Basic Time & Attendance. Sample Setup & Closing a Pay Period

Transcription

1 Basic Time & Attendance Sample Setup & Closing a Pay Period

2 Time Force II Basic Time & Attendance 2008 Qqest Software Systems, Inc. All rights reserved. P.O. Box 860, Sandy UT Telephone (801) Printed in the United States of America Qqest TimeForce II is a registered trademark of Qqest Software Systems, Inc. Windows is a trademark of the Microsoft Corporation. InstallShield Express is a registered trademark of InstallShield Software Corporation. Compiled Date: October 20, 2008

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5 Table of Contents Introduction Setting Up Your Company Pay Periods Creating Pay Periods Overtime Policies Creating Overtime Policies Holiday Policies Creating Holiday Policies Meal Policies Creating a Meal Threshold Policy Creating a Meal Window Policy Rounding Policies Creating an Interval Rounding Policy Departments Creating a Department Level Policy Groups Creating a Policy Group Employee Profiles Adding an Employee Profile Required Information Photo Suggested Information Demographics Position and Salary Settings Pay Policy Settings Customizing Time Clock Information i

6 ii Using Your New System Test Punches Correct Time Cards Supervisor/Employee Verification Generating Reports Report Criteria and Filters Close Pay Period Creating an Export Template Assigning a Template to a Pay Period Closing a Pay Period Exporting a Closed Pay Period Importing into your Payroll Software Go Live Index

7 TimeForce Essentials 1 Introduction Once you have set up your time clocks and tested communications, you are ready to set up the TimeForce II database to reflect the time & attendance policies that your company uses. This guide walks you through setting up the most basic and commonly used company policies, reviewing and editing Time Card information, closing a pay period once the period has completed, and exporting your hours and earnings totals to an external payroll software. Introduction

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9 TimeForce Essentials 3 Setting Up Your Company Pay Periods The TimeForce II system can be customized in many different ways to fit your company s needs. Included in the following sections are the company policies and system settings that are the most common, and most widely used. Refer to the electronic help system for detailed documentation on these, or any other policy setup not included in this guide. A Pay Period is the schedule on which your employees get paid. Each employee in the system must be assigned to a Pay Period, and only one period can be assigned to an employee at any given time. Standard pay period types are Weekly, Bi-Weekly and Semi- Monthly. Employees assigned to a Weekly pay period get paid once per week. A Bi-Weekly pay period pays employees once every other week. The starting day is a day of the week (as in Monday, Tuesday, etc.). There are 26 Bi-Weekly pay periods in a year. A Semi-Monthly pay period pays employees twice a month. The starting days are week dates (as in the 1st and 15th of every month). There are 26 Semi-Monthly pay periods in a year. Pay Periods do not need to be re-created with each new period. When a pay period ends, the system automatically updates the starting and ending dates based on the specified settings. Setting Up Your Company

10 4 Qqest Software Systems, Inc. Creating Pay Periods Use the following instructions to create pay periods in the TimeForce II system. 1. Click on the main Admin navigation tab at the top of the screen, and then on the Pay Periods link located in the Policies section of Administration Links. The Pay Period Setup screen opens. 2. Each pay period that has been previously created is listed under the Active Pay Periods section of the screen. To create a new period, click on the [ADD] icon located in the bottom-left of the screen. 3. Enter a Name for the pay period, as you would like it to appear in the system. 4. Select the desired pay period Type from the drop-down menu. 5. The Company Default pay period will be automatically assigned as the default setting when new employees are created. Select this option if desired. Note: Only one pay period can be specified as the Company Default. 6. The contents of the Date Entry field varies depending on your selection for pay period Type. Enter the appropriate starting date(s) for your pay period. Click on the icon to select the dates from a calendar. 7. The Max Continuous Time setting is used by the system to match in and out punch pairs. Enter the maximum number of hours. Example: This setting is set to 12 hours. An employee punches in for work at 7:00 am, and clocks out again at 3:00 pm. The system will consider the 3:00 punch as the out punch for the shift began at 7:00. If the same employee were to clock out at 7:15 pm, two in punches would appear on the Time Card. 8. The Verification Policy drop-down menu allows you to select the verification policy that you would like to use with this pay period. Note: Refer to the electronic help system for information on setting up an using Verification Policies. 9. The Export Template drop-down menu allows you to select the export template that will be used to export hours information from this pay period.

11 TimeForce Essentials 5 Note: This is a default setting only. A different export template can be selected as part of the exporting procedure. 10. When a pay period ends, the Close Pay Period section of the program is used to finalize hours and earnings totals for the period. The Close Pay Period Workflow section of the screen allows you to select which steps will be included in the closing of a pay period. Select the desired steps from the available drop-down menus. To use less than the available 7 steps, leave unused fields blank at the end of the selected workflow. 11. Click on the [SAVE] icon at the bottom of the screen to save the Pay Period. Overtime Policies This section of the program allows you to create the Overtime Policies that your company uses. The most widely-used levels of overtime are time-and-a-half and double-time. The standard overtime types are Daily and Weekly. There is no limit to the number of overtime policies that can be created, and employees can be assigned to multiple policies at a time. Note: The most common Overtime policies have already been created for you to use. Creating Overtime Policies Use the following instructions to create Overtime Policies in the Time- Force II system. 1. From the Administration Links section of the main Admin screen, click on the Pay Codes link located under the Policies heading. 2. The main Pay Codes screen opens. Click on the [ADD] icon located in the lower left-hand corner of the screen. 3. Enter a Name for this overtime policy as you would like it to appear in the system. Setting Up Your Company

12 6 Qqest Software Systems, Inc. 4. The Abbreviation is the code that will be displayed on hours attached to this overtime policy on the Time Card. 5. The Export Code is used when exporting hours to a payroll software. Some payroll programs require that this code be set up in a specific manner. Ensure that you are familiar with your payroll program's required specifications. 6. Select Overtime from the Type drop-down menu. The Overtime Pay Code section of the screen appears. 7. Select the desired overtime type from the Type drop-down menu. 8. The Multiplier is the rate of overtime. The most standard settings for this field are 1.5 for time-and-a-half, and 2 for doubletime. 9. The Threshold Hours is the number of hours that employees assigned to this policy must work before overtime hours go into effect. Example: For Weekly overtime policies, with 40 hours specified in this field any employee assigned to this policy who works more than 40 hours per week will receive overtime. 10. The Operation Precedence setting allows you to specify the order of precedence when more than one overtime policy is assigned to an employee. If overtime from more than one policy applies to hours on the Time Card, this setting specifies which will be applied first. Enter a number of precedence for this policy ( 1 being the highest). 11. The Excluded Pay Codes setting allows you to specify that certain pay codes do not count toward this overtime policy. Typically this will be used for any absence or holiday code, or Premium Pay Policies. You can also set it up so that certain additional overtime policies do not count toward this policy (for example, daily overtime hours generally do not count toward a weekly overtime total). Your existing pay codes are displayed in the Unselected box. Highlight the codes that you would like to exclude and click on the icon. The selected codes are moved to the Selected box. 12. Click on the [CREATE] icon at the bottom of the screen to save the Overtime Policy.

13 TimeForce Essentials 7 Holiday Policies Holiday Policies allow you to create a list of the days that are specified by your company as paid days off. The system automatically generates holiday pay for employees assigned to a Holiday Policy, or a holiday rate of pay can be specified for time worked on a day designated as a holiday. Note: The most common U.S. Holidays have already been created for you to use. Creating Holiday Policies Use the following instructions to create Holiday Policies in the Time- Force II system. 1. From the Administration Links section of the main Admin screen, click on the Holidays link located under the Policies heading. The Holidays screen opens. 2. Each Holiday Policy that has been previously created is listed under the Active Holidays section of the screen. To create a new period, click on the [ADD] icon located in the bottom-left of the screen. 3. Enter a Name for this holiday as you would like it to appear in the system. 4. The Recurrence section of the screen allows you to set up how the holiday is to repeat from one year to the next. The first option is used for static holidays. These are holidays that fall on the same month and day every year (for example, Christmas always falls on the 25th of December). Specify the holiday date from the corresponding month and date fields. The second option is used for dynamic holidays. These are holidays that fall on the same week day of the month each year (for example, Labor Day always falls on the first Monday in September). Select the holiday date from the appropriate dropdown menus. The third option is for use when you do not wish for this holiday to recur from year to year. Enter the exact month, date and year for this holiday. Setting Up Your Company

14 8 Qqest Software Systems, Inc. 5. The Pay Codes section of the screen allows you to specify how employees are to be paid when they work hours on this holiday date. Refer to the electronic help system for information on setting up and using Pay Codes. 6. The final section of the screen allows you to specify some rules which define how this holiday is handled by the system. Select the Generate Hours option if you would like the system to automatically generate holiday hours for employees who are assigned to this policy. Note: The only time this option would be left unchecked is if you were using this Holiday Policy to award employees an accelerated rate of pay for hours worked on a holiday. With this option unchecked, no other Holiday Rules apply. Select the Receive Holiday and Worked Hours option if you would like employees who clock in for work on this day to receive hours for both the time they worked, as well as the holiday hours automatically generated by the system. Note: With this option unchecked, if an employee clocks in on this holiday their time clock punches will override the holiday hours automatically generated by the system. A Probation Period is used when an employee is not eligible to receive hours on this holiday until they have been employed with the company for a minimum number of days. Select this option and enter the desired minimum number of days, if desired. From the Base Pay Code drop-down menu, select the pay code that you would like assigned to holiday hours automatically generated by the system. Refer to the electronic help system for further information on setting up and using Base Pay Codes. Select the Require Prior Shifts option if you require that employees assigned to this holiday work a specified number of their scheduled shifts prior to the holiday in order receive holiday hours from the system. Enter the desired number of prior shifts into the designated field.

15 TimeForce Essentials 9 Meal Policies Select the Require Following Shifts option if you require that employees assigned to this holiday work a specified number of their scheduled shifts following the holiday in order to receive holiday hours from the system. Enter the desired number of following shifts into the designated field. 7. If you would like hours assigned to this holiday to be assigned to a specific department level, make the desired selection from the Department drop-down menu. 8. When you have completed the Holiday Policy setup, click on the [CREATE] icon at the bottom of the screen to add the policy to the system. A Meal Policy will automatically deduct a meal break from your employees' time and attendance hours totals. This makes it unnecessary for your employees to punch in and out at the time clock for their meal breaks. There are two different types of Meal Policies, Meal Threshold and Meal Window. A Meal Threshold deducts a set lunch amount from employee hours totals after they have worked a specified number of hours for the day. A Meal Window uses a specified range of time during which the meal deduction is taken. If an employee punches during the specified meal window, the automatic deduction is overridden, and the actual punch times are used. A Meal Window can also be configured to automatically deduct the remaining lunch amount when an employee takes less than the required number of minutes. Setting Up Your Company

16 10 Qqest Software Systems, Inc. Creating a Meal Threshold Policy Use the following instructions to create a new Meal Threshold policy. 1. From the Administration Links section of the main Admin screen, click on the Meal Policies link located under the Policies heading. The Meal Policies screen opens. 2. Each Meal Policy that has been previously created is listed under the appropriate header. To create a new threshold policy, click on the [ADD] icon located directly below the Meal Threshold Policies section of the screen. The Meal Policy screen appears. 3. Enter a name for the policy, and specify the Threshold Amount in decimal hours. This is the amount of time that the employee must work before the automatic meal deduction will occur. Example: If an employee is to receive a half hour lunch break after they have worked for four hours, 4 would be entered into this field. 4. The Type setting allows you to specify whether the meal is to be generated as an automatic deduction on the employee's time card, or paid out as a disbursement (or, dollar amount). When using Disbursement, specify the Disbursement Amount, and select a Disbursement Type from the drop-down menu. Refer to the electronic help system for more information on creating and using Disbursements. 5. With the Deduct Time option selected, the amount specified will be deducted from the employee's time card. Refer to the electronic help system for information on how to use a policy with this option unchecked. 6. Enter the Deduction Amount in decimal hours. This is the number of minutes/hours that will be deducted from the employee's Time Card once the specified Threshold Amount has been reached. 7. Click on the [SAVE] icon to save the Meal Policy.

17 TimeForce Essentials 11 Creating a Meal Window Policy Use the following instructions to create a Meal Window policy. 1. From the Administration Links section of the main Admin screen, click on the Meal Policies link located under the Policies heading. The Meal Policies screen opens. 2. Each Meal Policy that has been previously created is listed under the appropriate header. To create a new Meal Window policy, click on the [ADD] icon located directly below the Meal Window Policies section of the screen. The Meal Policy screen appears. 3. Enter a name for this policy in the Name field. 4. Enter the Start Time and the End Time of the meal window. 5. Enter the Window Duration in minutes. This is the number of minutes during which any punch at the clock will be perceived by the system as a meal/lunch punch. 6. Enter the Deduction Amount in decimal hours. This is the amount that will be deducted from the employee's Time Card when no punches are entered during the specified meal window. 7. Select the Auto Deduct option if you would like a meal break to be automatically deducted when an employee does not punch at the clock. With this option de-selected, no automatic deduction will occur, but the policy will still be used to generate Short/Long Lunch punch errors on the employee's Time Card. 8. Select the Force Full Deduction option if you would like the system to automatically deduct the remainder of the lunch break when the employee clocks out for less than the specified Deduction Amount. 9. The Only Lunch Punches option is used with Job Transfer Punching. With this option enabled, the automatic lunch deduction will only be overridden if the punches entered during the meal window are flagged as Lunch punches (either from the clock keypad, or through direct system entry). This allows employees to enter job transfer punches at the clock during the meal window without overriding their automatic lunch deduction. 10. Click on the [SAVE] icon to save the Meal Policy. Setting Up Your Company

18 12 Qqest Software Systems, Inc. Rounding Policies Rounding policies are used to round your employees punches from the time clock according to the policy settings. There are three types of rounding policies, Range Rounding, Interval Rounding and Shift Rounding. The most commonly used method of rounding is Interval. Creating an Interval Rounding Policy An Interval rounding policy allows you to select a rounding interval (such as 15 minutes ), and a rounding method (such as Nearest, Up or Down ). You can also select which punches are to be rounded ( All Punches, First IN Punch, Last OUT Punch, etc.). 1. From the main Admin tab, click on the Rounding Policies link located under the Policies section of the screen. 2. Click on the [ADD] icon located at the bottom of the Interval Rounding Policies section of the screen. 3. Enter a Name for this policy as you would like it to appear in the system. 4. Select the desired Interval from the drop-down menu, and specify the rounding Median. 5. Select the rounding Method from the drop-down menu, and specify which punches are to be rounded from the Punch Type field. 6. Click on the [SAVE] icon to save the rounding policy. Example: The rounding interval is set to 15 Minutes. The method is set to Nearest. The punches that are selected to be rounded are First IN Punches. The first in punch of the day is rounded to the nearest 15 minutes. No other punches are rounded. Refer to the electronic help system for information on setting up and using Range Rounding and Shift Rounding policies.

19 TimeForce Essentials 13 Departments Departments allow you to create the department levels that your company uses. They can be set up with multiple levels, or sub-departments. There is no limit to the number of sub-departments that can be created. Employees are assigned to a Default Department, allowing you to track hours and earnings on a by-department level. When using a compatible model of time clock, employees can specify what department they are clocking in or out of by assigning the punch a department number. Creating a Department Level 1. From the main Admin tab, click on the Department Structure link located under the Company section of the screen. 2. Your current departments are displayed in a tree-diagram. If no departments exist, the main top level department is displayed with your company name. 3. Click on the icon to create a new department level. Note: Clicking on the add icon next to any department creates a sub-department of that level. 4. Select Active or Inactive from the Status drop-down menu, and enter a Name for this department as you would like it to appear in the system. 5. The Export Code is used when exporting departmental hours to an external payroll program. Some payroll programs require a specific setup for this option. Ensure that you are aware of your payroll program s requirements. 6. Enter the department Number that employees will use to punch at this department from a time clock. 7. Select this department s Parent level from the drop-down menu (this department will be a sub-department of its Parent level). 8. Click on the [SAVE] icon to save the department level. Setting Up Your Company

20 14 Qqest Software Systems, Inc. Policy Groups A Policy Group is a group of employees who are assigned to the same pay policies (such as pay period, overtime policies, accruals, etc.). Policy Groups can be used to mass-edit a group of employees and assign them to all policies contained within the group. Creating a Policy Group 1. Click on the main Admin navigation tab at the top of the screen, and then on the Policy Groups link located under the Personnel section of the screen. The Policy Groups Setup screen appears. 2. Click on the [ADD] icon to create a new group. 3. Enter a Name for this group as you would like it to appear in the system. 4. To assign employees to this group, click on the icon next to the Show Employees header. All of your employees are displayed in the Unselected box. To filter the list of employees by the department they are assigned to, make the desired selection from the Department Filter drop-down menu. 5. From the Unselected box, highlight the employees that you would like to assign to this group. Hold down the {CTRL} or {SHIFT} key while clicking to select multiple employees. Note: Use the Quick Search box to search for employees by first or last name, employee ID, or card number. 6. Click on the icon. The highlighted employees are moved to the Selected box. 7. The group must be created before policies can be assigned. Click on the [CREATE] icon located in the lower right-hand corner of the screen. 8. The Employee Pay Policies section of the screen appears. This section contains multiple headers for the pay policies that you can attach to this Policy Group. Click on the icon and make the appropriate selections for each policy that you would like to assign to the group.

21 TimeForce Essentials Click on the [UPDATE] icon to save the changes that you have made. Employee Profiles Each employee whose hours and earnings are to be tracked by the Time- Force system must be set up with an Employee Profile. Several levels of employee information can be tracked by the system. Set up employee profiles with as much or as little employee info as desired. Employee Pay Policies and Position an Salary records are also created from this section of the program. Note: With a Company Default selected in the Pay Periods section of the program, the option to assign new employees to a pay period will not appear on this screen. Employees will be automatically assigned to the period marked as the company default. The default Pay Period selection can be changed from the main Employees section of the program. Adding an Employee Profile To create a new employee profile, click on the main Employee navigation tab at the top of the screen, and then on the [DETAILED ENTRY] icon located under the New Employee section of the screen. The screen that appears is broken up into several sections, Required Information, Photo, Suggested Information, and Demographics. Required Information This section contains the most basic employee information. The First Name, Last Name, Employee ID, and Hire Date are required. Click on the icon to select the hire date from a calendar. This field is populated by the computer s system date by default. Photo This section of the screen allows you to upload a photograph of the employee. The optimal file size is 100 x 100. Click on the [BROWSE] icon to select an image. Setting Up Your Company

22 16 Qqest Software Systems, Inc. Suggested Information This section of the screen contains information that is not required by the system, but may be useful for reporting and functionality purposes. Enter as much information as desired. If you would like to assign the employee to a Position, make the desired selection from the drop-down menu. Note: Positions are customized from the System Customization section of the main Admin tab. If you would like to assign this employee to a Supervisor, make the desired selection from the drop-down menu. Select the employee's type of pay (as in Hourly, Salaried, Commission, etc.) from the Pay Type drop-down menu. Enter the employee's rate of pay into the Pay Rate field. Select the employee's interval of pay (as in Hourly, Monthly, Annually, etc.) from the Pay Interval drop-down menu. If you would like to assign the employee to a Base Pay Code in the system, make the desired selection from the drop-down menu. Note: Refer to the electronic help files for information on setting up an using Pay Codes. If you would like to assign the employee to a default department level, make the desired selection from the Department drop-down menu. This is the department assignment that will be used when specific departmental information is not entered by the employee with his or her punches. Demographics This section of the screen allows you to specify additional demographic information for the employee. Click on the icon located to the left of the header. Demographics are broken out into the following categories: Note: All demographic information is optional. Contact Information Enter the employee's address information into the appropriate fields. Various options in the system allow for confirmations to be sent to applicable employees. These message will be sent to the address specified in the field.

23 TimeForce Essentials 17 Enter the employee's work, home, cell, and pager numbers, as desired. Employee Status If the employee is no longer with the company (or was once terminated, but has since been rehired), enter the date of their termination into the Termination Date field. Click on the icon to select the date from a calendar. The Seniority Date field is used when the employee has been terminated and rehired. Click on the icon to select the date from a calendar. Enter the employee's date of birth into the Birth Date field. Click on the icon to select the date from a calendar. Select the Employee Type from the drop-down menu (as in Full Time, Part Time, On Call, etc.). With the Supervisor option enabled additional employee can be assigned to this employee as their supervisor. Select the Probation option to specify that the employee is on probation, if desired. Additional Information Enter the employee's Social Security Number into the SSN field. Enter the employee's drivers license number into the Drivers License field. Enter a Drivers License Expiration Date if desired. Select the employee's Union Status from the drop-down menu. If applicable, select a Disability from the drop-down menu. Select the employee's Ethnicity from the drop-down menu, if desired. Select the employee's Gender from the drop-down menu. Select the employee's Marital Status from the drop-down menu. If desired, enter a Nickname for the employee. If applicable, select a Military Branch from the drop-down menu. Select the Disabled Veteran option, if applicable. Select the Vietnam Veteran option, if applicable. Select the Smoker option, if desired. Enter any additional notes about the employee into the Notes box. There is a maximum of 200 characters. Setting Up Your Company

24 18 Qqest Software Systems, Inc. Clock Configuration Certain models of time clock allow for the uploading of employee information. This section is where the applicable information is specified. The Clock Password (in conjunction with a card number) is the password that the employee must enter to access the clock's menu options. The Clock Security field allows you to specify what level of access the employee will have to the clock's menu options. When using a time clock with an external door security device, the Allow Door Access option specifies whether the employee is to be allowed to gain access to the secured area with successful punch entry at the clock. Select the Display Clock Message to define that a clock message is to be persistently displayed to the employee when punching at the clock. Once the desired demographic information has been entered, click on the [SAVE] icon in the lower right-hand corner of the screen. Position and Salary Settings This screen allows you to define the employee s pay rate, job title and EEO category. This screen is also where employees are assigned to a supervisor. A detailed history is created, so that you can track an employee s position and salary changes over a period of time. 1. From the row of links located directly below the main program navigation tabs, click on Position and Salary. Select the desired Employee from the drop-down menu. 2. To insert a new record, click on the [ADD POSITION AND SAL- ARY] icon. 3. Specify as much or as little of the available information as desired and click on the [SAVE] icon.

25 TimeForce Essentials 19 Pay Policy Settings This screen is where you assign your employees to the company policies that have been created from the Admin section of the program. Policies such as Pay Period, Overtime, Rounding Policies, and Premium Pay all are applied here. 1. From the row of links located directly below the main program navigation tabs, click on Pay Policies. Select the desired Employee from the drop-down menu. 2. Each policy that you have inserted into the system from the Admin section of the program is displayed in a separate section. Click on the icon next to each header to display the contents of the section. 3. Add the employee to the appropriate pay policies as desired. There is no option to save. Your changes are automatically retained by the system. Customizing Time Clock Information Multiple levels of information can be uploaded to the clock from the TimeForce database. Note: The types of information that can be uploaded to the clock vary slightly depending on the model of clock that you are using. 1. From the TimeForce program, click on the main Clocks navigation tab at the top of the screen. 2. From the Existing Clocks section of the screen, click on [EDIT/ VIEW]. 3. Enter the desired search criteria into the Clock Settings section of the screen if desired, and click on the [DISPLAY] icon. Each time clock profile that has been entered into the system is displayed. Click on the link in the Number column to edit the profile of the clock that you would like to customize. 4. The Clock section at the top of the screen displays the clock information that was entered when the profile was created. The customizable settings appear below this section of the screen. The following types of information can be customized: Setting Up Your Company

26 20 Qqest Software Systems, Inc. Allowed Periods (IQ 1000\V850 Only): When using this feature, employees are only allowed to punch In or Out at the clock during the range of time specified. A supervisor override must be entered for punches outside of the specified range. For each day of the week, enter the start and end time of the range during which employees are allowed to punch. To leave the day unrestricted, set the start time to 00:00 and the end time to 23:59. Employees at Clock: This feature gives you the option of restricting the employees who are allowed to punch at the clock. A supervisor override is required for unassigned employees. By default, all employees are allowed to punch at the clock. Remove the check mark from the Send All Employees to Clock setting to view the assignment boxes. Any employee assigned to a department or supervisor listed in the Invisible box will not be assigned to the time clock. Any additional employee assignments not covered by the Department and Supervisor settings can be manually selected from the Employee boxes. Make the desired selections and click on the [<<] or [>>] icons. Departments at Clock (IQ 1000\V850 Only): This feature allows you to define which department levels your employees will be able to punch into and out from at the time clock. A supervisor override is required for unassigned departments. By default, all departments are allowed at the clock. Remove the check mark from the Send All Departments to Clock setting to view the assignment boxes. Any department level listed in the Invisible box will not be assigned to the time clock. Select the desired departments from the list and click on the [>>] icon assign them to the Visible box.

27 TimeForce Essentials 21 Using Your New System Test Punches Because TimeForce II presents a new and different way of handling time and attendance data for your employees, it is highly recommended that you perform a dry run, or test payroll. This ensures that you are familiar with the required processes before your actual time & attendance data is used. Select a number of employees who have been set up in the TimeForce II system to begin using the time clock side-by-side with your existing time & attendance system. This test data will allow you to perform your first payroll in TimeForce as a sample while you familiarize yourself with the new program. Correct Time Cards Once you have a pay period s worth of sample data to work with, your supervisor users can correct the Time Cards of the employees that they are assigned to in the system. The purpose of the Time Card screen is to ensure that your employees punches are correct before payroll is calculated. The screen is laid out in table format, with each column representing a day of the week. The column on the left-hand side of the screen shows the row headers. The time clock punches, total hours, overtime hours, lunch deductions, etc. all are shown as rows in the table. Any errors in the employee s time card are displayed as Error Codes. Most errors are brought to your attention for your information only (such as Long Lunch or In Late errors). However, some errors (such as Missed Punch or Duplicate Punch errors) should be corrected before payroll is processed. Using Your New System

28 22 Qqest Software Systems, Inc. Ensure the accuracy of the hours and earnings information on your employees Time Cards, and make edits at your discretion. Refer to the electronic help system for detailed information on the Time Cards screen and its functions. Supervisor/Employee Verification Once a pay period has ended, employee and supervisor users can Verify the Time Card. Verification ensures that all necessary parties have reviewed the hours and earnings data for the pay period, made any desired changes, and signed off on period, allowing payroll to be processed. The Verification setting is displayed at the bottom of the main Time Card screen. The appropriate employee or supervisor need only place a check mark in the box. Once verified, if any changes are made to the Time Card data for the period, all verification is stripped and must be performed again. Refer to the electronic help system for detailed instructions on setting up and using Verification Policies. Generating Reports The reports section of the program allows you to print comprehensive reports of your Time Card, Employee and Schedule information. It is suggested that you run reports, especially if you are not exporting your hours and earnings information to a payroll software. Click on the main Reports navigation tab to the top of the screen. Reports are broken up into several sections. The Audit Reports group allows you to monitor your employees punch exceptions, verifications, etc. The Employee Reports group details employee information such as birthdays, hire dates, anniversaries, etc.

29 TimeForce Essentials 23 The Schedule Reports group is used to view and print data based on the schedules that your employees are assigned to work in the system. Time Reports display the hours and earnings totals for your employees, as well as basic employee tracking information. The majority of reports that are typically used at the end of a pay period are located in the Time Reports group. Brief descriptions of the most commonly used Time Reports are as follows. Over/Under Hours This report allows you to specify a threshold for hours worked and then notifies you of any employees who have gone over or under the specified hours. Hours Detail This report displays a total of the hours that employees have worked for the specified date range. Totals are broken up by Regular, Overtime, Holiday hours, etc. All hours are totaled at the bottom of the report. Time Card This is the most commonly used time & attendance report. The report gives you a detailed breakdown of the hours and punches for the specified date range. Multiple levels of information can be displayed. Report Criteria and Filters When you click on any report in the system, the report criteria screen opens. This screen is used to set filters, specifying the types of data that you would like to see on the report. The available filters vary greatly depending on the report being printed. However, the process of specifying filters and generating reports is generally the same. Using Your New System

30 24 Qqest Software Systems, Inc. The header of each report displays the selected report group, and allows you to select a different report from the drop-down menu. Put a check mark in the box at the right-hand corner of the header to open the report in a separate browser window. A Date Range allows you to print only the data that falls within the selected dates. The range can be automatically specified using the drop-down menus at the end of the field, or Custom can be selected, allowing you to specify your own range. Click on the icon to select the dates from a calendar. The Employees section allows you to select a range of employees whose data you would like to view. This setting includes four selection boxes. Two each for Department, and Employee. Any department or employee listed in the Invisible box will not be included on the report. Select the desired departments/employees and use the arrow icons to move them to the Visible section of the screen. Note: By default, all employees are included on the report. The Additional Filters section of the screen allows you to specify additional filters for the report. The available filters vary greatly depending on the report being used. Select a setting from the dropdown menus to only view the specified data (as in data for a specific department, or employee type only). Put a check mark in the box next to each type of information that you would like to be included in the report (as in pay information or Signature Section ). Click on the [GENERATE] icon at the bottom of the screen to view the report. Close Pay Period This section of the program is where your final hours totals for a completed pay period are calculated. It is also where totals are exported to an external payroll management software (such as Quickbooks Pro or Peachtree). Closed pay periods are locked, preventing users from making edits to the punches contained within a period once payroll has been calculated.

31 TimeForce Essentials 25 Note: The Edit Workflow section of the program allows you to customize the steps that are included with the closing of a pay period. If you are not exporting your hours and earnings totals to an external payroll program, the Export to Payroll step can be removed from the workflow. See the electronic help system for more information. Creating an Export Template By default, the final step in closing a pay period is to export the hours and earnings totals from the pay period to an external payroll program. Before you can export you must first create an Export Template for the payroll management software that you are using. The steps to creating a template vary depending on the payroll program being used. However, the basic procedures to creating a template and exporting your time and attendance data are the same regardless of which program you are using. 1. Click on the main Close Pay Period navigation tab at the top of the screen. 2. Under the Pay Period header, click on the [EXPORT TEM- PLATES] icon. Each existing and inactive template is displayed. To create a new template, click on the [ADD] icon in the lower lefthand corner of the screen. 3. Enter a Name for this export template as you would like it to appear in the system. 4. Select the Payroll Software that you are using from the drop-down menu. 5. If you would like this to be the default template that is used when exporting, click on the Company Default setting. This default can be changed during the exporting process. 6. Before custom fields can be specified, you must click on the [CRE- ATE] icon to save the export template. Click on the link in the Name column to edit the saved template. 7. The Custom Fields section contains settings unique to the payroll program that you are using. You must supply the export template with the settings used by your payroll software before pay period totals can be exported. Using Your New System

32 26 Qqest Software Systems, Inc. Note: Refer to the documentation on your payroll software for instructions on obtaining these settings. 8. Click on the [CREATE] icon to save the export template. Assigning an Export Template to a Pay Period An export template must be assigned to the pay period before it can be used to export the hours and earnings information from a closed pay period. 1. From the main Admin tab, click on the Pay Periods link located under the Policies section of the screen. 2. Click on the link located in the Name column for the desired pay period in the Active Pay Periods section of the screen. 3. Make the desired selection from the Export Template drop-down menu, and click on the [SAVE] icon to save the changes to the pay period. Closing a Pay Period If errors are discovered that require correction before the period is closed, you can exit the screen by clicking on the [FINISH LATER] icon and return at any time. 1. Click on the Close Pay Period navigation tab at the top of the screen. 2. From the Pay Period section of the screen, click on the [CLOSE PAY PERIOD] icon. 3. Select the desired Pay Period and Date Range, and click on the [BEGIN] icon. 4. The Verification screen appears. This screen displays each employee assigned to the pay period, their hours and earnings information for the period, and whether or not Supervisor/Employee Verification has been performed. Review verifications as desired and click on the [NEXT] icon located in the Steps box at the top right-hand corner of the screen.

33 TimeForce Essentials The Review Time Card Error Reports screen appears. Each employee with errors on their Time Card is displayed under the Employees with Errors header. Click on the View link next to the desired employee s name to view the errors. Most errors are displayed for your information only, but certain errors (such as Missed Punch or Duplicate Punch ) should be corrected before closing the period. Review errors as desired. Click on the [REFRESH] icon to refresh the error list when corrections are made. Click on the [NEXT] icon to continue. 6. The Review Payroll Data screen opens. This screen displays employee grand totals for the pay period broken down by pay code, overtime hours, disbursements, etc. Review employee totals and click on the [NEXT] icon to continue. 7. The Close Pay Period and Lock screen opens. The name of the pay period is displayed, along with the starting and ending dates. A status of Locked is displayed. Click on the [COMPLETE] icon to finish closing the period. Note: Once a pay period has been locked, the punches within that period can no longer be edited from the Time Card section of the program. 8. The Process Accruals screen opens. The name, starting and ending dates of the pay period are displayed along with the pay period status. Click on the [PROCCESS ACCRUALS] icon to generate accruals for employees based on the hours worked for this pay period. 9. The Print Time Cards screen opens. This screen displays the Time Card from the Reports section of the program, and allows you to easily print Time Cards for your employees and supervisors to sign and date, if desired. Click on the [PRINT] icon located in the upper left-hand corner of the screen. Click on the [NEXT] icon to continue. You are now ready to export your pay period data to an external payroll software. Refer to the following section for exporting instructions. Using Your New System