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Contents
1 Introduction
1.1 What is TimeTrex?
1.2 Getting Help
2 Overview
2.1 User Interface
2.2 Basic Operation
2.3 Context Menu
2.4 Search Panel
2.4.1 Saving a Search
2.4.2 Updating or deleting a saved search
2.4.3 Choosing a view
2.5 Customizing the display of drop-down menus
2.5.1 Selecting multiple items
3 Modules
3.1 Core
3.1.1 Company Information
3.1.1.1 Branches
3.1.1.2 Departments
3.1.1.3 Hierarchy
3.1.1.4 Currencies
3.1.1.5 Bank Account
3.1.1.6 Stations
3.1.1.7 Pay Period Schedules
3.1.1.8 Permission Groups
3.1.1.9 Import
3.1.2 Employee Information
3.1.2.1 Employees
3.1.2.1.1 Employee Groups
3.1.2.2 Preferences
3.1.2.3 Wages
3.1.2.3.1 Secondary Wage Groups
3.1.2.4 Bank Accounts
3.1.2.5 Job Titles/Positions
3.1.2.6 New Hire Defaults
3.1.3 MyAccount
3.1.3.1 Requests
3.1.3.1.1 Requests/TimeSheet Authorization
3.1.3.2 Messages
3.2 Scheduling
3.2.1 Schedules
3.2.2 Recurring Schedules
3.2.2.1 Recurring Schedule Templates
3.3 Time and Attendance
3.3.1 Punching In/Out
3.3.2 TimeSheets
3.3.3 Punches
3.3.4 Exceptions
3.3.5 Accruals
3.3.5.1 Accrual Balances
3.3.6 Policies
3.3.6.1 Exception Policies
3.3.6.2 Overtime Policies
3.3.6.3 Rounding Policies
3.3.6.4 Accrual Policies
3.3.6.5 Absence Policies
3.3.6.6 Meal Policies
3.3.6.7 Break Policies
3.3.6.8 Schedule Policies
3.3.6.9 Premium Policies
3.3.6.10 Holiday Policies
3.3.6.10.1 Recurring Holidays
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Introduction
What is TimeTrex?
Welcome to TimeTrex. The Administrator Guide describes the TimeTrex application and how to configure and use its many features.
TimeTrex is a comprehensive Payroll and Time Management solution. It offers extensive options for configuring and managing employee scheduling, time and attendance, job costing, invoicing, document
management, and payroll. By following the simple steps in this guide, you will find that most of your payroll and time management procedures can be completely automated. In addition, you will be able to quickly
find information for data analysis and management reporting.
With TimeTrex, you can:
Create and manage employee schedules, including open shifts, shift swaps, vacations, printing schedules, and you can allow employees to have real-time access to their schedule from any internet-connected
device.
Track employee attendance in real-time, including the branch, department, job, and task where the employee is working at any given time. Also, you can receive email alerts for various exception cases, such as
employees arriving late for work.
Process payroll from start to finish, including generation of electronic or printed pay stubs, tax and benefit calculations, check printing or direct deposit of payroll funds, and tax reporting.
Create and manage employee information such as contact information, wage and benefits history, bank accounts, and job titles.
Getting Help
If you encounter a problem that cannot be resolved by following the procedures in this guide, please contact us for additional assistance:
Customers with TimeTrex Professional, Corporate or Enterprise Editions, or customers who purchased an Extended Support Package can use the following contact methods:
Email: support@timetrex.com
Telephone: 1- 800-714-5153
Website: http://www.timetrex.com/contactus.php
TimeTrex Community Edition (formerly Standard Edition):
Community Support Forums: http://forums.timetrex.com
Overview
User Interface
After you login to TimeTrex, you will see the main user interface, which is similar to the following image:
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Basic Operation
TimeTrex has four basic operations that can be performed on most records: View, Add, Edit and Delete.
Viewing records:
1. Navigate to the records that you wish to view by selecting the appropriate option from the menu bar and icon from the icon bar.
2. The Listing/Details section will show all records that you have permissions to see. If required, use the Search Panel feature to narrow the results.
Adding new records:
1. Navigate to the records that you wish to add by selecting the appropriate option from the menu bar and icon from the icon bar.
2. If records of that type do not exist, click the New icon where the Listing/Details section would normally be located.
3. If records of that type do exist, click on any record so the icon bar switches to the available icons for that record, and then click the New icon.
4. An inset page will appear with one or more tabs. If there are multiple tabs, click on each tab to see additional fields that you can fill out.
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5. Click the Save icon to save your changes, or click the Cancel icon to discard the changes.
Editing existing records:
1. Navigate to the records that you wish to edit by selecting the appropriate option from the menu bar and icon from the icon bar.
2. In the Listing/Details section, select the record you want to edit from the list, and then click the Edit icon.
3. An inset page will appear with one or more tabs. If there are multiple tabs, click on each tab to see additional fields that you can fill out.
4. For convenience, you may click the drop-down list in the upper right to edit another existing record.
5. Click the Save icon to save your changes, or click the Cancel icon to discard the changes.
WARNING: When deleting records, all data related to the records is deleted and will not be recoverable after you confirm the delete action. Therefore, you should not delete a record unless absolutely necessary. In
most cases you can disable or deactivate records. For example, if an employee leaves or is terminated, rather than delete the employee and lose all related data, you can set their Status as Terminated and retain the
data for reporting purposes.
Context Menu
Many functions are available from the right-click context menu, which you can display by right-clicking the mouse while the pointer hovers over the Listing/Details section of the interface. See the User Interface
section for more information about the Listing/Details section.
Here is the context menu that appears if you right-click over the Listing/Details section in the Attendance > Timesheet screen:
Many items in the top section of this menu correspond to the icons in the icon bar at the top of the screen. You will learn more about the remaining functions in the chapters below.
Search Panel
Just below the menu bar icons, click the Basic Search tab to reveal the Search Panel.
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This search panel is for the Employees feature. Here, as with all search panels, you will find a number of fields that correspond to search criteria for the section you are currently viewing. The example displayed above
is the Basic Search tab for the Employee > Employees menu bar section. You can choose an employee by Status, enter all or part of the First Name or Last Name, or choose from other options.
Each additional field that you fill out is considered to be an AND search, causing the search to be more restrictive. As you specify more options, the number of results will be smaller because each match must contain
the values specified in all fields. Keep in mind that the search criteria will still apply even if you collapse the search panel. Click the Clear Search button to clear all search fields and display all results in the listing
again.
TIP: Click the
in the upper left corner of the Search panel to hide the Search Panel.
Saving a Search
You can save a custom search or layout so that you can quickly reuse it in the future. To save a search, do the following:
1. In the Basic Search or Advanced Search tabs, specify the search values for the fields that you want.
2. Click the Saved Search & Layout tab, just below the top menu bar.
3. In the Save Search As field, enter a name for the Saved Search & Layout.
4. Click the Save button.
Choosing a view
After saving your search and layout criteria, the name of that Saved Search & Layout will appear in the Current View drop-down list found to the right of the Saved Search & Layout tab. You can choose any of the
items from the list to immediately switch to that Saved Search & Layout.
. Click
In the left red panel, Unselected Items, you will see the fields that you can choose to display. The right green panel, Selected Items, lists those fields that will be displayed in the drop-down listing. Each panel also has
a group of Clear, Select All and Deselect All buttons along the top.
Follow these steps to modify the columns displayed in the drop-down listing:
1. To add a field, select it with the mouse and then click
located in the middle of the two panels. Instead of using the arrows, you can drag-and-drop items from either the left or right side. For convenience, you
can click either of the Select All or Deselect All buttons. To quickly move all items to the opposite panel, you can also click the Clear button.
2. To remove a field, select it from the right panel with the mouse and then click , or you can drag-and-drop items from either the left or right side.
3. To rearrange the order of the fields, drag-and-drop the item on the right Selected Items panel to move them up or down in the list. The item at the top of the list will be displayed on the left side of the screen and
the item at the bottom will be displayed on the right side of the screen.
4. To restrict the number of rows that will appear on each page when the drop-down listing appears, choose a value from the Rows Per Page drop-down.
5. To save your changes, click the Save and Close button, or click Close to discard your changes.
TIP: If you dont click the Save and Close button, you will lose all of your changes.
or
Another convenient feature is multiple selection of items. There are two ways to make selections:
To include individual items, press and hold the CTRL key and then click on each item.
To include a range of items, press and hold the SHIFT key and then click the first and last item in the range.
After you have chosen all the items you want to move, use
or
Modules
Core
Company Information
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The Company feature allows you to edit and save all the information specific to your company. This information is very important and must be kept current and accurate at all times, especially the contact information.
Company Tab
FIELD
Product Edition
DESCRIPTION
Select the product version that is installed from the drop-down box.
Product Edition
DESCRIPTION
Community
Select this version if the installed product is the Community or Standard edition.
Professional
Corporate
Enterprise
Full Name
Short Name
Industry
Business/Employer ID
Number
Address (Line 1)
Address (Line 2)
City
Country
Province/State
Postal/Zip Code
Phone
Fax
Administrative Contact
Billing Contact
OriginatorID/Immediate
Origin
Data Center/Immediate
Destination
Logo
DESCRIPTION
Select the status of the password policy.
Password Policy
DESCRIPTION
Disabled
Enabled
From the drop-down box select a number to represent the minimum permission level.
Minimum Strength
Select the strength of the password, either High, Medium, or Low from the drop-down box.
Minimum Length
Minimum Age
Enter the number of days for the minimum age of the password.
Maximum Age
Enter the number of days for the maximum age of the password.
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DESCRIPTION
LDAP Authentication
LDAP Authentication
DESCRIPTION
Disabled
Enabled-w/Local
Fallback
Enabled-LDAP Only
DESCRIPTION
Enter the server name.
Port
Bind Password
Base DN
Bind Attribute
User Filter
Login Attribute
DESCRIPTION
Enter the server name.
Port
Bind Password
Base DN
Bind Attribute
User Filter
Login Attribute
Branches
A Branch identifies the physical location where the employees are punching in or out. For time recording, TimeTrex requires at least one branch, or location. If there are multiple branches, each one should be added.
An employee can be assigned to a single default branch in their Employee Record. This will be the branch used for this employee across the entire application unless otherwise specified.
See the Basic Operation section for details on viewing, adding, editing and deleting Branches.
Departments
A Department identifies a functional unit within your company. You can assign employees to the departments that match their work roles, or configure the departments in the best way that fits your organization. You
can add one or more departments.
An employee can be assigned to a single default department in their Employee Record. This will be the department used for this employee across the entire application unless otherwise specified.
See the Basic Operation section for details on viewing, adding, editing and deleting Departments.
Hierarchy
Hierarchy defines the relationship between a superior and the subordinates within your company. You can establish a hierarchy for different types of objects: Requests, Exception Notifications, Timesheet
Verification, and Permissions. By establishing a hierarchy, superiors can view data for only the subordinates that were assigned to them by the administrator.
For example, if an employee submits a request to their supervisor, the supervisor authorizes the request and passes it to the payroll administrator for final approval. In TimeTrex, the supervisor for this employee is
found in the hierarchy definition.
See the Basic Operation section for details on viewing, adding, editing and deleting Hierarchy.
Hierarchy Tab
FIELD
Objects
DESCRIPTION
Hierarchy Objects defines which types of objects the hierarchy controls.
FIELD
DESCRIPTION
Requests
When a subordinate submits a request, the superiors assigned to the hierarchy for requests will be able to authorize those requests.
Permissions
When a superior is assigned to the Supervisor (Subordinates Only) Permission Group, they will only be able to access subordinates defined in the
same hierarchy.
TimeSheets
If timesheet verification is enabled in the Pay Period Schedule, this object type controls which superiors are able to verify their subordinates' timesheets.
Exceptions
When Exception Policies are configured to email superiors when an exception is triggered, the superior(s) at the bottom of the hierarchy (those with the
highest level number) will receive the emailed notification.
Subordinates
Defines the subordinate employees, who can only be assigned to a single hierarchy with the same objects at a time.
Superiors
Defines the superiors, who may be assigned to multiple hierarchies. Superiors at the top of the hierarchy (Level 1) are the final level to authorize requests, and the superiors at the
bottom level are the first to authorize requests. Requests move up the hierarchy from the bottom to the top as they are authorized by each level. Superiors at the same level share
responsibilities, and either superior can authorize requests.
FIELD
DESCRIPTION
Level
Superiors
The names of the Superior(s) assigned to the Hierarchy. As needed, add or remove Superiors by clicking the
and
NOTE: Superiors at lower levels are not considered subordinates to superiors at higher levels in the same hierarchy. You must assign employees to the subordinate list to be considered a subordinate.
However, you can create additional hierarchies to define the superior/subordinate relationship between supervisors or managers. While superiors can be assigned to multiple hierarchies, the subordinates are only
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assigned to a single hierarchy for one object. For example, you setup hierarchies in the following manner:
Hierarchy Name: Sales Department
Level = 1:
Sales Manager
Level = 2:
Sales Assistant Manager
(Subordinates: All sales employees)
Hierarchies work with Permission Groups to determine the overall level of functionality that the employee has within TimeTrex. So even though an employee is assigned to a hierarchy as a level 1 superior, if they are
assigned to the Regular Employee permission group, they will not be able to authorize requests or even see any other employees. Essentially, the hierarchy will be ignored. If you wish to restrict the employees a
superior can see, you must assign them to the Supervisor (Subordinates Only) permission group. If they are assigned to any permission group at a higher level, they will see all employees regardless of how the
hierarchies are defined.
Currencies
To pay employees, you need to setup at least one currency for your payroll. If you pay employees in more than one country with different currencies, you will need to set up multiple currencies. After adding a currency,
you can specify it as the pay currency when you create new employees. In addition, currencies will apply to invoices and expenses.
See the Basic Operation section for details on viewing, adding, editing and deleting Currencies.
Currency Tab
FIELD
Status
DESCRIPTION
Select the status of the currency from the drop-down box.
Status
DESCRIPTION
Enabled
Disabled
ISO Currency
Select the ISO standard name for the currency from the drop-down box.
Name
Base Currency
Defines the currency that all exchange rates are based upon. There must be at least one base currency and after it is set, it should not change.
Conversion Rate
Default Currency
Auto Update
Decimal Places
Bank Account
You will need to setup at least one company bank account to provide Direct Deposit of payroll to your employees' direct deposit accounts.
See the Basic Operation section for details on viewing, adding, editing and deleting Company Bank Accounts.
Stations
Stations allow employers to have precise control over the locations where the employees are able to punch in and out. TimeTrex considers a station to be any device that can be used to punch in or punch out. For
example, stations can be computers with a web browser, iButton readers, fingerprint readers, proximity card readers, barcode readers, touch-tone telephones, mobile phones, and stand-alone time clocks.
See the Basic Operation section for details on viewing, adding, editing and deleting Stations.
NOTE: The use of stations is only for punching in and out. Employees can carry out any other functions that they have permission for, such as checking schedules, viewing pay stubs, and submitting requests from
other locations where the TimeTrex application is available.
NOTE: By default, all employees are allowed to punch in and out at any station. If you need to apply restrictions, you must change these settings.
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Station Tab
FIELD
Status
DESCRIPTION
Select the status of the station from the drop-down box.
Status
Type
DESCRIPTION
Disabled
Enabled
From the drop-down box select the type of device you want to activate as a station.
Type
PC
DESCRIPTION
Any computer with internet access and an up-to-date web browser.
PHONE
Mobile App
(iOS/Android)
iBUTTON
Barcode
Barcode scanner.
FingerPrint
TimeClock: TT-A8
TimeClock: TT-US100
Station ID
Each station is automatically given a unique station identifier. For a computer, the Station ID is stored in the browser's cookie. For other devices, the Station ID is electronically
embedded in the device itself. For telephones, both the Station ID and the source are set to the caller ID number provided by the telephone company. To specify a wildcard use the
value of "ANY" without the quotes.
Source
For computers, iButton readers, fingerprint readers, and stand-alone time clocks, the source is one or more Internet IP addresses separated by a comma (such as 192.168.1.100,
192.168.1.101, 192.168.1.102, etc.), a netmask range of IP addresses (192.168.1.0/24 or 192.168.0.0/16), or an Internet domain name. To specify a wildcard, use the value of "ANY"
without any quotes.
Description
Default Branch
The default branch used when employees use this station to punch In/Out. If necessary, the employee can change these defaults.
Default Department
The default department used when employees use this station to punch In/Out. If necessary, the employee can change these defaults.
DESCRIPTION
There are two drop-down fields to complete:
Employee Groups
Branches
DESCRIPTION
Selection Type
Select the employee groups that are eligible to log into this station.
Selection
Select the employee groups for this station (i.e. Executives, Non-exempt hourly, etc.). If All Groups was selected in the above Selection Type
drop-down, then leave this field blank.
Departments
DESCRIPTION
Selection Type
Select the branches of employees that are eligible to log into this station.
Selection
Select the branches for this station (i.e. New York, Seattle, etc.). If All Branches was selected in the above Selection Type drop-down, then leave this
field blank.
DESCRIPTION
Selection Type
Select the departments of employees that are eligible to log into this station.
Selection
Select the departments for this station (i.e. Administration, Construction etc.). If All Departments was selected in the above Selection Type drop-down,
then leave this field blank.
Include Employees
If there are additional employees that were not included by the criteria selected above, you can include them here. For example if you setup the above criteria to allow all employees
in the New York branch to log into this station, but you wanted to include just one employee from the Seattle branch, you would use this field to include that one employee. If you are
unsure, do not select any employees, as by default all employees are eligible.
Exclude Employees
If there are employees that are included in the above criteria that you wish to be excluded from this job, you can exclude them here. For example if you setup the above criteria to
allow all employees in the New York branch to log into this station, but you wanted to exclude just one employee from this branch, you would use this field to exclude that one
employee. If you are unsure do not select any employees, as by default all employees are eligible.
NOTE: By default, all employees can use a station. Switch to the Employee Criteria tab, and decide what additional constraints you want to apply to this station. If you want to restrict certain employees, adjust
the settings in this tab.
NOTE: Setting the Station ID or Source to "ANY" acts as a wild card, and directs TimeTrex to accept any value.
The following are some common scenarios for configuring the stations:
You can create a "wild card" station that allows all computers behind a company firewall or router to punch In/Out without having to specifically assign access to each computer. Add a new station in TimeTrex and set
the Type to PC, the Station ID to ANY, and the Source to one or multiple internet IP address(es) of the firewalls/routers (such as 204.174.1.1, 204.174.1.1, or 24.2.1.3). Each station has the Employee Criteria tab
where you can restrict certain employees from using this station.
For example, if you want to allow all employees to punch in and out from any telephone, you would add a new station in TimeTrex, set the Type to Phone, and set both the Station ID and Source to ANY. If you want
to restrict employees so they can only punch In/Out from a company telephone, you would set both the Station ID and Source to the company's telephone numberwithout dashes or brackets (ie. 6045551234).
Pay Period Schedules
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Pay period schedules are critical to the operation of TimeTrex because they define when a pay period begins and ends. In addition, the schedule defines the transaction date, which is the date that employees are paid.
While most companies use only a single pay period schedule, TimeTrex allows for multiple pay period schedules. However, you can only assign an employee to one pay period schedule at a time.
Pay period schedules constantly repeat themselves, similar to recurring schedules for employees. When you add a new pay period schedule, you define one or two full pay period start and transaction days. TimeTrex
automatically determines the schedule pattern and repeats it indefinitely.
If you pay by check, you should set at least one day between the end of the pay period and the transaction date. If you pay by direct deposit, you should allow two business days. This gives the supervisors and
employees enough time to submit requests and complete any outstanding authorizations before payment is finalized. If a holiday falls at the end of a pay period, you should leave a buffer of 5 to 7 days.
To create a pay period schedule, perform these steps.
1. Click Company in the menu bar, and then click Pay Period Schedules in the icon bar.
2. An inset page will appear with two tabs: Pay Period Schedule and Advanced.
3. Complete the fields.
4. Click Save to save your changes, or click Cancel to discard the changes.
See the Basic Operation section for details on viewing, adding, editing and deleting Pay Period Schedules.
DESCRIPTION
Name
Description
Enter a description.
Type
DESCRIPTION
Determined by customer.
FIELD
Annual Pay Periods
Weekly
Bi-weekly
Semi-Monthly
DESCRIPTION
Enter the number of pay periods per year.
The procedure for a semi-monthly schedule is slightly different from other schedules. For this pay period type, you must define the day of the month the
primary and secondary pay periods start on, and which day the transaction date occurs on for both periods.
Primary
DESCRIPTION
Pay Period Start Day Select the day of the month to indicate the first Pay Period Start Day of Month.
of Month
Transaction Day of
Month
Select the day of the month to indicate the day of the month AFTER the first pay period ends.
Secondary
DESCRIPTION
Pay Period Start Day Select the day of the month to indicate the second Pay Period Start Day of Month.
of Month
Transaction Day of
Month
Specify the day of the month AFTER the second pay period ends.
For example, if employees are paid on the 1st and 15th for the prior month's work, the start days would be 1 and 16. The transaction days would be 1 and
15.
Start
End
Transaction
Transaction Date
Select the number of days after the end of the pay period.
Transaction Always on
Business Day
Specify how to handle the cases where the transaction date falls on a weekend or holiday. Make your selection to cause TimeTrex to do nothing (No), or automatically move the
transaction date to the Previous Business Day, Next Business Day, or Closest Business Day.
The date used to create initial pay periods from. This field only appears when creating new pay period schedules and is critical when creating bi-weekly pay periods specifically. If
you wish to enter historical information into TimeTrex set this date on or before the first date that you wish to start entering data for.
Employees
Select employees to include in this pay period schedule by clicking on the Employees drop-down listing and moving them into the Selected Items column.
For more precision and flexibility, there are a number of options you can configure on the Advanced tab.
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Advanced Tab
FIELD
DESCRIPTION
Overtime Week
Select the start and end of a week with respect to overtime or premium policies. For example, if an employee is eligible for overtime after working 40 hours, this setting specifies the
day on which the overtime hours will begin. It does not need to coincide with your pay period dates.
Time Zone
Select the time zone used for this pay period schedule. TimeTrex is a 24-hour system, capable of operating in any country around the world. This feature is very important for a
company having locations in different time zones, where they need to define the exact time that overtime and each pay period starts and ends.
Enter the minimum amount of time that must occur between out and in punches before TimeTrex will start a new shift for an employee. It is only used for shifts that span midnight.
For example: If an employee punches out on 15-Jan-12 at 11:30 PM for lunch and punches back in on 16-Jan-12 (the next day) at 12:30 AM, in order to combine these two sets of
times into a single shift, the Minimum Time-Off Between Shifts must be set to at least 1 hour. If your employees work split shifts around midnight, or leave for extended breaks, this
setting should be high enough to include the longest break that any employee may take and still continue their shift.
Enter the maximum time that a single shift can extend. It also defines how many prior hours that TimeTrex will search when trying to pair punches. It is important that this setting is
not too high or too low. If this option is set too high (such as 24:00), there could be some confusion.
For example: When an employee punches in at 8:00 AM and forgets to punch out at 5:00 PM, and then comes in the next morning at 8:00 AM, TimeTrex will search backwards to 24
hours to determine if there is an in-punch without a matching out-punch. If it finds one, it would incorrectly calculate that the employee is punching out for a long shift and the
employee's timesheet would be incorrect. Therefore, it is very important that Maximum Shift Time be set to a value that is no more than one hour longer than the longest possible
shift an employee may work, usually no more than 16 hours.
When training employees, you should emphasize that while making a punch, the employee is given the opportunity to set the punch type/status. The employee can avoid the situation
described in the previous example by forcing the punch status to IN rather than leaving the TimeTrex default that is specified as OUT.
Assigns Shifts To
TimeSheet Verification
DESCRIPTION
The shift is assigned to the day when the first in punch occurs.
The shift is assigned to the day when the last in punch occurs.
The shift is assigned to the day when most of the hours worked occurs.
The shift is split and any time worked is assigned to the day when it actually occurred.
DESCRIPTION
Timesheet Verification is not in use.
Employee Only
Superior Only
By default, employees can only verify timesheets after the pay period ends and before the transaction date. However, you can specify the number of days when the Verification
Window Starts and Verification Window Ends, and use negative values here to extend the window in either direction.
FIELD
DESCRIPTION
Verification Window
Starts
Enter the number of days before the pay period end date.
Verification Window
Ends
NOTE: These settings are entirely different from the Start Weeks On setting found in MyAccount > Preferences. That setting is a display option for each employee, and it doesnt affect the calculation of
overtime.
NOTE: These settings can significantly affect overtime calculations, so use them carefully.
Permission Groups
Permission groups allow employers to grant or restrict access to TimeTrex features for the employees assigned to that group. You can restrict access to documents so employees can read them, but not edit them. You
can grant edit access to supervisors only.
NOTE: When creating a permission group, you specify a Level for that group. Level is extremely important for security because any employee having access to modify a permission group can change their
permission group to another group with a lower level than their own. For example, a supervisor having a permission group of Level 10 can assign their subordinates to any Level of 10 or lower, but not assign anyone
or themselves to a higher level group. Permission levels should start at Level 1 for the lowest access (Regular Employee) and go to Level 25 for the highest access (Administrator).
TimeTrex has a granular permissions system with hundreds of different permissions that interface with each another. There are five standard permission groups that are useful for 99% of companies.
Regular Employee: This is the lowest level group that can view only their own time sheets and accrual balances.
Supervisor (Subordinates Only): This group is supervisors who can only view and edit the time sheets, punches, schedules, and requests of their subordinates, based on the established hierarchy.
Supervisor (All Subordinates): This group is identical to the previous supervisor group, except that it can view and edit the time sheets, punches, schedules, and requests of all employees.
Payroll Administrator: This group can view and edit all time sheets, punches, overtime hours, etc., for all employees. They are restricted from changing policies.
Administrator: This group has full rights to everything.
You should not modify the permissions unless you are speaking with a support representative. If you make only small adjustments, verify the results to ensure that your changes did not adversely affect your overall
system configuration.
NOTE: You can assign an employee to only one group at a time.
See the Basic Operation section for details on viewing, adding, editing and deleting Permission Groups.
To add a permission group, do the following:
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1. Click Company in the menu bar, and then click Permission Groups in the icon bar.
2. Click New in the icon bar.
3. An inset page will appear.
4. Complete the fields.
5. In the Employee drop-down, choose the employees that belong to this permission group.
6. Move the names of the employees into the Selected Items column.
7. Click Save to save your changes, or click Cancel icon to discard the changes.
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DESCRIPTION
Name
Description
Enter a description.
Level
Select a level.
Employee
Select the employees that belong to this permission group. Move the names of the employees into the Selected Items column.
Permissions
WARNING: When deleting a permission group, you must first remove all the assigned employees and place them in another group. If a permission group is deleted and the employees were not previously
re-assigned, those employees will not have any permissions and will not be able to use the system. In addition, use extreme caution when editing your own group so you don't remove the permissions you need to
administer TimeTrex.
Import
You can import data into TimeTrex by using a step-by-step tool called the Import Wizard. The source data must reside in a comma-separated value (CSV) text file, which you export from Excel or most other
spreadsheet software. During the process, you will need to know the location of the file, and then specify how much of the data you want to import.
To import data, do the following:
1. Click Company in the menu bar, and then click Import in the icon bar.
2. An inset page will appear containing a progress bar at the top and a drop-down menu where you choose the type of data to import.
3. After choosing the type of data, click
and then follow the remaining steps in the wizard.
Employee Information
The Employee feature allows you to manage employee information such as personal data, wages, bank accounts, and job titles. Since this information supports other features, you should make it an early step in your
setup process.
NOTE: It is important that Employee information is current and accurate so attendance and payroll processes run properly.
Employees
There are many elements of information for each employee's profile. Some elements are dynamic fields that are driven by other features within TimeTrex.
To add an employee, do the following:
1. Click Employee in the menu bar, and then click Employees in the icon bar.
2. Click New in the icon bar.
3. An inset page will appear that contains several tabs: Employee, Contact Info, Hierarchy, Wage, and Tax. Complete the fields in each tab.
4. Click Save to save your changes, or click Cancel to discard the changes.
See the Basic Operation section for details on viewing, adding, editing and deleting Employees.
Employee Tab
FIELD
DESCRIPTION
Company
Automatically completed.
Status
DESCRIPTION
The employee is active, the typical setting for a new employee.
Inactive
Leave-Illness/Injury
LeaveMaternity/Paternity
Leave-Other
Terminated
Permission Group
Policy Group
Currency
User Name
Password
Password (confirm)
Employee Number
Title
First Name
Last Name
Quick Punch ID
This is the employee's Quick Punch ID which is only used by employees to punch In/Out using web-based or mobile device quick punch methods. The ID must be between four and
eight digits and unique across all employees, including employees from other customers in the case of our cloud hosted deployments.
Enter the employee's numeric Quick Punch password of between four and eight digits.
Default Branch
Default Department
Group
Hire Date
Termination
Tags
Enter any Tag that might help identify this employee and facilitate a future search.
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DESCRIPTION
If available, upload an employee's picture.
First Name
Middle Name
Last Name
Gender
DESCRIPTION
Select if the employee's sex is not available.
Male
Female
City
Country
Province/State
Postal/Zip Code
Work Phone
Home Phone
Mobile Phone
Fax
Work Email
Home Email
Birth Date
SIN/SSN
Note
Use this field to enter any relevant notes about the employee.
Hierarchy Tab
Later, after the Hierarchy has been setup, you can view employee requests in the this tab. Typically this tab indicates the relationship between the subordinate and the supervisors. See the Hierarchy section for more
information.
Wage Tab
To add a wage for this employee, click the Wage tab and click New in the icon bar. Edit the information and click Save. The new wage will appear in the listing on the Wage tab. Refer to the section on Wages for more
information.
Tax Tab
To add applicable taxes for this employee, click the Tax tab and click New in the icon bar. Choose an item from the Taxes/Deductions drop-down. These items were previously setup in the Taxes / Deductions feature.
Click Save and then look for the new tax to appear in the listing on the Tax tab. You can use this tab to quickly edit an employee's tax status, such as when marital status changes from single to married. See the section
on Taxes / Deductions for more information.
Attachments
To add attachments (such as a contract or tax form) to the employee's record, click the Attachments tab and click New in the icon bar. Enter the information about the document in the tab. The fields are the same as
those in the Documents tab. See the section on Document Management for more information.
Employee Groups
Groups are another way to classify employees. They are different from Departments and are typically used to classify a cross-functional type of employee. Examples are Executives, Human Resources, or Non-Exempt
employees. In TimeTrex, you can place groups within other groups.
To add a group, do the following:
1. Click Employee in the menu bar, and then click Job Titles in the icon bar.
2. Click New in the icon bar.
3. An inset page will appear with one tab, Employee Group. Complete the fields.
4. Click Save icon to save your changes or click Cancel to discard the changes.
See the Basic Operation section for details on viewing, adding, editing and deleting Employee Groups.
DESCRIPTION
Parent
If this is your first group entry, you can only choose Root from the Parent drop-down. As you add more groups, you can choose to have one group be the Parent for other groups. You
can continue to add and nest these groups beneath one another to reflect your organization. You can also drag-and-drop the groups.
Name
Preferences
You can configure a number of other settings for the employee, such as language, time zone, email notifications, and schedule synchronization with external calendars or mobile devices.
NOTE: Preferences only affect a specific employee and how that employees views data. These settings do not affect any other employee.
See the Basic Operation section for details on viewing, adding, editing and deleting Preferences.
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Preference Tab
FIELD
Employee
DESCRIPTION
Name of the employee.
Language
Date Format
Time Format
Time Units
Decimal Minutes
Decimal Minutes
Decimal Minutes
Decimal
0.02
16
0.27
31
0.52
46
0.77
0.03
17
0.28
32
0.53
47
0.78
0.05
18
0.30
33
0.55
48
0.80
0.07
19
0.32
34
0.57
49
0.82
0.08
20
0.33
35
0.58
50
0.83
0.10
21
0.35
36
0.60
51
0.85
0.12
22
0.37
37
0.62
52
0.87
0.13
23
0.38
38
0.63
53
0.88
0.15
24
0.40
39
0.65
54
0.90
10
0.17
25
0.42
40
0.67
55
0.92
11
0.18
26
0.43
41
0.68
56
0.93
12
0.20
27
0.45
42
0.70
57
0.95
13
0.22
28
0.47
43
0.72
58
0.97
14
0.23
29
0.48
44
0.73
59
0.98
15
0.25
30
0.50
45
0.75
60
1.00
You can switch back and forth between time unit formats in your preferences at anytime since it only changes how time is displayed or input, it does not affect how the data is stored
behind the scenes whatsoever.
Time Zone
Preferred time zone (by country, time zone name, GMT, etc.).
Start Weeks on
Check the box to return to to the last employee preference that was viewed.
Email Notifications
Use the three check boxes to send email to the employee for Exceptions, Message, or Send Notifications to Home Email.
DESCRIPTION
Select the status of the Schedule Synchronization from the drop-down box to allow syncing with the employee's preferred calendar, such as Microsoft Calendar, Google Calendar, or a
smart phone.
Status
Disabled
DESCRIPTION
The Schedule Synchronization is inactive and it should not be allowed to sync with any calendar or device.
Enabled (Authenticated)
The Schedule Synchronization is active but requires that the calendar application support username/password authentication.
Enabled
(UnAuthenticated)
This option is used for Schedule Synchronization when the calendar application does not support username/password authentication and so the Calendar
URL can be used instead.
Calendar URL
Alarm 1
Enter the time for the first calendar notification (or reminder) before the employee's scheduled start time. For example, if this field is set with 1:00 before the scheduled start time,
Microsoft Calendar displays a reminder that the shift will start in 1 hour. If the alarm is set for a smart phone, the phone will ring 1 hour before the shift starts. (See Advanced Options
Pay Period Schedules for more information.)
Alarm 2
Enter the time for the second calendar notification (or reminder) before the employee's scheduled start time. For example, if this field is set with 00:30 before the scheduled start time,
Microsoft Calendar displays a reminder that the shift will start in 30 minutes. If the alarm is set for a smart phone, the phone will ring 30 minutes before the shift starts.
Alarm 1
Enter a time for the first notification (or reminder) for a scheduled shift absence. Shifts Scheduled Absent are shifts where the employee may be scheduled off on a day they would
normally be working, either on vacation or sick time. This alert reminds the employee *not* to come in to work that day. For example, if an employee is scheduled for a vacation day
and this alarm is set for 04:00, the Microsoft calendar displays a reminder that vacation starts in 4 hours. The employee could then complete the work that cannot wait until the return
from vacation.
Alarm 2
Enter a time for the second notification (or reminder) for a scheduled shift absence. Shifts Scheduled Absent are shifts where the employee may be scheduled off on a day they would
normally be working, either on vacation or sick time. This alert reminds the employee *not* to come in to work that day. For example, if an employee is scheduled for a vacation day
and this alarm is set for 01:00, the Microsoft calendar displays a reminder that vacation starts in 1 hour. The employee could then inform the supervisor of unfinished work that can
wait until the return from vacation.
Alarm 1
Enter the time for the first calendar notification (or reminder) before the start time for the modified shift the employee has been scheduled to work. For example, if the supervisor
modifies the employee's schedule and this field is set with 1:00, Microsoft Calendar displays a reminder that the modified shift will start in 1 hour. If the alarm is set for a smart
phone, the phone will ring 1 hour before the modified shift.
Alarm 2
Enter the time for the second calendar notification (or reminder) before the start time for the modified shift the employee has been scheduled to work. For example, if the supervisor
modifies the employee's schedule and this field is set with 00:15, Microsoft Calendar displays a reminder that the modified shift will start in 15 minutes. If the alarm is set for a smart
phone, the phone will ring 15 minutes before the modified shift.
Wages
The first wage entry for an employee must have an effective date that occurs on or before the employee's hire date. If a wage entry does not cover a period of time, the employee will not be paid for the time they
worked within that period.
See the Basic Operation section for details on viewing, adding, editing and deleting Wages.
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NOTE: It is critical that you specify an hourly rate for salary employees. Otherwise, TimeTrex can't calculate any adjustments to the employees' salary.
Wage Tab
FIELD
DESCRIPTION
Employee
Wage Group
Select the correct wage group for the employee from the drop-down box. In most cases, the default wage group for the employee is sufficient. In rare cases, if the employee works
more than one job at different rates of pay, you might need a secondary wage. Learn more in the section about Secondary Wage Groups.
Type
Wage
DESCRIPTION
The employee is paid by the hour.
Salary (Weekly)
Salary (Bi-Weekly)
Salary (Monthly)
Salary (Annual)
Average Time/Week
If you chose one of the salary options as the Type, enter the amount of hours per week for the salaried employee, i.e. 40 hours per week.
If you chose one of the salary options as the Type, the Annual Hourly Rate field will display the equivalent hourly rate for that salary amount that you put into the Wage field.
Add a percent, such as 25%, to represent the additional costs for this employee. For example, if an employee's salary is $20,000 and receives additional benefits worth $5000 for
health care and paid vacation, the labor burden is 25%. The rough estimate for extra employee costs is calculated from company accounting records and is applied as a percent to the
Labor Burden Percent field. If additional employee costs are not calculated, then this field should be 0%.
Effective Date
This field contains the date that a wage becomes effective. For example, when an employee receives a new wage from a promotion, this field should not be changed or the employee's
wage history will be lost. For every change in the employee's wage, you should add a new wage record with the new amount. Then a complete history of each employee's wage
changes is maintained within the application.
Note
With Secondary Wage Groups, you can assign multiple employee wages for each wage group that you define. You can then reference the wage groups directly by policies such as Overtime Policies, Premium Policies,
or Absence Policies. Secondary wage groups gives you complete flexibility in paying employees accurately for the time that they work in multiple jobs. This feature is used when you need to pay employees their own
specific rate, which cannot be determined by using the policies Rate multiplier on the employee's default wage.
NOTE: This feature is often confused with other group functionality such as employee groups, job groups or task groups. However, this is not the case, you should only create secondary wage groups if you need to
pay employees different rates for performing different jobs or tasks.
For example, if an employee gets paid $10 per hour for most of the time they work, but gets $11.27 per hour for work in "Department A" and $12.33 per hour for work in "Department B," you setup two secondary
wage groups, one for each department. In addition, you would configure two shift differential premium policies that specify when an employee works in a specific department. Then they get paid the rate that you
associated with the alternative wage group(s) instead of their default wage.
To add a wage group, do the following:
1. Click Company in the menu bar, and then click Secondary Wage Groups in the icon bar.
2. Click New in the icon bar.
3. Complete the field.
4. Click Save to save your changes or click Cancel discard the changes.
See the Basic Operation section for details on viewing, adding, editing and deleting Secondary Wage Group.
DESCRIPTION
Enter a descriptive name for the secondary wage group.
Bank Accounts
If you offer Direct Deposit of payroll, you can add a bank account to the employee's profile. The system will use this account information to make direct deposit transactions to the employee's bank account.
See the Basic Operation section for details on viewing, adding, editing and deleting Employee Bank Accounts.
Job Titles/Positions
You can setup job titles, or positions, to better categorize employees. Such categorization facilitates searching and reporting. You specify these titles in the Title drop-down of the Employees profile.
See the Basic Operation section for details on viewing, adding, editing and deleting Job Titles.
There is only one tab, Job Title, in this section. On this tab, enter the Name of the job, such as carpenter, electrician, accountant, etc.
New Hire Defaults
You can configure default settings that will be available during creation of a new employee profile. These default values automatically load into the appropriate tabs, and the data entry process for each new employee
becomes more efficient and less time consuming.
There are five tabs in the New Hire Defaults feature: Employee Identification, Contact Information, Employee Preferences, Email Notifications, and Employee Tax/Deductions. Although the values in all the
fields are default settings, you can change them when you create a new employee profile or edit an existing employee's profile. To view these default settings, click Employee in the menu bar and then click New Hire
Defaults in the icon bar.
Employee Identification Tab
There are several fields in the Employee Identification tab. The values in each field correspond to fields and values found in the Employee tab in the employee's profile. Refer to Employees for more information.
Contact Information Tab
The fields and values in the Contact Information tab correspond to the Contact Info tab in the employee's profile. Refer to Employees for more information.
Employee Preference Tab
The fields and values in the Employee Preferences tab correspond to the Preferences feature. Refer to Preferences for more information.
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The check boxes in the Email Notifications tab correspond to the Preferences feature. Refer to Preferences for more information.
MyAccount
There are a number of personal features in TimeTrex, and they are found in the My Account section of the application. These features will be covered in the next section.
Requests
An employee can submit requests to their supervisor. To submit a request, do the following:
1. Click My Account in the menu bar, and then click Requests in the icon bar.
2. Click New in the icon bar.
3. Complete the Request.
4. Click Send to route the Request to the supervisor.
Request Tab
FIELD
DESCRIPTION
Employee
Date
Select the date that the request references. For example, when requesting a two week vacation use the first day of the vacation.
Type
Message
DESCRIPTION
Missed Punch
Punch Adjustment
Schedule Adjustment
Other
Requests/TimeSheet Authorization
Any supervisor can view a list of all requests and time sheets that require authorization. For requests, the supervisor manually performs the necessary action. For example, if an employee requests two weeks off for
vacation, the supervisor enters the necessary information into the schedule and then authorizes the request. A supervisor can decline a request or Pass (decline to act) on a request. Passing on a request causes the
supervisor to move to the next request, and leaves the previous request for later action.
To view pending requests or time sheets, do the following:
1. Click My Account in the menu bar and then click Requests or TimeSheets in the Authorization icon bar.
2. Right-click over the listing at the bottom of the page and select Request or TimeSheet from the context menu.
3. Authorize, Decline, or Pass on the request. Time sheets should be authorized, or corrected and authorized so employees can be paid correctly on the transaction date.
NOTE: Once a request is authorized or declined it cannot be deleted in an effort to maintain valid audit logs.
Messages
In the Message feature, an employee can communicate with other employees and their supervisors by sending and receiving messages. These communications are simple messages not requests to supervisors. Any
messages sent to an employee will appear in the Messages listing.
To send a message, do the following:
1. Click My Account in the menu bar, and then click Messages in the icon bar.
2. Click New in the icon bar.
3. Complete the Message.
4. Click Send to route the Message to other employees.
Message Tab
FIELD
Employee(s)
DESCRIPTION
Select the employees to receive the message.
Subject
Body
Scheduling
Schedules
Shift scheduling can be accomplished by two different methods, either by manual scheduling or through configuration of a recurring schedule template to define repetitive shifts, such as morning
shift, afternoon shift, evening shift, rotating shifts, etc. You can combine both methods (recurring schedule and manual) together to get the best of both methods. So even though a recurring
schedule is defined, you can manually override the individual shifts without affecting the recurring schedule on other days.
To view the employees' schedules:
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Available In
Community Edition
Professional Edition
Corporate Edition
Enterprise Edition
4. Click the small icons to enable or disable Unscheduled Employees, Daily Totals, Weekly Totals, or Strict Range.
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Schedule Tab
FIELD
DESCRIPTION
Employee
Select one or more employee names and move them to the right column to assign them to the scheduled shift.
Status
DESCRIPTION
Working
Select this value if the employee will be scheduled to work this shift.
Absent
Select this value if employee will be scheduled absent (not working) for this shift.
FIELD
DESCRIPTION
Absence Policy
Date
In
and
When the shift status is Absent, this field will be displayed below allowing you to select an Absence Policy from the
drop-down box.
buttons to add/remove multiple days, or use the Range tab for selecting a date range.
Out
Total
Schedule Policy
Branch
Department
Job
Enter a job code or select the job from the drop-down box.
Task
Enter a task code or select the task from the drop-down box.
Note
Recurring Schedules
As with individual Scheduled Shifts, you can manage the recurring schedules for employees. After an employee is assigned to a recurring schedule, the schedule goes on indefinitely, and the supervisor no longer needs
to create a new schedule for employees that work the same hours each week. However, even though a recurring schedule can go on indefinitely, it can also have a start and end date.
To view the recurring schedules, click Attendance in the menu bar and then click Recurring Schedules.
See the Basic Operation section for details on viewing, adding, editing and deleting Recurring Schedules.
DESCRIPTION
Template
Start Week
Enter the week of the recurring template that this recurring schedule will start with. In most cases, you will enter a 1. If the schedule is a rotation, you can enter another number, such
as 2 or 3, to indicate that this schedule is starting in the middle of the rotation schedule.
Start Date
Enter today's date or a future date. Recurring schedules do not take effect retroactively, so a past date should not be used.
End Date
Enter a future date when the schedule will end. If you want the schedule to continue indefinitely, leave the field blank.
Auto-Punch
Check the Auto-Punch box to have the system automatically punch the employees in and out according to their respective schedules. Then they will not have to manually punch in or
out. Use this feature when you want to track hours and absences for salaried employees or other employees who do not have access to a method for punching in and out. For example,
Auto-Punch may be useful for outside sales staff who are on the road visiting potential customers, or field service employees who visit customers to provide on-site service.
Employees
Select the employees that you want to assign to this schedule. In addition, you can also select the "OPEN" employee to create an open recurring schedule that you can later assign
employees to.
NOTE: When making a change to a recurring schedule, the change will apply to all employees who are assigned to that schedule. If you only want to change the recurring schedule of a single employee who is
already assigned to one along with other employees, you should remove that employee from their current recurring schedule. Once done, you can add that employee to an existing schedule and or create a new schedule
for them, with new settings.
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DESCRIPTION
Name
Description
Week
A week defines the different shift hours for each day of the week. To add another week to the template, click the
number of week entries.
button on the far right and repeat until you have the correct
For a routine shift that has the same hours each week, enter 1 in this field.
For a rotating shift, add additional weeks with a different number for each rotation week. For example, in a rotating shift the employees work mornings for the first week,
afternoons in the second week, and evenings in the third week. Enter 1 in the week field for mornings, 2 in the second week field for afternoons, and 3 in the third week field
for evenings to create a 3-week rotating shift.
For a split shift where the employee works mornings on some days and evenings on other days, create a template with two week entries and enter 1 in both week fields, but
each week would have different days selected or In/Out times.
Status
DESCRIPTION
Working
Select this value if the employee will be scheduled to work this shift.
Absent
Select this value if employee will be schedule absent (not working) for this shift.
FIELD
Absence Policy
Days of Week
DESCRIPTION
When the shift status is Absent this field will be displayed below allowing you to select an Absence Policy from the
drop-down.
Check the boxes for the days of the week this template covers. For example:
If the template covers a work week of Monday through Friday, check the boxes for M, T, W, T, F.
If it is a weekend shift, check the first and last S boxes for Saturday and Sunday.
If it is a split shift, check the boxes for M, T, and W on the first week then check T and F on the second week for the evening shift days.
Shift Time
Enter the In and Out times to indicate when the shift starts and ends.
Total
This field is automatically calculated from the IN and OUT times in the previous field.
Schedule Policy
Branch/Department
Select a branch from the first drop-down and a department from the second drop-down.
Job/Task
Select a job from the first drop-down and a task from the second drop-down.
This field defines how many employees are needed to have full coverage on the shift. Enter a number in this field to indicate the number of open spots on this shift. As employees are
scheduled, the number declines until the shift is completely staffed. This feature is especially useful for retail stores that have more customers on sale days or weekends and need to
schedule additional employees to work on those days.
NOTE: This field is used only when the recurring schedule using this template is assigned to the "OPEN" employee.
Punching In/Out
Available In
Community Edition
Professional Edition
Corporate Edition
Enterprise Edition
In addition to hardware devices (http://www.timetrex.com/hardware.php) that TimeTrex offers to help employees track their time, an employee can use the web interface if they have permission to
do so.
It is important to understand that TimeTrex requires punches be recorded in pairs to capture a period of worked time for accurately paying an employee. IN punches represent time the employee is working or on the
clock (receiving pay), and OUT punches represent time the employee is not working or off the clock (not receiving pay). For every IN punch there must be a corresponding OUT punch, otherwise an exception is
triggered. For example, the first punch of each shift would be an IN punch. When an employee leaves work for a lunch break, they would punch OUT for lunch (the employees can think of this as going to lunch).
Then when the employee returns, they punch IN from lunch. Finally, when the employee has finished their shift, they punch OUT.
Below is an example of what the punches may look like on the employee's timesheet:
Type Status
Normal In
Time
8:00AM
Lunch Out
12:00PM
Lunch In
1:00PM
Normal Out
5:00PM
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1. Click Attendance in the menu bar, and then click In/Out in the icon bar.
2. An inset page will appear where you can edit information for the punch event. In most cases the default values will suffice.
3. The Time and Date correspond directly to the present system time; so it is not editable.
4. Check the box if this is a Transfer punch.
5. Choose the Punch Type: Normal, Lunch, or Break.
6. Choose whether this punch is IN or OUT.
7. Optionally, choose the Branch and Department.
8. Optionally, choose a Job or Task.
9. If applicable, specify the values for Good and Bad Quantity and add an optional Note.
10. After entering the information, click the Save icon to save your changes, or click the Cancel icon to discard the changes.
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Punch Tab
FIELD
DESCRIPTION
Time
Date
Transfer
Enables transfer punch functionality, allowing the employee to switch between a branch, department, job, or task in a single operation without having to punch out first, then punch
back in again.
Punch Type
Type of punch: Normal, Lunch or Break. By default Lunch/Break punches are not paid. However, with a Meal Policy or Break Policy, they can be partially or fully paid.
In/Out
Branch
Department
Job
Task
Quantity
Good/Bad quantity: Good quantity can be used for items produced or items inspected that meet a standard. Bad quantity is for items that did not meet a standard or items that were not
produced.
Note
Optional comments that can go on the employee's timesheet and are viewable by their supervisor.
TimeSheets
By default, employees assigned to the Regular Employees permission group may view their own timesheet, but not make any changes. However, the Supervisor or higher permission levels may view and modify the
timesheets for employees that they have access to.
To view/edit an employee's timesheet:
1. Click Attendance in the menu bar, and then click TimeSheet in the icon bar.
2. Just below the icon bar, choose the Date and Employee that you wish to view.
3. The timesheet will appear, listing all the punches and absences for that week.
4. You can edit the punches on the timesheet by clicking the punch and then clicking Edit in the icon bar. From the same context menu, you can access the underlying Schedules, Employees, or Pay Periods.
Punches
TimeTrex provides a tool to view and search for punches that you have access to within the system. With this feature, you can quickly add, edit, or delete punches.
To view punches:
1. Click Attendance in the menu bar, and then click Punches in the icon bar.
2. If you see a large list of punches, use the Search Panel to filter the results.
3. To view or edit a specific punch, click on the punch and then choose the Edit icon in the icon bar.
4. Also, you can Delete or add New punches by using the corresponding icon in the icon bar.
Exceptions
Exceptions are pro-active notifications to issues that the employee and/or supervisor should be aware of, such as an employee arriving late for their shift, working overtime, or not taking their meal/breaks. There are
many different exceptions that can be triggered, and all of them are controlled by the Exception Policies.
Once an exception is triggered and displayed on an employee's timesheet, it cannot be removed or deleted unless the scenario that triggered the exception is corrected. For example, if an employee punches in late and
receives an "In Late" exception, the only way to remove that exception from the employee's record would be to manually modify their punch to reflect an on-time punch, or to modify the employee's schedule to reflect
a later start time.
To view exceptions:
1. Click Attendance in the menu bar, and then click Exceptions in the icon bar.
2. A list of exceptions will be displayed. Use the Search Panel to narrow the results.
3. To view the timesheet on the day containing the exception, click on the Exception in the list then choose View in the icon bar. You can then follow the instructions in the TimeSheets section to edit the punches
that caused the exceptions.
Accruals
Accruals can be thought of like a bank account of time. All the accrual records, both positive (deposits) and negative (withdrawals), are combined to provide an overall Accrual Balance. Accrual records can be added
manually, or automatically based on other settings in TimeTrex, such as an employee working overtime or taking vacation time.
To view the individual accrual records of the employees to which you have access, do the following:
1. Click Attendance in the menu bar, and then click Accruals in the icon bar.
2. If you see a large list of accruals, use the Search Panel feature to narrow the results.
3. To edit an accrual, choose Edit in the icon bar. Make the changes and then click Save in the icon bar.
4. You can add a new accrual record by using the New icon in the icon bar. Choose the Employee, select the Accrual Policy and Type, enter the Amount and choose a Date. Make the changes and then click Save
in the icon bar, or click Cancel to exit.
FIELD
DESCRIPTION
Accrual Policy
Type
DESCRIPTION
Awarded/Unawarded/Gift Use these types to award employees with additional accrual as a bonus. You may deduct from the accrual balance using Unawarded.
Paid Out
With this type you can manually withdraw time from an accrual balance when it is paid out. Typically, you would use absence policies and enter absence
time on the employees schedule/timesheet to automatically withdraw from the corresponding accrual policy.
Rollover Adjustment
This type is available for manually adjusting accruals at the end of the year or a specific term. For example, many companies give employees 2 weeks of
vacation per year, but do not permit them to carry the time over into the next year. In this example, a manual rollover adjustment can be made to remove
the extra time for the start of the next year. Accrual policies can automatically create rollover adjustment entries.
Initial Balance
Choose this type when entering initial balances from other systems into TimeTrex. For example, if your company starts using TimeTrex half way
through the year and an employee has accrued 40 hours of vacation, you can enter that as the amount for the Initial Balance. TimeTrex will add future
accrual amounts to this initial balance.
Other
Any other accrual reasons that the above types do not address.
Amount
Date
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Accrual Balances
Accrual Balances are made up of many Accrual records over the entire period that an employee is active within TimeTrex.
To view the accrual balances of the employees to which you have access, do the following:
1. Click Attendance in the menu bar, and then click Accrual Balances in the icon bar.
2. If you see a large listing of employees/balances, use the Search Panel feature to narrow the results.
3. To view more details, choose View in the icon bar.
4. You can apply a positive or negative adjustment to the accrual balance by clicking New in the icon bar. See the section on Accruals for more information about modifying accrual balances.
Policies
TimeTrex is a policy or rule-based system. Therefore, there are many different policies that you can configure and assign to one or more employees with Policy Groups. If a specific policy does not apply to your
organization, then you do not need to create it. TimeTrex can operate without any policies, or with several hundred policies assigned to different employees.
Each type of policy will be explained in the sections below.
Exception Policies
You may configure exception policies to alert an employee and/or supervisor to specific events such as missing punches, early or late punches, or unscheduled absences.
See the Basic Operation section for details on viewing, adding, editing and deleting Exception Policies.
DESCRIPTION
This flag activates or deactivates the exception.
Code
Name
Severity
You can define a severity level for each exception. There are four severity levels: Low, Medium, High, and Critical. You should only use the Critical severity level for exceptions
that must be corrected before processing payroll. An example would be missing in or out punches, or missing lunch punches. If you do apply the Critical setting to some key
exceptions, it can be easier for payroll administrators to have confidence in knowing when payroll is fully ready for processing.
Grace
Grace periods on things like In Late, and Out Early. For example, if an employee is 1 minute late, it wont trigger an exception if the Grace period is set to 10 minutes.
Watch Window
This is the amount of time that TimeTrex monitors this exception. For example, if this setting for In Late is set to 1 hour and the employee is 1.5 hours late, an exception will not
trigger; but if they are only 30 minutes late, then the exception will trigger.
Email Notification
You can choose who will receive an email alert when each exception is triggered. To receive these emails, employees must enable email notifications in their preferences. To notify a
supervisor of an exception for one of their subordinates, both the employee and supervisor must be belong to a Hierarchy, and the Exception object type must also be assigned to it.
Exceptions
Exception Name
Code
Long Break
B1
Description
The Employee's punch-in exceeded the break length defined in the Break Policy.
Short Break
B2
The employee punched below the the break length defined in the Break Policy.
B3
The employee punched In/Out for more breaks than were scheduled.
B4
The employee punched In/Out for fewer breaks than were scheduled.
No Break
B5
The employee did not punch In/Out for any scheduled break(s) during their shift.
Check-In
C1
Mostly used to indicate if security guards failed to check-in on their timesheet at regular intervals.
No Branch or Department
D1
J1
J2
Job Completed
J3
No Job or Task
J4
Long Lunch
L1
Short Lunch
L2
The employee's lunch break was below the lunch break time scheduled.
No Lunch
L3
The employee did not take a lunch break. There was both no In or Out punch made designated for lunch breaks.
Missing In Punch
M1
The employee did not correctly clock into their scheduled shift.
M2
The employee did not correctly clock out at the end of their scheduled shift.
M3
M4
O1
The employee is over their daily scheduled time. This is used to notify that an employee has exceeded regular time and now working overtime.
O2
The employee is over their weekly scheduled time. This is used to notify that an employee has exceeded regular time and now working overtime.
Unscheduled Absence
S1
No punch-in for a specific employee was logged during the entire time of the scheduled shift. The absence was not approved by a supervisor.
Not Scheduled
S2
The employee was not scheduled to work, however a punch-in was logged.
In Early
S3
A punch-in was logged before a scheduled shift start and beyond the set Grace Period for this specific event.
In Late
S4
A punch-in was logged after a scheduled shift start and outside the set Grace Period for this event.
Out Early
S5
A punch-out was logged before the scheduled end of shift was reached.
Out Late
S6
A punch-out was logged after the scheduled end of shift was reached.
S7
The employee was punched-in for a total amount of time that exceeds their scheduled daily shift plus the allotted Grace Period, if any.
S8
The employee was punched-in for a total amount of time that is below their scheduled daily shift plus the alloted Grace Period, if any.
S9
The employee was punched-in for a total amount of time that is over their scheduled weekly shift plus the alloted Grace Period, if any.
V1
Timesheet Verification is enabled, this is triggered when an employee has not clicked the Timesheet Verification button 48 hours after the verification window opens and the
Grace Period has been exceeded.
Overtime Policies
Overtime policies define the number of hours or consecutive days that an employee can work before they are paid at a different rate.
See the Basic Operation section for details on viewing, adding, editing and deleting Overtime Policies.
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FIELD
Type
DESCRIPTION
Specifies the interval in which the overtime calculations are done. For example, if you set a Daily overtime policy, TimeTrex only looks at the work time in a single 24-hour day. If it
is set as a Weekly policy, TimeTrex will calculate against a 7-day week.
NOTE: If you set Type to Weekly overtime policy, the overtime week (such as Sun-Sat, or Mon-Sun) is defined in the Pay Period Schedules as Overtime Week.
Type
Daily
DESCRIPTION
Calculates the number of hours in the day.
Weekly
Calculates the number of hours in the week as defined by the Pay Period Schedule.
Bi-Weekly
Calculates the number of hours in a two-week period as defined by the Pay Period Schedule.
Calculates the number of hours on the specific day of week that is chosen.
Consecutive Days
Holiday
Calculates the hours over the employees scheduled number of hours in the day, or if they are not scheduled at all.
Over Schedule (Weekly) / Calculates the hours over the employees scheduled number of hours in the week, or if they are not scheduled at all.
No Schedule
Active After
The amount of time an employee must work within the interval set in Type before this overtime policy triggers. For a Daily Type, if you want any work time that exceeds 8 hours to
count as overtime, you would set this value of Active After to 8 hours. For Weekly, you might set this value to 40 hours.
Rate
The pay rate that the employee will receive for any hours matching the overtime policy criteria. Examples: 1.00 is the regular rate, 1.50 is time and half, 2.00 is double time.
Wage Group
Specifies the Secondary Wage Group to use when calculating the overtime rate. This field is used when you want to specify a custom rate for each employee, or a rate completely
separate from the default rate for an employee.
This field is for the Pay Stub account that supports the pay stub for any hours that match this overtime policy. If you have multiple overtime policies, you should use different
accounts for each overtime policy so they clearly itemize on pay stubs and reports.
Sets the Accrual Policies by which overtime hours will deposit. It is especially important where time banks are in place. Overtime can be simultaneously paid out and deposited into
an accrual policy. If you only want to deposit overtime hours to an accrual policy, set the Rate to 0.00, then TimeTrex will not pay out any overtime that might match this criteria.
Accrual Rate
The rate in which hours are deposited to the accrual policy. To bank time at double time (instead of paying it out), you would set Accrual Rate to 2.00 and set Rate to 0.00.
Rounding Policies
Rounding policies define the interval and direction that employee punches are rounded to. Rounding policies can greatly affect payroll expenses by determining how much time employees are paid, or docked, for
coming in late, or leaving early.
Rounding Policy Theory
The theory behind rounding is to offer employers a method where employees are only paid for the time the employees are at work or ready to work. For example, if an employee is scheduled to start work at 8:00 AM,
walking through the front door at 7:59 AM might not be acceptable. The employee might have to turn on the lights, remove their jacket, start the computers or machinery, and grab coffee before beginning real work. If
employers do not want to pay them for this non-productive time, a rounding policy can be put into effect.
See the Basic Operation section for details on viewing, adding, editing and deleting Rounding Policies.
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FIELD
Punch Type
DESCRIPTION
Specifies which types of punches that TimeTrex will round in this policy. Its important to understand the significance of setting a Punch Type to Lunch Total, Break Total, or Day
Total. Each type will initiate a total rounding that applies to the total lunch, break or day time and rounds it to the specified interval. This is useful if it does not matter to the employer
when employees punch In/Out as long as the total punch time is rounded to the specified interval.
In TimeTrex, every punch must be paired with another punch. (See Punching In/Out for more information.) For every IN punch, there must be a corresponding OUT punch in order
to calculate the total amount of worked time. Consequently, Lunch/Break/Day total rounding simply rounds the last punch in the pair so that the overall total time of the pair will
round to the interval that you specify.
For example, take the following punches with no rounding:
In: 8:03AM Out: 5:05PM Total Time: 9:02 (9 hours and 2 minutes)
If you were to apply Day Total and Average rounding with a 15-minute interval, the same punches would look like this:
In: 8:03AM Out: 5:03PM <-- changed from 5:05PM to 5:03PM Total Time: 9:00 (9 hours exactly)
As you can see, only the OUT punch is modified to a value that would result in the total time rounding to the nearest (average) 15 minutesin this case, 9 hours exactly. However,
each individual punch can be a value that itself is not rounded (5:03PM is obviously not rounded to the nearest 15 minutes).
Round Type
Sets the direction which punches will round toward. Average rounding will split the interval in half and round values in the lower half down and values in the upper half up by the
specified Interval.
Interval
Defines the amount of time that punches will round. For example, if this value is set to 1 minute, all times will round to the closest minute. If this value is set to 15 minutes, times will
round to the closest quarter hour. Its important to understand the relation of Interval with Round Type. If the Round Type is set to Up, and Interval set to 15 minutes, all times will
round up to the next 15-minute interval. (For example, 7:34 AM will round up to 7:45 AM; 7:46 AM will round to 8:00 AM). Another example: If you set Round Type to Average,
all times will round to the nearest interval. (7:34 AM will round down to 7:30 AM; 7:41 AM will round up to 7:45 AM).
Grace Period
This is the amount of time given to the employee before rounding takes place. For example, if Round Type is set to Up and Interval is set to 15 minutes with a Grace Period of 3
minutes, and the employee punches IN at 8:02 AM, the punch will round down to 8:00 AM since the punch is within the Grace Period window. You should set this to 0 when using
the Average rounding type.
Strict Schedule
By checking this box, punch times will round to the scheduled time of each employee. When you specify this option, TimeTrex will never record time that exceeds the schedule for
any employee. This is known as pre-authorized overtime. However, if the employee punches in late, or punches out early, those punches will round according to this policy. For strict
rounding to work, the employee must be scheduled on that day and have a Schedule Policy assigned to their schedule that defines the proper start/stop window. For example: If an
employee is scheduled to start their shift at 8:00 AM, and they punch in at 7:48 AM, but Strict Schedule is enabled, TimeTrex will record the punch time as their schedule time of
8:00 AM. If they punch in after their schedule time, then the time will round normally. The opposite is true for setting Strict Schedule at the end of a shift. If an employee punches
out after their schedule end time of 5:00 PM, TimeTrex records it as their scheduled time of 5:00 PM. If they punch out before their schedule end time, 4:50 PM, TimeTrex will round
the time accordingly. When using Lunch, Break, or Day Total rounding with Strict Rounding, the total time cannot exceed the scheduled total time.
TIP: With each punch, TimeTrex records the actual punch time (before rounding), which supervisors can see when necessary. This allows supervisors to make manual adjustments at
a later time if the employee actually did work overtime.
Windows Based On
Enables conditional rounding by defining what the below Start/Stop settings are based on.
Window Based On
Start Window
DESCRIPTION
Scheduled Time
Employees scheduled time, either Start or End time or apply even if the employee isn't scheduled at all.
Static Time
Specific static time, such as 9:00AM, defined in the Static Time field that appears below.
Specific total shift time, such as 8 hours, defined in the Static Total Time field that appears below.
Amount of time before the above selection when the window starts.
For example if the above selection is Static Time set to 9:00AM, and the Start Window is set to 00:15 then the window will start at 8:45AM.
Stop Window
Amount of time after the above selection when the window ends.
For example if the above selection is Static Time set to 9:00AM, and the Stop Window is set to 00:10 then the window will stop at 9:10AM. Only punches that fall within the
Start/Stop window meet the condition and will be rounded.
WARNING: You should check your local labor laws to determine if rounding policies are legally applicable.
Accrual Policies
Accrual policies provide a mechanism for time to accrue or deposit into a time bank so employees can take time off at a later date. Commonly accrual policies are for banking time, keeping track of sick time, or
vacation time. Overtime Policies and Absence Policies can also be setup to automatically deposit or withdraw time from accrual policies.
See the Basic Operation section for details on viewing, adding, editing and deleting Accrual Policies.
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DESCRIPTION
Select an Accrual Policy Type from the drop-down box.
Type
DESCRIPTION
Standard
This accrual policy establishes a time bank where hours can be deposited or withdrawn.
Calendar Based
This type is similar to the standard accrual policy, except that time deposits into the bank on a regular interval (weekly, monthly, and so on) to
correspond with the length of service milestones.
FIELD
Frequency
DESCRIPTION
Your choice defines how often time is deposited into each employees accrual account. If you chose Annually, Monthly or
Weekly, a specific date must also be set.
WARNING: Consider the common case where you choose Annual frequency and specify a date of January 1 and an
employee is hired on January 2nd. In such a case, the employee will require nearly 2 years full employment to receive the
accrual rate for a 1-year service milestone because they will always be one day short of a full year on the date when time
deposits into their accruals. If you use the annual frequency, you should consider basing it on the Employee's Hire Date, so
that the time deposits on the anniversary date of each employee. Alternatively you could consider using a Milestone Rollover
Based On date that matches this frequency date.
Hour Based
Choosing this type is similar to the standard accrual policy, except that time deposits into the bank each day that an employee works to correspond with
the length of service milestones.
This is the amount of time that an employee must be employed before they become eligible for this accrual policy. After the employee has sufficient employment, TimeTrex will start
accruing time from zero. It will not go back and calculate a larger deposit to the account for lost time due to the minimum employment period.
This is the date from which the length of service defined for each milestone is calculated from.
This can be either the Employees Hire Date, or specific day of a particular month. If it is defined as a specific day then the length of service will be calculated as if employees were
hired on that date in the year they were hired. For example if the date specified is January 1st, then an employee hired on March 20th 2005 would have their length of service
calculated from January 1st 2005 resulting in them receiving a greater length of service than they actually have. Conversely if the date specified is June 1st, then an employee hired on
March 20th 2005 would have their length of service calculated from June 1st 2005, resulting in lower length of service than they actually have.
DESCRIPTION
Length of Service
The amount of time that an employee must be continuously employed (calculated from the above Milestone Rollover date), or the amount of total employee work time (total hours),
after which the employee receives the accrual rate for this milestone.
Accrual Rate/Year
This field is only available for Calendar Based accrual policies and is the number of hours the employee accrues in a one year period. TimeTrex divides this total by the Frequency
to calculate the number of hours that accrue per pay period, week, month, or year.
Accrual Rate/Hour
This field is only available for Hour Based accrual policies and determines the amount of time accrued for every hour the employee works.
This sets the upper limit for the balance that employees are allowed to have in their accrual account. After an employee reaches this limit, TimeTrex will no longer accrue time until
the balance falls below this limit. This is used as a cap to keep employees from accruing too much time, and motivates them to take time off before they reach the cap. You should use
a value at least equal to or greater than the Accrual Rate/Year; otherwise, the employee can never earn the full accrual rate.
The maximum amount of time that can roll over into the next year. The adjustment occurs on the date for Milestone Rollover Based On. For example, if the Accrual Rate/Year is
set to 40 hours and the Accrual Maximum Rollover is set to 20 hours, an adjustment entry is automatically made to reduce their accrual to 20 hours when the employee reaches the
milestone rollover date with more than 20 hours in their accrual. If you want all time that accrues to rollover into the next year, simply set this value to something greater than (or
equal to) Accrual Total Maximum. A value of zero will result in no time being rolled over.
Absence Policies
Absence policies offer a method of tracking either paid or unpaid time when employees are absent from work. Typical absences may include personal time off (PTO), vacation, holidays, sick time, and jury duty.
See the Basic Operation section for details on viewing, adding, editing and deleting Absence Policies.
DESCRIPTION
The type specifies if the absence time is considered Paid or Unpaid. In the case of salaried employees, it can be Docked from their salary or Paid in addition to their salary.
Type
DESCRIPTION
Paid
Considered paid time for hourly employees; does not affect salaried employees.
UnPaid
Considered unpaid time for hourly employees; does not affect salaried employees.
Dock
Rate
Used to calculate the employee's rate of pay for any absence time.
Wage Group
Defines the Secondary Wage Group used to calculate the above rate of pay.
Accrual Policy
You can choose an Accrual Policy that governs the withdrawal of banked time. Absent time can both be paid out and withdrawn from an Accrual Policy at the same time. For
example, if you want to only withdraw hours from the Accrual Policy set the Rate to 0, and Accrual Rate to 1.0. This will cause TimeTrex to allow time off without pay.
Accrual Rate
The rate at which hours are withdrawn from the Accrual Policy. For example, to withdraw time and pay it out, you would set the Accrual Rate to 1.00 and set Rate to 1.00.
Meal Policies
Meal policies have several purposes. The primary purpose is to define when TimeTrex can expect an employee to take lunch, so it knows to set the default Punch Type to Lunch. The second purpose is to specify the
duration of the meal time, or if the meal time should automatically add to or subtract from the shift time for the employees to which the meal policy applies.
See the Basic Operation section for details on viewing, adding, editing and deleting Meal Policies.
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FIELD
Type
DESCRIPTION
Specifies if this meal policy defines a window for defaulting punch types to lunch, or if it will be used to modify employees' total time for the day.
Type
DESCRIPTION
Normal
Used to determine the lunch time an employee is expected to take for scheduling purposes, or a time window when the employee is expected to punch
out for lunch so TimeTrex can default the punch type for the employee.
Auto-Deduct
Will automatically deduct the meal time from employees' time once their shift exceeds the Active After interval. This is useful when employees are not
paid for lunch and they won't be punching in or out for lunch.
Auto-Add
Setting Type to Auto-Add will cause an automatic addition of the Meal Time to the employees' time after their shift exceeds the Active After interval.
This is useful when employees are paid for lunch, but you want to have them punch In/Out for tracking purposes. Setting Type to Normal means that
meal policies are used to determine the lunchtime an employee is expected to take for scheduling purposes.
Setting Type to either Auto-Deduct or Auto-Add will reveal two other fields:
FIELD
Include Any Punched
Time for Meal
DESCRIPTION
Checking this box will cause TimeTrex to adjust the meal time by the difference between what an employee punches and what the meal policy defines.
This is used when you pay employees for a 30-minute lunch, but still have them punch in and punch out so you can track if they take more then 30
minutes. You do not want to pay them for any time that exceeds the 30-minute interval. Consider this example: You want to pay employees for a
maximum 30-minute lunch. With a 30-minute Auto-Add meal policy, when an employee punches out for a 30-minute lunch, they will not (by default)
be paid for that time because they are punched out, or off the clock. However, TimeTrex will apply this meal policy and add 30 minutes to their total paid
time, so they are paid for a lunch. Subsequently, if the employee punches out for a 45-minute lunch, TimeTrex will only add 30 minutes of paid time.
They will not be paid for the extra 15 minutes that they took for lunch.
Deduction/Addition Time This is the amount of time that will be added or deducted based on the selected Type.
Active After
This is amount of time that a shift must exceed before this meal policy is activated. For example, an employee might punch in for only 4 hours and then punch out to go home sick.
You may not want to deduct the usual 1-hour lunch from their shift. In this case, you could set the Active After to 5 hours, so that a lunch deduction will only occur when an employee
works at least 5 hours. As with Overtime Policies, you can specify multiple meal policies, each having a different Active After interval. You can configure it so employees who work
4-hour shifts will only receive a 30-minute lunch, and employees who work 6-hour shifts receive a 1-hour lunch.
Meal Time
When Type is set to Auto-Add or Auto-Deduct, this interval defines the length of time that adds or deducts from the total shift time for all employees to whom this policy applies.
Auto-Detect Meals By
DESCRIPTION
Will use a minimum and maximum value to constrain the interval that an employee takes for a meal. You must specify two additional values, described
below.
FIELD
Time Window
DESCRIPTION
Minimum Punch
Time
The minimum amount of time that an employee can punch out for Lunch. For example, if employees usually take a lunch that is
approximately 60 minutes in length, you can set this value to 45 minutes.
Maximum Punch
Time
The maximum amount of time that an employee can punch out for Lunch. For example, if employees usually take a lunch that
is approximately 60 minutes in length, you can set this value to 75 minutes.
Will cause lunch punches to be detected relative to the employees' first punch of their shifts.
FIELD
DESCRIPTION
Start Window
Amount of time that must elapse after the employees' first punch before their next punch is defaulted to lunch. For example if
an employee punches in at 8:00 AM and usually goes for lunch between 11:00 AM and 1:00 PM, setting the start window to 3
hours would cause TimeTrex to interpret any punch that happens 3 hours after the first punch as being Lunch.
Window Length
The length of time after the Start Window that TimeTrex continues to default punches to lunch. When outside this window,
punches will default to Normal. For example, if an employee normally starts their lunch within a 2-hour window (for example,
between 11:00 AM and 1:00 PM), then you would set this value to 2 hours.
Break Policies
Break Policies have several uses. The primary use is to indicate when the TimeTrex system should expect an employee to take one or more breaks so it automatically set the Punch Type to Break. The second use for
Break Policies is to determine how long the break time should be, or specify that the break time automatically adds (pay) or deducts (dock) from the shift time for employees to whom the policy applies.
Break Policies function almost identically to Meal Policies, except for one difference. If you specify multiple Break Policies, each one activates after the actual break time matches the Active After time. (As with
multiple Meal Policies, TimeTrex only uses the one that exceeds the Active After time.) This feature gives you the flexibility of configuring multiple breaks, each having a different length of time and Active After
setting.
See the Basic Operation section for details on viewing, adding, editing and deleting Break Policies.
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FIELD
Type
DESCRIPTION
Specifies if this Break Policy defines a window for defaulting punch types to break, or if it will be used to modify the employees' total time for the day.
Type
DESCRIPTION
Normal
Used to determine the break time an employee is expected to take for scheduling purposes, or a time window where the employee is expected to punch
out for break so TimeTrex can default the punch type for the employee.
Auto-Deduct
Automatically deducts the break time from the employees' time after their shift exceeds the Active After interval. This is useful when the employees are
not paid for break, and they won't be punching in or out for break.
Auto-Add
Setting Type to Auto-Add will cause an automatic addition of the break time to the employees' time once their shift exceeds the Active After interval.
This is used when employees are paid for break, but you want them to punch In/Out for tracking purposes. Setting Type to Normal means that Break
Policies are used to determine the break time an employee is expected to take for scheduling purposes.
Setting Type to either Auto-Deduct or Auto-Add will reveal three other fields:
FIELD
DESCRIPTION
Checking this box will cause TimeTrex to adjust the break time by the difference between what an employee punches and what the break policy defines.
This is used when you pay employees for a 30-minute break, but want them to punch in and punch out so you can track if they take more then 30
minutes. You do not want to pay them for any time that exceeds the 30-minute interval. For example, you want to pay employees for a maximum
30-minute break. With a 30-minute Auto-Add break policy, when an employee punches out for a 30-minute break, they will not (by default) be paid for
that time because they are punched out, or off the clock. However, TimeTrex applies this break policy and adds 30 minutes to their total paid time so
they are paid for a break. If the employee punches out for a 45-minute break, TimeTrex will only add 30 minutes of paid time. They will not be paid for
the extra 15 minutes that they took for break.
Allows TimeTrex to include multiple break punches when calculating the total break time. For example, if you allow employees to take 30 minutes of
break time at any point throughout the day, split into intervals (ie. three breaks in total, the first being 10 minutes, the second being 5 minutes, and the
third being 15 minutes), this option will allow the employees' flexibility over when, how long, and how many breaks they can take.
Deduction/Addition Time Is the amount of time that will be added or deducted based on the selected Type.
Active After
The amount of time that a shift must exceed before this break policy is activated. For example, an employee might punch in for only 4 hours and then punch out to go home sick. You
may not want to deduct the usual break from their shift. In this case, you could set the Active After to 5 hours, so that a break deduction will only occur when an employee works at
least 5 hours. As with Overtime Policies, you can specify multiple break policies, each having a different Active After interval. You can configure it such that employees who work
4-hour shifts will only receive a 15-minute break, and employees who work 6-hour shifts may receive a 30 minute break.
Break Time
When Type is set to Auto-Add or Auto-Deduct, this interval defines the length of time that will be added or deducted from the total shift time for all employees to whom this policy
applies.
Auto-Detect Breaks By
DESCRIPTION
This field uses a minimum and maximum value to constrain the interval that an employee may take for a break. You must specify two additional values,
which are described below.
FIELD
Time Window
DESCRIPTION
Minimum Punch
Time
The minimum amount of time that an employee can punch out for will be determined to be break. For example, if employees
usually take a break that is around 15 minutes in length, you could set this value to 10 minutes.
Maximum Punch
Time
The maximum amount of time that an employee can punch out for will be determined to be break. For example if employees
usually take a break that is around 15 minutes in length, you could set this value to 20 minutes.
Will cause break punches to be detected relative to the employees' first punch of their shifts.
FIELD
DESCRIPTION
Start Window
Amount of time that must elapse after the employee's first punch before their next punch is defaulted to break. For example, if
an employee punches in at 8:00 AM and usually goes for Break between 9:30 AM and 11:00 AM, setting the start window to
1.5 hours would cause TimeTrex to interpret any punch that happens 1.5 hours after the first punch as being Break.
Window Length
The length of time after the Start Window that TimeTrex continues to default punches to Break. Outside this window, punches
will default to Normal. For example, if an employee normally starts their Break within a 1.5-hour window (between 9:30 AM
and 11:00 AM), then you would set this value to 1.5 hours.
Schedule Policies
Schedule Policies provide a way to define specific other policies such as Meal Policies, Break Policies, Overtime Policies and Undertime Absence Policies that may be applied to an employees specific Scheduled Shift.
Any policy that is specified in the Schedule Policy will override the same type of policy that is specified in Policy Groups. For example, it can be used to apply a 30 minute Meal Policy to an employee's scheduled shift
rather than the default 1 hour Meal Policy.
See the Basic Operation section for details on viewing, adding, editing and deleting Schedule Policies.
DESCRIPTION
Meal Policy
Sets the Meal Policy that applies to any scheduled shift that is assigned to this policy.
Break Policy
Defines one or more Break Policies that applies to any scheduled shift that is assigned to this policy.
This policy triggers the recording of the difference between scheduled time and recorded work time when the worked time is less than the scheduled time. For example, if an
employee was scheduled to work an 8 hour shift, and they only work 7 hours, this setting would record the 1 hour difference as an absence. Consequently, this absence could be paid,
unpaid, or docked depending on the Absence Policy settings. The primary use for this policy is for salaried employees who work less than their scheduled minimum, and the
difference results in a docking of their pay. Another use is for drawing time from the time bank Accrual Policy of an employee who works less than what is scheduled.
Overtime Policy
This policy triggers the recording of the difference between scheduled time and worked time when the worked time exceeds the scheduled time.
Start/Stop Window
Sets the amount of time that TimeTrex will search for an employee's schedule if they happen to punch in before their schedule starts, or punch out after their schedule ends. This is
very important if employees work split shifts. You should use a value between 1 and 2 hours. For example, an employee could be scheduled to work from 8:00 AM to 12:00 PM and
4:00 PM to 8:00 PM. They punch in at 7:00 AM and punch out at 1:00 PM. In this case, the Start/Stop Window would need to be at least 1 hour for TimeTrex to associate those
punches with the 8:00 AM to 12:00 PM scheduled shift.
Premium Policies
Premium policies provide a method for tracking time separately according to specific criteria, usually for the purpose of paying employees at different rates. The criteria can be specific days of the month, the time of
day that an employee works, or specific Branches, Departments, Jobs and Tasks that an employee may work on. For example, the use of premium policies is paying employees who work evening or weekend shifts, or
for special work types, such as hazardous or dangerous pay.
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NOTE: Unlike Overtime Policies, where overtime calculates against regular time and a single overtime policy at a time, premium policies are non-exclusive. For example, if you have a weekend premium policy
and an evening premium policy, and the employee works an evening shift on a weekend, they could have double premium time hours than the time that they actually work.
See the Basic Operation section for details on viewing, adding, editing and deleting Premium Policies.
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FIELD
Type
DESCRIPTION
There are many types of premium policies to choose from and depending on the type, there may be additional options on the main tab and the other tabs that you should consider.
Type
Date/Time
DESCRIPTION
Specify the criteria based on the date or time that an employee works.
Date/Time Criteria Tab
FIELD
Start Date
DESCRIPTION
The date on which this policy becomes active. If you dont specify a date, then the policy is always active.
End Date
The date on which this policy becomes inactive. If you dont specify a date, then the policy is always active.
Start Time
The time at which this policy becomes active. This is used for setting evening shift premiums.
End Time
Include Partial
Punches
Check this box to allow partial punches to match this policy. For example, consider a case where the start time is set to 6:00 PM
and an employee punches in at 10:00 AM and then punches out at 7:00 PM. If you dont enable this feature, then the employee
punch will not match the criteria for this policy and the employee will not receive any premium time. However, if you enable
this feature, then partial punches may count towards premium time, so the employee would receive premium time from 6:00
PM to 7:00 PM, or one hour in total.
The minimum amount of regular time that an employee must work on a given day before this policy activates.
Active After Weekly The minimum amount of regular time that an employee must work in a given week before this policy activates.
(Regular) Hours
Effective Days
Shift Differential
In this field you check off the days of the week that this policy is to be active. This is useful for weekend premiums.
Shift differential policies allow you to pay employees at different rates depending on the branch, department, job, job group, task or task group they
work.
Differential Criteria Tab
FIELD
Meal Break
DESCRIPTION
Selection Type
Defines the selection criteria for each field, either "All," "Only Selected," or "All Except Selected." If you choose "Only
Selected" or "All Except Selected" you should select one or more items in the boxes below.
Exclude Default
Check the box to enable this option, which sets TimeTrex to ignore the Default Branch (as defined in each employee's record).
For example, if you want all employees who work outside their default branch to receive this premium, you can enable this
option and set the selection type to All Branches.
Choosing this type allows you to define the maximum time that an employee can work without a break before they receive additional compensation.
Meal/Break Criteria Tab
FIELD
Callback
DESCRIPTION
The minimum amount of regular time that an employee must work on a given day before this policy activates.
Maximum Time
Without a Break
The maximum amount of time that an employee can work without lunch or a break.
Minimum Time
Recognized As a
Break
The minimum amount of time that an employee must take for lunch or break before it counts as a lunch or break and excludes
the employee from this policy. For example, this policy defines that if an employee doesn't take at least a 30 minute break after
working 4 hours, they get paid for one additional hour. If you set this value to 30 minutes and the employee only takes a 15
minute break, they will still get paid for one additional hour.
Choosing this type will mean that you can compensate employees for callbacks to work before the amount of time you specify elapses between two
successive shifts.
Callback Criteria Tab
FIELD
DESCRIPTION
Minimum Time
Between Shifts
The amount of time that the first shift must exceed before this policy activates.
By choosing this type, you can make a simple policy of the minimum amount of time that an employee will receive each shift.
Minimum Shift Time Criteria Tab
FIELD
DESCRIPTION
Minimum Shift Time The minimum shift time that an employee will receive. For example, if this value is set to 04:00 (4 hours) and the employee
punches out for one hour, the employee will receive three hours of premium time to make the total work time and premium time
equal to the value of the minimum shift time.
Holiday
When this type is selected, it will apply to time employees work on a holiday, as defined by Holiday Policies.
Advanced
This type is a combination of the Date/Time and Shift Differential types. You will see both tabs related to those types appear, and you can set the
options on both tabs.
Minimum Time
The minimum amount of premium time that the employee will receive. For example, if you set the minimum to 4 hours and an employee only punches in for 2 hours, they will still
receive 4 hours of premium time.
Maximum Time
The maximum amount of premium time that the employee will receive. For example, if you set this to 1 hour and an employee punches in for 4 hours, they will receive only 1 hour of
premium time.
Check this box to specify that any meal policy time will be part of the premium time calculation. For example, if you enable this option and a meal policy automatically deducts 30
minutes of lunch time from each employee, that 30 minutes will also deduct from any premium time that the employee receives.
Check this box to specify that any break policy time will be part of the premium time calculation.
Pay Type
In this field you can choose the formula to use when paying employees for premium time.
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Pay Type
DESCRIPTION
Pay Multiplied By Factor If you choose Pay Multiplied By Factor, you enter a Rate that is the multiplier for the regular hourly rate of the employee.
NOTE: Due to the fact that premium policies are non-exclusive as described above, the rate is automatically adjusted by -1.0, so in order to use the
employees full hourly rate you would need enter a rate of 2.0
Pay + Premium
If you choose Pay + Premium, you enter a Premium amount that adds to the regular hourly rate of the employee.
Choosing Flat Hourly Rate means that a flat hourly rate will replace the regular rate for the employees to which this policy applies. Since employees
always get their regular rate regardless of premium time, the flat hourly rate is related to their regular rate. If you set this value to be less than the regular
rate, there may be a negative line item amount on their pay stub to account for the difference. If this is set to a value higher than regular rate, the
premium line item on the employee's pay stub will show the difference between the two rates. For example, if the employee is paid $10/hour as their
regular rate and the flat hourly rate for the premium is $15/hour, TimeTrex will calculate $5/hour as the premium rate. For the Flat Hourly Rate setting,
you will need to choose a Wage Group.
Similar to the above Flat Hourly Rate (Relative to Wage) however its not relative to the employees wage, so no adjustments to the specified hourly
rate are made.
Will use the higher of the two hourly rates, either the one specified in the premium policy, or the one specified in the employees wage record for the
specified wage group, then it will adjust relative to the employees wage so only the difference in wage is used.
Will use the higher of the two hourly rates, either the one specified in the premium policy, or the one specified in the employees record
This is where you set the account for the pay stub to cover any hours that match this premium policy. You should use a different pay stub account for each premium policy that has a
different rate of pay.
Accrual Policy
You can choose an accrual policy that governs the depositing of premium hours. This is useful for time banks. Premium time can both pay out and deposit to an accrual policy at the
same time. If you wish to only deposit premium hours to an accrual policy, set the Rate to 0, which causes TimeTrex to cancel the pay out of any premium time that matches this
criteria.
Holiday Policies
You can setup holidays to support non-working time or payroll benefits, and to automatically record holiday time for employees after considering specific criteria such as the number of days in employment with the
company prior to the holiday. With regular holiday policies, you can manually setup holidays each year. If you prefer more automation, you can setup Recurring Holidays, and then return to this feature to select from
the Recurring Holidays drop-down list. TimeTrex allows you to enter these holidays one time and it will automatically apply them each year.
See the Basic Operation section for details on viewing, adding, editing and deleting Holiday Policies.
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FIELD
Type
DESCRIPTION
There are three types of holiday: Standard, Advanced: Fixed, and Advanced: Average. When you choose a Type, there are options on the main tab and other tabs that you need to
consider.
Type
Standard
DESCRIPTION
Basic flat amount of time given to each employee.
Eligibility Tab
FIELD
DESCRIPTION
Minimum Employed This field is for the minimum number of days that an employee must be employed before they are eligible for the holiday time
Days
under this policy.
Advanced: Fixed
DESCRIPTION
Holiday Time
Is the amount of time, in hours and minutes, that the employee will receive as holiday time.
Absence Policy
Advanced eligibility criteria with a flat amount of time given to each employee.
Eligibility Tab
FIELD
DESCRIPTION
Minimum Employed This is the minimum number of days that an employee must be employed before they are eligible for holiday time under this
Days
policy.
Employee Must
Work At Least
With this setting, you specify the number of Calendar Days, Scheduled Days, or Holiday Week Days that the employee must
work before and after the holiday. Calendar Days include weekends and holidays. Scheduled Days include only the days that
the employee was actually scheduled to work. Holiday Week Days include only the week days that the holiday occurs on. For
example, if the holiday occurs on a Monday, then the employee will need to work at least X of the last Y Monday's).
Advanced: Average
DESCRIPTION
Holiday Time
This is the amount of time, in hours and minutes, that the employee will receive as holiday time.
Absence Policy
Advanced eligibility criteria with an averaging formula to calculate the amount of time given to each employee.
Eligibility Tab
FIELD
DESCRIPTION
Minimum Employed This is the minimum number of days that an employee must be employed before they are eligible for the holiday time under this
Days
policy.
Employee Must
Work At Least
With this setting, you specify the number of Calendar Days, Scheduled Days, or Holiday Week Days that the employee must
work before and after the holiday. Calendar Days include weekends and holidays. Scheduled Days only include the days that
the employee was actually scheduled to work. Holiday Week Days include only the week days that the holiday occurs on. For
example, if the holiday occurs on a Monday, then the employee will need to work at least X of the last Y Monday's).
DESCRIPTION
Defines the number of calendar days that will be used to calculate the total number of hours the employee worked.
Defines the divisor of the averaging calculation, by taking the total time the employee worked in the above field and dividing it
by the value in this field. If the Worked Days Only box is checked, the divisor will be the number of days worked out of the
days specified in above field.
Minimum Time
The minimum amount of time the employee receives on a holiday for which they are eligible.
Maximum Time
The maximum amount of time the employee receives on a holiday for which they are eligible.
Enables Overtime Policies of type Holiday, even if the employee isn't eligible for the holiday from other criteria, such as
minimum employed days or minimum days worked before or after the holiday.
Include Over Time in Check this box to include over time in the average work time calculation for the employee.
Average
Include Paid
Absence Time in
Average
Check this box to include any paid absence time, such as vacation or sick time, in the average work time calculation for the
employee.
Rounding Policy
This field is for the policy that is used to round the holiday time after the employee's average worked time is calculated.
Absence Policy
Specifies whether an employee assigned to this policy is scheduled as absent or working by default on a holiday.
Recurring Holidays
Defines the recurring holidays that apply to this policy. The holidays in this drop-down list are setup in Recurring Holidays.
NOTE: At any time, supervisors can manually enter holiday time for individual employeeswhether or not the day is a holiday.
NOTE: Specific holiday dates can be added or modified at any time, by going to Policy -> Holiday Policies, clicking Edit on the specific Holiday Policy, then click on the Holidays tab. Keep in mind if you are
adding or modifying holidays in the past you will have to recalculate employees timesheets.
Recurring Holidays
Recurring Holidays are holidays that repeat each year. TimeTrex allows you to enter these holidays just one time, and it automatically applies them in each subsequent year. The holidays you setup here feed the
Recurring Holiday drop-down list that is found when you create the Holiday Policies.
Most holidays (especially those in North America) can be configured as recurring holidays; you will not need to remember to manually create them each year.
It is important to note that on a nightly basis, Recurring Holidays are automatically added to the Holiday tab in each Holiday Policy that the Recurring Holiday is assigned too. Therefore if you create or modify a
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Recurring Holiday it may not appear in that tab or on employees timesheets until the next day, or until 60 days prior to when the holiday is scheduled to occur. In order to add holidays retroactively or on a manual basis
you must edit the Holiday Policy, click on the Holiday tab and create a new holiday record in this tab, then recalculate any employees timesheets that may be affected by this change.
See the Basic Operation section for details on viewing, adding, editing and deleting Recurring Holidays.
DESCRIPTION
Special Day
Used to determine special holidays that do not occur on a regular schedule, such as Good Friday or Easter.
Type
DESCRIPTION
Holidays that occur on the same day of the same month each year.
Dynamic - Week Interval Holidays that occur on a specific week on the same month each year.
FIELD
DESCRIPTION
Week Interval
The week of the month that the holiday occurs on. For example, you might specify a Thanksgiving holiday as the 4th Thursday
in November.
Day of Week
Holidays that occur on or around another day of the same month each year. For example, you might configure the holiday to occur on the Friday that
occurs before the 8th day of May.
FIELD
DESCRIPTION
Day of Week
Pivot Direction
This field determines whether the holiday occurs Before, After, On or Before, or On or After the Day of the Month.
Policy Groups
You can use policy groups to apply specific policies to one or more employees. Later, you can reconfigure the application of these policies to new employees, or a different mix of employees. There is no limit to the
number of policy groups that you may create and manage. However, you may only assign an employee to a single policy group at any given time.
For example, if you have employees who only work the night shift, and other employees who work only during the day shift, you could create two separate policy groups and define different policies (such as overtime
or premium) for each distinct group. Another common policy group configuration is to designate employees who are exempt from overtime pay versus those employees who are not exempt from overtime.
WARNING: Modifying policies or policy groups will only affect data that users add or modify after the you commit the policy changes. To apply policy changes retroactively, you must recalculate employee
timesheets by going to Attendance > TimeSheet, then click on a punch cell to bring up the context menu and then click Recalculate TimeSheet icon.
See the Basic Operation section for details on viewing, adding, editing and deleting Policy Groups.
Job Costing
Jobs
In addition to tracking employees time by Branch and Department, you can also use Jobs to get additional information on how they spend their time. This is particularly useful for companies that
have their employees working on multiple jobs. For example, if you have carpenters that work on more than one construction project, you only want to bill each customer for the work that is
completed on their specific project.
Available In
Corporate Edition
Enterprise Edition
See the Basic Operation section for details on viewing, adding, editing and deleting Jobs.
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NOTE: By default, all employees can work on any job. If you need to apply restrictions to which employees can work on a job, you need to change the settings in the Employee Criteria tab.
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Jobs Tab
FIELD
Status
DESCRIPTION
Select a status from the drop-down. Employees can only track their time to jobs that are Active.
Status
Active
DESCRIPTION
The job is in progress.
On Hold
Completed
Disabled
NOTE: When punching In/Out only ACTIVE jobs will appear in the Job drop-down list box while all job Statuses are available when adding or modifying a punch in the
timesheet.
Name
Description
Enter a description.
Code
Numeric Code used to identify this job by the employees when they punch In or Out. The system automatically increases to the next number in sequence, or the administrator can use
a different value.
Group
Client
Branch
Department
Supervisor
Start Date
Click the calendar icon and select the date the job begins.
End Date
Click the calendar icon and select the date the job will be finished.
Default Task
Select the task that will be chosen by default when employees punch In or Out. Employees can change this if other tasks are available.
Tags
Enter one or more descriptive tags. Separate each tag with a comma.
Estimate Time
Billable Rate
Enter the rate (per hour) that will be billed for the job.
Minimum Time
Estimate Quantity
Note
DESCRIPTION
There are two drop-down fields to complete:
Employee Groups
Branches
DESCRIPTION
Selection Type
Select the employee groups that are eligible to work on this job.
Selection
Select the employee groups for this job (i.e. Executives, Non-exempt hourly, etc.). If All Groups was selected in the above Selection Type drop-down,
then leave this field blank.
Departments
DESCRIPTION
Selection Type
Select the branches of employees that are eligible to work on this job.
Selection
Select the branches for this job (i.e. New York, Seattle, etc.). If All Branches was selected in the above Selection Type drop-down, then leave this field
blank.
DESCRIPTION
Selection Type
Select the departments of employees that are eligible to work on this job
Selection
Select the departments for this job (i.e. Administration, Construction etc.). If All Departments was selected in the above Selection Type drop-down,
then leave this field blank.
Include Employees
If there are additional employees that were not included by the criteria selected above, you can include them here. For example if you setup the above criteria to allow all employees
in the New York branch to work on this job, but you wanted to include just one employee from the Seattle branch, you would use this field to include that one employee. If you are
unsure, do not select any employees, as by default all employees are eligible.
Exclude Employees
If there are employees that are included in the above criteria that you wish to be excluded from this job, you can exclude them here. For example if you setup the above criteria to
allow all employees in the New York branch to work on this job, but you wanted to exclude just one employee from this branch, you would use this field to exclude that one
employee. If you are unsure do not select any employees, as by default all employees are eligible.
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DESCRIPTION
There are two drop-down fields to complete:
Task Groups
DESCRIPTION
Selection Type
Select the tasks groups that are eligible for this job.
Selection
Select the tasks for this job (ie: Billable, Non-Billable, etc. ). If All Groups was selected, then leave this field blank.
Include Tasks
If there are additional tasks that were not included by the criteria selected above, you can include them here. For example if you setup the above criteria to allow all tasks assigned to
the Billable group to be eligible on this job, but you wanted to include just one task from the Non-Billable group, you would use this field to include that one task. If you are unsure,
do not select any tasks, as by default all tasks are eligible.
Exclude Tasks
If there are tasks that are included in the above criteria that you wish to be excluded from this job, you can exclude them here. For example if you setup the above criteria to allow all
tasks assigned to the Billable group to be eligible on this job, but you wanted to exclude just one task from this group, you would use this field to exclude that one group. If you are
unsure do not select any groups, as by default all groups are eligible.
Job Groups
You can group Jobs into categories that represent the types of projects undertaken by your company. For example, if your company constructs residential and commercial buildings, you can have a category for each
major type of construction and list the different construction subcategories below each major category.
Residential Construction
Single family homes
Townhouses
Duplexes
Commercial Construction
Office Buildings
Hospitals
Schools
See the Basic Operation section for details on viewing, adding, editing and deleting Job Groups.
To add a job group, click Attendance in the menu bar and then click Job Groups in the icon bar. There are only two fields in the Job Groups feature.
DESCRIPTION
Parent
Select the parent category. If this is your first job group entry, you can only choose Root from the Parent drop-down. As you add more job groups, you can choose one group to be
the Parent for another group. You can continue to add and nest these groups beneath one another to reflect your organization.
Name
Tasks
In addition to tracking employees time by Branch and Department, you can use Tasks to get additional information on how they spend their time. This is particularly useful for companies that have their employees
working on multiple tasks for different customers. For example, if you have field service people that go on service calls to fix equipment, you only want to bill the customer for the work that is completed on their
equipment.
See the Basic Operation section for details on viewing, adding, editing and deleting Tasks.
NOTE: By default, all employees can work on a task unless you restrict the task to a specific group.
Task Tab
FIELD
Status
DESCRIPTION
Select a status from the drop-down. Employees can only track their time to tasks that are Active.
Status
DESCRIPTION
Active
Disabled
Name
Description
Enter a description.
Code
Numeric Code used to identify this task by the employees when they punch In or Out. The system automatically increases to the next number in sequence, or the administrator can use
a different value.
Group
Product
Tags
Estimate Time
Estimate Quantity
Billable Rate
Enter the rate (per hour) that will be billed for the task.
Task Groups
You can group Tasks into categories that represent the type of work performed within your company. For example, if your company constructs buildings, you can have a category for each major type of task and list the
different sub-tasks below each major category.
Pre-construction Tasks
Estimating
Permit Applications
Budgeting
Surveying
Site Preparation Tasks
Excavation
Utility Installation
See the Basic Operation section for details on viewing, adding, editing and deleting Task Groups.
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To add a Task group, click Attendance in the menu bar and then click Task Groups in the icon bar. There are only two fields in the Task Groups feature.
DESCRIPTION
Parent
Select the parent category. If this is your first task group entry, you can only choose Root from the Parent drop-down. As you add more task groups, you can choose one group to be
the Parent for another group. You can continue to add and nest these groups beneath one another to reflect the work in your organization.
Name
Payroll
The Payroll features allow you to configure, edit, and save the information specific to your company's payroll. You can create and manage pay stubs and amendments. You can enter pay periods on
Available In
a manual schedule or setup recurring pay period schedules. In addition, you can configure taxes, deductions, and establish pay stub accounts that link to the company's accounting system. After
Community Edition
making all your payroll configurations, you can use the Process Payroll Wizard to simplify the generation of your payroll.
Professional Edition
Corporate Edition
Pay Stub Accounts
Enterprise Edition
Before you can generate pay stubs or properly configure policies, you must first setup pay stub accounts. Pay stub accounts are similar to line item accounts in a general ledger. Employee earnings
are deposited into Earning pay stub accounts and deductions go into either Employee or Employer deduction accounts.
As you prepare to configure your pay stub accounts, remember that earning accounts withdraw from accruals, and deduction accounts deposit into accruals. This feature is commonly used for keeping track of accruing
vacation pay. For example, you would create a Vacation Accrual account of type Accrual and a Vacation Accrual Release account of type Earning with Vacation Accrual set as the accrual account. Then Vacation
Accrual Release amounts are automatically withdrawn from Vacation Accrual. This method can also be used to keep track of employee loans.
NOTE: Avoid using Other for an earning or deduction pay stub account. If you use it for miscellaneous items, such as a special employee award, a cell phone charge, or reimbursement for travel expenses, you will
not be able to break down and calculate an accurate total for each line item.
As an option, you can enter values for Debit Account and Credit Account fields. These identifiers are for mapping the TimeTrex accounts to account numbers in your general ledger (GL) of your accounting system.
You do not need to map all TimeTrex accounts to individual GL accounts. If you want to combine two or more TimeTrex accounts in to a single GL account, you enter the same account number.
Example 1: If you want Provincial/State and Federal income tax to be combined in to a single GL account, you would give them the same account number, such as 2330.
Example 2: If you combine all the TimeTrex earnings accounts in to a single GL account number of 2300, enter 2300 for the TimeTrex "Total Gross" account.
To add a pay stub account, click Payroll in the menu bar, click Pay Stub Accounts in the icon bar, and then click the listing at the bottom of the page and select the New icon also located in the icon bar.
See the Basic Operation section for details on viewing, adding, editing and deleting Pay Stub Accounts.
DESCRIPTION
Select a status from the drop-down box.
Status
Type
DESCRIPTION
ENABLED
DISABLED
DESCRIPTION
Earning
Employee Deduction
Employer Deduction
Total
Accrual
Indicates that this type is an accrual account, and it maps to another pay stub account.
Name
Order
Enter a value for the order in which the accounts appear on the pay stub. The lower the order, the higher up on the pay stub the account will appear in its own section.
Accrual
Choose an Accrual for the pay stub account where all amounts are deposited or withdrawn for the purposes of keeping a running balance
NOTE: If Accrual was selected in the Type field, this field will not appear.
Debit Account
Credit Account
After you map the pay stub accounts, you can go to Report > Payroll Reports > General Ledger Summary. There you can select the filtering criteria, select the export format that you want at the bottom of the
screen, and then press the Export button. Save this file to your hard disk and import it in to your accounting software.
Taxes / Deductions
The Taxes/Deductions feature allows you to define specific calculations, or formulas, and apply them to employee pay stubs. However, this feature encompasses more than taxes or deductions. It includes many other
aspects of employee pay stubs, such as earnings, employer deductions, and accruals. By default, Taxes/Deductions apply to every pay period. If necessary, you can assign them to individual employees. In addition,
they can be ignored if the eligibility criteria are not met, or if the calculation formula results in a zero value.
The taxes and deductions that you configure here will apply to your employees, and will appear in the Tax tab for each employee in the Employees listing (Employee > Employees). Before you configure a tax /
deduction item, you should review the definitions and examples of the different calculation types.
To add a tax or deduction type:
1. Click Payroll in the menu bar, and then click Taxes / Deductions in the icon bar.
2. Click the listing at the bottom of the page.
3. Click the New icon from the icon bar.
See the Basic Operation section for details on viewing, adding, editing and deleting Taxes/Deductions.
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DESCRIPTION
Select a status from the drop-down.
Status
Type
DESCRIPTION
Enabled
Disabled
DESCRIPTION
Tax
Deduction
Other
Name
Calculation
Choose a calculation formula for this item. There are many choices; see the definitions and examples for an explanation of each type of calculation.
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Calculations
DESCRIPTION
Percent
Advanced Percent
This is a complex calculation with two additional criteria: Annual Wage Base/Maximum Earnings and Annual Deduction Amount.
Advanced Percent
DESCRIPTION
Percent
Annual Wage
Base/Maximum
Earnings
This is the maximum annual limit to which the percentage will apply. For example, setting this value to $40,000 will cause this
calculation to disable after the employee has earned this amount during the year.
Annual Deduction
Amount
This is the annual amount that deducts from the calculation. For example, if you set this value to $5,000, this calculation will
not apply to the first $5,000 of the employees earnings.
Advanced Percent (Range This complex percentage calculation requires four additional criteria: Annual Deduction Amount, Annual Amount Greater Than, Annual Amount Less
Bracket)
Than, and Annual Fixed Amount. The calculation only applies when the annual amount is higher than the value given in Annual Amount Greater Than
and lower than the Annual Amount Less Than value. You may employ multiple Advanced Percent (Range Bracket) deductions together to calculate
amounts for one or more brackets.
Advanced Percent
(Range Bracket)
DESCRIPTION
Percent
Annual Deduction
Amount
Annual Amount
Greater Than
Annual Amount Less Enter the highest amount for the range.
Than
Annual Fixed
Amount
For example:
Greater Than Less Than Percent
$5,000
$10,000
1%
$10,000
$20,000
2%
$20,000
$30,000
3%
This is another complex percentage calculation similar to the Advanced Percent (Range Bracket) calculation. The difference is that this calculation is
done when the value for Deduction Amount exceeds the value for Annual Exempt Amount. You can use multiple Advanced Percent (Tax Bracket)
deductions to act as a complete tax formula. This calculation causes TimeTrex to forego calculation if the estimate is that the employee will earn less
than $1,000 for the entire year. If the employee actually earns more, then a calculation of 8% will apply against any amounts between $1,000-9,999,
8.5% on any amounts between $10,000-19,999, and 9.0% on any amounts over $20,000.
Advanced Percent
(Tax Bracket)
DESCRIPTION
Percent
Annual Wage
Base/Maximum
Earnings
Annual Deduction
Amount
Annual Exempt
Amount
For example:
Name
Bracket 1 $1,000
$9,999
8.0%
Bracket 2 $10,000
$19,999
8.5%
Bracket 3 $20,000
$0
9.0
This is another complex tax bracket calculation. The calculation only applies when the annual amount is less than the Annual Deduction Amount, higher
than the Annual Amount Greater Than value, and lower then the Annual Amount Less Than value. After the calculation, the value for Annual Fixed
Amount is added to the end result. This calculation is different from the Advanced Percent (Tax Bracket) because only a single bracket in a group may
apply to an employee. Each individual bracket is designed to be the entire tax formula and function on its own. The final result is the same as an
Advanced Percent (Tax Bracket), but it is just a different way to get there.
Advanced Percent
(Tax Bracket Alt.)
DESCRIPTION
Percent
Annual Deduction
Amount
Annual Amount
Greater Than
Annual Amount Less Enter the highest amount for the range.
Than
Annual Fixed
Amount
For example:
Name
Bracket 1 $0
$10,000
5.0%
Bracket 2 $10,001
$20,000
10.0%
0
$500
Bracket 3 $20,001
$999,999
15.0%
$1500
In this example, TimeTrex will calculate 5% if the employee earned between $0 and $10,000. If the employee earns more than this, there will be no
calculation for the first bracket and TimeTrex moves on to the next bracket. If the employee earns between $10,001 and $20,000, then 10% would be
calculated on the amount earned between 10,000 and $20,000 with the Fixed Amount being added at the end. Only a single bracket is ever applied
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because the fixed amount is always the total tax amount that would be calculated from all previous brackets.
Fixed Amount
This complex fixed-amount calculation has multiple criteria: Amount, Annual Deduction Amount, Annual Amount Greater Than, and Annual Amount
Less Than. The fixed amount only applies when the Amount minus the Annual Deduction Amount is higher than the value of Annual Amount Greater
Than and lower than the Annual Amount Less Than value.
Fixed Amount
(Range Bracket)
DESCRIPTION
Amount
Annual Deduction
Amount
Annual Amount
Greater Than
Annual Amount Less Enter the highest amount for the range.
Than
Fixed Amount (w/Target) This is a fixed-amount calculation that only applies when the value of the year-to-date for the included pay stub accounts does not equal or exceed the
value of Target Balance/Limit. This calculation is useful for automatic processing of loans. For example, you can deduct $100 from an employee's pay
stub until the Loan Accrual value reaches $0. Another example would be for uniform reimbursements where you reimburse each employee $10 on each
pay stub until they have been paid a total of $100.
Fixed
Amount(w/Target)
Amount
DESCRIPTION
Enter the amount of the deduction.
Target Balance/Limit Enter the target balance or limited amount for this deduction.
US-Advance EIC
Formula
US-Medicare Formula
(Employee)
DESCRIPTION
Single or Head of
Household
Married w Spouse
DESCRIPTION
Single or Head of
Household
Married w Spouse
US-Medicare
Formula(Employer)
US-Social Security
Formula(Employee)
US-Social Security
Formula(Employer)
Canada-CPP Formula
Canada-EI Formula
This is a formula based on the specific country that you choose. Depending on the country, there may be additional fields (such as Marital Status or
Allowances) that that require input. The values set here are used as defaults. However, you can configure these fields separately for each employee. The
settings such as filing status or claim amounts can be set separately for each employee by going to Wages.
Federal Income Tax
Formula
Country
Province/State Income
Tax
DESCRIPTION
Select the country for the tax.
This is the formula based on the specific province or state that you choose. Depending on the choice of province or state there may be additional fields
(such as filing status or allowances) that require input.
Province/State
Income Tax
District/County Income
Tax
DESCRIPTION
Country
Province/State
This is a formula that depends on the specific district or county that you choose. Depending on the choice, there may be additional fields that that require
input.
District/County
Income Tax
DESCRIPTION
County
District
The Pay Stub Account (line item) that the resulting calculation will appear as on employees pay stubs.
Calculation Order
Defines the order that calculations should be performed only in extremely rare cases where a circular dependency may occur. In most cases you can use the default value, or any value
that is not already used by another Tax/Deduction.
Select the pay stub accounts to be used as input values to the selected calculation. This is required for any calculation that is not a fixed amount. For example with a percentage
calculation the defined percent is calculated on the Included Pay Stub Accounts minus any Excluded Pay Stub Accounts.
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Include Accounts
DESCRIPTION
Select a value to include (i.e. Amount, Units/Hours, YTD Amount, YTD Unit/Hours).
Selection
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Select the pay stub accounts to exclude from the calculation. This is normally only used when the Include Pay Stub Accounts defined above are Total accounts, so for example you
could include the Total Gross account then exclude the Expense Reimbursement account.
Exclude Accounts
Employees
DESCRIPTION
Select a value to exclude (i.e. Amount, Units/Hours, YTD Amount, YTD Unit/Hours).
Selection
Select the employees that this calculation will be applied to and move them to the right column.
Eligibility Tab
FIELD
DESCRIPTION
Start Date
End Date
Select an end date from the calendar. If you leave the field blank, it will continue indefinitely.
Enter the minimum length of employee service for this tax or deduction.
Min.Service
DESCRIPTION
Number
Time Unit
Enter the maximum length of employee service for this tax or deduction.
Max. Service
DESCRIPTION
Number
Time Unit
DESCRIPTION
Use this field to indicate the employee's marital status.
Filing Status
DESCRIPTION
Single
Married
NOTE: 1. Post dating "Pay Stub Amendments" is common practice and can be useful when you enter a holiday bonus several weeks in advance. When generating pay stubs, any amendments having effective dates
set between the pay period start and end date will be used.
NOTE: 2. Year to Date Adjustment is used when you migrate from another payroll package in the middle of the year and you want to carry over year-to-date amounts for tax or deduction purposes. You should
only use this only once for each employee per pay stub account. The effective date must fall between the start and end date of the employee's first pay period.
WARNING: 1. Anytime you add or modify pay stub amendments, you must recalculate employee pay stubs for those changes to take effect. Under normal circumstances, you should enter all pay stub amendments
for all employees at one time and then generate pay stubs when you finish. However, if you enter them individually or generate pay stubs multiple times, you need to recalculate the pay stubs each time.
WARNING: 2. Since TimeTrex is a 24-hour system, you should not create pay stub amendments that are effective on the first or last day of any pay period. If a pay period starts on 01-Oct-12 at 12:01 AM and a
pay stub amendment is effective on 01-Oct-12 at 12:00 AM, it may not appear in the pay period that you expect. You should allow at least one day after the start of the pay period, one day before the end of the pay
period, or set it to a day in the middle of the pay period.
See the Basic Operation section for details on viewing, adding, editing and deleting Pay Stub Amendments.
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DESCRIPTION
Select one or more employee names to which this pay stub amendment will apply. Move names to the Selected Items column on the right.
Status
Select a status.
Choose the Pay Stub Account that will be affected by this amendment.
Amount Type
Decide whether the Amount is to be Fixed or a Percent, and select an amount type.
FIELD
Fixed
DESCRIPTION
Complete the following fields.
FIELD
Percent
DESCRIPTION
Rate
Units
Enter the units, which is the value that will be multiplied by the Rate to get the total Amount of this amendment. In most cases,
Units usually refers to hours, but it can refer to anything else, such as miles traveled or items purchased.
Amount
This is the calculated amount for this amendment. If you enter Rate and Units, then an automatic calculation of Amount is done
for you. Otherwise, you must specify a value for Amount.
DESCRIPTION
Percent
Percent Of
Select the item (i.e. regular pay, bonus, etc.) for the percent calculation.
Description
Effective Date
Select the date the pay stub amendment becomes effective. This date must fall in an open pay period. It can be post-dated if necessary.
When enabled it causes this Pay Stub Amendment to only affect the Year To Date amount on the pay stub(s), therefore it will not be included in the employees Total Gross, Total
Deductions or Net Pay amounts.
WARNING: This should only be used when performing a mid-year migration to TimeTrex from a previous payroll system for the purposes of carrying over Year To Date
amounts to be included in the very first pay period calculated in TimeTrex. Also note that Year To Date adjustments handled this way will not be included in the Total Gross, Total
Deductions or Net Pay pay stub accounts, so this must be taken into consideration when configuring tax reports.
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DESCRIPTION
Select a status for the recurring pay stub amendment from the drop-down box.
Status
DESCRIPTION
Active
Disabled
Name
Description
Frequency
Start Date
End Date
Employees
In the Employee drop-down list, choose one or more names to which this pay stub amendment will apply. Move names to the Selected Items column on the right.
Choose the Pay Stub Account that will be affected by this amendment.
Amount Type
DESCRIPTION
Complete the following fields.
FIELD
Percent
DESCRIPTION
Rate
Units
Enter a value for Units, which is value that will be multiplied by the Rate to get the total Amount of this amendment. In most
cases, Units would usually refer to hours, but it can refer to anything else, such as miles traveled or items purchased.
Amount
Amount is the total amount for this amendment. If you enter Rate and Units, then an automatic calculation of Amount is done
for you. Otherwise, you must specify a value for Amount.
Description
DESCRIPTION
Percent
Percent Of
Select the item (i.e. regular pay, bonus, etc.) for the percent calculation.
Enter a description.
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DESCRIPTION
Name
Description
Enter a description.
Type
DESCRIPTION
Determined by customer.
FIELD
Annual Pay Periods
Weekly
Bi-weekly
Semi-Monthly
DESCRIPTION
Enter the number of pay periods per year.
The procedure for a semi-monthly schedule is slightly different from other schedules. For this pay period type, you must define the day of the month the
primary and secondary pay periods start on, and which day the transaction date occurs on for both periods.
Primary
DESCRIPTION
Pay Period Start Day Select the day of the month to indicate the first Pay Period Start Day of Month.
of Month
Transaction Day of
Month
Select the day of the month to indicate the day of the month AFTER the first pay period ends.
Secondary
DESCRIPTION
Pay Period Start Day Select the day of the month to indicate the second Pay Period Start Day of Month.
of Month
Transaction Day of
Month
Specify the day of the month AFTER the second pay period ends.
For example, if employees are paid on the 1st and 15th for the prior month's work, the start days would be 1 and 16. The transaction days would be 1 and
15.
Start
End
Transaction
Transaction Date
Select the number of days after the end of the pay period.
Transaction Always on
Business Day
Specify how to handle the cases where the transaction date falls on a weekend or holiday. Make your selection to cause TimeTrex to do nothing (No), or automatically move the
transaction date to the Previous Business Day, Next Business Day, or Closest Business Day.
The date used to create initial pay periods from. This field only appears when creating new pay period schedules and is critical when creating bi-weekly pay periods specifically. If
you wish to enter historical information into TimeTrex set this date on or before the first date that you wish to start entering data for.
Employees
Select employees to include in this pay period schedule by clicking on the Employees drop-down listing and moving them into the Selected Items column.
For more precision and flexibility, there are a number of options you can configure on the Advanced tab.
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Advanced Tab
FIELD
DESCRIPTION
Overtime Week
Select the start and end of a week with respect to overtime or premium policies. For example, if an employee is eligible for overtime after working 40 hours, this setting specifies the
day on which the overtime hours will begin. It does not need to coincide with your pay period dates.
Time Zone
Select the time zone used for this pay period schedule. TimeTrex is a 24-hour system, capable of operating in any country around the world. This feature is very important for a
company having locations in different time zones, where they need to define the exact time that overtime and each pay period starts and ends.
Enter the minimum amount of time that must occur between out and in punches before TimeTrex will start a new shift for an employee. It is only used for shifts that span midnight.
For example: If an employee punches out on 15-Jan-12 at 11:30 PM for lunch and punches back in on 16-Jan-12 (the next day) at 12:30 AM, in order to combine these two sets of
times into a single shift, the Minimum Time-Off Between Shifts must be set to at least 1 hour. If your employees work split shifts around midnight, or leave for extended breaks, this
setting should be high enough to include the longest break that any employee may take and still continue their shift.
Enter the maximum time that a single shift can extend. It also defines how many prior hours that TimeTrex will search when trying to pair punches. It is important that this setting is
not too high or too low. If this option is set too high (such as 24:00), there could be some confusion.
For example: When an employee punches in at 8:00 AM and forgets to punch out at 5:00 PM, and then comes in the next morning at 8:00 AM, TimeTrex will search backwards to 24
hours to determine if there is an in-punch without a matching out-punch. If it finds one, it would incorrectly calculate that the employee is punching out for a long shift and the
employee's timesheet would be incorrect. Therefore, it is very important that Maximum Shift Time be set to a value that is no more than one hour longer than the longest possible
shift an employee may work, usually no more than 16 hours.
When training employees, you should emphasize that while making a punch, the employee is given the opportunity to set the punch type/status. The employee can avoid the situation
described in the previous example by forcing the punch status to IN rather than leaving the TimeTrex default that is specified as OUT.
Assigns Shifts To
TimeSheet Verification
DESCRIPTION
The shift is assigned to the day when the first in punch occurs.
The shift is assigned to the day when the last in punch occurs.
The shift is assigned to the day when most of the hours worked occurs.
The shift is split and any time worked is assigned to the day when it actually occurred.
DESCRIPTION
Timesheet Verification is not in use.
Employee Only
Superior Only
By default, employees can only verify timesheets after the pay period ends and before the transaction date. However, you can specify the number of days when the Verification
Window Starts and Verification Window Ends, and use negative values here to extend the window in either direction.
FIELD
DESCRIPTION
Verification Window
Starts
Enter the number of days before the pay period end date.
Verification Window
Ends
NOTE: These settings are entirely different from the Start Weeks On setting found in MyAccount > Preferences. That setting is a display option for each employee, and it doesnt affect the calculation of
overtime.
NOTE: These settings can significantly affect overtime calculations, so use them carefully.
Pay Periods
To pay employees regularly, you should establish Pay Period Schedules. A pay period consists of a start date, pay end date, and transaction (payment) date. After creating a pay period, you can then process the
payroll.
NOTE: If you would rather create pay periods manually, then it is critical that there are no gaps, or unassigned days, between pay periods. Otherwise, employee punches that occur during a gap wont be assigned
to any pay period and inaccurate reporting will be the result.
To add a pay period, do the following:
1. Click Payroll in the menu bar, and then click Pay Periods in the icon bar.
2. Click New in the icon bar.
3. An inset page will appear which contains several fields.
4. Complete the fields.
5. Click the Save icon to save your changes, or click Cancel to discard.
See the Basic Operation section for details on viewing, adding, editing and deleting Pay Period.
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DESCRIPTION
Select a status for the pay period.
Status
DESCRIPTION
Open
The pay period is open and day-to-day operations including punches and timesheet modifications are allowed.
Locked-Pending
Approval
The pay period is locked to prevent changes from being made to timesheets while payroll is being processed. If changes are necessary, the status can be
changed to open again at anytime. When all the changes are finished and payroll is processed, the status can be changed to Closed.
Closed
Once payroll for the pay period has been processed and the employees have been paid, the pay period status should be set to Closed, signifying that the
pay period has been completed. Closing the pay period allows employees to view their pay stubs in addition preventing accidental changes from being
made to the pay period that may cause discrepancies between your records. Closed pay periods can be set to Post Adjustment status at anytime if
corrections are necessary.
NOTE: Pay periods left OPEN five days after their transaction date may be closed automatically.
Post Adjustment
This status is used when corrections need to be made to pay periods that have already been processed and Closed. It is similar to the open status, except
that additional features are enabled to help make corrections in addition to audit logs being recorded to indicate that changes were made after payroll was
already processed. After the corrections have been completed, the status should be set back to Closed.
Start Date
End Date
Transaction Date
Processing Payroll
Since the most prominent Payroll feature is processing payroll, the icon for this feature is the first one on the left when you click the Payroll menu. You process payroll in TimeTrex by using a step-by-step tool called a
wizard. However, before you start to process payroll, you must ensure that all aspects of payroll are correctly configured.
To process payroll, click Payroll in the menu bar and then click Process Payroll in the icon bar. The Payroll Wizard that has nine steps will start.
1. Choosing the pay period that you want to process. Then click
at the bottom of the page.
2. Verify the start, end, and transaction dates. If there are pending requests, you should confirm and clear the requests by using the Requests icon.
3. Confirm that there are no critical exceptions, such as missing punches. If there are critical exceptions, resolve them by clicking the Exceptions icon.
4. Confirm that the timesheets are verified. Click the TimeSheet Summary icon to view the timesheets.
5. Lock the pay period to prevent changes by clicking the Lock icon.
6. Create any pay stub amendments that are necessary by clicking the Pay Stub Amendments icon. (This is an optional step and just a reminder.)
7. Generate the pay stubs and a pay stub summary report to review. The review should be done before transferring funds for employee direct deposits.
8. Transfer funds for direct deposit to employee bank accounts, or write checks for employees. Click the icon to review a Payroll Export Report.
9. Close the pay period by clicking .
Invoicing
TimeTrex contains a robust set of invoice features. You can manage clients, client contacts, payment methods, invoices, and view transaction reports. We explain how to use each of these features in
Available In
this section.
Corporate Edition
Enterprise Edition
Clients
To invoice clients, you must setup new clients and contacts in TimeTrex. Follow the steps below to add a new client.
1. Click Invoice in the menu bar, and then click Clients in the icon bar.
2. Click New in the icon bar.
3. Complete the fields in the tab.
4. Click Save to save, or click Cancel to discard the changes.
See the Basic Operation section for details on viewing, adding, editing and deleting Clients.
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Clients Tab
FIELD
DESCRIPTION
Parent
If the client is a subsidiary of another company that is already a client, select the parent company from the drop-down. If the new client is a subsidiary of another company that is not
a client, leave this field blank.
Status
Select the status for the new client from the drop-down box.
Status
Active
Group
DESCRIPTION
The client is active.
Hold
Inactive
Cancelled
If the client is part of an existing group, select the group from the drop-down. If this is the first client, select the Root group.
Client Name
Sales Contact
Support Contact
Website
Note
Tags
Client Groups
Clients can be classified into groups that are relevant to your company. Some examples are Industrial, Textiles, etc.
To add a client group, do the following:
1. Click Invoice in the menu bar, then click Client in the Groups section of the icon bar.
2. Click New in the icon bar.
3. An inset page will appear with a single tab, Client Group.
4. Complete the fields.
5. Click Save to save your changes or click Cancel to discard.
See the Basic Operation section for details on viewing, adding, editing and deleting Client Groups.
DESCRIPTION
Parent
Select the parent group. If this is your first entry, you will only be able to choose Root from the drop-down.
Name
Client Contacts
After you create a Clients record, you can setup client contacts. Contacts are individual people that work at the client company and typically have a role in paying invoices. Follow the steps below to add a Client
Contact.
1. Click Invoice in the menu bar, and then click Clients in the icon bar.
2. Click the listing at the bottom of the page and then click the New icon from the icon bar. An inset page will appear which contains several tabs: Contact Information, Policy, Portal, and Attachments.
3. Complete the fields.
4. Click Save to save your changes or click Cancel to discard.
See the Basic Operation section for details on viewing, adding, editing and deleting Client Contacts.
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DESCRIPTION
Select a status from the drop-down box.
Status
Type
DESCRIPTION
Enabled
Disabled
DESCRIPTION
Billing
Shipping
Technical
Other
Default
Currency
First Name
Last Name
Address Line1
Address Line2
Address Line3
Tags
Enter any tags that might help identify this contact and facilitate a future search.
City
Country
Province/State
District
Postal/ZIP Code
Work Phone
Mobile Phone
Fax
Note
Policy Tab
FIELD
DESCRIPTION
Expand the Display Columns drop-down, choose the tax policy you want to include, and move it to the right.
Expand the Display Columns drop-down, choose the tax policy you want to exclude, and move it to the right.
Portal Tab
FIELD
User Name
DESCRIPTION
This tab allows contacts to log into the portal and manage their own invoices. Enter a user name for the contact.
Password
Enter a password.
Password (confirm)
Attachments
To add attachments (such as a contract or tax form) to the contact's record, click the Attachments tab and click New in the icon bar. Enter the information about the document in the tab. The fields are the same as those
in the Documents tab. See the section on Document Management for more information.
Payment Methods
You may add one or more payment methods for each client. These payment methods are pre-authorized by the client to pay the invoices. This is a common procedure for clients that make recurring or multiple
purchases. There are two types of payment methods: credit card and bank transfer. To create and manage payment methods, follow the steps below.
See the Basic Operation section for details on viewing, adding, editing and deleting Payment Methods.
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1. Click Invoice in the menu bar, and then click Payment Methods in the icon bar.
2. Click New in the icon bar.
3. An inset page will appear with two tabs: Payment Method and Attachments.
4. Choose the payment method Type: either Credit Card or Bank Transfer. Depending on your choice, the following fields will change accordingly.
5. Click Save to save your changes or click Cancel to discard.
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DESCRIPTION
Client
Status
Type
DESCRIPTION
The payment method is enabled.
Disabled-Failed
The payment method is disabled because pre-authorization was not successful for some reason.
Disabled
DESCRIPTION
Complete the following fields for credit card payments.
FIELD
DESCRIPTION
Default
Credit Card Security Enter the security code. Depending on the card type, this code can be either on the front or back of the card.
Code
Bank Transfer
Enter the name of the person who holds the credit card.
Enter the phone number of the bank that issued the credit card.
Note
DESCRIPTION
Default
Bank Type
Institution Number
Enter the number of the financial institution that will transfer the payments.
Bank Transit
Account Number
Enter the bank account number from which the payments will be made.
Attachments
To add attachments (such as a tax-exempt form) to the payment record, click the Attachments tab and click New in the icon bar. Enter the information about the document in the tab. The fields are the same as those in
the Documents tab. See the section on Document Management for more information.
Products
Before you can invoice clients, you need to prepare products that will appear on the invoice. If appropriate for your business, you can set a product type to Service. After creating products, you can then choose
products when you are editing Invoices. There, you will specify the quantity of product to bill the Clients. In addition, you can group products into Product Groups. To create and manage products, follow the steps
below.
To add a product:
1. Click Invoice in the menu bar, and then click Products in the icon bar.
2. Click New in the icon bar.
3. An inset page will appear which contains several tabs: Product, Pricing, and Shipping.
4. Complete the fields on each tab.
5. Click Save to save your changes or click Cancel to discard.
See the Basic Operation section for details on viewing, adding, editing and deleting Products.
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Product Tab
FIELD
Type
DESCRIPTION
Select the type of product from the drop-down box.
Type
Status
DESCRIPTION
Product
Service
Tax
Shipping Service
Shipping Box
DESCRIPTION
The product is in stock and available for sale.
Out of Stock
Disabled
Group
Part Number
Name
Description
Lock Description
UPC
Current Stock
Tags
Pricing Tab
FIELD
DESCRIPTION
Unit Cost
Currency
Minimum Quantity
Maximum Quantity
Lock Price
Price Type
DESCRIPTION
Fixed
Select fixed if the price for each unit is the same for all quantities.
Bracket
Select Bracket if you want to offer a reduced price for buying a certain quantity.
FIELD
Progressive
DESCRIPTION
Quantity
Enter the quantity that must be purchased to qualify for the reduced price.
Unit Price
Select Progressive if you want to have variable pricing depending on the amount purchased. Use the
button to add additional price levels. For
example, if 0-9 units are $5 each, and 10-19 units are $4 each, TimeTrex will use the price for each range and return an average price per unit.
FIELD
Unit Price
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DESCRIPTION
Quantity
Unit Price
NOTE: The Shipping tab is available only when Product or Shipping Box is selected on the Product tab. It is used to generate packing slips and shipping information.
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Shipping Tab
FIELD
Unit Weight
DESCRIPTION
Select the weight unit measurement from the drop-down box.
FIELD
DESCRIPTION
Ounces(oz)
Pounds (lb)
Grams(g)
Kilograms(kg)
Weight
Dimension Unit
Length
TBD
FIELD
Millimeters(mm)
DESCRIPTION
The unit dimension is measured in millimeters.
Inches(in)
Centimeters(cm)
Feet(ft)
Length
Width
Height
Origin Country
Tariff Code
Product Groups
You may group Products into classifications that are sensible for your company. Examples might be IT Consulting (Service) or Ceramics. Below, we explain how manage client groups.
To add a product group, do the following:
1. Click the Attendance tab in the menu bar.
2. Click Product in the Groups section of the icon bar, and then click on the listing at the bottom of the page and select the New icon also located on the icon bar.
3. An inset page will appear which contains only one tab, Product Group.
4. If this is your first group entry, you will only be able to choose Root from the Parent drop-down. Later, as you add client groups, you can choose to have one group to be the Parent for another. You can continue
to add and nest these groups beneath one another to reflect your classification preferences.
5. Enter the Name of the group.
6. Click the Save icon to commit your changes; click the Cancel icon to discard.
To edit a product group, do the following:
1. In the listing, select the group from the listing and then click the Edit icon.
2. An inset page will appear which contains only one tab, Product Group.
3. For convenience, you may click the drop-down list in the upper right to edit another group.
4. Click the Save icon to commit your changes; click the Cancel icon to discard.
To delete a product group, do the following:
1. In the listing, select the group from the listing and then click the Delete icon.
2. Click Yes to confirm; otherwise click No to cancel.
3. Click the Save icon to commit your changes; click the Cancel icon to discard.
Districts
Typically, tax and shipping rates depend on geographic districts. TimeTrex provides a feature in which you may specify a region, county, or city as a district.
See the Basic Operation section for details on viewing, adding, editing and deleting Districts.
To add a district:
1. Click Invoice in the menu bar, then click District in the Invoice section of the icon bar.
2. Click New in the icon bar.
3. An inset page will appear with a single tab, District.
4. Complete the fields.
5. Click Save to save your changes or click Cancel to discard.
District Tab
FIELD
DESCRIPTION
Name
Country
Province/State
Invoices
Once you have at least one client, the time will come when you need to bill them. In TimeTrex, you do this by sending an invoice. To prepare an invoice, you will need to setup the client and at least one Client
Contact. You will also need to setup Products in advance. To create and manage invoices, follow the steps below.
To add a invoice:
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1. Click Invoice in the menu bar, and then click Invoices in the icon bar.
2. Click New in the icon bar.
3. An inset page will appear which contains several tabs: Invoice, Client Contacts, Payment Methods, Transactions, and Audit. Since this is the first edit, the Audit tab will be inaccessible.
4. On the Invoice tab, choose the Client icon for this invoice. This will pre-populate the contact drop-down listings.
5. If applicable, when you are first creating this invoice, choose an option other than Open in the Status drop-down listing.
6. Make choices from the Billing Contact, Shipping Contact, and Other Contact drop-down listings.
7. If necessary, change the Currency, and optionally enter the client PO Number.
8. Choose dates for Invoice Date and Order Date.
9. Choose the date for Payment Required'the date by which you expect payment, and optionally enter a value for Shipped Date.
10. Make a selection for the internal Sales Rep, optionally enter a Tracking number, and choose the correction option for Shipping Policy (if applicable).
11. Next, move to the Product section. Here you will choose a product from the drop-down listing, which is driven by the products that have been setup in the Products feature. After choosing from the list, a
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corresponding Description will appear. You will need to enter a value for QTY, which is the quantity of this particular product for which you are invoicing the client.
12. Click the
button if you need to add another product to this invoice, and then follow the instruction in the previous step.
13. At the bottom of the Invoice tab, you can enter a private note that wont be seen by the client. Any entry in the Note (public) is for the client to see.
14. Check the box for Email Invoice To Contact(s) if you want an email message to be sent to the contacts that contains the invoice.
15. For convenience, you may click on the Client Contacts tab to see all of the contacts for this client. Reviewing this list may help you choose the appropriate contact on the first tab (Invoice). You may also view
the various methods of payment on the Payment Methods tab.
16. On the Transactions tab, youll find individual line items on the invoice. This tab is simply another means to view the line items of an invoiceparticularly debits and credits.
17. Click the Save icon to commit your changes; click the Cancel icon to discard.
To edit an invoice, do the following:
1. Click Invoice in the menu bar, and then click Invoices in the icon bar.
2. Click Edit in the icon bar.
3. An inset page will appear which contains several tabs: Invoice, Client Contacts, Payment Methods, Transactions, and Audit.
4. On each of the tabs, edit the fields that you want to change, remembering that some of the fields may be mandatory.
5. For convenience, you may click the drop-down list in the upper right to edit another invoice.
6. Click the Save icon to commit your changes; click the Cancel icon to discard.
To delete an invoice, do the following:
1. In the listing, select the invoice from the listing and then click the Delete icon.
2. Click Yes to confirm; otherwise click No to cancel.
Transactions
In the Transactions feature, you can view a large listing of transactions (line items) from many different invoices at a time. For example, you might want to use the search functions to view only those transactions that
affect a specific productsuch as the clients that purchased a telephone.
Invoice Policies
Tax Policy
GST and PST taxes link to a product and will appear (if applicable) as a line item on the invoice. You can choose tax policies for Products, but you must configure the policies in advance in the Tax feature. In
addition, since tax rates depend on geographic region, the Area section must also be set up in advance.
To add a tax policy:
1. Click the Invoice tab in the menu bar.
2. Click the Tax icon in the Policies section of the icon bar.
3. Click New in the icon bar.
4. An inset page will appear with only one tab.
5. Complete the fields.
6. Click Save to save your changes or click Cancel to discard.
See the Basic Operation section for details on viewing, adding, editing and deleting Tax Policies.
Tax Tab
FIELD
DESCRIPTION
Product
Code
Name
Tax Number
Percent
Priority
Select the Area Policies to include and move them to the right.
Select the Area Policies to exclude and move them to the right.
Shipping Policy
You can establish a shipping policies to configure automatic calculation of shipping rates to specific areas. Most Types are pre-calculated, except for the UPS and FedEx rates. These types actually communicate with
UPS or FedEx carrier companies to obtain real-time shipping rates based on the size and/or weight of the items to be shipped.
To add a shipping policy:
1. Click the Invoice tab in the menu bar.
2. Click the Shipping icon in the Policies section of the icon bar.
3. Click the listing at the bottom of the page and then click the New icon.
4. Complete the fields in all tabs.
5. Click Save to save your changes or click Cancel to discard.
Shipping Tab
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Shipping Tab
FIELD
Type
DESCRIPTION
Select the type of shipping from the drop-down box.
Type
Flat Rate
DESCRIPTION
The rate is a flat rate per package.
Per Item
Per Weight
UPS
Fed Ex
Currency
Name
Base Price
Price
Minimum Price
Maximum Price
Handling Fee
Display Order
Weight Unit
Select the unit weight of the item from the drop-down box.
Weight Unit
O1
Product
DESCRIPTION
Select the weight measurement from the drop-down box.
Ounces (oz)
Pounds(lb)
Grams(g)
KiloGrams(kg)
DESCRIPTION
User Name
Password
Primary Account
Secondary Account
Markup Percent
DESCRIPTION
Area Policy
Typically, tax and shipping rates depend on geographic region. To help with the setup of Tax Policy and Shipping Policy, you should setup geographic areas.
To add an area:
1. Click Invoice in the menu bar, then click Area in the Policies section of the icon bar.
2. Click New in the icon bar.
3. Complete the fields.
4. Click Save to save your changes or click Cancel to discard.
Area Tab
FIELD
DESCRIPTION
Area
Country
Province/State
District
Document Management
The Document Management feature allows employees and supervisors to post documents and make them available to other employees. Each employee has a document repository for personal or
system documents and to track revisions. Examples of important documents are company-wide policy guides, employee handbook, or a benefits plan guide. In addition, documents can be created
and saved as templates to be used by other employees in the future for creating standardized documents.
Available In
Corporate Edition
Enterprise Edition
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1. Click My Account in the menu bar, and then click Documents in the icon bar.
2. Click the New icon to add a new document or Edit to revise an existing document.
3. Complete the fields.
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Document Tab
Document Tab
FIELD
Status
DESCRIPTION
Select the status of the document from the drop-down box.
Status
DESCRIPTION
Active
Draft
FAQ
Procedure/Policy
Under Review
Pending
Expired
Name
Revision
Enter a revision number, such as 1.0. This field will automatically increase each time the document is revised.
File
Click the button to select a document from the computer and upload it to TimeTrex.
Group
Template
Private
Check the box if the document is private and to be viewed by only those employees with the appropriate permissions.
Description
Tags
Revision Tab
After a document has be uploaded, it may need revisions in the future. Make any necessary changes on this tab, which contains the same fields as the Document tab except for the Revision and File fields. Refer to the
Document tab for information about each field.
NOTE: By default, the latest version is downloaded when an employee selects a document.
Reports
Many useful reports are available by using the built-in templates. These templates can be customized with specific information, sorted in either ascending or descending order, saved, and shared
Available In
with other employees. The primary criteria for a report is the time period that the report covers, such as a day, a week, a month, the year-to-date, or a specific period between a start and end date. Community Edition
Reports can be filtered to display specific columns, include sub-totals and totals, and combine columns of information into data groups. Finished reports are saved as PDF files and can be emailed
Professional Edition
to management and other employees. After a report is saved, it can be reused to create a report with updated information, or modified and saved as a new report.
Corporate Edition
Enterprise Edition
Report Tab
FIELD
DESCRIPTION
Template
Time Period
This field is the primary filtering criteria for the report. Select the time period this report is to cover. There are many choices (over 80 presets are available) such as Today, Last 7
Days, Last Month, All Years, etc. In addition, for some reports, you can choose a Pay Period or Custom Dates:
FIELD
DESCRIPTION
Start Date
Select the start date for the report from the calendar.
End Date
Select the end date for the report from the calendar.
Display Columns
Expand the Display Columns drop-down, choose the columns you want to display on the report, move them to the right, and re-order them into the sequence you want to see on the
report.
Group By
Expand the Display Columns drop-down, choose the columns you want to group on the report, and move them to the right. This field allows you to establish data groups of one or
more key columns.
SubTotal By
Expand the Display Columns drop-down, choose the columns you want to sub-total on the report, and move them to the right.
Sort By
Expand the Display Columns drop-down, choose the columns you want to sort on the report, and move them to the right. Choose how to sort the report columns, either ascending or
descending.
Setup Tab
FIELD
DESCRIPTION
Fields
Fields act as data filters in reporting. You can further configure a report by adding other fields that are not part of the template. Expand the Fields drop-down, choose the fields you
want to display on the report, and move them to the right.
Page Orientation
Choose how the report should be displayed or printed from the drop-down box.
Page Orientation
Font Size
DESCRIPTION
Portrait
Landscape
Select the size of the font by selecting a percent less than 100% to reduce the font, or greater than 100% to enlarge the font size.
Check the box to disable the grand total, and it will not appear on the report.
Check the box to show duplicate values, (such as names) on the report. If the box is not checked, a blank space in the row is the same as the last value above. If the row displays a
hyphen (-), the field does not contain any data.
Maximum Pages
This field specifies the maximum length of the report. By default, the number of pages is set to 100. If you want to limit the size to fewer than 100 pages, enter a smaller number. If
the report exceeds the number of pages, you will see an error message on the last page.
NOTE: If this field does not contain a number of maximum pages and the time period is long, the report could be several thousand pages.
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Chart Tab
FIELD
DESCRIPTION
Enable
Display
Select an option for displaying the chart from the drop-down box.
Display
Type
DESCRIPTION
Below Table
Above Table
Chart Only
Choose how the bar chart should appear from the drop-down box.
Type
DESCRIPTION
Bar-Horizontal
Bar-Vertical
Chart Sub-totals
By default the charts are dynamic and adjust their size depending on the data. To have charts of the same size, check the box to show them with consistent axis scales.
Combine Columns
Check the box to combine columns one after another on the chart. If this box is not checked, each column will be plotted separately, and you will not be able to compare them
side-by-side.
The wizard then sends a copy of the report to the employees' Saved Reports tab.
Sample Report
The example below is the basis for creating and saving all types of reports. To create a report with Employee information, do the following:
1. Click Report in the menu bar, and then click Employee Reports in the icon bar.
2. Select Employee Information from the drop-down.
3. An inset page will appear that contains several tabs: Report, Setup, Chart, and Saved Reports.
4. Make selection for the fields from the drop-downs or check boxes in each tab.
5. If you want to sort the report, expand the Sort By drop-down option and apply either ascending or descending sorting to the columns.
6. Click View in the icon bar.
7. To display the report, click Open.
8. If you want to save the report, click the Save icon.
9. Enter a Name for the report.
10. If you want this to be the default report, check the Default box.
11. Enter a Description for the report.
12. Click the Save icon again. Your saved reports will appear on the Saved Reports tab.
Report Scheduling
You may schedule a report to automatically execute at a specific time, on a certain date, and at a regular interval. These reports are sent to you as creator. You can also share them with other employees. In addition, you
can have the reports sent to your home email address and/or other email addresses.
NOTE:The report is always sent to the employee who creates the report and the schedule.
To schedule a report, do the following:
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1. Click Report in the menu bar, and then click Saved Reports in the icon bar.
2. Locate and click on the report in the listing, then click the Edit icon.
3. Click the Schedule tab, and then click the New icon.
4. Complete the fields.
5. Click the Save icon to save the schedule.
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DESCRIPTION
Enter a name for the scheduled report.
Description
Status
Priority
DESCRIPTION
Enabled
Disabled
Choose a priority of high, medium, or low to identify the importance of this report schedule relative to other report schedules.
Priority
High
DESCRIPTION
The report is the highest priority and must execute before other reports with medium and low priority.
NOTE:This report is critical and must execute at precisely the specified time.
Medium
The report is a lower priority and can execute after reports with high priority.
Low
The report is the lowest priority and can execute after the reports with higher priorities.
Start Date
Select the start date for the schedule from the calendar.
End Date
Select the end date for the schedule from the calendar
Minute
Select the time at which the report will run by choosing the minute ( in 15 minute increments) and move it to the right.
Hour
Day of Month
Month
Day of Week
Check the box to send the report to the employee's home email address.
Enter any additional email addresses to which you want to send the report. Each email address must be separated by a comma.
Hardware Devices
Stand-Alone TimeClocks
Stand-Alone time clocks are an efficient and cost effective way to track employee attendance without the need and maintenance hassle of a computer.
Installation
Available In
Professional Edition
Corporate Edition
Enterprise Edition
The time clocks are designed to be easily mounted on a wall or desk. Before choosing a place to mount the clocks, make sure that your network and power cables can easily reach the clock. The back plate of the clock
can be removed and screwed to a wall or desk, then the clock can be securely mounted to the back plate with the four short screws provided. When mounting the clock to a wall, we recommend that you place it at eye
level for maximum comfort.
Menu -> User Manage -> Enroll User -> Enroll RFID
The clock will ask you to enter the TimeTrex employee number or PIN of the employee that you wish to enroll the proximity card for and press OK. You will then be asked to show the employees card, you can do
this by slowing waving the card over the right hand side of the clock until the clock beeps and displays the card number on the screen. Once the clock has successfully scanned the employees card, you can press OK
to confirm the card number, then press OK(Save) again to save the card number. Finally, you can press OK again to continue enrolling more employees, or ESC to go back to the menu.
Punching In/Out
Before employees can punch in or out, they will first need to select the punch type on the clock. They can do this using the following function keys, however the exact punch types and keys may vary depending on the
timeclock settings:
F1 = In
F2 = Out
F3 = Lunch Out
F4 = Lunch In
Once they have pressed a function key to determine the type of punch, the clock will display it in the upper right hand corner of the screen. The employees can then proceed to scan their fingerprint or proximity card to
punch in or out. It is important to note that after each punch the type does not get reset, so if multiple employees are all punching out, only the first employee needs to set the punch type and all other employees can
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USB Devices
USB based devices, such as iButton readers, proximity card readers, barcode scanners and biometric/fingerprint readers are an inexpensive way to get all of the benefits of a hardware device at a cost lower than
stand-alone timeclocks. However these devices are not as flexible as they do require a computer to be within a few feet of the device to operate.
Client Application
The TimeTrex Client Application is used as an interface between the TimeTrex server and USB hardware devices.
Requirements
The TimeTrex Client Application requires Windows 2000, Windows XP, or Windows 7 32-bit operating systems with the Java runtime Environment (JRE) v1.4 or greater installed. The latest version of the Java
Runtime Environment can be obtained from http://java.sun.com.
Installation
In order to install the TimeTrex Client Application you must first install the Java Runtime Environment from http://java.sun.com. Once that is installed simply double click on the TimeTrex Client executable (.exe) file,
downloaded from the Online Store download section, for the installation process to begin. Follow the on-screen prompts to complete the installation process.
Configuration
After the installation is completed you must edit c:\timetrex_client\timetrex.ini and modify the server= line to specify the location of the TimeTrex server. For example:
server=http\://ondemand1.timetrex.com/soap/server.php
or
server=http\://192.168.1.9/timetrex/soap/server.php
or
server=http\://www.myserver.com/timetrex/soap/server.php
NOTE: The \ (or backslash) is required before a : (or colon).
Enrolling Employees
After installation is completed and you have properly configured the TimeTrex Client Application so it knows where to locate your TimeTrex server, you can start enrolling employees. By enrolling employees you are
telling TimeTrex which iButton/Fingerprint belongs to which employee. To do this, start the TimeTrex Client Application if it is not already running, then right click on the blue and gray TimeTrex logo in your system
tray (bottom right of the screen, near your clock) and select Enroll. This will popup a login screen where you must login as a TimeTrex administrator, or an employee with Enroll permissions. Once you have
logged in with the proper employee's username/password you will be presented with the enrollment window.
Enrolling iButtons
Select the employee you wish to enroll, then press the Enroll button. Now touch the iButton to the reader for one second or until a message on the screen notifies you that enrolling has completed successfully. That
employee may now use that iButton to punch In/Out to TimeTrex. If you wish to enroll multiple employees at once, you can simply select a new employee and repeat the above steps.
Enrolling Fingerprints
Select the employee you wish to enroll and the finger you will be enrolling, then press the Enroll button. Press the specified finger firmly on the center of the fingerprint scanner until a confirmation message appears
asking you to press the same finger on the scanner again. Lift the finger then place it on the scanner once more until a message appears saying the enrollment was successful or not. Once enrollment is successful you
can chose to enroll another finger by selecting it in the drop down box (we recommend enrolling at least two fingers), or you may choose to enroll another employee by repeating the above steps.
Stations
TimeTrex considers a station to be any device that can be used to punch in or out with. A Computer, telephone, WAP device (cell phone), fingerprint readers and iButton readers are all stations.
When you install the Client Application for the first time and enroll your first employee TimeTrex will automatically create a station in its database for that client application and the device you are using. By default no
employees will be allowed to punch In/Out from this station, so you must configure TimeTrex to allow specific employees before they will be able to punch In/Out. The easiest and least restrictive way to do this is to
allow ALL employees to punch In/Out from a specific type of station by creating a wildcard station.
To create a wildcard station login to TimeTrex as an administrator and go to Administration -> Company -> Stations in the menu, then click Add at the bottom of the page, select the station type (ie: iButton or
FingerPrint), enter "ANY" for the Station ID, and "ANY" for the Source. Next you will need to tell TimeTrex which employees can punch In/Out from this station, so if you click the double down arrow beside
Employee Groups, Branches, and Departments and set the Selection Type for each to All, then click Submit. This will allow ALL employees to punch In/Out from any station of that type.
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