TimeClock Plus 6.0 Management Application REFERENCE MANUAL

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1 TimeClock Plus 6.0 Management Application REFERENCE MANUAL

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3 TABLE OF CONTENTS Introduction to Electronic Timekeeping...5 Procedural Guidelines...5 Due Dates/Deadlines...5 Work Agreements...6 Access the TimeClock Manager...7 Login to the TimeClock Manager...8 Toolbar Overview...9 File...9 View...0 Employee... Period... Tools...3 Launch...4 Window...5 Help...5 Viewing and Editing Employee Time...6 Edit Hours...6 Adding Hours...8 Time Saving Features for Editing and/or Adding Hours...0 Individual is clocked in...0 Time Sheet Entry... Split Segment... Delete a Segment...4 Approving Time...5 Missed Punches...7 Missed In Punch...7 Missed Out Punch...7 Approving Missed Punches...8 In Edit Hours...8 In Missed Punches...9 Request Manager...30 APPENDIX A: TIME CLOCK TIME TABLE

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5 Introduction to Electronic Timekeeping Electronic timekeeping systems allow hourly employees to record their hours worked in real time by clocking in and out at a timekeeping terminal or an on-screen timeclock (as permitted by an appropriate administrator). Once enrolled to use the system, any employee can use any clock at any facility. This is important for off-site meetings or trainings, and for employees with multiple positions at different facilities. The term real time means each timekeeping device keeps in constant contact with the TC+ management server. Clock actions (in, out for lunch, out, etc.) are instantly recorded and are viewable using the TC+ manager program. Employee time is easily added, edited, deleted, etc., by the manager/administrator or designee. This system provides seamless access to data for all parties involved as illustrated below: Hourly Employee Payroll Building / Dept Secretary Administrator / Manager / Supervisor Employees timekeeping history is maintained on the server and is backed-up in case of disaster. With the implementation of this system, our need for multiple paper timesheets is eliminated. The need for absence reports for hourly employees is also eliminated as absences are approved and recorded as they occur by the managers instead of up to weeks after the ab- Procedural Guidelines This system is not being implemented to change management procedures within individual buildings or departments, but rather to facilitate efficiency and reduce waste throughout the district while ensuring compliance with federal and state labor and wage laws. Due Dates/Deadlines Unless notified otherwise by the Payroll Manager all hourly payroll should be completed as follows:. Initial approvers/supervisors (typically the building secretary, or primary payroll collector) should have electronic payroll completed by 9am on Monday.. Final approvers/managers should have electronic payroll approved by am on Monday (immediately following the initial approver/supervisor s deadline). 5

6 Note: This system is real time. It is good practice to check for missed punches and other necessary edits (time-off, holiday, etc.) on a DAILY basis. When edits and approvals are completed daily, payroll is ready to process by the deadline with no additional review required. Work Agreements There are 0 different hourly employee groups within CRCSD: Bus Drivers & Attendants Daycare Painters Carpenters Food & Nutrition Secretarial/Clerical Confidential Secretaries Custodians Information Technology Techs Paraeducators Each group is governed by their own independent working agreement which dictates the normal work day, work week, meal/break requirements, and more. All working agreements are available for viewing on the intranet by going to District Resources, Human Resources, Employee Agreements. Work day and work week information is provided in Article II of each bargaining unit work agreement. The language for non-bargaining units (meet & confer groups such as ITT, Confidential Secretaries, etc.) varies in location. The specific rules that apply to each employee group are configured in the TimeClock Plus system to report overtime, guaranteed time, etc., appropriately. Any questions regarding 6

7 Welcome to the TimeClock Plus system! Cedar Rapids Community School District has adopted this GO GREEN initiative and has established an electronic timekeeping system using TimeClock Plus. Following are instructions and illustrations for TimeClock Plus Manager operations. Further manuals and reference guides are available for viewing on the District intranet (District Resources). Access the TimeClock Manager Go to Start. Programs 3. TimeClock Plus TimeClock Manager 5. A short cut can be added to the desktop for quick access 7

8 Login to the TimeClock Manager User ID is your first initial and last name up to 0 characters. Password is blank at the very first login. You will be prompted to change the blank password to a new and secure The manager screen may open to a blank screen, as shown. Or, it may open to a specific function such as Edit Hours or Who s Here. This can be customized for the user upon request. 8

9 Toolbar Overview File The following describes the options available from File on the main toolbar: Log out: Use this feature to log out of the manager. The manager program will not close, but will remain available for future use. You can use this option instead of closing the program completely after every edit. There is also an automatic time-out feature that will log off the user after 5 minutes. Import: Export: Print: The only option available to managers under this feature is Labor Cost Sales and will not be used under normal circumstances. This option is available to managers to export custom employee data in tab delimited format that can be easily converted to Excel. This function is available only when a window is open with data to print. It is grayed out when not available. Print Preview: This function is available only when a window is open with data to print. It is grayed out when not available. Print Preview allows the manager to view what they intend to print to ensure formatting and accuracy. Exit: Closes the program completely. NOTE: Toolbar items listed in Gray are not applicable to CRCSD managers at this time. 9

10 a 3 4 View The following describes the options available from View on the main toolbar:. Toolbar. The toolbar displays icons for convenient single-click operations at the top of the window. a. Hold your mouse over the icon for a pop-up description.. Status Bar. The status bar displays the current labor cost, date, time, week, and IP Address at the bottom of the window. 3. Reminders. Displays Tasks, Reviews, Anniversaries, and Birthdays for employees within each manager s dept/building. 4. Default Criteria. Filters default data to include only applicable employees or data. Data can be filtered by classification (Location ID), department (OC code), etc. 0

11 Employee The following describes the options available from Employee on the main toolbar: Add/Edit: This feature is available to managers, however it should not be used to change employee information without first notifying the Payroll and HR Departments. If an employee requires a change in the time keeping system, it is likely that the change will also be required in the payroll and/or the HR systems. Print Information: Managers can select specific employee information to print. Unresolved Punches: This feature allows managers to identify punches that may have not synchronized with the TimeClock management server or has failed for another reason. Edit Hours: Use this feature to edit employee hours as necessary (i.e., missed punches, etc.). Quick Add Hours: Use this feature to add hours to a group of employees (i.e., holiday hours, meeting/training off-site, etc.). Enter Time Sheet: Use this feature to add a set block of hours to an employees time sheet (i.e., 8 hours on /5 under Holiday). Missed Punches: Use this feature to identify and approve missed punches within a specific period of time (set by the user). Approval Manager: Review employee time for the pay period and approve for processing. Messaging: Send a message to employee(s) that will display with their next punch at the time clock.

12 Period The following describes the options available from Period on the main toolbar: Reports: Provides a list of preconfigured, commonly used reports that can be run for a specific period of time set by the user. Exports: Provides the ability to export payroll period reports into Excel or in a format that can be converted to another program. Approaching overtime: Allows the manager to review employees close to earning overtime for the pay period. Employee Job Code Report: Provides a report with clockable job codes for each employee. Employee accrual rule report: This report provides the leave accrual rules for each employee when used. CRCSD currently uses accruals set up in the GWAEA system and imports the data into the TC+ system, so no accrual rules are enabled in this system at this time.

13 Tools The following describes the options available from Tools on the main toolbar: Who s here: Shows Clocked In or Out status for all employees. Who s absent: This feature is based on scheduling which is not currently used by CRCSD. It is used to identify employees who are scheduled to work but have not arrived or have approved time off. Attendance monitor: This feature is based on scheduling which is not currently used by CRCSD. It is used to identify employees based on adjustable criteria (schedule to be working, worked during period, etc.). Call list: Provides a list of employees including their hire date, hours for the day and week, their status (clocked in or out), and their contact telephone numbers (if entered). Request manager: Lists time-off requests by employee, by request status (approved, denied, pending, etc.), and by date range. Requests can be approved or denied from this feature. Re-index data files: Allows the user to re-index data files if performance is poor or if errors are occurring. Reset tracked information: Clears all time keeping history prior to a specified date. View hour edit log: Allows the manager to review individual adds, edits, deletes, and shift splits for employees. This includes the time, date, user ID and computer of the manager making the changes. View override log: Log recording when an employee was restricted from a clock operation and a manager entered an override password to override the restriction. CRCSD managers are not currently expected to perform overrides; rather edits are made using the TC+ 3 Manager.

14 Tools, continued Display labor cost: This feature is based on hourly wages, sales, labor cost, etc. This is not a feature in use by CRCSD. Update current labor: This is not a feature in use by CRCSD. Backup system information: This is not a feature performed by CRCSD. Calculator: Opens calculator. Calendar: Opens calendar. Launch The following describes the options available from Launch on the main toolbar: Scheduler: Opens the TimeClock Schedule for creating, editing, or deleting employee schedules. The Schedule is a separate component of TC+ and requires management access. Auto Update: This feature is not currently used by CRCSD. On-Screen TimeClock: Opens the On-Screen TimeClock for use. WinRemote: This feature is not currently used by CRCSD. Command prompt: This feature is not currently used by CRCSD. 4

15 Window The following describes the options available from Window on the main toolbar: Close All: Closes all TimeClock Plus related windows. Cascade: Places open windows one on top of the other in a cascading manner so all window headings can be read and accessed (i.e., Edit Employee, Edit Hours, Quick Add Hours, etc.). Tile Horizontal: Places open windows so one on top of the other so portions of each window are viewable. Tile Vertical: Places open windows side by side so portions of each window are viewable and can be clicked on to quickly select to change function. NOTE: You can also change between open windows by clicking on Window and selecting one of the available windows listed at the bottom of the pop-up. Help The following describes the options available from Help on the main toolbar: Help topics... Opens the HELP feature which is searchable by keyword. About Manager...: Provides program information (program name, version, copyright, etc.). 5

16 Viewing and Editing EmployeeTime Edit hours Go to Employee, Edit hours... This screen will appear and should only list the employees within your facility/department. Employee 3 Employee List Selected Employee Time Detail Paid Time-off Accruals Schedule Information (not currently in use). Look up individual employee by Id, Last name, or First name. Click on the button labeled Id to change the look up method.. Sort employee list by Number, First name, or Last name. Click on the word to change the sorting method. 3. Double-click the employee name or number to populate the time detail and accrual screens with that employee s information. 6

17 Employee Legend PyPd Total Other Approval Manager Approval Individual Approval (not used at this time) Y Brackets show lines to be day A Y under Edited means the record has been changed in some way. Click on the Y for Change History. Daily Total Weekly Total. A legend is provided in every window when use of color coding is used. (NOTE: only the colors present in the detail will appear in the legend.) Red shows time segments that lead up to a break for lunch. Black shows a segment of time that does not include a break. Green shows a missed punch that was added and then approved. Other colors that may be represented in the Legend: Blue initially would show as <<missed punch>>. An edited missed punch. Double-click on any time segment to edit If the time out for the segment being edited is for lunch change Break Type to Lunch. If it is for the end of the day leave the selection as <<None>>. 4. Add notes as necessary in case future 7 reference is required.

18 Adding hours There are two methods for adding hours to an employee s timesheet. The first: Go to Employee, Edit hours... This screen will appear and should only list the employees within your facility/department. Employee Look up individual employee by Id, Last name, or First name. Click on the button labeled Id to change the look up method.. Double-click the employee name or number to populate the time detail and accrual screens with that employee s information. 3. Right-mouse click in the open space below all existing time segments. Select Add segment and the Edit Segment window will open. 4. Update Date/Time In and Date/Time Out for appropriate number of hours. 5. Ensure the appropriate Job Code is selected. 6. Add notes as necessary in case future reference is required Click Ok.

19 Adding hours, continued There are two methods for adding hours to an employees timesheet. The second: Go to Employee, Quick add hours... This screen will appear and should only list the employees within your facility/department Select the employee(s) you want to add hours for.. Update the Date/Time in and Date/Time out for the appropriate number of hours. 3. Select the appropriate job code if different from the default. 4. Add notes as necessary in case future reference is required. 5. Add a range of days for multiple days (i.e., an employee calls off sick for days in a row. Update the date/time entries for the appropriate hours, set job code to personal illness, add a note, change range of days to, and process). 6. When adding hours to more than one employee at a time it is a good idea to Preview prior to processing to ensure accuracy. Although it is possible to add hours to multiple employees in one action, it is not possible to delete or undo the action without going into each individual. 7. Process. 9

20 Time Saving Features for Editing and/or Adding Hours There are a few time saving features available in both Edit Hours and Quick Add Hours: Individual is clocked in. If an employee forgets to clock in you can enter their arrival date and time, ensure their Job Code is correct, enter a note if necessary for future reference, and place a check mark in the box next to Individual is clocked in (as shown). Select Ok to process. This feature allows the employee to continue with necessary clock actions throughout the day. 0

21 Time Saving Features for Editing and/or Adding Hours, Continued There are a few time saving features available in both Edit Hours and Quick Add Hours: Time sheet entry. This option is useful for many different situations: Personal Illness days Vacation Holiday pay Attending meetings off-site This feature under Edit Segment allows you to add hours to one selected employee s schedule as a solid block of hours rather than a range of time. This feature under Quick Add Hours allows you to add hours to one or more employees (by placing a check mark next to each name) as a solid block of hours. You can also add a range of days if more than one day applies (i.e., you can add the appropriate number of hours holiday pay for Christmas Eve and Christmas Day in one action by selecting in the range of days).

22 Split Segment This feature is used to split a segment of time for reporting a different job code, a lunch break, or different rate of pay (when applicable). Different facilities will utilize this feature differently. For example: A school building will use this feature to add a lunch segment that was forgotten. Custodial and Food Service will use this feature to account for time spent filling in for another position with a different account number and rate of pay. Transportation will use this feature to record different routes, trips, stand by time, etc. Employee 3. Double-click on selected employee to view time detail.. Right mouse-click on time segment to be split. 3. Select Split segment to open this window: 4 4. Select Split.

23 Do not use Percentage unless it is your intention to split a shift by a set percentage. This feature does not allow for breaks of time between segments. 6. Original Time In and Time Out will remain the same and cannot be changed. 7. Enter revised Time Out. 8. Enter change of Break Type, Job Code, or Rate of pay for the segment. 9. Enter revised Time In. 0. If a break is entered ensure the break length is accurate.. Enter change of Break Type, Job Code, or Rate of pay for the segment.. Do not Distribute unless you intend split a shift by a set percentage. This will override any changes you made and distribute the split by the specified percentage (#5). 3. Save. Return to the Edit Hours time detail for the employee and verify accuracy. 3

24 Delete a Segment Employee. Right mouse-click on time segment to delete.. Select Delete segment(s). NOTE: A deleted segment can not be retrieved or undone. However, there is an option to view an hour edit log to review the details and recreate a segment if deleted in error. This feature will be covered in a later chapter. 4

25 Approving Time Managers must approve the time for all employees reporting to them prior to payroll processing. This can be done two ways. The first: By individual employee in the Edit hours window. Employee. Double-click the selected employee to view time detail.. Check the M (Manager) column to approve. 3. This can be done in mass by clicking once on the first segment, hold down the Shift key, then click once on the last segment to highlight all Right-mouse click in the highlighted space to open the menu, hold your mouse over Approve to open the side menu, select Management. 5

26 Approving Time, continued The second: Using Approval Manager under Employee on the toolbar Ensure the dates are correct for the time period you want to approve.. Select Update to populate the window with applicable data. 3. If desired, you can select the appropriate time frame and Update rather than specifying dates. 4. Employees requiring approval will be displayed. You can check each approval box individually or you select all by single-clicking on the top entry, scrolling down to the last entry, holding down the Shift key and single-clicking on the last entry. Right-mouse click in the highlighted area, hold your mouse over Approve, and select the appropriate approval option. 6

27 Missed Punches Missed punches are inevitable, but adding them is fast and easy. Missed In Punch Go to Quick add hours (or Edit hours).. Select appropriate employee (Add segment). 3. Enter Date In and Time In. 4. Check Individual is clocked in and Missed in punch (this will require administrative approval of the missed punch). 5. Select appropriate job code. 6. Click Ok. Missed Out Punch Go to Edit Hours, double-click the appropriate employee, double-click the segment missing the out punch (or right-mouse click and select Edit segment).. Uncheck Individual is clocked in.. Enter Date Out and Time Out. 3. Check Missed out punch (this will require administrative approval of the missed 3 punch). 4. Select Break Type (Lunch), if applicable. 5. Click Ok. 7

28 Approving Missed Punches All missed punches are color coded. They will first appear as << Missed >>. When the missed punch is added it will appear as date time (i.e., /6/00 04:40 PM). The blue color code means the punch is added but still not approved so payroll cannot process. When the punch has been approved it will appear date time (i.e., /6/00 04:40 PM). Green is good. Payroll can process. There are two ways to approve missed punches: In Edit Hours. Right mouse-click on the segment with the missed punch.. Select Approve missed in punch (or missed out punch if applicable). 8

29 In Missed Punches. Go to Employee, select Missed punches.. Click to highlight the entry (or entries by holding down the shift key) 3 3. When highlighted entries contain an unapproved missed punch the appropriate Approve button is activated. Click the appropriate button to approve. 9

30 Request Manager Hourly employees will no longer need to submit Absence Report Forms for scheduled or unscheduled time off. For scheduled time off an employee will make a request through the time clock (or using the Kiosk on-screen timeclock). The manager will receive an notice that an employee has requested time-off. The manager should go into the Request Manager to review and approve, or deny.. Go to Tools, select Request manager.. Select the Calendar tab to view requests by date. 30

31 3. Click Update to populate the window with your employees time off requests.. You can select what requests you want to see: Pending, Approved, Denied. 3. Select an entry to view and click Detail (or you can double-click any entry) You can view the employee s accrual balances if in question. 3

32 . Select the appropriate action for your decision.. Manager notes is for the reason for the administrative decision if needed. These are not viewable by the employee. 3. You can create a message to go to the employee, or 4. You can click on Generate to use the generic program response Approved requests generic program response appears when Generate is selected Denied requests generic program response appears when Generate is selected. The employee will receive the message on the time clock (terminal or on-screen) the next time they clock in or out. 3

33 APPENDIX A. TIME CLOCK TIME TABLE The time clock operates on a 0 minute schedule. Please see the diagram below. The time clock rounds up or down in 0 minute seqments as shown in black solid lines below. The actual time of clock action (in or out) determines whether the rounding will be forward or back. The window is 4 minutes before to round up and 5 minutes after to round back. Rounds back Rounds up :55 :56 Rounds back :05 :06 Rounds up 0 Rounds up Rounds back :46 : :5 3 :6 Rounds back Rounds up Rounds up :36 7 :35 Rounds back 6 Rounds up 5 :6 :5 Rounds back 33

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