Financial Management for Windows. PRWIN Time Card / Time Clock Setup and Instructions for Use. Software Technology, Inc 1 Copyright /30/2012

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2 Table of Contents Table of Contents... 2 Introduction... 3 Time Card/Time Clock Setup Pre Maintenance...4 Definitions...4 Time Cards Entered by Job Title...4 Creating Job Titles...4 Job Title Organization...5 References Job Titles Clean Up Job Titles...5 Reports Job Class/Title List Verify Job Title Changes...6 References Job Classifications Assign Default Job Title...7 Data Entry Employees Change Incorrect Job Titles...7 Reports Employee List Search for Incorrect Job Titles...8 Time Card Setup Preferences for Manual Entry... 9 Time Card Instructions Manual Entry...10 Time Clock Setup Preferences for Time Clock Entry...12 Time Clock ID...12 Job ID...13 Type-of-pay ID...13 Time Clock Codes Magnetic Media for Time Clock Company...14 Time Clock Data Collection Instructions for Use...15 Collect Time Clock Data...15 Time Card Maintenance - View Collected Time Card Data...16 Remove Time Clock Data...17 Time Clock Exceptions and Errors Fix All (Document Examples)...18 Exceptions...18 Errors...20 Verify all Exceptions and Errors have been Eliminated - Validate...22 Time Card Report...23 Import Time Cards into Payroll...24 Possible Exceptions and Errors...26 Software Technology, Inc 2 Copyright 2012

3 Time Card / Time Clock Introduction The Time Card / Time Clock feature is available in PRWIN version or higher with a Go Green license that can be purchased by contacting Sales at or FM Support at or fmsupport@sti-k12.com. Time Card Time Card refers to a data entry section of PRWIN that allows manual pre-entry of time cards which is later imported into a payroll. Time Clock Time Clock refers to third-party software that has a time clock option. An employee s time is entered in the time clock software and a file is created. PRWIN collects the data from the time clock software file, automatically loads it into the Time Card section, and it is later imported into a payroll. Software Technology, Inc 3 Copyright 2012

4 Time Card / Time Clock Setup Pre Maintenance To begin using the Time Card/Clock feature the Job Titles must be orderly. In some cases the Job Classifications may also need to be re-organized which can be a lengthy and tedious process. Please contact FM Support at or fmsupport@stik12.com for advice and assistance. To use the Time Card/Clock feature it is not a requirement to re-organize the Job Titles, but it is highly recommended. Disorderly Job Titles will make using this feature cumbersome. Definitions Job Classification(Class) = The main job, such as Transportation. Job Title = A breakdown of the Job Class according to the job being performed by the employee, such as Trans Regular Route, Trans AM Route, Trans PM Route, Trans PreK Route, Trans Field Trips, or Trans Athletic Trips. Time Cards Entered by Job Title The Time Cards are entered using the employee s Job Title. The third-party Time Clock software system also uses the Job Title to enter time. Creating Job Titles Previous to PRWIN version , Job Titles were selected from the drop down( ) or added new by typing in the Job Title field on the Job Class tab of employee maintenance. Now Job Titles can only be selected by clicking the drop down( ). If the Job Title does not exist, go to References Job Titles where it can be added. In PRWIN version or higher there is a new Reference called Job Titles. Job Titles are added, edited, and deleted in this Reference option. This list will be displayed in the Job Title drop down( ) on the Job Class tab of employee maintenance. Software Technology, Inc 4 Copyright 2012

5 Job Title Organization References Job Titles Clean up Job Titles Job Titles will be in alphabetical order so they will be easy to find. The toolbar is active and all Job Titles can be edited. This edit will change the name in all areas where it can be seen or used. If the name of a Job Title is being changed keep it the same type. Example: Change Aide Elementary to Aide GS. Do not change Aide Elementary to Cafeteria Head Cook. If there are Job Titles that mean the same thing, select one and use it for all. Example: Cafeteria Help, Cafeteria(2), Café Worker, and Lunchroom all represent the same job. Choose the one used by most, change it to be what is needed, such as Cafeteria, and use it for all. It may be helpful to rename those that will not be used to begin with a Z such as Z Lunchroom so they sort at the end of the list. Instructions on how to find and change incorrect Job Titles on employees is on pages 7 and 8. A Job Title cannot be deleted if it is used on any record. A warning will be received if an active Job Title has been selected for deletion. To assist in making these changes, run a Job Class/Title List. See page 6. Software Technology, Inc 5 Copyright 2012

6 Reports Job Class/Title List Verify Job Title Changes Notice how all the Job Titles begin with a form of the Job Class name. This makes them easy to find and identify. Job Titles followed by a number will not be allowed by the time clock software. Example: Cafeteria(2) Software Technology, Inc 6 Copyright 2012

7 References Job Classifications Assign a Default Job Title Now that the Job Titles have been cleaned up, select a default Title for each Job Class. When a Job Class is added to an employee s record, the Job Title will default to the one selected here. If it is not the right one for this employee, it can be changed in the employee s record when it is being added. Data Entry Employee Change Incorrect Job Titles Go to each time card employee and make sure the Job Class is marked Hourly. Then look at the Job Title and see if it needs to be changed. If so, click Edit, click the Job Title drop down( ), and select the proper Job Title. See page 8 for instructions on how to search for incorrect Job Titles. Software Technology, Inc 7 Copyright 2012

8 Reports Employee List Search for Incorrect Job Titles While making the Job Title changes to the employee records, it may be helpful to run an Employee List as shown below. The report can be previewed to the screen to easily find Job Titles that need to be changed as follows: 1. Click the binoculars on the toolbar to search. 2. Type the name of a Job Title that needs to be replaced and press the Enter key or click the Find Next button. 3. Write down the name of the employee. 4. Press Enter or click the Find Next button over and over until a message is displayed that says no more can be found. 5. One by one, in Data Entry Employee, find each employee on the list and replace the Job Title. Software Technology, Inc 8 Copyright 2012

9 File Preferences/Setup Time Clock tab Manual Entry Date Range Time Card Setup Preferences for Manual Entry When entering time for an employee, there is a field for Begin Date/Time and End Date/Time. To make entering these fields quick and easy, the End Date can be defaulted to a certain number of days after the Begin Date. Choose the number of days that applies. Be sure to include weekend days in the count. Examples: If the hourly time is being entered daily then 0 days should be entered. If the hourly time is being entered weekly then 6 days should be entered. If the hourly time is being entered for a two-week period of time then 13 days should be entered and so on. This is only used when time is being imported from third-party time clock software. Software Technology, Inc 9 Copyright 2012

10 Time Card Instructions Manual Entry Data Entry Time Cards Only Job Titles that are hourly with active job statuses will be in the Time Cards Employee List. See screen below. To include inactive job Statuses, select ( ) Include Inactive. Dates: The dates entered are very important. When the Time Cards are imported into a payroll, the dates to import will be selected according to the date range of the payroll. Add time for an employee - 1. Select or search for the employee. 2. Add Software Technology, Inc 10 Copyright 2012

11 3. Begin Date/Time Type or select ( ) the Begin Date, press tab. Type or select the Begin Time, press tab. Hints on Entering the Time: The actual time does not have to be inserted. If it is not changed to reflect the actual working time, it will default to 12:00 am 12:00 pm. If the time is being entered daily the time can be what it really is. If the time is being entered for a date range, the time might be the employee s regular assigned schedule, such as 8:00 am to 4:30 pm. 4. End Date/Time Type or select ( ) the End Date, press tab. Type or select the End Time, press tab. See Hints on Entering the Time, step 3 above. 5. Units Type the number of Units worked, press tab. If the time is being entered daily with the exact Begin Time and End Time the Units will be automatically calculated. 6. Type If the type of pay is correct, press tab. If it is not correct click the drop down ( ) or the up/down arrow keys to make a selection then press tab. 7. Rate The rate of pay for the selected type of pay will default to what is entered on the employee s Income tab. It can be changed if necessary. Press tab. 8. Pay The units will be multiplied by the rate and entered in this field. Press tab. 9. Edit Accounts Press this button to change the employee s salary account number. This will also change the account number on the employee s Job Class tab. 10. Comments Type a comment if needed. Only part of the first line will print on the Time Card report. 11. Save 12. Skip to page 24 for instructions on importing time cards into a payroll. Software Technology, Inc 11 Copyright 2012

12 Time Clock Setup Preferences for Time Clock Entry File Preferences/Setup Time Clock tab The time clock software needs a way to identify the employee, the job, and the type of pay. The employee and job will be assigned IDs in preferences and the type of pay ID will be manually entered. Electronic files will be created to send to the time clock software company. Select ( ) Turn On Time Clock Feature Default Time Clock Employee ID Field as: ( ) No Default Enter all employee Time Clock IDs manually. ( ) Employee Number The Time Clock ID will be the same as the Employee ID. This is the option recommended. ( ) Auto Generate A random number will be assigned to the Time Clock ID. Software Technology, Inc 12 Copyright 2012

13 Default Time Clock Job ID Field as: ( ) No Default Enter all Job Title Time Clock IDs manually. ( ) Job Title The Job ID will be the same as the Job Title. ( ) Auto Generate A random number will be assigned to the Job ID. This is the option recommended. After making these two selections press the OK button. The Time Clock IDs for employees and job titles have now been assigned. References Income Types Click Add to add Unpaid as a new type of pay. Assign it a number in the sequence. The Time Clock software needs a way to identify the type of pay. Using the list below, manually type the three-letter Time Clock ID which represents the type of pay. Enter only the types of pay needed. The Description and Sequence No. are whatever the user prefers. Regular Pay... REG Overtime Regular Pay... OTR Overtime Double Pay... OTD Extra Pay... EXT Substitute Pay... SUB Unpaid... UNP Sick Pay... SIC Personal Pay... PER Professional Pay... PRO Vacation Pay... VAC Holiday Pay... HOL Bereavement Pay... BER Jury Duty Pay... JUR If you have a type of pay used by hourly employees that is not listed here, please contact FM Support at or fmsupport@sti-k12.com. When finished click Close. Software Technology, Inc 13 Copyright 2012

14 Payroll Magnetic Media Time Clock Codes 1. Create a folder called TimeClockCodesNameOfYourSchool on a selected drive. 2. Export File Path: Click the ellipses( ) button to select the folder just created. 3. Select ( ) Job Titles and click OK. 4. Select ( ) Employees and click OK. 5. Select ( ) Income types and click OK. 6. Three files will be created. Zip the folder in which they are contained and according to the instructions of the third-party software company, send the zipped file. Software Technology, Inc 14 Copyright 2012

15 Time Clock Data Collection Instructions for Use The time clock software company will send a file containing the data needed to load Data Entry Time Cards. Please contact the time clock company for details. Create a folder called TimeCards on a selected drive in which to store the file received from the time clock company. Data Entry Time Cards Collect Time Clock Data 1. Time Clock Systems Select the time clock software company. 2. File Path & Name Click the ellipses( ) to search for and select the time clock file. 3. Click OK. 4. View Time Cards The time clock data to be imported can be viewed. This grid can be printed by selecting the Print button. 5. Click Continue. If no exceptions or errors were received skip to page 24. All exceptions and errors must be fixed before continuing. See page 26 for a list of possible exceptions and errors and how they can be fixed. Software Technology, Inc 15 Copyright 2012

16 View Collected Time Clock Data Data Entry Time Cards Time Card Maintenance The information showing in Employee Detail reflects the data from the highlighted line in the Employee History grid. Clock Data: This shows that the information from the highlighted line in the grid was collected from the time clock. Each line entry has a unique time clock ID number. In the example above the number is If Clock Data is blank the record was manually entered. Valid column: A check indicates the record has no exceptions or errors. Clock column: A check indicates the record was collected from the time clock. Imp column: A check indicates the record has been imported into a payroll. Paid column: A check indicates the record has been included in a payroll and the check has been printed. Software Technology, Inc 16 Copyright 2012

17 Remove Time Clock Data Collected data can be removed for any reason as long as it has not been imported into a payroll. If it has been imported into the payroll, it must first be unimported from payroll and then it can be removed from Time Card Maintenance. A time clock file can be collected and removed over and over as necessary. If there are items that need to be fixed on the time clock side, that should be done first. Contact the time clock company for assistance. A new file will be sent so the bad data must be removed as follows: Data Entry Time Cards Remove Time Clock Data tab Click the drop down( ) to select the Purged Time Clock Data. Click OK. Go back to Step 1 on page 15. Software Technology, Inc 17 Copyright 2012

18 Exceptions and Errors See page 26 for a list of possible exceptions and errors and how they can be fixed. On pages see how to fix the 5 exceptions and 1 error received in the example used for this document. Exceptions example All Exceptions have something to do with the Job Title and all must be fixed. Data Entry Time Cards Time Clock Exceptions tab Highlight an exception and click. Search for the employee and select the correct Job Title. The correct Job Title cannot be selected here because it does not exist. Software Technology, Inc 18 Copyright 2012

19 In this example, go to Data Entry Employees and on the Job Class tab, select the correct Job Title, Custodial. Go back to Time Clock Exceptions and select Continue in this manner until all exceptions are removed from the list. Software Technology, Inc 19 Copyright 2012

20 Errors example All Errors must fixed. See page 26 for a list of possible exceptions and errors and how they can be fixed. To see the errors in this example go to Reports Time Card Report Group by: Report Options: Employee ( )Invalid ( )Show Time Clock Data Rate of Pay is Invalid The Time Clock Data shows that in the time clock software a pay type of SUB was used for the job title, Custodial Substitute. It should have been REG. In the example data, Tremont Training School, only teacher substitutes use the Substitute type of pay. Software Technology, Inc 20 Copyright 2012

21 Go back to Time Card Maintenance and select the employee. Type: Click the drop down( ) and select Regular Pay. Continue in this manner until all errors are removed. Software Technology, Inc 21 Copyright 2012

22 Verify all Exceptions and Errors have been Eliminated Go to Data Entry Time Cards Time Clock Exceptions Click Validate corrected. to make sure all exceptions and errors have been If the message says Validation Complete, continue to next page. If there are more exceptions and errors continue to fix them until all invalid records have been eliminated. See page 26 for a list of possible exceptions and errors and how to fix them. Software Technology, Inc 22 Copyright 2012

23 6. Data Entry Time Cards Time Clock Exceptions tab -OR- Reports Time Card Report Run the Unimported Time Card Report as shown below and verify all records are correct. Software Technology, Inc 23 Copyright 2012

24 Import Time Cards into Payroll End of Payroll Wizard Payroll Information Click Import Time Cards to Import all records from Time Card Maintenance that are on or before the end date of the date range of the payroll. Click Yes. Click OK. Software Technology, Inc 24 Copyright 2012

25 Payroll Information after import of time cards. Imported time card entries are gray lines. Selected lines are blue. Green lines represent Job Titles that are paid from a contract entered in the system. If changes need to be made, all time cards must first be unimported. 7. Continue with payroll as usual Software Technology, Inc 25 Copyright 2012

26 Possible Exceptions and Errors Exceptions All Exceptions will appear on the Time Clock Exceptions tab and will be listed in the grid. All Exceptions will be a problem with the Job Title. Examples: 436,Michael Jones,Custodian,34,06/01/2012,09:00,06/01/2012,09:30,0.00,UNP, Employee ID Michael Jones Employee Custodian PRWIN Job Title 34 Job Title ID 06/01/2012 Begin Date 09:00 Begin Time 06/01/2012 End Date 09:30 End Time 0.00 Units UNP Type of Pay ID Time Clock Record ID In this example, Michael Jones does not have a Custodian job title, but does have Summer Custodian. Either click Correct and select Summer Custodian or enter a Custodian job title in his record so it can be selected. 107,Marla Bennet,Custodian,34,06/01/2012,5:30,06/01/2012,10:30,5:00,REG, For this exception everything seems to be ok. Click Correct and select the employee and the job title so an association can be made between the exception and the employee. After validating the exception will be cleared, but an error will be displayed on the Time Card Report showing Invalid Emp ID. 504,Robert Orr,Custodian,00,06/01/2012,04:45,06/01/2012,11:15,06.50,REG, The 00 shows the Job Title ID is missing. Click Correct and select the correct job title. 637,Sara Kramer,Cafeteria,21,06/01/2012,07:30,06/01/2012,12:30,5.00REG, The Job Title ID, 21, is not the same as the Job Title ID in PRWIN. Go to References Job Titles and change the Time Clock ID. When all exceptions have been addressed, go back to the Time Clock Exceptions tab and Validate. Software Technology, Inc 26 Copyright 2012

27 Errors: To see the errors, run a Time Card Report. Examples: Job Class is Inactive Go to Data Entry Employees and one by one activate all inactive Job Classes. Income Type ID is Invalid An employee used an Income Type in the Time Clock that was either not in PRWIN or did not have a Time Clock Code. Go to References Income Types and add the Income Type and/or ID so it matches the Time Clock. - OR - The Time Card is missing the Pay Type. Go to Time Cards Time Card Maintenance and find the records with this error. Click Edit and select the correct Type of pay. Job Class is Salary All job classes used with the Time Clock must be Hourly not Salaried. Go to Data Entry Employees Job Class tab and change the job class to Hourly. Units are Invalid Go to Time Cards Time Card Maintenance tab. Highlight the employee with the error and the records will show in the grid. Fix the Units or delete the record if they are not to be paid. All records marked UNP (unpaid) should be deleted so $0.00 amounts will not be imported into payroll. When all errors have been addressed, go back to the Time Clock Exceptions tab and Validate. Software Technology, Inc 27 Copyright 2012