Time Clock Setup Updated: 9/26/16 PC 11/10/16 KG The Time Clock allows your employees to clock in and out of the system electronically. Time is then tabulated by employee, account number, and pay date, then transferred to payroll upon authorized. Web Financial Office allows you to use three different electronic methods of entering time into the system: a bar code scanner, a proximity card, or a swipe card reader. The Employee ID or badge number may also be typed manually to begin recording time. Follow the steps below for setup of Time Clock. Step 1 Required Time Clock Setup Options Enter WFO. From the menu tree select Administrative Utilities SDS Web Office Settings. 1. Under the Finance Heading, change Activate Group Authorization Option to a Y. 2. Under the Payroll Section 2 Heading, change Payroll Time Clock to a Y 3. Under the Payroll Section 2 Heading, change Multiple Employee for one Position to a Y. Step 2 Optional Time Clock Setup 1. To see the optional setup items, select Administrative Utilities SDS Web Office Settings 2. Locate the Heading Payroll Section 2. Review each of the items below to determine your use of these items. a. Employee Time Clock No Position Selected: This can be used when you have an employee(s) with more than one position. If N is selected, the employee will not have to select the position they are clocking in for. The system will automatically select the first position they were assigned. If Y is selected, then the employee will have to select the position they are clocking in for, each time. b. Employee Time Clock Notes: If the selection option for the employee notes is changed to a Y, the employee will be able to add notes when they log in or out of the time clock. If the selection is an N, the employee will not be able to add notes to their time clock time as they log in and out of the time clock. c. Automatically Round Time Clock Entries: This option will determine how you want your time clock time to round. The rounding options are listed below.
i. 00 The system will not round the time on the time card ii. 05 The system will round to the nearest 5 minutes iii. 10 The system will round to the nearest 10 minutes iv. 15 The system will round the time to the nearest quarter hour. d. Employee Time Clock Remove Manual ID Entry: If this selection is set to an N, the employee will be able to log into the time clock area with either a key pad, push buttons, or swiping a card. If the selection is set to a Y, the employee will only be allowed to use a magnetic swipe card to log into the time clock system. The keypad and push buttons will be disabled. e. Time Clock Uses Server Time: If this selection is set to N, the time used for the time clock will be the workstation s date/time. If the option is set to Y, the server s time zone is used. You will also need to pick your time zone for the correct time to appear in the time clock option. 3. Once you have changed the selection options, as needed, scroll to the top or bottom of the screen and select Save. 4. In order for the changes to take place you need to log out of the system and log back into WFO.
Step 3 - Position Master The Position Master is used to control the positions available. You can either setup multiple positions for the same job type or have one position for each job type. Follow the instructions below to setup the Position Master. 1. Enter WFO. From the menu tree select Master File and Code Entry Options Master File Vertical Data Entry and Changes. 2. From the drop down select Position Master. 3. Each position must be in the Position Master. 4. To setup a new position enter the position number and a position code. These numbers are determined by each user. Then enter the description of the position. If you are allowing multiple employees to use the same position you are ready to save the new position by selecting the o o to save. Please refer to the screen shot below. Note: If you will be assigning a unique position to each employee you can do so by setting up the first unique position (i.e. teacher, sub or aide, etc.) then click retain values on add. Click and click to save. Keep doing this until you have your number of identical positions added. You may wish to change the description on each duplicate position to make it a unique position description. Then enter the new position and follow the same steps. Note: The setup of identical or unique positions only needs to be done if you choose not to allow multiple employees to use the same position. 5. When the Position Master setup is complete, proceed to assign a position to each employee using Method 3a or 3b (below) Step 3a - Employee Setup Using the Position Information from Time Clock Processing Table Each employee must be assigned to a position. 1. Enter WFO and from the menu tree select Human Resources Employee, Contracts, Deductions/Benefits, etc. 2. From the dropdown, select Position Info for Time Clock Processing. 3. Click on each employee and assign a position number using the drop down. 4. Fill in the hours, rate of pay and account number. 5. If the employee s salary will be charged to more than one account, you will need to put the Percent for each account in the Percent field following each account number. The percentages need to equal 100%. 6. When you are done click the to save.
o Note: An employee may have more than one position. To add another position to the same employee, click the green plus sign and follow the same steps. Step 3b - Employee Setup without Using the Position Information from Time Clock Processing Table 1. If the Position Information for Time Clock Processing table is not used you may use the Employee Master Account One, Rate One, Hours One fields. NOTE: This option allows only one rate of pay or hours to be entered. 2. To use this setup, select Human Resource Employee, Contracts, Deductions/Benefits, etc. 3. From the drop down, select Employee Demographics All Fields. 4. Enter the information for the account number, rate of pay, and hours in the fields Account 1, Rate 1, and Hours 1 fields. 5. When you are done click the to save. 6. If any of the employees have multiple positions, you must use the Position Info from Time Clock Processing Table. Step 3c Setup of a Specific OT Account To following steps will allow a Specific Account to be designated for OT payment. This account would be different than the account set in the employee s Position Master Record. 1. From the menu tree select Master File and Code Entry. 2. Select the Entry Options dropdown menu and select Budget Master (Basic Fields Due to Due From O.T.) 3. Select the account number that the employee s normal pay will be posted to. In the field Account Number OT, enter the account number to which overtime pay should be charged.
Step 4 - Assign badge ID s to your staff This process provides a method to record a Badge ID to an employee. Method 1: Assigning a badge ID using a magnetic strip reader 1. Enter WFO. 2. Select Administrative Utilities Time Clock with Administrative Options 3. Select the + option next to Administrative Options Settings for magnetic strip reader 4. Run the card through the magnetic reader. This will assign the strip on the card. Select the next card to run through the magnetic reader. Continue this process. 5. Next select under the + sign next to Administrative Options Assign Badge IDs to Employees 6. Select an employee, swipe a badge in the reader, the ID from the ID card will be displayed. Push the Save or the Save and Advance. o Method 2: Assigning a badge ID by using the employee number or other assigned number If you have chosen to use the keypad or the mouse for the employees to use for log in/out of the time clock instead of the swipe cards, you can assign each employee a new ID number or you can have them use their employee number as their badge ID number. If you have them use their employee number as the badge ID number, you do not need to assign them a new badge ID number. To assign employees a new Badge ID click on the link Select next to the employee s name. The screen will open with a field for you to enter the new Badge ID. After entering a Badge ID number, select either Save or Save and Advance.
Step 5 Using the Time Clock For convenience, the Time Clock screen should be available 24/7 for employee use. The link: http://your school web address/financeoffice/timeclock.aspx needs to be available for use along with the bar code scanner, a proximity card, or a swipe card reader. If a mouse or keyboard is available, employees may also manually enter their badge ID#. Once the work station is available, employees will log in each morning and log out when switching positions or leaving for the day. Note: You can set this link as a favorite in your browser for your convenience. You can also have your technical staff set a shortcut to the appropriate link to the time clock display. If possible, an automated activation of the timeclock login screen would expedite the login process for your employees. Consult your technical support staff for assistance in setting up a login station. If they have any questions have them contact SDS. Note: The timeclock login link can also be used on a mobile device to allow the employees to clock in and out of the time clock system. They can also use the following link so the screen will have larger buttons for them to use. That link is http://yourschoolwebaddress/financeoffice/timeclockbb.aspx. When an employee logs into the time clock, by entering their badge ID number or using a card reader, the screen will display the name of the employee and their position. If the employee has more than one position, they need to select the position they are logging in for. The screen will also tell the employee if they are just logging in for the day or if they are leaving or returning. The time stamp on the time clock record will reflect the selected option in the SDS WEB Office settings. Please refer to Step 2 item E: Time Clock Uses Server Time. The employee will also be able to enter a note for the login or logout on this screen. This option is available to the employees if the option has been changed to a Y for Employee notes in the SDS Web Office Settings area. Please refer to Step 2 item b: Employee Time Clock Notes.
Step 6 Setup of Payroll Calendar for Time Clock Processing 1. Select Payroll Processing Activate/Open a Payroll 2. Select Calendar Setup 3. In the Calendar Setup Options area select or enter the Payroll Date in the first calendar. In the second Calendar select or enter the First Work Day. This is the first work day to be included in the Payroll Date being recorded. In the third calendar enter or select the Last Work Day. This is the last work day to be included in the Payroll Date being recorded. 4. At the right side of the screen, select the button for Record new Payroll for X/XX/XXXX. o Step 7 Payroll Time Sheet Authorization Employee hours recorded by the Time Clock need to be authorized by a supervisor with a knowledge of the employee s hours and duties. Time should be authorized on a daily basis. Once time is authorized, it is summarized in preparation for transfer to the payroll area. The Summary area displays the payroll information totaled by the Budget Account Number charged and the pay rate. Employee and Supervisor relationship is maintained using Authorize Time definition in Security-Data Access Control. Simply assign each employee s position code in the Authorize Time area to the Supervisor that will authorize their time card. These areas will then be evaluated to identify which employees a supervisor may work with. If a user/supervisor do not have any setup in the Authorize Time area or Authorization Group assigned in the security area, they will be able to work with all employees in all administrative groups. For more information on setting up the User Security please refer to the following documentation. http://help.schooloffice.com/helpconsole/sdsfinancehelp/default.aspx?pageid=user_security data_acc ess_control 1. Enter the WFO and from the menu tree select Human Resources Payroll Time Sheet Authorization. 2. From the Payroll Date drop down, select the payroll date. 3. Select the bullet Evaluate/Summarize Clock entries. 4. From the Work Date drop down, select the work date you are authorizing. Select the refresh button. The work date to and from will appear.
5. Once the refresh button has been selected the screen will show the employees that have clocked in and out during that time frame. 6. The red in the Pay Reg Hours field shows that the time the employee was logged into the system is not as much as what was setup for that position. The green in the Pay OT Hours shows the employee worked more than their scheduled time. 7. If you want to accept the time as tabulated, select Check All Lines and Authorize if Checked. If you only want to select a few time clock cards to authorize, select those entries by checking each line under the Authorize? column and then select Authorize if checked.
8. If you want to edit the hours, click into the hours box and make changes. 9. When you have finished your changes, select Check All Lines, then select Authorize if checked to record/authorize the payroll information as displayed. 10. Time that is not authorized will remain in this area until authorized. Note: Report options are available to help with this process. To produce a report - select the desired report from the report dropdown. One report prints detail clock entries for Non-Authorized, Authorized or both. A second report prints summary information indicating pay rate and Budget Account charged. Step 8 How to Adjust or Add Time for an Employee 1. Enter WFO and from the menu tree select Human Resources Payroll Time Sheet Authorization or Time Clock (Login In/Out) 2. If you are working in the Payroll Time Sheet Authorization screen, click on the clock icon. This will take you to the Time Clock (Login In/Out) screen. 3. From the Time Clock (Login In/Out) screen, select the date that needs to be changed for the employee. Then select the option of Time Entry and select the employee. 4. Time can be entered or deleted for an employee. If time needs to be added, select the hour and minutes and then select Record Hours. If time that has been recorded and needs to be deleted, select the box next to the Login/out time and select the delete X button.
Step 9 How to Un-authorize a Payroll Time Sheet 1. Select Human Resources Payroll Time Sheet Authorization. 2. From the Payroll Date drop down, select the payroll date the time cards would have been authorized for. 3. Select the bullet Evaluate/Summarize Clock entries. 4. From the Work Date drop down, select the work date of the time clock time cards you would like to un authorize. Select the Refresh button. The work date to and from will appear. 5. Select the bulleted Authorized. Once this bullet has been selected, a new option will appear on the screen to Activate Un-Authorize option. Select this option. A box will appear beside each line. Select the ones that should not have been authorized and select the Not Authorized if Checked button. These time clock time cards have now been un-authorized and are ready to be reviewed again.
Step 10 Previewing Time Clock Reports 1. Select the printer icon to preview various report. Several are shown below. When the Time Clock Entries have NOT been Approved no Payroll date will show on the report. When the Time Clock Entries have been Approved the Payroll date will show on the report.
Summary Distribution Report Step 11 Transfer the Time Clock Summary to become Payroll Timecards This process transfers the Payroll Summary information from the authorization area to the active payroll processing area. The employee performing this task must have security rights to Process/Compute payroll. When this information is transferred, it will be recorded in the Payroll Time Card area. These transferred time cards will be recorded as Authorized. 1. Select Human Resources Payroll Time Sheet Authorization. 2. From the Payroll Date drop down, select the payroll date for the time cards that need to be moved into the payroll processing area. 3. Select the option Transfer Clock Summary to Payroll Timecards. 4. If all information is to be transferred, push Check All Lines. Note: if a payroll item is not checked, it will not be transferred to the payroll system for processing. Transferred items will be recorded in the payroll system as Authorized Time Cards. 5. Select Transfer if Checked.