Using the Paychex Biometric 2500 Time Clock 2013 Paychex, Inc. All rights reserved. TLO

Transcription

1 Using the Paychex Biometric 2500 Time Clock This is an overview of the Paychex Time and Labor Online Biometric 2500 Time Clock. It explains the basic functions administrators perform when using the time clock and reviews how the time clock interacts with the Time and Labor Online zones, labor level transfers, and pay adjustments. This training aid also provides some quick troubleshooting tips and answers to frequently asked questions to help you solve some common time clock issues Paychex, Inc. All rights reserved. TLO

2 Clock Communications The Time and Labor Online application and one or more time clocks are required for time clock data to transmit to Time and Labor Online. TIME AND LABOR ONLINE APPLICATION The Time and Labor Online application updates employee time sheets with punch data every five to ten minutes. The application applies overtime hours and scheduling rules to all employee punches based on the preferences and rules you set up in Time and Labor Online. TIME CLOCK The Time and Labor Online Biometric 2500 time clock is a data-collection device. It collects employee punches. The time clock also records labor level transfers and pay adjustments for job-tracking purposes. Time Clock Roles While one person can fulfill all the roles necessary to manage your time clock, successful time clock management often involves more than one individual. When it comes to managing time clocks, there are three management roles: Administrator - sets preferences for application features and sets access levels for supervisors and employees Clock Maintenance- maintains the clock settings and clock diagnostics Clock Supervisor - manages the time clock and the employees interaction with it, including enrolling badges and managing restriction overrides If schedule restrictions are set up, the clock supervisor can override these restrictions to allow the employee to punch Paychex, Inc. All rights reserved. TLO

3 Administrative Functions Before you start using the clock, review the setup of Time and Labor Online to ensure that the clock will interact with the application and function properly. Let s review the administrative functions of the Biometric 2500 time clock. SETTING UP ZONES Zones allow you to specify which employees punch at each time clock. Follow these steps to configure time clock zones in Time and Labor Online. 1. Click Admin Configuration. Click Time Clocks. 2. From the Clock Configuration menu, select Zones. 3. Under Current Zone, click Add. (1) 4. In the Zone Name field, name the zone. 5. Click Add. 6. Under Employees NOT in [ZONE NAME] (2), search and select the employees that should belong to this zone. 7. Click Add Employees. (3) 8. Double-check the Employee in [ZONE NAME] list to make sure you included the correct employees. This list should include the supervisors who will be responsible for enrolling employees in this group Paychex, Inc. All rights reserved. TLO

4 SETTING UP ZONES - CONTINUED 9. For each employee in the zone, use the Clock Access drop-down list to determine the type of clock access they should have. Employee - User level access for non-administrative users. Supervisor - Partial administrator access for things like fingerprint enrollment. This person is also likely to have Time and Labor Online access privileges. Administrator - Full clock administrative privileges and likely application privileges. Clock Maintenance - This access type is limited to clock maintenance and diagnostics only. This person may not need access to the Time and Labor Online application. LABOR LEVEL TRANSFERS Employees may work in more than one department within your company. Labor Levels allow you to track jobs for labor distribution purposes. For example, an employee who works at branch A for half day and branch B for the other half of the day would use Labor Level transfers when punching at the time clock. Be sure to confirm your Labor Levels in Time and Labor Online are correct before allowing employees to use Labor Level transfers at the time clock. For help confirming your Labor Levels or setting up transfers, contact the Time and Attendance Support Center at the number listed on the Training page Paychex, Inc. All rights reserved. TLO

5 PAY ADJUSTMENTS Pay adjustments help track monetary items like employee tips. Your company configures pay adjustment types in Time and Labor Online before allowing employees to enter them at the time clock. 1. From the Admin Configuration page, click Pay Adjustment Types. 2. In the Adjustment Types section (1), confirm the list of pay adjustment types is complete and correct. 3. In the Edit Adjustment Type Information section, select Employee Entry (2) for each pay adjustment type employees will use at the time clock. 4. Click Apply. Contact the Time and Attendance Support Center to send the new configuration information to the time clocks Paychex, Inc. All rights reserved. TLO

6 ASSIGNING BADGE NUMBERS Before supervisors can enroll employee fingerprints or proximity badges at the time clock, you must first enroll supervisors badges. The supervisor then enrolls employee fingerprints. For more information on enrolling employee badges, please refer to the Enrolling Fingerprints and Proximity Badges - Biometric 2500 Time Clock document on the Training page. 1. From the Admin Home page, navigate to the Current Employee section. 2. Click Edit Employee. (1) 3. Enter the employee s badge number in the BadgeNumber field. (2) 4. Click Apply and Return Home. If you use HR Online, enter a new hire s badge number directly into HR Online. If you add it in Time and Labor Online, use the Edit Employee link in the Current Employee section of the Admin Home page. Updated badge numbers transfer from the Time and Labor Online application every five minutes Paychex, Inc. All rights reserved. TLO

7 Contacting the Time and Attendance Support Center You may be able to resolve several common time clock errors on your own. However, call the Time and Attendance Support Center for assistance with certain issues, including: setting up a new or replacement clock adding or changing time clock function actions, like pay adjustments completing Labor Level transfers or pay adjustment type entries, or changing clock settings. COMMON CLOCK ERROR MESSAGES The following are some common clock error messages you may receive while managing your Time and Labor Online time clocks. These troubleshooting tips may help you resolve simple issues. There is no display at all on my time clock. What do I do? This message displays when you do not have power to the clock. To resolve the issue: try a different power outlet, if possible, or confirm the power cord is connected. Both may require taking the time clock down from its wall mounting. I am receiving a Transaction Cancelled! message. What do I do? This message displays when: an invalid or unassigned badge number is entered a task is not completed in a timely manner, like switching departments, or the scanned fingerprint and the entered badge do not match the settings registered in the time clock. An employee is receiving a You are not allowed to Clock In until... message. What do I do? The employee is likely on a restricted schedule. You should advise the employee to wait until a few minutes before his schedule time, perform a transaction override at the clock, or modify the employee s start time Paychex, Inc. All rights reserved. TLO

8 Summary As a Time and Labor Online administrator, you perform the basic Time and Labor Online administrative functions described in this document. If you have additional questions or concerns about using Paychex time clocks, contact the Time and Attendance Support Center at the number listed on the Training page Paychex, Inc. All rights reserved. TLO