Time Clock  

In the Manage module, the Time Clock is at the upper right. Before using this feature, pay periods should be set up in Time Card Setup.

The employees are set up in the Employee list. To clock in, the employee should click their name and then the Clock In button. To clock out they click their name, then a status below the buttons, then the Clock Out button. This forces them to specify whether they are clocking out for lunch, break, or to go home for the day. The displayed time is the time of the computer where the mySQL program is running, so the time may be a minute or two different than the local computer time. This keeps all clocking in and out consistent throughout the office and prevents tampering with the computer clock if the server is physically inaccessible.

If employees want to see their time card, they can click their name and then the View Timecard button.

To edit a clock event, double click on it.

This is where the manager or the employee may edit the time if a mistake was made. Notice that you cannot edit the actual time, but only the displayed time. Any times that have been altered in this manner are clearly marked in the main time card. You should establish a policy that all alterations must be accompanied by a note as to why they were altered.

In this window, you can also change the Status. This is useful if someone makes a mistake.

In the Time Spans box, there are 4 boxes that are greyed out.  The top an bottom ones show automatic calculations for this clock event.   The middle two are filled by automation.  If the automation is wrong for some reason, then there are override boxes that can be used.  See the automation section at the bottom.

How to fix mistakes

1. Forgot to clock out when leaving for the day: The next morning, they realize the mistake and clock out. Then they immediately clock back in to begin today's time. So at this point, the only clock event that is in error is the second from the last. Double click on that clock event and change the day to the previous day and the time to when they estimate they clocked out. The status will remain 'home' since they were clocking out to go home.

2. Clocked out for lunch and then never came back to work. Then next morning, they clock in as usual. All the times are now correct, but the status of the second from the last clock event is misleading. Double click on that item and change the status to Home.

3. When clocking out for break they discover that someone else in the office accidently clocked out for break on their timecard. So now it shows that they have been on break for 2 hours and their time is still ticking. Solution is to delete the clock event.  If that is not allowed by Security, then clock back in. Double click on the last clock event and change the in time so that .

In addition to the regular clock events, you can also add separate adjustments to a timecard. Click the Add Adjustment button

Set the date and time so that this entry will show where you want it to on the timecard. Enter the number of hours. If you are trying to make an adjustment to the regular hours, then leave the overtime box unchecked. But if this is an entry for the amount of overtime that was performed, then check the overtime box. This will cause the hours entered to be transferred from regular time to overtime.

Automation

There are two buttons at the bottom of the main time card screen which should only be used by a manager at the end of a payperiod.  First, verify all the time card entries for an employee.  Then, use the Calc Daily button.  Finally, use the Calc Week OT button.

Calc Daily
This button applies the time card rules that were set up in Time Card Setup.  It makes entries within each clock event pair.  Overtime entries are based on rules.  In addition, if the box is checked at the bottom of time card setup, then adjusting entries will be made when employees go over their allotted break time.  It does not add any new rows.  If you don't like the results, you can edit the rules in setup and run it again.  You can also override the automation on one clock event at a time as described above.

Calc Week OT
This button adds an additional overtime entry for any week that has more than 40 hours.  The weekly total is for Sunday through Saturday. The weekly total will not just be for one payperiod, but will cross payperiods in order to perform the calculation.