In the Main Menu, click Setup, Manage, Time Cards. The current pay period will be highlighted.
Alternatively this can be accessed in the Manage Module, Time Card Setup.
Here you define pay periods, set default time card options, enter ADP company codes, and set up rules for clock in time, overtime, and/or differential hours. Pay periods must exist for the current date in order for employees to use the Time Clock.
Hide pay periods older than 6 months: Checked by default. Determines which pay periods show in the Pay Periods grid.
- Checked: Hide all pay periods older than six months from today's date, based on the pay period's start date.
- Unchecked: Show all pay periods regardless of age.
Pay Periods: Pay periods that have been added. Pay periods can be generated automatically or added manually. Click Add One to create a single pay period. Click Generate Many to generate pay periods automatically. Click Delete Selected to remove highlighted pay periods. For steps, see Automatically Generate Pay Periods and Manually Add Pay Periods below. Overlapping pay periods are not allowed.
Rules: Time card rules that have been created. Rules can apply to clock in time, overtime, and differential hours. Click Add to create new rules. Click Delete Selected to remove highlighted rules. For steps, see Time Card Rules below.
Use decimal format rather than colon format: Determines the time format in the time card. Regardless of the option chosen, total regular and overtime hours are displayed in both colon and decimal format.
- Checked: Display total, daily, and weekly times as a decimal.
- Unchecked: Display the totals in colon format.
Colon format in hours:minutes (e.g. 2:30) equals decimal format of 2.5. To convert back and forth, divide or multiply the last number by 60. 30/60=.5, or .5*60=30. This works for seconds as well as minutes.
Rounding totals: Seconds are not shown in the grid, but are included in the math. A time card that displays minutes rather than decimals may show a total that is greater than if you added together all the times.
Calc Daily button makes adjustments if breaks over 30 minutes: Determines how break time that exceeds 30 minutes is handled when Daily totals are calculated. This option is ignored if the Manage Module Preferences, Allow paid 30 minute breaks is unchecked.
- Checked: When a break exceeds 30 minutes, subtract excess time from the time card using an adjustment. Excess time will be unpaid.
- Unchecked: Include all break time, regardless of length, as paid time.
Use seconds on time card when using colon format: Determines whether seconds show on time cards (colon format only).
- Check: Display seconds on time cards (e.g. 12:04:11). Useful when precise calculation of employee hours is necessary.
- Unchecked (default): Only display hours and minutes on time cards (e.g. 12:04).
ADP Company Code: If using ADP for payroll, enter your practice's company code as supplied by ADP. This code will show when you click Export ADP in Manage Time Cards. To include the employee name when exporting, check the Manage Module Preference, ADP export includes employee name.
Automatically Generate Pay Periods
Pay periods can be automatically generated based on a start date and interval.
- On the Time Card Setup window, click Generate Many.
- Start Date: Select the first pay period that will be generated. The default is today's date unless a pay period already exists for today. In that case, the start date will default to one day after the last pay period's end date.
- Interval: Choose how long the pay periods will last.
Weekly: Pay periods will last 7 days.
Bi-Weekly: Pay periods will last 14 days.
Monthly (default): Pay periods will last one month.
# Pay Periods to Generate indicates the number of pay periods that will be generated. It defaults to the number of pay periods in one year based on the interval. Modify if needed.
- Pay Day: Select the method of determining Paycheck Dates (the day the employees will be paid). There are two options.
- Day of Week: To enable this option, enter 0 for # Days After Pay Period. Click the dropdown to select a day of week. The paycheck date will be the first instance of the day after the end date (e.g. the first Tuesday, Monday, etc. after the end date). In the screenshot above, employees will be paid five days after the pay period end date, as long as it doesn't fall on a weekend. If it does, employees will be paid on the Friday before.
- # Days After Pay Period: Set the paycheck date to a specific number of days after the end date. You can opt to exclude Saturday or Sunday as a paycheck date option. Check the Exclude Weekends box, then select Pay Before or Pay After. Pay Before will set the paycheck date to the Friday before the weekend; Pay After will set the paycheck date to the Monday after the weekend.
- Click Generate to fill the Pay Periods grid.
- Click OK to save the generated pay periods.
Manually Add Pay Periods
Pay periods can be added one at a time.
- On the Time Card Setup window, click Add One under the Pay Periods grid.
- Enter the start, end, and paycheck dates for the pay period. The dates will automatically populate, but you can edit as needed.
- If this is the first pay period, today's date is the default. Otherwise the start date defaults to one day after the last pay period's end date.
- The end date defaults to 14 days from the start date.
- The paycheck date defaults to 4 days after the end date.
- Click OK to add the pay period.
Delete Pay Periods
Pay periods can be deleted in bulk or one at a time.
- Pay periods that start before today's date cannot be deleted from the Time Card Setup window. Instead, double click the pay period to open the Edit Pay Period window, then delete it.
- The last pay period that has a clock event associated to it cannot be deleted.
Delete One Pay Period: There are two ways to delete a single pay period.
- In the Time Card Setup window, click a pay period. Click Delete Selected. Click OK to confirm.
- Double click a pay period to open the Edit Pay Period window. Click Delete.
Delete Multiple Pay Periods:
- In the Time Card Setup window, click and drag to select multiple pay periods.
- Click Delete Selected.
- Click OK to confirm.
Time Card Rules
Automated time card rules are used for clock in time, overtime, and differential hours in an employee time card. For example, the most common rule calculates overtime for all employees who work more than 8 hours a day. Rules can apply to all or individual employees.
- On the Time Card Setup window, click Add under the Rules grid, or double click a rule to edit.
- Enter details about the rule.
- Overtime if over Hours Per Day: Enter the number of hours an employee can work per day before overtime is calculated.
- Differential Hours: Enter the time that will be used to determine differential hours. These fields are in 24 hour format.
- Before Time of Day: Hours worked before this time will be marked differential. Enter a time, or click 6AM to insert 6:00 AM.
- After Time of Day: Hours worked after this time will be marked differential. Enter a time, or click 5PM to insert 5:00 PM (or 17:00).
- Is Overtime Exempt: Mark employee as exempt from overtime calculations.
- Earliest Clock in Time: Enter the earliest time an employee is allowed to clock in. Attempts to clock in before this time will trigger an alert indicating when the employee will be allowed to clock in.
- Select the employees this rule will apply to (all or a specific employee). Each employee can only have one of each rule type that applies to them (one overtime rule and one AM/PM differential rule). If multiple rules of the same type apply to an employee, you will receive errors when calculating.
Note: If using clinics, Headquarters must be selected to set employee specific rules.
To apply a rule, run daily calculations at the end of a pay period. See Manage Time Cards.