Initial Setup

Preparing to migrate from an existing time and attendance / payroll system to TimeTrex.

For optimal results and a smooth transition period, it is recommended that you allow 4 pay periods running parallel with the existing system (2 for time & attendance & 2 for payroll runs) to determine if everything is set up correctly in TimeTrex and the data is accurate. This allows time to test the system, compare results, make any necessary changes and compare again.

 

Quick Start Wizard

Upon the first login to TimeTrex the Quick Start Wizard will automatically appear. The Quick Start Wizard is used to insert preset data most commonly used for the locations your company does business in. It is designed to jump start the setup process after which you may need to make further necessary adjustments.

 

Step 1 Read the instructions and then Click  to continue to the next step.
Step 2 Select the Time & Date options from the drop-down boxes for preferred settings that you would like to use to display information throughout TimeTrex. See New Hire Defaults>Employee Preferences Tab.
Step 3 Regardless if you use TimeTrex to process payroll or not, entering Pay Period Schedules is critical. Select the Pay Period Frequency from the drop-down box. Then, enter the start date, end date and transaction date for the next four pay periods and TimeTrex will automatically create subsequent pay periods for you. 
Step 4 Select one or more location your employees reside within. Click to add more than one location. TimeTrex will automatically set up default policies based on commonly used policies for the location(s) you entered. If you happen to have more than one legal entity and only want to apply the new policies to a single legal entity, then you can chose which one.
Step 5 Click the icon to go to the Employee>Employees screen to start adding employees and tracking their attendance. Select the import button if you want to import multiple employee records at one time.

Once you have gone through the Quick Start Wizard in most cases you would not go through this procedure again. Refer to the Initial Setup Guide below to edit any data entered through the Quick Start Wizard as well as additional steps to the setup process.

 

TIP:  Even though the Quick Start Wizard may create more policies than you require, it is not recommended to delete any of them at least until TimeTrex is completely set up and tested; because you might want to use them in the future.

 

Initial Setup Guide

The chart below which includes links to further documentation is provided as a guide to assist you with the initial setup process. As you go through these steps you may see default data that has already been entered from the Quick Start Wizard. You should verify this data is correct or edit and enter additional data depending on your particular circumstances. Although the chart below is listed in the recommended order of setup, it may still be necessary to go back and forth between steps to ensure they are properly set up as required.

Some steps are optional depending on your needs, however steps that are absolutely required are marked with an asterisk (*). Where you see the Import button you have the option to import the specific data through the Import Wizard.

 

A. TIME AND ATTENDANCE

1. Company Information

STEP MENU NOTES
Company Information Company -> Company Information Company Address etc.
Legal Entities Company -> Legal Entities Only required if your organization has multiple legal entities. If you plan on using the payroll module and your legal entities are similar to each other, it may be beneficial to setup Payroll section (B) for one legal entity first, then Copy that legal entity to which will bring over the Payroll setup with it. You can then make any necessary adjustments for the few differences between entities.
Branches Company -> Branches It is recommend to add at least one branch.
Departments Company -> Departments  
Titles Employee -> Titles
Create Pay Period Schedule * Company -> Pay Period Schedules Skip this step if already created through the Quick Start Wizard.

 

2. Policy Building Blocks

Although you would create these Policy Building Blocks in the following order you may not know which Policy building blocks you will need until you start setting up some of the other Policies in the next table below. So you can come back to these as often as needed.
STEP MENU NOTES
Pay Formulas Policy -> Pay Formulas  
Pay Codes Policy -> Pay Codes Depend on Pay Formulas.
Contributing Pay Codes Policy -> Contributing Pay Codes  
Contributing Shifts * Policy -> Contributing Shifts Depend on Contributing Pay Codes.

 

3. Policies

Refer to above Policy Building Blocks as prerequisites.
STEP MENU NOTES
Regular Time Policies * Policy -> Regular Time Policies Depend on Policy Groups and Contributing Shifts. Time assigned to one regular time policy cannot also be assigned to another.
Overtime Policies Policy -> Overtime Policies Depend on Contributing Shifts.
Meal Policies Policy -> Meal Policies  
Break Policies Policy -> Break Policies  
Premium Policies Policy -> Premium Policies  
Recurring Holidays Policy -> Recurring Holidays  
Holiday Policies Policy -> Holiday Policies Depend on Recurring Holidays.
Accrual Accounts Policy -> Accrual Accounts  
Accrual Policies Policy -> Accrual Policies Depend on Accrual Accounts. Hour based accrual policies depend on Contributing Shifts.
Absence Policies Policy -> Absence Policies  
Schedule Policies Policy -> Schedule Policies  
Exception Policies Policy -> Exception Policies  
Rounding Policies Policy -> Rounding Policies  

 

4. Employee Information

STEP MENU NOTES
Create Employee * Employee -> Employees When creating employees it is important to consider using User names & Passwords or Quick Punch ID's & Passwords that will need to be communicated to the employees so they can log into TimeTrex or punch In/Out.
Employee Wages Employee -> Wages  
Policy Groups * Policy -> Policy Groups Must set up at least one policy group to apply one or more policies to an employee.
Create Hierarchy Company -> Hierarchy Only required if you have supervisors.
New Hire Defaults Employee -> New Hire Defaults Configure the New Hire Defaults, ignoring Tax / Deductions for now.

 

5. Scheduling (optional)

STEP MENU NOTES
Recurring Schedule Templates Schedule -> Recurring Templates  
Recurring Schedules Schedule -> Recurring Schedules Depend on Recurring Schedule Templates.

 

6. Attendance

STEP MENU NOTES
Punching In/Out In/Out

Login screen, Quick Punch

Kiosk (Tablet) / Mobile App

Have employees punch in/out, using the preferred method, for one or two pay periods to make sure all policies are set correct.
Check Exceptions Attendance -> Exceptions Check for any exceptions that appear in employee timesheets and make any corrections necessary.
Editing Punches Attendance -> Timesheet Double click on any exception that requires the punch to be edited.

Timesheet Reports

Report -> Timesheet Reports View/Print Timesheet reports and verify the data is correct.
Payroll Export Report Report -> Payroll Reports Only necessary if you are using a third-party payroll system.

 

B. PAYROLL (optional)

1. Pay Stub Accounts, Tax & Deductions

STEP MENU NOTES
Pay Stub Accounts Payroll -> Pay Stub Accounts It is not recommended to delete or rename default pay stub accounts unless absolutely necessary.
Tax/Deductions Payroll -> Taxes & Deductions Assigned to employees.
Tax/Deduction Employee Settings Payroll -> Taxes & Deductions Marital (or Filing) status, claim amounts etc.
New Hire Defaults Employee -> New Hire Defaults Update the New Hire Defaults to include the Default Tax / Deduction records.
Test Run (parallel pay period). It is recommended to complete two parallel runs with the previous payroll system to compare results paying special attention to the type of taxes and deductions and make any necessary corrections. Acceptable discrepancies when comparing results would be small rounding differences, missing opening balances/accruals since they have not been added yet or a tax deduction cap applies at the time of year you do the test run. After you are confident that the system is calculating payroll correctly, delete all test run pay stubs created before totally switching over to TimeTrex or 'going live'.

 

2. Banking and Opening Balance Amounts

STEP MENU NOTES
Create Remittance Source Accounts Payroll -> Remittance Sources Determines where the payment or money comes from as well as the payment type or format.

For example, payments come from the company's bank account in the form of a direct deposit or printed check.

Confirm EFT/ACH or Check Format Click the Sample File button. Generate a direct deposit Sample File for testing with your bank or generate and print a sample check to confirm the data aligns with the existing or chosen check stock. For more information on direct deposit file formats or customizing check formats see Remittance Sources.
Employee Pay Methods Employee -> Pay Methods How each employee is paid, such as by direct deposit to the employee's bank account or by printed check. The pay methods available to employees depend on the remittance source accounts created.

Create Opening Balance/YTD Amounts (Vacation/Taxes)

 

Payroll -> Pay Stubs

or

Payroll -> Pay Stub Amendments

Create Pay Stubs for Opening Balance/YTD dollar amounts. See Mid-Year Payroll Migration.
NOTE:  Opening Balance/YTD amounts should only be entered after testing is complete and you are going live in the very next payroll run to ensure accurate year-to-date values. If you do not go live in that pay period the opening balance/YTD amounts will have to be re-entered as they will have changed.
Final check of pay stubs generated for your first live payroll.

 

3. Tax Wizard

STEP MENU NOTES
Create Remittance Agencies Payroll -> Remittance Agencies Determines which agencies receive funds or information as a part of payroll.
Create Remittance Agency Events Payroll -> Remittance Agencies, Events tab Specifies the events that apply to your company and the exact dates when payment or filing is required. Review each of the default events and Enable any that apply and Disable any that do not apply.

 

4. Time Balances

STEP MENU NOTES
Create Accrual Time Balances Attendance -> Accruals Add the accrual time balances from previous software or manual records. When entering accruals consider using the type, Initial Balance.

 

If you are running TimeTrex On-Site, confirm with your IT department that the data is set to be backed-up on a daily basis. This applies only to On-site applications as Cloud-hosted TimeTrex is already backed-up.