Icons/Tabs | Process | Checkbox |
Data Entry, Public Holidays/RDOs | Add Public Holiday before processing. |
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Data Entry, Employees | Add any new employees before an employee can clock. |
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Data Entry, Timesheet |
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Data Entry, Timesheet | Red dots need to be viewed, adjusted and confirmed by clicking Save. |
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Data Entry, Timesheet | On the Timesheet Tab, right click on screen and select ADD. Select all employees who worked in that pay period; they will appear with a red dot. Right click on Employee and select EDIT. Enter Start and Finish times. If each shift is the same, use F10 to copy previous shift times. Click on any day/date on the left and +/- On number pad advances or retracts days of the pay period. Save when complete. |
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Data Entry, Timesheet, Allowances Tab | Right click on Employee and select EDIT. Select Allowances tab to add any allowances that are NOT standard for the employee (check with the pay office). To Add, Right click on the screen, select ADD and follow the Wizard. Finish to complete. Save when complete. |
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Data Entry, Timesheet, Leave / Other Payments Tab | Right click on Employee and select EDIT. Select Leave / Other Payments tab to add any leave taken. To Add, Right click on the screen, select ADD and follow the Wizard. Finish to complete. Save when complete. |
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Reports | Verify the data process by printing reports: |
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File, Send, Send Wizard | Go to File, Send and go through the screen of the Send Wizard. Select the PPE that the pays are for and select the email path and enter any message for Head Office. |
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Maintenance, Backup | Make sure you always take a back up once pay process is completed. |
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The instructions below is a guide to be used in conjunction with the Remote Timesheet & Time Clock Run Sheet and as such is laid out referencing the respective steps.
The purpose of using this system is:
Eliminating keying at head office of your data.
Hours are being electronically kept and avoids time theft.
Smooth transition of payroll data to Head Office as there is no chasing up on missing data.
Eliminates human error.
The Remote Time Clock is connected to your Remote Timesheet, there is no pay rate data held in either system to avoid confidentiality issues. The Remote Time Clock collects its data and writes back to the managers console, being the Remote Timesheet.
This article will concentrate on the Remote Timesheet, how to review data, adjust and how to send this through for final processing.
Your database is set up with some basic rounding rules for your employees to clock on.
The items below follow the run sheet, giving you more detail.
Adding in Public Holidays
This step needs to be completed prior to any employees starting to clock for the pay period that has public holidays. Consider adding your public holidays at the start of your setup or at the start of each year.
It is the remotes' responsibility to add in all public holidays. To do this, click on Data Entry, Public Holiday / RDO.
Right click on the white screen (or click on the red circle with a cross) you will be able to add a public holiday.
You can now add a meaningful Description and ensure that the Type you select is Public Holiday. Add your date (Start Date) and we strongly recommend that you select Recurring as Once Only. Add all your public holidays for the next 12 months.
Note: When processing Timesheets, the Public Holidays will appear in RED on the timesheet. If you fail to add the Public Holidays before your employees commence clocking, you will need to manually add the public holiday date.
Adding New Employees
Employee numbers will be granted from Head Office. Consult with your Pay Office for this detail BEFORE adding in new employees.
Note: It is important that you have a common employee / timecard number between your Remote system and Head office to ensure the correct employee is paid. Head office will allocate your employee number to ensure that you do not have double ups across the whole group.
To create an employee, Data Entry, Employees.
To add, click on the small red + (plus) key on the tool bar or right click on the screen and select ADD.
Your employee number and timecard number will be the same.
Select the default department for this employee.
When adding an employee, it is important that you assign a password for that employee, they can later change the password in the Time Clock system to suit.
Checking your Clocking Data
As your clocks collect data, an employee will appear on Data Entry, Timesheet with a red dot beside their name, indicating that they have data but you have not reviewed or verified it.
You can verify your data each day, i.e. at the end of each day. Adjust or just Save. When you Save, the employees button will change to green.
Should the employee clock again, this light will change once again back to red.
To verify your data.
Sort your employee listing by Department.
Double click on any employees that have red dots.
Check your data, adjust as needed.
Confirm the total hours to be processed (This displays hours and minutes)
If you have someone that comes up with data in a red box; this could be because the employee has clocked either an illogical time or has no start or finish time. You will need to adjust this data before you can save.
Manual Data Entry Tips:
From Data Entry, Timesheet.
Before you select your employees to have data entered ensure you have your public holidays set.
From the Right-Side Date options, select the Pay period you wish to enter data for.
Right click on the screen, ADD and select (tick) your employees or right click and Add, then right click again to Select All. Only those with ticks on them will be taken through to the timesheet screen.
Now you are ready to enter your timesheet data. Any employees with a red dot have no data or have not been reviewed.
Click on the employee to process worked hours and start your entry.
Tips:
You must enter a blank line between each day of work. ie if the employee has gone home for the day, you will need a blank line.
You will need to enter unpaid times i.e. meal breaks, otherwise a penalty may pay when imported.
The timesheet should only have times worked. Leave payments do not go on the Timesheet screen but will be added via the Leave / Other Payments tab.
For Workcover and Termination payments, communicate this to Head Office for their attention.
There is no need to stop your times at midnight and start a new line, just enter as one.
Manual key stroke tips:
F5 – will copy your timesheet from last week, great for salaried employees.
F10 – will copy your data from the last day just entered.
+/- keys on your numeric keypad will advance your date quickly. Just move into your finish time and hit + to advance your date quickly.
The Timesheet screen is designed to Enter through, for increased speed and functionality do not use your Tab.
Check the total hours (in hrs:min) in the lower box that it is as you expect.
Click Save and this employee will have a GREEN light to indicate you have data against them.
Adding Leave in the Timesheet
If this employee has leave payments which you need to process, Data Entry, Timesheets, when you are Editing an employee, you will see the Leave Tab and select. Right click on the screen, ADD.
The Leave/Other Wizard will open, Next.
Select the Payment Type, Process a Leave Payment, Next.
Select the Leave Type, Next. On the Date screen, enter the Date From and Date To, Next.
In the Payment Amount screen, the Hours Payable need to be entered as hours and minutes (note, minutes), Next.
Finish to confirm and Save.
Adding An Allowance
You only need to add allowances at the remote level for those items that are once off or are irregular. Regular deductions or additions such as salary sacrifice, social club, laundry, tools etc. are handled at Head Office. Do not enter these items.
It is important that you only add allowances that Head Office have authorized as you need an allowance number in both systems.
Data Entry, Timesheets. When you are Editing an Employee, you will see the Allowances tab and select. Right click on the screen, ADD.
The Allowance Wizard will open, Next.
Add the allowance to be paid by selecting it from the drop-down list.
Note: Allowances that can be selected here are those that change from pay to pay. Allowances that are regular such as garnishees, are handled by your Payroll Officer at Head Office. Do not add new allowances unless Head Office has asked you too.
Once you have saved your hours of work, leave and allowances, click Save.
Note: If you would you like to alert Head Office to an item, click the box This timecard is to be manually processed by the payroll operator before saving. Do not tick this as a matter of course!
Reports
Before you forward your data to Head Office, click on Reports, Timesheet, Timesheet Report.
Check your data and confirm that it is OK.
CHECK AND SIGN THE REPORT TO INDICATE IT IS CORRECT BEFORE MOVING TO THE NEXT STEP.
Initially this report will be emailed or faxed to Head Office.
Sending your Data
Once all employees are green and everyone has completed their checking process.
File, Send. Now follow the Wizard, selecting your pay period you have just processed, adding a message to the Email Message if you have something particular that you need checked.
On clicking Finish your file will be created and sent to Head Office.
Backup
As you click File, Exit, you will be prompted to BACKUP. It is your responsibility to ensure this happens after each time you use the software.