Steps
to Complete Batch Options for Time CardsFrom the Payroll screen, select the Data Entry menu and then Time Cards.
If a batch already exists, the Time Card Batch Search screen will appear. To continue adding time cards to an existing batch, select the desired batch by double-clicking on the batch description; otherwise, to enter a new batch, click the New Record button and then complete the batch options. If a batch does not exist, the batch options screen will appear immediately in order to create a new batch.
Steps
to Complete Batch Options for Time Cards
The Time Cards screen will appear for the selected time cards batch. The description for the selected batch will appear in the title bar.
On the Individual Entry screen (tab), click the New Record button to initialize the screen for a new entry.
Note: For any field equipped with the repeat function, click the Repeat button or press the Ctrl+R keys to repeat the previous entry for the specified field. The repeat function is only available after your initial entry. If desired, set the screen preferences for the Time Cards screen to define which fields to repeat information automatically from the previous entry without requiring an additional keystroke.
Steps
to Set Screen Preferences
Enter the ID of the employee for which the time card entries are being made in the Employee ID field. If the ID is not known, click the down-arrow button to select the correct one.
Enter the date for the last day of the work week for the entry in the Week Ending field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date. If applicable, the date entered in the Week Ending Date to Display field in the batch options appears here, but can be changed.
Note: For accurate results when calculating overtime after forty hours for the entire week, always use the same day of the week as the week ending date for all entries (for example, always use a Saturday). If the week ending date is always the same, the system will then track the hours that may occur during two different pay periods (for example, if one pay period ends on Wednesday and the next begins on Thursday) to calculate overtime after the forty hours for the entire week, if applicable.
Enter the ID of the pay code for which to pay the employee for the hours worked for this entry in the Pay Code ID field. If the ID is not known, click the down-arrow button to select the correct one. If the employee has a primary pay code specified in the Employee File, the ID of the primary pay code will appear as the default (unless the field is set to repeat within the Set Screen Preferences option), but can be changed.
Tip: If the pay code for an entry is not set up on the Wages screen in the Employee File for the particular employee and the pay code does not have a default rate specified in the Pay Code File, a warning icon will appear to the right of the field; be sure to set up the pay code properly before posting the batch of time cards.
Note: If applicable, once the pay code is specified, the balance for the leave (and main leave, if applicable) tied to the pay code displays in the lower left corner of the screen, along with the unit of tracking (as defined in the Leave File); if desired, click the Go To button to the right of the leave balance to open the Employee File and display the leave information for the specified employee. For organizations that have licensed the Web Link module, if leave requests are utilized and the employee has approved leave request entries that have not been processed, the total for the approved and unprocessed leave request entries for the leave (and main leave, if applicable) for the employee displays in the lower right corner of the screen.
Select the Subject to Overtime field if the hours worked for this entry are subject to overtime and count towards the total required before the employee is paid at an overtime rate (as based on the method of 40 hours per week or 8 hours per day as specified in the Overtime Calculation field in the Payroll System File). A checkmark will appear in the box if the field is selected. If the Overtime Pay Code ID field in the Pay Code File is completed for the pay code specified for this entry, the Subject to Overtime field is selected by default.
Note: Overtime is calculated by using the pay code entered in the Overtime Pay Code ID field in the Pay Code File for the regular rate pay code, if applicable, or else if the Overtime Pay Code ID field is blank, overtime is calculated at one and one-half times the regular rate.
Depending on the option selected in the Entry Method field in the Set Screen Preferences option, complete either the Day of Week field or the Date Worked field, and then the other field will automatically be updated to reflect the correct information.
If Day of Week is specified in the Entry Method field in the Set Screen Preferences option, the Day of Week field is enabled. If applicable, enter the appropriate number (1-7) for the day of the week for this entry in the Day of Week field, or click the down-arrow button to select the correct day. The number for the day corresponds to the day of the week based on the specified week ending date; for example, if the week ending date is a Saturday, Saturday is considered Day 7, and so enter 1 for Sunday, 2 for Monday, 3 for Tuesday, and 4 for Wednesday, etc.
Note: Press the + key (plus sign) to increment the day by one or press the - key (minus sign) to decrement the day by one.
If Date Worked is specified in the Entry Method field in the Set Screen Preferences option, the Date Worked field is enabled. If applicable, enter the date for this entry in the Date Worked field. Use the mm/dd/yyyy format or click the down-arrow button to select the correct date. The date must be within one week prior to the specified week ending date.
Enter the time the employee punched in, as shown on the employee’s time card or time sheet, in the Time In field. Use the hh:mm AMPM format (or hh:mm if military time is used).
Note: The colon (or decimal point, if using decimal time) does not have to be entered between the hour and the minutes; for example, enter 8 o’clock as 800 or 0800. Also, the AM or PM does not have to be entered; if using regular time (not military time), the hours specified in the AM Range field in the Payroll System File will default to AM while the other hours will default to PM. After advancing from the field, the time will be formatted to regular or military time as specified in the Time Display field in the Payroll System File; for example, if Regular is selected in the Time Display field and 1400 (or 14:00) is entered, the system will convert it to 2:00 PM.
Enter the time the employee punched out, as shown on the employee’s time card or time sheet, in the Time Out field. Use the hh:mm AMPM format (or hh:mm if military time is used).
Note: The colon (or decimal point, if using decimal time) does not have to be entered between the hour and the minutes; for example, enter 8 o’clock as 800 or 0800. Also, the AM or PM does not have to be entered; if using regular time (not military time), the system will default to use AM or PM based on the nearest one within a 12-hour period from the specified Time In. After advancing from the field, the time will be formatted to regular or military time as specified in the Time Display field in the Payroll System File; for example, if Regular is selected in the Time Display field and 1400 (or 14:00) is entered, the system will convert it to 2:00 PM.
If applicable, enter the number of actual minutes to subtract from the hours worked for this entry in the Break Minutes to Subtract field. For example, if the employee worked from 7 a.m. to 3 p.m. and did not punch in and out for a one-hour lunch break, enter 60 in this field. The number can be up to 3 digits and cannot contain decimals. Leave this field blank if the employee did punch in and out for breaks and multiple entries will be made for each day of the week (for example, if the employee did punch in and out for lunch in the above example, enter 7:00 AM to 11:30 AM as one entry and 12:30 PM to 3:00 PM as the second entry for the that day, leaving the Break Minutes to Subtract field blank on both entries).
The system will automatically calculate the number of hours the employee worked for this entry and display the total in the Hours field.
Note: The hours worked for the employee, including any overtime hours if specified to do so, are calculated using the appropriate time card basis as defined for the employee’s pay group for the specified pay code. The available time card basis options are: Actual Basis (calculates the exact number of hours an employee worked (rounded to 2 decimal places); Decimal Basis (calculates the hours worked to the nearest one-hundredth of an hour (the minutes are converted to hundreths of an hour, such as 10:30 a.m. is 10:50)); and Rounded Basis (calculates the hours worked by rounding 7 minutes after or before to the nearest quarter of an hour (for example, starting work at 8:54 a.m. is rounded to 9:00 a.m.)).
If the entry includes any hours worked at the overtime rate, the number of hours for overtime for this entry will appear in the Overtime Hours field, and cannot be changed.
To use a different expense account number than the one(s) designated for the employee for the specified pay code from the Employee File (or the default expense account from the Pay Code File), enter the desired expense account number to use for this entry in the Import/Override Expense Account field; otherwise, leave this field blank. If the account number is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
Note: The amount calculated for any overtime against this entry (pay code) will also be expensed to the account number entered in this field (instead of using the expense account from the pay code for overtime tied to this pay code, if applicable).
Click the Save button to save this entry and input another entry for the same employee, or click the Save and Clear button to save this entry and input an entry for a different employee.
Note: The Total Hours and Overtime Hours for the specified employee are displayed at the bottom of the screen. If applicable, the totals include the hours from entries for the employee in other unposted and posted batches of time cards with the same week ending date (as shown in the Batch Entries List with gray font), only if the Week Ending Date to Display field is completed in the batch options.
Tip: If desired, time cards can also be entered directly into the Batch Entries List (grid) by clicking the Grid Entry tab and then completing all the fields of information in the blank line (indicated with an asterisk) at the bottom of the Batch Entries List.
Once all the time card entries have been entered, print a listing and post the time card batch.