TimeTrex Administrator Guide

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Administrator Guide





v7.x



Contents

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:

TimeTrex - Interface Overview.png

There are three major sections:

TimeTrex - 1.png Menu Bar – Click any item to navigate to that section.
TimeTrex - 2.png Icon Bar – Click an icon to perform a specific action. In most cases there will be several groups of icons that may change depending on which item in the menu bar is selected.
TimeTrex - 3.png Listing/Details – This section contains a listing or set of fields that corresponds to the selections made in the menu bar and icons.

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.
TimeTrex - Record No Results.png
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.
TimeTrex - New icon.png
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.
TimeTrex - Inset.png
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.


Deleting existing records:

  1. Navigate to the records that you wish to delete by selecting the appropriate option from the menu bar and icon from the icon bar.
  2. In the Listing/Details section, select the record that you would like to delete from the list, and then click the Delete icon.
  3. Click Yes to confirm or click No to cancel.


Warning.gif 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:

TimeTrex - Context Menu.png

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.

TimeTrex - Basic Search Box.png

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 Big collapse.png 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.
TimeTrex - Saved Search and Layout.png

Updating or deleting a saved search

To edit or delete an already existing Saved Search & Layout, do the following:

  1. Click the Saved Search & Layout tab, just below the top menu.
  2. In the Previously Saved Search drop-down list, choose the search that you want to edit or delete.
  3. To edit the search, make changes to the Basic Search or Advanced Search tabs, then return to the Saved Search & Layout tab and click the Update button.
  4. To delete a saved search, click the Delete 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.

Customizing the display of drop-down menus

In the previous section, you became familiar with the drop-down menus in the Search Panel. Throughout the application, you will find a small button adjacent to many drop-down menus that looks like this: TimeTrex - Search Customization.png. Click this button to display a panel where you can customize the listing and search fields that are available for that specific drop-down menu:

TimeTrex - Selection Drop-Down Box.png

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 Big default.png 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 Big back.png, 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 don’t click the Save and Close button, you will lose all of your changes.

Selecting multiple items

As described in the previous section, you can drag-and-drop items from either the left or right side, or you can select the item and then click Big default.png or Big back.png.

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 Big default.png or Big back.png or drag-and-drop the entire set of chosen items.

Modules

Core

Company Information

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 DESCRIPTION
Product Edition 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 Select this version if the installed product is the Professional edition.
Corporate Select this version if the installed product is the Corporate edition.
Enterprise Select this version if the installed product is the Enterprise edition.
Full Name Enter the full name of the company.
Short Name Enter a short version of the company name.
Industry Select the industry from the drop-down box.
Business/Employer ID Number Enter the business identification number.
Address (Line 1) Enter the first line of the company address.
Address (Line 2) Enter the second line of the company address.
City Enter the city.
Country Select the country.
Province/State Select the province or state.
Postal/Zip Code Enter the postal code or zip code.
Phone Enter the phone number.
Fax Enter the fax number.
Administrative Contact Select the administrative contact name.
Billing Contact Select the billing contact name.
Primary Support Contact Select the primary support contact name.
OriginatorID/Immediate Origin Enter the originator ID/Immediate origin for Direct Deposits.
Data Center/Immediate Destination Enter the Data Center/Immediate destination for Direct Deposits.
Logo Upload an image file containing the company logo.
Enable Second Surname Check the box to enable a second surname.


Password Policy Tab
FIELD DESCRIPTION
Password Policy Select the status of the password policy.
Password Policy DESCRIPTION
Disabled The password policy is inactive.
Enabled The password policy is active.
Minimum Permission Level 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 Enter the minimum number of characters/numbers for the password 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.


LDAP Authentication Tab
FIELD DESCRIPTION
LDAP Authentication
LDAP Authentication DESCRIPTION
Disabled Select this option when LDAP is disabled.
Enabled-w/Local Fallback Select this option when LDAP is enabled with local fallback.
FIELD DESCRIPTION
Server Enter the server name.
Port Enter the port number.
Bind User Name Enter the user name.
Bind Password Enter the password.
Base DN Enter the DN.
Bind Attribute Enter the base attribute.
User Filter Enter the user filter.
Login Attribute Enter the login attribute.
Enabled-LDAP Only Select this option when only LDAP is enabled.
FIELD DESCRIPTION
Server Enter the server name.
Port Enter the port number
Bind User Name Enter the user name.
Bind Password Enter the password.
Base DN Enter the DN.
Bind Attribute Enter the base attribute.
User Filter Enter the user filter.
Login Attribute Enter the 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 DESCRIPTION
Objects 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 The level the specified Superior is assigned to.
Superiors The names of the Superior(s) assigned to the Hierarchy. As needed, add or remove Superiors by clicking the Add.png and Minus.png buttons on the far right.


Notepad.gif 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 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)

Hierarchy Name: Support Department

 Level = 1:          Support Manager
     Level = 2:      Support Assistant Manager
     (Subordinates: All support employees)

Hierarchy Name: Upper Management

 Level = 1:          CEO
 (Subordinates: Sales Manager, Sales Assistant Manager,  Support Manager, Support Assistant Manager)

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 DESCRIPTION
Status Select the status of the currency from the drop-down box.
Status DESCRIPTION
Enabled The currency is active and is available to be selected.
Disabled The currency is inactive and cannot be selected.
ISO Currency Select the ISO standard name for the currency from the drop-down box.
Name Provide a name for the currency.
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 Defines the conversion rate against the selected Base Currency.
Default Currency Defines whether or not this is the default currency.
Auto Update Allows TimeTrex to automatically update the exchange rate each day.
Decimal Places Choose 0 to 4 decimal places from the drop-down box.

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.

Notepad.gif 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.

Notepad.gif 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.

Station Tab
FIELD DESCRIPTION
Status Select the status of the station from the drop-down box.
Status DESCRIPTION
Disabled The station is inactive and cannot be logged into.
Enabled The station is active and is available to be logged into.
Type From the drop-down box select the type of device you want to activate as a station.
Type DESCRIPTION
PC Any computer with internet access and an up-to-date web browser.
PHONE A touch-tone telephone utilizing the Asterisk PBX system.
Wireless Web (WAP) Legacy cellphone internet access, before smart phones were invented.
Mobile Web Browser Smartphone-based internet web browser.
Mobile App (iOS/Android) TimeTrex mobile app for either iPhones or Android compatible smartphones.
iBUTTON Contact based keyfob usually attached to keyrings.
Barcode Barcode scanner.
FingerPrint Legacy USB fingerprint readers.
TimeClock: TT-A8 Stand-alone TimeClock (Model: TT-A8)
TimeClock: TT-US100 Stand-alone TimeClock (Model: 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 Enter a description for this station.
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.


Employee Criteria Tab
FIELD DESCRIPTION
Employee Groups There are two drop-down fields to complete:
Employee Groups 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.
Branches There are two drop-down fields to complete:
Branches 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.
Departments There are two drop-down fields to complete:
Departments 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.


Notepad.gif 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.

Notepad.gif 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 number—without dashes or brackets (ie. 6045551234).

Pay Period Schedules

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.

Pay Period Schedule Tab
FIELD DESCRIPTION
Name Enter a name for the pay period schedule.
Description Enter a description.
Type Select the type of pay period from the drop-down box.
Type DESCRIPTION
Manual Determined by customer.
FIELD DESCRIPTION
Annual Pay Periods Enter the number of pay periods per year.
Weekly 52 pay periods per year.
Bi-weekly 26 pay periods per year.
Semi-Monthly 24 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 of Month Select the day of the month to indicate the first Pay Period Start Day 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 of Month Select the day of the month to indicate the second Pay Period Start Day 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
01-Nov-12 15-Nov-12 01-Dec-12
16-Nov-12 30-Nov-12 15-Dec-12
Monthly 12 pay periods per month.
Pay Period Starts On Select the day the pay period starts.
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.
Create Initial Pay Periods From 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.

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.
Minimum Time-off Between Shifts 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.

Maximum Shift Time 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 Specify the day a shift is assigned to when it spans midnight.
Assigns Shifts To DESCRIPTION
Day They Start On The shift is assigned to the day when the first in punch occurs.
Day They End On The shift is assigned to the day when the last in punch occurs.
Day With Most Time Worked The shift is assigned to the day when most of the hours worked occurs.
Each Day (Split At Midnight) The shift is split and any time worked is assigned to the day when it actually occurred.
TimeSheet Verification Select who will do the verification from the drop-down box.
TimeSheet Verification DESCRIPTION
Disabled Timesheet Verification is not in use.
Employee Only Employees (Subordinates) are only required to verify their timesheets.
Superior Only Superiors are only required to verify their timesheets.
Both Employee & Superior Both employee and Superior are required to verify their timesheets.

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 Enter the number of days before the transaction date.


Notepad.gif 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 doesn’t affect the calculation of overtime.

Notepad.gif 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.

Notepad.gif 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.

Notepad.gif 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:

  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.
Permission Group Tab
FIELD DESCRIPTION
Name Enter a name for the permission group.
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 Select the permissions to assign to the group.


Warning.gif 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 Next-18x18.png 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.

Notepad.gif 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 Select a status for the employee from the drop-down box.
Status DESCRIPTION
Active The employee is active, the typical setting for a new employee.
Inactive The employee is inactive.
Leave-Illness/Injury The employee is on leave due to illness or injury.
Leave-Maternity/Paternity The employee is on maternity or paternity leave.
Leave-Other Employee is on leave for another reason.
Terminated The employee is no longer working for the company.
Permission Group Select the permission group for the employee.
Pay Period Schedule Select the pay period schedule for the employee.
Policy Group Select the policy group for the employee.
Currency Select the currency to pay the employee.
User Name Enter a user name.
Password Enter the password.
Password (confirm) Re-enter the password.
Employee Number Enter the employee number.
Title Enter the employee's title.
First Name Enter the employee's first name.
Last Name Enter the employee's 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.
Quick Punch Password Enter the employee's numeric Quick Punch password of between four and eight digits.
Default Branch Select the employee's branch.
Default Department Select the employee's department.
Group Select the employee's group.
Hire Date Select the hire date from the calendar.
Termination Select the date when the employee leaves the company.
Tags Enter any Tag that might help identify this employee and facilitate a future search.


Contact Info Tab
FIELD DESCRIPTION
Photo If available, upload an employee's picture.
First Name Enter the first name of the employee.
Middle Name Enter the middle name of the employee.
Last Name Enter the last name of the employee.
Gender Select the gender of the employee from the drop-down box.
Gender DESCRIPTION
Unspecified Select if the employee's sex is not available.
Male Select if the employee is a man.
Female Select if the employee is a woman.
Home Address (Line 1) Enter the employee's address.
Home Address (Line 2) Optional; enter second line of employee's address.
City Enter the city.
Country Select the country.
Province/State Select the province or state.
Postal/Zip Code Enter the postal or zip code.
Work Phone Enter the work telephone number.
Work Phone Ext Enter the work telephone number extension.
Home Phone Enter the home telephone number.
Mobile Phone Enter the mobile telephone number.
Fax Enter the fax telephone number.
Work Email Enter the work email address.
Home Email Enter the home email address.
Birth Date Select the employee's birth date from the calendar.
SIN/SSN Enter the employee's Social ID Number or Social Security Number.
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.

Employee Group Tab
FIELD 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 Enter the Name of the group, such as “Non-Exempt”.

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.

Notepad.gif 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.

Preference Tab
FIELD DESCRIPTION
Employee Name of the employee.
Language Employee's preferred language (English, French, German, etc.).
Date Format Preferred date format (dd/mm/yy, mm/dd/yy, etc.).
Time Format Preferred time format (8:09PM, 20:09GMT etc.).
Time Units Preferred time units (hh:mm, hh:mm:ss, etc.).

Its important to understand the differences between these formats. The two primary formats are Hours (2.25) (time in decimal hour format) and hh:mm (2:15) (time in hours and minutes separated by a colon, similar to a digital clock). When using Hours (2.25), its easy to add the times together using a calculator, but its difficult to input time to the nearest minute, as 5 minutes would equal 0.083333333 (repeated to infinity). However using the hh:mm (2:15) format its easy to enter time to the nearest minute as 5 minutes would be 00:05, but this format cannot be easily added on a calculator, since its a colon separating the hours and minutes not a decimal. Therefore if you want to manually add 1:59 + 3:01, you cannot enter 1.59 + 3.01 (notice the difference between the colon : and .) into your calculator as that would equal 4.6, but in reality its 1 hour and 59 minutes + 3 hours and 1 minute for a total of 5 hours. The reason for this is of course that there are 60 minutes in an hour and when entered into your calculator it would take 100 minutes to equal an hour.

Time Units Chart (Minutes ÷ 60 seconds = Decimal)
Minutes   Decimal Minutes   Decimal Minutes   Decimal Minutes   Decimal
 1  =  0.02 16  =  0.27  31  =  0.52 46  =  0.77
 2  =  0.03 17  =  0.28  32  =  0.53 47  =  0.78
 3  =  0.05 18  =  0.30  33  =  0.55 48  =  0.80
 4  =  0.07 19  =  0.32  34  =  0.57 49  =  0.82
 5  =  0.08 20  =  0.33  35  =  0.58 50  =  0.83
 6  =  0.10 21  =  0.35  36  =  0.60 51  =  0.85
 7  =  0.12 22  =  0.37  37  =  0.62 52  =  0.87
 8  =  0.13 23  =  0.38  38  =  0.63 53  =  0.88
 9  =  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 The first day of the work week.
Rows per page Number of rows to display on a page.
Save Timesheet State 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.


Schedule Synchronization Tab
FIELD DESCRIPTION
Status 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 DESCRIPTION
Disabled 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 Link to the employee's calendar or mobile device.
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.

Notepad.gif 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 Select the employee's name from the drop-down box.
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 Select the type of wage from the drop-down box.
Type DESCRIPTION
Hourly The employee is paid by the hour.
Salary (Weekly) The employee is paid weekly.
Salary (Bi-Weekly) The employee is paid bi-weekly.
Salary (Monthly) The employee is paid monthly.
Salary (Annual) The employee is paid annually.
Wage Enter a wage amount, either per hour or per salary period.
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.
Annual Hourly Rate 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.
Labor Burden Percent 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 Add an optional note.
Secondary Wage Groups

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.

Notepad.gif 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.

Secondary Wage Group Tab
FIELD DESCRIPTION
Name 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.


Email Notifications Tab

The check boxes in the Email Notifications tab correspond to the Preferences feature. Refer to Preferences for more information.


Tax Deduction Tab

The fields and values in the Employee Tax/Deductions tab corresponds to the Tax tab of the employee's profile. Refer to Employees 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 Automatically populated with the employee's name.
Date Select the date that the request references. For example, when requesting a two week vacation use the first day of the vacation.
Type Select the type of request from the drop-down box.
Type DESCRIPTION
Missed Punch Employee did not punch in or out from a shift.
Punch Adjustment Employee needs a adjustment to a punch.
Absence (inc. Vacation) Employee is requesting time off for vacation or another reason.
Schedule Adjustment Employee requests a change to the schedule.
Other Employee has a different request from the categories listed above.
Message Enter information or an explanation of the request.
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.


Notepad.gif 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 DESCRIPTION
Employee(s) Select the employees to receive the message.
Subject Enter a short subject or title for the message.
Body Enter the body of the message.


Scheduling

Schedules

Available In
Community Edition
Professional Edition
Corporate Edition
Enterprise Edition
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:

1. Click Attendance in the menu bar and then click Schedules.
2. Just above the schedule listing, click the calendar icon and choose the Date that you want to display.
3. Click the Day, Week, Month, or Year buttons to change the listing display.
TimeTrex - Schedule Search Bar Buttons.png
4. Click the small icons to enable or disable Unscheduled Employees, Daily Totals, Weekly Totals, or Strict Range.
TimeTrex - Schedule Search Bar Icons.png
TimeTrex - Calendar icon.png Calendar - Used to select a date range of schedules to display.
TimeTrex - Show All Employees.png Unscheduled Employees - Show all employees that are not scheduled to work in the currently displayed time period.
TimeTrex - Show Daily Totals.png Daily Totals - Show daily totals for shifts worked, absences, hours worked and wages.
TimeTrex - Show Weekly Totals.png Weekly Totals - Show weekly totals for shifts worked, absences, hours worked and wages.
TimeTrex - Strict Date Range.png Strict Range - Show a strict date range.
5. Click on any cell in the table to see available options on the icon bar that can be performed on the employee's schedule.

See the Basic Operation section for details on viewing, adding, editing and deleting Schedules.

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 Select the status of 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 When the shift status is Absent, this field will be displayed below allowing you to select an Absence Policy from the drop-down box.
Date Choose a date from the calendar. Use the Add.png and Minus.png buttons to add/remove multiple days, or use the Range tab for selecting a date range.
In Enter the shift's start time.
Out Enter the shift's end time.
Total This field is automatically calculated from the IN and OUT times.
Schedule Policy Choose a Schedule Policy.
Branch Select the branch from the drop-down box.
Department Select the department from the drop-down box.
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 Use this field for an optional 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.

Recurring Schedule Tab
FIELD DESCRIPTION
Template Select a Recurring Schedule Template to assign to the new recurring schedule.
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.

Notepad.gif 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.

Recurring Schedule Templates

Recurring schedule templates can be used to define all types of shifts, including rotating shifts, split shifts, or open shifts. For example, a three-week rotating shift can include the first week on mornings, the second week on afternoons, and the third week on evenings. A split shift can be defined for employees that work the morning shift on Monday, Tuesday, Wednesday, and the evening shift on Thursday and Friday. An open shift template can be defined for days when the business is expected to be extra busy and additional employees are needed.

To manage recurring schedule templates, click Attendance in the menu bar, and then click Recurring Templates in the icon bar. Click the New icon to add a new template and complete all fields. As needed, add or delete weeks from the template by clicking the Add.png and Minus.png buttons on the far right.

See the Basic Operation section for details on viewing, adding, editing and deleting Recurring Templates.

Recurring Templates Tab
FIELD DESCRIPTION
Name Enter a name for this template.
Description Enter a description for the template, including how it is to be used.
Week A week defines the different shift hours for each day of the week. To add another week to the template, click the Add.png button on the far right and repeat until you have the correct number of week entries.
  • 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 Select the status of 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 schedule absent (not working) for this shift.
FIELD DESCRIPTION
Absence Policy When the shift status is Absent this field will be displayed below allowing you to select an Absence Policy from the drop-down.
Days of Week 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 Choose a 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.
Open Shift Multiplier 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.

Notepad.gif NOTE: This field is used only when the recurring schedule using this template is assigned to the "OPEN" employee.


Time and Attendance

Available In
Community Edition
Professional Edition
Corporate Edition
Enterprise Edition
The Time and Attendance module is used to manage and track employee attendance. You can view employee timesheets and make necessary changes within the restrictions you set elsewhere within TimeTrex, (such as in Permission Groups or Polices). You can monitor accrual balances (ie: vacation or sick time) and add or subtract time from these accounts when necessary. You can create Branches, Departments, Jobs and Tasks for employees to record their time against.

Punching In/Out

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 Time
Normal In 8:00AM
Lunch Out 12:00PM
Lunch In 1:00PM
Normal Out 5:00PM

To punch in or out in the TimeTrex web interface, do the following:

  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.


Punch Tab
FIELD DESCRIPTION
Time Punch time (read-only)
Date Punch date (read-only)
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 Status of punch: either IN or OUT.
Branch Branch that the punch time will be recorded against.
Department Department that the punch time will be recorded against.
Job Job that the punch time will be recorded against.
Task Task that the punch time will be recorded against.
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.


Below the timesheet is summary data:

  • Accumulated Time from the currently displayed timesheet which includes daily totals of regular time, lunch/break time, sick time and overtime, if any.
  • Accumulated Time (a small table shown at the bottom left of the timesheet) gathered from the week and pay period associated with the currently displayed timesheet which includes totals of regular time, sick time and overtime, if any.
  • Time spent in different Branches, Departments, Jobs, Tasks and Absence time.

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 Accrual Policy balance that will be increased or decreased by the amount.
Type Select the Type of accrual record from the drop-down box.
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 Amount that either increases or decreases the balance
Date Date that the adjustment takes place.

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.

Exception Policy Tab
FIELD DESCRIPTION
Active This flag activates or deactivates the exception.
Code The code for the exception that is displayed on employee's timesheet.
Name The name of the exception.
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 won’t 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   Description 
Long Break B1 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.
Too Many Breaks B3 The employee punched In/Out for more breaks than were scheduled.
Too Few Breaks 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 The employee did not punch into a branch or department.
Not Allowed On Job J1 The job the employee punched into is not assigned to them.
Not Allowed On Task J2 The task the employee punched into is not assigned to them.
Job Completed J3 The employee punched into a job that is already completed.
No Job or Task J4 The employee did not punch into a job or task.
Long Lunch L1 The employee's lunch break exceeded the scheduled lunch break.
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.
Missing Out Punch M2 The employee did not correctly clock out at the end of their scheduled shift.
Missing Lunch In/Out Punch M3 Lunch is missing one of the paired punches (In or Out).
Missing Break In/Out Punch M4 Break is missing one of the paired punches (In or Out).
Over Daily Time 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.
Over Weekly Time 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.
Over Daily Scheduled Time 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.
Under Daily Scheduled Time 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.
Over Weekly Scheduled Time 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.
Timesheet Not Verified 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.

FIELD DESCRIPTION
Type 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.

Notepad.gif 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 DESCRIPTION
Daily 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.
Specific Day Of Week Calculates the number of hours on the specific day of week that is chosen.
Consecutive Days Calculates the number of hours in the selected number of consecutive days.
Holiday Calculates the hours only on holidays specified by the Holiday Policy.
Over Schedule (Daily) / No Schedule Calculates the hours over the employees scheduled number of hours in the day, or if they are not scheduled at all.
Over Schedule (Weekly) / No Schedule Calculates the hours over the employees scheduled number of hours in the week, or if they are not scheduled at all.
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.
Pay Stub Account 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.
Deposit to Accrual Policy 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.

FIELD DESCRIPTION
Punch Type Specifies which types of punches that TimeTrex will round in this policy. It’s 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 minutes—in 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. It’s 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 DESCRIPTION
Scheduled Time Employees scheduled time, either Start or End time.
Scheduled Time or Not Scheduled 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.
Static Total Time Specific total shift time, such as 8 hours, defined in the Static Total Time field that appears below.
Start Window 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.gif 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.

FIELD DESCRIPTION
Type 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 DESCRIPTION
Frequency 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.gif 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.
Display Balance on Pay Stub Check this box to print the current accrual balance on the employee pay stub.
After Minimum Employed Days 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.


Milestone Rollover Based On This is the date from which the length of service defined for each milestone is calculated from.

This can be either the Employee’s 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.

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.
Accrual Total Maximum 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.
Annual Maximum Rollover 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.

Absence Policy Tab
FIELD DESCRIPTION
Type 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 Reduces salaried employees wage; does not affect hourly employees.
Paid (Above Salary) Increases salaried employees wage; does not affect hourly employees.
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.

FIELD DESCRIPTION
Type 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 DESCRIPTION
Include Any Punched Time for Meal 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 This setting determines how TimeTrex auto-detects meals.
Auto-Detect Meals By DESCRIPTION
Punch Time 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 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.
Time Window 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.

FIELD DESCRIPTION
Type 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
Include Any Punched Time for Break 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.
Include Multiple Breaks 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 This setting determines how TimeTrex auto-detects breaks.
Auto-Detect Breaks By DESCRIPTION
Punch Time 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 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.
Time Window 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.

Schedule Policy Tab
FIELD 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.
Undertime Absence 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.

Notepad.gif 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.

FIELD DESCRIPTION
Type 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 DESCRIPTION
Date/Time Specify the criteria based on the date or time that an employee works.
Date/Time Criteria Tab
FIELD DESCRIPTION
Start Date The date on which this policy becomes active. If you don’t specify a date, then the policy is always active.
End Date The date on which this policy becomes inactive. If you don’t 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 The time when this policy becomes inactive.
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 don’t 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.
Active After Daily (Regular) Hours The minimum amount of regular time that an employee must work on a given day before this policy activates.
Active After Weekly (Regular) Hours The minimum amount of regular time that an employee must work in a given week before this policy activates.
Effective Days 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 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 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.
Meal Break 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 DESCRIPTION
Active After Daily Hours 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.
Callback 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 minimum amount of time that must elapse between shifts.
First Shift Must Be At Least The amount of time that the first shift must exceed before this policy activates.
Minimum Shift Time 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.
Include Meal Policy in Calculation 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.
Include Break Policy in Calculation 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.
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.

Notepad.gif 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.
Flat Hourly Rate (Relative to Wage) 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.
Flat Hourly Rate 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.
Minimum Hourly Rate (Relative to Wage) 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.
Minimum Hourly Rate 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
Pay Stub Account 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.

FIELD DESCRIPTION
Type 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 DESCRIPTION
Standard Basic flat amount of time given to each employee.
Eligibility Tab
FIELD DESCRIPTION
Minimum Employed Days This field is for the minimum number of days that an employee must be employed before they are eligible for the holiday time under this policy.
Holiday Time Tab
FIELD DESCRIPTION
Holiday Time Is the amount of time, in hours and minutes, that the employee will receive as holiday time.
Absence Policy The Absence Policy used to assign the holiday time.
Advanced: Fixed Advanced eligibility criteria with a flat amount of time given to each employee.
Eligibility Tab
FIELD DESCRIPTION
Minimum Employed Days This is the minimum number of days that an employee must be employed before they are eligible for holiday time under this 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).
Holiday Time Tab
FIELD DESCRIPTION
Holiday Time This is the amount of time, in hours and minutes, that the employee will receive as holiday time.
Absence Policy The Absence Policy used to assign the holiday time.
Advanced: Average Advanced eligibility criteria with an averaging formula to calculate the amount of time given to each employee.
Eligibility Tab
FIELD DESCRIPTION
Minimum Employed Days This is the minimum number of days that an employee must be employed before they are eligible for the holiday time under this 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).
Holiday Time Tab
FIELD DESCRIPTION
Total Time Over Defines the number of calendar days that will be used to calculate the total number of hours the employee worked.
Average Time Over 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.
Always Apply Over Time/Premium Policy 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 Average Check this box to include over time in the average work time calculation for the employee.
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 The Absence Policy used to assign the holiday time.
Default Schedule Status 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.

Notepad.gif NOTE: At any time, supervisors can manually enter holiday time for individual employees—whether or not the day is a holiday.


Notepad.gif 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 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.

Recurring Holiday Tab
FIELD DESCRIPTION
Special Day Used to determine special holidays that do not occur on a regular schedule, such as Good Friday or Easter.
Type Specifies the type of recurring holiday.
Type DESCRIPTION
Static 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 The day of the week that the holiday occurs on.
Dynamic - Pivot Day 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 The day of the week that the holiday occurs on.
Pivot Direction This field determines whether the holiday occurs Before, After, On or Before, or On or After the Day of the Month.
Always on Week Day This adjusts the holiday so it always occurs on a week day.

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.gif 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

Available In
Corporate Edition
Enterprise Edition

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.

See the Basic Operation section for details on viewing, adding, editing and deleting Jobs.

Notepad.gif 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.

Jobs Tab
FIELD DESCRIPTION
Status Select a status from the drop-down. Employees can only track their time to jobs that are Active.
Status DESCRIPTION
Active The job is in progress.
On Hold The job has been temporarily suspended.
Completed The job is finished.
Disabled The job is no longer active.

Notepad.gif 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 Enter a name for the job.
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 Select a group for the job.
Client Select the client's name.
Branch Select a branch that is responsible for the job.
Department Select a department that is assigned to the job.
Supervisor Select the supervisor's name.
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 Enter the estimated time to complete the job.
Billable Rate Enter the rate (per hour) that will be billed for the job.
Minimum Time Enter the minimum billable time to complete the job.
Estimate Quantity Enter the number of items to be completed during the job.
Estimate Bad Quantity Enter an estimate of the number of items that could be rejected.
Bad Quantity Rate Enter the billable rate for each rejected items.
Note Enter optional notes about the job.


Employee Criteria Tab
FIELD DESCRIPTION
Employee Groups There are two drop-down fields to complete:
Employee Groups 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.
Branches There are two drop-down fields to complete:
Branches 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.
Departments There are two drop-down fields to complete:
Departments 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.


Task Criteria Tab
FIELD DESCRIPTION
Task Groups 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.

Job Group Tab
FIELD 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 Enter a descriptive name of the job group.

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.

Notepad.gif NOTE: By default, all employees can work on a task unless you restrict the task to a specific group.

Task Tab
FIELD DESCRIPTION
Status Select a status from the drop-down. Employees can only track their time to tasks that are Active.
Status DESCRIPTION
Active The task is in progress.
Disabled The task is no longer active.
Name Enter a name for the task.
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 Select a group for the task.
Product Select the product name.
Tags Enter a descriptive tag. Separate each tag with a comma.
Estimate Time Enter the estimated time to complete the task.
Estimate Quantity Enter the number of items to be completed during the task.
Estimate Bad Quantity Enter an estimate of the number of items that could be rejected.
Bad Quantity Billable Rate Enter the billable rate for each rejected items.
Billable Rate Enter the rate (per hour) that will be billed for the task.
Minimum Billable Time Enter the minimum billable time to complete 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.

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.

Task Group Tab
FIELD 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 Enter a descriptive name of the task group.


Payroll

Available In
Community Edition
Professional Edition
Corporate Edition
Enterprise Edition
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 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 making all your payroll configurations, you can use the Process Payroll Wizard to simplify the generation of your payroll.

Pay Stub Accounts

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.

Notepad.gif 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.

Pay Stub Account Tab
FIELD DESCRIPTION
Status Select a status from the drop-down box.
Status DESCRIPTION
ENABLED This pay stub account is active.
DISABLED This pay stub account is inactive.
Type Select a type from the drop-down box.
Type DESCRIPTION
Earning Employee earnings, such as wages, commissions, bonuses, etc.
Employee Deduction Employee deductions for taxes, uniforms, etc.
Employer Deduction Employer contributions for retirement plans, vacation, Medicare, etc.
Total Used by the application.
Accrual Indicates that this type is an accrual account, and it maps to another pay stub account.
Name Enter a descriptive name for this pay stub account.
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

Notepad.gif NOTE: If Accrual was selected in the Type field, this field will not appear.

Debit Account Enter the identifier for the Debit Account in General Ledger.
Credit Account Enter the identifier for the Credit Account in General Ledger.

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.

Taxes & Deductions Tab
FIELD DESCRIPTION
Status Select a status from the drop-down.
Status DESCRIPTION
Enabled This tax or deduction is active.
Disabled This tax or deduction is inactive.
Type Select a type for this item.
Type DESCRIPTION
Tax This item is a tax.
Deduction This item is a deduction.
Other This is a miscellaneous item not classified as either a tax or deduction.
Name Enter a descriptive name for the item.
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.
Calculations DESCRIPTION
Percent Enter a simple percentage, such as 1.00% or 5.00%.
Advanced Percent This is a complex calculation with two additional criteria: Annual Wage Base/Maximum Earnings and Annual Deduction Amount.
Advanced Percent DESCRIPTION
Percent Enter a simple percentage.
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 employee’s earnings.
Advanced Percent (Range Bracket) This complex percentage calculation requires four additional criteria: Annual Deduction Amount, Annual Amount Greater Than, Annual Amount Less 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 Enter a simple percentage.
Annual Deduction Amount Enter the amount of the deduction.
Annual Amount Greater Than Enter the lowest amount for the range.
Annual Amount Less Than Enter the highest amount for the range.
Annual Fixed Amount Enter a fixed amount for this deduction.

For example:

Greater Than Less Than Percent
$5,000 $10,000 1%
$10,000 $20,000 2%
$20,000 $30,000 3%
Advanced Percent (Tax Bracket) 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 Enter a simple percentage.
Annual Wage Base/Maximum Earnings Enter the base wage or maximum annual earnings.
Annual Deduction Amount Enter the deduction amount.
Annual Exempt Amount Enter the amount that is exempt.

For example:

Name Exempt Amount Wage Base Amount Percent
Bracket 1 $1,000 $9,999 8.0%
Bracket 2 $10,000 $19,999 8.5%
Bracket 3 $20,000 $0 9.0
Advanced Percent (Tax Bracket Alt.) 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 Enter a simple percentage.
Annual Deduction Amount Enter the amount of the annual deduction.
Annual Amount Greater Than Enter the lowest amount for the range.
Annual Amount Less Than Enter the highest amount for the range.
Annual Fixed Amount Enter the annual fixed amount.

For example:

Name Greater Than Less Than Percent Fixed Amount
Bracket 1 $0 $10,000 5.0% 0
Bracket 2 $10,001 $20,000 10.0% $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 because the fixed amount is always the total tax amount that would be calculated from all previous brackets.

Fixed Amount Enter an amount that is fixed.
Fixed Amount (Range Bracket) 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 Enter a fixed amount.
Annual Deduction Amount Enter the annual fixed amount.
Annual Amount Greater Than Enter the lowest amount for the range.
Annual Amount Less Than Enter the highest amount for the range.
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) DESCRIPTION
Amount Enter the amount of the deduction.
Target Balance/Limit Enter the target balance or limited amount for this deduction.
US-Advance EIC Formula Use for the US-Advance Earned Income Credit Formula.
Filing Status DESCRIPTION
Single or Head of Household Employee is single or head of a household.
Married w/o Spouse Employee is married and filing without spouse.
Married w Spouse Employee is married and filing with spouse.
US-Medicare Formula (Employee) Use for the employee's Medicare deduction.
Filing Status DESCRIPTION
Single or Head of Household Employee is single or head of a household.
Married w/o Spouse Employee is married and filing without spouse
Married w Spouse Employee is married and filing with spouse.
US-Medicare Formula(Employer) Use for the employer's Medicare deduction.
US-Social Security Formula(Employee) Use for the employee's Social Security deduction.
US-Social Security Formula(Employer) Use for the employer's Social Security deduction.
Canada-CPP Formula Use to calculate CPP (Pension) in Canada.
Canada-EI Formula Use to calculate EI (Employment Insurance) in Canada.
Federal Income Tax 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 DESCRIPTION
Country Select the country for the tax.
Province/State Income 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 DESCRIPTION
Country Select the country for the tax.
Province/State Select the province or state.
District/County Income Tax 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 Select the county for the tax.
District Select the district.
Pay Stub Account 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.
Include Pay Stub Accounts 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.
Include Accounts DESCRIPTION
Pay Stub Account Value Select a value to include (i.e. Amount, Units/Hours, YTD Amount, YTD Unit/Hours).
Selection Select the item and move it to the right column.
Exclude Pay Stub Accounts 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 DESCRIPTION
Pay Stub Account Value Select a value to exclude (i.e. Amount, Units/Hours, YTD Amount, YTD Unit/Hours).
Selection Select the item and move it to the right column.
Employees Select the employees that this calculation will be applied to and move them to the right column.


Eligibility Tab
FIELD DESCRIPTION
Start Date Select a start date from the calendar, or leave it blank.
End Date Select an end date from the calendar. If you leave the field blank, it will continue indefinitely.
Minimum Length of Service Enter the minimum length of employee service for this tax or deduction.
Min.Service DESCRIPTION
Number Enter an amount to represent the Minimum Length of Service.
Time Unit Select the unit of time (e.i. years, days, etc.).
Maximum Length of Service Enter the maximum length of employee service for this tax or deduction.
Max. Service DESCRIPTION
Number Enter an amount to represent the Maximum Length of Service.
Time Unit Select the unit of time (i.e. years, days, etc.).
Minimum Employee Age Enter the minimum employee age (i.e. 18 years).
Maximum Employee Age Enter the Maximum employee age (i.e. 70 years).


Employee Settings Tab
FIELD DESCRIPTION
Filing Status Use this field to indicate the employee's marital status.
Filing Status DESCRIPTION
Single Select this value if the employee is single.
Married Select this value if the employee is married.

Pay Stub Amendments

Pay Stub Amendments provide a method for making specific, individual changes to employee pay stubs that cannot be performed automatically within the Taxes / Deductions feature. By default, Taxes/Deductions apply to every pay period. Pay stub amendments allow you to define specific calculations, or formulas, and apply them to all employee pay stubs or to individual employees. In addition, they may be ignored if the eligibility criteria are not met or if the calculation formula results in a zero value. Examples of such changes are: bonuses, pay advances, employee loans, and reimbursements to petty cash.

To add a pay stub amendment, do the following:

  1. Click Payroll in the menu bar, and then click Pay Stub Amendments in the icon bar.
  2. Click New in the icon bar.
  3. Complete the fields in the Pay Stub Amendment tab.
  4. Click the Save icon to save your changes, or click Cancel to discard.


Notepad.gif 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.

Notepad.gif 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.gif 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.gif 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.

Pay Stub Amendment Tab
FIELD DESCRIPTION
Employee(s) 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.
Pay Stub Account 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 DESCRIPTION
Fixed Complete the following fields.
FIELD DESCRIPTION
Rate Enter the rate of pay this amendment will use.
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.
Percent Complete the following fields.
FIELD DESCRIPTION
Percent Enter a percentage of pay this amendment will use.
Percent Of Select the item (i.e. regular pay, bonus, etc.) for the percent calculation.
Description Enter a description that will appear on the employee's pay stub.
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.
Year To Date Adjustment 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.gif 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.

Recurring Pay Stub Amendments

Recurring pay stub amendments are amendments that you configure to occur at a specific frequency, most commonly at each pay period. They are useful for recurring earnings or deductions, such as employee contributions to group benefit plans or union dues.

Notepad.gif NOTE: Taxes / Deductions offer a similar, but more advanced calculation options. However, the frequency of recurrence is once each pay period.

To add a recurring pay stub amendment, do the following:

  1. Click Payroll in the menu bar, and then click Recurring PS Amendments in the icon bar.
  2. Click New in the icon bar.
  3. Complete the fields in the Recurring Pay Stub Amendment Tab.
  4. Click the Save icon to save your changes, or click Cancel to discard.

Notepad.gif NOTE: It’s important to realize the effect of choosing each Pay Period for the frequency. In this case, the pay stub amendments will be effective on the last day of the pay period. When using the Monthly frequency, the effective date will be the first day of each month.

See the Basic Operation section for details on viewing, adding, editing and deleting Recurring Pay Stub Amendments.

Recurring PS Amendment Tab
FIELD DESCRIPTION
Status Select a status for the recurring pay stub amendment from the drop-down box.
Status DESCRIPTION
Active This status is active.
Disabled This status is inactive.
Name Enter a name that will appear on the employee's pay stub.
Description Enter a description of the amendment.
Frequency Select the frequency (i.e. each Pay Period, weekly, etc.).
Start Date Select the start date from the calendar.
End Date Select the end date from the calendar.
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.
Pay Stub Account Choose the Pay Stub Account that will be affected by this amendment.
Amount Type For Amount Type, decide whether the Amount is to be Fixed or a Percent.
FIELD DESCRIPTION
Fixed Complete the following fields.
FIELD DESCRIPTION
Rate Specify the Rate of pay this amendment will use.
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.
Percent Complete the following fields.
FIELD DESCRIPTION
Percent Enter the percent of pay this amendment will use.
Percent Of Select the item (i.e. regular pay, bonus, etc.) for the percent calculation.
Description Enter a description.

Pay Period Schedules

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.

Pay Period Schedule Tab
FIELD DESCRIPTION
Name Enter a name for the pay period schedule.
Description Enter a description.
Type Select the type of pay period from the drop-down box.
Type DESCRIPTION
Manual Determined by customer.
FIELD DESCRIPTION
Annual Pay Periods Enter the number of pay periods per year.
Weekly 52 pay periods per year.
Bi-weekly 26 pay periods per year.
Semi-Monthly 24 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 of Month Select the day of the month to indicate the first Pay Period Start Day 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 of Month Select the day of the month to indicate the second Pay Period Start Day 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
01-Nov-12 15-Nov-12 01-Dec-12
16-Nov-12 30-Nov-12 15-Dec-12
Monthly 12 pay periods per month.
Pay Period Starts On Select the day the pay period starts.
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.
Create Initial Pay Periods From 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.

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.
Minimum Time-off Between Shifts 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.

Maximum Shift Time 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 Specify the day a shift is assigned to when it spans midnight.
Assigns Shifts To DESCRIPTION
Day They Start On The shift is assigned to the day when the first in punch occurs.
Day They End On The shift is assigned to the day when the last in punch occurs.
Day With Most Time Worked The shift is assigned to the day when most of the hours worked occurs.
Each Day (Split At Midnight) The shift is split and any time worked is assigned to the day when it actually occurred.
TimeSheet Verification Select who will do the verification from the drop-down box.
TimeSheet Verification DESCRIPTION
Disabled Timesheet Verification is not in use.
Employee Only Employees (Subordinates) are only required to verify their timesheets.
Superior Only Superiors are only required to verify their timesheets.
Both Employee & Superior Both employee and Superior are required to verify their timesheets.

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 Enter the number of days before the transaction date.


Notepad.gif 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 doesn’t affect the calculation of overtime.

Notepad.gif 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.

Notepad.gif 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 won’t 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.

Pay Period Tab
FIELD DESCRIPTION
Status 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.

Notepad.gif 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.
Pay Period Schedule Select a schedule from the drop-down.
Start Date Select a pay period start date from the calendar.
End Date Select a pay period end date from the calendar.
Transaction Date Select a pay period transaction date from the calendar.

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 Next-18x18.png 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 Done-18x18.png.

Adjusting a Closed Pay Period

Sometimes it may be required to make minor adjustments to a closed pay period after payroll has already been processed and the employees have already been paid. In order to allow for such cases, TimeTrex offers its "Post Adjustment" functionality where corrections can be made in previous pay periods and the adjusting dollar amounts can be automatically brought forward into the current pay period to be paid.

The first step is to set a pay period to the "Post Adjustment" state, by following the below procedure:

  1. Click Payroll in the menu bar, and then click Pay Periods in the icon bar.
  2. Select the specific closed pay period that you want to make adjustments to.
  3. Choose Edit in the icon bar, change the Status to Post Adjustment, then click Save in the icon bar.

Once the pay period is in Post Adjustment state, it is essentially the same as it being open, so you can now proceed to make adjustments to employee timesheets for this particular pay period.

Once you have made the necessary adjustments to the employees timesheet, while still on the employees timesheet screen click the Generate Pay Stub icon to display the Generate Pay Stub Wizard, click Next-18x18.png to move to Step 2, then be sure to enable the checkbox at the bottom of Step 2 to calculate pay stub amendment adjustments to carry over into the next pay period. When this mode is enabled TimeTrex will determine the difference between each line item on the employee's existing pay stub that is already paid and the adjustments that you just made. Once you have completed all the steps in the wizard TimeTrex will automatically create Pay Stub Amendments to reflect these adjustments for both positive and negative amounts, then you will be taken to the Pay Stub Amendment list page to review the newly created amendments. These Pay Stub Amendments will be dated the last day of the open pay period currently in progress so they will automatically be included on the next pay stubs that you generate, however you may modify these dates by editing the Pay Stub Amendments themselves if you wish. Proceed to each individual employee and repeat the above steps as necessary.

In summary what you did was modify the employee's timesheet to reflect the proper hours, then created Pay Stub Amendments to adjust their pay stub appropriately in the upcoming pay period.

Once you have finished making all your adjustments, it is important that you close the pay period again by doing the following:

  1. Click Payroll in the menu bar, and then click Pay Periods in the icon bar.
  2. Select the specific pay period that you just finished making adjustments to.
  3. Choose Edit in the icon bar, change the Status to CLOSED, then click Save in the icon bar.

Warning.gif WARNING: If you have made changes to any policies between the times that you originally generated employee pay stubs, and when you modified an employee's timesheet, the modified policies may affect your adjustments.

Invoicing

Available In
Corporate Edition
Enterprise Edition
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 this section.

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.

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 DESCRIPTION
Active The client is active.
Hold The client is on hold for some reason, such as credit approval.
Inactive The client is inactive.
Cancelled The client has cancelled.
Group 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 Enter the client's name.
Sales Contact Select the sales contact's name from the drop-down.
Support Contact Select the support contact's name from the drop-down.
Website Enter the URL to the website.
Note Enter any relevant information about the client.
Tags Enter descriptive tags, separated by a comma.

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.

Client Group Tab
FIELD 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 Enter a name for the group.

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.

Contact Information Tab
FIELD DESCRIPTION
Status Select a status from the drop-down box.
Status DESCRIPTION
Enabled The contact information is enabled.
Disabled The contact information is disabled.
Type Select a type from the drop-down box.
Type DESCRIPTION
Billing This contact handles billing issues.
Shipping This contact handles shipping issues.
Technical This contact handles technical issues.
Other This contact handles all other issues.
Default Check the box if this contact is the default contact.
Currency Select the currency for the invoice.
First Name Enter the contact's first name.
Last Name Enter the contact's last name.
Address Line1 Enter the first line of the address.
Address Line2 Enter the second line of the address.
Address Line3 Enter the third line of the address.
Tags Enter any tags that might help identify this contact and facilitate a future search.
City Enter the name of the city.
Country Select the country from the drop-down box.
Province/State Select the province or state from the drop-down box.
District Select the district.
Postal/ZIP Code Enter the postal or ZIP code.
Work Phone Enter the contact's work phone number.
Mobile Phone Enter the contact's mobile phone number.
Fax Enter the contact's fax machine number.
Email Enter the contact's email address.
Note Enter any relevant information about the contact.


Policy Tab
FIELD DESCRIPTION
Include Tax Policy Expand the Display Columns drop-down, choose the tax policy you want to include, and move it to the right.
Exclude Tax Policy Expand the Display Columns drop-down, choose the tax policy you want to exclude, and move it to the right.


Portal Tab
FIELD DESCRIPTION
User Name 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) Re-enter the password to confirm the correct spelling.


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.

  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.
Payment Method Tab
FIELD DESCRIPTION
Client Select the client from the drop-down box.
Status Select the client's status.
FIELD DESCRIPTION
Enabled The payment method is enabled.
Disabled-Failed The payment method is disabled because pre-authorization was not successful for some reason.
Disabled The payment method is disabled.
Type Select the type of payment method from the drop-down box.
FIELD DESCRIPTION
Credit Card Complete the following fields for credit card payments.
FIELD DESCRIPTION
Default Check the box if credit card is the primary payment method.
Credit Card Type Select the type of credit card, i.e. Visa, Mastercard, etc.
Credit Card Number Enter the credit card number.
Expiry Date Enter the credit card's expiration date.
Credit Card Security Code Enter the security code. Depending on the card type, this code can be either on the front or back of the card.
Card Holder Name Enter the name of the person who holds the credit card.
Card Issuing Banks Phone Number Enter the phone number of the bank that issued the credit card.
Bank Transfer Complete the following fields for bank transfer payments.
FIELD DESCRIPTION
Default Check the box if bank transfer is the primary payment method.
Bank Type Enter the type of transfer, which depends on the client's location.
Institution Number Enter the number of the financial institution that will transfer the payments.
Bank Transit Enter the bank's transit, or routing, number.
Account Number Enter the bank account number from which the payments will be made.
Note Enter any information about the client's payment method.


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.

Product Tab
FIELD DESCRIPTION
Type Select the type of product from the drop-down box.
Type DESCRIPTION
Product The line item is a physical product.
Service The line item is a service.
Tax The line item is a tax.
Shipping Service The line item is for shipping service.
Shipping Box The line item is a shipping box.
Status Select the status of the product from the drop-down box.
Status DESCRIPTION
In Stock The product is in stock and available for sale.
Out of Stock The product is not in stock.
Disabled The product is disabled.
Group Select the Product Groups associated with this product.
Part Number Enter the product part number.
Name Enter the product name.
Description Enter a description for the product.
Lock Description Check the box to prevent product name changes on the invoice.
UPC Enter the UPC number for the product's bar code.
Current Stock Enter the number of units in stock.
Notepad.gif NOTE: As the product is sold, the number will automatically decrease. When new stock is received, the quantity must be manually added to the remaining stock.
Include Tax Policy Select the tax policies to include on the invoice.
Exclude Tax Policy Select the tax policies to exclude on the invoice.
Tags Enter descriptive tags for the product.


Pricing Tab
FIELD DESCRIPTION
Unit Cost Enter the cost of the unit from the supplier.
Currency Select the currency from the drop-down box.
Minimum Quantity Enter the minimum quantity.
Maximum Quantity Enter the maximum quantity.
Lock Price Check the box to prevent price changes on the invoice.
Price Type Select the type of pricing.
FIELD 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 DESCRIPTION
Quantity Enter the quantity that must be purchased to qualify for the reduced price.
Unit Price Enter the reduced unit price.
Progressive Select Progressive if you want to have variable pricing depending on the amount purchased. Use the Add.png 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 DESCRIPTION
Quantity Enter the lowest quantity for the range.
Unit Price Enter the price per unit for the range.
Unit Price Enter the regular price per unit.


Notepad.gif 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.
Shipping Tab
FIELD DESCRIPTION
Unit Weight Select the weight unit measurement from the drop-down box.
FIELD DESCRIPTION
Ounces(oz) The unit weight is measured in ounces.
Pounds (lb) The unit weight is measured in pounds.
Grams(g) The unit weight is measured in grams.
Kilograms(kg) The unit weight is measured in kilograms.
Weight Enter the weight of the unit.
Dimension Unit Select the dimension unit measurement from the drop-down box.
Length TBD
FIELD DESCRIPTION
Millimeters(mm) The unit dimension is measured in millimeters.
Inches(in) The unit dimension is measured in inches.
Centimeters(cm) The unit dimension is measured in centimeters.
Feet(ft) The unit dimension is measured in feet.
Length Enter the length of the unit.
Width Enter the width of the unit.
Height Enter the height of the unit.
Origin Country Select the country of origin.
Tariff Code Enter any tariffs.
Customs Unit Value Enter the value of the unit for customs.

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 Enter the name of the district.
Country Select the country from the drop-down box.
Province/State Select the province or state from the drop-down box.

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:

  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 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 Add.png 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 won’t 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, you’ll find individual line items on the invoice. This tab is simply another means to view the line items of an invoice—particularly 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 product—such 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 Select a product from the drop-down.
Code Enter a Code for the policy.
Name Enter a Name for the policy.
Tax Number Enter the tax number.
Percent Enter the tax percent.
Priority Enter the priority number.
Display Number on Invoice Check the box to display the number on the invoice.
Include Area Policy Select the Area Policies to include and move them to the right.
Exclude Area Policy 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

Shipping Tab
FIELD DESCRIPTION
Type Select the type of shipping from the drop-down box.
Type DESCRIPTION
Flat Rate The rate is a flat rate per package.
Per Item The rate is based on the item to be shipped.
Per Item Quantity The rate is based on the quantity of items to be shipped.
Per Weight The rate is based on the weight of the shipment.
UPS The rate is based on UPS shipping rates.
Fed Ex The rate is based on FedEx shipping rates.
Currency Select the currency from the drop-down box.
Name Enter the name of the shipping policy.
Base Price Enter the starting price per unit.
Price Enter the total price.
Minimum Price Enter the minimum price for the shipment.
Maximum Price Enter the maximum price for the shipment
Handling Fee Enter the amount for handling the shipment.
Display Order Enter the sequence order of the item.
Weight Unit Select the unit weight of the item from the drop-down box.
Weight Unit DESCRIPTION
O1 Select the weight measurement from the drop-down box.
Ounces (oz) The unit weight is measured in ounces.
Pounds(lb) The unit weight is measured in pounds.
Grams(g) The unit weight is measured in grams.
KiloGrams(kg) The unit weight is measured in kilograms.
Product Select the product from the drop-down box.


Carrier Rate Server

Carrier Rate Server Tab
FIELD DESCRIPTION
User Name Enter the user's name.
Password Enter the password.
Primary Account Enter the primary account number
Secondary Account Enter the secondary account number.
Markup Percent Enter the amount of the markup.


Area Criteria Tab

Area Criteria Tab
FIELD DESCRIPTION
Include Area Policy Select the area policy to include and move it to the right.
Exclude Area Policy Select the area policy to exclude and move it to the right.

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 Enter the name of the area.
Country Select the country from the drop-down box.
Province/State Select the province or state.
District Select the district.


Document Management

Available In
Corporate Edition
Enterprise Edition
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.

To store a document, do the following:

  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.
  4. Click the Save button to store the document.


Document Tab

Document Tab
FIELD DESCRIPTION
Status Select the status of the document from the drop-down box.
Status DESCRIPTION
Active The document is active and currently up-to-date.
Draft The document is preliminary and not ready for distribution.
FAQ The document is in the Frequently Asked Questions format.
Procedure/Policy The document is a procedure or policy document.
Under Review The document is in review and not approved for distribution.
Pending The document is in on hold for some reason.
Expired The document is no longer relevant.
Name Enter a name for the document.
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 Select a group for the document from the drop-down box.
Template Check the box if the document is to be used as a template.
Private Check the box if the document is private and to be viewed by only those employees with the appropriate permissions.
Description Enter a description for the document.
Tags Enter relevant tags that describe the document.


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.

Notepad.gif NOTE: By default, the latest version is downloaded when an employee selects a document.

Reports

Available In
Community Edition
Professional Edition
Corporate Edition
Enterprise Edition
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 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. 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 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.
Report Tab
FIELD DESCRIPTION
Template Choose a Template from the drop-down.
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 DESCRIPTION
Portrait The report is taller than it is wide.
Landscape The report is wider than it is tall.
Font Size 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.
Disable Grand Total Check the box to disable the grand total, and it will not appear on the report.
Show Duplicate Values 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.
Notepad.gif 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.


Chart Tab
FIELD DESCRIPTION
Enable Check the box to enable a chart for the report.
Display Select an option for displaying the chart from the drop-down box.
Display DESCRIPTION
Below Table Show the chart below the table.
Above Table Show the chart above the table.
Chart Only Show only the chart and not the table.
Type Choose how the bar chart should appear from the drop-down box.
Type DESCRIPTION
Bar-Horizontal Show the bars in a horizontal chart.
Bar-Vertical Show the bars in a vertical chart.
Chart Sub-totals Check the box to show sub-totals on the chart.
Consistent Axis Scales 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.


Saving and Sharing Reports

After you create reports and view them, they can can be saved for future reference, edited to create a new report, or shared with other employees.

When a saved report is shared, a copy of the report is sent to the designated employee through the easy two-step Share Report Wizard.

  • The first step is to select the report from the drop-down box.
  • The second step is to select the employees to receive the report and then click Done-18x18.png.

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.

Notepad.gif NOTE:The report is always sent to the employee who creates the report and the schedule.

To schedule a report, do the following:

  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.
Report Schedule Tab
FIELD DESCRIPTION
Name Enter a name for the scheduled report.
Description Enter a description of the report.
Status Select the status from the drop-down box.
Status DESCRIPTION
Enabled The report schedule is active.
Disabled The report schedule is inactive.
Priority Choose a priority of high, medium, or low to identify the importance of this report schedule relative to other report schedules.
Priority DESCRIPTION
High The report is the highest priority and must execute before other reports with medium and low priority.

Notepad.gif 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 Select the hour and move it to the right.
Day of Month Select the day of the month and move it to the right.
Month Select the month and move it to the right.
Day of Week Select the day of the week and move it to the right.
Send Report to Home Email Check the box to send the report to the employee's home email address.
Send Report to Other Email 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

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.

TimeClock Model: TTUS100

Requirements

TimeTrex model TTUS100 time clocks by default are configured to automatically obtain an IP address via DHCP, if a DHCP server is not present on the network you can manually configure the time clock to use a static IP address instead by pressing "MENU" then navigating to "Options" -> "Comm Opt" and defining the "IP Addr", "Netmask" and "Gateway" settings. In cases where the clocks will be behind a firewall or router, the firewall or router must allow the timeclock to connect to the TimeTrex server using port 80. TimeTrex v3.4.0 or greater is required for these devices.

Configuration

Once you have mounted the clock and connected it to your network and power cables, you may power on the clock by pressing the white circle power button on the bottom left of the keypad.

When the clock first turns on, it will attempt to automatically obtain an IP address via DHCP and initiate the TimeTrex server auto-detect process. At anytime you can press the "ESC" button to cancel the auto-detect process and manually configure the clock. Once the clock detects the TimeTrex server it will display the IP address of the server and ask you to confirm the server by pressing "OK". Once you press "OK" the clock will be configured and ready to start enrolling employees.

To manually configure the timeclock press "MENU", then navigate to "Options" -> "Comm Opt" -> "SoapServer IP" press "OK" and enter the IP address of the TimeTrex server. When done, press "OK" then go to "Options" -> "Comm Opt" -> "Auto Discover" and when prompted with the server's IP address press "OK" to complete the process and initialize the timeclock.

Enrolling Employees

Enrolling Fingerprints

Menu -> User Manage -> Enroll User -> Enroll FP

The clock will ask you to enter the TimeTrex employee number or PIN of the employee that you wish to enroll the fingerprint for and press “OK”. You will then be asked to place the employees' finger on the fingerprint sensor and then remove it, three times in a row. Once the clock has successfully scanned the employees' fingerprint three times, you will be asked to save the fingerprint by pressing “OK(Save)”. You can press “OK” again to continue enrolling more employees, or “ESC” to go back to the menu.

Enrolling Proximity/RFID Cards

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 simply scan their fingerprint or proximity cards.

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

Notepad.gif 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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