TimeCard & TimeClock Options
1. Main
Select this check box to allow data transfer from the TimeCard module to the Payroll module. Clear this check box if you do not want to integrate with Payroll.
Select this check box to create and maintain a detailed history file. Clear this check box if you do not want to keep a history of any updated TimeCard entries.
Select this check box to allow salaried employees to be entered from the TimeCard module. Clear this check box to prevent salaried employees from being entered.
Disable Display of Weekly Hours Worked
Select this check box if you do not want to display an employee's total hours for the week during TimeCard data entry. Selecting this check box may result in faster data entry because TimeCard will not total weekly hours for each employee on each entry. Clear this check box to display total hours for the week. If you are using the TimeClock feature, you must clear this check box in order for overtime "awareness" on an hours-per-week basis to be in effect.
Display Wage Rates on Data Entry Window
Select this check box to display employee wage rates during TimeCard data entry. Clear this check box if you do not want to display wage rates.
Password for Wage Rate Changes
Type a password that users must enter when trying to change the displayed wage rate. This field is available only if the Display Wage Rates on Data Entry Window check box is selected.
Select this check box to include employee wage rates on TimeCard reports. Clear this check box to exclude wage rates from reports.
Print Employee Age on TimeCard Report
Select this check box to include employee ages on the TimeCard Report when sorted or subsorted by employee number. Employee ages will appear on the TimeCard Report when sorted by earnings code/employee number, department worked/employee number, and employee number/earnings code. Clear this check box to exclude employee ages.
Select this check box to delete negative checks before transfer into Payroll. Clear this check box if you do not want to delete negative checks.
Require Approval Before Posting
Select this check box to require the Approval check box to be selected in TimeCard Entry and Edit for a TimeCard entry before the entry can be posted to either the Job Cost or Payroll module. Clear this check box to disregard the status of the Approval check box when posting.
Default Approval Status for New Records
Select this check box to default the Approval check box to selected in TimeCard Entry and Edit and TimeCard Entry - New Entries Only for new records. Clear this check box to default the Approval check box to cleared.
Control Data Access by User ID
Select this check box to restrict access to TimeCard records by user ID; data entry will be controlled by the user logon name and new entries are stamped with this ID. Changes and reports will operate for that ID only, unless the override password is selected. You will be prompted for a password to access overrides. Clear this check box if you do not want to restrict access by user ID.
Master Password for Access Override
Type the password to use to access overrides. This field is available only if the Control Data Access by User ID check box is selected.
Type a starting timecard series number. TimeCard entries will be sequentially assigned the next series number.
Detail Level for Payroll Entries
Select a Detail level for payroll entries. When TimeCard entries are used by Payroll, they are normally consolidated into fewer payroll line items than there are TimeCard entries. TimeCard entries that only vary by date worked and sequence number are combined.
Select No Detail to not include line item detail in Payroll.
Select Detail By Date to include separate line items in Payroll for different dates.
Select Full Detail to include a separate line item in Payroll for every TimeCard entry.
Type the date that represents the first day of a work week. This date allows TimeCard to accurately calculate the weekly hours during data entry. This date should be prior to the date of the first TimeCard entry you make. It does not need to be changed unless your work week starting day changes.
2. Job Cost
Select this check box to allow data transfer from TimeCard to Job Cost. All Payroll postings are made through TimeCard; no postings to Job Cost can be updated through Payroll Data Entry. Clear this check box if you do not want to integrate with Job Cost.
Validate Cost Code/Earnings Code Combinations
Select whether cost code and earnings code combinations are validated.
Select No Validation if you do not want to validate cost code and earning code combinations.
Select TimeCard Entries Only to validate TimeCard entries.
Use Cost Code/Earnings Code Setup to build valid combinations of cost codes from Job Cost and earnings codes from Payroll that can be used in TimeCard data entry. For more information, see Cost Code/Earnings Code Setup.
This field is available only if the Integrate with Job Cost check box is selected.
Enter the general ledger account number to use to post TimeCard entries, or click the Lookup button to list all general ledger account numbers. This account is used when TimeCard is integrated with Job Cost.
The Earnings Accrual account is credited and the Work in Process or Expense account defined in Job Cost is debited during the Daily Transaction Register update. When Payroll entries with a job number are processed and updated, an expense amount will post to this accrual account. An entry is required in this field; it is recommended that you use a unique number for the Earnings Accrual account. This field is available only if the Integrate with Job Cost check box is selected.
Require Job Number on All Entries
Select this check box to make Job Number a required entry field during TimeCard data entry. Clear this check box if a job number is not required. This check box is available only if the Integrate with Job Cost check box is selected.
Prevent Entry of Job with Invalid Status
Select this check box to prevent entry of a job with an invalid job status, as defined in the Job Statuses to Allow field. When a job number with an invalid status is entered, a message will appear that lists the valid job statuses, and the user will be prevented from continuing with the current job number. Clear this check box to display a valid job status message only. This check box is available only if the Integrate with Job Cost check box is selected.
Use Pay Rate for Cost Code Entered
Select this check box to use the pay rate specified in the Unit Cost field in the Cost Code Detail window in Job Cost Job Masterfile Maintenance when a valid job number and cost code are entered during TimeCard data entry. Clear this check box to use the employees' pay rate. This check box is available only if the Integrate with Job Cost check box is selected.
Apply Pay Rate Multiplier from Earnings Code
Select this check box to apply the pay rate multiplier from the earnings code to the cost code unit cost. Clear this check box if you do not want the pay rate multiplier applied. This check box is available only if the Integrate with Job Cost and Use Pay Rate for Cost Code Entered check boxes are selected.
Use TimeCard Date Worked as Transaction Date
Select this check box to update Job Cost transaction detail postings with a transaction date of the TimeCard date worked; Job Cost period-to-date, year-to-date, and job-to-date postings and General Ledger posting dates will not change. Clear this check box to use the TimeCard accounting date. This check box is available only if the Integrate with Job Cost check box is selected.
Select this check box for each job status to allow, or select the All check box to allow all job statuses. Clear this check box for each job status to not allow. This check box is available only if the Integrate with Job Cost check box is selected.
3. TimeClock 1
Select this check box to activate the TimeClock feature on a company-by-company basis. Clear this check box to deactivate the feature.
Integrate TimeClock with Job Cost
Select this check box to integrate TimeClock with the Job Cost module; job numbers and cost codes can be entered in TimeClock Punch In/Punch Out, and employees can punch out of a job without punching out of TimeCard. Clear this check box if you do not want to integrate with Job Cost. This check box is available only if the Enable TimeClock Operation check box is selected.
Note TimeClock can be integrated with Job Cost only if TimeCard is integrated with Job Cost.
Allow Direct Access to Data Entry Window
Select this check box to allow the starting of TimeCard Entry and Edit and TimeCard Entry - New Entries Only from a batch file or script file and restrict employees from the menu. Clear this check box to allow employee entry in TimeCard Entry and Edit and TimeCard Entry - New Entries Only through the menu. This check box is available only if the Enable TimeClock Operation check box is selected.
Display SSN During Punch In/Out
Select this check box to include the employee's Social Security number in the TimeClock Punch In/Punch Out window. Clear this check box to exclude the Social Security number. This check box is available only if the Enable TimeClock Operation check box is selected.
Display Exception Codes During Punch In/Out
Select this check box to include exception codes in the TimeClock Punch In/Punch Out window. Clear this check box to exclude exception codes. This check box is available only if the Enable TimeClock Operation check box is selected.
Note New exception codes are processed during punch out only.
Display Extra Fields During Punch In/Out
Select this check box to include the Department, Labor Code, W/C Code, State, and Local fields in the TimeClock Punch In/Punch Out window. Clear this check box to exclude the extra fields. This check box is available only if the Enable TimeClock Operation check box is selected.
Select this check box to require employees to enter a password for each TimeClock punch in or punch out. Employee passwords are established using TimeCard Employee Maintenance. Clear this check box if employee passwords are not required. This check box is available only if the Enable TimeClock Operation check box is selected.
Punch Time Display/Print Format
Select a punch time display and print format.
Select Standard for a 12-hour standard clock display and print setup.
Select Military for a 24-hour military clock setup.
This field is available only if the Enable TimeClock Operation check box is selected.
Round Punch In/Out Time to Nearest xx Minutes
Select the number of minutes punch in/out times are rounded to (1, 5, 10, 15, 20, or 30). This field is available only if the Enable TimeClock Operation check box is selected.
Select a method for rounding punch-in time.
Select Forward to round the punch-in time forward to the closest number of minutes specified in the Round Punch In/Out Time to Nearest xx Minutes field.
Select Backward to round the punch-in time backward to the closest number of minutes specified in the Round Punch In/Out Time to Nearest xx Minutes field.
Select Closest Minute to round the punch-in time to the closest minute.
This field is available only if the Enable TimeClock Operation check box is selected.
Note Lunch punch times are not affected by the methods selected in the Round Punch In Time and Round Punch Out Time fields.
Select a method for rounding punch-out time.
Select Forward to round the punch-out time forward to the closest number of minutes specified in the Round Punch In/Out Time to Nearest xx Minutes field.
Select Backward to round the punch-out time backward to the closest number of minutes specified in the Round Punch In/Out Time to Nearest xx Minutes field.
Select Closest Minute to round the punch-out time to the closest minute.
This field is available only if the Enable TimeClock Operation check box is selected.
Note Lunch punch times are not affected by the methods selected in the Round Punch In Time and Round Punch Out Time fields.
Select the default punch-in method.
Select Employee No. with Dep to require employees to punch in by entering their employee number, including the department.
Select Employee No. without Dep to require employees to punch in by entering their employee number without the department.
Select Social Security No. to require employees to punch in by entering their Social Security number. This method is available only if the Display SSN During Punch In/Out check box is selected.
This field is available only if the Enable TimeClock Operation check box is selected.
Ignore How Many Leading Characters
Type the number of leading characters (up to 6) to ignore when validating an employee punch in. This feature is useful in bar code entry operations when the badge number contains characters in addition to the employee number. This field is available only if the Enable TimeClock Operation check box is selected, and if Employee No. without Dep or Social Security No. is selected in the Default Punch In Method field.
Note If a space is the first leading character, you must place a hyphen (-) before the first character of the Social Security number.
Ignore How Many Trailing Characters
Type the number of trailing characters (up to 5) to ignore when validating an employee punch in. This feature is useful in bar code entry operations when the badge number contains characters in addition to the employee number. This field is available only if the Enable TimeClock Operation check box is selected, and if Employee No. without Dep or Social Security No. is selected in the Default Punch In Method field.
4. TimeClock 2
Select this check box to add an exception code to the TimeCard entry when changes are made in the Hours Worked (Decimal) and Hours Worked (Clock) fields on the TimeCard Entry and Edit Main tab. Clear this check box if you do not want to add an exception code to the entry.
Select this check box to add an exception code to the TimeCard entry when changes are made in the Time In and Time Out fields on the TimeCard Entry and Edit Main tab. Clear this check box if you do not want to add an exception code to the entry.
Select this check box to add an exception code to the TimeCard entry when changes are made in the Exceptions field on the TimeCard Entry and Edit Additional tab. Clear this check box if you do not want to add an exception code to the entry.
Select this check box to add an exception code to the TimeCard entry when changes are made to break deductions set up for a shift in TimeClock Shift Maintenance. Clear this check box if you do not want to add an exception code to the entry.
If this check box is selected, an Override button appears on the Main tab in TimeCard Entry and Edit and TimeCard Entry - New Entries Only, allowing you to override automatic break deductions. The Override feature applies to open entries only; you can override automatic break deductions only if you are creating an entry or closing an open entry.
Select this check box to allow employees to make changes in the Time In and Time Out fields on the TimeCard Entry and Edit Main tab. Clear this check box to prevent changes in the Time In and Time Out fields.
Select this check box to allow employees to make changes in the Exceptions field on the TimeCard Entry and Edit Additional tab. Clear this check box to prevent changes in the Exceptions field.
Select this check box to allow employees to make changes in the Hours Worked fields on the TimeCard Entry and Edit Main tab. Clear this check box to prevent changes in the Hours Worked fields.
Select whether the Rapid Entry feature is enabled.
Select Yes to use the Rapid Entry feature. Each time a valid employee number and password, if required, is entered in TimeClock Punch In/Punch Out, the next logical punch action will take place automatically. For example, if the employee is currently punched in, they will be punched out; if they are punched out for lunch, they will be punched in from lunch.
Select No if you do not want to use the Rapid Entry feature.
Select Edit Mode to allow employees to edit specific fields (for example, the Earnings Code and Labor Code fields) during the final punch out for the day.
This field is available only if the Allow Repunches check box is cleared.
Rapid Entry Delay Period (in Seconds)
Type the number of seconds the TimeClock Punch In/Punch Out window should display before refreshing. This field is available only if Yes or Edit Mode is selected in the Enable Rapid Entry field and if the Allow Repunches check box is cleared.
Select this check box to provide the option to punch out of the current TimeClock record and punch in again automatically. This option can be used to change job numbers, departments, or labor codes, without having to punch out and then punch back in again when the Display Extra Fields During Punch In/Out check box is selected. Additionally, you can avoid certain exception and rounding processing on the repunch records. Clear this check box if you do not want to allow repunches.
Treat Repunches as Continuations
Select this check box to consider a repunch to be a continuation of the original punch-in record. The records in the repunch set will have the following characteristics.
The punch-in time of each record will be identical to the punch-out time of the previous record (except in the case of the originating record).
The punch date of each record will be identical to the date of the originating record.
All punch-in exception information will be applied to the originating record only. All punch-out logic will be applied to the final record only.
The punch-in time will be rounded for the originating record only. The punch-out time will be rounded for the final record only. No rounding will be performed on the punch times of records in between.
The originating record will be assigned an exception code of RI (Repunch–Original In). The final record will be assigned an exception code of RO (Repunch–Final Out). All records in between the originating and final records are assigned an exception code of RC (Repunch–Continuation).
Clear this check box to use repunches as a quick means of punching out and then punching back in again. The only difference between repunching and actually punching out and then back in again will be that the out time of the first record and the in time of the second record will be the same, and the series number of the two records will be the same.
Type the prompt to be used for repunches. For example, if you will be using repunches primarily to change job numbers, you can enter Job in this field; a Job button will appear in the TimeClock Punch In/Punch Out window. A prompt is required in order to use the Repunch feature.
Recalculate Hours Worked when Punch Times Change
Select this check box to recalculate the Hours Worked fields on the TimeCard Entry and Edit Main tab when changes are made to punch-in/punch-out times. Clear this check box if you do not want to recalculate hours worked.
Select this check box to allow lunch punches to be set up on a shift-by-shift basis. Clear this check box if you do not plan to use lunch punches.
Allow Overrides of Break Deductions
Select this check box to allow users to override the automatic break deductions in TimeCard Entry and Edit and TimeCard Entry - New Entries Only. A password can be established in the Override Password field. The Override feature applies to open entries only; you can override automatic break deductions only if you are creating an entry or closing an open entry.
Type an override password. A user must enter this password to override break deductions during "new entry only" sessions.
5. Certified Rpt 1
Print Standard or Calculated Wage Rate
Select the method for determining the value that prints in the Hourly Rate of Pay column on the Certified Payroll Report.
Select Standard to print the rate indicated in the Pay Rate 1 field in Payroll Employee Maintenance on the regular hours line on the Certified Payroll Report.
Select Calculated to calculate an employee's pay rate for both regular and overtime hours; the rate is calculated by dividing the total dollars paid to the employee on that job by the number of hours worked. Regular and overtime rates are calculated separately.
Include Entries with No Job Number
Select this check box to include employees' check entries that do not reference a job on the Certified Payroll Report. Clear this check box to exclude employees' check entries that do not reference a job.
Print Additional Personal Data
Select this check box to include each employee's sex, race, federal filing status, and number of federal exemptions next to the Social Security number on the Certified Payroll Report. Clear this check box to exclude this information from the report.
Print Payroll Week Prompt and Job Contract Number
Select this check box to display the Payroll Week prompt during manual entry and print the job contract number from the Job file. Clear this check box if you do not want to display the prompt or print the job contract number.
Print Separate Entries for Each Labor Code Used
Select this check box to print the actual labor codes used on the TimeCard entries in the Work Classification column on the Certified Payroll Report; the employee may appear multiple times on the same job. The values for hours worked, hourly rate of pay, and gross amount earned for the job will include only hours worked on the indicated labor code. In cases in which the employee appears multiple times, a subtotal for the employee will be printed. Clear this check box to list each employee only once per job, regardless of how many and which labor codes were used; the labor code and description that print in the Work Classification column will be taken from the Employee file.
Select this check box if you require a Statement of Compliance (SOC) for every job. Clear this check box if you do not require an SOC. Click the Edit Report button to edit the SOC.
Select a format for the Certified Payroll Report.
Select Standard to print the Certified Payroll Report using a standard format (132 columns); the standard format does not include job or report totals.
Select Wide to print the report using a wide format (225 columns); verify that your printer will support 225 columns in compressed print.
Select this check box to break down "Other" deductions; employee deductions and taxes will be listed separately without an "Other" category. Clear this check box if you do not want to break down "Other" deductions. This check box is available only if Standard is selected in the Use Standard or Wide Format field.
Include Employer Contributions in Breakdown
Select this check box to include employer contributions in the breakdown of "Other" deductions. Clear this check box to exclude employer contributions. This check box is available only if the Break Down "Other" Deductions check box is selected and Standard is selected in the Use Standard or Wide Format field.
6. Certified Rpt 2
Deduction Codes for Vacation Deduction
Enter up to four vacation deduction codes, or click the Lookup button to list all deduction codes. The sum of these deductions will print in the appropriate columns on the Certified Payroll Report.
Deduction Codes for H_W Deduction
Enter up to four health and welfare deduction codes, or click the Lookup button to list all deduction codes. The sum of these deductions will print in the appropriate columns on the Certified Payroll Report.
Deduction Codes for Pension Deduction
Enter up to four pension deduction codes, or click the Lookup button to list all deduction codes. The sum of these deductions will print in the appropriate columns on the Certified Payroll Report. This field is available only if Standard is selected in the Use Standard or Wide Format field on the Certified Rpt 1 tab.
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