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Time Guardian

Series

Installation and User Guide

Thank you…

For purchasing another fine product from

Amano Cincinnati, Inc.

This User Guide covers the following Amano Time Guardian Series software;

• Time Guardian v5.2 and higher

• Time Guardian Plus v2.2 and higher

• Time Guardian Pro v4.2 and higher

• Nexus Lite Management (NLM) v1.1

Proprietary Notice

This document contains proprietary information and such information may not be reproduced in

whole or in part without written permission from:

Amano Cincinnati, Inc.

140 Harrison Avenue

Roseland, New Jersey, 07068-1239

Amano Cincinnati Inc. reserves the right to make equipment changes and improvements that

may not be reflected in this document. Portions of this document may have been updated to

include the latest software, hardware, or firmware version, if applicable.

We recommend that this document be read in its entirety before any attempt is made to operate

the equipment.

For more information about Amano’s complete line of products, visit our web site at:

www.amano.com/time

Licenses and Trademarks

Amano and Time Guardian are registered trademarks of Amano Cincinnati, Inc.

Adobe Acrobat and Acrobat Reader are registered trademarks of Adobe Systems Incorporated.

InstallAnywhere and InstallShield are registered trademarks of Acresso Software.

Microsoft® SQL Server®, Windows Vista®, Windows NT, Windows XP, Windows 2000, Windows 7 are

trademarks or registered trademarks of Microsoft Corporation in the United States and/or other countries.

Peachtree is a registered trademark of Sage.

Paychex Paylink and Paychex Preview are registered trademarks of Paychex, Inc.

QuickBooks® Pro® are trademarks and service marks of Intuit Inc., registered in the United States and

other countries.

Other product names used herein are for identification purposes only and might be trademarks of their

respective companies. We disclaim any and all rights in those marks.

Time Guardian Series – Table of Contents i

Table of Contents

Table of Contents ....................................................................................................................... i

Chapter 1: Introduction .........................................................................................................1-1

Welcome to Amano Time & Attendance Software Suite ...................................................... 1-1

Amano Customer Support ................................................................................................... 1-4

Chapter 2: Installation ...........................................................................................................2-1

Time & Attendance Software Installation ............................................................................. 2-2

Chapter 3: Setup Wizard ........................................................................................................3-1

Using Time & Attendance Software ..................................................................................... 3-1

Using the Setup Wizard ....................................................................................................... 3-3

Chapter 4: Daily Use ..............................................................................................................4-1

Initial Startup ....................................................................................................................... 4-1

Layout Appearance ............................................................................................................. 4-2

Holiday Formulas ................................................................................................................. 4-7

Chapter 5: Employee Administration ...................................................................................5-1

Adding Employees ............................................................................................................... 5-1

Chapter 6: Timecard Administration ....................................................................................6-1

Timecard Module ................................................................................................................. 6-1

Hot Keys ......................................................................................................................................... 6-10

Adding, Editing and Deleting Employee Punches .............................................................. 6-10

Adding, Editing and Deleting Employee Tips ..................................................................... 6-11

Overtime Authorization ...................................................................................................... 6-11

Authorizing Payroll Export ................................................................................................. 6-12

Global Timecard Edit ......................................................................................................... 6-12

Chapter 7: Communications .................................................................................................7-1

Communications Module ..................................................................................................... 7-1

Chapter 8: Recalculate ..........................................................................................................8-1

Recalculate Module ............................................................................................................. 8-1

Chapter 9: Output Group .......................................................................................................9-1

Reports Module ................................................................................................................... 9-1

Payrolls Module ................................................................................................................. 9-16

Generating the Payroll File .......................................................................................................... 9-32

QuickBooks Manual Integration .................................................................................................. 9-33

QuickBooks Auto Integration ....................................................................................................... 9-39

Import Module ................................................................................................................... 9-45

ii Time Guardian Series – Table of Contents

Table of Contents

Export Module ................................................................................................................... 9-48

Auto Process Module ........................................................................................................ 9-50

Chapter 10: Advanced Pay Class Module .......................................................................... 10-1

Introduction to Advanced Pay Class Module ...................................................................... 10-1

Using the Advanced Pay Class Module ............................................................................. 10-2

Holidays ........................................................................................................................................... 10-2

Chapter 11: Advanced Overtime Module ............................................................................ 11-1

Advanced Overtime Module Introduction ........................................................................... 11-1

Using the Advanced Overtime Module ............................................................................... 11-2

Daily Rules ...................................................................................................................... 11-11

Pay Class ........................................................................................................................ 11-16

Chapter 12: Advanced Schedule Module ........................................................................... 12-1

Advanced Schedule Module Introduction ........................................................................... 12-1

Using the Advanced Schedule Module .............................................................................. 12-2

Chapter 13: Advanced Meal Module ................................................................................... 13-1

Advanced Meal Module Introduction .................................................................................. 13-1

Using the Advanced Meal Module ..................................................................................... 13-2

Chapter 14: Advanced Rounding Module .......................................................................... 14-1

Advanced Rounding Module Introduction .......................................................................... 14-1

Using the Advanced Rounding Module .............................................................................. 14-2

Chapter 15: Advanced Labor/Rate Module......................................................................... 15-1

Advanced Labor/Rate Module Introduction ........................................................................ 15-1

Using the Advanced Labor/Rate Module ........................................................................... 15-1

Chapter 16: Access Control Module ................................................................................... 16-1

Access Control Module Introduction .................................................................................. 16-1

Using Access Control Module ............................................................................................ 16-2

Chapter 17: Web Interface Module ...................................................................................... 17-1

Web Interface Module Introduction .................................................................................... 17-1

Using the Web Interface Module ........................................................................................ 17-3

Chapter 18: Zone Differential Module ................................................................................. 18-1

Zone Differential (Premium Rules) Module Introduction ..................................................... 18-1

Using the Zone Differential (Premium Rules) Module ........................................................ 18-1

Chapter 19: Payroll Interface Module ................................................................................. 19-1

Payroll Interface Module Introduction ................................................................................. 19-1

Time Guardian Series – Table of Contents iii

Table of Contents

Chapter 20: Events Notification Module ............................................................................. 20-1

Events Notification Module Introduction ............................................................................. 20-1

Using Events Notification Module ...................................................................................... 20-3

Chapter 21: Benefit Time Module ........................................................................................ 21-1

Benefit Time Module Introduction ...................................................................................... 21-1

Using the Benefit Time Module .......................................................................................... 21-1

Chapter 22: User/Group Module ......................................................................................... 22-1

User/Group Module Introduction ........................................................................................ 22-1

Using the User/Group Module ........................................................................................... 22-2

Chapter 23: Nexus Lite Module ........................................................................................... 23-1

Nexus Lite Management (NLM) Software Installation ........................................................ 23-2

NLM Setup Wizard ............................................................................................................ 23-7

Using Nexus Lite Management (NLM) Software ................................................................ 23-7

Upgrading to Time and Attendance ................................................................................... 23-7

Glossary ................................................................................................................................ G-1

iv Time Guardian Series – Table of Contents

Table of Contents

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Time Guardian Series – Introduction 1-1

Chapter 1: Introduction

Welcome to Amano Time & Attendance Software Suite

Welcome to Time Guardian, Time Guardian Plus, and Time Guardian Pro

Should you have any comments on

the all in one, easy-

to-use Time and Attendance software. Amano’s Time and Attendance software allows you to

track and manage your employees’ time and attendance directly from your PC, which makes

the collecting, reporting and the transferring of employees’ hours to payroll companies easier

and quicker than ever before.

If this is your first time working with a time and attendance package, there may be terms that

are new to you such as Salary, Hourly, Pay Policy, Pay Code, Wages, Unit and Point. A

detailed Glossary, located in the back of this User Guide, has been provided to assist you as

you navigate through Amano’s Time & Attendance software.

Time Guardian, Time Guardian Plus, Time Guardian Pro

and the materials provided we ask that you e-mail them to TimeGuardian@amano.com. All

feedback is welcome and greatly appreciated, and will help us provide a better product to you,

our customer.

We thank you for selecting Time Guardian, Time Guardian Plus, or Time Guardian Pro

Feature/Module

and

welcome you to the Amano Cincinnati family of Time Solution and Access Control products. The

following table lists the standard and optional features for all Amano Time & Attendance

software.

Time Guardian Time Guardian Plus Time Guardian Pro

Time & Attendance

software with 100

employee capacity with

13 standard Payroll

Interfaces

Standard

Version 5.X Standard

Version 2.X Standard

Version 4.X

Employee Capacity

Upgrade

Optional 25, 50, 100,

250, 500, 1000, and

unlimited

Optional 25, 50, 100, 250,

500, 1000, and unlimited Optional 25, 50, 100, 250,

500, 1000, and unlimited

Number of concurrent

users 1 5 1

Concurrent User

Upgrade Optional 1, 5, 10, 25,

and unlimited Optional 1, 5, 10, 25, and

unlimited Optional 1, 5, 10, 25, and

unlimited

Advanced Overtime Optional Optional Standard

Advanced Scheduling Optional Optional Standard

Advanced Meal Optional Optional Standard

Advanced Rounding Optional Optional Standard

Advanced Labor/Rate Optional Optional Standard

Advanced Pay Class Optional Optional Standard

Access Control Optional Optional Standard

Web Interface Optional Optional Standard

Zone Differential Optional Optional Standard

Event Notification Optional Optional Standard

Benefit Time Optional Optional Standard

Payroll Interface

(additional interfaces) Optional Optional Optional

1-2 Time Guardian Series – Introduction

Features for Base Time Guardian Software (Expandable)

• Multi-user with standard support of 1 concurrent user for Time Guardian and 5 concurrent

users for Time Guardian Plus and Time Guardian Pro [Optional support for additional

concurrent users is available for all packages with the User Module activation – see

previous table].

• Standard one hundred (100) Employee Capacity (not including inactive employees), with

available upgrade from 25 additional employee capacity to unlimited maximum (see

previous table).

• Thirteen (13) Built-In Payroll Interfaces [Optional Payroll Module activation can supply

additional Payroll Interfaces from 1 to 46 additional – see Payroll Module section for

additional information].

• Fixed Template Schedule (one schedule per day). [Optional Advanced Schedule Module

activation unlimited number of schedules with auto schedules, Template Schedules with

Auto Schedule, Individual/Advanced Schedules, Schedule Rotation, and Employee

Schedule Override].

• One Labor level (fixed to department). [Optional Advanced Labor/Rate Module activation

can supply additional 5 labor levels – see Advanced Labor/Rate Module section for

additional information]

• Unlimited Number of Departments.

• Time Rounding Capability Based on Company-Defined Pay Class (Customizable

Rounding). [Optional Advanced Rounding Module activation can supply additional

advanced Pay Class and/or Daily Rules rounding schemes – see Advanced Rounding

Module section for additional information]

• Nine (9) Predefined Pay Codes for Hours Allocation with Pay Code Multipliers.

• Rates for Wages calculation.

• Two (2) Pay Codes for Tips and Bonuses. [Optional Advanced Overtime Module

activation adds TT (triple time pay code) and custom pay codes.

• Nine (9) Predefined Exception Flags for Employee Punch Tracking.

• Nine (9) On Demand Reports. [Optional Advanced Pay Class Module activation adds 2

reports (Unauthorized Hours report and Time Card Report).Optional Advanced Schedule

Module activation adds 2 reports (Schedule Posting and Schedule vs. Actual Reports).

Optional Benefit Time Module activation adds 2 reports (DeAccrual Balance and

DeAccrual History Reports)]. Optional Advanced Labor Rate Module activation adds up to

6 labor levels to reports and show billable rates on reports).

• Optional Access Control integration with Amano Nexus 220 and AmanoNet systems. See

Access Control Module section for additional information. Employee and department

synchronization with auto sync on login.

• Automatic Polling of Data Collection Terminal.

• Bell Schedule Capabilities.

• Firebird or MS SQL Database.

• Several Built-In Utilities for Maintenance of the System.

• On-Line Help.

Time Guardian Series – Introduction 1-3

Requirements

• Windows 2000/XP/VISTA/Server 2000, 2003 and 2008, and Mac OS (support for MTX-15

terminal communication)

• CD-ROM Drive

• 1 GB of Memory for Server, and 512 MB of Memory for Client

• 700 MB of Free Hard Disk Space for Server/100 MB for Client

• Broadband Internet Access (for Remote Support)

• Screen Display 800 x 600 Small Font

• Optional Microsoft® SQL Server® 2000, 2005, and 2008

• Firebird 2.0.

Setup Wizard

The Time & Attendance software Setup Wizard provides a seamless setup when used with the

appropriate Wizard on-line help. The Setup Wizard is designed as a 9-step rapid installation

and configuration for an easy-to-use time and attendance system with access integration.

The nine (9) steps of the Setup Wizard are:

STEP 1: General Setup [Optional Wizard Step]

• Access System Integration

• Company Profile

• Payroll Interface

STEP 2: Department Setup [Optional Wizard Step]

STEP 3: Pay Code Setup [Optional Wizard Step]

• Pay Code Types

• Overtime and Absence Rules

• Wages Rules

1-4 Time Guardian Series – Introduction

STEP 4: Schedule Setup [Optional Wizard Step]

STEP 5: Pay Class Setup [Required

• Overtime Authorization

– minimum of 1 Pay Class]

• Pay period Type

• Overtime Rules

• Rounding Rules

• Meal Rules

• Holiday Assignment

• Hours Authorization requirement (requires schedules)

• Advanced Overtime

• Day Change Rules

STEP 6: Exception Setup [Optional Wizard Step]

STEP 7: Employee Setup [Required Wizard Step – minimum of 1 employee needed]

STEP 8: Clock Setup

STEP 9: Login Setup [Required Wizard Step – minimum of 1 administrator profile created]

After the completion of Step 9: Login Setup, click on the Wizard Complete button to end

the Setup Wizard. Once the initial setup is complete, the Setup Wizard can be accessed and

used at any time to make setup modifications. For instructions on how to do this, please refer to

the section about “Setup Wizard”.

Registration

Please perform on-line registration after successful initial Time & Attendance software

activation or return the enclosed warranty registration card.

Amano Customer Support

On-Line Help

Can be accessed through the main menu in the software or most windows by clicking on the

button.

E-Mail Support

Support is provided via e-mail at TGSupport@amano.com. A zip file with your settings should

be sent to Amano support for diagnostic troubleshooting.

Time Guardian Series – Introduction 1-5

Amano One-on-One Technical Support Options

Toll Free support number is: 1(800) 253-9836.

• The first 30 days of support is provided free of charge, however this only applies to

installation and set up questions, and requires the user to complete the warranty registration

card.

• After 30 days, users requiring phone support will be charged a fee per incident or the user

can purchase a support contract.

• A Support Contract (contact support for fee) includes software support for one year and also

includes free software updates. Also, a hardware Support Contract (contact support for fee)

is available for terminals, etc.

Software Upgrades

Module activation allows you can expand the Time & Attendance capabilities/capacity via the

Toll Free support number to:

• Purchase and conveniently activate any combination of available

• Expand the employee capacity from the standard 100 employees incrementally from 125

employees and higher to unlimited.

optional advanced

modules through a simple activation process.

• Expand the number of concurrent users.

• Purchase extended support to setup Advanced Modules, i.e., Zone Differentials.

Time and Attendance Software Installation and User Guide

This Installation and User Guide was designed to assist you with the installation and daily

operation of your Time and Attendance software by providing a comprehensive understanding

of the software. This document covers the Time Guardian, Time Guardian Plus, and Time

Guardian Pro software with screen shots from mainly from Time Guardian and Time Guardian

Plus, but includes descriptions of Time Guardian Pro features. This Guide has a Table of

Contents to locate specific areas of interest.

1-6 Time Guardian Series – Introduction

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Time Guardian Series – Installation 2-1

Chapter 2: Installation

There are five documents available to assist you in the setup and use of your Amano Time &

Attendance software: This Installation & User Guide, the FPT-40 Terminal/Time Guardian

Quick-Start Guide, the MTX-15 Terminal/Time Guardian Quick-Start Guide, the MTX-15

Installation & Operation Guide, and the FPT-40 Installation & Operation Guide. All these

documents can be accessed and printed from the Time & Attendance software CD. An

overview of the software installation steps is as follows:

Step 1. Insert the Time & Attendance CD

into your CD-ROM drive, and the

CD Menu will automatically launch.

Click on “Install” button to launch

InstallShield Wizard. If the installation

stalls, browse on CD to

\Disk1\InstData\Windows\VM\install.exe

Full integration with QuickBooks Pro

can require QuickBooks to be installed

on the host PC and open during installation

.

Step 2. After the initial software installation, the

Amano Software Activation screen will

appear. Enter the 9-digit serial number

and click the Activate button. Upon

successful activation perform on-line

registration. Next the user will be prompted

to proceed through the 9-Step

Setup Wizard.

Step 3. Login to the Time &

Attendance software, and

perform daily activities

such as Timecard

Administration and

Payroll, etc. The software

by default will support 100

employees. If you have

more than 100

employees, contact

Amano Support to obtain

an incremental upgrade

from 125 to an unlimited

number of employees.

2-2 Time Guardian Series – Installation

Time & Attendance Software Installation

The following discussion utilizes Time Guardian for screen illustrations. The installation of the

Amano Time & Attendance software is as follows:

1. Insert the Amano CD into your CD-ROM drive. The software program should automatically

launch the Time Guardian Series CD Menu (see figure).

2. Click the Install button and the software program should automatically launch the

InstallAnywhere® Wizard (see figure).

3. When the Introduction screen appears click on the Next button to continue.

4. The License Agreement screen will appear. Check the selection to accept the terms of the

License Agreement and click on the Next button. Clicking on “I do NOT accept…..” stops

the installation process.

Time Guardian Series – Installation 2-3

5. The Choose Install Set screen will appear. Select one of the following options:

• Standalone: Installs both the Time & Attendance Software Server (database) and Client

portion on the same PC. This is the default. Press next to accept and continue

• Server: Installs the Time & Attendance Software database on a server machine. You will

be prompted to enter the IP Address of the server.

.

• Client: Installs the Time & Attendance Software on a client PC to connect to the server

database.

After you have made your selection, click on the Next button.

6. If Server was selected as an installation option, you will be prompted to enter the IP Address

of the Time & Attendance Software Server. Enter the IP Address and click on the Next

button. If you did not select server in Step #4

7. The Choose Install Folder screen will appear. The default installation folder will be

displayed. If you would like to install the Time & Attendance Software in another folder, click

on the Choose button. To reset this field, click on the Restore Default Folder button. After

you have made your selection, click on the Next button.

, just click on the Next button to proceed to

Step #6. However, if Client was selected as an installation option, you will be prompted to

choose Time Guardian Server Folder.

2-4 Time Guardian Series – Installation

Note: Amano recommends not

8. The Choose Database Option screen will appear. Select either Firebird SQL or Microsoft

SQL and click on the Next button. If you chose Microsoft SQL, the Firebird Database

Service does not have to be installed.

installing the Time & Attendance software inside the “Program

Files” folder.

Note: You must purchase Microsoft SQL separately, have it already installed and properly

configured.

9. If Microsoft SQL was selected as a database option, you will be prompted to enter the SQL

Server Name, Administrator's User Name, and Administrator's Password in the Microsoft

SQL Information screen. When you have finished entering the required information, click

on the Next button.

Time Guardian Series – Installation 2-5

10. The Pre-Installation Summary screen will appear. Please review the displayed information

on the screen and click on the Next button to proceed.

11. The QuickBooks Direct Integration screen will appear. Please review the displayed

information on the screen and click on the Next button to proceed.

12. The Installing screen will appear. The status bar on the bottom of the screen will display the

installation status.

2-6 Time Guardian Series – Installation

13. At this point, the general install is complete and the installation utility will scan your PC for

Adobe Acrobat Reader®. If it is not installed, the installation utility will install it.

14. The Firebird Database Server will be installed.

15. If QuickBooks Integration was selected the QuickBooks drivers will be installed to exchange

data between Time Guardian and QuickBooks

. Next QuickBooks utility will execute and the

QuickBooks InstallShield Wizard for QBFC will appear.

Time Guardian Series – Installation 2-7

16. Click on the Next button to start the InstallShield for QuickBooks FC or Cancel if you are not

using QuickBooks payroll software.

17. Click on the Finish button to complete installing the QuickBooks InstallShield Wizard for

QBFC.

18. Next, click on the Install button to begin installing the QuickBooks Remote Data Sharing

Client or Cancel if you are not using QuickBooks payroll software.

2-8 Time Guardian Series – Installation

19. Click on the Next button to start the InstallShield Wizard for QuickBooks Remote Data

Sharing Client and execute the Data Share Client utility, or Cancel if you are not using

QuickBooks payroll software.

20. Click on the Done button to finish the initial Time & Attendance software installation. The

system will briefly prompt; “Please wait Time Guardian is being configured for your

system….”

21. The Amano Software Activation (ASA) screen will appear after the initial software installation

(see Figure). Enter the Activation Code/Serial Number (9-digit number) supplied on the

Amano software CD and click on the Activate button. Upon successful

activation the dialog "Your Software has been activated. Proceed to product

registration" dialog will appear (skip to register).

However, if you choose not to activate the software by canceling the ASA procedure the

following error message will appear. At this point you have a trial period of up to 14-days to

use the software. Click the OK button to launch the software and continue using the Time &

Attendance software under the trial period.

Time Guardian Series – Installation 2-9

Note

– If the Activation error dialog appears, e.g., the Activation Code/Serial Number

is incorrect, or the same Activation Code/Serial Number was previously installed. At

this point contact Amano customer support at 1-800-896-7035.

22. Upon successful activation the registration screen will appear (see figure). Perform on-line

registration by entering the appropriate information in the Product Registration fields [red

error messages will appear alongside incomplete fields]. Amano recommends you

complete the registration to ensure notification of all important software updates, etc.

2-10 Time Guardian Series – Installation

23. After the Time & Attendance Software has been installed, activated and registered

, the

Setup Wizard Welcome screen will appear (see figure for example). See Setup Wizard for

detailed setup instructions.

Click on the Next button to begin the Setup Wizard to configure the Time & Attendance

Software and the Setup Wizard Steps Summary screen will appear (see Using the Setup

Wizard).

Time Guardian Series – Setup Wizard 3-1

Chapter 3: Setup Wizard

It is recommended that you utilize the Quick-Start Guide and/or reference this Installation &

Operation Guide as you proceed through the Setup Wizard.

The Setup Wizard will help guide the user through a seamless step-by-step initial configuration

of the Time & Attendance software. As data is entered in each step the Setup Wizard can be

sequentially advanced to complete the next step. Once initial Setup Wizard is complete and the

Time & Attendance software is logged into, the Setup Wizard can be accessed from the Edit

menu at any time

Using Time & Attendance Software

to modify the software configuration, i.e., add terminals and employees.

Buttons

The following buttons are common to all the modules in the Time & Attendance software:

Button Description Button Description Button Description

Close Add Save and exit

Delete Edit On-line Help

The following buttons are module specific and as such some buttons for Time Guardian and

Time Guardian Plus may not be active unless that module has been activated. However,

Time Guardian Pro comes standard with all modules.

Button Description Button Description

Run report.

Download validations and

settings to all terminals at the

selected locations.

Timecard.

View and communicate with

specific terminals of a specific

location.

Poll all terminals of the

selected locations. Run payroll file.

Set the time for all terminals

at the selected locations. Add employee certification.

Show schedule timeline. Filter employee records.

3-2 Time Guardian Series – Setup Wizard

Button Description Button Description

Run Schedule Coverage

report in the Schedule

module or view assigned

holiday calendar in the Pay

class module.

Define breaks in the Meal

Template option of the Schedule

module.

Allows the user to access the

selection window in the

Payperiods module to set

lock and close payperiods

properties. Note: Close

Payperiods must be selected

in the Company module for

this to be active.

Allows the user to access the

selection window to choose the

payperiod for Recalculation.

Perform Save.

Selects or de-selects (Check

and Uncheck) all Pay codes in

the Weekly and Consecutive

windows in the Pay class

module and the various

Overtime modules.

Save As. Allows you to copy

the properties of one record

into another by saving under

the record under a different

name. Copy report to another using.

Run the Individual Schedule

module. Run the selected Import Profile.

Click to add employee image. Select date.

Global Apply or Edit. Exception list filter preferences.

Run Import/Run Export. Rounding Demo.

Open timecard with exception

list filter. Labor references.

Find terminals. Edit labor names.

Send map templates for FPT-

40 terminal only Clear map templates for FPT-40

terminal only.

Receive map templates for

FPT-40 terminal only.

Time Guardian Series – Setup Wizard 3-3

Highlighted Fields

Yellow: Indicates that the field is required (data must be entered).

Red: Indicates an error or data not entered for a required field.

Icon Toolbar

The following icons are used in most Amano Time & Attendance modules, and if they are

present they will have the same universal function, which is:

• To create a new item (for example user) click on the Add button, and enter the

appropriate information.

Note: However, if you desire to save the item (i.e., User) without closing the open window,

simply click on the Save button.

• Use the navigation arrow buttons to move between the First, Previous,

Next, or Last item (i.e., User) in the list which appears on the top right of the open screen.

• To delete an item (i.e., Bell User), navigate to the desired item (i.e., User) and click on the

Delete button. Click on the Yes button when the warning dialogue appears.

• Click on the Apply button to save the selected item (i.e., User) and close the open

window, or click on the Close button close the open window without saving.

Using the Setup Wizard

From the Setup Wizard “Steps Summary” screen click on the Next button to continue with

Step1. The Wizard Help will guide you through the Wizard Steps. The Setup Wizard has 9

Steps (see figure), however, as a minimum only Steps 4, 7 and 9 are required with at least; 1

Pay Class, 1 employee, and 1 user login defined. These steps will have Red X’s alongside

them until they are completed, at which point Green checkmarks will appear.

3-4 Time Guardian Series – Setup Wizard

Amano recommends that you have the appropriate information before you begin the Setup

Wizard. Should you need to exit the Setup Wizard before completion, your settings will be

saved.

Once the Setup Wizard is finished, the Wizard Complete button will become active. At this

point, all settings will be applied, including the time synchronization between the Time &

Attendance software PC and the connected terminals. Integration with Nexus220, and

AmanoNet 7.6 for Access control systems may require the activation of Access Control module

which is standard in Time Guardian Pro.

If the Wizard Complete button is not active, you must review your setup, verifying that all

mandatory fields (in red) have been completed. When all required fields are complete, the

Wizard Complete button will then be displayed.

Should you have any questions or require additional information, please email

TGSupport@Amano.com.

The following information will sequentially guide the user through the Setup Wizard data entry.

See the remaining sections of this Time & Attendance software Installation & User Guide for

more additional functional descriptions especially sections describing the functionality of the

Advanced Modules.

Note: Time Guardian screens are used for illustrative purposes in the Setup Wizard. Some

advanced modules may have been activated to illustrate their setup features.

Step 1: General Setup Wizard [Optional Wizard Setup Step]

Define your Company profile:

From Step 1: General Setup press the Company button to define the company's profile and

the Company screen will appear. The Company profile consists of two tabs, General and

Settings. The General tab is used for the Company profile information, while the Settings tab is

used for the hours/time format and auto-poll on login.

Time Guardian Series – Setup Wizard 3-5

Note: The Company Name is the minimum requirement in this step to complete this portion of

the Setup Wizard. All required fields will be highlighted in yellow.

1. From the General tab on the Company Setup window enter the Name, Address, City, State,

Zip Code, Country, and Telephone Number of the company.

2. From the Company screen, press the Global Settings tab and the following screen will

appear:

3. Select the appropriate Hours Format [for Timecard and Reports]. This selection determines

how employees' hour totals will be displayed. Select Hours Format: Hours/Minutes (60th’s: 8

hours, 30 minutes = 8:30), or Hundredths (100th’s: 8 hours, 30 minutes = 8.50).

4. Access Control Auto Sync and Repunch Protection

5. Select the Time Format [for Timecard and Reports]. This selection determines the time

display format in Time Guardian. Select either Standard AM/PM (12-hour: i.e., 3:00 PM =

3:00 PM), or Military (24-hour: i.e., 3:00 PM = 15:00) format.

only enabled when Access Control

module is activated.

6. Click the box to select Auto Poll on Login if desired. Upon start up, the Time & Attendance

software will automatically poll all connected terminals such as MTX’s, FPT-40’s, and/or

HP’s for the punch information.

7. The function to Close Pay Period is on automatically active when activated.

8. Select Default Pay Code to use from the drop down list.

9. IM Settings Escalation Frequency only enabled when Events Notification module is

activated. Select the desired escalation frequency in minutes.

3-6 Time Guardian Series – Setup Wizard

10. Benefit Tracking Type only enabled when the Benefit Time module is activated

11. From the Company screen, press the E-Mail Settings tab and the following screen will

appear:

. Select the

benefit type from the choices of none, Deaccruals, or Import Balances. Deaccruals or Import

Balances must be selected for the Benefit tab on the Employees screen to be active.

12. Configure the E-mail settings by; entering the SMTP Host Name/IP Address [may have to

consult network administrator]. Select the Port to use for e-mail. Default setting = 25.

13. Click the box to select Requires Authentication if desired, and enter Username and

Password to be required. For added security click the box to select Requires SSL.

14. Enter the Default E-mail Contact which is the E-mail address to be used if none is setup in

the IM profile.

15. After completing the entry/selection of company information click on the Apply button to

save the company information and return to the Step 1: General Setup. Click on the Close

button to close the Company window without saving.

Note: The Apply and Close button function is universal for all Setup Wizard steps.

Do you want to integrate access control? [Module – requires activation to use]

From Step 1: General Setup press the Access Control button to define the company's access

control profile and the Access Control screen will appear (see figure).

Time Guardian Series – Setup Wizard 3-7

From the General tab on the Access Control window:

1. Select the Access Control Type from the drop down menu of; Nexus 220, AmanoNet 7.6, or

None.

2. Select the Access Database Type of either Firebird or MSSQL.

3. Browse to and select the actual Database location [path].

4. Set Re-Punch Protection.

5. Select if you want Auto Sync Access Control on Login to be active by checking the box.

Answering Yes is recommended if you connect your terminal directly to the PC. If you

selected Access Control option during this Setup Wizard step, you will also be asked to

synchronize with the Access Control (Nexus 220 or AmanoNet 7.6) at login.

6. After completing the entry/selection of company information click on the Apply button to

save the company information and return to the Step 1: General Setup. Click on the Close

button close the Access Control window without saving.

Do you want to send employee hours to your payroll software?

From Step 1: General Setup, select Yes if you want employees' hours to be transferred to your

payroll software. You must then select the Payroll Software that you are using. The following 13

payroll software options are available (see figure):

• ADP for DOS

• ADP PC Payroll for Windows®

• CBS Payroll

• Ceridian Power Pay

• EasyPay

• Excel

• Gevity HR

• PayDay

• PayChex Paylink®

• PayChex Preview®

• PayWeb

• PeachTree® Win

• QuickBooks Pro®

3-8 Time Guardian Series – Setup Wizard

Note: The Apply and Close button function is universal for all Setup Wizard steps.

1. Select Yes to send employee hours to payroll software and select QuickBooks from the

dropdown menu.

QuickBooks Pro Procedure

2. Select Yes if QuickBooks is installed on the same PC with the Time & Attendance software,

or No to connect across network to QuickBooks. See Step 7: Employee Setup for

integration/synchronization with QuickBooks.

Note: 40 plus additional payroll interfaces are available with Payroll Interface module

upgrade activation. See Payroll Interface Module for a list of Payroll Interfaces.

After saving the information for Step 1: General Setup, click on the Next button to advance

to Step 2: Department Setup. If no General Setup is desired, skip all of Step 1 and just click on

the button to advance to Step2.

Note: You can close at any time to end the Setup Wizard, but you must complete the Setup

Wizard before you can Log into the Amano Time & Attendance system. The Wizard will

automatically open up to the Welcome screen until it is completed.

Step 2: Department Setup Wizard [Optional Wizard Setup Step]

Would you like to setup Departments?

All employees are assigned to No Department as the default setting. If you wish to create

Departments, select Yes and click on the Department button. The Labor Names-Department

screen (see figure) will appear.

Time Guardian Series – Setup Wizard 3-9

Create a new Department and enter the required unique number [yellow field] and Department

name [yellow field]. You can also enter a description if desired.

Although departments are not used in the calculation of hours, they can be used to filter the

employees displayed in the Employee List Box on the Main View. This information will also be

displayed in the Department Report. If no departments are created, this report will be disabled.

After completing the Department information entry for Step 2: Department Setup, click on the

Next button to advance to Step 3: Pay Code Setup.

Step 3: Pay Code Setup Wizard [Optional Wizard Setup Step]

Press the Pay Code button to configure the Pay Codes that your company will be using (see

figure). At least one Pay Code must be selected for the Time and Attendance software to

calculate hours.

3-10 Time Guardian Series – Setup Wizard

1. The Name field is pre-defined for the Pay Code and can be changed (6 character maximum

allowed). However, duplicate names are not allowed.

2. In the Description field, enter in a brief description of the Pay Code.

3. A Position number is assigned automatically and can be changed (5-digit maximum allowed

with no duplicate position numbers). This position number is used for display order on

reports and the Timecard grid, and also used to select the 4 pay codes downloaded to the

MTX-15 and/or FPT-40 Terminal(s).

4. See the pre-defined Primary Type (how the hours awarded to a specific Pay Code). Hours

corresponds to work hours (REG, OT) and non-worked hours (SCK, VAC). Dollars

corresponds to monetary amounts given to an employee (Bonus, Tip).

5. See the pre-defined Hours Type: Non-worked (SCK, VAC, etc.) or Worked (REG, OT).

6. In the Cost Multiplier field, enter in the cost multiplier for the Pay Code if the default value

is not acceptable.

7. In the Billable Multiplier field, enter in the cost multiplier for the Pay Code rate if the default

value is not acceptable.

8. Check Split Hours if you want the Pay Code to be used for Split Hours. Split hours allow the

system to move hours from one Pay Code to another. Not allowed for BONUS Pay Code.

9. Check On Call Pay if you want to this type of pay to be added to hours. Only allowed for

BONUS Pay Code.

Time Guardian Series – Setup Wizard 3-11

The following table lists all of the Pay Codes with their predefined fixed and selectable

parameters. If the Cost Multiplier parameter is marked as “defineable” that means the default

value in the field can be changed by entering a new value and saving it. If the Split Hours,

Counts Towards Attendance, and Counts Towards Overtime parameters are selectable that’s

indicates that this action can be turned On or Off. A checkmark () in this column indicates the

default setting.

3-12 Time Guardian Series – Setup Wizard

If the “Counts Towards Attendance” box is not selected, the Absence flag will not be removed

even though hours have been added for that day. The Pay Codes you select during this setup

will be displayed in the Hours Grid of the Main View.

You must also decide whether hours assigned to a Pay Code will count towards daily

attendance by checking the box. This is important if you choose to track the Absences or

Exceptions, which will be set up in Step 6.

Note: The “BONUS” Pay Code for Hours type cannot count towards Split Hours, Attendance,

and Overtime.

Overtime

Overtime is the time an employee works that extends beyond a certain level of time set by the

company policy. Daily overtime is based on hours worked and is a way of rewarding the

employee for working more hours than a set hour value in one day. The hours that exceed the

set hour value are normally paid at a higher wage or rate.

If the “Counts Towards Overtime” box is not selected, then hours assigned to that Pay Code

will not be counted towards the Overtime qualification. If the “Counts Towards Overtime” box

is selected, then those hours will be included when processing an employee’s Overtime

qualification by checking the box. Overtime setup is defined during Step 4: Pay Class Setup.

Also, the Pay Codes you select during Step 4: Pay Class Setup will be displayed in the

Timecard Grid.

Note: The “SCK, VAC, PER, HOL, JURY, and/or BRV” Pay Codes for Hours type can count

towards attendance and/or overtime if they are selected (see table). The BONUS Pay

Code is for dollars and cannot count towards overtime, whereas the REG, OT, and DT

Pay Codes are for hours count towards overtime (see table).

If the “Download to clock” box is not selected, then Pay Codes will not be sent to the MTX-15

and/or FPT-40 terminal(s) to be used for labor transfer. A maximum of 4 Pay Codes based on

position number can be downloaded to the terminal(s).

Time Guardian Series – Setup Wizard 3-13

10. After completing the entry/selection of Pay Code information return to the Step 3: Pay Code

Setup.

Does your company have paid holidays?

Answering Yes to this question and pressing the Holidays button will give you access to the

Holiday General & Setting setup screens (see figures). Each Holiday requires a unique Name,

Date, Number of Hours and Pay Code. Comments can also be entered if desired in the

Description field. The Name and Hours fields are highlighted in yellow = must be filled.

1. Enter a name for the Holiday in the Name field [yellow required field].

2. Enter a description of the Holiday in the Description field.

3. Using the Pay Code dropdown list, assign the Pay Code that will be awarded for that

holiday.

4. Select the Type for the Holiday. The choices are Schedule or Hours. If Hours is selected,

proceed to Step 5. If Schedule is selected, proceed to Step 6.

5. Enter in the number of hours that will be awarded for the holiday [yellow required field].

6. Click on the Setting tab. The Setting tab is used to enter the date and condition definition for

the holiday.

3-14 Time Guardian Series – Setup Wizard

A formula is entered in the Date Definition and Condition tables to generate the holiday (see

next chapter for Date Definition and Condition tables).

Use of a formula can eliminate the need to enter a specific date. For example, to define New

Year’s Day, select the following terms in the Date Definition table:

Once saved, the holiday must then be assigned to a Pay Class. The table below gives an

example of a holiday that occurs on the same date but assigns different hours based on the Pay

Class.

An unlimited number of holidays can be added, and the custom holiday rule-based setting (see

figure) provides for holiday changes each year, so they do not have to be updated annually.

Note: Use the Save As button to make a copy of an existing holiday with a different

name.

7. After completing the Pay Code and Holiday entry/selection of information for Step 3: Pay

Code Setup, click on the Next button to advance to Step 4: Schedule Setup.

Step 4: Schedule Setup Wizard [Optional Wizard Setup Step]

Time Guardian Series – Setup Wizard 3-15

Do you want to create schedules for your employees?

Click Yes and press the Schedule button to define at least 1 Schedule if you are scheduling

employees. The default is No Schedule, which is automatically assigned to all employees when

the company schedules employees. When you press the Schedule button the following screen

will appear:

Note: Employees can only be assigned to 1 schedule/day and schedules cannot overlap.

1. Create a new Schedule. You will be required to enter a Name.

2. Click on the Add button and a row will appear to define the new schedule. Select the Start

Day from the dropdown choices of Current Day, 1 days before, or 1 days after. Click in the

End Day field and select from the End Day choices of; Current Day, 1 day after, 2 days

after, or 3 days after. The Start and End Days define when a schedule will run (start) to

(end).

3. Enter a Start Time and End Time in the appropriate fields of the Week for the Start and End

times of the schedule. If a schedule crosses midnight, you will also be required to indicate

what day you want the punches to be applied to. This is done by selecting Previous, Next,

or Current for the Start or End times.

4. Schedules with different Start and/or End times can also be created. This is done by first

creating a basic schedule and entering the days with common Start and/or End times.

Select the Add button to add another row for the schedule. For example, the standard 8am-

5pm shift Mon – Fri might have a different start and end time on Sat and Sun.

5. After completing the entry/selection of information for Step 4: Schedules Setup, click on the

Next button to advance to Step 5: Pay Class Setup.

Step 5: Pay Class Setup Wizard [Required Wizard Setup Step]

3-16 Time Guardian Series – Setup Wizard

Note: Step 5: Pay Class Setup only performs basic Pay Class setup. If you are configuring

Amano Time & Attendance software with the Advanced Pay Class module activated,

i.e., Time Guardian Pro you must continue configuring Pay Class rules from the Pay

Class module in the tree view (see Advanced Pay Class, Advanced Overtime,

Advanced meal, and Advanced Rounding sections) as the Overtime Rules tab,

Rounding Rules and Meal Rules tabs will be grayed out [non-accessible]. There is NO

Custom selection in the Pay Period Interval Settings (see Pay Class module in tree

view).

Configure your Pay Class rules

Press the Pay Class button to define the employees pay rules. The system will allow unlimited

pay policy templates. When you press the Pay Class button the following screen will appear:

1. To create a new Pay Class, you will be required to enter a Name.

2. Enter a brief description of the Pay Class in the Description field.

3. Select Apply On Call Pay for Weighted Average Overtime if On Call Pay is desired (see

Advanced Labor/Rate Module for more detailed description of Weighted Average Rate of

Pay.

4. Select the desired Pay Period Interval Setting from the following choices:

• Weekly: Employees are paid every week.

• Bi-Weekly: Employees are paid every two weeks.

• Semi-Monthly: Employees are paid twice a month.

• Monthly: Employees are paid once a month.

5. For Weekly select Day of the Week from the dropdown list. For Bi-Weekly click the down

arrow to display the calendar, and double click on the desired date to populate the field. For

semi-monthly, enter the 1st and 2nd day of the month selection (default 1st = 1, 2nd = 15). For

monthly enter the day of the month from 1 to 31.

6. Select if employees of this Pay Class work past 2:00 AM?

7. Enter the desired Day Change Settings by entering the hour when the day change occurs

and selecting “Before midnight” or “After midnight”.

Time Guardian Series – Setup Wizard 3-17

Day Change Settings should only be changed if employees are scheduled to start work

after 02:00 AM and you want those hours applied to the current day.

Midnight (00:00) marks the start of a new day. However, there are times when an employee

is scheduled to start on one day and end on another (i.e., start work at 10:00 PM Sunday

and leave work at 6:00 AM Monday).

Day Change Settings allow the Time & Attendance software to account for a midnight day-

change time and calculate the number of hours correctly, placing the punches on the

current day.

For example, using the following settings, there are two scenarios where the hours can

either be applied to Sunday or Monday.

Scenario #1

If you want the hours applied to Sunday, then Sunday becomes the Current day and the

hours from Monday are shifted backwards to Sunday.

• The following timeline example illustrates an employee punching in at 8:00 PM and

punching out at 4:00 AM.

Scenario #2

If you want the hours applied to Monday, then Sunday becomes the Previous day and the

hours from Sunday are shifted forwards to Monday.

In either scenario, the Day Change Time must be configured. The exception to this rule is

when a punch occurs after the day change time, but falls within the Maximum shift length.

The Maximum shift length (window) is the period of time that punches will be calculated for

a schedule that crosses day change time: 12 –13 hours is a recommended number for this

field. This allows all lunch or break punches to be applied to the correct schedule.

In the examples below, 2:00 AM will be used for the Day Change Time. Once defined, you

must determine if this time is to start Before or After midnight. When Before midnight is

selected, all hours from 00:00 – 2:00 AM will be recognized by the Time & Attendance

software as part of the Previous day. Anything after 2:00 AM will be applied to the Current

or New Day.

When After midnight is selected, all hours from 00:00 – 2:00 AM will be seen by the Time &

Attendance software as part of the Current day and anything beyond 2:00 AM will be

applied to the Next day.

Examples of “Before” and “After” midnight settings:

2:00 AM Before Midnight means that all punches up to 2:00 AM will be applied to the

Previous day and any punch after 2:00 AM will be applied to the Current day.

2:00 AM After Midnight means that all punches up to 2:00 AM will be applied to the

Current day and any punch after 2:00 AM will be applied to the Next day.

10:00 PM Before Midnight means that all punches up to 10:00 PM will be applied to the

Previous day and any punch after 10:00 PM will be applied to the Current day.

10:00 PM After Midnight means that all punches up to 10:00 PM will be applied to the

Current day and any punch after 10:00 PM will be applied to the Next day.

• The day change time is set to 2:00 AM.

• The Day Change is configured to Before Midnight, with a maximum shift length of 12

hours and 59 minutes.

3-18 Time Guardian Series – Setup Wizard

In the example, even though two of the punches (2:30 AM and 4:00 AM) occur after day

change time, they are within the maximum shift length and are calculated on the same day

(the day the IN punch occurs).

8. Enter the maximum shift length an employee can work for.

Overtime Rules

1. Click on the Overtime Rules tab and the Overtime Rules screen will appear (see figure).

This tab is used to define the basic daily and weekly overtime rules for this Pay Class. The

Time & Attendance software was designed to accommodate a wide variety of overtime rules

[activation of the Advanced Overtime module adds additional capability such as Overtime

Execution order, Daily Overtime template, Consecutive and non-consecutive template, etc.].

You can cancel all authorized overtime by clicking No to the question; Do you want to

authorize your employee's hours?

Note: If the Advanced modules are activated the Overtime Rules tab will be non-accessible.

2. Select Yes if overtime applies to this Pay Class.

Time Guardian Series – Setup Wizard 3-19

3. Select authorization if the company schedules the employees. By default the following

options are unchecked;

Hours for payroll require authorization – when checked a user with Admin or Payroll

privileges (see Step 9: Login) needs to approve employees hours in the timecard before

they can be passed to the payroll. However, the hours will still be calculated. (see example

timecard and table).

Note: The following three schedule authorizations will not be enabled if no schedule created.

Hours worked before an assigned schedule require authorization – when checked a

user with Admin or Payroll privileges (see Step 9: Login) needs to approve employees hours

in the timecard that occur before a schedule before they can be calculated (see example

table).

Hours worked beyond an assigned schedule require authorization – when checked a

user with Admin or Payroll privileges (see Step 9: Login) needs to approve employees hours

in the timecard that occur after

Day

a schedule before they can be calculated (see example

table).

Hours worked on an unassigned schedule require authorization – when checked a user

with Admin or Payroll privileges (see Step 9: Login) needs to approve employees hours in

the timecard that occur during non scheduled time before they can be calculated (see

example table).

For example, employee Bill Jackson is an engineer who is assigned to a schedule to work

Monday to Friday from the hours of 08:00 (8:00 AM) to 17:00 (5:00 PM) with an hour for lunch

(does not punch for lunch) and there is no punch rounding. The following table for employee Bill

Jackson utilizes a few options to illustrate how time calculations would be affected by

authorization. Option 1 = No authorization for before, after, or unassigned hours is checked

(enabled); Option 2 = Authorization is required for before and after; and Option 3 =

Authorization required for unassigned hours.

In

Punch OUT

Punch Assigned

Schedule Option Total

Hrs. Timecard Punches

Mon 07:30 17:30 08:00

–

17:00

Option

1 9 hours All hours in timecard.

Depending on Overtime rules

potentially 1 hr OT

Tues 07:00 18:30 08:00

–

17:00

Option

2 8 hours

8 Scheduled hours reported

and authorization required for

B-Sch & A-Sch for punches to

calculated. Without

authorization, only 8 hrs paid.

With authorization, potentially

2.5 hrs OT?

Sat 10:00 14:00 No

Schedule Option

3 0 hours

No hours in timecard.

Unscheduled hours must be

authorized. With authorization 4

hours, with potential for

counting towards OT?

4. Select the Daily overtime after and enter the hours to award overtime after the assigned

number of hours have been worked in a day.

3-20 Time Guardian Series – Setup Wizard

Daily Overtime is the time an employee works that extends beyond a certain level of time set

by the company’s policies. Daily overtime is based on hours worked and is a way of

rewarding the employee for working more hours than a set hour value in one day. The hours

that exceed the set hour value are normally paid at a higher wage or rate.

Up to (2) levels of Daily Overtime can be used. Each level can be assigned its own

threshold limit that move the hours from one Pay Code to another. The following table

shows an example.

5. Select the Weekly overtime after and enter the hours to award overtime after the assigned

number of hours have been worked in a week.

Weekly Overtime rewards employee’s overtime hours for working more hours than a set

hour value for that particular week or pay period. The hours that exceed the set hour value

are normally paid at a higher wage than regular (REG) Pay Code hours. Weekly Overtime is

set in the Weekly Overtime window, which is accessed by selecting the Weekly Overtime

within the Setup Wizard Pay Class step.

Up to (2) levels of Weekly Overtime can be used. Each level can be assigned its own

threshold limit that move the hours from one Pay Code to another. See the following table

for an example.

6. Select the Reset Options for Weekly overtime after for; Specific Day of Week by selecting

the day of the week from the dropdown, select Pay Period Day of Week Start to auto reset

on every week on the pay period start day, or select Pay Period to auto reset every pay on

start date.

7. Select if Worked on Holiday is considered as overtime, else any holiday dates will not be

counted towards overtime based on the other overtime rules.

Time Guardian Series – Setup Wizard 3-21

Note: This selection will be disabled if you selected that your company does not pay for

Holidays (see Step 3: Pay Code)

8. Select the Advanced Overtime Rules tab (only active if Basic Daily Overtime is checked) to

select advanced daily overtime rules (see figure).

9. Click the Apply advanced Daily Overtime rules box, enter the hour amount to work before

applying, and assign to a Pay Code of OT or DT. If DT is selected for Overtime Level 1, OT

Level 2 will be disabled.

10. From the Pay Class Advanced Overtime Rules, click on the Weekly Overtime tab to define

the Weekly Overtime (see figure).

11. Click the Apply advanced Weekly Overtime rules box, enter the hour amount to work

before applying, and assign to a Pay Code of OT or DT. If DT is selected for Overtime Level

1, OT Level 2 will be disabled.

12. From the Pay Class Advanced Overtime Rules, click on the Weekend Overtime tab to

define the Weekend Overtime (see figure).

3-22 Time Guardian Series – Setup Wizard

13. Click the Apply Weekend Overtime rules box, enter the Saturday & Sunday hour amount

to work before applying, and assign to a Pay Code of OT or DT. If DT is selected for

Overtime Level 1, OT Level 2 will be disabled.

14. From the Pay Class Advanced Overtime Rules, click on the Consecutive Day Overtime tab

to define the Consecutive Day Weekend Overtime (see figure).

Consecutive Day Overtime awards overtime based on the qualifying number of consecutive

days worked. If an employee fails to work the number of consecutive days needed to

qualify, no overtime is awarded.

Time Guardian Series – Setup Wizard 3-23

Up to two levels of overtime can be set for Consecutive Day Overtime calculations. Each

level consists of two settings, Consecutive Day Overtime 1 and 2. To enable this option,

click on the Consecutive Day Overtime checkbox.

For Level 1, select the number of consecutive days (up to 7), then enter the number of

hours that must be worked and assign the pay code to be awarded for each setting

(Consecutive Day Overtime 1 and 2). If Consecutive Day Overtime 1 is to be used for all

hours worked, 00:00 must be entered in the hour’s field for the corresponding day and the

overtime hours awarded must be assigned to the OT or OT2 pay code.

For Level 2, select the number of consecutive days (up to 7), then enter the number of

hours that must be worked and assign the pay code to be awarded for each setting

(Consecutive Day Overtime 1 and 2). If Consecutive Day Overtime 1 is to be used for all

hours worked, 00:00 must be entered in the hour’s field for the corresponding day and the

overtime hours awarded must be assigned to the OT or OT2 pay code.

15. Select Yes to Apply Consecutive Overtime rules to enable rules. Then select when to reset

Weekly Overtime.

16. Enter the Saturday & Sunday hour amount to work before applying, and assign to a Pay

Code of OT or DT. If DT is selected for Overtime Level 1, OT Level 2 will be disabled.

Rounding Rules

Note: If the Advanced modules are activated the Rounding Rules tab will be non-accessible.

1. Click on the Rounding Rules tab and the Rounding Rules screen will appear (see figure).

This tab is used to define the basic rounding rules for this Pay Class.

2. Select Yes to enable rounding rules for this Pay Class, and select rounding settings for

either Daily Rounding or Punch Rounding. For Daily Rounding all IN and OUT punches

for a day will be rounded with Unit/Point. For Punch Rounding, all punch pair hours will be

rounded with Unit/Point.

Rounding was created so that employers could define rules that would allow employees’

punched time to be rounded to a defined unit. The time that the employees’ punches move

forward or backward is based on a defined point. This allows all of the hours to be better

managed for payroll purposes because rounding moves an employee’s punches [IN/OUT]

or daily [hours] to an even amount to make it easier for calculations.

3-24 Time Guardian Series – Setup Wizard

The Time & Attendance software allows you to apply the defined Unit and Point to individual

punches (Punch Rounding) or the daily total of hours worked by an employee (Daily

Rounding). For Punch Rounding, you must specify the Unit and Point individually for both

the IN and OUT punches (a punch pair). For Daily Rounding just the total amount of time for

the day is rounded.

A Time Simulation tool has been included on the Overtime Rules screen to test your

settings. For example, employee Bill Jackson is displayed in the following table using the

same rounding formula of Unit = 15 and Point = 7 for 2 different scenarios (Daily and

Punch Rounding) with 2 different times for punching put.

The following example illustrates the difference for an employee who normally works from

08:00 to 17:00 with no time off for lunch each day having his time being calculated with Daily

Rounding (which rounds by total time) versus Punch Rounding (which rounds by each punch –

punch pairs).

The following example table is provided to give you a visual example (similar to the Rounding

Simulator) of where a defined Unit starts and ends. The Time & Attendance software only

allows the Unit to be one of the following numbers: 1, 3, 6, 15 or 30. Selecting 1 would be

minute to minute, thus no example is shown.

3 Unit 6 Unit 15 Unit 30 Unit

00:00 (First Unit Start) 00:00 (First Unit Start) 00:00 (First Unit Start) 00:00 (First Unit Start)

00:01 00:01 00:01 00:01

00:02 00:02 00:02 00:02

00:03 (Next Unit Start) 00:03 00:03 00:03

00:04 00:04 00:04 00:04

00:05 00:05 00:05 00:05

00:06 (Next Unit Start) 00:06 (Next Unit Start) 00:06 00:06

00:07 00:07 00:07 00:07

00:08 00:08 00:08 00:08

00:09 (Next Unit Start) 00:09 00:09 00:09

00:10 00:10 00:10 00:10

00:11 00:11 00:11 00:11

00:12 (Next Unit Start) 00:12 (Next Unit Start 00:12 00:12

00:13 00:13 00:13 00:13

00:14 00:14 00:14 00:14

00:15 (Next Unit Start) 00:15 00:15 (Next Unit Start) 00:15

Time Guardian Series – Setup Wizard 3-25

3 Unit 6 Unit 15 Unit 30 Unit

00:16 00:16 00:16 00:16

00:17 00:17 00:17 00:17

00:18 (Next Unit Start) 00:18 (Next Unit Start) 00:18 00:18

00:19 00:19 00:19 00:19

00:20 00:20 00:20 00:20

00:21 (Next Unit Start) 00:21 00:21 00:21

00:22 00:22 00:22 00:22

00:23 00:23 00:23 00:23

00:24 (Next Unit Start) 00:24 (Next Unit Start) 00:24 00:24

00:25 00:25 00:25 00:25

00:26 00:26 00:26 00:26

00:27 (Next Unit Start) 00:27 00:27 00:27

00:28 00:28 00:28 00:28

00:29 00:29 00:29 00:29

00:30 (Next Unit Start) 00:30 (Next Unit Start) 00:30 (Next Unit Start) 00:30 (Next Unit Start)

This pattern will repeat itself throughout the entire day.

Meal Rules

Note: If the Advanced modules are activated the Meal Rules tab will be non-accessible.

1. Click on the Meal Rules tab and the Meal Rules screen will appear (see figure). This tab is

used to define the basic meal rules for this Pay Class.

The Meal Rules tab will allow you to define the Meal rules for a Pay Class of employees.

Start by selecting Yes to the question "Do you want time deducted for a meal?" Next enter

the Minimum hours that an employee must work before the Meal rule will be applied,

followed by the length of the Meal deduction.

3-26 Time Guardian Series – Setup Wizard

Once a meal deduction is defined, you have the option of whether the employee will punch

out during the meal period. If so, you must define whether rounding will apply to these meal

period punches. When an employee punches IN and OUT for their meal, the window that

these punches occur in must be defined so that the meal will not be deducted twice. To

prevent meal punches from being deducted twice, check the box next to the question “Do

employees punch at meal time?”

The concepts for meal rounding are the same as those used in the Rounding Rules tab. If

rounding is to be used for meal punches, enter the desired Unit and Point. You must also

enter the number of hours an employee must work before the meal period in the “Hours to

work before start of meal window” field.

For example, if the scheduled start time is 9:00 AM, and the Hours to work is set to 3:00,

then the meal window for this employee would start at 12:00 PM. If the scheduled start time

is 7:00 AM, and the hours to work is set to 3:00, then the meal window for this employee

would start at 10:00 AM.

Enter the Length of Meal window. This is the length of time between an employee's meal

punches that will be applied toward the meal rule.

Enter in the Meal Grace. This is the number of minutes that an employee can return late

from a meal before additional time is deducted.

Note: If you wish to visualize the properties of Rounding, view the Rounding Demo by clicking

on the button on the Pay Class Rounding Rules and Meal Rules

screens from Setup Wizard for Pay Class. The following Rounding Demo view will

appear:

Clicking in the dropdown boxes for Hour and Minute will set the actual time clock display,

while clicking in the dropdown boxes in Unit and Point will enter the rounding rules. This

presents a real time visual display of actual time versus rounded time.

The following example illustrates how the Meal Rules tab from Pay Class can provide control of

time utilized for meals by providing such items as;

• Auto meal deduction

• Normal meal time

• Meal rounding settings

• Meal punching with grace time

A Time Simulation tool has been included on the Meal Rules screen to test your settings. For

example, hourly employee Bill Jackson is displayed in the following table using the same

rounding formula of Unit = 15 and Point = 7 with various scenarios for meal rules. For this

example a normal meal time = 45 minutes.

Time Guardian Series – Setup Wizard 3-27

* Note: In the following example, the Hours to work before a meal = 3:00 hours, and the meal

window length is set to 2:00 hours with a schedule of 08:15 to 17:00 with 45 minutes

for lunch. So employee Bill Jackson has met the window requirements for punching

Out and In for lunch of 11:15 to 13:15. This will prevent meal punches from being

deducted twice because he was within the meal window/.

With Meal Grace

No Meal Grace

For the following example the employee has a regular schedule of working from 08:15

to 17:00.

3-28 Time Guardian Series – Setup Wizard

Holidays

1. From the Pay Class screen, click on the Holidays tab and the Pay Class Holidays screen

will appear (see figure). This tab is used to assign pre-defined Holidays to a Pay Class.

Note: The tab will not be enabled if you selected No in Step 3: Pay Code Setup for “Does your

company have paid Holidays?”

The Holidays assigned to a Pay Class can be displayed in calendar format by clicking on the

Calendar button. This button is activated when at least one Holiday is assigned to the

Pay Class. The Year view (see figure) is used to see the current, previous, or following

year’s scheduled holidays.

Click on the icon too print the displayed Holiday calendar, and to close the calendar, click

on the button.

Time Guardian Series – Setup Wizard 3-29

2. After completing the entry/selection of information for Step 5: Pay Class Setup, click on the

Next button to advance to Step 6: Exception Setup.

Step 6: Exception Setup Wizard [Optional Wizard Setup Step]

Select Exceptions you would like to track

Press the Exceptions button to select from 9 predefined exceptions.

Exception Setup allows you to select whether or not to track differences in the time that an

employee was scheduled and the actual time worked. The Time & Attendance software has

nine (9) standard Exceptions which are located in the “Selected” list that can be moved to the

“Available” list (see figure). The default is all exceptions selected. However, activation of

advanced modules can add up to an additional 26 Exceptions (see figure).

1. To add an Exception, highlight the desired Exception in the Available list and click on the

Add button. To select all the listed Exceptions, click on the Add All button. To remove an

Exception from an employee’s record, highlight the desired Exception in the Selected list

and click on the Remove button. To remove all the listed Exceptions, click on the Remove

All button.

3-30 Time Guardian Series – Setup Wizard

These 9 standard exceptions are:

You may choose to track all, some, or none of these exceptions. The table below gives an

example of the exceptions that would be displayed for an employee who was assigned to an

08:30 AM to 17:00 PM schedule. These Exceptions are based on the recorded IN and OUT

punches.

In the example above an employee has a schedule for Monday through Friday, and worked on

Saturday, so the UNSCH exception would be displayed indicating that no schedule was found

for that day.

2. After completing the entry/selection of information for Step 6: Exception Setup, click on the

Next button to advance to Step 7: Employee Setup.

Step 7: Employee Setup Wizard [Required Wizard Setup Step]

Time Guardian Series – Setup Wizard 3-31

Do you want to import employees from Access Control?

Answer Yes to this question if you want to use this built-in import feature. This feature allows

you to import Time and Attendance employee information from the Access Control database

directly into the Time & Attendance software.

Note: This feature is only active if you selected in Step 1: General Setup Yes to integrate

Access Control. Also, the Access Control module has to be activated.

1. To use this feature, select the Tag Holder Type from the dropdown menu choices of Access

and Time or Access only.

Note: Employees imported with the Tag Holder Type of Access only will be marked in the

Access Control database as Access and Time.

2. Press the Find button (see figure) to search for the Access Control database, you will need

to know the name and location of the import file.

Employees who cannot be imported will appear in the information message box indicated in red

with a description of why they failed to meet import criteria. Select the employees you desire

from the list of found employees by clicking in the “Select” column or check “Select All”. Press

the Run Import button and the employees will be imported into the Time Guardian database

with confirmation information appearing in the message box in blue (see figure for TG Plus

example).

Once complete, field’s specific to Time Guardian such as Schedule, Department, Wages and

Employee Type will have to be updated for the newly imported employees from Access

Control. These items can also be globally assigned.

3-32 Time Guardian Series – Setup Wizard

Do you want to import employee information from specific file?

Answer Yes to this question if you want to use this built-in import feature. This feature allows

you to import employee information from a text file directly into the Time Guardian database. To

use this feature, you will need to know the name and location of the file to be imported.

Click on the Employee Import button and the Import window (see figure) will appear on the

General tab.

Note: Default import fields are provided to be used and defaults will be used if the imported file

does not contain data for those fields.

1. Create a new Employee Import file. You will be required to enter a Name.

2. In the Name field, enter a name for the Import profile.

3. Enter a brief description of the Import profile in the Description field.

4. Enter the name and path of the import file in the File Name field, or click on the browse

button to the right of the field to browse for the file you wish to import.

5. Select the Import Type from; Employee, Individual Schedule, or Advanced Schedule. Select

whether or not you want to Override Existing employee data.

6. Click on the Import File Format Settings tab. This tab helps to define the format of your

import profile. If these parameters are not set to properly match the import file, the import

process might fail. The file contents window on the Import Field Map Settings tab screen will

help to indicate the file format. Pay attention when you select the following for an example:

Time Guardian Series – Setup Wizard 3-33

• Delimiter: Select a Delimiter from the dropdown list. The Delimiter is the character,

which separates the data elements from one another. The choices are: Tab, Comma,

Pipe, Semicolon, Backslash, Forward slash, or User Defined. If User Defined is

selected, you must enter the character in the field provided.

• Text Qualifier: Select a Text Qualifier from the dropdown list. The choices are: None,

Single Quote, or Double Quote. The Text Qualifier is the character, which encapsulates

a data element (i.e., “California”).

• Date Format: Select the date format from the dropdown lists. The choices are: Month

(1), Month (01), Month (Jan), Month (January), Year (90), Year (1990), Day (1), Day

(01), and Day (Mon).

• Hour Format: Select the hour format. The choices are; Hour (8:00), Hour (08:00), Hour

(08.00), or Minutes (480).

• Full Name Format: Select the Full Name Format from the dropdown list. The choices

are; FirstName LastName; FirstName Middle LastName; FirstName,Middle,LastName;

LastName FirstName; LastName,FirstName; and LastName,FirstName Middle

Note: This field will be available for assignment in the Import Field Map Settings tab.

7. Click on the Import Default Settings tab. This tab allows you set the defaults for data being

imported. Select the following:

• Employee Number: Select how the Employee Number will be defined. The choices are:

As it is, Same as Badge, or Manual Increment From. If Manual Increment From is

selected, you must enter the starting number in the field provided.

3-34 Time Guardian Series – Setup Wizard

• Badge Number: Select how the Badge Number will be defined. The choices are: As it is,

Same as Employee Number, or Manual Increment From. If Manual Increment From is

selected, you must enter the starting number in the field provided.

• Payroll Number: Select how the Payroll Number will be defined. The choices are: As it

is, or Same as Employee Number.

• Default Labor: Assign a default category for each Labor Level using the dropdown lists.

• Default Assignment: Assign a default Pay Class, Time Zone, and Schedule, using the

dropdown lists. Also, when Advanced Overtime Module is activated you can assign from

a “Daily Rule” and when Zone Differential Module is active you can assign a “Zone”.

Note: The defaults will be used if the import file does not contain data for these fields.

8. Click on the Import Field Map Settings tab. This tab allows you to manually define the

elements of the import file you are using.

Note: The data elements in the selected list should match the data fields of the import file. The

selected data elements should also be in the same order as they appear in the import

file (use the Move UP & Down buttons if necessary).

The contents of your import file will be displayed line by line in the File Contents window

(see figure for example). This area allows you to assign fields to data elements in each line.

You can select to import a single line, a selected group of lines or all lines.

To set the row number of the import file that the import operation will begin at, enter a

number in the Start Import At Row field.

Each data element in the import file must be defined in the order that it appears. Data

elements can be separated by commas, tabs, and semicolons. To assign a field, select a

data element in the Available list and click on the Add button. To select all the fields, click

Time Guardian Series – Setup Wizard 3-35

on the Add All button. The field(s) will then be displayed in the Selected list. Add additional

fields until all data elements have been properly defined. Use the Remove Fields button to

un-assign fields. To skip a data element, click on the ][ button. A “][“ character will appear in

the Selected list to indicate that a data element was skipped.

To re-order fields in the Selected Window, use the Move Up and Move Down buttons.

9. Click on the Run Import button, to Import an employee file into the Time & Attendance

software.

10. Click on the Apply button to save the Import information and return to the Step 7:

Employee Setup. Click on the Close button close the Import window without saving.

Would you like to create employees at this time?

Click Yes for this question and press the Employee button if you want to enter employees. The

Employees module (see figure) of the Time & Attendance software allows you to have up to one

hundred (100) active employees and assign them a schedule with Pay Class and wages.

Note: Optional additional active employee amounts are available upon activation for

incremental increase all the way up to an unlimited number of employees.

Each employee record requires a unique Employee and Badge number, both of which are

entered in the Employee module on the General tab (see figure). The standard Employees

module for Time Guardian consists of seven (7) tabs: General, Personal, Contact,

Assignments, Schedule, Labor Level, and Wages. Activation of the Access Control module

can add Nexus 220 or AmanoNet [for access control] when selected in Wizard Setup Step1.

Activation of the Benefit Time module will add the Certification and Benefit tabs. Activation of

the Web Access module will add the Web Access tab.

The Pay Type will only be active when Salary has been selected for the Type of Employee. The

Time & Attendance software has two Employee Types:

• Hourly employees – These employees are required to punch at the clock in order for hours

to be calculated and awarded.

• Salary employees – These employees must have an assigned schedule and are paid

automatically either By Hour or By Schedule.

Note: Remember when creating a Salary Employee you must have a schedule before hours

will be calculated. A salaried employee with Pay by Hour can punch for exception

tracking, while a salaried employee with Pay by Schedule cannot punch.

You can lookup employees from any of the Employee screens by clicking on the Filter

Employee icon on the top of each Employees screen to filter employees with using Pay

Class, department, and/or employee criteria. The following is an example of the screen that will

appear when you click on the Employee tab from the Employee Filter screen:

3-36 Time Guardian Series – Setup Wizard

By default, all employees are selected. You can filter out employees by selecting:

• To add an employee to the list, highlight the desired employee in the Available list and

click on the Add button. To add all employees to the list, click on the Add All button.

• To remove an employee from the list, highlight the desired employee in the Selected list

and click on the Remove button. To remove all selected employees, click on the

Remove All button.

• Select the desired sort criteria from the dropdown list. Both the Available and Selected

lists of employees can be sorted by typing in the “Criteria” fields above each list.

• Click on the Pay Class tab to utilize available Pay Classes as a filter for employee

reports and follow the same preceding procedure.

• Click on a Department tab to utilize available departments as a filter for employee

reports and follow the same preceding procedure.

From Setup Wizard in Step7: Employee Setup, check the box to Sync Employee(s) with

QuickBooks and select the method of synchronization from the dropdown choices of; Import

from QuickBooks, Export to QuickBooks, or Both ways [bi-directional].

The synchronization will be performed depending on what was selected for the method of

synchronization in the Wizard Employee Setup for how to Sync Employee(s) with

QuickBooks with the choices of;

• Import from QuickBooks – QuickBooks acts as the master. Suggested for scenario

where you already have the QuickBooks as the payroll software and the Time &

Attendance software is being added.

• Export to QuickBooks - Suggested for scenario where you already have the Time &

Attendance software and QuickBooks is being added as the payroll software.

• Both ways – Employee information will bi-directional transfer, but QuickBooks remains

as the master. If employee is changed in the Time & Attendance software, the employee

change must be updated in QuickBooks to maintain good synchronization.

When you have finished, click on the button to save your settings.

Note: This function can also be done with Global Apply command from the main employee list.

Create a new Employee and you will be required to enter a Name, etc. Click on the necessary

tabs to complete the entry of employee information. See the following paragraphs for

description. Also, see the Employee Administration chapter.

Time Guardian Series – Setup Wizard 3-37

Employees General

When using an MTX-15 terminal, the Time & Attendance software provides you with two options

to punch: with a badge or with a specific PIN number. The FPT-40 terminal provides you with

two options to punch: with a specific ID number, or biometric template [fingerprint].

• Badges: When Badges are used, the Badge/PIN Number section of the Employee Setup

needs to be the same number as on the badge. Should an employee forget their badge, the

PIN to be entered is the same as the employee’s badge number.

• PIN Only: If Badges are NOT used in the system, then ANY number may be entered in the

Badge/PIN section of the Employee Setup. (The MTX-15 terminal can use up to 12 digits).

Note: Please keep a record of the employee PIN Number, as the software automatically masks

this information when entered. This number must be unique.

Enter the employee Pay Type. Examples of both are described below:

• By Hour: When selected, a Salary employee will be awarded the number of hours entered

here on each day scheduled. For example, if the number entered is 8, and the employee is

scheduled to work from Monday through Friday, then they will be awarded 8 hours for each

of those days. The total amount will be 40 hours for the week.

• By Schedule: When selected, a Salary employee will be awarded the number of hours

defined for each scheduled day minus their mealtime. For example, if the employee is

assigned to work from 8:00 AM to 5:00 PM with no mealtime, the employee will be given 9

hours for each of those days, for a total of 45 hours for the week. If a 30-minute mealtime is

included, then the time awarded for each day would change to 8 hours and 30 minutes. The

total amount will be 42:30 hours for the week.

Information contained in the General tab can be printed out for each employee when the

Employee Report is selected from the Report List. The information in the Personal and Contact

Tabs (see the following figures) is for reference purpose only. Employees can be added to the

system at any time by accessing the Setup Wizard from the Edit menu.

Note: Use the inactive field to remove an employee from being calculated, but still leave the

employee information in the system for historical records, and/or in case you want to reactive

the employee at a later date, i.e., may be a seasonal employee?

3-38 Time Guardian Series – Setup Wizard

Select from the dropdown the Management Type of; Access Control & Time Attendance, Time

Attendance, or Access Control. The following Special Note only applies if the Access Control

module is active.

Special Note: Must change employee and department information in the Time & Attendance

software for changes to be reflected in both the Time & Attendance software and

the Nexus or AmanoNet databases.

When a Time Attendance & Access Control employee is deleted in the Time &

Attendance software, that employee will be marked Access only in the Access

Control database. This type of person will not have their transactions transferred

to the Time & Attendance software.

Employees Personal

Use this tab as Human Resources function to record the following employee personal

information:

• Gender; Male or Female.

• Birth Date; use calendar to select.

• Marital Status;

• Education Level; None specified, Elementary, High School, Some College, No Degree,

Bachelor, Masters, Doctorate.

• IM Password; This field active only if Events Notification module is activated.

• Confirm IM Password; This field active only if Events Notification module is activated.

Time Guardian Series – Setup Wizard 3-39

Employees Contact

Use this tab as a Human Resources function to record employee contact information (see figure

for example).

Employees Assignments

Use this tab to Assign each employee to:

Pay Class: Assigns a Pay Class to an employee. Pay Classes can be created in the Setup

Wizard.

Time Zone: Assigns the time zone of the location that the employee works in.

Daily Rule: Assigns a daily rule to the employee if the Advanced Overtime module is active.

Supervised by: Assigns a supervisor field to employee. Can be used to filter employees.

Validation: Assigns employee(s) to terminal(s). Can be used to filter employees.

Apply on Call Pay for Weighted Average overtime: Adds On Call Pay [Bonus Pay Code] to

weighted average overtime pay. Can be used to filter employees.

3-40 Time Guardian Series – Setup Wizard

Employees Schedule

Use this tab to schedule employees.

Assign employees to:

Schedule: Assigns a Schedule to an employee. Schedules can be created in the Setup Wizard.

Define a Grace period for before and after time for Lock-in Schedule at the terminal.

Select to use and define an override with Schedule Rotation or Weekly template.

Employees Labor Level

Use this tab as to assign Labor Levels/Home Department to employees (see figure).

This tab allows you to assign default Home Labor Level Assignments for Departments to each

employee from the user defined dropdown lists. Only predefined Departments will appear under

“Home Labor Level Assignments”.

Note: See Advanced Labor/Rate Module, Example of Multiple Labor Levels for details about

Labor Level Association links (Parent/Child relationship).

Note: This function can also be done with Global Assign from the main employee list.

Time Guardian Series – Setup Wizard 3-41

Employees Certification

From the Employees screen, click on the Certification tab and the following type of screen will

appear:

This tab allows you to track the employee’s training, education, achievements, or certifications.

To add a certification, click on the Add/Edit Certification button.

To add a Certification, click on the New button. Enter in a name and description for the

Certification in the Name and Description fields. Click on the button when finished.

To add a Certification when first entering the Add/Edit Certifications screen, enter in a name

and description for the Certification in the Name and Description fields, and then click on the

button. Click on the button when finished.

To edit a Certification, highlight the desired item in the list. The selected Certification will appear

in the Name and Description fields. After making your changes, click on the button when

finished.

3-42 Time Guardian Series – Setup Wizard

To update a Certification, highlight the desired item in the list. The selected Certification will

appear in the Name and Description fields. After making your changes, click on the update

button when finished.

To delete a Certification, highlight the desired item in the list. The selected Certification will

appear in the Name and Description fields. Click on the button.

To add a Certification to an employee’s record, highlight the desired Certification in the

Available list and click on the button. To select all the listed Certifications, click on the

Add All button. To document the date the Certification was achieved, enter the date in the Date

Achieved field or use the Calendar icon provided.

To remove a Certification from an employee’s record, highlight the desired Certification in the

Selected list and click on the button. To remove all the listed Certifications, click on

the button.

Note: This function can also be done with Global Assign from the main employee list.

Employees Benefit

This tab allows you to adjust Benefit time for an employee. It also allows you to view Benefit

balances. This tab will only be visible if the Tracking Type on the Company module is select as

“Deaccrual” or “Import Balances”. If None was selected in this field, no Benefit tab will appear on

the Employees screen.

Note: If Import Balances has been selected from Setup > Company > Settings for Benefit

Tracking Type then the Add and Delete buttons to Adjust Benefit Time will be grayed out

because cannot adjust benefit time. When you import benefit balances you can only

keep track of how the imported amounts are used by showing Benefit Balance.

From the Employees screen, click on the Benefit tab and the following type of screen will

appear:

Select a Pay code from the dropdown list. The choices are all non-work hours type pay codes;

SCK, VAC, PER, HOL, JURY, and BRV.

Time Guardian Series – Setup Wizard 3-43

To adjust the benefit time for an employee, click on the Add button (Setup > Company >

Settings Tracking Type must be set to Deaccruals for Add to be enabled).

Click on the calendar icon to enter the date.

Click in the Amount field and enter the amount.

To reset the available amount to the entered value, check the Reset box

The benefit balance for an employee will appear under the Benefit Balance column if the

Tracking Type has been previously set to Deaccruals or Import Balance.

Note: This function can also be done with Global Assign from the main employee list.

Employees Web Access

This tab allows the supervisor/administrator when signed into the Time Guardian Pro system to

set the web access rights for an employee. From this screen the supervisor can assign the

employee a password to use for initial login to the web module. Retype this password in the

confirm password.

Next, select the modules below from the web client that you wish this employee to have access

to. Modules that are not checked off will not appear as menu selections when the employee logs

in.

From the Employees screen, click on the Web Access tab and the following type of screen will

appear:

Module Description

Punch Allows the employee to punch IN/OUT.

Previous Punch Allows the employee to view previos punches record on the system.

Time Sheet Allows the employee to view his or her timecard in read-only screen.

Adjustments Allows the employee to allocate hours he or she worked for the Payperiod.

Reset Password Allows the employee to change his or her password.

Schedule Posting

Report Allows the employee to schedule posting his or her timecard.

Note: This function can also be done with Global Assign from the main employee list (see

Global A).

3-44 Time Guardian Series – Setup Wizard

Employees Wages

Use this tab as to create, increase (%), and/or delete wage rates (cost) for employees.

This tab allows you to assign wages to employees. The Cost Rate and/or Billable Rate box(s)

will only be enabled if a Cost and/or Billable is configured in the Rate Setup module for

Standard Rate.

Click on the Add button and a row will appear in the Rates box. Enter a rate for the employee in

the Rate field. In the Operation field, select Rate, Add to, or Percentage. Rate is the employee's

actual rate. Add to will add to the existing rate (as defined in Rate Setup). Percentage will

increase the existing rate for the employee by the percentage as defined in Rate Setup.

Rates can be increased using the Operation field or by clicking on the Percent Increase button

and the following window will appear:

Click on the button to enter an effective date for the increase and enter the percentage you

wish to increase the rate. Click on the button when finished.

To delete a rate or rate operation, select the desired row, and click on the Delete button.

Note: Creating Cost rates can also be done with Global Assign from the main employee

list.

Employees Nexus220

This is part of an optional Access Control Module which requires activation to utilize. Use to

setup access control integration with PIN numbers and/or tags for each employee. See the

Access Control Integration section for additional configuration information.

Time Guardian Series – Setup Wizard 3-45

Employees AmanoNet

This is part of an optional Access Control Module which requires activation to utilize. Use to

setup access control integration with PIN numbers and/or tags for each employee. See the

Access Control Integration section for additional configuration information.

After completing the entry/selection of information for Step 7: Employee Setup, click on the

Next button to continue to Step 8: Terminal Setup.

Step 8: Clock Setup Wizard [Optional]

Note: Prior to commencing this step, it is recommended you install your terminal, using the

appropriate terminal installation guide. The terminal is installed to communicate with the

host PC. The installation guide will provide the necessary steps to install the terminal.

You may need to obtain the IP address for each Ethernet terminal(s) connected to the

system.

Step 8: Clock Setup is optional; use this step only if:

• The company doesn’t have access system

• The company doesn’t want the Time Attendance System to be integrated with Access

Control System.

• The company has an access system, but wants to use a different device(s) for Time

Attendance.

Do you have Terminal(s) other than Access Control Terminal(s)?

If Yes, the Time & Attendance software will automatically poll and upload punches from

connected terminals each time the software is opened.

3-46 Time Guardian Series – Setup Wizard

If No, the connected terminals will have to be polled manually using the Communications menu

in the Time & Attendance software.

Answer No to this question if only Access Control terminal(s) are directly connected to the PC in

which the Time & Attendance software is installed.

Do you want to configure Terminal Validation?

If Yes is selected for Terminal Validation, click the Terminal Validation button and the Terminal

Validation screen will appear (see figure). Terminal validation provides employee filtering from

the setup configured in the General, Department, Labor Levels, and Employee tabs (see the

figures).

Terminal Validation is used to assign employees and Labor Levels to selected terminals in the

system. When validation is used, only employees assigned to a particular terminal with the

selected Labor Levels can use the terminal. Labor transfers at the terminal can only occur within

the Labor Levels selected. Terminal Validations are downloaded to the selected terminals by

location in the Communications module. To do so, perform the following:

1. Create a new Terminal Validation and you will be required to enter a Name for the Terminal

Validation setting [yellow required field].

2. In the Description field, enter in a brief description of the Terminal Validation setting.

3. Click on the Department tab to select the Labor Level to be included in the Terminal

Validation from the Department screen (see figure). The Department category has

precedent over the Employees filter. For example, if employee numbers 1 - 20 where

assigned to the “Engineering” Department, and the Engineering Department was

deselected, the Employees tab would not list employees 1 – 20.

Time Guardian Series – Setup Wizard 3-47

• To add a Labor Level (department) category to the filter for Terminal Validation, highlight

the desired item in the Available list and click on the Add button. To select all the listed

items, click on the Add All button.

• To remove a Labor Level (department) category from filter for Terminal Validation,

highlight the desired item in the Selected list and click on the Remove button. To

remove all the listed items, click on the Remove All button.

• Select the desired sort criteria from the dropdown list (the choices are; Labor Number

and Name). Both the Available and Selected lists for terminal validations can be sorted

by typing in the “Criteria” fields above each list.

4. Click on another Labor Level tab and so forth to select that Labor Level to be included in

the Terminal Validation from the Labor Level screen (see figure). The Labor Level category

has precedent over the Employees filter. For example, if employee numbers 1 - 20 where

assigned to the “1-Engineering” Department, and the Engineering Department was

deselected, the Employees tab would not list employees 1 – 20.

• To add a Labor Level category to the filter for Terminal Validation, highlight the desired

item in the Available list and click on the Add button. To select all the listed items, click

on the Add All button.

• To remove a Labor Level category from filter for Terminal Validation, highlight the

desired item in the Selected list and click on the Remove button. To remove all the listed

items, click on the Remove All button.

• Select the desired sort criteria from the dropdown list (the choices are; Labor Number

and Name). Both the Available and Selected lists for terminal validations can be sorted

by typing in the “Criteria” fields above each list.

5. Click on the Employees tab to filter employees.

3-48 Time Guardian Series – Setup Wizard

6. To filter/add employees for the Terminal Validation setting, click on the

button. The Employee Filter window will appear:

This filter is deeper as it acts upon the previous filter from the Department tab to filter out

employees by selecting the Pay Class and Department/Labor Level tabs. Employees that

are assigned to the selected Pay Class and/or Department/Labor Level will appear in the

Available list. Also, you can use the Employee tab to sort the employee list using; Number,

Badge, Payroll, Last Name, First Name, and Comment, and then apply the criteria.

To add an employee to the Terminal Validation, highlight the desired item in the Available

list and click on the Add button. To select all, click on the Add All button.

To remove an employee from the Terminal Validation, highlight the desired item in the

Selected list and click on the Remove button. To remove all, click on the Remove All

button.

Do you want to configure Bell Schedules?

If Yes is selected for Bell Schedules, click the Bell Schedule button and the Bell Schedules

screen will appear (see figure).

Time Guardian Series – Setup Wizard 3-49

Special Note: Selecting Holidays will only work with HandPunches (all HandPunch models).

A Bell schedule requires you to enter the Duration for the bell to ring, the time of day for the bell

to ring and the days of the week. Multiple entries can be made for Bell Schedules with different

duration and day assignments. Bell Schedules are downloaded to the selected terminals by

location in the Communications module. To do so, perform the following:

1. Create a new Bell Schedule and you will be required to enter a name for the Bell Schedule

[yellow required field].

2. In the Description field, enter in a brief description of the Bell Schedule.

3. Click on the Add button. A blank row will appear in the Bells grid.

4. Enter a time (in 24 hour format) of the day in the Time column that the desired bell signal will

be activated.

5. Enter the duration (in seconds) in the Duration column that the bell circuit will be activated

for.

6. Check the appropriate day(s) of the week and/or Holiday (Holidays only work with

HandPunch terminals) that the bell circuit will be activated.

Do you want to configure your terminals?

If Yes is selected, click the Location/Terminal button and the

Locations screen will appear (see figure). Answer Yes to this question if you are using

terminals such as a Hand Punch, FPT-40 (Fingerprint), and/or MTX-15 terminal via a serial,

Ethernet, or modem connection.

3-50 Time Guardian Series – Setup Wizard

Before a Location can be created, a Bell Schedule and Terminal Validation must be set.

You must create a Location to communicate with your terminals. A Location enables the Time &

Attendance software to distinguish and interact with the desired terminal(s). Only one terminal

type can be used per Location. If you have more than one terminal type, you must have multiple

Locations.

The window will open on the General Tab with a Location Name. It is recommended to use the

default names for an MTX-15, FPT-40, or Nexus Lite terminal.

Note: Three default terminal locations have been setup and they are called “MTX-15 Default”,

“FPT-40 Default” and “Nexus Lite Default”. Direct connection (serial) for either terminal

does not require any additional setup, while Ethernet does require the IP Address for

each terminal.

To create a new Location:

1. Create a new Location and you will be required to enter a unique Name [yellow required

field] that will be used to describe the area or site where a terminal or group of terminals is

located.

2. In the Description field, enter in a brief description of the Location.

3. In the Term Type field; select the type of terminal you are using at this location. The choices

are MTX-5, MTX-10, MTX-15, MTX-20, FPT-40, HandPunch 1000, 2000, 3000, 4000, or

Nexus Lite.

4. In the TZ (Time Zone) Offset field, select the time zone difference in Hours and Minutes (if

applicable) between the physical location of your PC and the terminals.

5. In the Output Path field, enter the path of the output XML file. If necessary, press the

Browse button to navigate to the location of the XML output file.

6. If necessary, check the “Secondary Output File” box, and In the Output Path field, enter the

path of the secondary output file. Press the Browse button to navigate to the location of the

secondary output file.

7. For DLS (Daylight Savings Time ) Settings, enter the following:

• Start Date: The date that the DLS period will begin.

• Start Time: The time of the day of the Start Date that the DLS period will begin.

• End Date: The date that the DLS period will end.

Time Guardian Series – Setup Wizard 3-51

• End Time: The time of the day of the End Date that the DLS period will end.

Press the Reset button to Reset the DLS at the Terminal.

8. Click on the Connection tab.

9. In the Connection field, select the type of connection you are using to communicate with the

terminal(s). The required information in the Connection Info will depend on your connection.

• Ethernet: The terminals communicate to the Host PC via Ethernet connection. If

selected, you must enter the IP Address and Port. [Obtain the correct IP address from

your network administrator, or alternatively, please consult the appropriate terminal

manual (i.e., MTX-15 Installation Guide, FPT-40 Fingerprint Installation Guide, Nexus

Lite documents, Hand Punch 50e Manual, etc.) to perform terminal diagnostics,

hardware configuration, and identify the IP address].

• Modem: A modem is used at the Com Port of the Host PC to communicate to the

terminal(s). If selected, you must select the Com Port, Baud Rate, Modem Type, and

enter the Phone Number. If your modem is not available from the list, select a

compatible model. This information should be provided in the modem’s documentation.

The telephone number entered must be the terminal’s modem. (Include 1 + (Area Code)

+ 7-digit phone number, when applicable)

• Direct: The terminal(s) are directly connected to the Host PC via Com Port. If selected,

you must select the Com Port and Baud Rate.

10. Click on the Terminals tab to add, edit, delete, or find terminals.

11. To find terminals, click on the Find Terminals button to search for terminals (see figure).

3-52 Time Guardian Series – Setup Wizard

The Ethernet and directly connected terminals in this location will appear in the Terminals

list (see figure).

12. Double-click on the found terminal or highlight the terminal and click on the Add button to

add a new HandPunch Terminal to the Location and the Terminal window will appear for

setup. If adding a new FPT-40 or MTX Terminal you must first search for the Terminal.

13. In the Name field, enter in a unique name [required field] that will be used to describe the

terminal. This field will be automatically populated with the MAC address when the eyeglass

button is used.

14. In the Number field, enter in a unique number for the terminal if allowed.

15. In the Serial No. field, a unique number will appear for a found MTX-15 terminal.

16. If you wish to assign a Bell Schedule to the terminal, select one from the dropdown list in the

Bells field.

Time Guardian Series – Setup Wizard 3-53

17. If you wish to assign a Terminal Validation setting to the terminal, select one from the

dropdown list in the Validation field.

18. Click on the Options tab. In the Buttons boxes, place a check in the Labor box to activate

the Labor button for a MTX-15 terminal. This box will be grayed out for FPT-40 terminal

because this function is not available at the terminal. Click in the Coffee, Break, and/or Meal

boxes to activate those functions at the terminals.

19. In the Time Format box, select the time format (12-hour or 24-hour) for the terminal (FPT-40,

MTX-15 and Hand Punches).

20. In the Misc boxes, select whether to enable the RR, Keypad, Repunch Protection, and/or

view hours for the MTX-15 terminal. The only function available at the FPT-40 is to View

Hours.

21. If you checked the Labor button click on the Labor Button tab and the following screen will

appear to setup labor transfer buttons with departments at the MTX-15 terminal:

22. If you set the Term Type to Hand Punch 1000, 2000, 3000, or 4000 in the General tab, the

HP Options tab will also be enabled. This allows you to reassign configuration parameters

for Hand Punch terminals. Click on the HP Options tab and the following screen will appear:

3-54 Time Guardian Series – Setup Wizard

To configure for an HP 1000, 2000, 3000, or 4000 Terminal set the following:

Reject Threshold: The sensitivity of the terminal to the user’s hand geometry. Permitted values

are 40 [strictest setting] through 200 [least strict setting-almost off], with a default of 125.

Lock Control: The duration, in seconds, that the Lock Control output of the terminal will be

activated. The default is 10 seconds

ID Length: The User ID number length. Permitted values are 1 through 11, with the default

being 11. 10 digits are the maximum in any case, but if 11 are specified, the Enter key (#) must

be pressed after the 10th digit is entered.

Access Tries: The number of hand reading attempts a user is permitted to try hand readings

before being refused. The default is 6.

Passwords: The following fields are used to assign the Command Mode Group passwords for

the selected terminal. Each password may be up to 10 digits long

a. Security: Disable the hand reading checks in the terminal [required field].

b. Enrollment: Enroll and remove users [required field].

c. Management: General system management operations [required field].

d. Setup: Set the baud rate and number of the terminal [required field].

e. Service: Access to service and diagnostic functions [required field].

Punch Mode: Select one or both of the following data entry modes:

a. Explicit Punch: If checked, the Explicit Punch Menu will be enabled at the terminal.

b. Department Code: If checked, a Department Code will be requested each time a user

punches; otherwise the user must press the # key once before entering their ID number to

display the Department Code prompt.

23. To update the terminal settings, click on the Update button. This will download the current

settings in this window to the terminal.

24. After completing the entry/selection of information for Step 8: Terminal Setup, click on the

Next button to advance to Step 9: Login Setup.

Time Guardian Series – Setup Wizard 3-55

Step 9: Login Setup Wizard [Required]

Please create your personal login

The Login Setup allows you to create User profiles/accounts and assign access privileges to the

accounts in Time Guardian.

• When you add a profile, the option for the Administrator or Read Only access is provided.

Once an Administrator has been given access, they will have the ability to add, modify and

edit any data contained in the system.

Note: At least one administrator profile must be created in this step. Each profile consists of a

Name, Password and Language selection.

• Selecting Default User will cause this Login to be displayed each time the Time Guardian is

opened.

Press the Login button and the following Users screen will appear to enter general info for

account settings. The User’s window consists of (5) tabs: General, Password, Pay Class,

Department and Employee (see figure).

To create a User account:

1. In the General tab, enter the name of the individual or account you are adding in the Name

field.

2. Select the type of group you want the user to belong to from the dropdown choices of;

Administrator – will have full access to all functions (all modules).

3-56 Time Guardian Series – Setup Wizard

Payroll – No access to Setup Wizard from the Edit menu. Only access to Employee,

Timecard, Communications, and Recalculate modules. Also access to Reports and Payroll

modules. However, no access to Global assign and apply functions.

Supervisor – No access to Setup Wizard from the Edit menu. Only access to Employees,

Timecard, and Reports modules. However, no access to Global assign and apply functions.

Note: Only Users created during the initial Setup Wizard will have default Report and

Payroll (if created) profiles.

3. In the Account Settings section, select the following:

• Disabled: If checked, the user will be disabled. (Enabled is default)

• Expires On: When checked, the password will expire on a given date. When the date

arrives, a check will automatically be placed in the disabled option.

• Read Rates: When checked, the user will have read-only access to the Rates’ modules.

• Write Rates: When checked, the user will have write access to the Rates’ modules.

• Advanced Labor Filter: When checked, the user will have the ability to filter employee

with another labor filter (advanced) working independent of the employee labor level

filter.

4. Click on the Password tab.

5. Enter a user password and confirm the password.

Note: The minimum required password length is (6) characters with a maximum of 20

characters. The password can be any combination of letters and numbers and is case-

sensitive. However, no spaces and/or symbols are allowed.

Please make a note of your name (administrator/user) and password and keep in a safe

place:

6. Set the password expiration options. The choices are:

• Must change password on next login: The user will be prompted to enter a new

password for this account at login.

• Never expires: The password created will never expire.

• Expires after: This allows you to set a specific date for the password to expire. After this

date the user will be prompted to enter a new password.

• Cannot change password: The users will not be able to change their password.

Time Guardian Series – Setup Wizard 3-57

7. Click on the Employees tab to filter employees.

8. To filter/add employees for the Users, click on the button. The Employee

Filter window will appear:

By default, all employees are selected. This filter is deeper as it acts upon the previous filter

from the Department/Labor Level tab to filter out employees by selecting the Pay Class and

Department/Labor Level tabs. Employees that are assigned to the selected Pay Class

and/or Department/Labor Level will appear in the Available list. Also, you can use the

Employee tab to sort the employee list using; Number, Badge, Payroll, Last Name, First

Name, and Comment, and then apply the criteria.

To add an employee to the Users, highlight the desired item in the Available list and click on

the Add button. To select all, click on the Add All button.

To remove an employee from the Users, highlight the desired item in the Selected list and

click on the Remove button. To remove all, click on the Remove All button.

Note: By unselecting Pay Classes/Departments/ Labor Levels/Employees, it will reduce the

Employees that the user has access to.

Note: The Administrator cannot be deleted.

3-58 Time Guardian Series – Setup Wizard

9. Click on the Department and/or Labor Level tab(s) [only active if “Advanced Labor Filter” is

selected]. These tabs can be used to set the labor categories within each department that

the user has access to. Note: If a labor level is marked red it has expired.

10. By default, all departments are selected and will appear in the Selected list. Departments

can be removed from the Group by selecting them in the Selected list and clicking on the

Remove button. All the labor categories can be removed from the Selected list by clicking

on the Remove All button.

Departments can be simultaneously filtered in both the “Available” and Selected” lists in

ascending order by using the Sort field dropdown list. The choices in this list are; labor

number, or name.

Additionally, labor categories can be filtered in the “Available” or “Selected” lists by entering

additional case sensitive characters in dedicated Criteria fields (see illustration). The Criteria

field located above the “Available” list filters only that list, while the Criteria field above the

“Selected” list filters that list. Each list is filtered independently in ascending order.

Note: By unselecting Departments, it can reduce the Employees that the user can have access

to.

11. After completing the entry/selection of information for Step 9: Login Setup, click on the

Wizard Complete button at the bottom of the wizard to complete the setup of Time

Guardian and display Time Guardian login screen. The Time settings and other

configuration data will now be populated in the software, including the time setting on the

terminal(s). Time Guardian will poll for any connected terminals.

Note: Employees can be entered during the initial setup process, or any time later. Employees

can also be imported.

Time Guardian Series – How To Use 4-1

Chapter 4: Daily Use

Initial Startup

When the installation, software activation/registration, and Setup Wizard are complete, the

Login screen will appear. The following figures may use Time Guardian, Time Guardian Plus,

and Time Guardian Pro from the Time Guardian Series as examples.

Enter the Username and Password you defined in Step 9: Login Setup, and click on the

button and the Auto Find dialog will appear to select the type of terminal to be auto detected on

initial startup. The choices are MTX-15, FPT-40, or None of the Above. This dialog only appears

the first time the software is installed.

After terminal selection, the software will open with the Tree View (see Time Guardian Plus

example figure).

4-2 Time Guardian Series – How To Use

Note: The software will always open to the tree view in the last module opened. If necessary,

simply click on the “+” signs to expand the Daily Activities and/or Output Group to view

the modules [Setup with subordinate modules will be present if Advanced modules are

activated]. Some modules may not be active depending upon what selections were

made using the Setup Wizard (i.e., selecting No on Step 8: Clock for terminals other

than Access Control). Also, the User type (login) will control which modules are active

(i.e., a “Payroll” user logged in will not be able to see the Import, Export, and Auto

Process modules). Several modules such as Pay Class and Shift Rules will not be

visible unless the Advanced Pay Class and Advanced Meal modules are activated.

Note: Time Guardian Pro contains all modules.

Layout Appearance

The following is an overview of the screens for standard Time Guardian Plus with no activated

optional Advanced modules, menus, and buttons used throughout the system.

The above screenshot displays the Table View of Time Guardian Plus and identifies its various

sections. The item windows contained in the main screen can be resized by dragging the double

arrow pointer to the right or left, up or down, depending on the section you are working in. The

tree view for Time Guardian Pro would contain additional modules.

Title Bar

Located across the top of the screen, the Title Bar contains the software name, username, and

the Windows screen buttons that will allow you to minimize, resize or close the software.

Time Guardian Series – How To Use 4-3

Menu Bar

The Menu Bar contains three (3) drop-down menus [File, Edit, and Help], each with submenus

to provide additional options that will assist you in the administration and use of Time &

Attendance software.

File Menu

The features of the File Menu are:

• Log Off: Log off current user.

• Synchronize Access Control: Provides the ability to synchronize both the Amano Time &

Attendance software database with the AmanoNet 7.6 or Nexus 220 databases. This

submenu item will only appear after Access Control integration has been selected by

selecting Yes in the Setup Wizard Step 1: General Setup, pressing the Access Control

button, and configuring Access Control. When the Synchronize Access Control submenu

is selected all new transactions are transferred to the Time & Attendance software. The

Access Control module must be activated for this feature to work. See Access Control

section for more details.

• Synchronize Employee(s) with Payroll: Provides the ability to synchronize both the

Amano Time & Attendance employees with QuickBooks employees. This submenu item will

only appear after Sync Employee(s) with QuickBooks by selecting in the Setup Wizard Step

7: Employee Setup. When the Synchronize Employee(s) with Payroll submenu is

selected employee data are export to QuickBooks, Imported from QuickBooks, or Both

depending on the selection on the Wizard Employee Setup.

• Exit: Exit the application.

Edit Menu

The features of the Edit Menu are:

4-4 Time Guardian Series – How To Use

• Setup Wizard: Provides the ability to edit setup of the software such as adding additional

employees and changing current users (administrators). When this submenu is selected the

Setup Wizard will appear (see figure).

• Change Password: Provides the ability to change the password for the current user

(administrator) if it has expired, or is set to change password on Login. When this submenu

is selected the Change Password screen will appear (see figure).

Help Menu

The features of the Help Menu are:

• Help Topics: Provides access to the on-line Help.

• Time Guardian Licensing: Provides access to License Information and a connection for

software registration. Select License Information to see employee and concurrent user

Time Guardian Series – How To Use 4-5

capacities. This will also display what Time & Attendance modules are activated with a

green checkmark.

• Logged-In Users: Provides a screen showing all users currently logged into the TG Series

software. This feature only active for registered users.

• About: Provides the version of the software that you are using, which is required when

placing a support call.

Tree View

The Tree View (see the following figure) lists the desktop module components for using

standard Time & Attendance software without any optional modules. They are:

Daily Activities Modules

• Employees: Click on this module in the tree view to; Add, edit, and/or delete employees.

• Timecard: Click on this module in the tree view to; Add and/or modify employee punches.

• Communications: Click on this module [enabled if using Access Terminals] to remotely

transfer functions on active terminals from the Host PC such as; poll locations, set locations

time, download validation and settings, and view & communicate with specific

terminals/location.

• Recalculate: Click on this module in the tree view to recalculate employee hours for

selected Pay periods within a given Pay Class.

Output Modules

• Reports: Click on this module in the tree view to configure, generate, and print reports

based on employee time and attendance data.

• Payrolls: Click on this module in the tree view to add, configure, or edit payroll company

settings for file export.

• Import: Click on this module to create and/or edit employee import data transfer.

• Export: Click on this module in the tree view to define file format and export employee data.

• Auto Process: Click on this module in the tree view to name and set up recurrence of auto

process for report, terminal communications, import, export, and/or synchronize Access

Control.

See the next section for a more detailed description of Tree View activity.

Use these arrows to

expand or collapse the

tree view panel.

4-6 Time Guardian Series – How To Use

Table View

The Table View displays the currently selected (highlighted) module in the Tree View. The items

listed in the Table View can be sorted by double-clicking on the table header for that column

(see example figure).

Timecard Colors

The following figure shows the colors displayed in the timecard to indicate various employee

exceptions that have occurred if they have been configured to be tracked. Note: The amount of

exceptions that can be tracked may vary depending on module activation.

The following figure shows the colors displayed in the timecard to indicate various actions

performed. These timecard actions may differ depending on the modules activated.

Time Guardian Series – How To Use 4-7

Holiday Formulas

Individual Holidays can be created in the Holiday window by selecting the Setup Wizard from

the Edit menu, clicking on the Pay Code tab and pressing the Holiday button. A formula is

used in the Date Definition and Condition tables to generate the holiday.

Note: If the Advanced Pay Class Module is activated see this module for additional

information on the Holiday Group and formulas.

4-8 Time Guardian Series – How To Use

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Time Guardian Series – Employee Administration 5-1

Chapter 5: Employee Administration

Employees can be administered by selecting the Employees module in the Daily Activities group

within the Tree View. The Employees module can consist of the following tabs: General,

Personal, Contact, Assignments, Scheduling, Labor Level, Wages. The following tabs may be

present if these modules have been activated; Access Control  AmanoNet or Nexus220 Tabs,

Advanced Schedule  Certification Tab, Benefit Time  Benefit Tab, and Web Interface 

Web Access Tab.

Note: If optional Access Module is installed to integrate with Amano Access Control

(AmanoNet 7.6 or Nexus 220) from 4 to 8 tags could be present. The amount of tags

depends upon the controller the AmanoNet system is connected to; connection to AC

or EC controller will have 4 tags, while connection to EC2 controller will have 8 or 10

tags.

The Amano Time & Attendance software can easily accommodate employees with the same

first or last name, however the Employee Number must be unique since it is the primary sorting

key. Badge Numbers can be changed or reused should an employee lose the badge or become

inactive. Each tab also has an Employee List; double-clicking a selected employee on this list

will cause their information to become active in all fields.

Adding Employees

To add Employees:

• In the Tree View, select the Employees module within the Daily Activities group, and the

Employees list will appear in the Table View (see the following figure).

Note: Employees can be added to the Amano Time & Attendance database by selecting to;

Sync Employees with QuickBooks and import from QuickBooks database from Setup

Wizard Employee (Step 7 of initial Wizard), or using the Import module to import

employee data. The employee module can also be used to add/create new employees

and/or edit existing employee(s).

• Click on the button, and the Employees window will appear (see the following figure).

The Employees window can consist of the following tabs: General, Personal, Contact,

Assignments, Schedule, Labor Level, Wages, Nexus 220 or AmanoNet, Certification,

Benefit, and Web Access depending on what modules are activated. May also depend on

setup configuration.

5-2 Time Guardian Series – Employee Administration

• Enter the employee information in the fields of each tab. Fields highlighted in yellow are

required and no record can be saved without the proper information being entered. The

following is an overview of each of these tabs including field names and definitions:

Note: The employee badge number and employee number must be unique. Also, see Access

Control about employee number requirements.

General Tab

From the Employees screen, click on the General tab and the following type of screen will

appear:

Number: Employee Number (required field), this must be unique since it is the primary sorting

key.

Badge: The employee badge number (required field).

Note: If you are using Access Control (Nexus 220 or AmanoNet 7.6), use the Registration

Reader(RR) Badge Reader icon to the right of the Badge field to enter the Badge

number from the Registration Reader.

Payroll: The Payroll ID Number of the employee (required field).

Last Name: A mandatory field for each employee containing his or her last name.

Middle Name: An optional field containing the employee’s middle name.

First Name: A required field for each employee containing his or her first name.

Hire Date: The date that the employee was hired, and can be set by clicking on the calendar

icon. Double-click on the desired date to close the box and populate the required field.

Inactive: When checked, the employee will be considered inactive and will no longer be

displayed on reports or count toward your employee total.

Inactive Date: The date that the employee was put on Inactive status.

Time Guardian Series – Employee Administration 5-3

Supervisor: Check this box if this employee manages any other employee. This will allow the

employee to show up in the supervisor list box on the assignment tab.

Authority Level: The choices are: None, Service, Setup, Management, Enrollment, and Special.

These choices are only utilized for Hand Punch Terminals.

Reject Threshold: The choices are: Default, and 30 [strictest setting] – 250 [least strict].

Management Type: Available when using Access Control. The choices are:

a. Access Control and Time Attendance: The employee will be written to both the

access system and the Time Guardian databases.

b. Time Attendance: The employee will be written to the Time Guardian database only.

c. Access Control: The employee will be written to the access system database only.

Employee Type: Available when using Access Control and the management Type is set to

Access Control and Time Attendance or Access Control. The choices are Employee or Visitor.

Different access rights can be given to employees and visitors.

Type: There are two options to identify your employees: Select either Salary or Hourly.

Pay Type: Select either Hours or Schedule.

Note: A salaried employee can be paid by hours, or by schedule. An employee does not have

to punch to get credit for hours. A salaried employee can either be paid by:

- Hours: fixed hours to pay for each schedule(s), and all un-scheduled punches will be

grouped and not count as hours (no hours). Exceptions will be generated when

employees punch.

or

- Schedule: total of hours for each schedule(s) with all punches ignored. An employee

cannot punch for a schedule, and hours will be paid for only scheduled days. A

schedule is a day that has an Individual Schedule or Template Schedule defined for

it.

Comment: The place to enter specific comments about an employee.

Note: This function can also be done with Global Apply from the main employee list.

Load Image: Click on the Load Image icon to load an employee’s image into the screen

and database. The following Open dialog type screen will appear:

Valid image formats are; JPEG, JPG, GIF, TIFF, TIF, and PNG. The employee image

will be saved into the Time Guardian database and displayed on the General tab.

Note: Cannot be retained when converting from Firebird to MS SQL and vice versa.

5-4 Time Guardian Series – Employee Administration

Personal Tab

From the Employees screen, click on the Personal tab and the following type of screen will

appear:

Gender: Male or Female.

Soc. Sec. No.: The employee’s 9-digit social security number (first 5 digits masked).

Birth Date: The employee’s birth date (MMDDYYYY).

Marital Status: The employee’s marital status (Single, Married, Divorce, or Widowed). Default is

Not Specified.

Educational Level: The employee’s education level (Elementary, High School, Some College

(No Degree), Associate, Bachelor, Masters, or Doctorate). Default is None Specified.

IM Password: Only available if Events Notification module is activated.

Confirm IM Password: Only available if Events Notification module is activated.

Contact Tab

From the Employees screen, click on the Contact tab and the following type of screen will

appear to enter employee contact information (see figure).

Time Guardian Series – Employee Administration 5-5

Assignments Tab

From the Employees screen, click on the Assignments tab and the following type of screen will

appear:

Pay Class: Assigns a Pay Class to an employee. Pay Classes are created in the Pay Class tab

in the Setup Wizard. Select a Pay Class from the dropdown list.

Time Zone: Assigns the time zone of the location that the employee works in. Select the

appropriate time zone from the dropdown list.

Daily Rule, only appears if Advanced Rounding module is activated. Assigns a Daily Rule to an

employee which can supersede a schedule.

Supervised By: Assigns a supervisor to a employee for filtering and timecard processing.

Validation: Assigns employee to a validation template which defines specific location/terminal.

Apply On Call Pay for Weighted Average Overtime: Check this function to calculate overtime

rate based on all hours worked plus hours (bonus) awarded for being on-call. See “Creating a

Pay Class” for weighted average overtime execution sequence.

Note: To lookup employees, click on the Filter Employee icon on the top of the

Employees screen and an Employee Filter screen will appear similar to the following

example:

By default, all employees are selected. You can filter employees by selecting the Pay

Classes and Departments/Labor Levels they are assigned to in each of the available Pay

Class and Department/Labor Level tabs. Employees that are assigned to the selected Pay

Classes and/or Departments/Labor Levels will appear in the Available list.

5-6 Time Guardian Series – Employee Administration

From the Employee Filter screen, click on the Employee tab to show Available and Selected

lists of employees. Both the Available and Selected lists of employees can be sorted by

typing in the “Criteria” fields above each list. To add an employee, highlight the desired

employee in the Available list and click on the Add button. To select all the listed Available

employees, click on the Add All button. To remove an employee from the Selected list,

highlight the desired employee in the Selected list and click on the Remove button. To

remove all the listed employees, click on the Remove All button.

Note: This function can also be done with Global Assign from the main employee list (see

Global Assign).

Schedule Tab

From the Employees screen, click on the Schedule tab and the following type of screen will

appear:

This tab is used to assign a Schedule to an employee. Schedules can be created in the Setup

Wizard from the Schedule tab. Select a Schedule by clicking on the dropdown list of Schedules.

Time Guardian Series – Employee Administration 5-7

When using a Lock-in Schedule at the terminal you can define the grace time allowed before

schedule start time and after schedule end time.

When selecting to override a schedule you can select to use a template from; Schedule

Rotation or Weekly. Advanced Schedule module must be activated for this feature.

Labor Level Tab

From the Employees screen, click on the Labor Level tab and the following type of screen will

appear:

This tab allows you to assign default Home Labor Level Assignments for Departments to each

employee from the user defined dropdown lists. Only predefined Departments will appear under

“Home Labor Level Assignments”.

Note: See Advanced Labor/Rate Module, Example of Multiple Labor Levels for details about

Labor Level Association links (Parent/Child relationship).

This function can also be done with Global Assign from the main employee list (see Global

Assign).

Wages Tab

This tab allows you to assign wages to employees. The Wages tab will only be enabled if you

are logged into Time & Attendance software as an administrator. (See the Users Module

for more detailed description about read/write privileges). From the Employees screen, click on

the Wages tab and the following type of screen will appear:

For example, as illustrated in the following table and figures, the Cost Rate for employee #

1002, Bill Jackson is:

5-8 Time Guardian Series – Employee Administration

To assign a Cost and/or Billable Rate, click on the Add button and a row will appear in the

Rates box. In the Date field, enter a date when the rate for the employee will be in effect. Enter

a rate for the employee in the Rate field. Rate is the employee's actual rate. Percentage will

increase the existing rate for the employee by the percentage on the date as defined in Rate

Setup. Rates can be increased using the Operation field or by clicking on the Percent Increase

button and the following window will appear:

Click on the button to enter an effective date for the increase and enter the percentage

you wish to increase the rate. Click on the button when finished and a new row will be

created in the Rates box.

To delete a rate or rate operation, select the desired row, and click on the Delete button.

Note: Creating Cost rates can also be done with Global Assign from the main employee

list (see Global Apply).

Nexus 220 Tab

Access Control module must be activated for this feature. Use to setup access control

integration with PIN numbers and/or tags for each employee. See Access Control Integration

Module for details on the setup/configuration and use of the

Nexus 220 system with the Amano Time & Attendance software.

AmanoNet Tab

Access Control module must be activated for this feature. Use to setup access control

integration with PIN numbers and/or tags for each employee. See Access Control Integration

Module for details on the setup/configuration and use of the AmanoNet system with the Amano

Time & Attendance software.

Time Guardian Series – Employee Administration 5-9

Global Apply

1. To globally assign settings to a group of employees, highlight the desired employees from

the list in the Table View, and click on the Global Apply button (see the following

figure).

2. The Global Apply window will appear (see the following figure) to choose which sections

(parameters) to globally apply to the employees.

Note: This Global Apply Wizard essentially corresponds to the tabs found on the Employees

screen (see Adding Employees). However, Certification, Benefit and Web Access will

only appear if the appropriate module is activated.

3. After choosing the sections by clicking in the boxes, click on the Apply button to apply

your choices. Click on the Next button and the first selection will appear (sections will

appear in order).

General – Global Apply

If selected, the General window for the Global Apply Wizard (see the following figure) will be the

1st to appear. This corresponds to the General tab found on the Employees screen (see General

Tab).

5-10 Time Guardian Series – Employee Administration

From this window, the user can choose to apply a specific setting by clicking on the box next to

the selection. If no checkmark is placed in the box, then the selection will not be applied to the

employee(s). In the example (figure above), the user choose to apply all the selections to the

employee(s). When the Global Apply Wizard is completed, all these settings will be applied to all

the employees selected on the list.

Assignments – Global Apply

If selected, the Assignments window for the Global Apply Wizard (see the following figure) will

be the 2nd to appear. This corresponds to the Assignments tab found on the Employees screen

(see Assignments tab).

From this window, the user can choose to apply a specific setting by clicking on the box next to

the selection. If no checkmark is placed in the box, then the selection will not be applied to the

employee(s). In the example (figure above), the user choose to apply all the selections to the

employee(s). When the Global Apply Wizard is completed, all these settings will be applied to all

the employees selected on the list.

Time Guardian Series – Employee Administration 5-11

Scheduling – Global Apply

If selected, the Scheduling window for the Global Apply Wizard (see the following figure) will be

the 3rd to appear. This corresponds to the Schedule tab found on the Employees screen (see

Schedule Tab).

From this window, the user can change the employee’s schedule. They can choose to change

the employee's selected schedule by clicking on the box next to Schedule Settings. If no

checkmark is placed in this box, then the Schedule selections will not be applied to the

employee(s).

When the Global Apply Wizard is completed, all these settings will be applied to all the

employees selected on the list.

Labor Level – Global Apply

If selected, the Labor Level window for the Global Apply Wizard (see the following figure) will be

the 4th to appear. This corresponds to the Labor Level tab found on the Employees screen (see

Labor Level Tab).

5-12 Time Guardian Series – Employee Administration

Note: See Advanced Labor/Rate Module, Example of Multiple Labor Levels for details about

Labor Level Association links (Parent/Child relationship).

From this window, the user can choose to apply a specific setting by clicking on any of the

“Labor Level Settings and choosing a department from the dropdown list. If no checkmark is

placed in the box, then the selection will not be applied to the employee(s). In the example

(figure above), the user choose to change the selected employee(s) home labor levels 1. When

the Global Apply Wizard is completed, all these settings will be applied to all the employee(s)

selected on the list.

Certification – Global Apply

If selected, the Certification window for the Global Apply Wizard (see the following figure) will be

the 5th to appear. This corresponds to the Certification tab found on the Employees screen

Note: This global apply function will only be available when Advanced Schedule module is

activated.

From this window, the user can choose to add or replace an employee's certifications. In the

example (figure above), the user choose to add the CNE certification to the selected

employee(s) with an Achievement date of 12/13/2007. In the example the Override check box is

not selected. If the Override checkbox is selected, then the selected employee's existing

certifications would be replaced with the new selections. When the Global Apply Wizard is

completed, all these settings will be applied to all the employee(s) selected on the list.

Cost Rate – Global Apply

If selected, the Cost Rate window for the Global Apply Wizard (see the following figure) will be

the 6th to appear. This corresponds to the Wages tab found on the Employees screen (see

Wages Tab).

Time Guardian Series – Employee Administration 5-13

The Cost Rate window allows the user to specify and apply rate settings by clicking on the radio

button next to the selection. If the radio button is not selected, then the selection will not be

applied to the employee(s). The user can choose to Assign Rate Table, or Assign Rate

Increase. Note – the first option would replace the existing settings with the new settings, while

the 2nd option is only applied to employees with a Rate Table. Additionally, if assigning a Rate

Table, the user can choose to Override the employee's existing Rate Table with the new

settings by clicking on the Override checkbox. In this example, all selected employees (from

employee list) will be assigned a Rate Table. If they already have a Rate Table, the specified

rate would be added to it.

When the Global Apply Wizard is completed, all these settings will be applied to all the

employee(s) selected on the list.

Billable Rate – Global Apply

If selected, the Billable Rate window for the Global Apply Wizard (see the following figure) will

be the 8th to appear. This corresponds to the Wages tab found on the Employees screen (see

Wages Tab).

5-14 Time Guardian Series – Employee Administration

The Billable Rate window allows the user to specify and apply rate settings by clicking on the

radio button next to the selection. If the radio button is not selected, then the selection will not

be applied to the employee(s). The user can choose to Assign Rate Table, or Assign Rate

Increase. Note – the first option would replace the existing settings with the new settings, while

the 2nd option is only applied to employees with a Rate Table. Additionally, if assigning a Rate

Table, the user can choose to Override the employee's existing Rate Table with the new

settings by clicking on the Override checkbox. In this example, all selected employees (from

employee list) will be assigned a Rate Table. If they already have a Rate Table, the specified

rate would be added to it.

When the Global Apply Wizard is completed, all these settings will be applied to all the

employee(s) selected on the list.

Benefit – Global Apply

If selected, the Benefit window for the Global Apply Wizard (see the following figure) will be the

8th to appear. This corresponds to the Benefit tab found on the Employees screen.

Note: This global apply function will only be available when Benefit Time module is activated.

From this window, the user can choose to apply a benefit setting to the selected employee(s). In

this example, the user wanted to add Vacation and Sick benefit time to the employee(s). The

user wanted not to Override the existing settings, but add instead. When the Global Apply

Wizard is completed, all these settings will be applied to all the employee(s) selected on the list.

Web Access – Global Apply

If selected, the Web Access window for the Global Apply Wizard (see the following figure) will

be the 9th to appear. This corresponds to the Web Access tab found on the Employees screen.

Time Guardian Series – Employee Administration 5-15

Note: This global apply function will only be available when Web Interface module is activated.

From this window, the user can choose to apply Web Access settings by clicking on the box

next to the selection. If no checkmark is placed in the box, then the selection will not be applied

to the employee(s). In the example (figure above), the user is choosing to override the

employee's password with the specified setting and to grant the Punch, Previous Punch, and

Reset Password privilege to the employee(s). The Override setting for the password determines

if employees that already have a password are affected. If selected, then the password is

changed, but if not selected, then only the employees that do not have passwords are affected.

When the Global Apply Wizard is completed, all these settings will be applied to all the

employee(s) selected on the list.

Make the desired edits and click on the button when finished.

Note: IMPORTANT!! Global Apply (assign) will only effect [override] the modules (i.e.,

Previous Punch) that have a checkmark in the "Access" column. Therefore, any module

where the Access column is not checked will not be changed (updated by Global Apply).

Finishing Global Apply

The final screen shows a list of the employee's that would be affected by the Global Apply

operation/selections and provides the user with the chance to Cancel the operation. Click on

the OK button perform the operation.

Deleting Employees

To delete an employee, highlight the desired employee record from the employee list in the

Table View and click on the button. You will be prompted to confirm your deletion.

5-16 Time Guardian Series – Employee Administration

Click on Yes to delete. The employee record will be removed from the list, including all historical

data.

Note: It is recommended that you make the employee inactive instead of deleting the

employee in case you would want to reactivate the employee at a later date.

Editing Employees

To edit an employee record, double-click on the desired employee record, or highlight the

employee in the list and click on the button. The Employees window will appear with the

fields populated with the information of the selected employee. Make the desired edits and use

the Save As button to make a copy of an existing employee with different information, i.e.,

name, etc. Use the Save button to save the current employee information and not exit to

the Employee tree view list. Use the Apply button to save and exit to the Employee tree

view list. These functions are present on all of the Employees tab screens.

Time Guardian Series – Timecard Administration 6-1

Chapter 6: Timecard Administration

Timecard Module

Employee punches can be viewed, added, edited, and deleted in the Timecard module. The

Timecard module is accessed by selecting the Timecard module within the Daily Activities group

in the Tree View.

Employees can be initially filtered in ascending order by using a field with a dropdown list

located on the top of the Timecard window (see above figure). The choices in this list are;

Number, Badge Number, Payroll, Last Name, First Name, Middle Name, Exception, Pay

Class, Schedule, Department Number, Department, Labor Level (name), or labor level

(number).

Additional filtering in ascending order can be accomplished by entering characters in a case

sensitive field located to the right of the dropdown list (see above illustration).

Click in the column headings anywhere to further sort both columns. Each click toggles between

ascending and descending order.

To view employees’ punches in the Timecard grid, click on the Timecard button, or

double-click on the desired employee record. To filter those employees with certain Exceptions

click on the Exceptions list filter preferences button, and the following window will

appear:

6-2 Time Guardian Series – Timecard Administration

• To select Exceptions, highlight the desired Exceptions in the Available list and click on the

Add button. To select multiple Exceptions hold down the “Shift” key and/or “Ctrl” keys.

• To select all Exceptions, click on the Add All button.

• To remove Exceptions, highlight the desired Exceptions in the Selected list and click on the

Remove button. (see above procedure for selecting multiples).

• To remove all selected Exceptions, click on the Remove All button.

• Click on the Date Range tab, to select date range for the exceptions filter. The following is

an example of the screen that will appear:

• In the Date Selection field, select the date range for the report. The choices are; Today,

Yesterday, Last Open Period, Previous Open Period, Current Week, Previous Week,

Current Month, Previous Month, Last 2 Weeks, Date Range, Current Pay period, and

Previous Pay period.

Note: When Current Pay period and Previous Pay period are selected, the first Pay Class in

the Selected List on the Pay Class tab will be used as the date range for the report.

• If Date Range was chosen as the Date Selection, you must enter the From Date and Until

Date using the Calendar icon. You also have the option of going forward or backward as

many days, weeks, months, or years from the From Date using the Forward and Backward

options.

• Click in the “Excludes Today” box to exclude today from preference marking.

Click on the button when finished. Employees that have the Exceptions selected in the Date

Range selected will be highlighted in yellow. The following is an example of an employee

timecard with exceptions flagged in yellow:

To view those employees’ punches with the selected Exceptions in the Date Range selected,

click on the button to open the employee’s timecard with the current exceptions list filter.

Time Guardian Series – Timecard Administration 6-3

Punches Tab

From the Timecard module double-click on an employee or highlight an employee on the list

and click on the Timecard icon to view the Timecard grid screen with the Punches tab as

shown:

The Punches Tab in the Timecard grid consists of the following displayed columns:

6-4 Time Guardian Series – Timecard Administration

Note: If the Advanced Labor/Rate module is activated, the Timecard can show the Billable

Rates depending upon the User privileges.

Information Indicators

The Indicator field in the Punches tab displays symbols to indicate that certain data in the

Timecard grid was entered or modified. The indicator symbols are as follows:

Note: By putting the mouse over the icon you can see the information that the icon represents.

Overrides Tab

This function allows post-calculation overrides for only the existing employee hours for an

employee assigned to a schedule. For all other Timecard modifications see Punches and

Adjustments tabs. To perform an employee Timecard override, click on the Overrides tab, then

click on the Hours cell in the grid for the hours that you wish to override. The Overrides Tab

consists of the following displayed columns:

For example, Bill Jackson worked 10 hours on Monday. His Pay Class awards Daily Overtime

after he has worked 8 hours and his boss scheduled him to work 10 hours on Monday to finish a

rush project. He used the override feature to change his REG hours from 8 to 10 and give him a

total of 10 hours of REG for a post calculation after override of REG = 10 and OT = 2.

Day Hours

Worked Daily Overtime

After 8 Hours Overrides

Hours After

Override

Mon 10 Hours REG = 8

OT = 2 Change Reg = 8

to Reg = 10 REG = 10

OT = 2

Time Guardian Series – Timecard Administration 6-5

Illustration of Bill Jackson timecard before overrides

Illustration of Bill Jackson timecard after override

Note: The Period Totals on the bottom of the timecard show the before and after amount of

hours.

Adjustments Tab

This function allows pre-calculation Timecard adjustments to be made to Labor Levels, Pay

Codes, Hours (not for BONUS Pay Code), and Dollars (only for BONUS Pay Code). A

Comments/Reasons column is provided to make notes (i.e., reason for the adjustment). For all

other Timecard modifications see Punches and Overrides tabs.

1. To perform an employee Timecard adjustment, click on the Adjustments tab, then click in

Pay Code column in the date row you wish to edit. From the dropdown list select the desired

Pay Code. This action must be done first.

2. Click in the Department column to select the desired labor level from the dropdown list. This

action is optional.

3. Click in the hour’s column to enter the value for Hours, or click in the Dollars column to enter

value for dollars [Bonus Pay Code only]. This action must be done before you can enter

comments.

6-6 Time Guardian Series – Timecard Administration

4. If desired, enter a information in the Comments/Reason field. Step 3 must be completed for

this field to be open for entry.

Note: Use the Add Row button to insert a row in the Timecard grid at the appropriate

location for an adjustment such as using more than one Pay Code; i.e., OT for overtime

hours. Press the Delete Row button to remove a row.

For example, Bill Jackson worked 10 hours on Monday. His Pay Class awards Daily Overtime

after he has worked 8 hours and his boss scheduled him to work 10 hours on Monday to finish a

rush project. He used the adjustments feature to add 2 REG hours and give him a total of 12

hours for a pre-calculation after adjustment of REG = 8 and OT = 4. Note – the Daily Overtime

rule is utilized because adjustments are made to precalculated hours.

Day Hours

Worked Daily Overtime

After 8 Hours Overrides

Hours After

Adjustment

Mon 10 Hours REG = 8

OT = 2 Add 2 hours regular REG = 8

OT = 4

Illustration of Bill Jackson timecard before adjustment

Illustration of Bill Jackson timecard after adjustment

Time Guardian Series – Timecard Administration 6-7

The Adjustments Tab in the Timecard grid consists of the following displayed columns:

Totals

The Daily and Pay period Totals for the employee are shown in the Timecard grid at the bottom

of the screen to provide a quick view for the employee’s Daily and Pay period totals (see figure).

6-8 Time Guardian Series – Timecard Administration

Icons/Commands

The toolbar of the Timecard grid consists of the following:

Activation of the following modules will add these associated icons;

User Module will add Preferences icon on the timecard toolbar.

Benefit Time Module will add Benefit icon on the timecard toolbar.

Advanced Schedule Module will add Create Individual Schedule icon on the timecard

toolbar.

Time Guardian Series – Timecard Administration 6-9

Grid Navigation

Timecard grid navigation can be accomplished through the following keys and mouse clicks:

Note: Holding down any of the above keys will cause the cursor to move rapidly in the

designated direction.

6-10 Time Guardian Series – Timecard Administration

Hot Keys

The table below lists hot keys for commands for the Timecard grid. Some may also used

throughout the Amano Time & Attendance software family.

Adding, Editing and Deleting Employee Punches

Adding Punches

Punches are added by clicking on the desired IN or OUT punch field and or by clicking the Add

Punch button in the toolbar and entering the time in the field. Punches can be entered in either

military or AM/PM format. For example, 5 o’clock PM can be entered as 500p (AM/PM) or 1700

(Military). When entering in AM/PM format AM is the default. When 8 is entered, it will be taken

as 8:00 AM. If 8 o’clock PM is intended, the 8 must be followed by a P or 8P. When you have

finished, click on the Save button in the toolbar to save your changes.

Time Guardian Series – Timecard Administration 6-11

Editing Punches

To edit punches, double-click on the desired IN or OUT Punch field and enter the desired time.

When you have finished, click on the Save button in the toolbar to save your changes.

Deleting Punches

To delete a punch, click on the desired IN or OUT Punch field and press the Delete button.

When you have finished, click on the Save button in the toolbar to save your changes.

Adding, Editing and Deleting Employee Tips

Adding Employee Tips

To add an employee tip, click on the desired Tip field and enter in the desired dollar amount.

When you have finished, click on the Save button in the toolbar to save your changes.

Editing Tips

To edit an employee tip, double-click on the desired Tip field and enter the desired dollar

amount. When you have finished, click on the Save button in the toolbar to save your changes.

Deleting Tips

To delete an employee tip, click on the desired Tip field and press the Delete button. When you

have finished, click on the Save button in the toolbar to save your changes.

Overtime Authorization

If overtime authorization was selected in the Overtime Rules tab from the Pay Class step in the

Setup Wizard for;

• Hours worked before an assigned schedule = B-Sch Auth

• Hours worked beyond an assigned schedule = A-Sch Auth

• Hours worked on an unassigned schedule = U-Sch Auth

you must place a check in the corresponding overtime column (B-Sch, A-Sch, or U-Sch) on the

timecard on the Punches tab for the employee to be awarded overtime hours (see figure).

6-12 Time Guardian Series – Timecard Administration

Note: The Sch Auth columns will not appear on the timecard if there is no schedule.

Authorizing Payroll Export

To authorize hours for an employee to be included in the payroll export file, place a check in the

corresponding Hours column in the timecard on the Punches tab (see figure). This is required if

“Hours for payroll require authorization” was checked in the Overtime Rules tab from the Pay

Class step in the Setup Wizard.

Global Timecard Edit

To globally edit employee timecards:

• In the Tree View, select the Timecard module within the Daily Activities group and the

following is an example of the screen that will appear:

• Click on the Global Edit button, and the General Global Edit window will open.

• Select Edit Type from the choices of; Add Punch, Add Hours, or Add Dollars.

Time Guardian Series – Timecard Administration 6-13

• When Add Punch is selected, the following is an example of the General Global Edit

window:

• Enter Punch Settings for;

− Punch: enter punch time (i.e., 16:00 [4:00 PM]).

− DLS: check box if you want punch entered under DLS.

− Paid As Punch: check box if you want punch to be paid as punch.

− Select Punch Type: the choices are; Standard, or Transfer.

− If Standard for Punch Type selected, no other choices available.

− If Transfer for Punch Type selected, check “Home Labor” box to bypass

departments, or select desired departments for transfer.

− If Break/Meal for Punch Type selected, select Meal Type from the dropdown menu.

Note: Advanced Meal module must be activated for this feature to be available.

• If desired, enter text in the Comments/reason field.

• When Add Hours is selected, the following is an example of the General Global Edit window:

6-14 Time Guardian Series – Timecard Administration

• Enter Adjustment Settings for;

− Hours: enter amount of time (i.e., 08:00).

− Pay Code: select the Pay Code to credit punch hours to from the dropdown list. The

default choices are; REG, OT, DT, SCK, VAC, PER, HOL, BONUS, JURY, BRV, or

user named ones.

− Zone Code: select the Zone Code to credit punch hours to from the dropdown list.

Note: Zone Differentials module must be activated for this feature to be available.

• Enter Labor Settings for;

− Check “Home Labor” box to bypass departments, or select desired departments.

• If desired, enter text in the Comments/reason field.

• When Add Dollars is selected, the following is an example of the General Global Edit

window:

• Enter Adjustment Settings for;

− Dollars: enter dollar amount (i.e., 1000.00).

− Pay Code: select the Pay Code to credit dollars to from the dropdown list.

− Zone Code: select the Zone Code to credit punch dollars to from the dropdown list.

Note: Zone Differentials module must be activated for this feature to be available.

• Enter Labor Settings for;

− Check “Home Labor” box to bypass departments, or select desired departments.

• If desired, enter text in the Comments/reason field.

• Click on the Next button, and the following is an example of the Global Edit Exceptions

window that will appear:

Time Guardian Series – Timecard Administration 6-15

• To add an exception, highlight the desired exception in the Available list and click on the

Add button.

• To add all exceptions from the Available list, click on the Add All button.

• To remove an exception, highlight the desired exception in the Selected list and click on

the Remove button.

• To remove all selected exceptions, click on the Remove All button.

1. Click on the Move Up or Move Down buttons to move an exception up or down in the

Selected column to change the priority.

Note: To move backwards at any time, click on the Previous button.

• Click on the Next button, and the following is an example of the Date Range Global Edit

window that will appear:

• Date Selection: select from the dropdown list. The choices are; Today, Yesterday, Last

Open Period, Previous Open Period, Current Week, Previous Week, Current Month,

Previous Month, Last 2 weeks, Date Range, Current Pay period, or Previous Pay period.

• Check “Excludes Today” box to bypass editing today’s Timecard with user configured

global edits.

• If Date Range is selected, enter the From Date using the calendar dialog screen. Also,

select either Until and enter the date using the calendar dialog screen, or select Forward

or Backward. If using Forward or Backward, pick an amount of time and type a fixed time

from the dropdown lists. The choices for time segments are; Day(s), Week(s), Month(s),

or Year(s).

6-16 Time Guardian Series – Timecard Administration

• Click on the Next button, and the following is an example of the Pay Class Global Edit

window that will appear:

• To add a Pay Class, highlight the desired Pay Class in the Available list and click on the

Add button.

• To add all Pay Classes from the Available list, click on the Add All button.

• To remove a Pay Class, highlight the desired Pay Class in the Selected list and click on

the Remove button.

• To remove all selected Pay Classes, click on the Remove All button.

• Click on the Next button, and the following is an example of the Global Edit Department

window that will appear:

• To add a department, highlight the department in the Available list and click on the Add

button.

• To add all departments from the Available list, click on the Add All button.

• To remove a department, highlight the desired department in the Selected list and click

on the Remove button.

• To remove all selected departments, click on the Remove All button.

• Use the Criteria field above the Available and Selected lists to filter/sort departments in

the respective list. The choices are; Number, Badge, Payroll, Last Name, First Name, or

Comment.

• Click on the Next button for each Labor Level and complete same as Department.

Time Guardian Series – Timecard Administration 6-17

• Click on the Next button, and the following is an example of the Employees Global Edit

window that will appear:

• To add an employee, highlight the desired employee in the Available list and click on the

Add button.

• To add all employees from the Available list, click on the Add All button.

• To remove an employee, highlight the desired employee in the Selected list and click on

the Remove button.

• To remove all selected employees, click on the Remove All button.

• Use the Sort field dropdown list to sort employees. The choices are; Number, Badge,

Payroll, Last Name, First Name, or Comment.

• Use the Criteria field above the Available and Selected lists to filter/sort employees in the

respective list. The choices are; Number, Badge, Payroll, Last Name, First Name, or

Comment.

• Click on the Apply button, and the following Global Edit dialog box will appear:

• Click on the Yes button to configure another global edit, or No to exit global editing of

timecards.

6-18 Time Guardian Series – Timecard Administration

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Time Guardian Series – Communications 7-1

Chapter 7: Communications

The Communications module is used to remotely communicate with terminals in setup

locations. Locations and Terminals can be configured during the Setup Wizard Step 8: Terminal

Setup. Operations include polling, downloading, setting the time, and viewing specific terminal

settings in a location. Polling, or polled operation, refers to actively sampling the status of the

external terminals by the client program Time & Attendance software. Downloading is utilized

to send data to the remote terminals from the Time & Attendance software such as the Lock-in

schedule at the MTX-15 terminal which is derived from the employee schedule and/or Pay

Class schedule. The MTX-15 lock-in schedule can restrict an employee from punching outside

the authorized time range without supervisor help. Also, the function buttons activation on the

MTX-15 display are controlled by the communication download with the Time & Attendance

software.

Communications Module

From the tree view, click on the Communications module within the Daily Activities group and

the following type of screen should appear:

Locations are selected by clicking on the desired row. You can select multiple locations by

holding down the Ctrl key and clicking on other locations. Also, you can sort the displayed

Locations list by clicking on the dropdown list in the upper left-hand corner and selecting on;

Name, Description, Term Type, TZ Offset, Connection, IP, Port, COM Port, Baud Rate, Modem,

and Phone. Once the location is selected use the following commands found at the bottom of

the screen to communicate with the terminal(s) at that location:

Based on the options (terminal, etc) the download command will for;

• MTX-15 Terminal – send the employee names, employee hours, time display format, lock-in

schedule, DLS settings, and previous punches. This will be finished by setting the time.

• FPT-40 Terminal - send the employee names, employee hours, time display format, and

DLS settings. This will be finished by setting the time.

7-2 Time Guardian Series – Communications

To select specific MTX terminals within a location, double-click on the desired location row, and

the following Communications dialog will appear for MTX terminals:

To select specific FPT-40 terminals within a location, double-click on the desired location row,

and the following Communications dialog will appear for FPT-40 terminals:

The Send Maps, Receive Maps, and Clear Maps commands are only used for FPT-40

terminals.

Select terminals in the Terminals list by placing a check in the Select box of each terminal.

When you have finished making your selections, use one the commands to communicate with

the terminals. Click on the Close button to close this dialog.

Time Guardian Series – Recalculate 8-1

Chapter 8: Recalculate

The Recalculate module is used to recalculate employee hours for the selected Pay periods

within a given Pay Class. The Pay period must be open for hours to be recalculated.

Recalculate Module

To Recalculate employee hours:

1. Click on the Recalculate module within the Daily Activities group in the Tree View.

2. Click on the button, and the Recalculate window will open with the Pay Class tab.

3. In the Pay Class tab, select the Pay Class for the employee(s) hours you are going to

recalculate and select the Pay period that the hours belong to from the Pay period list.

or

In the Pay Class tab, select “All” for Pay Class and select the Pay period that the hours

belong to from the Pay period list. This list consists of; Last Open Period, Previous Open

Period, Current Pay period, and Previous Pay period.

4. Click the Department or any other Labor Level tab to sort or filter employees.

To recalculate the hours of employees that belong to a particular Department/Labor Level,

highlight the desired Department/Labor Level in the Available list and click on the Add button.

To select all Departments/Labor Levels listed, click on the Add All button.

8-2 Time Guardian Series – Recalculate

To remove employees that belong to a particular Department/Labor Level, highlight the desired

Department/Labor Level in the Selected list and click on the Remove button. To remove all,

click on the Remove All button.

Departments can be filtered in both the Available and Selected lists by selecting a sort category

in the dropdown list in the sort field. Then enter secondary filter data into the Criteria fields

above each list. Only Departments matching the data entered will appear in both lists.

5. Repeat the previous Step to further filter employees.

6. Click on the Employee tab.

Employees can be filtered in both the Available and Selected lists by selecting a sort

category in the dropdown list in the sort field. Then enter secondary filter data into the

Criteria fields above each list. Only employees matching the data entered will appear in both

lists.

To select an employee, highlight the desired employee in the Available list and click on the

Add button. To select all employees listed, click on the Add All button.

To remove employees, highlight the desired employee in the Selected list and click on the

Remove button. To remove all selected employees, click on the Remove All button.

7. Click on the button to recalculate the selected employees hours and exit. Verify the

selected employee hours using the Timecard or Reports module.

Time Guardian Series – Output 9-1

Chapter 9: Output Group

Reports Module

Reports are the largest and most important output from the system. Below is a list of the reports

available from Time Guardian. The general format of each report type is fixed, but some content

can be hidden. Reports will be resized to fit large data fields such as Badge Number, Employee

Number, Employee Name, and Labor Names.

Report Name Description

Audit Report Lists by user and date parameter changes made to the system

with old and new values shown.

Employee Report Portrait format list of employees showing employee

information such as address, phone numbers, hire date,

E-mail, schedule, type, pay class, pay type, SS, etc.

Exceptions Report Lists all employees’ exceptions by day with IN/OUT punches.

Used to make corrections, and show comments.

Historical Hours Report Landscape calendar-like view of selected exceptions

generated by an employee and the hours worked by day. Also

listed, are exception number with minutes for exceptions.

Hours Summary Report Lists employee total minutes/hours worked by pay code with

total dollars, and signature lines.

Labor Analysis Report Grouping of hours worked by employees in labor categories

from each labor level showing wages, and billable rates.

Presence Report Shows by day all employees who were present and absent,

and at what time they punched in and out.

Time Card Detail Report Lists daily employee punches, hours, exceptions, breaks,

adjustments, absent days, and schedules in a landscape style

format.

Tips Report A report by employee showing all paid tips for a period of time.

9-2 Time Guardian Series – Output

The following is a list of the additional reports available when optional modules are activated

(equivalent to Time Guardian Pro).

Report Name Description

Unauthorized Hours Report

(from Advanced Pay Class) Lists by employee and date hours that are not authorized to

go to the payroll export file.

Timecard Summary Report

(from Advanced Pay Class) Lists daily employee punches, hours, exceptions, and

schedules in a portrait style report format.

Schedule Posting Report

(From Advanced Schedule) A landscape type calendar-like grid report that can be

grouped by one of the labor levels to post for the employees

to see when they are scheduled to work.

Schedule vs. Actual Report

(From Advanced Schedule) A landscape format analysis report of scheduled time with

wages versus actual hours with variance.

DeAccrual Balance Report

(From Benefit Time) Employee list showing balance of remaining yearly benefits

(i.e., vacation, sick time, holidays, etc.).

DeAccrual History Report

(From Benefit Time) Employee list showing history of benefit use (i.e., vacation,

sick time, holidays, etc.).

Reports are generated from Report Profiles, which are created in the Reports module of the

Output group. Report format can be either PDF or Excel.

Creating a Report Profile

1. Click on the Reports module of the Output group in the Tree View (see figure).

2. Click on the button, and the following type of a Reports window General tab will appear:

Time Guardian Series – Output 9-3

3. In the Name field, enter a name for the report [required field].

4. Enter in a brief description of the report in the Description field.

5. In the Report field, select the type of report you want to create. The choices are; Hours

Summary Report, Employee Report, Labor Analysis Report, Presence Report, Historical

Hours Report, Exceptions Report, Time Card Detail, Audit Report, and Tips Report.

Note: Advanced modules can add the following choices; Unauthorized Hours Report,

Timecard Report, Schedule Posting Report, Schedule vs. Actual Report, DeAccrual

Balance Report, and DeAccrual History Report.

6. For Hours Summary Report: Check the following options to include them on the report:

• Employee signature line

• Supervisor signature line

7. For Time Card Summary and Time Card Detail Report: Check the following options to

include them on the report:

• Enter No. of Punch in a Row

• Enter No. of Pay Code in a Row

• Show terminal number

• Employee signature line

• Show Comments

• Supervisor signature line

• Show Break-Hour Adjustment

• Show Absence

• Show Exceptions

• Check Actual Punches or Rounded Punches

Advanced Modules can add the following;

• Cost Rate

• Billable Rate

• Show Zone Number

8. For Labor Analysis Report: Only Check the output formats for the report.

9-4 Time Guardian Series – Output

9. For Presence Report: Check the following options to include them on the report:

• On Premise

• Out

• Absent

10. For Historical Hours Report: Check the following options to include them on the report:

• Exception(s) Per Day

• Display Weekly Total

• Select Day of Week

11. For Exceptions Report: Check the following option to include it on the report:

• Show comments

12. For Audit Report: Check the following option to include it on the report:

• Show full Audit history

13. For Schedule Posting Report: Check the following options to include them on the report:

• Print advance schedules

• Advance schedules override regular schedules

• Print employee phone number

14. For Schedule vs. Actual Report: Check the following options to include them on the report:

• Report type of Summary or Detail

• Punch time of Actual Punches and Rounded Punches

15. In the Output Format section for all report types, click on either PDF to generate the report in

Adobe Acrobat® PDF format or Excel to generate the report in an Excel worksheet.

16. Click on the Date Range tab. See the following illustration for an example:

17. In the Date Selection field, select the date range for the report. The choices are; Today,

Yesterday, Last Open Period, Previous Open Period, Current Week, Previous Week,

Current Month, Previous Month, Last 2 Weeks, Date Range., Current Pay period, and

Previous Pay period.

Note: When Current Pay period and Previous Pay period are selected, the first Pay Class in

the Selected List on the Pay Class tab will be used as the date range for the report.

Time Guardian Series – Output 9-5

18. If Date Range was chosen as the Date Selection, you must enter the From Date and Until

Date using the Calendar icon. You also have the option of going forward or backward as

many days, weeks, months, or years from the From Date using the Forward and Backward

options.

19. Click on the Title/Page Footer tab. See the following illustration for an example:

20. In the Title field, enter the title that you want to appear on the report. If no title is entered, the

report name (type) will appear as the title of the report. Click to show title on every page if

desired.

21. In the Footer Text field, enter the text that you want to appear on the footer of the report.

22. Click on the Sort tab. See the following illustration for an example:

2. The Available column lists the sorting criteria reports. They are: Employee Number,

Employee Badge Number, Employee Payroll Number, Employee First and Last

Name. Employee Numbers are selected by using the dropdown list in each of the

corresponding sort fields.

3. Click on the up or down arrows to move an item up or down in the sort Available

column to change the sorting priority.

4. Also, sort in the Available column by Date, Department, Department No. and/or Pay

Code.

Note: Sorting options may vary depending upon the report selected.

5. Placing a check in the Page Break column will place a page break after each of the

sorting criteria selected.

9-6 Time Guardian Series – Output

6. Placing a check in the Totals column will total each of the sorting criteria selected.

7. Placing a check in the Ascending column will list each of sorting criteria selected in

ascending order on the report. No check will list them in descending order.

8. Placing a check in the Show column will allow the selected sort criteria to appear in

the report.

9. The placement of the sort criteria in the report is accomplished by selecting a row

and using the up or down arrow buttons to move the row to the desired position.

23. Click on the Exception tab. See the following illustration for an example:

• To add an Exception to the report, highlight the desired Exception in the Available list

and click on the Add button.

• To add all Exceptions to the report, click on the Add All button.

• To remove an Exception from the report, highlight the desired Exception in the Selected

list and click on the Remove button.

• To remove all selected Exceptions, click on the Remove All button.

• To define a Minute Requirement for a selected Exception, click on the Minute

Requirement field and enter a time in HH:MM format.

24. Click on the Pay Code tab. The Pay Code TT for triple time will appear if advanced module

is activated. See the following illustration for an example:

Time Guardian Series – Output 9-7

• To add a Pay Code to the report, highlight the desired Pay Code in the Available list and

click on the Add button.

• To add all Pay Codes to the report, click on the Add All button.

• To remove a Pay Code from the report, highlight the desired Pay Code in the Selected

list and click on the Remove button.

• To remove all selected Pay Codes, click on the Remove All button.

10. Click on the Move Up or Move Down buttons to move an item up or down in the sort

Selected column to change the priority.

25. Click on the Audit Class tab. See the following illustration for an example:

• To add an Audit Class [activity type] to the report, highlight the desired Audit Class in the

Available list and click on the Add button.

• To add all Audit Classes to the report, click on the Add All button.

• To remove an Audit Class from the report, highlight the desired Audit Class in the

Selected list and click on the Remove button.

• To remove all selected Audit Classes, click on the Remove All button.

11. Click on the Move Up or Move Down buttons to move an item up or down in the sort

Selected column to change the priority.

26. Click on the Department and/or labor Level tabs. See the following illustration for an

example:

9-8 Time Guardian Series – Output

• To add a department/labor level to the report, highlight the desired department/labor

level in the Available list and click on the Add button.

• To add all available departments/labor levels to the report, click on the Add All button.

• To remove a selected department/labor level from the report, highlight the desired

department/labor level in the Selected list and click on the Remove button.

• To remove all selected departments/labor levels, click on the Remove All button.

• Filter categories of the Departments/labor levels shown in the “Available” and “Selected”

lists by selecting a sort item in the dropdown list in the Sort field. Then enter data in the

Criteria field(s) above either or both lists. Only departments/labor levels matching the

data entered will appear in both lists.

Note: Filtering by department/labor level does not exclude employees from that

department/labor level, but it does exclude the hours worked in that department/labor

level.

27. When you have finished selecting the departments/labor levels for the report, click on the

Employee tab. See the following illustration for an example:

Click on the Magnifying Eyeglass icon to further (more deep) filter employees using Pay Class,

Department/labor Level, and/or Employee criteria. The following is an example of the screen

that will appear when you click on the Employee tab from the Employee Filter screen:

Note: Clicking in the box “Show Active Employees Only” does not apply for new employees

added after the filter profile was set.

Time Guardian Series – Output 9-9

• To add an employee to the report, highlight the desired employee in the Available list

and click on the Add button. To add all employees to the report, click on the Add All

button.

• To remove an employee from the report, highlight the desired employee in the Selected

list and click on the Remove button. To remove all selected employees, click on the

Remove All button.

• Click on the Pay Class tab to utilize available Pay Classes as a filter for employee

reports and follow the same preceding procedure.

• Click on a Department/Labor Level tabs to utilize available departments as a filter for

employee reports and follow the same preceding procedure.

Note: Report profile settings are associated with the user that was logged into the Time

Guardian Series software when the report profiles where created. However, a user with

Admin privileges can click on the button to transfer the report profiles to the

selected users (see figure).

Report Functions & Examples

Audit Report

As seen in the following example, the Audit Report records every change made in Time

Guardian. This includes changes made to an employee’s punch, and the addition or deletion of

a Department, or any other modifications made to the program. This invaluable report also

provides the date, day and time the modification was made, including the Login name of the

user who made the change. Events will be listed in chronological order, starting with the first

edit and continuing through to the last, with a line separating activities for each date. This report

will record all punch transaction records and warnings of undefined data.

9-10 Time Guardian Series – Output

Employee Report

As seen in the following example, the Employee Report provides a list of employees, including

all of the information contained in the General tab of the Employee Setup Wizard.

Schedule Posting Report

As seen in the following example, the Schedule Posting Report provides a list of employees,

including the information showing when they are scheduled to work. Requires Advanced

Schedule module activation to be available.

Time Guardian Series – Output 9-11

Schedule vs. Actual Report

As seen in the following example, the Schedule vs. Actual Report provides a list of

employees, showing when they were scheduled to work versus the actual hours they worked

plus the variance in percent. Requires Advanced Schedule module activation to be available.

Exceptions Report

The flagging of Exceptions is a valuable piece of information that can be provided by Time

Guardian. These flags provide managers with a key piece of feedback as to when, how, and if

an employee is punching properly. If you did not choose to use Exceptions during the initial

installation, they can be modified at any time by opening the Setup Wizard from the Edit menu

and selecting the “Exceptions” tab. Select the exceptions you wish to track [see below for

additional method].

As seen in the following example, the Exceptions Report includes the Name, Employee

Number, and Badge Number. Check “Show comments” to add comments to this report. It

provides a list of the Exceptions that were generated based on the settings selected in the

Exceptions section of the Wizard. The report also includes reasons provided in the Main

operations window. Employees may have multiple Exceptions for the same day, depending on

the settings provided. If no exceptions were selected during the Setup Wizard, then this report

will be blank.

By default, all Exception codes are selected during the Setup Wizard and are included in the

report.

9-12 Time Guardian Series – Output

Historical Hours Report

This report displays all of the historical data of an employee for a defined length of time,

including exceptions, absences, and Pay Code information. Exceptions (must have at least one

exception selected) to be included in the report. To include a tabulated summary of Exceptions

for each day of the week, select to, “Exceptions Per Day”.

Hours Summary Report

This report provides a one line total for each employee, displaying pay codes, wages, and total

hours. This can also provide totals by department, when the selected employee is sorted by

department.

Note: When Zone Differential module is activated the report will include Zone information.

Time Guardian Series – Output 9-13

Unauthorized Hours Report

This report displays employee list with date and hors that are not authorized to go to payroll

export file.

Labor Analysis Report

As seen in the following example, the Labor Analysis Report provides a complete and

detailed account of employees’ labor for a specified period of time. Information will vary based

on your company’s Setup Wizard selections.

9-14 Time Guardian Series – Output

Presence Report

As seen in the following example, the Presence Report provides a list of employees currently

punched IN at the terminal. This report will only be accurate if the terminal is polled regularly.

Time Card Summary and Time Card Detail Reports

As seen in the following examples, the Time Card Detail Report and Time Card Summary

Report provide a complete and detailed account of employees’ punch times, totals, wages, and

exceptions for a specified period of time. Information will vary based on your company’s Setup

selections. Wages will only be displayed if enabled to be displayed on reports on the Pay Code

tab within the Setup Wizard.

When the Zone Differentials module is activated, the Zone information will be shown on these

reports.

Time Guardian Series – Output 9-15

Tips Report

As seen in the following example, the Tips Report provides a complete and detailed account of

employees’ punch tips with totals for a specified period of time. Information will vary based on

your company’s Setup Wizard selections.

DeAccrual Balance Report

As seen in the following example, the DeAccrual Balance Report provides a list of employees,

showing balance of remaining yearly benefits. Requires Benefit Time module activation to be

available.

DeAccrual History Report

As seen in the following example, the DeAccrual History Report provides a list of employees,

showing history of benefit use. Requires Benefit Time module activation to be available.

9-16 Time Guardian Series – Output

Running a Report Profile

To run a report from a Report Profile, select the desired Report Profile from the list in the Table

View of the Reports module, and click on the Run Report button. The report will be

generated, and displayed on screen if Adobe Acrobat PDF Output format was selected. If Excel

Output was selected, the report will be generated and an Excel worksheet created and saved in

the Amano Time & Attendance software directory [i.e., Time Guardian] in the "Reports" folder

[C:\Program Files\Time Guardian\reports].

Copying a Report Profile to Alternate Users

To copy a report from a Report Profile to other users, select the desired Report Profile from the

list in the Table View of the Reports module, and click on the Copy Report Settings

button. The report profile settings will be copied to the selected Users. Since report profiles

when created are directly linked to the logged in User, the function of being able to transfer

[copy] report profile to another user(s) is very useful. This function quickly creates the same

report profile for alternate users.

Payrolls Module

The Payrolls module provides a way of transferring data in the system to payroll software. The

data is usually transferred by means of a text file formatted to the payroll company’s

specifications or directly into the payroll company database.

Note: Activation of the Payroll Interface module can provide up to an additional 46 plus payroll

interfaces. See Payroll Interface module section for additional information.

Creating a Payroll Profile

1. Click on the Payrolls module within the Output group in the Tree View (see the following

figure).

Time Guardian Series – Output 9-17

2. To create a new Payroll Profile, click on the button, and the following Payrolls Profile

window will appear:

3. In the Name field, enter a name for the payroll profile [required field]. This field automatically

filled out during setup wizard with QuickBooks Pro selection.

4. Enter a brief description of the payroll profile in the Description field. This field automatically

filled out during setup wizard with QuickBooks Pro selection.

5. In the Payroll field, select the type of Payroll Export file you want to create. The choices are:

ADP DOS, ADP PC Payroll for Windows, CBS Payroll, Ceridian Power Pay, EasyPay,

Excel, Gevity HR, PayChex Paylink, PayChex Preview, PayDay, PayWeb, PeachTree Win,

and QuickBooks Pro.

Note: The Payroll profile with name, description, payroll selection, payroll number, and output

path will be created automatically during the initial Setup Wizard when QuickBooks Pro

is selected to auto sync.

6. In the Payroll ID field, select: Payroll Number, Employee Number, Social Security Number,

or Badge Number.

7. In the Output Path field, enter in the directory path of the payroll file or click on the Browse

button to set the path. An Open dialog will appear. Select the path and directory and enter in

the filename. The filename of the payroll file is usually set by the payroll company you are

using.

8. Click on the Specific Payroll Settings button to see the Payroll Settings window, which are

payroll company specific. Configure the General and Pay Codes settings tabs as per the

desired payroll requirements and click on the button.

QuickBooks Compatibility

Note: The Amano Time & Attendance software is compatible with the following versions of

QuickBooks Pro for manual export:

• The current QuickBooks 2011 and two years back

9-18 Time Guardian Series – Output

See the following matrix tables for additional information on Specific Payroll Settings:

QuickBooks Pro

Examples of export iif file fields for QuickBooks Pro are shown in the following matrix table:

Time Guardian Series – Output 9-19

ADP For DOS

Examples of export file fields for ADP for DOS are shown in the following matrix table:

9-20 Time Guardian Series – Output

ADP PC Payroll For Windows

Examples of export file fields for ADP PC Payroll for Windows are shown in the following matrix

table: