Lathem Time PC50 PC50 TIME & ATTENDANCE DATA TERMINAL User Manual USERS MANUAL

Lathem Time Corporation PC50 TIME & ATTENDANCE DATA TERMINAL USERS MANUAL

USERS MANUAL

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Transmitter Certification
Test Report
FCC ID: UP3PC50
FCC Rule Part: CFR 47 Part 15.209
ACS Report Number: 06-0407-15C
Applicant: LATHEM TIME CORP.
Equipment Type: Time & Attendance Terminal
Model(s): PC50
Users Manual
5015 B.U. Bowman Drive Buford, GA 30518 USA Voice: 770-831-8048 Fax: 770-831-8598
*** PRELIMINARY ***
P C5 0
TIME AND ATTENDANCE SYSTEM
Insert image of PC50
USER GUIDE
QUICK START • SOFTWARE INSTALLATION • HARDWARE INSTALLATION • PAYROLL MANAGEMENT
PC50 User Guide- 2
THIS EQUIPMENT COMPLIES WITH FCC CLASS-B REQUIREMENTS
PURSUANT SUBPART J OF PART-15
This device complies with Part 15 of the FCC Rules. Operation is subject to the
following two conditions: (1) this device may not cause harmful interference, and (2)
this device must accept any interference received, including interference that may
cause undesired operation.
WARNING: Changes or modifications to this product not expressly approved by the
party responsible for compliance could void the user’s authority to operate this
equipment.
NOTE:: This equipment has been tested and found to comply with the limits for a Class
B digital device, pursuant to Part 15 of the FCC Rules. These limits are designed to
provide reasonable protection against harmful interference in a residential installation.
This equipment generates, uses, and can radiate radio frequency energy and, if not
installed and used in accordance with the instructions, may cause harmful interference to
radio communications. However, there is no guarantee that interference will not occur in
a particular installation. If this equipment does cause harmful interference to radio or
television reception, which can be determined by turning the equipment off and on, the
user is encouraged to try to correct the interference by one or more of the following
measures:
- Reorient or relocate the receiving antenna.
- Increase the separation between the equipment and receiver.
- Connect the equipment into an outlet on a circuit different from that to which the
receiver is connected.
- Consult the dealer or an experienced radio TV technician for help.
This Class B digital apparatus complies with Canadian ICES-003.
Cet appariel numerique de la classe B est conforme a la norme NMB-003 du
Canada.
PC50 User Guide- 3
Contents
QUICK START GUIDE
X-STEP STARTUP
WELCOME
PRODUCT OVERVIEW
SYSTEM FEATURES
PAYCLOCK EXPRESS
PC50 TERMINAL
PACKAGE CONTENTS
SYSTEM REQUIREMENTS FOR PAYCLOCK EXPRESS
MINIMUM SYSTEM REQUIREMENTS
RECOMMENDED SYSTEM REQUIREMENTS
UPGRADES
ACCESSORIES
GETTING HELP
PAYCLOCK INTERACTIVE HELP SYSTEM VIEWER
TROUBLESHOOTING
ONLINE AND EMAIL SUPPORT
TELEPHONE SUPPORT
ANNUAL SUPPORT AGREEMENTS
GENERAL MAINTENANCE
SOFTWARE INSTALLATION
INSTALLING THE PAYCLOCK EXPRESS SOFTWARE CD
LOGGING IN
CREATING AND CHANGING YOUR PASSWORD
REGISTERING YOUR PC50
LOGGING OUT
HARDWARE SETUP
CONNECTING THE PC50 TO YOUR COMPUTER
MOUNTING THE TERMINAL-MENTION EXTENSIONS FOR PURCHASE
INSTALLING THE BIOMETRIC FINGERPRINT READER ATTACHMENT
USING THE CLOCK AND BADGES
PAYROLL MANAGEMENT
NAVIGATE PAYCLOCK EXPRESS
THE HOME SCREEN
CHANGING THE DISPLAY
THE RIBBON BAR
THE EXPRESS TIMECARD
THE INFORMATION AREA
THE PAYCLOCK SYSTEM BUTTON
CREATE COMPANY PROFILE AND SETUP PAY PERIOD
CREATE OVERTIME RULES
CREATE ROUNDING RULES
FORMAT TIME AND DATE
ADD, EDIT, AND MAINTAIN EMPLOYEES
PC50 User Guide- 4
ADD EMPLOYEES
VIEW AND EDIT EMPLOYEE INFORMATION
FILTER EMPLOYEES
EMPLOYEE LIST POP-UP MENU
EDIT TIMECARDS
ADD TIME OFF
DELETE PUNCHES
REFRESH DATA
FIND MISSING PUNCHES
RUN REPORTS
EMPLOYEE TIMECARD REPORT
PERIOD TOTALS REPORT
ALL TIMECARDS REPORT
EXPORT PAYROLL REPORTS
PAYROLL EXPORT WIZARD
CREATE A PAYROLL EXPORT FILE
CLOSE A PAY PERIOD
REOPEN A PAY PERIOD
RECALCULATE DATA
REFRESH DATA
BACKUP DATA
ARCHIVE DATA
ADJUST AUDIO SETTINGS
ENROLL FINGERPRINTS
USE FEATURE WIZARD
EXIT PAYCLOCK EXPRESS
GLOSSARY INDEX
Copyright © 2006 Lathem Time Corporation. All rights reserved. Reproduction of this document in
whole or in part is strictly prohibited. This document may contain typographical or copy errors.
PayClock, Lathem, the Lathem logo, and all other Lathem product names mentioned in this
document are registered trademarks of Lathem Time Corporation. All other products, brand
names, or company names mentioned in this document are properties and trademarks or registered
trademarks of their respective companies.
PC50 User Guide- 5
Quick Start Guide
1 Install PayClock Express
-Verify Minimum System Requirements
-Insert CD
-Use Setup Tab to configure preferences
System
Requirements
Setup your PC50
-Attach PC50 terminal to your computer
-Mount your PC50 to the wall
Launch PayClock Express
-Click on the PayClock Icon that now appears on your desktop
-Use the Ribbon Bar to navigate software and add employees
Payclock.lnk
PC50 User Guide- 6
Welcome
PRODUCT OVERVIEW
Congratulations on the purchase of your new Lathem PC50 Time and Attendance
System. This system will allow you to record and manage employee attendance records
with ease and simplicity.
Included in packaging is the PayClock Express software, which you will use to manage
data. This software will allow you to view, edit, sort, and print attendance records within
one window. Should you desire software upgrades or system accessories in the future,
information is available at www.Lathem.com.
The PC50 utilizes a proximity badge system, meaning that employees will punch in and
out by waving a badge in front of the clock’s sensor. The PC50 is “real-time”, so there is
no polling this device. When an employee punches In or Out, the punch is immediately
added to the database.
The PC50 also offers a backlit LCD screen to display important attendance information.
Upon receiving a punch, the screen will display the employee’s name, In/Out status, and
total hours worked for the pay period. You may also elect to add custom messages or
sounds to play for individual (or all) punches.
PayClock Express uses an “open schedule” of 14 hours to calculate employee time and
attendance. This means that an employee’s schedule begins with his/her punch and ends
14 hours later. The employee is able to punch in and out freely during his/her schedule.
So, if an employee clocks in at 8:00am, his/her schedule remains open for punches until
10:00pm (14 hours later).
SYSTEM FEATURES
The PC50 is the latest innovation in automated time and attendance systems.. Combined
with the ease and simplicity of PayClock Express software, managing payroll is quick
and efficient. Your new system offers a number of unmatched features:
PAYCLOCK EXPRESS:
The Home Screen (see page _)
The PayClock Express software introduces a one-screen menu that allows you to get
more out of the functions you use most. This updated user interface allows you to locate
functions quickly, helping you to get the information you need easily.
Express Timecard (see page __)
The Express Timecard sits on the right half of the PayClock Home Screen, allowing
quick and concise views of individual punch records
Expandable and Upgradeable (see page 7)
The 50 employee standard capacity with PayClock Express may be upgraded to 150
employees with software upgrades. In addition to expanded capacity, software upgrades
give you even greater configuration, scheduling, and reporting capabilties.
Custom messaging (see page _)
PC50 User Guide- 7
PayClock Express allows the administrator to create and edit custom messages for users
Greetings and Announcements (see page _)
Using PayClock Express, the administrator is able to attach different announcements or
greetings for different users, times, and dates
Payroll Export (see page _)
PayClock Express makes setting up an export file to your payroll program a simple threestep process
Annual Support Agreements (see page _ )
With our comprehensive support agreements, you’ll have unlimited access to technical
support and software upgrades for one low price.
PC50 TERMINAL:
4x20 backlit LCD Screen
PC50’s screen is designed for clear and comprehensive viewing, allowing employees to
verify their status and information and to move through the punch process quickly
Green and Red LED Light
The PC50 features a LED bar with colored lighting (green or red) to quickly indicate to
employees that their badge has been accepted
Real Time Data
The PC50 is a real-time device and does not require polling to get up-to-the-minute
information
Comprehensive Display
In addition to recording time and attendance, the PC50 acts an information portal,
relaying messages and data to employees, including verifying name, In/Out status,
and total hours worked for the pay period.
Accessories (see page 7)
Lathem offers a number of accessory options to further enhance the functionality of your
PC50 terminal, including longer USB cables, fingerprint sensor attachments, camera
attachments, additional badges, and timecard racks.
Visit http://shop.lathem.com/ or visit the Information
Area within the PayClock Express Home Screen to link to
Lathem’s product catalog.
PACKAGE CONTENTS
•
•
•
•
PC50 User Guide
PayClock Express Software CD
PC50 Terminal
USB Cable
SYSTEM REQUIREMENTS FOR PAYCLOCK EXPRESS
MINIMUM REQUIREMENTS:
•
A PC with a 300mhz Pentium processor or better
PC50 User Guide- 8
•
•
•
•
•
•
•
128 Megabytes of RAM
Hard disk with at least 200 Megabytes of free space
256 Color 800 x 600 or higher resolution display
Mouse or other pointing device
An available USB port (USB 1.1 compliant. The port must be able to supply up
to 500mA)
Internet Explorer 5.0 or higher
Microsoft Windows XP (Pro or Home)
RECOMMENDED REQUIREMENTS:
•
•
•
•
•
•
A PC with a 900mhz Pentium processor or better
256 Megabytes of RAM
Hard disk with 500 Megabytes of free space
An available USB port (USB 2.0 compliant)
A dedicated server is recommended for multi-user systems
Hi-Speed Internet Connection (for Online Features/Services)
UPGRADES
If you find that you need to accommodate more employees in your system or if you would
like enhanced software capabilities, consider purchasing a software upgrade for your
system. Lathem offers two software upgrade packages, PayClock ez and PayClock Pro.
Upgrading is as easy as visiting http://shop.lathem.com/ online (also accessible within
the Information Area of the Home Screen) and selecting the software you would like to
purchase based on a comprehensive list of feature options. Your software upgrades will
be instantly activated upon receipt of payment by credit card online.
PayClock Ez and PayClock Pro offer a number of enhanced features, including:
•
•
•
•
•
•
•
•
•
•
•
Increased employee capacity (up to 150)
Employee scheduling and shifts
Greater reporting capabilities (up to 22 report options)
Add Vacation/Holiday Time
“My workforce” screen and In/Out board (for quick view of whole workforce)
Additional payroll program interface options
Multi-user capabilities (up to 6 concurrent users)
Add vacation hours or time off
Create exceptions (late-in, long lunch, early out, etc)
Global Holiday Time
Optional Paid Break Setting
ACCESSORIES
Lathem offers a number of accessories to further enhance your PC50 system. Visit
http://shop.lathem.com to purchase any of the accessories listed below.
PC50 User Guide- 9
•
•
•
•
•
•
Extended USB cables
Affordable fingerprint terminal attachment
Camera attachment
Additional Badges
Cables and Connectors
Replacement Keys
GETTING HELP
You can access technical support and answers a number of different ways. In addition to
resources within the PayClock Express software, assistance may be accessed online, via
email, via telephone, or through your Lathem dealer. Don’t forget that Lathem also offers
annual support contracts.
PAYCLOCK INTERACTIVE HELP SYSTEM VIEWER
The Interactive Help System Viewer allows you to search through an index of help topics
to locate the answer you need
To launch the Interactive Help
System Viewer, select Help from
the Ribbon Bar
TROUBLESHOOTING
For answers to Frequently Asked Questions, refer to the Troubleshooting section of this
User Guide on page __ .
ONLINE AND EMAIL SUPPORT
Lathem.com provides access to numerous support resources that will allow you maximize
your use of PayClock Express. Help may be accessed by visiting the following link:
http://support.lathem.com
You may also submit a question through our online knowledgebase and one of our
technicians will respond to your inquiry within 25 hours. Email support is free to all
registered users of Lathem products.
TELEPHONE SUPPORT
Lathem offers technical support between the hours of 8am and 7pm Monday through
Friday. Please call (404) 691-1065 to speak with our support team. You will receive free
technical support for the first 30 days after your initial call. After that period, you may
PC50 User Guide- 10
purchase an Annual Support Agreement, which will cover all calls for one year, or you
may pay a per-call fee.
ANNUAL SUPPORT AGREEMENTS
Lathem support contracts are designed to keep your PC50 and PayClock software
working seamlessly.
For a single annual fee, your Support Agreement offers the following advantages:
• Unlimited toll-free telephone support (versus a per-call fee) and priority status for
calls
• Unlimited access to Lathem’s extensive library of web-based tips and FAQs
• Free software updates and version upgrades during the Support Period, giving you
free access to the most current software features
• Quick exchanges for damaged or broken clocks, thereby reducing downtime
• Extended parts and labor warranty helps you to save money on repairs needed
after the regular product warranty has expired
To learn more about Lathem support contracts and to make a purchase, contact us at
(404) 691-1065 or visit http://www.lathem.com/news/supportplan.shtml
GENERAL MAINTENANCE
Get recommendations
Software Installation
CAUTION
Before proceeding with your PayClock Express installation, verify that
your PC meets ALL of the System Requirements listed on page 6!
INSTALLING THE PAYCLOCK EXPRESS SOFTWARE CD
Installing PayClock Express Software CD requires a quick two-step process
1. Prepare your computer
• Select the computer you will use to manage the PC50 system
• Close all programs, including virus protection software
2. Install the PayClock Express CD
• Insert the PayClock Express CD into your computer’s CD-ROM
• The Setup program should run automatically. If it does not, follow the steps
below
o Click Start | Run from the Windows taskbar
o At the command line, type d:launch.exe where d: is the letter of the drive
for your CD-ROM
PC50 User Guide- 11
o Click OK
Select Express Install from the main Setup screen
At the Welcome Screen, click Next
Read the License Agreement and click I Accept to continue
Select the folder where you wish to install PayClock Express (the default folder is
C:\PayClock, then click Next
Click Next to start the installation of files
Click Finish to complete the installation
The PayClock Server Connection Manager Icon will show in the notification
area with the message “PayClock Server is running”.
o Note: This icon will display when you log in to Windows, but the
PayClock Server will run without being logged in to Windows
LOGGING IN
To begin using PayClock Express, you must first Log In to the system at the Log In
Window. PayClock has one default user: the Administrator. The Administrator has full
access to system information and functions.
1.
From the Log In window, choose
Administrator from the User List.
2.
Enter the default password:
“lathem”
3.
Click OK and the software will
begin
CREATING AND CHANGING YOUR PASSWORD
You should create your own unique password to protect sensitive payroll data.
Note: Passwords are NOT
case sensitive and may be up
to 11 characters
REGISTERING YOUR PC50
1.
At the Log In screen, click the
Change button.
2.
Type in your Old Password
(remember, the default is “lathem”)
3.
Type in your New Password (the
one you would like to create)
4.
Confirm your new password by
typing it in
5.
Click OK to finalize the change
PC50 User Guide- 12
You may register your PC50 anytime within 30 days of installing the software. If after 30
days you haven’t registered your system, you will be required to do so before continuing
to use the software.
There are four ways to register your software:
• Launch PayClock Express from your PC and select Register Now. This will
allow you to register your software online.
• Print out the Registration Page (where is it?) and Fax the requested information to
Lathem at _.
• Call Lathem at __ and select option number _ from the telephone menu
• Visit www.Lathem.com /register and follow the steps outlined (?)
LOGGING OUT
There are two ways to exit PayClock Express
•
•
In the upper right hand corner of the Home Screen, select
From the System Button, select Exit
Hardware Setup
CONNECTING THE PC50 TO YOUR COMPUTER
Diagram of USB port connection on PC50
and Connecting PC50 to USB cable to
USB port on computer
1. Connect the 15ft USB cable to the PC50
NOTE:
Be aware of the orientation of the USB cable to the port. Be sure
to insert the USB cable right side up into the USB port
(see diagram)
2. Now, connect the USB cable to an available USB port on the same computer
you previously installed the PayClock Express Software CD
PC50 User Guide- 13
NOTE:
You can increase the distance between the PC50 terminal and
your computer’s USB port by purchasing USB cable extenders
directly from Lathem at http://shop.lathem.com or through an
authorized reseller
You may add up to four 16ft USB Extension Cables
(P/N: USBCABLE16)
Or
You may add one 150ft Super Extender Cable
(P/N: USBEXTENDER)
3. The computer will automatically begin installation of the required PC50
driver. Follow the screen instructions to successfully complete the installation
of the PC50 terminal drivers.
INSTALLING THE BIOMETRIC FINGERPRINT READER
ATTACHMENT
With the TS-RFS (Biometric Fingerprint Reader Attachment) attached to your PC50
terminal, employees can punch in and out by scanning their finger instead of using their
badge. When an employee places their finger on the sensor, the PC50 terminal will scan
the fingerprint and compare it to the stored fingerprints. When the fingerprint is
matched, a record of the punch will be added to the database and will show In or OUT
on the PC50 display, along with the employee name and total hours for the pay period.
Note: The Biometric Fingerprint Reader is available for purchase at
http://shop.lathem.com
1. Connect the TS-RFS (the Biometric Fingerprint Reader Attachment) to one of
the two additional USB ports on your PC50.
In the Notification Area of your computer, next to the USB icon, the following
message will appear:
“Found New Hardware U.areU.400b Fingerprint Reader”
The driver will be loaded automatically
2. The sensor window on the TS_RFS attachment will illuminate, indicating that
it is ready for use
3. You are now ready to begin using the Biometric Fingerprint Reader
attachment with your PC50 and PayClock Express
MOUNTING THE PC50
Diagram and Instructions
PC50 User Guide- 14
USING THE CLOCK AND BADGES
Show image of hand waving badge over sensor and then sensor reading name, in/out,
hours, etc
Payroll Management
NAVIGATING PAYCLOCK EXPRESS
Now that your software is installed and your PC50 is connected to your PC, you may
begin configuring your preferences within PayClock Express. All of the PayClock
Express functions are contained within one screen, The Home Screen. Within the Home
Screen, there are four sections: the Ribbon Bar, the Express Timecard, the Employee
List, and the Information Area.
THE HOME SCREEN
Use these buttons
to scroll through
pay periods
Highlighting an
employee will
display his/her
time card in the
Express Timecard
Use the links within
the Information
Area to access
information,
upgrades, and
accessories online
Ribbon Bar: use to navigated software and locate functions
Express Timecard: use to edit and view individual punch data
PC50 User Guide- 15
Employee List: use to view pay period summaries for all employees
Information Area: use to find help and purchase software upgrades and accessories
CHANGING THE DISPLAY
PayClock Express allows you to resize windows within the Home Screen so that you may
adjust the screen display as needed.
Sample Home Screen Displays:
You may adjust screen displays by using your mouse to click on and move windows
THE RIBBON BAR
Instead of a menu and toolbar, the Ribbon Bar allows you to manage and edit your
settings, as well as create reports, within one comprehensive area.
The Setup Icon
•
•
•
•
•
The Employees Icon
create and edit your pay period
set overtime rules
set rounding rules
set formatting options
create an export link to your payroll program
•
•
•
•
Add and terminate employees
Edit employees’ personal information
Edit base pay
Create and assign custom messages or sounds
The Audio Icon
•
•
manage audio settings for the PC50
setup global messages to be played to all
employees.
PC50 User Guide- 16
The Reports Icon
•
•
generate, preview, and print a Period Totals
Report or an individual Employee Timecard
Report
view All Timecards in alphabetical order
The Export Icon
•
export pay period data into the payroll program
previously established
The Close Icon
•
Close the selected pay period to future editing.
(after you close a pay period, you may not go
back to edit the data within that period)
•
Back up pay period data to a specified file on
their PC
•
Directs you to the PayClock Express Interactive Help
Viewer, which acts a reference for any questions or issues
that may arise as you use PayClock Express
The Backup Icon
The Help Icon
The Finger Sensor Icon
•
Directs you to the Finger Template Management Wizard,
which allows you to register employee fingerprints into
PayClock Express using the optional fingerprint attachment
(to purchase, see http://shop.lathem.com/)
EXPRESS TIMECARD
The Express Timecard gives you a quick view of individual punch information and allows
you to add, edit, or delete data as is necessary
PC50 User Guide- 17
1.
Select the desired
employee from the
Employee List
2.
The employee’s
Timecard will appear in
the Express Timecard
area next to the
Employee List.
The Timecard displays
Base Hourly Pay and
Gross Pay
Use the Toolbar to add
punches and non-work
time, as well as delete
punches, and find missing
punches
View employees’ total
regular, overtime, and
non-worked hours worked
for the selected pay period
Add Punch Icon
This button lets you add a new punch,
as well as the date and time for the
new punch
Add Time Off Icon
This button lets you add time off for an
employee and select the date, time, and pay
code category for the absence
PC50 User Guide- 18
Delete Icon
This button allows you to delete punches
already on the Time Card
The Refresh Icon
This icon will refresh the data in the timecards to
reflect the most recent activity
The Find Missing Icon
This button will locate any missing punches
within an Employee Timecard. PayClock looks
for an even number of punches. When an odd
number of punches is found, PayClock assumes
that a punch is missing (an employee punched
In, but not Out, or vice versa.
The Time Card Table
The timecard table functions much like the cells in a spreadsheet. By clicking on a
desired cell, you may edit it as needed.
Date
Displays
the date of
punches
recorded in
the table
In / Out
Displays
the time of
entrance
and exit on
a given day
In / Out
Displays
additional
times of
entrance
and exit on
a given day
Hours
Calculates
the total
hours
worked for
a day from
punches
PC50 User Guide- 19
THE INFORMATION AREA
The Information Area contains information on PayClock software, including links to
software help and support, user tips, upgrades, and accessories.
•
•
•
Help and Support Options: links to FAQs and support information online
Add Multiple Users: links to add upgrades and increase capacity
Verify Identity with Fingerprints: links to order information for fingerprint
attachment, as well as additional accessories
THE PAYCLOCK SYSTEM BUTTON
The PayClock System Button, located at the top left-hand corner of the Home Screen
allows quick access to a number of important tools.
The Administrator should use the PayClock
Systems Button to access the following critical
functions:
•
•
•
•
•
•
•
•
Backup Data
Archive Data
Reopen the Last Pay Period
Recalculate
Refresh
Feature Wizard
Exit
To access these functions, click on the
PayClock System Button and highlight the
desired function from the drop-down menu
CREATE COMPANY PROFILE AND SETUP PAY PERIOD
The General Tab will allow you to define your company name your company’s pay
period. You will enter when your pay period begins, what type of pay period your
company uses, and select rounding rules.
PC50 User Guide- 20
To begin configuring your payroll preferences:
1.
Click on the Setup Icon within the
Ribbon Bar
2.
Select the General Tab
3.
Enter your Company Name (this is
the name that will be displayed on
report headers)
4.
Select your company’s Pay Period
Type among the options (for semimonthly, you will be asked to enter the
two dates, First and Second, on which
you pay employees each month)
5.
Using the pull-down calendar, select the date
on which your pay period begins (or began)
6.
Check Show Express Time Card in Black
and White if you would like the Express
Timecard displayed in black and white, rather
than in yellow and green
7.
Click OK to save settings
CREATE OVERTIME RULES
In The Overtime Tab, you can set up how to software calculates overtime hours. You
may define up to two overtime levels.
1. If employees receive overtime pay on a daily
basis, check the first box.
• For Overtime Level (1), select the rate
at which employees are paid for
overtime work and the number of hours
worked (Limit) needed to earn this
overtime
• For Overtime Level (2), select the
additional rate at which employees are
paid for additional overtime work on a
daily basis and the number of hours
worked (Limit) needed to earn this
overtime
• If an option is not applicable, choose
“Not Selected”.
PC50 User Guide- 21
2.
If employees receive overtime pay on a weekly basis, check the second box.
• For Overtime Level (1), select the rate at which employees are paid for overtime
• work and the number of hours worked (Limit) needed to earn this overtime
• For Overtime Level (2), select the additional rate at which employees are paid for
additional overtime work on a daily basis and the number of hours worked (Limit) needed
to earn this overtime
• If an option is not applicable, choose “Not Selected”.
3.
Select Daily OT Overrides Level 1 Weekly OT if your employees will continue to receive
Daily overtime after Weekly overtime has been reached (this is not available if multiple levels
of weekly overtime are set up).
4.
Choose your Weekly OT Start Day, select the day on which….
CREATE ROUNDING RULES
Rounding rules allow you to define how your punch minutes will be rounded.
Specifically, rounding refers to the increments in which the punches will be recorded.
Often times, users elect not to record punches to-the-minute in order to…. The point at
which the software will decide to adjust a punch time forward or backward is known as
the Break Point.
PayClock Express allows you to select one of
three rounding options:
No Rounding: Punches will be recorded to-theminute.
• If an employee punches in at 7:08am, the
software will record the time of entry as
7:08am
• If an employee punches out at 5:23pm,
the software will record the time of
departure as 5:23pm
¼ hour rounding: 15 minute rounds with a 7 minute break point
• Time is recorded in increment of 15 minutes: :00, :15, :30, or :45
• If an employee punches in at 7:08am, the software will record the time of entry as 7:15
because :08 is after the seven minute break point at 7:00
• If an employee punches out at 5:20pm, the software will record the time of departure as 5:15
because :20 is before the seven minute break point at 5:15
1/10 hour rounding: 6 minute rounds with a three minute break point
• Time is recorded in increments of 6 minutes: 00, :06, :12, :18, :24, :30, :36, :42, :48, :54
• If an employee punches in at 7:08am, the software will record the time of entry as 7:06
because :08 is before the three minute break point after 7:06
• If an employee punches out at 5:23pm, the software will record the time of departure as 5:24
because :23 is after the three minute break point after 5:18
PC50 User Guide- 22
FORMAT TIME AND DATE
The format tab allows you to decide how PayClock Express will display dates and times
within the software.
Software Time Settings: determines how time will be
displayed:
•
•
12-Hour: displays time in increments of
twelve hours (12:00, 1:00, 2:00, etc)
24-Hour: displays time in increments of 24
hours (12:00, 13:00, 14:00, etc)
Software Date Settings: determines how dates will
be displayed. For the date of December 1, 2006, the
following display options exist:
•
•
•
MM/DD/YY: displays date as 12/01/06
DD/MM/YY: displays date as 01/12/06
YY/MM/DD: displays date as 06/12/01
ADD, EDIT, AND MAINTAIN EMPLOYEES
The Employee List displays the list of active employees, the pay period data for each
employee, and is used to select employees in order to edit or update data or to run
individual reports. The Employee Icon is used to add, delete, and filter employees.
PC50 User Guide- 23
ADD NEW EMPLOYEES
NOTE:
The Employee ID number
should match the badge number
assigned to that employee
1.
Within the Employee Icon, click Add
New.
2.
Insert the employee’s personal
information in the appropriate blanks.
You may include Base Pay rate in the
employee’s profile in order to allow
PayClock to calculate gross pay on the
timecard.
3.
Use the scroll down menu to select a
Date of hire for each new employee.
4.
To declare Inactivate or to Terminate
an employee from the software, check
( ) the box next to the desired selection.
This will allow you to enter in the date
or Inactivation or Termination.
5.
You may then use the scroll down menu
to select a date of Deactivation or of
Termination.
6.
To Add Sounds or Add Custom
Messages for employees to hear upon
punching in or out, you must first check
( ) next to the box that reads “On any
Punch Play:”
•
•
•
For Sounds, scroll through the
drop down menu to the desired
greeting.
To preview a greeting, press the
button next to the drop
down menu.
To create your custom message,
simply type in the message you
would like displayed for that
employee upon punching in or
out. Finally, select a number from
the drop-down menu “How many
PC50 User Guide- 24
VIEW AND EDIT EMPLOYEE INFORMATION:
1.
Select the desired employee from
the Employee List and click the
Employees Icon from the Ribbon
Bar
OR
Select an employee from the
Employee List by double-clicking
on the employee’s name.
2.
The Employee Window will open
and you may edit any of the
information in the window.
3.
Click OK to save any changes
FILTER EMPLOYEES
PayClock Express allows you to filter employees either by hiding inactive or hiding
terminated employees.
•
•
To filter employees, click the Filter option from the Employee Icon within the Ribbon Bar
Use the arrow to select either Hiding Terminated Employees or Hiding Inactive Employees
EMPLOYEE LIST POP-UP MENU
The Employee List Pop-Up Menu allows you to access both individual and group
information quickly, by right-clicking within the Employee List. A menu will open with a
number of options.
•
•
1.
Select an employee
within the Employee
List
2.
Right click on the row
containing the
employee’s
information
3.
Select among the menu
options to perform the
desired task. A
separate window will
open.
Edit this employee: select this menu item to edit an employee’s name, badge
number, base wage, messages, etc
Add a new employee: select this menu item to add a new employee to the
system
PC50 User Guide- 25
•
•
•
•
•
Delete the employee: select this menu items to delete the selected employee
from the system (important: this cannot be undone!)
Go to this employee’s Timecard: select this menu item to move to the first cell
of the employee’s timecard in the Express Timecard area
Show the Employee Details Report: this menu item will display a Details report
for the selected employee
Show this Employee’s Timecard Report: this menu item will display a
Timecard Report for the selected employee
Show Period Totals Report: this menu item will display a Period Totals report
EDIT TIMECARDS
You may edit an employee’s Timecard data in the Express Timecard area of the Home
Screen.
ADD PUNCHES
To add a punch to an employee’s
timecard:
1.
Select an employee from the
Employee List
2.
Click the Add Punch Icon
3.
The Registration Edit screen will
pop-up. Enter the Time and Date
you wish to enter for this punch
4.
Click OK to exit the screen
You will see your new punch
displayed on the Employee Time
Card.
ADD TIME OFF
To add time off to an employee’s timecard:
1.
Select an employee from the
Employee List
2.
Click the Add Time Off Icon
3.
The Registration Edit screen will
pop-up. Enter the Time and Duration
(number of hours) you wish to enter
for the Time Off
4.
Select the Date on which you would
like the Time Off applied and the Pay
Code (label you would like to give the
absence)
5.
Click OK to exit the screen
You will see your new entry displayed on
the Employee Time Card.
PC50 User Guide- 26
DELETE PUNCHES
To delete a punch from an employee’s
timecard:
1.
Select an employee from the Employee
List to view his/her timecard
2.
Select the cell that contains the punch
you would like to delete
3.
Click the Delete Punch Icon
4.
A pop-up screen will ask “Are you sure
you want to continue with this deletion?”
If you would like to continue, click Yes.
If not, click No
5.
Click OK to exit the screen
You will no longer see the deleted punch
displayed on the Employee Time Card.
REFRESH DATA
To refresh your data, simply click the Refresh Data Icon. Any updates will
automatically uploaded into the data.
FIND MISSING PUNCHES
1.
Select an individual Employee
Timecard from the Employee
List
2.
In the Express Timecard
screen, select the Find Missing
Icon.
3.
If there are missing punches,
correct them one-at-a-time. If
there are no missing punches,
PayClock will display the
message: “No Exceptions
Found”.
PC50 User Guide- 27
RUN REPORTS
Reports are accessible in the Reports Icon within the Ribbon Bar
Scroll Buttons and a
Pop-Up Calendar
allow you to change
pay periods
You may change your
formatting preferences by
clicking the Options button
within a report and editing your
data and display formats
EMPLOYEE TIMECARD REPORT
The Employee Timecard Report provides individual employees’ Name, ID number, and
total regular, overtime, and miscellaneous non-worked hours for the pay period.
1.
Using the scroll buttons or
Pop-up Calendar, select the
pay period for which you
would like to generate a
report.
2.
Select the desired employee
from the Employee List
3.
Select Employee Timecard
from the Report Icon in the
Ribbon Bar
4.
The Employee Timecard
Report will appear. You
may now print and review the
report
PC50 User Guide- 28
PERIOD TOTALS REPORT
The Period Totals Report provides a summary view of all Employees’ total hours and
total gross pay for the pay period
1.
Using the scroll buttons or Pop-up
Calendar, select the pay period for
which you would like to generate
a report
2.
Select the desired employee from
the Employee List
3.
Select Period Totals Report
from the Reports Icon in the
Ribbon Bar
4.
The Period Totals Report will
appear. You may now print and
review the report
ALL TIMECARDS REPORT
Choosing All Timecards from the Reports Icon will pull up all employee timecards,
arranged in alphabetical order. You may scroll to the next employee by using the
Forward button or backward using the Back button
5.
Using the scroll buttons or
Pop-up Calendar, select the
pay period for which you
would like to generate a
report
6.
Select All Timecards from
the Reports Icon. Timecards
will appear in alphabetical
order.
Use the Forward button to scroll to the next
employee’s timecard
NOTE:
For all reports, you may use the Print Icon in the report toolbar to print the report.
Click Close to exit the screen
PC50 User Guide- 29
EXPORT PAYROLL REPORTS
PAYROLL EXPORT WIZARD
The Payroll Wizards Tab helps you setup your data for export into a format your payroll
service can read. PayClock Express can export data into QuickBooks, PayChex, and
ADP payroll software. You can also export data into ASC II format
To run an export wizard:
1.
Select the Setup Icon from the
Ribbon Bar
2.
Select the Payroll Wizards tab, then
highlight the payroll program your
company uses
3.
Click Setup to run the Payroll wizard
4.
The wizard will take you through the
requisite steps for your particular
payroll program. Fill in the requested
information in each step and click
Finish
5.
Your export path will now be
available in the list of Payroll
Interfaces available by clicking on the
Export Icon within the Ribbon Bar
CREATE A PAYROLL EXPORT FILE
After you have set up the software to export your data to your payroll program, PayClock
Express can export your time and attendance data directly into your payroll system. The
Export Icon creates a separate file that your payroll program can read.
1.
Select the Export Icon from Ribbon Bar
2.
The Export Payroll Data window appears
3.
Under Payroll Interfaces, select the export option
you would like to create
4.
Click the Export button; You will a window
indicating that your file is being processed, followed
by a window indicating that your file has been created.
PC50 User Guide- 30
CLOSE A PAY PERIOD
The Close Icon allows you to close out the current pay period. You cannot edit data from
a closed pay period, although you may still run reports and exports. Make sure that you
are finished making changes to the data for a pay period before closing it.
1. Click the Close Icon in the
Ribbon Bar. The Close Pay
Period window will appear.
2. Under PayClass, you will see the
date that the pay period was last
closed.
3. Click Apply. The Confirm
Close dialog box will appear. Make
sure that the dates listed in this
window are the dates that you would
like to close out.
4. Confirm the close by typing
‘Yes’ in the box and clicking OK
REOPEN A PAY PERIOD
Reopening a previously-closed pay period will allow you to view and edit employee
timecards, just like before the pay period was closed. Reopening the last pay period will
display the punch records from that period and reset the pay period settings for that
period, but will not restore the rules for that pay period.
1.
2.
3.
4.
RECALCULATE DATA
•
Select Reopen Last Pay
Period from the drop-down
menu within the System
Button. The Reopen Last Pay
Period window will appear
Under Pay Class, choose
Standard
Type Yes in the box to confirm
that you want to reopen the last
pay period
Click Apply to complete the
reopen
Selecting Recalculate from the System Button option will instantly update the data calculations
for all employees in the software.
REFRESH DATA
PC50 User Guide- 31
•
Selecting Refresh from the System Button option will instantly update and reload the screen.
BACKUP DATA
It is important to backup your data to protect your records in the event of a disaster. The
Backup function makes a complete copy of all of your files in the Database folder and
then compresses them into one file, which is then accessible (when, where?).
1.
2.
3.
4.
5.
6.
7.
Select Backup Data from the drop-down menu
under the System Button.
The Database Backup Manager window will
open
PayClock automatically locates your data and
displays the file under Database to Backup.
Under File Name, select the name you want to
give your backup file (the default is simply
“Database). Backups have the file extension
TDK. If you give your backup file the same
name each time you backup, the file will be
updated with the latest information. Your file
will not be written over.
In the Note space, you may add a description of your file (this is optional).
Locate the destination for your backup file under Write the Backup to this location section.
If you would like to make this destination file as your default, select Save as my Default
Backup Location.
To simply backup current and next pay period data (and not closed pay period data), select
Exclude History Data.
To create the backup file, click Create. Then close the file by clicking Close.
ARCHIVE DATA
Archiving your data will allow you to free up space on your hard drive. You may only
archive closed pay periods.
To Archive Data, select the option from the drop-down menu under the System Button.
The following window will appear.
1.
2.
3.
4.
PayClock automatically locates your
data and displays the file in the
Database to Archive field.
Select the pay periods you would like
to archive from the Historical Pay
Period field. Check Select All to
select all of the listed pay periods.
Select a name for your file and type it
in the File Name field. All archived
files have a TDA extension.
You may write a description of the file
in the Note field.
PC50 User Guide- 32
6.
7.
Locate the destination for your archive file under Write the Archive
to this location section. If you would like to make this destination
file as your default, select Save as my Default Backup Location.
To create the archive file, click Create. Then close the file by
clicking Close.
ADJUST AUDIO SETTINGS
NOTE:
You have the option of setting up
messages for In punches, Out punches,
or both.
1.
First, set the volume level you prefer for
the PC50.
2.
If you’d like to set the clock up to play a
specific greeting for In and Out punches,
select Play a sound for In/Out punches
3.
To select a message to be played for all
In punches, check the box next to On all
In Punches play. Next, use the scroll
down menu to select the sound or
message you prefer. You may preview
messages and sounds by clicking the
preview button to the right of the
selection field. Repeat these steps to
select a message for all Out punches by
checking the box next to On all Out
Punches play.
4.
Select Play a sound for a range of
punches to choose what audio sound
and/or message plays on the PC50
terminal for all punches during a specific
period of time.
ENROLL FINGERPRINTS
1.
Select the Finger Sensor
Icon from the Ribbon Bar
2.
Select the employee you
would like to enroll from
the drop down menu
PC50 User Guide- 33
NOTE: The higher the security level, the
more sensitive the fingerprint reader is
(refer to glossary under “Security” for
more detailed information on setting
security levels)
2.
At this point, you may change
default security levels and
assigning employees to work
stations by selecting the
corresponding button
3.
Select the finger(s) the
employee will use for
enrollment
4.
Adjust the security level to
meet your company’s needs and
click Next
5.
Click Begin Registration.
Follow the step-by-step
instructions displayed in the
Instruction box to scan
fingerprints. Each fingerprint
must be scanned three times to
be successfully registered.
6.
When finished, click Next.
You may choose to Enroll
another finger for this
employee, Enroll another
employee, or Close the wizard.
Select the desired option and
click Close.
PC50 User Guide- 34
USE THE FEATURE WIZARD
The Feature Wizard will allow you to unlock software upgrades that you have purchased
online.
•
•
To access the Feature Wizard, use the arrow under the PayClock System Button to scroll down
to Feature Wizard
The Feature Wizard will launch and guide you through the unlock process
EXIT
There are two ways to exit PayClock Express
•
•
To exit and log out from PayClock Express, select Exit from the scroll down menu under the
System Button.
You may also use the System Button to quickly close the software, by double-clicking on the icon.
Troubleshooting
If you are experiencing problems or issues with your PayClock Express software, the
Troubleshooting Guide may have the solution to your problem. If you cannot located an
answer to your question or issue, please contact Lathem support by telephone at 1-800241-4990 (charges may apply if you do not have a support agreement) or refer to the
support section of our website at http://www.lathem.com/support.shtml Here are some
problems that you may encounter with PayClock, divided into a Hardware and Software
section.
HARDWARE
Q: When I swipe a badge, it does not record and the clock does not signal any
errors.
A. Make sure you swiped the badge correctly. Pass the badge within range of
the terminal, within 3 to 4 inches of the front of the terminal. See the diagram on
the right side of the clock terminal.
SOFTWARE
Q. I can’t see certain icons or access certain functions in PayClock.
A. You need to have your PayClock administrator check your access rights.
Q. When I click the Timecard icon, I can see the schedule bar, but no lines are
visible in the timeline.
A. You can change your Windows system appearance to a different color
scheme. You can do this at the Control Panel, Display settings.
PC50 User Guide- 35
Q. A punch looks dimmed in the schedule bar at the Timecard, even after I readded the punch.
A. If you re-add that same punch, it stays dimmed in the schedule bar but
displays in the timecard table. Note that when you delete a punch that was
punched at the clock, it always dims on the schedule bar. This keeps an audit
trail..
Glossary Index
Use this section to find definitions for unfamiliar terminology and to locate specific areas
of interest within the User Guide.
Active Employee:
Active employees are employees who are punching the clock. You can keep track of
active employees in PayClock in the General tab at the Employees icon.
Audio Button:
The Audio button of the Ribbon Bar is used to configure the PC50 terminals audio features. This
allows you to globally assign audio and visual messages that will play and display when
employees punch.
Audio System Enabled - Select this option to activate your PC50 to play sounds and
display custom messages.
Audio Volume at Terminal – Drag the slider bar left to lower the volume or right to
increase the volume on the PC50.
Play a sound for In/Out - Select this option to choose what audio sound plays on the
PC50 terminal for In / Out punches.
On all In Punches Play - Check this box to select the sound that will play for all In
punches.
Sound - Select the sound file from the list to play for all In punches. You can test the
sound by clicking the play
button.
Show this message on the terminal - Type in the text you want displayed on the PC50
for all In punches. Note: You can define up to 4 lines with each line having up to 20
characters.
On all Out Punches Play - Check this box to select the sound that will play for all Out
punches.
Sound - Select the sound file from the list to play for all Out punches. You can test the
sound by clicking the play
button.
Show this message on the terminal - Type in the text you want displayed on the PC50
for all Out punches. Note: You can define up to 4 lines with each line having up to 20
characters.
Play a sound for a range of punches - Select this option to choose what audio sound
plays on the PC50 terminal for all punches during a specific period of time.
Active - Select Yes to enable the selected message or No to disable the selected
message.
PC50 User Guide- 36
Start Time - Key in the time you want the selected message to be used.
End Time - Displays when the selected message will stop being used. Note: This field is
view only.
Sound - Select the sound to be played for the selected message.
Message at Terminal - Enter the text message to be displayed on the PC50. Note: You
can define up to 4 lines with each line having up to 20 characters.
Play sound test on terminal and the PC speakers - Select this option to have the
sound played on the PC50 as well as the PC speakers when clicking the play
button
Backup Button:
You use these utilities to backup or archive your data. You can also restore a backed up
or archived database.
Close Button:
At the Close icon, you can close out the current pay period. You can also re-open the last closed
pay period.
When you perform the close process, the software closes out the current pay period.
After you close your pay period, you can still run reports and exports, but you cannot edit the
closed data. Make sure that you have finished making all your changes before closing your pay
period.
You may want to export your data first to ensure it is correct before closing the pay period.
Employee List:
The employee list appears below the Ribbon bar when the Express Home window opens.
Along with the list of employees, you will see the pay period summary data for each
employee. This list is used to select employees, which then allows you to edit their
employee information, timecard data or run a timecard report. To edit employee
information, click on the employee in the list and then click the Employees button. To
open an employee’s timecard, click on the employee in the list and their timecard will
open. To run a timecard report, click on the employee in the list and then click on the
Employee Timecard report button
Employees Button
At the Employees icon, you setup your employees in the software. You can enter their
name, address, pay rate, emergency info, assign their benefit time, labor tracking levels,
etc.
Export Button:
At the Export icon, you can export your data to payroll
With the Export option, the software creates an export file. Select this if you use a payroll service
and you send your data to them.
When you click the Export icon, a dialog box appears with the exporting options.
If you have not setup the software to export data, you can do this at the System icon, in
the Payroll Export tab.
PC50 User Guide- 37
Finger Sensor Button
The TouchStation Manager allows you to maintain the TouchStation terminal as well as
enrolling employee fingerprints, performing supervisor overrides, running reports and
manually updating the TouchStation terminal with enrolled fingerprints. The
TouchStation Manager runs as an icon in the Notification Area of your screen
Floating Schedule
Home Screen
Inactive Employee
Inactive employees are employees you want to keep in the PayClock system but you
don’t want there badge to be active at the clock. For example, you might want to make an
employee inactive when she goes on maternity leave or when a seasonal worker is offseason. You cannot reassign an inactive employee’s badge. You can only reuse a badge
number if you mark the employee as Terminated.
You can keep track of inactive employees in PayClock in the General tab at the
Employees icon.
You can keep track of inactive employees in PayClock at the Employees button. First
select the employee from the Employee List and then click the Employees button.
Inactive employees stay in the system, but cannot punch the clock. You can still report
and export on inactive employees.
Note: After making an employee inactive, make sure you update the clock, if you don’t
the badge will still be accepted by the terminal.
Log In
When you first open PayClock, a Log In window appears waiting for you to enter your
password.
PayClock has one default user, Administrator. The Administrator log in gives you full access to
PayClock.
Once you choose a user, enter your password. The default password is "lathem". (You should
change it to a unique password).
Enter your password, then click OK.
Helpful Tip - The default password for the Administrator account is "lathem". It’s recommended
to change the default password the first time you log into PayClock. Passwords can be up to 11
characters and are not case sensitive.
Missing Punch
PayClock flags this exception by looking for an even number of punches. If there are an
odd number of punches, then PayClock assumes a punch is missing
Time Off
PC50 User Guide- 38
This button allows you to add non-work time, for example 8:00 hours of vacation.
Pay Period Type
Your pay period defines the start and stop of the pay time length. You define your pay
period at the General tab under the Setup button.
Your pay period defines the start and stop of the pay time length. You define your pay
period in the Pay Class General tab.
Weekly - a 7-day length. You choose which day the pay period begins.
Bi-Weekly - a 14-day length. You choose which day the pay period begins.
Semi-Monthly - twice per month. You choose which two dates the pay period begins.
Monthly - once per month. You choose which date the month begins.
Custom - allows users to define their own pay period length. You set the date the current pay
period will END and then set the date the next pay period will END. For example, your current
pay period might start on the 1st and end on the 18th and your next pay period will start on the
19th and end on the 31st. Each time you close a custom pay period you will be prompted to set
the date that the "new" next pay period will end.
NOTE: Use the + (plus) and - (minus) keys on your numeric keypad to move the date forward
or backward.
Reports Icon
Report Manager allows you to run reports on the information that is stored in
the PayClock database.
When you open the Report Manager, the “Selector” will display. With the Selector, you see
four sections, the Menu and Button Bar, the Report Selection, which includes a snap shot
of the selected report, Date Selection and Employee Selection
You can run reports on the current pay period, any closed pay period, the next
pay period, certain months or for a date range
The PayClock Express system allows you to run two types of reports, an
Employee Timecard report or a Period Totals report. You can run these
reports on any open pay period or any closed pay period. You can run the
Employee Timecard report on a single employee or all of the employees.
Note: To make sure you have the latest data, you should poll the clock before running
reports
Reports Button
Report Manager allows you to run reports on the information that is stored in
the PayClock database.
PC50 User Guide- 39
When you open the Report Manager, the “Selector” will display. With the Selector, you see
four sections, the Menu and Button Bar, the Report Selection, which includes a snap shot
of the selected report, Date Selection and Employee Selection
You can run reports on the current pay period, any closed pay period, the next
pay period, certain months or for a date range
The PayClock Express system allows you to run two types of reports, an
Employee Timecard report or a Period Totals report. You can run these
reports on any open pay period or any closed pay period. You can run the
Employee Timecard report on a single employee or all of the employees.
Note: To make sure you have the latest data, you should poll the clock before running
reports
THE RIBBON BAR
Ribbon Bar
The PayClock Ribbon Bar has replaced the typical menus and toolbars. This new bar
allows PayClock to present the functions you need organized on the tabs, Home, Setup
and Data. This makes using PayClock easier. Because of the way that the tab is
organized, you get to the functions quicker.
The Home tab contains all the functions routinely used. You will use these icons on a regular
basis to retrieve, edit and manage your data.
The Setup tab contains all the functions needed to setup your system. You will use most of
these features the first time you setup your software but seldom after that.
The Data tab contains the functions typically used when you are ready process payroll.
When PayClock opens, the Home tab is selected with My Work Force displaying. Under the
Home tab, you will see the PayClock Ribbon Bar, which contains links to functions or tasks you
will perform. Beneath the Ribbon Bar is the Employee List which contains the directory of
employees.
The PayClock Ribbon Bar has replaced the typical menus and toolbars. This new bar
allows PayClock to present the functions you need on an organized “Home” tab. The
Home tab has areas that display functions related to a task. For example, the Employees
task area allows you to Add, Edit or Delete an employee. This makes using PayClock
easier. Because of the way that the tab is organized, you get to the functions quicker.
When PayClock Express opens, the Home tab displays. Under the Home tab, you will see the
PayClock Ribbon Bar, which contains links to tasks you will perform. Beneath the Ribbon Bar is
the Employee List, Timecard and Information area. The Employee List area contains the
directory of employees and their accumulated totals. The Timecard area is where you will make
edits to the employee punches and non-work time. The Information area is where you can get
help and tips on the PayClock software.
Rounding
PC50 User Guide- 40
In the Rounding tab, you define how your punches will calculate. Rounding adjusts a punch
to an even increment of time. With rounding, there must be a setting that triggers the punch
to adjust forward or backward - this is the break point.
You can set how punches round on the Pay Class General tab and also thru the Schedules
icon.
There are 3 selections for rounding:
There are 5 selections for rounding:
Not Selected = No rounding, punch to punch calculations (Note: This is the default setting.).
1/4 Hour = 15 minute round with a 7 minute break point.
1/10 Hour = 6 minute round with a 3 minute break point.
1/1 Hour = minute to minute calculations, no rounding (choose this if you do not want to
round punches but you do want to use the extended break amount feature).
15/3 Hour = 15 minute round with a 3 minute break point.
Not Selected = No rounding, punch to punch calculations (with this selection the extended
break amount feature is disabled).
If you need to define rounding rules other than these, you can do this in the Rounding Rules
tab at the Schedules icon.
Examples: 1/4 Hour punch rounding is selected.
An employee punches at 8:09.
Since :09 is after the 7-minute break point, the punch rounds to 8:15.
An employee punches at 8:06.
Since :06 is before the 7-minute break point, the punch rounds to 8:00.
An employee punches at 8:07.
Since :07 is at the 7-minute break point, the punch rounds to 8:15.
Punched Break Rounding
With punched breaks, the amount of time the employee was punched out is rounded instead of
the individual punches. If the break punches fall within the break settings, the break length will
be deducted even if the employee was only punched out for a short time. The break will start
at the time of the Out punch for the break.
Examples:
A 30 minute break is setup and 1/4 Hour punch rounding is selected.
An employee punches Out for break at 12:09pm and punches back In from
break at 12:30pm.
30 minutes will be deducted since the break length was set for 30 minutes,
even though the employee was only punched out for 21 minutes.
PC50 User Guide- 41
System Icon PAYCLOCK SYSTEM BUTTON
At the System icon, you define your basic company structure. You can setup your Company
Info, Clock Communications, Preferences, Payroll Exports, Labor Tracking Levels, etc.
At the System icon, you define your basic company structure. You can setup your Company
Info, Clock Communications, Preferences and Payroll Exports.
At the Setup icon, you define your basic company structure. You can setup your Company Info,
Pay Period, Overtime, Rounding, Time/Date Format and Payroll Exports.
THE SETUP ICON
THE EMPLOYEES ICON
THE AUDIO ICON
THE REPORTS ICON
THE EXPORT ICON
THE CLOSE ICON
THE BACKUP ICON
THE HELP ICON
THE FINGER SENSOR ICON
Setup Button
At the System icon, you define your basic company structure. You can setup your Company
Info, Clock Communications, Preferences, Payroll Exports, Labor Tracking Levels, etc.
At the System icon, you define your basic company structure. You can setup your Company
Info, Clock Communications, Preferences and Payroll Exports.
At the Setup icon, you define your basic company structure. You can setup your Company Info,
Pay Period, Overtime, Rounding, Time/Date Format and Payroll Exports.
Timecard Icon
The Express Timecard is used to view and edit an employees punch and non-work data. By
default, the timecard displays the data associated with the employee selected in the Employee
List and the selected Pay Period. You can use the Employee List to select an employee or use
the employee scroll buttons on the timecard header to move through the list of employees. You
can use the Employee List to select the Pay Period or use the pay period scroll buttons on the
timecard header to move through the available pay periods. The timecard body contains a
toolbar for editing punches and also a spreadsheet like area for keying in punch data. The
timecard footer displays a grand total of the worked and non-worked hours.
Timecard Table
The timecard table lists data on a person's activity for the current or next pay period. You
can choose which columns you want to show - punches, pay codes, dates, totals, etc. This
green indicator ( ) will display on the day that has a note attached. For a detailed list of
columns that you can choose, click here.
The timecard table lists the punch and time-off data for the selected employee.
THE TIME CARD
THE ADD PUNCH ICON
PC50 User Guide- 42
THE ADD TIME OFF ICON
THE DELETE ICON
THE REFRESH ICON
THE FIND MISSING ICON
THE TIME CARD TABLE
TROUBLESHOOTING.

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