Lathem PC2000 Setup Guide Time and Attendance Software Setup Guide

Below you will find brief information for Time and Attendance Software PC2000 Setup Guide. The PC2000 Setup Guide helps you to setup your software. This includes setting up the company information, configuring the terminals, defining pay codes and departments, and setting up payroll exports.

PDF

Document

PC2000

Setup Guide

Version 3

PayClock 2000

Time and Attendance Software

PayClock, Lathem and the Lathem logo are registered trademarks of Lathem Time Corporation. MS-DOS and Windows are registered trademarks of Microsoft Corporation. Other product names mentioned in this manual may be trademarks of their respective companies and are hereby acknowledged.

The Software described in this document is furnished under a license agreement, and may be used or copied only in accordance with the terms of that agreement. It is against the law to copy the software on any medium except as specifically allowed in the license agreement. This manual is a confidential proprietary document solely for the use of Lathem customers. Information in this document is subject to change without notice and does not represent a commitment on the part of Lathem Time Corporation. No part of this manual may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying and recording, for any purpose, without the express written permission of Lathem.

Lathem Time Corporation

200 Selig Drive, SW

Atlanta, Georgia USA 30336

1-800-224-1885 www.lathem.com

Document Number: USG0012b

USING THIS BOOK.....................................................................................................................................1

USING ONLINE DOCUMENTATION ......................................................................................................1

CONTACTING YOUR DEALER ...............................................................................................................1

CONTACTING THE LATHEM SUPPORT LINE ...................................................................................2

REGISTERING PAYCLOCK .....................................................................................................................2

ORDERING EXTRA ITEMS ......................................................................................................................3

UNLOCKING YOUR PAYCLOCK SOFTWARE....................................................................................3

CONVENTIONS ...........................................................................................................................................4

MINIMUM SYSTEM REQUIREMENTS..................................................................................................5

PAYCLOCK 2000 FEATURES...................................................................................................................6

STEPS TO INSTALL PAYCLOCK 2000...................................................................................................7

SYSTEM ICON...................................................................................................................................11

PAY CLASS ICON .............................................................................................................................12

SCHEDULES ICON ...........................................................................................................................13

EMPLOYEES ICON ..........................................................................................................................15

POLL ICON .........................................................................................................................................16

TIMECARD ICON .............................................................................................................................17

GLOBAL ICON ..................................................................................................................................18

REPORTS ICON ................................................................................................................................18

CLOSE ICON......................................................................................................................................20

DATABASE MANAGER ....................................................................................................................21

TROUBLESHOOTING..............................................................................................................................23

SUPPORT AGREEMENTS .......................................................................................................................25

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Welcome to PayClock 2000

Welcome to PayClock 2000, the easy to use time and attendance system. PayClock 2000 uses the power of your PC to make your time and attendance reporting easier. While at your PC, you can use the data from your clock for payroll reports, edits, exports and so on. A backup/archive feature gives you data backup and protection.

Getting Help

You can obtain information about using any PayClock software application from four sources:

This User’s Guide (also available through the on-line help)

On-line Help Files and documentation

The dealer where you purchased your system

Lathem’s PayClock Support Line

Using This Book

This book is divided into two sections, the Setup Guide and the User’s Guide. The Setup Guide is for users comfortable with PC’s, Windows and Time & Attendance terms. “Find Help Here” notations in the Setup Guide direct you to sections in the User’s Guide if you need more details.

You can quickly find the information you need to perform your desired tasks. The User’s Guide describes in detail how to use the functions of your PayClock system

Using Online Documentation

PayClock’s on-line files contain a complete Help system and the User’s Guide. The Help system is an on-line reference for concepts, commands, dialog boxes and messages. If you select a command, open a dialog box, or display a message, and then start Help, you will get help for that item. Otherwise, you’ll see the Help Welcome to PayClock page. You can also access the on-line

User’s Guide from the Help system. If you misplace your User’s Guide, you can print one out right from the Help System.

Start Help by clicking Help | Contents from the menu. Or you can press the <F1> key at any time to display the appropriate help information

Contacting Your Dealer

If you have a question about PayClock, first consult your User’s Guide or the on-line Help. If you

PC2000 Software Guide

cannot find an answer, contact your PayClock dealer, who can answer your questions. You should always consult your dealer before contacting the Lathem PayClock support line, since your dealer is local and is better equipped to solve your problem in a timely manner.

When obtaining any technical support on a PayClock product, you should have the following information available so your question can be answered quickly and efficiently:

•

Version and serial number of your software. This is available by clicking Help | About from the menu

•

Description of your computer hardware

•

The exact wording of any messages that appear on the computer screen or on your time clock

• The current text displayed on your time clock

•

Description of what happened and what your were doing when the problem occurred

•

Description of how you tried to solve the problem

•

Can you recreate the problem?

•

The current configuration settings, which you can get by running the Configuration

Report from the PayClock 2000 software

•

Details of your time clock setup. This includes the model of your terminal, type of connection, cable length, etc.

Contacting the Lathem Support Line

If you have a question about PayClock, first look in your User’s Guide or the on-line Help. If you cannot find an answer, contact your PayClock Dealer. If you still cannot solve your problem, contact the Lathem PayClock Support Line. You may be charged for this service depending on any maintenance contracts, service programs, or warranties that apply at the time of your call

Hours: 7:25 A.M. – 8:00 P.M. Eastern time

Days: Monday – Friday

You can also contact Lathem Technical Support through the internet. Go to www.lathem.com, then click on the Technical Support link

Registering PayClock

Please register your software with Lathem before you begin your setup. This allows us to inform you of any PayClock updates. You can register by filling out and returning the postage-paid Product Registration Card included in your package

PC2000 Software Guide

Ordering Extra Items

You can order certain items directly from your Lathem Dealer. These items include:

♦ Annual Support Agreements for both software and hardware

♦ PayClock 2000 software on 3½” diskettes

♦ Extra employee badges

♦ Employee badge rack (holds 25 employee badges)

♦ Extended length serial cable (for mounting the clock more than 25’ from computer)

You can enable some software features directly in the 2000 program:

♦ Increased Employee Amounts

You can increase your employee capacity from 50 up to 250 employees. If you need more than 50 employees, you can purchase an employee increase to 100, 150, 200 or 250 employees. PayClock 2000 does not allow more than 250 employees in the system

♦ Custom Exports

If you need Lathem to make an export file specific to your company, you can purchase a custom export. That way, you can export your data in the format you choose. This is especially helpful if 2000 does not already support your payroll service. Call Lathem to learn more about custom exports

Unlocking your PayClock Software

PayClock software will run for 30 days in demo mode once installed. Your dealer should unlock your software when it is installed, but if for some reason they didn’t, you have purchased additional employees or features or you get a warning message regarding your “Unlock Key”, you must get a new unlock key from Lathem Technical Support. To Access the unlock key, start the

PayClock software and click Help | Feature Wizard from the menu. Select Next. On the next screen, choose the options that you purchased for your system, then click Add->. This moves your choice(s) to the window on the right. Click Next. The next screen shows a Purchase Code and the

Serial Number of your software (if you entered it at the time of installation). Call Lathem

Technical Support at (800) 224-1885 with these numbers and they will give you a new unlock code

PC2000 Software Guide

for the software. Please be aware that this key is unique to the hard disk where the software is installed. If you change computers, you must unlock the software on the new machine.

» To purchase any of these software features, click the Help | Features Selection menu in the software

» The Features Selection Wizard prompts you to choose the features you want. You can use these features for 30 days in Demo Mode, or to purchase a feature, call your Dealer to get an unlock code

» Once you choose to purchase a feature, click Next and the screen will display your serial number and Purchase Code. Call Lathem (1-800-224-1885) while the purchase code is still on your screen

» Once you give Lathem the purchase code, click Finish

» Lathem will give you an unlock code. Enter it in the box displayed on your screen

» Click Enable. Your new features are now enabled

Conventions

PayClock software uses many of the Windows® conventions. You may move from selection to selection using the <Tab> key or the mouse. You can make selections by using the spacebar and you can accept a selection by pressing <Enter>. In Windows 95/98/NT, clicking on an item with the right mouse button brings up a small menu selection if applicable

PC2000 Software Guide

Minimum System Requirements

To use the PayClock software, you need at least

♦ Computer with an 80486 processor (Pentium recommended)

♦ 8 Mbytes RAM *

♦ 50 Mbytes free hard disk space

♦ CD-ROM drive

♦ VGA or higher resolution display

♦ Mouse or other pointing device

♦ An available 9 or 25-pin serial communications port

♦ Microsoft Windows, Version 3.11, 95, 98 or NT Workstation

*As with all Windows applications, more RAM provides better performance

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PayClock 2000 Features

♦ 50 employee capacity (can be increased to 250 – see Ordering Extra Items above)

♦ Up to 99 departments in system

♦ Up to 10 department pay rate overrides (hardware dependent)

♦ Department transfers at the clock (hardware dependent)

♦ Employee and punch data reports

♦ Exports for use with payroll services

♦ Backup/archive capability

♦ Define pay period as weekly, bi-weekly, semi-monthly or monthly

♦ Set overtime to calculate daily, weekly or by pay period

♦ Up to two overtime levels

♦ Rounding by 1/4-hour or 1/10-hour, break points defined by user

♦ In/Out zones defined by user

♦ Deduct unpaid breaks automatically

♦ Up to 10 defined unpaid breaks – auto deducted, punched or not punched

♦ Up to 10 employee work schedules

♦ Available pay codes: Regular, Overtime 1, Overtime 2, Overtime 3, Sick, Holiday, Worked

Holiday, Vacation, Personal, Other and Tips. These pay codes can be renamed

♦ Up to 3 pay classes

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Install the Software

Steps to Install PayClock 2000

PayClock 2000 contains a Setup program that checks your system and asks questions about how you want to install the program. The setup program copies files from the CD to your computer so you can use PayClock.

Reboot the computer and close all other programs

2. Run the Setup Program

» Insert the PayClock 2000 CD in your computer’s CD-ROM

» The Setup program should run automatically. If it does not, follow the steps below

» In Windows 3.11

Click File | Run in the Windows Program Manager

» In Windows 95

Click Start | Run from the Windows taskbar

» At the command line, type d:setup.exe where d: is the letter of the drive for your

CD-ROM

» Click OK

CAUTION

Upgrading from a previous PayClock product?!

If you are upgrading from PayClock 1000 or PayClock 2000 You should install

PayClock 2000 version 3 software in a different folder from your old PayClock software.

If you are upgrading from PayClock EZ, install PayClock version 3 into your current

PayClock EZ folder (normally C:\PC100EZ).

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3. Follow the Setup Steps

» At the Welcome screen, click Next

» Read the license agreement, then click Yes (or No to exit)

» Choose the folder where you want to install PayClock 2000, then click Next

» Choose Typical for the Setup Type, then click Next

» Choose the program group where you want to add PayClock 2000, then click Next

» Click Next to complete the install

» Please view the Readme file for last minute changes to the program

» Once Setup copies the files to your computer, click Finish

4. Data Migration (Upgrades from previous versions of PayClock only!)

You use the Data Migration Utility to convert your older PayClock database (PayClock

2000 ver. 2.x or PayClock 1000) to the PayClock version 3 format

NOTE: If you are upgrading from PayClock EZ you do NOT need to run the Data

Migration utility.

CAUTION!

Make sure that you run the Data Migration Wizard before entering any settings in the

PayClock version 3 software If you have already entered settings in PayClock version

3, the Migration Wizard will overwrite them when it converts your old PayClock settings.

To convert your older PayClock database

» Start the PayClock version 3 software. This will create the needed file folders. Then close the PayClock version 3 software

PC2000 Software Guide

» Open the Data Migration Utility by double-clicking on the Migration icon or by clicking Start | Programs | PayClock | Data Migration Wizard from the task bar

» This opens the Data Migration Wizard. At the Welcome screen, click Next

» The wizard will try to find your current (old) PayClock folder. If the wizard did not find it, select the folder from this list

» Click Next to go to the next screen

» The wizard lists the data that it will convert to the new PayClock version 3 format. Click

Finish

» After the data has converted, the wizard displays a message that the migration was successful. Click OK

The Migration Wizard only converts employee and department settings: y Departments y Employees with department assignments y Terminal(s) setup (if you purchased Terminal Manager in your prior version)

You will need to setup exports, schedules and pay period settings. See the PayClock Version 3 help to learn more

5. Open PayClock 2000

Find Help Here on page UG-1

» To run the PayClock 2000 program after installing:

» In Windows 3.11

Choose the PayClock group and click the PayClock 2000 icon

» In Windows 95

Click Start | Programs | PayClock 2000 | PayClock 2000 from the Windows taskbar

PC2000 Software Guide

» When PayClock 2000 first opens, the Log In window appears

» You can choose from two users, Administrator or Guest. The Administrator log in gives you full access to PayClock, while the Guest does not allow access to personal employee data or wage information; the Guest log in does allow the user to edit timecards and run reports

» Once you choose a user, enter your password. The default password is “lathem”. You should change it to a unique password by clicking the Change button

» Once you change your password, keep a copy of it in a safe place in case you forget it

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Setup the Software

When you first open PayClock 2000, you see a list of icons at the left of the screen. There are two buttons you can click, Setup and Data. The Setup button brings up the Setup List and the Data button brings up the Data List

The Setup List contains the System, Pay Class, Schedules and Employees icons. These icons take you to all the functions needed to setup your company in 2000. You will use most of these features the first time you setup your software but seldom after that

Below is a brief description of each section in the Setup List. To learn how to setup a section, see the on-line help in the software

System Icon

At the System icon, you define your basic company structure. Here you setup Company Info,

Departments, Clock Communications, Preferences, Exports, etc.

1. General Tab

2. Terminal Tab

» In the Terminal tab, you define your clock settings

Find Help Here on page UG-5

» In the General tab, enter your company name, address, home page, company code, phone and fax number

Find Help Here on page UG-5

» What you enter here tells the software how to communicate with your clock

3. Preferences Tab

Find Help Here on page UG-7

» In the Preferences tab, you choose how you want dates and times to display in the software

» Here, you can also define pay codes and setup departments

» You can set software defaults for adding non-work time at the timecard

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4. Payroll Export Tab

Find Help Here on page UG-9

» In this tab, you setup how the software exports data

» If you use a payroll service, you can run the export wizard here to setup your data to export in the format your payroll service can read

» You can run ASCII exports to export data in a text format, or you can run your payroll exports from this tab

» If you use a payroll service not included with PayClock 2000 and you want to use the export feature, Lathem can write a custom export template for your needs. Contact us to learn more about custom exports

Pay Class Icon

A Pay Class consists of the rules your company sets for handling payroll. At the Pay Class icon, you can setup your pay period, overtime, etc.

1. General Tab

Find Help Here on page UG-11

» In the General tab, you define your pay period. You enter when the pay period starts, select rounding and choose the pay period type

2. Overtime Tab

Find Help Here on page UG-12

» In the Overtime tab, you can set how the software calculates overtime

3. Advanced Tab

Find Help Here on page UG-14

» In the Advanced tab, you can set punched breaks, auto deductions and whether to calculate overtime by regular hours or by total hours

» You can also set when your day starts. You might want to change this setting if your company has shifts that go through midnight; however, you should normally leave this setting at the default, 12:00 am

PC2000 Software Guide

4. Consecutive Day Tab

Find Help Here on page UG-15

» In the Consecutive Day tab, you can set Consecutive Day overtime. Setting this rule allows you to override the regular and overtime pay codes for a person who works a certain number of days in a row

Schedules Icon

At the Schedules icon, you tell the software when a person should punch the clock. This way, the software knows what to do with those punches. For each schedule, you can define certain In/Out rules, breaks, meals, etc.

1. General – In Tab

Find Help Here on page UG-17

» At the IN tab (one of 4 sub-tabs under the General Tab) you can set the rules for the start of the day. This includes the Start time and the IN Revision zone

» IN Revision zones round punches forward to the start time

2. General – Out Tab

Find Help Here on page UG-18

» At the OUT tab (one of 4 sub-tabs under the General Tab) you can set the rules for the end of the day. This includes the End Time and the OUT revision zone

» OUT Revision zones round late out punches back to the end time

General – Rounding Tab

Find Help Here on page UG-19

» At the Rounding tab (one of 4 sub-tabs under the General Tab), you can tell the software how to round punches. You can round other IN and other OUT punches

» Other In Rounding rounds any In punch that falls within the schedule Start and End time

» Other Out Rounding rounds any Out punch that falls within the schedule Start and End time

PC2000 Software Guide

General – Misc Tab

Find Help Here on page UG-19

» At the Misc. tab (one of 4 sub-tabs under the General Tab), you can setup a Guaranteed

Minimum number of hours for days that employees work

Example 1: On a Saturday you call Maintenance to fix a problem in the plant. You have guaranteed them at least 6 hours for any day they are called in to work. They fix the problem in just 3 hours. By setting up a guaranteed minimum on the maintenance department's schedule, the maintenance workers will be paid for 6 hours even though they only clocked in for 3. However, if the problem takes 9 hours to fix, they will be paid for the entire 9 hours. In this example you would have zero Worked Hours to Qualify and 6

Minimum Paid Hours

Example 2: You have temporary workers who are called in regularly. Many show up even if they are not needed. You have a policy that if they work for more than one hour, you guarantee them 4 hours. In this example you would have 1 Worked Hours to Qualify and

4 Minimum Paid Hours

» You can also set pay code overrides. You can use this feature to override your regular and overtime pay codes when needed

Example: You can create a schedule called Makeup Time, so that when an employee is working extra hours to makeup time, this schedule will not allow these extra hours to count as overtime

» You can also use this tab to set options for schedules that cross midnight

Break & Meal Rules Tab

Find Help Here on page UG-22

» When setting up schedules, you can define rules for breaks and meals for each schedule

» In the Break & Meal Rules tab, you can set whether employees punch for a break or if the software deducts it automatically. You can choose one, both or none of these settings

6. Rounding Rules Tab

Find Help Here on page UG-24

» When setting up schedules, you can define rounding rules

» There are two available rules, 1/4-hour and 1/10-hour rounding

» You can change the round unit and the break point. Enter when a punch rounds up or down (for example, if you enter 7 for the break point, before 7 minutes, the punch rounds back; at 7 minutes, the punch rounds forward; after 7 minutes, the punch rounds forward)

PC2000 Software Guide

Employees Icon

At the Employees icon, you setup your employees in the software. You can enter their name, address, pay rate, emergency info, etc.

1. General Tab

Find Help Here on page UG-27

» In the General tab, you can enter basic information about a person

» Here, you can add an employee, edit an employee or remove an employee from the software

2. Schedules Tab

Find Help Here on page UG-29

» If an employee has punched breaks or auto-deductions that are different from the settings in the Advanced tab at the Pay Class icon, you can change them here

3. Assignments Tab

Find Help Here on page UG-31

» In the Assignments tab, you can assign employees to various departments and separate rates of pay for each department for this employee. Note: This feature is dependent on

your hardware configuration.

4. Personal Tab

Find Help Here on page UG-32

» In the Personal tab, you can keep track of special employee information, such as address, phone number and who to contact in an emergency

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Manage the Data

The Data List contains the Poll, Timecard, Global, Reports and Close icons. These icons take you to the functions used on a regular basis to retrieve, edit and manage your data.

Below is a brief description of each section in the Data List. To learn in more detail how to use a section, see the on-line help in the software.

Poll Icon

Click the Poll icon to pull data from the clock into the software and calculate the totals for each employee. After you poll the clock, you can then begin to edit and manage your data.

PC2000 Software Guide

Timecard Icon

At the Timecard icon, you can view and edit a person’s punches and non-work time. You can edit the timecard using the schedule bar, the timecard table or the menu at the top of the screen. See the on-line help to learn how.

1. Schedule Bar

Find Help Here on page UG-35

» The schedule bar shows a graph of a person’s activity for the day

2. Timecard Table

Find Help Here on page UG-36

» The timecard table lists data on a person’s activity for the current and next pay period.

You can choose which columns you want to show – punches, pay codes, totals, etc.

PC2000 Software Guide

Global Icon

At the Global icon, you can edit data for multiple employees at one time. You can add global punches and non-work time

Registrations Tab

Find Help Here on page UG-46

» At the Registrations tab you can add a punch for several employees at one time. Set the time and date of the punch, select the employees to add the punch to and click Apply

Non-Work Time Tab

Find Help Here on page UG-47

» At the Non-Work Time tab you can add non-work time. Select the employees you want to edit. Choose the date in the Calendar by pressing the Ctrl key while clicking the date with your mouse. Select the Pay Code, enter how much time to add and click Apply

Reports Icon

Using Report Manager, you can run reports that reflect the data in your software. You can open the

Report Manager by clicking its icon in the program group or clicking the Reports icon within the

PayClock software

When you open the Report Manager, you see three sections, the Menu and Button Bar, Report

Selection and Report Properties

You can run reports on the current pay period, any closed pay period or the next pay period

If you want to run a report that includes dates since the last time you polled the clock, you should poll the clock again to ensure all data appears in the reports

Report Properties

Find Help Here on page UG-54

» The Report Properties section of the main screen shows the settings for the report you are about to run

» The default properties show in this section. If you want to make a temporary change for the reports you are about to run, simply make the changes in this section. The next time you open Report Manager, the settings will revert to the default

Menu and Button Bar

Find Help Here on page UG-50

» You can access all the functions of the Report Manager from the menu and button bar

PC2000 Software Guide

» The Options button brings up the Options Setup, where you can change the default settings that appear in the Report Properties section of the main screen

PC2000 Software Guide

» The Employees button brings up the Employees Setup, where you can change the default settings that appear in the Report Properties section of the main screen

» You can use Select Pay Codes to choose which pay codes you want to display in your reports. You can choose up to 6 separate pay codes. The software then combines the rest of your pay codes into a column named Misc

Report Selection

Find Help Here on page UG-54

» The Report Selection section of the main screen is where you choose which report you want to run

Close Icon

Find Help Here on page UG-60

At the Close icon, you can export the data to payroll and close out the pay period. Note that after you close out your pay period, you can still run reports and exports but you cannot edit the closed data.

PC2000 Software Guide

Database Manager

Find Help Here on page UG-61

The Database Manager is a separate program that you can use to backup or archive your data, restore a backed up or archived database, or change where PayClock 2000 looks for your database folder

Toolbar

Database Record List

When you first open the Database Manager, you see the menu, toolbar and database record list

You can access the functions of the Database Manager from the menu or the toolbar

Backup a Database

Find Help Here on page UG-61

» When you backup your database, the Database Manager makes a complete copy of all your data files in the Database folder, then compresses them into one file. You can restore this file in the event of a disaster. This puts all of your data back to the time of the backup

Archive Data

Find Help Here on page UG-62

» If your computer gets low on hard drive space, you can free up some memory by archiving some of your data. For example, you can move old data to a floppy disk

Restore a Database

» You can restore any backed up or archived database

Find Help Here on page UG-63

» When restoring a backup, the Database Manager completely overwrites your current database with the backed up database, restoring all data back to the time of the backup

PC2000 Software Guide

» When restoring an archive, the Database Manager will add that pay period(s) back into the database. You can then report on and export this data, but you still cannot edit historical (closed) data

Remap Database Folder

Find Help Here on page UG-63

» You can choose where your software looks for your database. This allows you to store your data wherever you want. Your Database folder is originally located under your program folder

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Troubleshooting

Find Help Here on page UG-76

Description

In PayClock, the screen looks jumbled, especially at the

Timecard icon

When I click the Timecard icon,

I can see the schedule bar, but no lines are visible in the timeline

A punch looks dimmed in the schedule bar at the Timecard icon, even after I re-added the punch

Some of my graphic colors in the on-line help look distorted

Solution

You may need to change your display settings in Windows to Small

Fonts or

If you use the active desktop (a feature of Internet Explorer) with windows, try turning it off

You probably need to change the colors of your graphic lines. See the readme.txt file located in your PayClock program folder for instructions on changing these colors or

You can change your Windows system appearance to a different color scheme

If you re-add that same punch, it stays dimmed in the schedule bar but displays in the timecard table. Note that when you delete a punch that was punched at the clock, it always dims on the schedule bar.

This keeps an audit trail

If you have a custom bitmap attached as wallpaper to your Windows desktop, try removing it

PC2000 Software Guide

When I try to open PayClock, I see one of these messages:

Error: The selected User is already Logged In on the following computer: Please select a different LOGIN from the User List.

The following error occurred during login: 30009

If your computer crashes while running PayClock, you may see one of these two messages when you try to reopen PayClock. PayClock thinks you are still logged in. You must unlock your old login before you can open PayClock. You can unlock your login by setting a switch and opening Database Manager

To open Database Manager with a switch:

Click Start | Run from your Windows taskbar. A window appears waiting for you to enter a command

Click the Browse button to find the Database Manager program

(dbmgr.exe). You will find it in your PayClock application folder

Click Open to enter the command to open Database Manager

Type a space at the end of the line, then type your switch. If you use the Administrator login in PayClock, use the switch /RLA. If you use the Guest login in PayClock, use the switch /RLG

Example:

Click OK

This opens Database Manager and unlocks your login

Note that you must close Database Manager before you can open

PayClock

PC2000 Software Guide

Support Agreements

Lathem offers a hassle-free support agreement for your peace of mind. Call your Dealer for more details and pricing on this support plan.

With the Support Plan

Unlimited toll-free telephone support

Free software updates and version upgrades

We send you an exchange clock next day shipping if yours goes down or is damaged

Repairs on faulty parts and workmanship

Without the Support Plan

Calls after purchase are billed for each incident

You must purchase any software upgrades

You must send in your clock for repair

After the standard warranty period, charges apply for repairs to damaged or defective parts

Lathem Time Company

200 Selig Drive, SW, Atlanta, GA 30336

Phone: 800-224-1885 Fax: 800-252-2208 www.lathem.com

PC2000 Software User’s Guide

A

Add a Punch..............................................................17

Add an Employee......................................................15

Advanced Tab .....................................................12, 13

C

Close Icon .................................................................20

D

Data Migration

...............................................8, 9

Database Manager.....................................................21

Dealer..........................................................................2

Delete an Employee ..................................................15

E

Edit an Employee......................................................15

Employees Icon.........................................................15

General Tab ....................................................13, 15

Meals Tab .............................................................15

Personal Tab .........................................................15

Export Tab ................................................................12

Export Wizards ...........................................................3

G

General Tab.............................................11, 12, 13, 15

H

Help ........................................................................1, 2

Support Agreements .............................................25

Troubleshooting....................................................23

I

Install the Software .....................................................7

L

Lathem Support Line ..................................................2

M

Meals Tab .................................................................15

O

Ordering Extra Items .................................................. 3

Overtime Tab............................................................ 12

P

Pay Class Icon .......................................................... 12

Advanced Tab ................................................ 12, 13

General Tab.......................................................... 12

Overtime Tab ....................................................... 12

PayClock Support Line .......................................... 1, 2

PayClock Terminals ................................................... 1

Personal Tab............................................................. 15

Poll Icon ................................................................... 16

Preferences Tab ........................................................ 11

R

Reports Icon ............................................................. 18

S

Setup PayClock 2000 ............................................... 11

Software Installation................................................... 7

Support Agreements ............................................. 3, 25

System Icon .............................................................. 11

Export Tab ........................................................... 12

General Tab.......................................................... 11

Preferences Tab.................................................... 11

Terminal Tab........................................................ 11

System Requirements ................................................. 5

T

Technical Support .................................................... 25

Terminal Tab ............................................................ 11

Timecard Icon .......................................................... 17

Troubleshooting ....................................................... 23

U

Unlock Codes ............................................................. 3

PC2000 Software User’s Guide

PC2000

User’s Guide

Version 3

PayClock 2000

Time and Attendance Software

PC2000 Software User’s Guide

CHAPTER 1 - WELCOME TO PAYCLOCK

Section 1.1 Log In .................................................................................................................1

Section 1.2 PayClock Features ............................................................................................2

Section 1.3 Feature Selection Wizard .................................................................................3

CHAPTER 2 - SYSTEM OVERVIEW

Section 2.1 System - General Tab........................................................................................5

2.1.1 To Setup Company Information............................................................................5

Section 2.2 System - Terminal Tab......................................................................................5

2.2.1 To Setup a Terminal .............................................................................................6

Section 2.3 System - Preferences Tab .................................................................................7

2.3.1 To Setup Preferences ............................................................................................7

2.3.1a To define a pay code

.........................................................................................7

2.3.1b To setup departments

........................................................................................8

2.3.1c To set date and time display

...............................................................................9

2.3.1d To set non-work time defaults

............................................................................9

2.3.1e To turn off Undo messages

.................................................................................9

Section 2.4 System - Payroll Export Tab............................................................................9

2.4.1 To Setup Exports...................................................................................................9

2.4.1a To run an export wizard

.....................................................................................9

2.4.1b To run a payroll export

....................................................................................10

2.4.1c To run an ASCII export

...................................................................................10

CHAPTER 3 - PAY CLASS OVERVIEW

Section 3.1 Pay Class - General Tab .................................................................................11

3.1.1 To Setup Pay Class Information .........................................................................11

Section 3.2 Pay Class - Overtime Tab...............................................................................12

3.2.1 To Setup Overtime ..............................................................................................12

Section 3.3 Pay Class - Advanced Tab..............................................................................13

PC2000 Software User’s Guide

3.3.1 To Setup Advanced Pay Class Features .............................................................14

Section 3.4 Pay Class – Consecutive Day Tab..................................................................15

3.4.1 To Setup Consecutive Day Overtime ..................................................................16

CHAPTER 4 - SCHEDULES OVERVIEW

Section 4.1 Schedules - General Tab/IN ...........................................................................17

4.1.1 General IN Setup ................................................................................................17

Section 4.2 Schedules - General Tab/OUT .......................................................................18

4.2.1 General OUT Setup ............................................................................................18

Section 4.3 Schedules - General Tab/Rounding ...............................................................18

4.3.1 To Setup General Rounding ...............................................................................19

Section 4.4 Schedules - General Tab/Misc........................................................................18

4.4.1 To Setup Guaranteed Time .................................................................................19

4.4.2 To Setup Options for Schedules that Cross Midnight.........................................19

4.4.3 To Setup Pay Code Overrides.............................................................................19

Section 4.5 Schedules - Break & Meal Rules Tab............................................................21

4.5.1 To Setup Breaks & Meals ...................................................................................22

4.5.1a To create a floating punched break

....................................................................22

4.5.1b To create an auto-deduct

..................................................................................23

4.5.1c To create a break that is both punched and auto-deduct

.......................................23

4.5.1d To assign a break to a schedule

.........................................................................24

Section 4.6 Schedules - Rounding Rules Tab ...................................................................24

4.6.1 To Setup Rounding Rules....................................................................................24

CHAPTER 5 - EMPLOYEES OVERVIEW

Section 5.1 Employees - General Tab ...............................................................................26

5.1.1 To Setup an Employee ........................................................................................27

5.1.1a To add an employee

........................................................................................27

5.1.1b To edit an employee

........................................................................................28

5.1.1c To delete an employee

.....................................................................................28

Section 5.2 Employees - Schedules Tab ............................................................................28

5.2.1 To Assign Schedules ...........................................................................................29

5.2.1a When you set punched breaks and/or auto-deductions in the Pay Class

...................29

5.2.1b When you did not set punched breaks or auto-deductions at the Pay Class

.............30

PC2000 Software User’s Guide

5.2.1c To assign a rotating schedule to an employee

.......................................................31

Section 5.3 Employees - Assignments Tab........................................................................31

5.3.1 To Setup Employee Assignments ........................................................................31

Section 5.4 Employees - Personal Tab ..............................................................................32

5.4.1 To Setup Personal Information...........................................................................32

CHAPTER 6 - POLL OVERVIEW

.....................................................................33

CHAPTER 7 - TIMECARD OVERVIEW

........................................................35

Section 7.1 Using the Schedule Bar...................................................................................35

Section 7.2 Using the Timecard Table ..............................................................................36

Section 7.3 Using the Timecard Menu ..............................................................................37

7.3.1 File Menu............................................................................................................37

7.3.1a Recalculate Option

7.3.1b Exit Option

7.3.2 Edit Menu ...........................................................................................................38

7.3.2a Delete Option

7.3.2b Find Exception Option

7.3.3 View Menu ..........................................................................................................38

7.3.3a Select Pay Period Option

.................................................................................39

7.3.3b Sort Option

....................................................................................................39

7.3.3c Filter Option

...................................................................................................39

7.3.3d Show As Option

.............................................................................................40

7.3.3e Timecard View Options

...................................................................................40

7.3.3f Schedule Bar Option

........................................................................................41

7.3.3g Refresh Option

...............................................................................................41

7.3.4 Insert Menu.........................................................................................................41

7.3.4a Registration Option

.........................................................................................41

7.3.4b Non-Work Time Option

..................................................................................41

7.3.4c Transfer Option

...............................................................................................43

7.3.4d Column Option

...............................................................................................41

7.3.4e Amount Option

...............................................................................................42

PC2000 Software User’s Guide

Section 7.4 Exceptions ........................................................................................................43

7.4.1 Exception Definitions .........................................................................................43

7.4.1a Missing Registration

........................................................................................43

7.4.1b Arrived Late

...................................................................................................43

7.4.1c Left Early

.......................................................................................................44

7.4.1d Long Break

....................................................................................................44

7.4.1e Missed In Registration

.....................................................................................44

7.4.1f Missed Out Registration

...................................................................................44

7.4.1g Missed Break

..................................................................................................44

7.4.1h Missed Break In Registration

............................................................................44

7.4.1i Missed Break Out Registration

..........................................................................44

7.4.1j Absent (No Registrations)

................................................................................44

7.4.1k Unscheduled Registration

................................................................................44

7.4.1l Out of Schedule Registration

...........................................................................45

7.4.1m Off Schedule Registration

................................................................................45

7.4.1n Arrived Early Registration

...............................................................................45

7.4.1o Left Late Registration

......................................................................................45

CHAPTER 8 - GLOBAL OVERVIEW

Section 8.1 Global - Registrations Tab .............................................................................46

8.1.1 To Add a Global Punch ......................................................................................46

Section 8.2 Global - Non-Work Time Tab........................................................................47

8.2.1 To Add Global Non-Work Time..........................................................................47

CHAPTER 9 - REPORT MANAGER OVERVIEW

Section 9.1 Menu and Button Bar.....................................................................................49

9.1.1 Menu and Button Definitions..............................................................................50

9.1.1a Preview

..........................................................................................................50

9.1.1b Print

..............................................................................................................50

9.1.1c Options

..........................................................................................................50

9.1.1d Employees

......................................................................................................52

9.1.1e Help

..............................................................................................................53

9.1.1f Select Pay Codes

.............................................................................................53

Section 9.2 Report Selection ..............................................................................................54

9.2.1 To Select a Report to Run ...................................................................................54

Section 9.3 Report Properties............................................................................................54

9.3.1 To Run a Report..................................................................................................54

PC2000 Software User’s Guide

9.3.2 Report Toolbar Definitions.................................................................................55

Save

Save As...

Help

First Page

End of Report

View List

Zoom Control

Section 9.4 Report Definitions ...........................................................................................56

Absence Report

Audit Trail

Department Details

Department Totals

Daily Gross Pay

Daily Totals

Details

Gross Pay

Employee List

Timecard

Totals

Exception Report

Transaction Listing

Who’s In

Who’s Out

CHAPTER 10 - CLOSE OVERVIEW

Section 10.1 To Confirm Close ..........................................................................................60

CHAPTER 11 - DATABASE MANAGER

Section 11.1 To Backup a Database ..................................................................................61

Section 11.2 To Archive Data ............................................................................................62

Section 11.3 To Restore a Database ..................................................................................63

Section 11.4 To Remap the Database Folder....................................................................63

PC2000 Software User’s Guide

CHAPTER 12 - GLOSSARY

Section 12.1 Definitions......................................................................................................64

24-Hour Time

Beginning of Day

Break Length

Calculating Overtime

Company Code

Data List

Department Number

Employee List

Extended Break Amount

Guaranteed Time

Home Page

Inactive Employee

List Bar

Maximum Work Day Length

Menu Bar

Non-Work Time Defaults

Off Schedule

Open Schedule

Pay Code

Pay Code Overrides

Pay Period Type

Polling the Clock

Rate Modifier

Report Type

Registration

Rounding

Schedule Bar

Setup List

Supervisor Badges

Terminal Type

Time Bar

Timecard Table

CHAPTER 13 - TROUBLESHOOTING

Section 13.1 Software .........................................................................................................76

Section 13.2 Hardware .......................................................................................................78

PC2000 Software User’s Guide

Welcome to PayClock

CHAPTER 1 Section 1.1 Log In

When you first open PayClock, a Log In window appears

You can choose from two users, Administrator or Guest. The Administrator log in gives you full access to

PayClock, while the Guest does not allow access to personal employee data or wage information; the

Guest log in does allow the user to edit timecards and run reports

Once you choose a user, enter your password. The default password is "lathem". (You should change it to a unique password)

Enter your password, then click OK

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PC2000 Software User’s Guide

To change your password

• At the Log In screen, choose either Administrator or Guest

• Click the Change button

• Type in your password under Old Password

• Type in your new password under New Password and Confirm New Password, then click OK

• Once you change your password, keep a copy of it in a safe place in case you forget it

Section 1.2 PayClock Features

♦ 50 employee capacity (can be increased to 250 – see Ordering Extra Items above)

♦ Up to 99 departments in system

♦ Up to 10 department pay rate overrides (hardware dependent)

♦ Department transfers at the clock (hardware dependent)

♦ Employee and punch data reports

♦ Exports for use with payroll services

♦ Backup/archive capability

♦ Define pay period as weekly, bi-weekly, semi-monthly or monthly

♦ Set overtime to calculate daily, weekly or by pay period

♦ Up to two overtime levels

♦ Rounding by 1/4-hour or 1/10-hour, break points defined by user

♦ In/Out zones defined by user

♦ Deduct unpaid breaks automatically

♦ Up to 10 defined unpaid breaks – auto deducted, punched or not punched

♦ Up to 10 employee work schedules

♦ Available pay codes: Regular, Overtime 1, Overtime 2, Overtime 3, Sick, Holiday, Worked

Holiday, Vacation, Personal, Other and Tips. These pay codes can be renamed

♦ Up to 3 pay classes

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PC2000 Software User’s Guide

Section 1.3 Feature Selection Wizard

There are several optional features you can add to your PayClock 2000 software. You add features using the Feature Selection Wizard. To open the wizard, select Help | Feature Wizard from the menu when you first open your PayClock 2000 software. When you choose a feature, you can use it on a trial basis for

30 days, then the software will no longer allow you to use this feature until you purchase it

If you are currently running PayClock 2000 in demo mode, you can purchase the software through the

Feature Wizard

Features available through the Feature Wizard:

•

100 Employees

You can increase your employee capacity to 100

•

150 Employees

You can increase your employee capacity to 150

•

200 Employees

You can increase your employee capacity to 200

•

250 Employees

You can increase your employee capacity to 250

• Custom Exports

If your company exports data to a payroll service that PayClock does not currently support,

Lathem can write a custom export for your company so you can still use the export features of the software. PayClock currently supports ADP, Rapid Pay, QuickBooks Pro, Paychex and Payroll 1.

Call your dealer for more information on this feature

To purchase a feature:

• Open the Feature Wizard by clicking Help | Feature Wizard from the menu. The main screen displays

• Click Next > to go to the screen that lists your feature choices

• Under the list of Available Features, click on the ones you want, then click Add -->

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PC2000 Software User’s Guide

• Once the features you want show in the Selected Features list, click Next > to go to the purchase screen

• Call your dealer and read them the serial number and purchase code that display on your screen. Your dealer will give you a license key for you to enter into your software

• Once you have your license key, click Finish from the purchase screen. An Enable Features window appears, where you will type in your license key

• Click Enable

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PC2000 Software User’s Guide

CHAPTER 2 System Overview

At the System icon, you define your basic company structure. Here you setup Company Info,

Departments, Clock Communications, Preferences, Exports, etc.

Section 2.1 System - General Tab

In the General tab, enter your company name, address, company code, home page, phone and fax number

2.1.1 To Setup Company Information

In the System General tab, enter your company information.

• Enter your company name and address under Company Name, Address (1), Address (2), City, State,

Country and Postal Zip

• Enter your phone number under Main Phone Number

• Enter your fax number under Main Fax Number

• Enter your company code number under Company Code

• Enter your web site address under Company's Home Page

• Click the Save button to keep your changes

Section 2.2 System - Terminal Tab

In the Terminal tab, you define your clock settings.

Type - Choose your type clock from the list (PC2000, PC1000 or PC100)

Use 24-Hour Display - Check this box if you want the time on your clock to show 24 hours instead of a.m.

and p.m.

Turn On Daylight Savings Time - If your region does not use daylight savings time, uncheck this box

COM Port - Select the port where your clock connects to your PC

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PC2000 Software User’s Guide

Baud Rate - Select the baud rate that your clock runs. The baud rate should normally be left at 9600. Note that if you change the baud rate in the software, you must also change it in the clock. If you are using the

PC1000, you must set the baud rate to 1200

Auto Update when Polling - Check this box to update your clock with employee badge changes each time you poll the clock

Test Clock - Click this button to check your clock connection

Update Clock - Click this button to update your clock with employee badge changes

Send Time/Date to Clock - Click this button to set your clock's time and date to your computer's time and date (shown in the Time and Date boxes in this tab)

2.2.1 To Setup a Terminal

What you enter in the Terminal tab at the System icon tells the software how to communicate with your clock.

•

Ensure your clock model (PC2000, PC1000 or PC100) displays in the Type box

•

Under Time and Date, your computer's time and date display. If they are not correct, you need to change it in Windows. You cannot change the time or date in the PayClock software

•

Check Use 24-Hour display if you want the 24-Hour time format to show at your terminal

•

Uncheck Turn On Daylight Savings Time if your region does not use daylight savings

•

Under Communications, enter the COM port where your clock connects to the PC and your clock's

Baud Rate. If you have problems communicating with the clock, see Troubleshooting

•

Check Auto Update when Polling if you want the software to send any new or changed employee information to the clock each time the clock is polled

You can also click the Update Clock button if you want to update the clock manually

•

Click the Test Clock button to confirm that the settings you entered are correct

•

Click the Send Time/Date to Clock button to set your clock's time and date to what is shown in the

Time and Date boxes in this tab

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PC2000 Software User’s Guide

Section 2.3 System - Preferences Tab

In the Preferences tab, you choose how dates and times display in the software and you define certain software settings. Here, you also setup pay codes and departments.

Pay Codes - Click this button to set pay codes. The Pay Codes window displays, where you can change the name and rate modifier

Departments - Click this button to setup departments

Use this Date Format - Choose how to show dates in the software, i.e. 01/31/99, 31/01/99 or 99/01/31

Use 24-Hour Time Format - Check this box to show 24-hour time in the software

Non-Work Defaults - In this section, set the default for inserting non-work time at the Timecard icon.

Non-work time is time paid to an employee but not worked, such as holidays or vacation

Confirm Undo's - Uncheck this box to turn off the caution message that appears any time you click the

Undo button

2.3.1 To Setup Preferences

What you enter in the Preferences tab tells the software how to display dates, times and non-work defaults. You can also define pay codes and departments

2.3.1a To define a pay code:

•

Click the Pay Codes button to setup your pay codes. The Pay Codes window appears

1. Select a pay code from the list at the top of the Pay Codes window

2. You can change the pay code name by typing it under Name

3. Enter a rate modifier

4. If you are editing a Non-Worked pay code, such as Vacation or Sick, you can also check the

"Count toward overtime" box. If this pay code counts toward overtime, check this box. For example, some companies allow sick time to count towards overtime. So, if a person worked 8 hours 3 days, 10 hours 1 day and called in sick 1 day, the person would have a total of 42 hours with 2 hours overtime, although the person only worked 34 hours

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PC2000 Software User’s Guide

Note: If you enter non-work time that counts toward overtime in the Timecard, you should enter that time according to the same rounding that you have setup. For example, if you have set rounding to 15-minute intervals, enter your non-work time as a 15-minute interval, such as 8:15.

If you enter 8:13, the time will remain at 8:13 and will not round to 8:15. If you do this, some of your totals in your reports will not round

5. Click the Save button to save your changes

6. Click Close after setting up your pay codes

2.3.1b To setup departments:

Click the Departments button to add, edit or delete departments

•

To add a department

1. Click New

2. Type the department name under Name

3. Enter a department number from 1-99 under Number

4. You can use the Hourly Pay Rate section for running wage reports. Under Type, choose Flat

Rate, Add to Base Pay or Percentage of Base Pay. If you choose Not Selected, the Hourly Pay

Rate section is grayed out

5. Under Minimum, enter the least amount a person can earn working in this group

6. Under Maximum, enter the most a person can earn working in this group

7. Under Normal, enter the amount a person usually earns working in this group

8. Click Save to keep your changes

•

To edit a department

1. From the list at the top of the screen, choose the department you want to edit

2. Type over any information you want to change

3. Click Save to keep your changes

•

To delete a department

1. From the list at the top of the screen, choose the department you want to delete

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PC2000 Software User’s Guide

2. Click Delete

2.3.1c To set date and time display:

• Select the date format - MM/DD/YY = 01/31/99, DD/MM/YY = 31/01/99, YY/MM/DD =

99/01/31

• Check Use 24-Hour Time Format if you want the time in the software to display in 24-hour format

• Click the Save button to save your settings

2.3.1d To set non-work time defaults:

• Under Start Time, enter when the non-work time begins

• Under Duration, enter the length of non-work time

• Under Pay Code, choose your default pay code setting

2.3.1e To turn off Undo messages:

• Uncheck Confirm Undo's to turn off the caution message that appears any time you click the Undo button

Section 2.4 System - Payroll Export Tab

In this tab, you setup how the software exports data.

If you use a payroll service, you can run an export wizard here to setup your data to export in the format your payroll service can read.

You can also run exports from this tab

2.4.1 To Setup Exports

In the System Payroll Export tab you can setup the software to export data in the format your payroll service can read

2.4.1a To run an export wizard:

• Under Payroll Wizards, select your payroll service

• After choosing your payroll service, click the Setup button to run the wizard

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PC2000 Software User’s Guide

• Fill in the requested information

• After finishing the wizard setup, click the Refresh button. This will put the export in the list of

Payroll Interfaces

2.4.1b To run a payroll export:

• After you complete the wizard, you can run exports. Make sure your payroll service is still selected in the Payroll Wizards list

• The export name now shows under the Payroll Interfaces list. Make sure its box is checked -

• Under Period to Export from, choose which pay period you want to export

• Click the Export button to export your data

2.4.1c To run an ASCII export:

• In the Payroll Interfaces list, click each export you want to run – Employee List or Employee

List/Wages

• Under Period to Export from, choose which pay period you want to export

• Click the Export button to export your data

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PC2000 Software User’s Guide

CHAPTER 3 Pay Class Overview

A Pay Class consists of the rules your company sets for handling payroll. At the Pay Class icon, you can setup your pay period, overtime and other advanced pay class features

Section 3.1 Pay Class - General Tab

In the General tab, you can create up to 3 pay classes and define your pay period for each pay class. You enter when the pay period starts, select punch rounding and choose the pay period type.

Name - Name your pay class

Current Pay Period starts on - Enter when your current pay period began

Round Unscheduled Registrations by - Choose how punches round when they do not occur within a schedule

Pay Period Type - Select if your pay period is weekly, bi-weekly, semi-monthly or monthly. For semimonthly and monthly, also choose the pay period dates

3.1.1 To Setup Pay Class Information

In the Pay Class General tab, you setup your pay period.

• If you want to create a new Pay Class, click New. If you want to edit a pay class, choose it from the list of pay classes at the top of the screen

• Under Name, you can change your pay class name by typing it in

• Under Current Pay Period starts on, enter the date your current pay period began

Once you have setup your start date, changing it later can affect the data on your next close - moving the date forward can cause data loss.

• Under Round Unscheduled Registrations by, select how you want punches to round when they do not occur within a schedule. The software keeps track of the exact time when the employee punched; rounding is for calculations only

• Under Pay Period Type, choose Weekly, Bi-Weekly, Semi-Monthly or Monthly

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PC2000 Software User’s Guide

• If you chose Semi-Monthly, select the First Start date and the Second Start date. For example, your pay period might start on the 1st (First Start) and the 15th (Second Start)

• If you chose Monthly, select the First Start date. For example, your pay period might start on the 1st

(First Start)

• Click Save to keep your changes

Section 3.2 Pay Class - Overtime Tab

In the Overtime tab, you can set how the software calculates overtime

You can define up to 2 Overtime Levels

Daily Pay Code If employees can get overtime on a daily basis, use these boxes to set how to calculate daily overtime

Weekly Pay Code - If employees can get overtime on a weekly basis, use these boxes to set how to calculate weekly overtime

If a person gets overtime by working on Saturday, choose the overtime pay code under Pay Saturday as

If a person gets overtime by working on Sunday, choose the overtime pay code under Pay Sunday as OT

Weekly Overtime Start Day - Choose the day that starts the week. This setting defaults to whatever you entered in the General tab for the current pay period date, so you usually only need to change this setting if you have a semi-monthly or monthly pay period

Calculate Overtime by Pay Period - Check this box if your pay period is other than weekly and employees get overtime on a Pay Period basis instead of a Weekly basis. This changes your settings from Weekly Pay

Code to Pay Period Pay Code

3.2.1 To Setup Overtime

At the Pay Class Overtime tab, you can set how the software calculates overtime. You can define up to two overtime levels

• If employees can get overtime on a daily basis, choose the pay code from the Daily Pay Code list. (If employees do not get daily overtime, leave the box as Not Selected)

Under Limit, enter how much time an employee works in a day before getting overtime

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PC2000 Software User’s Guide

• If employees can get overtime on a weekly basis, choose the pay code from the Weekly Pay Code list.

(If employees do not get weekly overtime, leave the box as Not Selected)

Under Limit, enter how much time an employee works in a week before getting overtime

• If you have a semi-monthly or monthly pay period, choose the day that starts the overtime week under

Weekly Overtime Start Day

• If a person gets overtime by working on Saturday, choose the overtime pay code under Pay Saturday as OT

• If a person gets overtime by working on Sunday, choose the overtime pay code under Pay Sunday as

• Check Apply Weekly Settings to Pay Period if you want to calculate overtime on a pay period basis instead of a weekly basis. This changes Weekly Pay Code to Pay Period Pay Code

Choose the pay code from the Pay Period Pay Code list

Under Limit, enter how much time an employee works in a pay period before getting overtime

Section 3.3 Pay Class - Advanced Tab

In the Advanced tab, you can set punched breaks, auto deductions and work day options for an open schedule

The settings in this tab only apply to employees not assigned to a work schedule

Punched Break - If you want to set a time frame for when employees can punch for a break, check this box. This creates punched break settings for every person. If you want to change the punched break settings for a certain employee, select that person at the Employee icon, then change the settings in the

Daily Open section on the Schedules tab

Minimum Hours from Start - Enter the shortest amount of time a person can work before he can punch for a break

Maximum Hours from Start - Enter the longest amount of time a person can work before punching for a break (In Max Setting)

In Max Setting

The green line in the schedule bar at the Timecard icon shows when a person can clock out for break

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Length - Enter how much time the break lasts

Extended Break Amount - Enter the max extra amount of time a person can take and the punch still count as a break rather than an in/out punch

Auto Deduct - If you want to automatically deduct a break without employees punching, check this box.

This sets an auto deduct for every person. If you want to change the auto deduct settings for a certain employee, select that person at the Employee icon, then change the settings in the Daily Open section on the Schedules tab

Worked Hours to Qualify - Enter how long an employee must work before PayClock will deduct the break

Length - Enter how much time PayClock deducts each day

When PayClock auto deducts a break, a portion of the time bar at the Timecard icon is shaded blue

Punched and Auto Deduct - Check both boxes if employees may or may not punch. If they punch, then the break is deducted according to the Punched settings. If they do not punch, then the break is automatically deducted according to the Auto Deduct settings

Beginning of Day - Enter when the day starts. Normally, you should leave this setting at the default of

12:00 am

Maximum Work Day Length - Enter how long an employee can work in one day. Normally, you should leave this setting at the default of 14:00 hours

Calculate Weekly OT by Total Hours - Check this box if you want PayClock to calculate overtime based on a sum of regular and overtime hours rather than just regular hours. Unless your company has special rules regarding overtime, you probably do not want to check this box

3.3.1 To Setup Advanced Pay Class Features

At the Pay Class Advanced tab, you can set breaks, overtime calculations and workday settings for an open schedule

• Check the Punched Break box if you want employees to punch in and out for their breaks. The

Punched Break settings apply for all employees. If you want to change a setting for one employee, do this in the Daily Open section on the Schedules tab at the Employees icon

At Length, enter the break length

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At Minimum Hours from Start, enter how many hours each person must work before punching out for a break

At Maximum Hours from Start, enter the longest amount of time each person can work before punching for a break

At Extended Break Amount, enter the max extra amount of time a person can take and the punch still count as a break rather than an in/out punch

• Check the Auto Deduct box if you want to deduct a break without employees needing to punch

Enter how much time to deduct in the Length box

Enter how much time an employee must work before PayClock will deduct the break in the Worked

Hours to Qualify box

• Check the Calculate Weekly OT by Total Hours box if you want to calculate overtime based on a sum of regular and overtime hours instead of just regular hours. Unless your company has special rules regarding overtime, you probably do not want to check this box

• Enter when the workday starts at Beginning of Day. Normally, you should leave this setting at the default of 12:00 am

• Enter the longest amount of time a person can work in 1 day at Maximum Work Day Length.

Normally, you should leave this setting at the default of 14:00 hours

• Click the Save button to keep your changes

Section 3.4 Pay Class – Consecutive Day Tab

In the Consecutive Day tab, you can set Consecutive Day overtime. Setting this rule allows you to override the regular and overtime pay codes for a person who works a certain number of days in a row

For example, if a person works 7 days in a row, you can set a person's pay rate to double time on the 7th day, instead of your normal 1½ times pay for overtime

Apply this Rule - Check this box to turn on Consecutive Day Overtime

After this Number of Days - Enter how many days a person works in a row before receiving consecutive day overtime. For example, if a person receives consecutive day overtime on the 7th day, type in a 6

Reset On - Choose when the consecutive day resets. You can reset on the Pay Period Start day or on a

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certain day of the week

Pay Code Overrides - Click this button to set the pay codes that will override your normal pay codes

3.4.1 To Set Consecutive Day Overtime

• Check Apply this Rule to use the Consecutive Day Overtime rule

• Under After this Number of Days, choose how many days a person must work in a row before this rule will apply. For example, if a person receives consecutive day overtime on the 7th day, type in a 6

• Under Reset On, choose when the consecutive day resets. You can reset on the Pay Period Start day or on a certain day of the week

• Click the Pay Code Overrides button to set the pay codes that will override your normal pay codes.

When you click this button, the Pay Code Overrides window appears

At Regular, choose the pay code that overrides your Regular pay rate

At Overtime Level (1), choose the pay code that overrides your Overtime1 pay rate

At Overtime Level (2), choose the pay code that overrides your Overtime2 pay rate

Use the Daily OT Limit Override to set how much time an employee must work on this day before the override occurs

Under Limit 1, enter the number of hours a person must work on this day before the

Overtime Level (1) override applies (i.e. 8:00)

Under Limit 2, enter a second amount of time a person must work on this day before the

Overtime Level (2) override applies (i.e. 12:00)

Click OK

• Click Save to keep your changes

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CHAPTER 4 Schedules Overview

Schedules tell the software when a person should punch the clock. This way, the software knows what to do with those punches. For each schedule, you can define certain In/Out rules, breaks, meals, etc. You can create up to 10 work schedules

If you do not assign employees to a work schedule, they are considered to have an “open schedule”. An employee’s open schedule starts with his/her first punch of the day – see the Advanced Tab at the Pay

Class icon and the Schedules Tab at the Employees icon for more information

Section 4.1 Schedules - General Tab/IN

The IN tab (one of 4 sub-tabs under the General Tab) defines all the rules for the start of the day. This includes the Start time, IN Revision zone and the Very Early IN zone

IN Revision zones round punches forward to the start time

Very Early IN zones define the earliest time a person can punch

*** The above settings apply toward the Schedule that shows at Name. You can either rename this schedule by typing in another name or create a new schedule by clicking the New button and typing in a name

4.1.1 General IN Setup

Use the IN sub-tab of the General tab to create the IN time for work schedules

•

Either choose a schedule you want to change from the schedule list at the top of the screen, or click New to create a new schedule

•

Under Name, type in a name for this schedule

•

Under Start, enter the time people using this work schedule should punch in for work

•

Under IN Revision, enter the time that when people punch in early, the IN punch rounds forward to the Start time

•

Under Very Early IN, enter the earliest time that a person is allowed to punch in for work

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The Very Early In setting is your Beginning of Day unless you change it. The punches between

Very Early IN and IN Revision will round according to your choice in the Rounding sub-tab for

Other IN Rounding

•

Note that PayClock 2000 treats punches earlier than the Very Early IN time as out of schedule, and these punches will trigger an exception. PayClock does not calculate these punches until you correct the exception at the Timecard

Section 4.2 Schedules - General Tab/OUT

The OUT tab (one of 4 sub-tabs under the General Tab) defines all the rules for the end of the day. This includes the End Time, OUT revision zone and the Very Late OUT zone

OUT Revision zones round late out punches back to the end time

Very Late OUT zones define the latest time a person can punch

4.2.1 General OUT Setup

Use the OUT sub-tab of the General tab to create the OUT time for work schedules

•

The schedule you want to work with should already show in the schedule list at the top of the screen

•

Under End, enter the time people using this work schedule should punch out from work

•

Under OUT Revision, enter the time when people can punch out late. This OUT punch rounds back to the End time

•

Under Very Late OUT, enter the latest time that a person is allowed to punch out from work

The Very Late OUT setting is your Maximum Work Day Length unless you change it. The punches that fall during the OUT Revision to Very Late OUT will round according to what you choose in the Rounding sub-tab for Other OUT Rounding

• Note that PayClock 2000 treats punches later than the Very Late OUT time as out of schedule, and these punches will trigger an exception. PayClock does not calculate these punches until you correct the exception at the Timecard

Section 4.3 Schedules - General Tab/Rounding

In the Rounding tab (one of 4 sub-tabs under the General Tab), you can tell the software how to round punches. You can round other IN and other OUT punches.

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Other In Rounding - Rounds any In punch that falls within the schedule Start and End time

Other Out Rounding - Rounds any Out punch that falls within the schedule Start and End time

4.3.1 To Setup General Rounding

Use the Rounding sub-tab of the General tab to set rounding for scheduled punches.

•

The schedule you want to work with should already show in the schedule list at the top of the screen

•

Under Other In Rounding, choose how scheduled In punches round (punches that fall between the Start and End time)

•

Under Other Out Rounding, choose how scheduled Out punches round (punches that fall between the Start and End time)

Section 4.4 Schedules – General Tab/Misc

In the Misc. tab (one of 4 sub-tabs under the General Tab), you can setup a Guaranteed Minimum number of hours for days that employees work. You can also set pay code overrides and options for schedules that cross midnight

Guaranteed Time - Check this box if your employees get guaranteed time

Worked Hours to Qualify - Enter how long a person must work before receiving guaranteed time

Minimum Paid Hours - Enter the guaranteed time amount

Pay Code Overrides - Click this button if you want to override your regular or overtime pay codes in certain situations

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"If this schedule is used on the last day of the Pay Period, apply the hours to the next Pay Period" -

Choose this option if your schedule crosses midnight and you want all the hours in a shift to count on the day the shift ended. If you do not check this box, all hours are counted on the day the shift started

Example: You assigned Sally's work schedule at the Employee Schedules tab. She works from

10:00 pm on Tuesday night to 7:00 am Wednesday morning; however, the pay period ends on

Tuesday night

With this option selected for this schedule, Sally's hours counts on Wednesday, the start of the next pay period. With this option, you will see these hours highlighted in turquoise in the next pay period of the timecard

If you do not choose this option, Sally's hours count as worked on Tuesday, the end of this pay period

4.4.1 To Setup Guaranteed Time

At the Schedules General tab, under the Misc sub-tab, you can setup whether your employees get guaranteed time

•

Check the Guaranteed Time box if your employees get guaranteed time

•

Enter how much time the employees must work in Worked Hours to Qualify

•

Enter the minimum amount of time employees can be paid in one day under Minimum Paid

Hours

4.4.2 To Set Options for Schedules that Cross Midnight

At the Schedules General tab, under the Misc sub-tab, you can choose which day hours apply to when a schedule crosses midnight

• In PayClock, schedules normally apply hours to the day the shift starts

• If you want hours to count on the day the shift ends, choose Apply all Hours to the Day of the Out

Punch

4.4.3 To Set Pay Code Overrides

• You can use pay code overrides to override your Regular, Overtime1 and Overtime2 pay codes when

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needed. Click the Pay Code Overrides button to set which pay codes you will override. See Pay Code

Overrides in the Glossary for more details on this function

Section 4.5 Schedules - Break & Meal Rules Tab

When setting up schedules, you can define up to 10 rules for breaks and meals for each schedule.

In the Break & Meal Rules tab, you can set whether employees punch for a break or if the software deducts it automatically. You can choose one, both or none of these settings

Available Rules - To edit a rule, choose it from this list. To assign it to a schedule, choose the schedule from the schedule list at the top of the screen, then click in the rule's box

To create a new rule, click the New button and enter the name of the rule at Name

Breaks can be punched, auto deduct or both

Minimum Hours from Start - Enter the least amount of time a person must work before taking the break

Maximum Hours from Start - Enter the most amount of time long a person can work before taking the break (In Max Setting)

In Max Setting

The green line in the schedule bar at the

Timecard icon shows when a person can clock out for break

Unpaid Length - Enter how much of the break is unpaid, if any

Extended Break Length - Enter the max extra amount of time a person can take and the punch still count as a break rather than an in/out punch

Out and In - Set the rounding for unresolved punches that fall in this break. An unresolved punch is when only one punch occurs during a break, instead of the expected two punches. For example, if a person works a half-day and punches Out during the lunch break, the Out setting determines how this punch rounds

Punched breaks, auto deduct breaks or both

Punched - Check this box if employees must punch in and out for this break

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Auto Deduct - Check this box if employees do not punch to take the break, and if the break is automatically taken out

Punched and Auto Deduct - Check both boxes if employees may or may not punch. If they punch, then the break is taken out. If they do not punch, then the break is automatically taken out

When you check the Auto Deduct box, two more boxes are enabled, Length and Worked Hours to

Qualify:

Length - Enter the amount of time to auto deduct

Worked Hours to Qualify - Enter how long an employee must work before deducting the break

When PayClock auto deducts a break, a portion of the time bar at the Timecard icon is shaded blue

4.5.1 To Setup Breaks & Meals

You can use the Break & Meal Rules tab at the Schedules icon to setup breaks and meals for your work schedules

4.5.1a To create a floating punched break:

• Click New

• At Name, type in a name for this break

• Click the Punched box to select it

• Go to the Punch sub-tab

• At Minimum Hours from Start, enter how much time a person must work before he can take this break

• At Maximum Hours from Start, enter the longest time a person can work before taking this break

• At Unpaid Length, enter how long the unpaid part of this break lasts

• Go to the Advance sub-tab

• At Interval Rounding, enter the rounding for the Extended Break Length

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• At Extended Break Length, enter the max extra amount of time a person can take and the punch still count as a break rather than an in/out punch

• At Unscheduled Rounding Out and In, set the rounding for unresolved punches that fall in this break.

An unresolved punch is when only one punch occurs during a break, instead of the expected two punches

For example, if a person works a half-day and punches Out during the lunch break, the Out setting determines how this punch rounds

• Click Save to keep your changes

4.5.1b To create an Auto-Deduct:

• Click New

• At Name, type in a name for this break

• Make sure the Punched is not checked

• Click the Auto-Deduct box to select it

• Go to the Auto sub-tab

• Under Worked Hours to Qualify, enter how long a person must work before the software deducts this unpaid break

• Under Length, enter how much time the software will deduct

• Click Save to keep your changes

4.5.1c To create a break that is both Punched and Auto-Deduct:

(When you create a break that is both punched and auto-deduct, the software first looks to see if a person punched for this break. If he did punch, the break follows the rules for the punched break. If he did not punch, the break follows the rules for the auto-deduct)

•

Click New

•

At Name, type in a name for this break

•

Click the Punched box to check it, then follow the steps for creating a punched break

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•

Click the Auto-Deduct box to check it, then follow the steps for creating an auto-deduct

• Click Save to keep your changes

4.5.1d To assign a break to a schedule:

• Choose the schedule you want to use from the schedule list at the top of the screen

• Under Available Rules, assign the break by clicking in its box. The break is assigned when an "x" appears in the box

A company can have multiple breaks assigned to one schedule. When you assign more than one break to a schedule, PayClock uses sequencing to know which break to apply first. When you assign breaks, click on them in the order you want them to fire. See the example below.

In this example, First Lunch and Second Lunch are assigned to the schedule. First Lunch fires first (01) and Second Lunch fires next (02)

Section 4.6 Schedules - Rounding Rules Tab

When setting up schedules, you can define rounding rules

Available Rules - To edit a rule, choose it from this list

Round Unit - Enter the time interval of rounding. For example, if you enter 15, the punches will round to the nearest 15-minute interval

Break Point - You can change the round unit and the break point. Enter when a punch rounds up or down

(for example, if you enter 7 as the break point, before 7 minutes, the punch rounds back; at 7 minutes, the punch rounds forward; after 7 minutes, the punch rounds forward)

4.6.1 Setup Rounding Rules

PayClock 2000 comes with two rounding rules already defined - 1/4 hour rounding and 1/10 hour rounding

•

Under Break Point, you can change when a punch rounds up or down

For example, if you enter 7, before 7 minutes, the punch rounds back; at 7 minutes, the punch

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rounds forward; after 7 minutes, the punch rounds forward

Here are some rounded punches using the example above with a round unit of 15 (1/4 hour):

Punch

7:00

7:01

7:05

7:06

7:07

Rounded Punch

7:00

7:15

Punch

7:10

7:15

7:22

7:25

7:35

Rounded Punch

7:15

7:30

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CHAPTER 5 Employees Overview

At the Employees icon, you setup your employees in the software. You can enter their name, address, pay rate, emergency info, etc.

You can also assign their home and alternate departments

Section 5.1 Employees - General Tab

In the General tab, you can enter basic information about a person.

Last Name, First Name, M.I. - Enter the last name, first name and middle initial of the person

Badge Number - Enter the badge number this person uses to punch the clock

Employee Number - If your company uses some other number to identify employees, enter it here.

Usually, you have an employee number if you export your data to a payroll service. Note that each time you add a new employee, the employee number increments to the next unused number

Base Pay - Enter the person's hourly pay rate

Salaried Hours - Check this box for a salaried employee. When you check this box, you must also enter how many hours this person works each pay period

Type of Employee - Choose Full Time, Part Time, Temporary or Seasonal

Home - Assign this employee to a home department. (You must setup departments at the System icon,

Preferences tab, Departments button before you can assign a home department)

Do not include in exports - Check this box if you do not want to include this employee in the file you export for payroll. Example: You may want to use this option for temporary employees where you need to track their time, but the temp agency pays them

Date of Hire - Enter the hire date

Inactive - If the person is temporarily not working at the company, check the Inactive box and enter the date inactivity began

Terminated - If the person no longer works at your company, check the Terminated box and enter the last

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day of employment. The employee remains in the software with a Terminated status. The badge number resets to zero so you can reuse this badge for another person. If you want to delete an employee, click the

Delete button

5.1.1 To Setup an Employee

At the Employee General tab, you can add an employee, change employee information or delete an employee.

5.1.1a To add an employee:

• Click the New button

• Type in the person's last name, first name and middle initial under Last Name, First Name and M.I.

• Enter the person's badge number under Badge Number

• If your company uses an Employee Number, enter it here. Usually, payroll services require an employee number for exports

• Enter the person's hourly base pay under Base Pay

• For a salaried employee, check the Salaried box. When you check this box, you must also enter how many hours this person works each pay period

• From the list under Type of Employee, choose whether this person is Full Time, Part Time,

Temporary or Seasonal

• At Home Department, choose the person's home department. You must setup departments in the

Preferences tab at the System icon before you can assign them. When you select a home department, this person is automatically added to that department

• At Do not include in exports, check this box if you do not want to include this employee in the file you export for payroll

• Enter the person's hire date under Date of Hire

• Click Save to keep your changes

• When you change or add employee information, you should send it to the clock. You can do this by clicking the Update Clock button at the System Terminal Tab, or if Auto Update when Polling in that tab is checked, you can poll the clock

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5.1.1b To edit an employee:

• From the list at the top of the screen, choose the employee you want to edit

• Click on any area you want to change and type the new information in the box

• To make an employee Inactive, check the Inactive box, then enter the date the person became inactive

To make an employee active again, uncheck the Inactive box

• To mark an employee as terminated, check the Terminated box, then enter the termination date.

The badge number resets to zero so you can reuse this badge for another person

• Click Save to keep your changes

5.1.1c To delete an employee:

• From the list at the top of the screen, choose the employee you want to delete

• Click the Delete button

Section 5.2 Employees - Schedules Tab

You use the Daily Open section of this tab for employees with an open schedule. If you have entered settings in the Advanced tab at the Pay Class icon, this becomes the setting for every person in that pay class with an open schedule unless you change it here in the Schedules tab

If you did not set any punched breaks or auto-deductions at the Pay Class icon, you can still set them for an employee in the Schedules tab

You use the Rotating Schedule section of this tab to assign employees to a work schedule. For each day, you choose a schedule that you created at the Schedules icon

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Use Schedule Locking at Terminal - Check this box if a person tries to punch the clock during a time outside his schedule and you don't want the clock to accept this punch (Only PC2000 clocks support this feature)

5.2.1 To Assign Schedules

At the Schedules tab at the Employees icon, you can change an open schedule or set a rotating schedule for an employee. What you have set in the Advanced tab at the Pay Class icon affects your settings in this tab

5.2.1a When you set punched breaks and/or auto-deductions at the Pay Class icon

When you have settings defined in the Advanced tab at the Pay Class icon, the same settings appear in the

Schedules tab for each person with an open schedule in that pay class unless you change them

To change Punched Break settings:

•

From the employee list at the top of the screen, choose the employee you want to edit

•

If you want to require this employee to punch for a break, make sure the Punched Break box is checked

•

At Minimum Hours from Start, enter the shortest amount of time a person can work before punching for a break

•

At Maximum Hours from Start, enter the longest amount of time a person can work before punching for a break

•

At Length, enter how long the break lasts

•

At Extended Break Amount, enter the max extra amount of time the person can take and the punch still count as a break rather than an in/out punch

•

Click Save to keep your changes

If you checked the Punched Break box in the Advanced tab at the Pay Class icon and you don't want to require this person to punch for a break, check the Punched Break box, then set all the amounts under

Punched Break to 00:00

To change Auto Deduct settings

•

From the employee list at the top of the screen, choose the employee you want to edit

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•

If you want PayClock to auto-deduct an amount of time for this employee, make sure the Auto Deduct box is checked

•

At Worked Hours to Qualify, enter the amount of time a person must work before the time is deducted

•

At Length, enter the amount of time to deduct

• If Auto Deduct is checked in the Advanced tab at the Pay Class icon and you don't want PayClock to deduct any time for this person, set the Work Hours to Qualify and Length to 00:00

•

Click Save to keep your changes

5.2.1b When you did not set punched breaks and/or auto-deductions at the Pay Class icon

When you do not have settings defined at the Pay Class icon, you must set any punched breaks or autodeductions for each employee that has them

To set a Punched Break

•

From the employee list at the top of the screen, choose the employee you want to edit

•

If you want to require this employee to punch for a break, check the Punched Break box

•

At Minimum Hours from Start, enter the shortest amount of time a person can work before punching for a break

•

At Maximum Hours from Start, enter the longest amount of time a person can work before punching for a break

•

At Length, enter how long the break lasts

•

At Extended Break Amount, enter the max extra amount of time the person can take and the punch still count as a break rather than an in/out punch

•

If this person does not need to punch for a break, do not check the Punched Break box

•

Click Save to keep your changes

To set an Auto Deduct

•

From the employee list at the top of the screen, choose the employee you want to edit

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•

If you want PayClock to auto-deduct an amount of time for this employee, check the Auto Deduct box

• At Worked Hours to Qualify, enter the amount of time a person must work before the time is deducted

•

At Length, enter the amount of time to deduct

•

If you do not want to set an Auto-Deduct for this person, do not check the Auto Deduct box

•

Click Save to keep your changes

5.2.1c To assign a rotating schedule to an employee:

•

From the employee list at the top of the screen, choose the employee you want to edit

•

For each day, choose the schedule you want to assign to this employee

• Once you have assigned all the days, click Save to keep your changes

If you do not assign a schedule for every day, then you can use the open schedule settings for the days you did not assign. See the section on open schedules above

Section 5.3 Employees - Assignments Tab

Use this tab to assign employees to alternate groups

Although the software allows you to assign up to 10 alternate departments, the settings you choose only work at the clock if your clock supports this function

When an employee transfers to one of these alternates, the pay you assign to this alternate overrides that person's base pay

5.3.1 To Setup Employee Assignments

Use this tab to assign employees to alternate groups. This way, employees can transfer at the clock.

•

From the employee list at the top of the screen, choose the employee you want to assign

•

At the Optional lists, choose up to 10 alternates

•

For each alternate you choose, the Normal Hourly Pay Rate that you set for this group in the Group

Properties will fill in the Pay Rate. This pay rate overrides the employee's base pay when he transfers to this group. If you still want to use the employee's base pay, enter it in the Pay Rate box

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•

Remember that although the software allows you to assign up to 10 alternates, the settings you choose only work at the clock if your clock supports this function

Find Help Here on page UG-6

Clock

PC100

PC1000

PC2000

Transfers at clock

Yes

Departments at clock with No validation

Up to 99 per employee

* No validation – employees can transfer using any number 1-99, even if you have not setup that number as a department. In other words, the clock does not check to ensure the person entered a valid department number

Section 5.4 Employees - Personal Tab

In the Personal tab, you can keep track of certain employee information, such as address, phone number and who to contact in an emergency

5.4.1 To Setup Personal Information

• Select an employee from the list at the top of the screen

• Enter the person's street address under Address (1) and Address (2)

• Enter the city, state, country and zip under City, State, Country and Postal Zip

• Enter the person's home phone number under Home Phone

• Enter the person's social security number under Social Security Number

• Enter the person's birthday under Date of Birth - note that the year will not display in reports

• Under the Emergency Data section, enter two people to contact in case of an emergency. You can enter their name, phone number and relationship to the employee

• Click the Save button to keep your changes

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CHAPTER 6 Poll Overview

Click the Poll icon to pull data from the clock into the software. After you poll a clock, you can edit and manage your data

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CHAPTER 7 Timecard Overview

At the Timecard icon, you can view and edit a person's activity. You can use the schedule bar at the top of the screen, the table at the bottom of the screen or the menu options. You can also add dollar amounts, such as tips, in this section

You can view the current pay period, any closed pay period or the next pay period. When viewing a person's timecard, you cannot edit any closed pay periods

The current pay period is the active pay period that you have not closed

A closed pay period is one that you have closed out using the Close icon. To view a closed pay period, click View | Select Pay Period from the menu

The next pay period is the upcoming pay period. Sometimes you may have future transactions such as vacation time to enter in the next pay period. Check the box in the top-right corner of the timecard labeled 'Next Pay Period' to view it

The timecard graphically displays punches and non-work time in the schedule bar

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Section 7.1 Using the Schedule Bar

You can insert, edit and delete punches at the schedule bar. You can also undelete a punch that was originally punched at the clock

To add a punch:

» Move your mouse pointer to where it turns into a down arrow in the lower section of the schedule bar

» Click at the time for the punch

» If needed, press the left or right arrow on your keyboard to adjust the punch time

» Click the Add Punch button

To edit a punch:

» Hold down the Ctrl key and click your mouse on the punch you want to edit

» Still holding the Ctrl key, drag the punch with the mouse to the new time

To delete a punch:

» Click the punch with your mouse

» A box surrounds the punch to show that you selected it

» Click the Delete Punch button

To undelete a punch:

» Make sure the Show Deleted Punches option is turned on. Do this by clicking View |

Options from the menu, then click on the Show Deleted box

» Deleted punches show in the schedule bar with a light gray color punch with your mouse

» A box surrounds the punch to show that you selected it

. Click the

» Click the Delete Punch button . Deleting a deleted punch actually restores it

» Once you restore the punch, notice that it changes to the same color as the other punches

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Section 7.2 Using the Timecard Table

You can add, edit and delete punches at the timecard table. You can also change the colors in the table, insert columns and resize columns

To add a punch:

» Double-click under the In or Out column on the day when you want to add a punch

» In the Registration Edit window, type in the punch time and date

» If your time is set to 12-hour format, type an 'A' or 'P' to change to AM or PM

To edit a punch:

» Click on the punch you want to edit. . You know you have selected it when you see a dashed line surrounding it

» Press the space bar

» Type in the new time for your punch. Use the right arrow key to move from hours to minutes

» Type an 'A' or 'P' if you need to change the time to AM or PM

To delete a punch:

» Click on the punch you want to delete

» Press the Delete key on the keyboard

» When the message appears, click "Yes" to tell PayClock that you want to delete the punch

To customize the timecard table:

» To add a column to the timecard table, click Insert from the menu

» Select Column

» When the Column Definition window appears, choose the column heading you want from the Field Name list

» Check to Show this column

» Check any other options you want

» Click OK

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» Click on the column heading that is left of where you want to place the new column

» Choose the column to insert, then check to Show this column and to Insert right of column

» Check any other options you want

» Click OK

» To delete a column, click on the column heading

» Uncheck Show this column

» Click OK

To resize columns:

» Click on the right side of the column heading that you want to resize

» While holding the mouse button down, drag the column to the size you want

» Click in the column heading that you want to resize

» When the Column Definition window appears, type in the new width at Width

» Click OK

To change colors in the table:

» To change row colors, click the View menu, then choose Options

» Choose the color you want from the list under Day Highlight Color

» Click OK

To change column colors, click the heading of the column you want to change

» Choose the color you want from the list under Back Color

» Click OK

Section 7.3 Using the Timecard Menu

You can access the timecard functions from the menu at the top of the screen

7.3.1 File Menu

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7.3.1a Recalculate Option

Clicking File | Recalculate from the Timecard forces PayClock to instantly update the data calculations in the software. You can choose to recalculate the data for one employee, the employees in the employee list or all employees

7.3.1b Exit Option

Clicking File | Exit from the menu closes the PayClock program

7.3.2 Edit Menu

7.3.2a Delete Option

Clicking Edit | Delete from the timecard deletes whatever item you have clicked on in the timecard table

7.3.2b Find Exception Option

Clicking Edit | Find Exception from the timecard will highlight the next exception in the timecard table.

You can choose either Previous or Next to move backward or forward

Before using this function, make sure you have chosen the exceptions you want to track by clicking the

Exception Filter button to the right of the timecard table

7.3.3 View Menu

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7.3.3a Select Pay Period Option

Clicking View | Select Pay Period from the timecard brings up the window for you to choose a past pay period for you to view in the timecard

7.3.3b Sort Option

Clicking View | Sort By from the timecard sorts the employee list by Name or by Badge Number

7.3.3c Filter Option

Clicking View | Filter By allows you to choose which employees you want to appear in the employee list.

You can choose All Employees or a group that you created. Click 'Use this group as my default' if you want to use this filter each time you open the Timecard or Employees icon

Filters are also used when running reports. You can choose which groups you want to report on in the

Report Properties section of the Report Manager

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7.3.3d Show As Option

Clicking View | Show As from the timecard allows you to choose how to view your timecard. You can customize this view to suit your company's needs

To customize a view

• Click View | Show As

• Choose the View to customize (View 1)

• Click View | Options

• The Timecard Options window appears

• Notice that the View you chose now shows under View Name of the Timecard Options window

• Any changes you make here will apply to this view. Also, any changes you make in the Timecard Table affect this view

7.3.3e Timecard View Options

Clicking View | Options from the timecard allows you to customize the timecard for your needs

The View Name is the view you have selected in the menu View | Show As. You can type over the View

Name to change its name

You can select the date and time format that you want to display in the timecard

Check 'Do not allow out of range edits' to prevent you from inserting an item outside of your workday setting

Check 'Allow double clicks to add' if you want to double click in the schedule bar to add punches

Check 'Show deleted' to show clocked punches that you deleted. When you check this box, PayClock shows these punches grayed or dimmed

Choose a color from the Day Highlight Color list to add color to your timecard table

Check 'Show totals in Employee List' to show each person's totals for the current pay period next to their name in the employee list

Uncheck 'Show pay period calendar' to turn off the calendar in the timecard

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7.3.3f Schedule Bar Option

Clicking View | Schedule Bar from the timecard turns the schedule bar off or on

7.3.3g Refresh Option

Clicking View | Refresh from the timecard refreshes your screen

7.3.4 Insert Menu

7.3.4a Registration Option

Clicking Insert | Registration from the Timecard brings up the window for you to add a punch

7.3.4b Non-Work Time Option

Clicking Insert | Non-Work Time from the timecard brings up the window for you to add non-work time.

Non-work time is time paid but was not worked, such as vacation or holidays

• Enter when the non-work time starts under

Start Time

• Enter the length of non-work time under

Duration

• Check to make sure the date for the nonwork time is correct

• Choose the pay code from the list (Sick, Holiday, Vacation, Personal or Other)

• Under Number of Days, select how many days to apply this non-work time. For example, if a person takes 3 days of vacation, enter the first day of the vacation under Date, then choose 3 under Number of Days

• Click OK

7.3.4c Transfer Option

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Clicking Insert | Transfer from the timecard brings up the window for you to do an employee transfer from the software

If you have the LocCode column turned on in the timecard table, you can also transfer by double-clicking on the cell that you want to change

• Double-click on the cell you want to change

• Click the down arrow to view the group list

• Click on the group you want

• Press the Enter key

When you enter a transfer from the software, it shows up in the timecard as a double arrow looks slightly different from a transfer made at the clock and

7.3.4d Column Option

You can choose which columns you want to show in the timecard table. You can bring up the Column

Definition by clicking the Insert | Column menu

In the Column Definition, you can rename any of these column headings at the Title box

You can choose to show running totals in the Totals list to the right of the timecard table by choosing to

'Show Totals for this Column'. Some columns also let you choose whether to show a running total in the column itself by choosing 'Show Running Totals'

The list below describes each column and its function

Date – Date

Day – Day of the week

In – In punches

Out – Out punches

Loc Code – Shows the labor tracking level or pay code for the In and Out time, such as Sales or Sick

Day Totals – Total hours for the day

Regular – Regular hours worked

Overtime 1 – Overtime 1 hours

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Vacation – Vacation time applied

Sick – Sick time applied

Holiday – Holiday time applied

Worked Holiday – Worked holiday time applied

Personal – Personal time applied

Other - Other non-work time applied

Auto Deduct - Deducted break amounts

Week Totals - Total hours for the week

Period Totals - Total hours for the pay period

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Overtime 2 – Overtime 2 hours

Overtime 3 – Overtime 3 hours

Schedule - Assigned work schedule for this person

Grand Totals – Total hours for pay period

Adjusters – Not available in PayClock 2000

7.3.4e Amount Option

At the timecard, click Insert | Amount from the menu or click the button. This brings up the window for you to add a dollar amount such as tips or bonuses. You can enter a positive or negative amount

Choose a person to receive an amount

Click New

Click in the Amount box and enter the dollar amount

Click to cancel or to accept

Section 7.4 Exceptions

At the Timecard, click the Exception Filter button to the right of the timecard table to choose which exceptions you want to track

An exception occurs when PayClock flags something out of the ordinary, such as a missed punch or break

7.4.1 Exception Definitions

7.4.1a Missing Registration

PayClock flags missed punches by looking for an even number of punches. If there is an odd number of punches, then PayClock assumes a punch is missing

7.4.1b Arrived Late Exception

PayClock flags an Arrived Late exception by looking for an In punch that occurred after the person's scheduled Start time

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7.4.1c Left Early Exception

PayClock flags a Left Early exception by looking for an Out punch that occurred before the person's scheduled End time

7.4.1d Long Break

PayClock flags this exception if a person punches Out for a break within the scheduled time for the break length, and punches In from a break within the scheduled extended break amount

7.4.1e Missed In Registration Exception

PayClock flags a Missed In Registration exception by looking for a missing punch as an In punch, an

Arrived Late exception or if the punch occurred out of range

7.4.1f Missed Out Registration Exception

PayClock flags a Missed Out Registration exception by looking for a missing punch as an Out punch, a Left

Early exception or if the punch occurred out of range

7.4.1g Missed Break

PayClock flags a missed break when it does not find any punches within the scheduled time for the break

7.4.1h Missed Break In Registration

PayClock flags this exception when the In from break punch occurs after the scheduled extended break amount

7.4.1i Missed Break Out Registration

PayClock flags this exception when the Out for break punch occurs too early or if no punches occurred for the scheduled break

7.4.1j Absent (No Registrations) Exception

PayClock flags an Absent exception when no punches occurred on a day when a person has an assigned schedule. PayClock does not flag this exception if you have added non-work pay codes on this day, such as sick or vacation

7.4.1k Unscheduled Registration Exception

PayClock flags an Unscheduled Registration exception when only one punch occurs in an open schedule

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7.4.1l Out of Schedule Registration Exception

PayClock flags an Out of Schedule exception by looking for a punch that occurred outside the schedule's range

7.4.1m Off Schedule Registration Exception

PayClock flags this exception when someone punches on a day when he is not supposed to work

(off schedule)

7.4.1n Arrived Early Exception

PayClock flags an Arrived Early exception by looking for a punch that falls between the Very Early In and

In Revision settings in the person’s schedule

7.4.1o Left Late Exception

PayClock flags a Left Late exception by looking for a punch that falls between the Out Revision and Very

Late Out settings in the person’s schedule

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CHAPTER 8 Global Overview

At the Global icon under the Data list bar, you can edit data and settings for multiple employees at one time. You can add global punches and non-work time

Section 8.1 Global - Registrations Tab

In the Punches tab you can add a punch for several employees at one time. Set the time and date of the punch, select the employees to add the punch to and click Apply.

Group Level - The group level is Department

Group - Here, narrow down your search by choosing which group of employees you want to work with, such as all employees or certain departments

Employee List - Pick employees from the Employee List by holding the Ctrl key and clicking the ones you want

Time of New Registration - Enter the time of the punch you want to add

Date of New Registration - Enter the date of the punch you want to add

8.1.1 To Add a Global Punch

In the Global Registrations tab, you can add a punch for several employees at once

• Under Group, choose which group of employees you want to work with, such as All Employees or a certain department

•

Under the Employee List, choose employees by holding the Ctrl key and clicking the ones you want

• Under Time of New Registration, enter the time for the punch

•

Under Date of New Registration, enter the date for the punch

•

Click Apply to add the punch to the selected employees

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Section 8.2 Global - Non-Work Time Tab

In this tab you can add non-work time. Select the employees you want to edit, click the date in the

Calendar, select the Pay Code, enter how much time to add and click Apply.

Recalculate - When this box is checked, the software automatically recalculates the data once you click

Apply

Group Level - The group level is Department

Group - Here, narrow down your search by choosing which group of employees you want to work with, such as all employees or certain departments

Employee List - Pick employees from the Employee List by holding the Ctrl key and clicking the ones you want

Pay Code - Choose the type of non-work time, such as sick, holiday, vacation, etc.

Duration - Enter the length of the non-work time

Calendar - Choose which days this non-work time is for by holding the Ctrl key and clicking on the dates

Start Override - Click this box if you want to use a start time other than what you set in the Non-Work

Defaults in the Preferences tab at the System icon. Enter the start time you want to use

Clear Dates - Click this button to clear the dates so you can start over

8.2.1 To Add Global Non-Work Time

In the Global Non-Work Time tab, you can add time to several employees at once. Non-work time includes sick, holiday, vacation, etc.

Recalculate - When you check this box, the software automatically recalculates the data once you click

Apply

•

Under Group, choose which group of employees you want to work with, such as All Employees or a certain department

•

Under the Employee List, choose employees by holding the Ctrl key and clicking the ones you want

•

Under Pay Code, select the type of non-work time

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•

In the calendar, choose the date(s) when you want to add the time. Holding the Ctrl key while you click selects the date(s)

If you need to start over, you can click the Clear Dates button

•

Under Duration, enter how long this non-work time is for, i.e. 8 hours

•

Click the Start Override box if you want to use a start time other than what you set in the Non-Work

Defaults in the Preferences tab at the System icon. Enter the start time you want to use

•

Click the Apply button to add the non-work time

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CHAPTER 9 Report Manager Overview

Using Report Manager, you can run reports that reflect the data in your software. You can open the Report

Manager by clicking its icon in the program group or clicking the Reports icon within the PayClock software

If you want to run a report that includes dates since the last time you polled the clock, you should poll the clock again to ensure all data appears in the reports

When you open the Report Manager, you see three sections, the Menu and Button Bar, Report Selection and Report Properties

You can run reports on the current pay period, any closed pay period or the next pay period

The current pay period is the active pay period that you have not closed

A closed pay period is one that you have closed out using the Close icon in the PayClock software

The next pay period is the upcoming pay period. Sometimes you may have future transactions such as vacation time to enter in the next pay period - you can report on this

Section 9.1 Menu and Button Bar

You can access all the functions of the Report Manager from the menu and button bar

Use the Preview and Print buttons to view and print a report

Use the Options and Employees buttons to set your default Report Properties

Use the Select Pay Codes button to choose which pay codes you want to display in your reports

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9.1.1 Menu and Button Definitions

9.1.1a Preview Button

After choosing your report from the Report Selection section of Report

Manager, you can view it

You can click the Preview button or click Report | Preview from the menu

9.1.1b Print Button

After choosing your report from the Report Selection section of Report

Manager, you can print it

You can click the Print button or click Report | Print from the menu

The Print button also appears in the Report Toolbar of the Preview screen, so that once you view a report, you can click the Print button

9.1.1c Options Button

You can change the default settings that appear in the Report Properties section of the main screen

The settings you enter here apply for all reports. If you want to change the options for one report without changing the default settings, you can make a temporary change to the options settings

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To change the default options

• Either click the Options button or Report | Options from the menu. This brings up the Options Setup window

• At Sort Order, choose in which order you want the employees to display in the reports: by Name,

Badge Number or ID

• At Format, choose whether times display in 12-Hour or 24-Hour format. Also, choose whether times display in Minutes (i.e. 1:15) or Hundredths (i.e. 1.25)

• At Employee Type Options, choose whether to include Full Time, Part Time, Temporary and/or

Seasonal employees in your reports

• At Other Options, choose whether to include Inactive, Terminated and/or Employees with Zero Hours

• Also at Other Options, you can insert a page break between departments

• After making your choices, click Apply

• You will notice that these settings now appear in the Report Properties section at the main screen of

Report Manager

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9.1.1d Employees Button

You can change the default settings that appear in the Report Properties section of the main screen

The settings you enter here apply for all reports. If you want to change the employee choices for one report without changing the default values, you can make a temporary change to the employees setting

To change the default employee selections

• Either click the Employees button or Report | Employees from the menu. This brings up the

Employees Setup window

• At Select Groups to Report, narrow down your search by choosing which group of employees you want to choose from, such as all employees or certain departments

• At Select Employees to Report, choose the employees you want to appear in reports. Hold down the

Ctrl key while clicking to choose more than one person. Only selected employees appear in reports

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9.1.1e Help Button

When in the main screen of the Report Manager, clicking the Help button brings up the overview for the three sections of the main screen, the Menu and Button Bar, Report Selection and Report Properties

When viewing a report, clicking the Help button brings up a description of that report

You can also get help by clicking Help | Contents from the menu

9.1.1f Select Pay Codes Button

You can use Select Pay Codes to choose which pay codes you want to display in your reports. You can choose up to 6 separate pay codes. The software then combines the rest of your pay codes into a column named Misc

The settings you enter here apply for all reports, so if you want to run a report with different pay code settings, you need to change your choices here

To select pay codes

• Either click the Select Pay Codes button or Report | Select Pay Codes from the menu. This brings up the Select Pay Codes window

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• At Field #1 click the down arrow and choose a pay code from the list

• Under Column Headers, type the header you want to show on the report for this pay code

• Repeat these steps for Fields # 2 - 6

• Click Apply

Section 9.2 Report Selection

The Report Selection section of the main screen is where you choose which report you want to run

9.2.1 To Select a Report to Run

You choose the reports you want to run in the Report Selection section of the main screen

• Choose which report type you want to run

• Under Report Names, choose the report you want to run. Notice that as you click on reports, a brief description of each shows up in the Report Description box

• In the Report Properties section of the main screen, you can change any of the properties if needed

• At the button bar, click Preview to view the report or Print to print it

Section 9.3 Report Properties

The Report Properties section of the main screen shows the settings for the report you are about to run

The default properties show in this section. If you want to make a temporary change for the reports you are about to run, simply make the changes in this section. The next time you open Report Manager, the settings will revert to the default

Use the button bar or menu options to make permanent changes to your default settings

9.3.1 To Run a Report

Before running your first report, you should set the report properties

• In the Report Selection section of the main screen, choose the type of report you will run under

Standard Report Types

• Under Report Names, click on the report you want to run. As you click on reports, a short description

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of it appears under Report Description

You can also open a saved report by clicking File | Open from the menu

• Make sure the Report Properties section reflects the dates, employees and other options that you want to report on. Make any needed changes to the Report Properties section

• Click the Preview button to view the report

• Once you view a report, the Report Toolbar appears

9.3.2 Report Toolbar Definitions

Print Button

After choosing your report from the Report Selection section of Report

Manager, you can print it

You can click the Print button or click Report | Print from the menu

The Print button also appears in the Report Toolbar of the Preview screen, so that once you view a report, you can click the Print button

Save Button

PayClock uses the RPT (Crystal Reports) format when you view a report.

Click the Save button to save your report in this format

If you want to save your report in a different format, use the Save As... button

Save As... Button

PayClock uses the RPT (Crystal Reports) format when you view a report, but you can also save it in some other format so you can pull it into another software program such as Excel, Lotus, etc.

Use the Save As... button to save your report in one of these other formats

Close Button

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When viewing a report, click this button to close and return to the Report Manager main screen

Help Button

When viewing a report, clicking the Help button brings up a description of that report

You can also get help by clicking Help | Contents from the menu

First Page Button

When viewing a report, click this button to return to the top of the report

Previous Page Button

When viewing a report, click this button to go back a page

Next Page Button

When viewing a report, click this button to go to the next page

End of Report Button

When viewing a report, click this button to go to the end of the report

View List Button

When viewing a report, click this button to turn on/off a list to the side of that report

Depending on the report, the View List shows a list of employees or departments. When you have the list turned on, click on a person or department in the list to go to that part of the report. This button only appears in reports that pertain to employees or departments

Zoom Control

When viewing a report, use the zoom control to display a report at the size you want.

Click the arrow to drop down a list of zoom percents or type a percent in the box and press the Tab key

Search Button

When viewing a report, you can look for text in a report. Type the text in the box, then click the search button. The search feature is not case sensitive

Example:

• Type Mike Miller in the box and click the search button

• The report scrolls to the next place it finds "Mike Miller"

Section 9.4 Report Definitions

Absence Report

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This report lists employees who are absent on days that they were scheduled to work

Audit Trail Report

This report lists any changes made to a person's timecard and who made the changes. This includes added or deleted punches, added non-work time, auto-punches, etc.

Department Details Report

This report breaks down each group's hours and wages per employee. You can use Select Pay Codes to choose which pay codes you want to display in this report

You choose the time frame for this report, usually a pay period

Department Totals Report

This report lists each group's hours and wages, including a pie chart with percentages for each group

You choose the time frame for this report, usually a pay period

Daily Gross Pay Report

This report breaks down each group's pay codes, wages and dollar amounts (such as tips) per employee, then totals each group. You can use Select Pay Codes to choose which pay codes you want to display in this report

You choose which day to report on

Daily Totals Report

This report breaks down each group's pay codes per employee, then totals each group. You can use Select

Pay Codes to choose which pay codes you want to display in this report

You choose which day to report on

Details Report

This report lists each employee's punches, breaks, any non-worked time and dollar amounts (such as tips).

The report also shows punches added (+) at the Timecard, exceptions (?) and tardies (*)

This report is sorted by department and gives a subtotal for each department

The details report totals the hours, summarizes pay period totals by pay code and gives a cumulative total.

You can use Select Pay Codes to choose which pay codes you want to display in this report

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Future Non-Work Report

This report lists any future non-work time that you have assigned to an employee, such as future vacation, personal time, etc

You can enter non-work time in PayClock at the Global icon, Non-Work tab

Gross Pay Report

This report breaks down each group's pay codes and wages per employee per day. You can use Select Pay

Codes to choose which pay codes you want to display in this report

You can choose the time frame you want to report on, usually a pay period

Employee List Report

This report lists each group's employees and their badge number, ID number, type (full-time, part-time, temporary or seasonal), any break rules (auto-deductions and punched breaks) and work schedules

Timecard Report

This report lists each employee's punch activity, breaks, any non-worked time and dollar amounts (such as tips). The report also shows punches added (+) at the Timecard, exceptions (?) and tardies (*)

The timecard report totals the hours, summarizes pay period totals by pay code and gives a cumulative total. You can use Select Pay Codes to choose which pay codes you want to display in this report

There is a Signature line for employees to confirm the report data and a Comments line for you to write notes

Totals Report

This report breaks down each group's pay codes per employee per day. You can use Select Pay Codes to choose which pay codes you want to display in this report

You choose the time frame for this report, usually a pay period

Exception Report

This report lists employees with exceptions and the exception date. When you run this report, a window appears asking you to choose which exceptions you want to find

You can choose the time frame to report on, usually a pay period

Transaction Listing

This report lists each employee's transactions in chronological order, such as punch dates and times

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Who’s In

This report lists the employees who are currently punched In and when they punched In

Who’s Out

This report lists the employees who are currently punched Out and when they punched Out

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CHAPTER 10 Close Overview

At the Close icon, you can export your data to payroll and close out the current pay period

When you click the Close icon, a dialog box appears with two options

• (1) Export to Payroll

When you choose this option, the software creates an export file. Select this if you use a payroll service and you send your data to them

If you have not setup the software to export data, you can do this at the System icon, in the Export tab

• (2) Close the Pay Period

When you choose this option and confirm, the software closes out the current pay period

After you close your pay period, you can still run reports and exports, but you cannot edit the closed

data. Make sure that you have finished making all your changes before closing your pay period

You may want to export your data first to ensure it is correct before closing the pay period

Section 10.1 To Confirm Close

Once you choose to Close the current pay period, a window appears asking you to confirm the close

Make sure the dates listed in this window are the dates you want to close out

Remember that once you close your pay period, you cannot edit the data. However, you still can run reports or export this data

Confirm the close by typing 'yes' in the box, then click the OK button

Once PayClock closes out the pay period, you will see a message that the close occurred

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CHAPTER 11 Database Manager Overview

The Database Manager is a separate program that you can use to backup or archive your data, restore a backed up or archived database, or change where the software looks for your Database folder (remap)

Since the Database Manager reads your PayClock database, you must close the PayClock program before the Database Manager will open. Double-click the Database Manager icon in your program group to open it.

When you first open the Database Manager, you will see the Log In screen. Choose a user, Administrator or Guest, then enter your password

Once you enter your password, you will see the menu, toolbar and database record list

Toolbar

Database record list

Section 11.1 To Backup a Database

When you backup your database, the Database Manager makes a complete copy of all your data files in the Database folder, then compresses them into one file. You can restore this file in the event of a disaster.

This puts all of your data back to the time of the backup.

• Click the backup button

Manager window opens

or File | Backup a Database from the menu. The Database Backup

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• Under File Name, type in the name you want to give your backup (the default name is Database).

Backups have the file extension TDK. If you leave your backups with the same name each time, the

Database Manager adds the new backup information to the file, and does not overwrite the file

• Under Note, you can type in a description of your backup (optional)

• You can choose the folder where you want to save the backup

• If you choose a different folder than listed for your backup, you can make it the default by clicking the checkbox 'Save as my Default Backup Location'

• To make the Backup, click Create

• Once you have made the backup, click Close

Section 11.2 To Archive Data

If your computer gets low on hard drive space, you can free up some memory by archiving some of your data. For example, you can move old data to a floppy disk.

• Click the archive button

or File | Archive a Database from the menu. To archive, you can only choose closed (or historical) pay periods

• Under Historical Pay Periods, choose which pay periods you want to archive

• Under File Name, type in the name you want to give your archive. Archives have the file extension

TDA

• Under Note, you can type in a description of your archive (optional)

• You can choose the folder where you want to save the archive

• If you choose a different folder or drive than listed for your archive, you can make it the default by clicking the checkbox 'Save as my Default Archive Location'

• To make the archive, click Create

• Once you have made the archive, click Close

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Section 11.3 To Restore a Database

You can restore any backed up or archived database

When restoring a backup, the Database Manager will completely overwrite your current database with the backed up database, restoring all data back to the time of the backup

When restoring an archive, the Database Manager will add that pay period(s) back into the database. You can then report on and export this data, but you still cannot edit historical (closed) data

• Click on a backup or archive that listed in the table of the database log

• Click the restore button

or File | Restore a Database from the menu

• A window appears showing you where the restored files will be written and the name of the database that will be restored. Type 'Yes' in the box and click OK to confirm that you want to restore this database

• Once you have restored the database, click Close

Section 11.4 To Remap the Database Folder

You can choose where your software looks for your database. This allows you to store your data wherever you want. Your Database folder is originally located under your program folder.

• You must first copy the Database folder to its new location. You can do this in File Manager or

Windows Explorer

• Return to the Database Manager

• Click the remap button

or click Tools | Map Database Path ... from the menu

• Under the folders, find where you moved the Database folder

• Double-click on the Database folder. The new folder should show under New Database Path

• Click Apply. Now the new folder should also show under the Database to Remap

• Click Close

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CHAPTER 12 Section 12.1 Glossary

24-Hour Time

The time displays in military time (00:00-23:59) instead of 12-hour am and pm time (12:00-11:59 am and

12:00-11:59 pm).

Examples:

3:00 am in 24-hour time is 03:00

3:00 pm in 24-hour time is 15:00

Beginning of Day

In PayClock, the day starts at midnight, but you can change this default setting in the Advanced tab at the

Pay Class icon

You might want to change the Beginning of Day when you have employees that work past midnight

Normally, you should leave this setting at the default of 12:00 am

Break Length

You can set a break length for all employees at the Pay Class icon in the Advanced tab. The break can either be punched or auto-deducted

If you want to set a break length for a particular employee, you can do this at the Employees icon in the

Breaks tab

Calculating Overtime

At the Pay Class icon Advanced tab, you can set PayClock to calculate overtime by total or regular hours.

PayClock calculates overtime by regular hours by default. Select 'Calculate Weekly OT by Total Hours' if you want to calculate overtime by total hours instead. This option applies only if you select daily and weekly or pay period overtime at the Pay Class icon Overtime tab

Example where overtime starts after 8 hr/day and 40 hr/week:

A person works Mon-Thurs 10 hours each day, totaling 32 regular and 8 overtime hours. He then works 10 hours Fri

Using 'Regular Hours', the employee must work 8 hours on Fri before he reaches weekly overtime. So, his

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week ends with 40 regular and 10 overtime hours

Using 'Total Hours', the employee reaches 40 weekly total hours after Thurs. So, any time worked on Fri is overtime. His week ends with 32 regular and 18 overtime hours

Company Code

If your company consists of more than one branch, the company code box is helpful for exporting data to a payroll service. Enter your parent company code in the company code box in the General Tab of the

System Icon, then enter your branch company code when setting up an export wizard.

Data List

In the List Bar, you can click on the Data button to display the Data List. The Poll, Timecard, Global,

Reports and Close icons appear in the Data List

Department Number

Each department that you create in PayClock 2000 must have an ID number. You can have a maximum of

99 departments

Employee List

The employee list appears in the Global section of PayClock. You can list all employees or only certain employees depending on what you choose in the Filter By box. In the Employee List, you can choose specific employees by clicking on them.

To select multiple employees hold the Ctrl key while you click the employees you want. Or, you can click on one employee, move down the list some, hold the Shift key and click another employee - this selects all employees between the two you just clicked.

Once you select your employees, the punches, non-work time, etc. that you add applies only to those chosen.

Extended Break Amount

This determines the longest time a person can be punched out for a break. Add this amount to the break

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length to get the maximum break length. Once the max is reached, PayClock calculates the punches as in/out punches instead of a break

This affects the way PayClock rounds punches. If considered a break, the break time rounds. If considered an in/out punch, the In/Out times round instead of the break time

Guaranteed Time

You can give a person credit for more hours than actually worked

For example, you might say that a person gets credit for 8 hours as long as he works 6

In this case, set the Minimum Paid Hours to 8:00 and the Worked Hours to Qualify to 6:00

You can set Guaranteed Time in the Misc sub-tab of the General tab at the Schedules icon

Home Page

Under the System section in the General tab, you can enter your company's web site address. For example,

Lathem's home page is www.lathem.com

Inactive Employee

You can keep track of inactive employees in PayClock in the General tab at the Employees icon. Inactive employees stay in the system, but cannot punch the clock

For example, you might want to make an employee inactive when she goes on maternity leave or when a seasonal worker is off-season

List Bar

You can use the List Bar at the left side of the PayClock window to get to various sections of the software.

When you click an icon in the List Bar, that section appears in the work area

There are two lists in the List Bar:

The Setup List contains all the features needed to setup your system. You will use most of these features the first time you setup your software but seldom after that

The Data List contains the features used on a regular basis to retrieve, edit and manage your data

Maximum Work Day Length

Sets the longest amount of time a person can work in 1 day. PayClock defaults this setting to 14 hours. So, an employee can punch up to 14 hours after his first punch of the day

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You can change the Maximum Work Day Length in the Advanced tab at the Pay Class icon

Example:

• Max Work Day Length is set to 14 hours

• Rick punches in at 7:00 at night

• Rick can punch any time up to 9:00 am

• Say Rick punched out at 11:30 am. This punch will not calculate because it fell out of range. You can correct this by either changing the punch to fall within the range, or by setting your Maximum

Work Day Length to a longer amount of time

Normally, you should leave this setting at the default of 14:00 hours

Menu Bar

The Menu Bar, located at the top of the PayClock window, provides access to the functions in the software. You can get to the same sections in the software using either the Menu Bar or the List Bar

Non-Work Time Defaults

You can set the non-work default time in the Preferences tab at the System icon.

Non-work time is time that is paid but not worked, such as holidays or vacation. What you enter here sets the default for adding non-work time at the Timecard icon. This helps you avoid repetition for the non-work time you enter most often

Example:

When you set the defaults in the

Preferences tab at the System icon ...

... the same settings show up when you click

Insert | Non-Work Time from the menu at the

Timecard icon

Off Schedule

When a person does not come in to work, he is considered “off” for the day. You can setup an Off Schedule by clicking the Off box at the Schedules icon

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To setup an Off Schedule

• In the Schedules icon, click New

• At Name, type in a name for this schedule

• Check the Off box

• PayClock automatically sets this Off schedule from 8:00 am – 5:00 pm. You can change these times the same way you setup any schedule

The hatched lines indicate “off” time

• Assign this schedule to your employees in the Employees icon, Schedules tab. For example, if an employee does not work on Sundays, assign him an Off Schedule for Sunday

Open Schedule

An open schedule allows PayClock to define the start and end of the work day for everyone in a pay class.

Employees have an open schedule if they are not assigned to a work schedule. An employee's open schedule starts with his/her first punch of the day

You can set open schedules in the Advanced tab at the Pay Class icon

Example:

The beginning of day setting is 12:00 midnight and the maximum work day length is set to 14 hours

• Jane Doe's first punch this morning was at 7:30 am

• Using the settings above, PayClock defines Jane's open schedule to start at 7:30 am and end by

9:30 pm

• So, Jane can punch any time today until 9:30 pm

Let's say Jane also has a 1-hour break setting so that she can punch for lunch anywhere from 3 to 6 hours after her first punch.

• Jane's punch was at 7:30, so she can punch out for lunch from 10:30 am to 1:30 pm

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Pay Code

For hours to meet certain conditions, they are sorted into pay codes, or categories.

Pre-defined Pay Codes in PayClock 2000 such as:

Regular Time

Overtime 1

Overtime 2

Overtime 3

Sick

Holiday

Worked Holiday

Vacation

Personal

Other

Tips

You can rename any of these pay codes to suit your company's needs

You can get to the pay codes properties by clicking the Pay Codes button in the Preferences tab at the

System icon

Pay Code Overrides

You can use pay code overrides to override your Regular, Overtime1 and Overtime2 pay codes when needed

For example, you can create a schedule called Makeup Time, so that when an employee is working extra hours to makeup time, this schedule will not allow these extra hours to count as overtime

To create a Makeup Time schedule:

• Create a new schedule at the Schedules icon and name it Makeup Time

• Enter the information at the In, Out, Rounding and Misc subtabs of the General tab, as well as the

Break & Meal Rules and Rounding Rules tabs. Enter this information as normal for creating a schedule

• In the Misc subtab of the General tab, click the Pay Code Overrides button

• The Pay Code Overrides window appears

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• Leave your pay codes set to Not Selected. This makes all of your pay codes count as regular time instead of overtime

• Check the Daily OT Limit Override box

• Leave your Limits set to 00:00. This means that all hours worked by this employee will go toward regular time

• To apply this Makeup time schedule to an employee on a certain day, open that employee's timecard by clicking the Timecard icon , then choosing the employee from the list at the top of the screen

• In the timecard table, make the Schedule column visible

• Move your mouse to the row that shows the day where you want to apply the Makeup schedule

• Double-click on the cell in the Schedule column

• The cell changes to a list where you can choose a schedule

• Click the down arrow to view the list, then choose the Makeup time schedule

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• Press the Enter key on your keyboard

The Makeup Time schedule applies to only one day, leaving the rest of your schedule settings unchanged. Your employee can makeup his time, and you don't have to worry about paying him overtime on that day

You can also use pay code overrides in setting consecutive day overtime. See the Consecutive Day Tab of the Pay Class icon for more details

Pay Period Type

Your pay period defines the start and stop of the pay time length. You define your pay period in the Pay

Class General tab.

Weekly - a 7-day length. You choose which day the pay period begins

Bi-Weekly - a 14-day length. You choose which day the pay period begins

Semi-Monthly - twice per month. You choose which two dates the pay period begins

Monthly - once per month. You choose which date the month begins

Polling the Clock

When you poll the clock, you pull information from the clock into the software. To poll the clock, click the Poll icon at the Data list

Rate Modifier

PayClock uses the rate modifier (multiplier) to compute wages

Enter the modifier to set a pay code's rate

For example, if Overtime is paid at double-time, set its modifier to 2.00 (two times the base pay)

You can get to the rate modifier at the System icon, Preferences tab, Pay Codes button

Registration

A punch at the clock or a punch added from the software. You can view punches in PayClock at the

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Timecard icon. IN punches are shown in the schedule bar as arrows pointing up, while OUT punches are shown as arrows pointing down

Examples:

An IN punch punched at the clock

An OUT punch added at the software

To add a punch:

» In the timecard table, double-click under the In or Out column on the day when you want to add a punch, or you can click Insert | Registration from the Timecard menu

» In the Registration Edit window, type in the punch time and date

» If your time is set to 12-hour format, type an 'A' or 'P' to change to AM or PM

Report Types

Because there are many reports to choose from, Report Manager categorizes the reports into report types. The standard report types are All Reports, Employee Lists, Payroll Reports, Attendance Reports, and Administrative Reports

Rounding

In the Pay Class General tab, you can set how punches round

15 minute rounding with a 7-minute break point [1/4 hour]

6 minute rounding with a 3-minute break point [1/10 hour]

No rounding [Not Selected]

If you need to define rounding rules other than these, you can do this in the Rounding Rules tab at the

Schedules icon

Examples: 1/4 hour punch rounding is selected in the General tab

An employee punches at 8:09

Since :09 is after the 7-minute break point, the punch rounds to 8:15

An employee punches at 8:06

Since :06 is before the 7-minute break point, the punch rounds to 8:00

An employee punches at 8:07

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Since :07 is at the 7-minute break point, the punch rounds to 8:15

Schedule Bar

At the Timecard icon, the schedule bar shows a graph of a person's activity for the day. Turn the schedule bar off and on by clicking View | Schedule Bar from the menu at the top of the screen

When viewing the Schedule Bar, move the mouse until it changes to a magnifying glass, then click the right or left mouse button to zoom in or out

Use the scroll bar to move around in the schedule bar

On the left, the single arrow shifts the schedule bar left, while the double arrows shift the schedule bar back one day

On the right, the single arrow shifts the schedule bar right, while the double arrows shift the schedule bar forward one day

Setup List

In the List Bar, you can click the Setup button to display the Setup List. The System, Pay Class, Schedules and Employees icons appear in the Setup List

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Supervisor Badges

Three supervisor badges are available with your PayClock (if you have a PC100). These badges perform certain setup tasks at the clock.

• Badge #251 – View Clock Status

Swipe this badge to briefly display a status report. The status report shows the current clock setup

• PC100 version number

• Terminal ID# (ID=49)

• Percent full memory (each time you poll the clock, this resets to 0%)

• Battery status (OK/LOW)

• Clock status (READY/LOAD LIST)

• Baud rate

• 12-Hour or 24-Hour time display format

• Daylight Savings Time (DST) OFF/ON

•

Badge #253 – Set Baud Rate

Swipe this badge to change the baud rate - the default is 9600. You may need to reduce the baud rate if you have problems communicating with the clock. These problems can result from a noisy environment or a long serial cable (usually more than 50 feet)

Swipe the Set Baud Rate badge. When prompted, swipe employee badge #1, 2, 4 or

9 to indicate 1200, 2400, 4800 or 9600

•

Badge #254 – Terminal ID Setup

Use this badge to change the clock ID - the default ID is 49

When prompted, swipe an employee badge that matches the desired ID number

Terminal Type

In the Terminal tab at the System setup, the Type shows what model clock you have (PC2000, PC1000 or PC100). If your clock is not showing, click the down arrow to list the clock models, then choose yours

Time Bar

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The time bar is part of the schedule bar at the Timecard icon. When a person punches at the clock, the time bar shows which labor tracking level that time applies to. If that person receives non-work time, the pay code displays for that block of time

In the example below, the person worked the first half of the day in Shipping, then went home sick after lunch

Timecard Table

The timecard table lists data on a person's activity for the current or next pay period. You can choose which columns you want to show - punches, pay codes, dates, totals, etc.

You can view the timecard table at the Timecard icon

When editing or adding punches in the timecard table, type in the punch time, then type an ‘A’ for AM or

‘P’ for PM

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TROUBLESHOOTING

Here are some problems that you may encounter with PayClock. They are broken up into a Hardware and

Software section

Software

Description

I am running Windows 3.11

and I have problems with the software when I try to open the

Timecard

Some of the button labels don't show up in the software

In PayClock, the screen looks jumbled, especially at the

Timecard

Solution

When using Windows 3.11, if your display is set to 256 colors at a resolution of 640 x 480 or higher, your video card must have at least

2 Meg of memory. We also recommend using the OEM video driver, which you can select in the Windows Setup when you first start up your computer

If you run PayClock with Windows 3.11 using the Windows default color scheme for your Appearance settings, this can happen. Choose another color scheme from the Control Panel, Display settings

You may need to change your display settings in the Windows

Control Panel to Small Fonts or

If you use the Active Desktop (a feature of Internet Explorer) with

Windows, try turning it off

You can change your Windows system appearance to a different color scheme. You can do this at the Control Panel, Display settings

When I click the Timecard icon, I can see the schedule bar, but no lines are visible in the timeline

A punch looks dimmed in the schedule bar at the Timecard, even after I re-added the punch

Some of my graphic colors in the on-line help look distorted

When I try to open PayClock,

I see one of these messages:

Error: The selected User is already Logged In on the following computer: Please select a different LOGIN from the User List.

This keeps an audit trail.

If you have a custom bitmap attached as wallpaper to your Windows desktop, try removing it

To open Database Manager with a switch:

The following error occurred during login:

30009

Click Start | Run from your Windows taskbar. A window appears waiting for you to enter a command

Click the Browse button to find the Database Manager program

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(dbmgr.exe). You will find it in your PayClock application folder

Click Open to enter the command to open Database Manager

Type a space at the end of the line, then type your switch. If you use the Administrator login in PayClock, use the switch /RLA.

If you use the Guest login in PayClock, use the switch /RLG

Example:

Click OK

This opens Database Manager and unlocks your login

Note that you must close Database Manager before you can open

PayClock

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Hardware

Description

My PC2000 clock is not reading badges

My PC100 is making a "chirping" sound

When I swipe a badge on my PC100, it does not record and the clock does not signal any errors

Solution

Your badge reader is probably dirty. Wrap a tissue around a badge and insert it several times in the clock. You can also purchase a badge reader cleaner or

Your employee did not insert the badge properly.

Insert the badge with the print side up and the arrows entering the clock first. Insert and remove the badge using a smooth and continuous motion

Your AA batteries are probably low. Swipe

Supervisor Badge #251 to check the battery status.

Replace the batteries or

The clock's memory is full. Swipe Supervisor

Badge #251 to check the memory percent full level. Poll the clock to free up memory

Make sure you swiped the badge correctly. See the chapter on Using the Clock in your Quick Start

Guide or

This badge may have been exposed to something magnetic. Replace this badge with a new one

If you still have problems that you cannot solve, you can contact Lathem technical support through the internet at www.lathem.com

then click on the Technical Support link. You can also contact Lathem support at 1-800-224-1885. Charges may apply if you do not have a support agreement.

Lathem Time Corporation

200 Selig Drive, SW, Atlanta, Georgia USA 30336

1-800-224-1885 www.lathem.com

Doc #USG0012a

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Key features

Company Information Setup
Terminal Configuration
Pay Code and Department Definition
Payroll Export Setup
Data Migration

Frequently asked questions

The PC2000 Setup Guide provides instructions and guidance on how to set up and configure the PayClock 2000 Time and Attendance Software for your company.

The PC2000 Setup Guide provides instructions on how to setup the company information in the 'System' section. This includes setting the company name, address, phone number, and other relevant details.

The PC2000 Setup Guide provides instructions on how to configure the time clock terminals in the 'System' section, which includes defining the communication settings and other terminal-specific parameters.

The PC2000 Setup Guide provides instructions on how to define pay codes and departments in the 'System' section. This allows you to manage employee wages and classify them based on department or job role.

The PC2000 Setup Guide provides instructions on how to setup payroll exports in the 'System' section, allowing you to generate reports in formats compatible with your payroll software.

PC2000

Setup Guide

Version 3

PayClock 2000

Time and Attendance Software

Table of Contents

C

O

Welcome to PayClock 2000

Getting Help

Using This Book

Using Online Documentation

Contacting Your Dealer

Contacting the Lathem Support Line

Registering PayClock

Ordering Extra Items

Unlocking your PayClock Software

Conventions

Minimum System Requirements

PayClock 2000 Features

C

T

Install the Software

Steps to Install PayClock 2000

C

T

Setup the Software

System Icon

Pay Class Icon

Schedules Icon

Employees Icon

C

F

Manage the Data

Poll Icon

Timecard Icon

Global Icon

Reports Icon

Close Icon

Database Manager

C

F

Troubleshooting

Support Agreements

With the Support Plan

Without the Support Plan

A

C

D

E

G

H

I

L

M

O

P

R

S

T

U

PC2000

User’s Guide

Version 3

PayClock 2000

Time and Attendance Software

Table of Contents

Welcome to PayClock

CHAPTER 1

Section 1.1 Log In

Section 1.2 PayClock Features

Section 1.3 Feature Selection Wizard

CHAPTER 2

System Overview

Section 2.1 System - General Tab

Section 2.2 System - Terminal Tab

Section 2.3 System - Preferences Tab

Section 2.4 System - Payroll Export Tab

CHAPTER 3

Pay Class Overview