Pay Groups

1. Assign a unique identifier as the Pay Group ID and enter a descriptive Pay Group Name.

To assign a Pay Calendar, click . In the pop-up dialog choose from the list of available pay calendars and click OK. See more about setting up pay calendars.

To set the Time Entry Technique, click and choose the style of the time card presented to employees, and to the employee’s supervisor when viewing the employee’s time card.

• Punch – employees are expected to click a button to record their time In/Out for the day.
• Time In/Out – employees are expected to key in their time In/Out for the day onto their time card.
• Hours Entry – employees record hours worked on their time sheet instead of In/Out times.

 

2. To specify New Day Starts At for this pay group, click and in the drop-down list choose the time that a new calendar day begins (normally midnight) which in turn determines the day assigned to the punchset. For example, if this value is set to 10:00 PM and an employee punches in at 10:45 PM Sunday, the punchset is assigned to Monday. Note that the time can be key-entered; it does not have to be selected from the drop-down list.

To specify the Scheduled Start Time, click and in the drop-down list choose the scheduled start time for this pay group. This is the time of day that the earliest schedule for the day begins. It can be different from the New Day Starts At time. For example, if the first shift for Monday starts at 10:00PM Sunday, the Schedule Start Time is set to 10:00PM. In this case, the New Day Starts At time can be set to 9:00PM to accommodate early arrivals.

Set the Roll by clicking either Forward or Back. The roll parameter controls the day to which a time punch belongs. For example, if the New Day Starts At time is set to earlier in the day (e.g. 6:00AM), Roll is set to Back to indicate that punches before 6:00AM belong to the prior calendar day. If the New Day Starts At time is set to later in the day (e.g. 10:00PM), Roll is set to Forward to indicate that punches from 10:00PM until midnight belong to the next calendar day. If the New Day Starts At time is set to midnight, the Roll option can be set to either Back or Forward; the effect is the same.

The Time Card View field allows the user to select either Pay Period View (default) or Week View for the display of a time card.

To set the Minimum Split Hours click the arrow keys to set the number of hours that employees can work split shifts. For fractional hours type the decimal value (e.g. 3.5)into the Minimum Split Hours field.

A value of zero (0) indicates that employees in this pay group cannot work split shifts. Any other value indicates that employees can work a split shift. If an employee has a gap of at least the configured number of hours in his workday, they are considered to be working a split shift; each part of the day is subject to the arrival/departure punch rounding and break rules.

Example of Use: A food service employee may work 10:00AM – 1:30PM return at 5:00PM to work the evening shift. If this employee was scheduled to work at 9:30AM, they receive a Late Arrival exception on their 10:00AM punch. If this employee was scheduled to return at 5:30PM, they receive an Early Arrival exception on their 5:00PM punch. Note that this example assumes that the Minimum Split Hours field is configured as a value greater than zero and less than or equal to 3.5.

The Week Start Day field displayed is the first day (Pay Calendar Start Day) of the selected Pay Calendar.

3. Set the Too Many Hours Warning by clicking the arrow keys and choosing the number of hours that, when an employee works, a warning is issued and delivered to the employee. If the employee works this many hours or more during a day, a warning message is displayed. The purpose of this message is to notify the employee of a potential error in the hours recorded on their time card.

Specify the Max Punch Set for the Day by clicking the arrow keys and choosing the maximum number of times that employees can punch in and out in one work day. For example, one punch set is In/Out for the day, another punch set can be for a break, lunch, etc.

To set the Absence Type, click and choose None, Punches, or Misc Pay (default). If set to None, no absence transaction is recorded on a day the employee is scheduled to work but records no time. If set to Misc Pay, an absence transaction is recorded in the form of a Misc Pay transaction. If set to Punches, absences are recorded in the form of time In/Out transactions (derived from the employee’s scheduled In/Out times).

4. Click to set one of the following day qualifier options for the rules on Scheduled Days. This option specifies how the system interprets an employee's total number of hours and actual hours worked against their scheduled hours (applies to both Consecutive Day/Nonconsecutive Day overtime rules and holiday pay rules).
• Worked Minimum Hours – employees must work a specified number of hours. When this option is selected, use the arrow buttons to enter the number of hours in the Minimum Hours field that appears below. For example, if Minimum Hours is set to 6.5, employees must work 6.5 hours or more. Enter a value between 1 and 48 hours.
• Worked Scheduled Hours – employees must work the number of hours that they are scheduled. Only the total number of hours worked is considered; not the actual start and stop times. For example, if an employee is scheduled to work 8:00 AM to 4:00 PM and he/she works 3:00 PM to 11:00 PM, that day is counted by eligibility rules because 8 hours were scheduled and 8 hours were worked.
• Worked Minimum % of Sched Hours – employees must work a minimum percentage of their schedule as specified in the Minimum % field below. Example: If Minimum % is set to 50 and an employee is scheduled for 8 hours, he or she must work at least 4 hours.
• Worked Pct of Day within Schedule – employees must work a minimum percentage of their scheduled hours within their scheduled start and stop times. When this option is selected, you can enter the percentage of hours in the Minimum % field that appears below. For example, if Minimum % is set to 50 and an employee is scheduled to work 8:00 AM to 4:00 PM and he/she works 12:00 PM to 10:00 PM, that day is counted by eligibility rules because 50% of the 8 scheduled hours were worked within the 8:00 AM to 4:00 PM window.

5. Click to set one of the following day qualifier options for the rules on Non Scheduled Days. This option specifies how the system interprets hours an employee works on a day they are not scheduled to work (applies only to Consecutive Day/Nonconsecutive Day overtime rules).
• Worked Minimum Hours – when this option is selected specify, using the arrow buttons next to the Minimum Hours field that appears below, the number of hours employees who are not scheduled must work. For example, if Minimum Hours is set to 6.5, employees must work 6.5 hours or more. Enter a value between 1 and 48 hours.
• Not Considered Worked – when this option is selected, nonscheduled workdays are not counted by eligibility rules.  

6. Selecting Auto Punch will load scheduled hours to the employee's time card.  This is useful for employees who do not have access to a time clock.
   
   There are two options under Auto Punch:
• Auto Punch Detail: Selecting this option will generate punches from the scheduled in and out times.
• Auto Punch Summary: Selecting this option generates the number of scheduled hours as Misc Pay.

The Allow Auto Punch option must be checked in Configurations>Settings>System Settings>Time and Attendance to use the Auto Punch to Schedule function.

The Allow Auto Punch option must also be checked on the Employee Profile screen to use the Auto Punch to Schedule function for individual employees.

 

1. Click to select any or all of the following options:
• Allow Phantom Schedule – Phantom Schedule generates a schedule for employee's based on a rounding rule using the in punch for the day. A phantom schedule is used when a company does not wish to establish strict schedules, but wants to track attendance exceptions. The schedule start time is derived from the time of the in punch and all applicable rounding rules. The schedule end time is based on the start time and the length of the shift. The shift length is defined in the Phantom Schedule rounding rule configuration.
• Require Job Code on Bulk Hours Time Card – Selecting this field will require a Job Code to be entered for each new time entry and each time entry edited. This option is only available if the Time Entry Technique on the General tab is set to "Hours Entry." The default is unchecked.
• Allow Pay Approvals – this option is only available if the Pay Approval Type option in System Setting/Payroll tab is checked. When checked, time cards for employees in this pay group must be approved before payroll can be closed. Note that when this field is NOT checked, time cards DO NOT have to be approved before payroll can be closed.

2. Auto Transfer is used by companies to allocate employee hours to budgets. Due to the amount and frequency of allocations it is not always feasible for the employee to use the time clock to perform a transfer.
   
   Under Auto Transfer click on either the As Punch field or the As Misc Pay field (only one can be selected for a Pay Group).  
• Selecting As Punch will  automatically generate punches on the time card reflecting the schedule.

• Selecting  As  Misc Pay will create Miscellaneous pay transactions to reallocate an employee's time from his home assignment to the assignments into which he is scheduled.
• to generate Auto Transfers as Misc. Pay the Default Pay Type must be set on the Pay Type Browse screen.
   

Notes:

• Auto Punches will generate an Exception Code of AS (Auto Punch to Schedule).
• For Hours Entry hours you must select  As Misc Pay.
• The Allow  Auto Punch option must be checked in Configurations>Settings>System Settings>Time and Attendance to use the Auto Punch to Schedule function.
• The Allow  Auto Transfer option must be checked in Configurations>Schedule and Leave Request Settings>Schedule to use the Auto Transfer function.
• The Allow Auto Punch option must also be checked on the Employee Personnel Profile screen to use the Auto Transfer to Schedule function for individual employees.

3. Click the arrow keys to set the number of hours for the following fields. To add a fraction of an hour  type in, for example, .25 for fifteen minutes.
• Maximum Time Between Activity - this setting is used when a job transfer or department/position transfer has taken place. For example, assume an employee transfers to a different job or department/position in the morning, takes a lunch break. If the employee punches back in within this time frame the punch is assigned back into that job/department/position.
• Automatic Punch-Out Hours - when set to any value other than zero, an out punch is automatically generated when an employee does not punch out before this specified number of hours beyond their scheduled stop time. If the employee punch is not polled from the clock until AFTER the out punch is generated, the actual employee punch overrides the system-generated punch at the time the punch is posted to the time card.
• Maximum Work Hours Per Day - the maximum number of hours an employee can work in one day. Use this setting to control which punches are put together as a punch pair. For example, if an employee punches in but does not punch out until after this specified number of hours, that punch is considered an In Punch and a Missing Punch exception is generated. When multiple punch pairs exist for one day, the system sums the hours for the punches and determines if the maximum hours limit has been exceeded. This is one of the most critical configurations because it affects the arrangement of the punches on the time card. The default value is 16 hours.

4. Selecting the Web Punch Interval Check option provides interval checking (i.e., the amount of time an employee can punch back in or out, after their first initial punch entry). One example of using this function would be to prevent web punch employees from punching in too early from their breaks.
• Upon selecting this option the Minimum Break Minutes field will display. This field sets the minimum amount of time that an employee must exceed before entering another time punch. Click the arrow keys to set the number of minutes allowed. A message is displayed if the employee has taken too short of a break and the punch will not be accepted.

Note: Web Punch Interval does not consider "grace minutes" defined in a short break. For example, if a break should be 30 minutes with a 2 minute grace period, the interval should be configured as 28 minutes.

5. Select the Department/Position Transfer retains Job Code check box to assign a Job code to a subsequent department/position transfer.
6. In the CMS Export Configuration section, select options to support CMS Reporting.
   • In the CMS Pay Type Code field, select the pay type for CMS reporting for this pay group. The options in this drop-down are configured by the CMS Worked Hours check box in Pay Type configuration.
   • Click the Deduct Break check box, click the Add New Record button to create a blank row for hours and meal times.
   • In the Hours Worked field, enter the minimum amount of time in hours that should be reported for meal time to be de deducted in the CMS Export.
   • In the Minutes to be Deducted field, enter the time in minutes that should deducted for the corresponding Hours Worked. For example,

1. To set a Default Pay Type click and choose from list of available pay types on the pop-up list. All time entries is assigned to this pay type unless specified otherwise. This field is pre-filled with the default value set on the Pay Type Usage screen.  After you make your selection, click OK to close the pop-up dialog.

2. If you want employees in this pay group to have their hours generated to schedule for payroll purposes, and generate entries at a time clock for time and attendance purposes, click to place a check mark next to Use Pay Types as Default. When checked, the hours generated at the time clock are assigned the pay type specified in step 1. If you want to use a pay type other than the pay type configured as the system default, set a Default Pay type and click the Use Pay Types as Default field.
3. Pay Type for Autopunch Time Punches. The hours assigned for pay (autopunched) and the hours recorded for tracking exceptions (punch sets) become separate pay types. This field selects the pay type associated with the time-tracking punches. The pay type code configured here is used instead of the pay type configured as the default alternate pay type.

Click and choose, in the Look Up Records dialog, the pay type to be used with autopunch time punches. Click OK to close the dialog.