that you take a moment now to fill out your TruTime
registration card located in the inside cover of this binder. Once completed, the card can be faxed or mailed to TruTime Supportto complete the registration process. Having purchased TruTime, you are entitled to receive 45 days of free technical support from your TruTimerepresentative. Please refer to the TruTime Support and Documentationtab of this binder for detailed information about your technical support.
About the TruTime Manual
Each chapter in this manual refers to a specific TruTimefunctionality. Each chapter begins with an
overview of the function and is then divided into separate sections. Each section refers to a specific program feature, and begins with an overview introducing terms and concepts, followed by step-by-step instructions. If you are new to “Time and Attendance” software, we recommend you read through this manual and the rest of the materials included in your TruTime binder to become familiar with our product and it’s many uses. The more familiar you become, the more you will be able to take advantage of all the features contained within TruTime.
This manual is organized into the following chapters:
Chapter 1: Introduction
This chapter contains a brief overview of TruTimeand the User’s Manual.
Chapter 2: TruTime Basic Setup
This chapter introduces and explains how to set up the foundation of your TruTime system including the creation of Cost Centers, Departments, Job Classes, Pay Codes, Pay Classesand the settings contained in System Configuration.
Chapter 3: Schedule Setup
This chapter explains types of schedules available in TruTime, how to create and edit schedules for individuals or groups of employees, and their associated modules, such as Zone Differentialsand Auto Break.
Chapter 4: Employee Setup
This chapter explains how to add and modify employee records in TruTimeusing the Employee Maintenancemodule which is also referred to as the Employee Masterfile.
Chapter 5: TruTime Access
This chapter explains how to add and modify user profiles and define up to 9 distinct access levels. Each person using TruTime must have an assigned profile for security and access purposes.
Chapter 6: Working in TruTime
This chapter explains how to work with the data contained in the TruTimeincluding: Editing Undefined Data, Edit Daily Data, Global Edit Daily Dataand Recalculating Hours.
Chapter 7: TruTime Reports
This chapter provides an overview of the twenty-one reports contained in TruTime and explains how to set
Sortand Rangeoptions. Once created reports can be displayed to screen, sent to a system printer, or saved to a file.
Chapter 8: TruTime Communications
This chapter explains how to configure your data collection terminal(s) for use with TruTime. It also instructs you in the use and operation of TruTime’s Auto Processfeature. This feature enables you to poll and download to your data collection terminal(s), and perform database backups automatically according to a predefined schedule.
Chapter 9: Payroll Interfaces
This chapter explains how to setup TruTimeso that data can be used to interface with an outside payroll service or internal payroll software system.
Chapter 10: TruTime Backup
This chapter discusses the use and operation of TruTime’s Backup module. This module is separate from the main program and can be used to backup, restore, merge, archive, or unarchive the TruTimedatabase.
TruTimemust be closed before entering this module.
Chapter 11: TruTime Utility
This chapter covers the use and operation of the TruTime Utility. This utility is separate from the main program and is used for upgrading to TruTime Version 6.0from previous versions, compacting the database, resetting the number of users, inserting other applications into TruTimemenus, and calculating and viewing MTX data collection terminal memory usage.
Glossary
The Glossary contains definitions of words and phrases used throughout TruTime.
Add-On Module Documentation
A number of Add-On modules are available for Trutime 6.0. Documention for the following add-on modules are included on the Trutime 6.0 CD:
TruAccruals ATT-102400.pdf
This application will create custom rules for awarding, tracking and reporting employee benefit time.
PC Punch ATT-102500.pdf
Allows employees to Punch Inat their workstations.
MobilePunch ATT-102600.pdf
Allows employees to record punches at a Palm™ device.
Btrieve File Manager ATT-102700.pdf
The Btrieve File Manageris used to correct Input/Export (I/O)errors.
TruTime Quick Reference Tips ATT-102800.pdf
This application contains Trutime Quick Reference Tipsto assist you in the use of Trutime.
Fone Punch ATT-102900.pdf
An add-on software package with dedicated hardware that allows users to punch-in via telephone. This information can be exported into Trutime for processing.
NetPunch Supervisor ATT-103000.pdf
An add-on package that provides a web interface for Trutime.
NetPunch Employee ATT-102300.pdf
This application allows employees to punch from a standard web browser.
System Requirements
Typical Network Installation
Typical Network Installation Using SQL
Trutime Workgroup Peer to Peer
Typical Netpunch Installation
Advanced Netpunch Installation
Installing TruTime 6.0
There are a number of different configurations that can be used when installing TruTime therefore it is recommended that you contact your TruTime representative before installing any portion of the software. The following are general guidelines that can be followed once your situation has been discussed.
Getting Started
1. Place the TruTime CD in the appropriate drive. The installation should automatically launch and the Welcome to TruTime Installation dialog will appear. If your PC is not set to autorun your CD-ROM drive, you will have to type in Setup.exe in the Run command of the Start menu.
2. Select the part(s) of TruTime (TruTime Server, TruTime Client, PC Punch for Windows, TruTime Utility) to be installed on or from this PC. Depending on the type of install you are doing the following is recommended:
3. Stand-alone PC: install the TruTime Server, TruTime Client, and TruTime Utility. Network PC: Install the TruTime Server to the designated drive and the TruTime Client and TruTime Utility to each Client PC accessing TruTime.
4. PC Punch: This add on feature should be installed on every PC using this option to record punches. Click Next to continue or Cancel to stop the TruTime installation.If you are installing more than one part of TruTime there will be a slight delay before the next part is launched. Once all parts of TruTime are installed, the Setup Complete message will appear. It is recommended to select YES, I want to restart my computer now and Finish to complete your installation.
5. If you select Cancel or No at any time during the installation process the Exit Setup dialog will appear. Select Resume to continue the installation or Exit Setup to stop.
6. Install the latest available update (patch).
Installing the Server Portion of TruTime
These steps can be performed from a client PC or directly at the server. As with any network installation be sure that you have full rights/privileges before beginning.
1. Place the TruTime CD in the appropriate drive. The installation should automatically launch and the Welcome to TruTime Installation dialog will appear.
2. Select Next to continue.
3. The Software License Agreement will be displayed. 4. Select Yes to continue.
5. The User Profile dialog will appear. The Name, Company, and Serial Number fields must be filled in before clicking Next to continue.
6. The Choose TruTime Installation Location dialog will appear. The default destination folder C:\ APPS\ TruTime. To change this location click Browse, enter the desired directory and folder (Except T:\ Apps\ Trutime), and click Next to continue.
7. The Setup Type dialog will appear. Select the type of setup you require and Next to continue. Your options are:
• Compact: TruTime will be installed without a database. (No BTR or DDF files will be installed.) • Custom: Recommended for advance users only.
• Typical: TruTime will be installed with all options. (Recommended for most users.)
• Upgrade: TruTime will be installed with only the BTR files that are different from the previous version. (Recommended for users upgrading from a previous version of TruTime.)
8. The Select Program Folder dialog will appear, TruTime for Windows is the default, click Next to continue.
9. The Setup Complete message will appear. Click Finish to proceed.
10. Another Question dialog will appear asking "Would you like MTX Auto Polling/Downloading module put into the startup group?". This in entirely up to the user but is only applicable on the polling PC. 11. The Setup Complete dialog will appear, click Finish to proceed.
Installing the Utility Part of TruTime
This module should be installed on all PCs using TruTime.
1. The Welcome to TruTime dialog will appear. Click Next to continue. 2. The Software License Agreement will appear. Click Yes to continue.
3. The Choose TruTime Installation Location dialog will appear. The default destination folder C:\ TruTime\ TTUtil. To change this location click Browse, enter the desired directory and folder, and click Next to continue.
4. The Setup Type dialog will appear, this dialog will allow TruTime to use the 32 bit Btrieve drivers if they have been installed on the PC by another Btrieve program. Select the setup you are using and click Next to continue.
5. The Select Program Folder dialog will appear, TruTime for Windows is the default, and click Next to continue.
6. The Setup Complete dialog will appear, and click Finish to proceed.
7. The Select Program Folder dialog will appear, TruTime for Windows is the default, click Next to continue.
8. Another dialog will appear asking "Would you like PC Punch Module put in the Startup Group?". Click Yes or No.
9. The Setup Complete dialog will appear, click Finish to proceed.
Chapter 2: TruTime Basic Setup
Cost Centers, Job Classes, Departments, Pay Codes, Pay Classesand System Configuration are the modules used to create the foundation of your TruTime system. These modules are explained below and will determine how employee hours are allocated, sorted and displayed in reports. Pay Classes, Cost Centers, and Departmentsare also mandatory fields when adding employees in the Employee Master module.This Chapter Includes:
Cost Center:Used for categorizing and distributing employee labor hours for accounting/payroll functions and as a criteria for sorting reports. An example of a Cost Centerwould be a location site, such as
“Building 1.” TruTimeallows you to create up to 3000 Cost Centers.
Department:Used for categorizing and distributing employee labor hours for accounting/payroll functions and as a criteria for sorting reports. “Maintenance” would be an example of a Departmentname. TruTime
allows you to create up to 3000 Departments.
Job Class: Used for categorizing and distributing employee labor hours for accounting/payroll functions and as a criteria for reports. This module also allows you to assign a Base Rateand Typeto be used in the
Wage/Ratestab of the Employee Master module.An example of a Job Class would be a “Mechanic Level 3.” TruTimeallows you to create up to 3000 Job Classes.
Pay Codes:Used by TruTimeto categorize and track an employees worked hours, non-worked hours and dollar amounts. An example of a worked Pay Codewould be “Regular,” a non-worked Pay Codewould be “Vacation” and a dollar Pay Codewould be “Bonus.” TruTimeallows you to create up to 75 Pay Codes.
Pay Class: Used by TruTimeto categorize employees based on specific pay policies, Pay Classes allow you to create rules for allocation of an employees’ time based on Rounding, OverTime, and Holiday
settings. An example of a Pay Class would be the “FullTime.” TruTimeallows you to create up to 300 Pay Classes.
System Configuration: Used by TruTimeto determine how information will be seen and used throughout the system. This module also allows you select the Payroll Interfacesoftware and its file location as described in Chapter 9: Payroll Interfaces.
Cost Center
This Section Describes How To:
Add a Cost Center Delete a Cost Center
Modify a Cost Center Name or Abbreviation Exit and Save
Print a Cost Center List
Cost Centersare used for categorizing and distributing employee labor hours for accounting/payroll functions and as a sorting criteria for reports. An example of a Cost Centermay be “Building 1” in a multi-facility corporation or a product division such as “TruTime” within a company.
Cost Centersare created in the Cost Centerwindow, which is accessed by clicking on the Cost Center
icon located under the File Maintenancetab.
Adding a Cost Center:
To add a Cost Center,perform the following steps:
1. Select the Cost Centericon located under the File Maintenance tab to open the module.
2. From the Editmenu click the Add Cost Centercommand or click on the Add Cost Center button on the toolbar. The following dialog box will appear:
3. All fields in this module are mandatory and must be completed. When possible it is recommended that you avoid using spaces in these fields. A description of these fields follows:
Code:Enter a Codefor your Cost Center. The maximum length of this field is nine alphanumeric characters. When performing Cost Centertransfers at either the MTX-20 or Non-ACI terminals, the
Cost Center Codemust be numeric.
Name:Enter a name for your Cost Center. The maximum length of this field is thirty alphanumeric characters.
Abbreviation:Enter an abbreviation for your Cost Center. The maximum length of this field is ten alphanumeric characters and will be displayed on all TruTime Reports.
4. Once all information has been entered click the OKbutton or press theEnterkey. The information entered will appear in the Cost Centerwindow displayed below:
5. Click the disk icon to save your Cost Center. Select the “x” in the upper right hand corner to close the module.
Deleting a Cost Center:
To delete a Cost Center, perform the following steps:
1. Remove that Cost Centerfrom all employees in the Employee Mastermodule. 2. Open the Cost Centermodule located under the File Maintenancetab.
3. Select the Cost Centerto be deleted. This is done by highlighting any of the three fields contained in the record.
4. From the Editmenu select the Delete Cost Centercommand or click the Delete Cost Center
button on the toolbar.
5. A confirmation dialog will appear. Click on OKor Cancel to return to the Cost Centerwindow. 6. Save setting before exiting module.
If TruTimelocates an employee assigned to the Cost Centerbeing deleted the following message box will be displayed:
Note the name of the employee and select OK. Before TruTimewill allow you to delete the Cost Center, you must reassign the employee to a different Cost Center. This is done in the Employee Mastermodule.
Modifying a Cost Center Name or Abbreviation:
To modify a Cost Center Nameor Abbreviation,perform the following steps: 1. Click on the Cost Center Nameor Abbreviation field to be modified. 2. Type in the new Cost Center Nameor Abbreviation and press the Enterkey. 3. Save settings before exiting module.
Exiting and Saving:
Added, deleted or modified Cost Center information must be saved before exiting the module. To do so, select the Savecommand from the Filemenu or click on the Save button. To exit the Cost Center window, select the Exit command in the Filemenu or click the “X” in the upper right-hand corner of the window.
Printing a Cost Center List:
To print a Cost Center List,select the Printcommand from the Filemenu or click on the Print button on the toolbar. Your Cost Centerslist will be sent to your system’s printer. To change the printer settings, select the Print Setupcommand from the Filemenu.
Department
This Section Describes How To:
Add a Department Delete a Department
Modify a Department Name and Abbreviation Exit and Save
Print a Department List
Departmentsare used for categorizing and distributing employee hours for accounting/payroll functions and as a sorting criteria for reports. An example of a Departmentwould be “Maintenance” in a multi-facility corporation or a service division such as “Software Support” within a company.
Departmentsare created in the Departmentwindow, which is accessed by clicking on the Department
icon located under the File Maintenancetab.
Adding a Department:
To add a Department, perform the following steps:
1. Select the Departmenticon located under the File Maintenancetab to open the module.
2. From the Editmenu click the Add Departmentcommand or click on the Add Departmentbutton on the toolbar. The following dialog box will appear:
3. All fields in this module are mandatory and must be completed. When possible it is recommended that you avoid using spaces in these fields. A description of these fields follows:
Code:Enter a Codefor your Department. The maximum length of this field is ten alphanumeric characters. When performing Departmenttransfers at either the MTX-20 or Non-ACI terminals, the
Department Codemust be numeric.
Name:Enter a name for your Department. The maximum length of this field is thirty alphanumeric characters.
Abbreviation:Enter an abbreviation for your Department. The maximum length of this field is ten alphanumeric characters and will be displayed on all TruTimereports.
4. Once all information has been entered click the OKbutton or press theEnterkey. The information entered will appear in the Departmentwindow displayed below:
5. Click the disk icon to save your Departments. Select the “x” in the upper right hand corner to close the module.
TRUTIME / TruTime Basic Setup 2 - 7
Deleting a Department:
To delete a Department,perform the following steps:
1. Remove that Departmentfrom all employees in the Employee Mastermodule. 2. Open the Departmentmodule located under the File Maintenancetab.
3. Select the Departmentto be deleted. This is done by highlighting any of the three fields contained in the record.
4. From the Editmenu select the Delete Departmentcommand or click the Delete Departmentbutton on the toolbar.
5. A confirmation dialog will appear. Click on OKor Cancel to return to the Departmentwindow. 6. Save settings before exiting module.
If TruTimelocates an employee assigned to the Departmentbeing deleted the following message box will be displayed:
Note the name of the employee and select OK. Before TruTimewill allow you to delete the Department
you must reassign the employee to a different Department. This is done in the Employee Mastermodule.
Modifying a Department Name or Abbreviation:
To modify a Department Nameor Abbreviationperform the following steps: 1. Click on the Department Nameor Abbreviation field to be modified. 2. Type in the new Department Nameor Abbreviation and press the Enterkey. 3. Save settings before exiting module.
Exiting and Saving:
Departmentinformation added or modified must be saved before exiting the module. To do so, select the
Savecommand from the Filemenu or click on the Savebutton on the toolbar. To exit the Department
window, select the Exitcommand in the Filemenu or click the “X” in the upper right-hand corner.
Printing a Department List:
To print a Department Listselect the Printcommand from the Filemenu or click on the Printbutton on the toolbar. Your Departmentlist will be sent to your system’s printer. To change the printer settings, select the
Job Class
This Section Describes How To:
Add a Job Class Delete a Job Class
Modify a Job Class Name or Abbreviation Exit and Save
Print a Job Class List
Job Classesare used for categorizing and distributing employee labor hours for accounting/payroll functions and as a sorting criteria for reports. This module also allows you to assign a Base Rateand Type
to be used in the Wage/Ratestab of the Employee Mastermodule to calculate employee wages. An example of a Job Classwould be a “Mechanic Level 3”.
Job Classesare created in the Job Classwindow, which is accessed by clicking on the Job Classicon located under the File Maintenancetab.
Adding a Job Class:
To add a Job Class,perform the following steps:
1. Select the Job Classicon located under the File Maintenancetab to open the module.
2. From the Editmenu click the Add Job Classcommand or click on the Add Job Classbutton on the toolbar. The following dialog box will appear:
3. The Code, Name, and Abbreviationfields are mandatory when creating a Job Class. Base Rateand
Typeare optional fields that have been defaulted to 0.00 and Flat Rate, respectively. When possible it is recommended that you avoid using spaces in the mandatory fields. A description of these fields follows:
Code:Enter a Codefor your Job Class. The maximum length of this field is nine alphanumeric characters. When performing Job Classtransfers at either the MTX-20 or Non-ACI terminals, the Job Class Codemust be numeric.
Name:Enter a name for your Job Class. The maximum length of this field is thirty alphanumeric characters.
Abbreviation:Enter an abbreviation for your Job Class. The maximum length of this field is ten alphanumeric characters and will be displayed on all TruTimereports.
Base Rate:This field works hand-in-hand with Base Rate Type located in the lower right hand corner of the screen and is explained in the definitions below. These fields are used in conjunction with the
Wage/Ratetab of the Employee Masterto calculate employee wages. Your choices are:
Percentage: When Highest Rateor Highest Rate Trackingis selected in the Wage/Ratetab of the
Employee Master module, the percentage entered in Base Ratewill be added to the employee’s rate. For example: If TruTimedetermines the Highest Rateto be $5.00 and the Job Classhas Percentage
selected with a Base Rateof 10.00 (10%), TruTimewill calculate the hourly rate to be $5.50.
Flat Rate: When Job Rate Onlyis selected in the Wage/Ratetab of the Employee Master module, the
Flat Rateentered in Base Ratewill be the rate assigned to the employee. If Highest Rateor Highest Rate Trackingis selected, TruTimewill compare the rates entered in Wage/Ratetab of the Employee Master to those entered in the Base Rateand take the highest of the two. For example: If TruTime
determines the rate in Wage/Rate to be $5.00 and the amount entered in Base Rateis $10.00, TruTime
would calculate the hourly rate to be $10.00.
Add to: When Highest Rateor Highest Rate Trackingis selected in the Wage/Ratetab of the
Employee Master module, the amount entered in Base Ratewill be added to the employee’s rate. For example: If TruTimedetermines the Highest Rateto be $5.00 and the Job Classhas Add Toselected with a Base Rateof .50 TruTimewill add fifty cents and calculate the hourly rate to be $5.50.
4. Once all information has been entered, click the OKbutton or press theEnterkey. The information entered will appear in the Job Classwindow displayed below:
5. Click the disk icon to save your Job Classes. Select the “x” in the upper right hand corner to close the module.
Deleting a Job Class:
To delete a Job Classperform the following steps:
1. Remove the Job Classfrom all employees in the Employee Mastermodule. 2. Open the Job Classmodule located under the File Maintenancetab.
3. Select the Job Classto be deleted. This is done by highlighting any of the five fields contained in the record.
4. From the Editmenu select the Delete Job Classcommand or click the Delete Job Classbutton on the toolbar.
5. A confirmation dialog will appear. Click on OKor Cancel to return to the Job Classwindow. 6. Save settings before exiting module.
If TruTimelocates an employee assigned to the Job Classbeing deleted, the following message box will be displayed:
Note the name of the employee and select OK. Before TruTimewill allow you to delete the Job Class,you must reassign the employee to a different Job Class. This is done in the Employee Mastermodule.
Modifying a Job Class Name or Abbreviation:
To modify a Job Classname, perform the following steps:
1. Click on the Job Class Namefield that you want to modify. The Job Class Namewill be highlighted and will also appear in the drop down list in the tool bar.
2. Type in the new Job Class Nameand press the Enterkey. 3. Save settings before exiting module.
Exiting and Saving:
Any Job Class information added or modified must be saved before exiting. To do so, select the Save
command from the Filemenu or click on the Savebutton. To exit the Job Class window, select the Exit
command in the Filemenu.
Printing a Job Class List:
To print a Job Class Listselect the Printcommand from the Filemenu, or click on the Printbutton on the toolbar. Your Job Classeslist will be sent to your system’s printer. To change the printer settings, select the
Print Setupcommand from the Filemenu.
2 - 12 TRUTIME / TruTime Basic Setup
Pay Code
This Section Describes:
What Pay Codes are
The Fields and Layout of the Pay Code Module How to Create a Pay Code
How to Delete a Pay Code
How to Modify an Existing Pay Code How to Exit and Save
How to Print a Pay Code List
Pay Codes are used by TruTimeto categorize and track employees’ worked hours, non-worked hours and dollar amounts. These codes are displayed in the Hours Adjustmenttab of Edit Daily Data, the
TruAccrualsmodule and in a number of TruTime Reports. Pay Codescan also be exported to a payroll export file when a Payroll Field IDis entered.
As seen below the Pay Code module consists of over 20 fields. Numbers one through six have been placed next to the main sections of this module. These numbers are used as reference points only and do not appear in the actual module. The six sections of the Pay Codemodule are: Pay Code, Type, Automatic Pay,
The mandatory fields for this module are:Code, Order No., Abbreviation, Description, Key In Pay,
Code No., and Type. All other fields are optional and used to determine how TruTimewill allocate and apply hours assigned to the Pay Code. A description of each field follows:
Pay Code
Code: Up to three alphanumeric characters may be used to define each Pay Code. Example codes are
REG (Regular), OT (Overtime), VAC (Vacation), SIC (Sick), BON (Bonus), and TIP (Tip).
Order No.: This setting determines the order in which the Pay Codesare displayed in the drop-down menus and on printed Pay Codelists. The number enter can be between 1 and 99, however, numbers can not be repeated. This setting has no effect on the TruTime calculations.
Abbreviation:This field is mandatory and used for display purposes only. It can be a maximum of 10 characters long.
Description: This field is mandatory and used for display purposes only. It can be a maximum of 30 characters long.
Key In Pay Code No.:This setting relates a specific Pay Codeto a numeric value so that if necessary, employee adjustments can be made at the terminal. This feature is only supported by the TC-500, MTX-20, Hand Punch, HandPunch 3000 and 4000, CMI 1600, and Kronos 400 terminals and is necessary because these terminals do not have alphabet keys. This field is mandatory and defaulted to 999, however, any value from 1 through 999 may be used.
Type
This setting defines how the hours awarded to a specific Pay Codewill be classified. Typehas nothing to do with the calculation of hours worked; rather TruTimeuses the type of Pay Codeto determine if an employee should be considered an absence. Your choices are:
Worked hours:Hours physically worked. (Example: REG, OT)
Non-worked hours:Hours not physically worked. (Example: SIC, VAC)
Dollars: Monetary amounts given to an employee. (Example: Bonus, Tip)
Automatic Pay
When selected, this feature activates the Pay Codeto automatically generate hours for an employee on days they will not be punching in and are assigned an Advanced, Individual or TruSchedule schedule. This feature is used primarily with Non-worked Pay Codessuch as Sickand Vacation.
Number of Hours:Using Individual Schedules, Trutime automatically pays the entered number of hours in this field without the need for the employee to punch in. This field can also be used to enter a value when the Minimum Hours option is selected. The default setting is 00:00. Number of Hourshas no effect on the other schedules such as the Holiday Schedulein pay class, Advance Schedule, TruSchedule, and
Standby Schedule.
The “If work on an automatic day” statement provides two options for instances when an employee punches in on a day that they are scheduled to receive Automatic Paysuch as a Holiday. Your choices are:
Work Code Only:The employees’ hours will only be calculated for the amount of hours they actually worked.
Auto Pay + Work Code: The employee will be paid for the hours they actually work, plus the number of hours assigned for the Automatic Payday.
Minimum Hours: When an employee assigned to this Pay Codepunches in they will receive a
minimum of the number of hours entered in the Number or Hoursfield for that day. For example, if the number entered in the Number of Hoursfield is 4 and the employee works only 2 hours, the employee will receive 4 hours for the day. If the employee punches in and works 6 hours they will receive 6 hours for the day.
The Work day before/day after qualifiercan only be applied to an employee who has an assigned schedule such as Auto Schedule, TruSchedule,or Individual Schedule.
If a default/schedule/lunch/breakis assigned in the pay class and employee master modules, qualifiers will not work properly because a default/schedule/lunch/break is not considered a schedule. Qualifiers are most commonly used when company rules require an employee to work their schedules day before, day after or both before receiving an Automatic Pay Codesuch as a Holiday. When the Work day before box is selected, TruTimewill confirm that the employee has worked their last scheduled day before the date of the holiday before awarding Automatic Payhours. When the Work day afterbox is selected, TruTime
will confirm that the employee has worked the first day scheduled after the holiday before awarding
Automatic Payhours. When both boxes are selected, the employee will be required to work their
scheduled day before and day after before Automatic Payhours are awarded. WhenCounts toward day before / day afteris selected the Pay Codewill count toward the day before / day after qualifier as see in the examples below:
Work day before
1. Holiday: Monday
2. Schedule: Monday thru Friday
In this case, TruTimechecks to see whether the employee worked on Friday or not. If they did work or the
Pay Codeassigned for that day counts toward day before / day after,they will receive the Automatic Payhours for Monday.
Work day after
1. Holiday: Monday
2. Schedule: Monday thru Friday
In this case, TruTimechecks to see whether the employee worked on Tuesday or not. If they did work or the Pay Codeassigned for that day counts toward day before / day after, they will receive the Automatic Payhours for Monday.
Work day before and Work day after
1. Holiday: Monday
2. Schedule Monday thru Friday
In this case, TruTimechecks to see whether or not the employee worked on both Friday and Tuesday. If they did work or the Pay Codeassigned for that days counts toward day before / day after,they will receive the Automatic Payhours for Monday. If they did work on Friday but not Tuesday, or worked Tuesday but not Friday they would not get Automatic Payhours for Monday.
Counts toward day before / day after
1. Holiday: Monday
2. Schedule: Monday thru Friday
3. Tuesday is a Vacation and Vacation does not have Counts toward day before / day afterselected. In this case, TruTimechecks to see whether or not the employee worked on Tuesday and finds that it is a scheduled Vacation day. It then checks to see if Vacation counts toward day before /day after. Since it does not count, the qualifier is not met and no Automatic Payhours are awarded for Monday.
Counts toward day before / day after
1. Holiday: Monday
2. Schedule: Monday thru Friday
3. Tuesday is a Vacation day and Vacation has Counts toward day before / day afterselected.
In this case, TruTimechecks to see whether or not the employee worked on Tuesday and finds that it is a scheduled Vacation day. It then checks to see if Vacation counts toward day before / day after. Since it does count, the qualifier is met and Automatic Payhours are awarded for Monday.
Qualifiers
Count Toward Weekly Overtime Calculation: When selected, TruTimewill count hours awarded in this
Pay Codetowards the weekly overtime requirements, as set in the OverTime section of the Pay Class
module. When the Count Toward Weekly Overtime Calculation check box is selected, the Overtime Level
field must be filled in.
Split Hours:This box is only selected when you want TruTimeto be able to take hours from the Pay Code
and apply them to another Pay Code, such as overtime, when set criteria is met. If you do not want hours such as Vacation awarded to a different Pay Code,this box should not be checked. When awarding Overtime, at least one Pay Codemust have Split Hourschecked, this is normally the REG Pay Code.
Example:
Vacation hours count towards weekly overtime, but you do not want to split vacation hours to overtime.
TruTimesplits ten hours of Regular on Thursday to 8 hours Regular and 2 hours Overtime, because the VAC Pay Codesetting is not checked to Split Hours. If split had been selected for VAC, TruTimewould have taken time away from vacation to meet the Overtime criteria as seen below:
TruTime calculation procedures:
1. Check the accumulated hours for weeklyOTexceeding weekly overtime criteria (e.g. 40 hours). 2. Once the accumulated hours exceed the criteria, TruTimechecks the Split Hourscheck box of the
primary Pay Codefor that day (exceeding criteria) to see if it is selected or not.
3. If the Pay Codehas Split Hourschecked, TruTimetakes the needed hours from that Pay Codeand applies them to overtime.
4. If the Pay Codefor that day does not have Split Hourschecked, TruTimechecks the prior days Pay Codeto see whether the Split Hourbox is checked or not. Once a split Pay Codeis found, TruTime
takes the needed hours from the Pay Codeand applies them to overtime.
Count Toward Consecutive Day Calculation:This box is selected when TruTimeis to count hours awarded in this Pay Codetowards the Consecutive Day Rule, as defined in the OverTimesection of the
Pay Classmodule.
Overtime Levels
Overtime Levels:These settings are used two ways, the first is to set the number of hours an employee must work in a day before overtime is awarded. The second is used as a pointer for the weekly overtime as defined in the Overtimesection of the Pay Class module. Three different overtime levels can be set depending on your company rules.
Daily OT Level: The employee must work the number of hours entered in Daily OT Level(including zero) before receiving the Overtime Pay Code.
Pay Code: The Pay Codeentered in this field is the Pay Codethat will be used to award an employees hours that meet or exceed the Daily OT Level. This is also the code that will be used for Weekly OT Hours. For example, if Daily OT Level 1 is set to 08:00 and the Pay Code set to OT then an employee who worked 10 hours in a day would be given 8 hours of REG and 2 hours of OT.
Payroll Field ID
Payroll Field ID: This field assigns a Payroll Field IDto a specific Pay Code, allowing a payroll service to identify the Pay Codewhen a payroll export file is created. These ID’s are assigned by individual Payroll Companies. Please refer to the Chapter 9: Payroll Interfacesfor more information on this process.
Hour Type Multiplier: This field is used when wages are being calculated. TruTimewill determine an employee’s wages by using their rate multiplied by the value entered in this field. If zero is entered in the
Hour Type Multiplierbox, TruTimewill not calculate wages for that Pay Code. Examples: REGis set to 1,
OTis set to 1.5, DTis set to 2 etc.
Hour Category: This field groups Pay Codesinto five categories. The first three categories, MSC
(Miscellaneous), OT(Overtime) and REG(Regular) can be used to download hours to the MTX-20 and some HandPunch terminals so that employee hours can be viewed at the terminal, (multiple Pay Codescan be assign to the same category). The other two categories, TTLand OT2are used in conjunction with
Advanced Zone Differentialsettings.
Adding a Pay Code:
To add a Pay Code,perform the following steps:
1. Select the Pay Codemodule located under the File Maintenancetab.
2. If no Pay Codesexist in the system the window will be in Addmode (blinking cursor in the Code
field). If there are existing Pay Codesselect the Record/Add buttonfrom the menu to create a new Pay Code.
3. Enter the Pay Codename. Examples of Pay Codesare: REG(Regular), OT(Overtime), DT(Double Time), SIC(Sick), etc.
3. Enter an Order No.
4. Enter the Abbreviation.
5. Enter the Description.
6. Enter the Key In Pay Code Number (This is a mandatory field with a default of 999.When this feature is not being used, leave the default number alone.)
7. Select the Typeof hours that this Pay Code will be classified as.
8. If setting Automatic Pay criteria for the Pay Code,enter the “If work on an automatic day:” and “Work day before/day after qualifier:” selections. In most cases Number of Hours should be left blank. If these settings do not apply to this Pay Code,skip to the next step.
9. If setting Qualifiersfor the Pay Codeselect those that apply. If these settings do not apply to this Pay Code,skip to the next step.
10. If setting Overtime Levels,enter the amount of hours an employee must work before the Overtime Pay Codewill be applied. If these settings do not apply to this Pay Code,skip to the next step.
Note:In some cases it may be necessary to create two different Pay Codesfor the same type of hours, such as Regular, in order to separate those employees who receive daily overtime (non-exempt) and those who do not receive overtime (exempt). If you have Weekly Overtime
only, 23:59should be entered in Daily OT Level 2field with a Pay Codeof OT.
11. If creating a payroll export file, enter the Payroll Field ID. If these settings do not apply to this Pay Codeskip to the next step.
Note:For more information about this field refer to Appendix C: Payroll Setup or contact your payroll service for assistance.
12. If using Wage/Rates,enter the Hour Type Multiplier.If this setting does not apply to this Pay Code,
skip to the next step.
13. When downloading hours to a terminal, enter the Hour Categoryfor the Pay Code. If this setting does not apply to this Pay Codeskip to the next step.
14. Select the Savecommand from the Edit menu or click on the Savebutton on the toolbar.
Deleting a Pay Code:
Deleting a Pay Codemay affect historical reports and result in the following message being displayed “Pay Code not found.” To avoid this error it is recommended that a backup of the system be made before deleting any Pay Code. Refer to Chapter 10: TruTime Backupfor more information on this feature. To delete a Pay Codeperform the following steps:
1. Open the Pay Codemodule located under the File Maintenancetab.
2. Using the [[WW, WW,XX, and X[[ buttons or the drop down list located on the toolbar, select the Pay Code to be delete.
3. From the Recordmenu select the Deletecommand.
4. A confirmation message: Pay Code “Reg” Are you sure?will appear. Select OK to delete the Pay Codeor Cancel to return to the Pay Codewindow.
Modifying a Pay Code:
All fields can be modified except for the Code Field. Any modifications made to other fields may affect historical reports.
To modify a Pay Codeperform the following steps:
1. Open the Pay Codemodule located under the File Maintenance tab
2. Using the [[WW, WW,XX, and X[[ buttons or the drop down list located on the toolbar, select the Pay Code to be modified.
3. Enter modifications.
4. Select the Savecommand from the Edit menu or click on the Savebutton on the toolbar.
Exiting and Saving:
Any Pay Code information added or modified must be saved before exiting. To do so, select the Save
command from the Filemenu or click on the Savebutton to save your settings. To exit the Pay Code
window, select the Exit command in the Filemenu.
Printing a Pay Code List:
To print a Pay Code Listselect the Printcommand from the Filemenu or click on the Printbutton on the toolbar. Select the Pay Codes to be printed from the range box. The Pay Codeslist will be sent to your system’s printer. To change the printer settings, select the Print Setupcommand from the Filemenu.
Pay Class
This Section Describes:
What Pay Classes are and How to Create a Pay Class The Fields and Layout of the Four Pay Class Tabs Basic Item Including:
Setting Pay Period Type Setting Pay Period Defaults
Setting Day Change and Day Change Override Setting Zone Code Decision Type
Setting Schedule Rotation Setting Default/Lunch/Break Setting Holiday Probation
Setting Awarding of Holiday Hours Time Rounding Including
Setting Rounding for an Open Schedule Setting Scheduling for Exception Reporting Setting Time Rounding for a Fixed Schedule Setting Grace Time Rounding
Setting Time Rounding for Daily Hours Worked Over Time Including
Setting Weekly Overtime Hour Requirements Setting Weekly Overtime Reset
Setting Consecutive Day Overtime Requirements Setting Consecutive Day Overtime Reset
Holiday
Creating Pay Class Holidays Setting Pay By value
How to Delete a Pay Class
How to Modify an Existing Pay Class How to Exit and Save
How to Print a Pay Class List
TruTime uses Pay Classes to define the rules by which an employee’s time is calculated. Pay Classesare defined in the Pay Classmodule which consists of four tabs each with a specific function. The tabs are:
Basic Item, Time Rounding, Overtime, and Holidays. The only mandatory field when creating a Pay Classis Pay Period Start Date, located under the Basic Itemtab. To create a Pay Classand view the four tabs, perform the following steps:
1. Select the Pay Classicon located under the File Maintenancetab to open the module.
2. Enter the Pay Class Numberin the No. field. Each Pay Classmust have a specific Pay Class Number
which can be up to three alphanumeric characters. 3. Select OK.
4. A confirmation dialog will appear: “Would you like to add a new Pay Class”,select OKor Cancel to
return to the Pay Classwindow.
Note:If a Pay Classexists, double-click the cursor in the No. field to highlight the existing Pay Class Number. Type in the new number and select OKto continue.
2 - 20 TRUTIME / TruTime Basic Setup
Basic Item Tab
As seen below, this tab allows you to set the basic rules for your Pay Class. All but the Pay Period Start
Date are optional fields, however, it is recommended that each Pay Classhave at least an Abbreviationand
Description. Other fields have set defaults such at Pay Period Typewhich is set to Weekly. A definition of each field follows:
Abbreviation: This field can be up to ten alphanumeric characters and will be used as the display name in
Edit Daily Data, Pay Class List, and TruTime Reports.
Description: This field is used for display purposes only and can be a maximum of 30 characters long.
Company Code:This field is used when creating aPayroll Interfacefile. Company Codes are assigned by the individual Payroll Companies. Please refer to Chapter 9: Payroll Interfacesfor more information on this setting.
Pay Period Type: TruTimeallows you to select one of four different Pay Period Types, they are: Weekly,
Bi-Weekly, Semi-Monthly, and Monthly. TruTimeis capable of running multiple Pay Period Typeswithin the same system to accommodate different rules, such as Weeklyfor hourly employees and Bi-Weeklyfor salary employees. This selection also determines the date range for data seen in the Edit Daily Datamodule. A description of each of these types follows:
Weekly Pay Period: The default for this module, TruTimedisplays seven days starting with the date entered in the Pay Period Start Date.
Bi-Weekly Pay Period: TruTime displays 14 days starting with the date entered in the Pay Period Start Date.
Semi-Monthly Pay Period: TruTimebreaks the month into two parts. The first portion is for 15 days from the Pay Period Start Dateand the second portion is for 16 days (Jan., Mar, May, Jul, Aug, Oct and Dec.), 15 days (Apr., Jun., Sep., Nov.), 14 days (Feb. in leap year) or 13 days (Feb.) from the end of the first portion.
Note:The AU4060.INIfile can be modified to change the first portion of a Semi-Monthly Pay Periodfrom 15 days to 14 days. This is done by adding the line SemiMonthly=14 under the [Run Time]section.
Monthly Pay Period: TruTimegroups together 31 days for (Jan., Mar, May, Jul, Aug, Oct and Dec.), 30 days in (Apr., Jun., Sep., Nov.), 29 days in (Feb. in leap year) or 28 days (Feb.) from the Period Start Date.
Pay Period Start Date:This is the only mandatory field contained within the Pay Classmodule. TruTime
will allow you to have different Pay Period Start Datesfor different pay classes. The date entered will determine what day Edit Daily Data will start displaying data for that Pay Period. To Protect the integrity of historical data, it is strongly recommended that this date not be changed.
Daily Minimum Paid Hours:This field assigns the Daily Minimum Number of Hoursthe employee will be paid if they punch in for the day. This option will pay these hours to all employees assigned to the Pay Class,however, if the employee works more than the number entered, they will receive that number of hours for the day. These hours will be allocated when the employee first punches in.
Example 1:
The Daily Minimum Paid Hoursis set at 6 hours. An employee works only 4 hours for the day, TruTime
will display 6 hours for the day in the Edit Daily Datamodule.
Example 2:
The Daily Minimum Paid Hoursis set at 6 hours. An employee works 10 hour for the day, TruTimewill display 10 hours for the day in the Edit Daily Datamodule.
Zone Code Decision Type: TruTimeallows you to select one of six different Zone Code Decision Types, the default is Split. Your selection will determine how hours will be categorized when an employee works through multiple zones. The choices are:
Split:The default for this module, hours will split according to the zone code in which they occur.
1st IN:Hours will be attributed to the zone code in which the first INpunch occurs.
End:Hours will be attributed to the zone code in which the last OUTpunch occurs.
Majority: Hours will be attributed to the zone code in which the majority of the hour occurred. If the hours worked in two zones are equal then all hours will be attributed to the first zone worked in.
Highest:Utilizes the Advanced Zone Codedecision process and assigns the hours to the highest zone code in which an employee worked.
Advanced: Utilizes the Advanced Zone Codedecision process and assigns the hours based on qualifications and awards.
Day Change Time:This field allows you to enter the time (in 24 hour format) that your business day ends and punches will be assigned to the next day. Day Change Timeonly needs to be changed for special scheduling cases or when employee schedules cross midnight.
Example:
A late shift works from 20:00 (10:00pm) to 06:00 (6:00am), Sunday through Thursday. Your company wants the hours to appear on Monday thru Friday. This is done by setting the Day Change Timefor the late shift
Pay Class so that it occurs before the first in punch on Sunday. Always take into account the possibility of any early INpunch. A recommended Day Change Timefor this example would be 18:00 (08:00pm).
Day Change Override:This field allows you to extend Day Change Timeto include one punch that
otherwise would have been calculated for the next day. The number entered in this field will be associated to the last IN punch recorded before Day Change Timeand if the next OUTpunch falls within that period of time, it will be brought back and included in the previous days calculations.
Example 1:
Day Change Time:03:00 (3:00 am)
Day Change Override:12:59 (12 hours and 59 minutes)
1.TruTimesets the temporary Day Change Timefrom the lastINpunch (02:00 am) that occurs before the actual Day Change Timeand sets it for the length of the Day Change Overridehours (12 hours and 59 minutes).
2. When an employee punches out (6:00 am) before the temporary Day Change Time, TruTimeallocates this data to the same day as previous INpunch (2:00 am).
Example 2:
Day Change Time:03:00 (3:00 am)
Day Change Override:12:59 (12 hours and 59 minutes)
1.TruTimesets the temporary Day Change Timefrom the last INpunch 10:00 pm (22:00) that occurs before the actual Day Change Timefor the length of the Day Change Override hours(12 hours and 59 minutes).
2. When both of the INand OUTpunches (3:00 am and 7:00am) are made after the actual Day Change Time, TruTimeallocates these punches to the next day. The INpunch must be inside of the actual Day Change Timein order for the Day Change Overridehours to take effect. Otherwise, TruTimeignores the Day Change Overridehours.
Example 3:
Day Change Time:03:00 (3:00am)
Day Change Override:12:59 (12 hours and 59 minutes)
1.TruTimesets the temporary Day Change Timefrom the last INpunch (02:00) that occurred
before the actual Day Change Timefor the length of the Day Change Overridehours (12 hours and 59 minutes).
2. When an employee punches out 6:00am (6:00) before the temporary Day Change Time, TruTime
allocates this data to the same day as the previous INpunch (2:00). However, TruTimeaccepts only one punch for the same day. Other punches are incorporated into the next day.
Schedule Off Hours:If the number of off hours between any two INpunches exceeds this number, then trutime will consider the second INpunch to be the first punch for the second schedule. This feature is applies to employees with Open Schedulesonly.
Schedule Rotation: Schedule Rotationis only available for Weekly, Bi-Weekly, and Semi-Monthly Pay Classes(when using Semi-Monthlyrotation the AU4060.INImust be set) and only needed when Individual Scheduleare being used. Up to nine pay periods can be rotated when the Schedule Rotationmodule is run. The number entered in this field should be equal to or one greater than the number entered in the “No. of Pay Periods to Schedule”field located in the System Configurationmodule under the File
Maintenancetab. The following chart explains how this rotation works.
Holiday Probation:This field allows you to enter the number of days for an employee. Employees must be employed before being eligible to receive holiday hours. The number entered here is added to the employees
Hire Dateas entered in the Employee Master module located under the File Maintenancetab.
Default Schedule/Lunch/Break:This field allows you to select a default Template No., Pay Code and
Zone Differentialfor all employees assigned to the pay class. All three fields must be filled in when using this feature. Default Schedule/Lunch/Breakis the lowest level on the schedule heirachy scale.
Note:Since this is a default schedule it will not be counted towards Pay Codequalifiers or
attendance exception flags. Also be aware that if the Templatehas a Break/Lunch assigned to it and the employee has another schedule that does not include a Break/Lunch,the
Break/Lunchfor this template will be used.
Awarding of Holiday Hours: This section contains two drop-down lists, they are Formulafor Holiday Hoursand Date Range. The options contained within these drop-down lists are explained below:
Use Fixed Hours:The default for the module, Holidaypay will be awarded to employees by the method selected in the Pay Byfield located under the Holidaytab.
Average Hours Worked: Holidaypay will be awarded based on the average number of hours worked in the interval selected from the Date Rangedrop down list. For a Pay Code(working or non-working) to be included in this calculation, the Counts toward day before / day afterqualifier must be enabled (checked) in the Automatic Paysection of the Pay Codemodule. Your choices are: Previous Pay Period, Current Pay Period, Previous Week, and Current Week. When selected this setting will override the holiday pay method set in the Holidaytab.
Total Hours Worked: Holidaypay will be awarded based on the total number of hours worked in the interval selected from the Date Rangedrop down list, divided by four. This selection will override the
Holidaypay method set in the Holidaytab.
Time Rounding Tab
As seen below, this tab allows you to set the Time Roundingrules for the Pay Classand is broken into four sections: Time Rounding/For Open Schedule, Exception Reporting, Time Rounding/Grace Zone/For Fixed Scheduleand Time Rounding/For Daily Hours Worked. All fields in this module are optional and when left blank, an employees punched time will be calculated to the exact minute worked.
TruTimeuses two values, the Unitand Pointto define Time Rounding. The Unitis a numeric value used to adjust an employee punch time to a consistent measurement of time. Common Units are 3, 6, 15, and 30. Each Unitis divided by a Point. The Pointa numeric value used to determine at which moment an
employee's punch would be moved forward to the next Unit. The rule for rounding is that the Pointalways moves forward.
If the Unitis set at 15, and the Point is 7, any punch from 8:00 to 8:06 will be rounded to 8:00. Any punch from 8:07 to 8:15 will be rounded to 8:15. Similarly, any punch from 8:15 to 8:21 will be rounded to 8:15, and any punch after (and including) 8:22 will be rounded to 8:30. This is shown in the diagram below:
2 - 26 TRUTIME / TruTime Basic Setup
Time Rounding/For Open Schedule:This section allows you to define Time Roundingfor employees with an Open Schedule(no start and end time), and when Paid As Punch (PAP)is applied in Edit Daily Data. The INand OUT Unitand Point of this section is also used for all Break/Lunchpunches, even for employees with a Fixed Schedule.
Time Rounding/For Fixed Schedule: This section allows you to define time rounding for the 1st INand
Last OUTpunch when a Fixed Scheduleis being used.
Time Rounding/Grace Zone:This section sets the Gracezones which are one time rounding rules associated to the fixed start and end time of an employees schedule. Grace will override the rounding parameters that have been set in the Time Rounding for a Fixed Schedulesection. Depending on where the Unitand Pointhave been set, the Gracesetting will determine whether the punch is pushed forward or backward from the start and end time for calculation purposes.
Exception Reporting:This section is used to define the Pointfor Tardy/Early Leave, Lunch Hours, and
Break Hoursfor Exception Reporting. This setting has no effect on calculations.
Time Rounding for Daily Hours Worked:This section is used to round punch pairs in calculating the daily hours for an employee and cannot be used with any other type of rounding. Using this section, the total time between INand OUTpunches will be rounded instead of rounding each individual punch.
Over Time Tab
As seen below, this tab is broken out into two sections: Weekly Overtimeand Consecutive Day Overtime. These sections allow you to create the overtime rules for each Pay Class. The Weekly Overtimesection allows you to define up to three different weekly overtime conditions for each Pay Class.
Weekly OT Hours, enter the total number of hours in a week that an employee must work before hours are
tiered to OT. Pay Code OT Level No.,corresponds to the Overtime Level Number(1, 2 or 3) assigned in the Pay Codemodule and determines the Pay Code that will be assigned to OT hours.
