Field

Explanation

Time Card Profile Code

This is the code that you set on the Time Card Profiles screen to define the daily and period limits on hours for each employee type.

Holiday Schedule

You create this code on the Holiday Schedules screen to define the company-paid holidays. If you enter a holiday schedule on this screen, then e-timecard automatically inserts holidays on each employee’s time card for the appropriate period.

Time Card Error Type

You set the type of error handling when an employee enters hours that do not match the limits set in the time card profile. The options for each of the error types are:

• Soft Error—The employee receives an error message, but s/he can save or submit the time card with the error.

• Hard Error—The employee must change the invalid entry before s/he can save or submit the time card.

• No Validation—The program performs no error checking against the time card profile.

Note that for recognition pay, e-timecard validates that the entry does not exceed the difference between the employee’s total hours for the period and the regular Through hours for the time card period total that you set in the time card profile.

For example, if regular Through hours in the profile are 40, and an employee charges 60 hours for the period, e-timecard generates an error if the recognition pay for that period exceeds 20 hours.

Select Time Card Jobs from

To allow employees to perform a lookup of jobs in time card entry, e-timecard uses a company job master as well as a personal job list for each employee. Because the job master can be long in many companies, you might prefer to limit the number of employees who can perform lookups from the master list.

These are your options for the Select Time Card Jobs from field.

• Personal Job—Employees can enter jobs on a time card only if they are in their personal job list. They cannot manually enter jobs that are in the job master but not in the personal list. In other words, employees can never add jobs to or delete jobs from their personal list; only their approvers can.

• Personal Job and Manual Entry—Employees can select jobs from their personal job list, or they can manually enter jobs that are in the job master but are not in their personal list.

• Personal Job and Job Master—Employees can select jobs from their personal job list, look up jobs from the job master, or manually enter jobs that are in the job master but are not in their personal list.

Select Pay Codes from

You have the following choices for how you want employees to select pay codes on time cards.

• If you select Employee Codes Only, then employees can select from their employee pay codes list only.

• If you select Employee Codes and Standard Codes or Employee Codes and Master Codes, then employees can look up from, in addition to their own lists, either a list of standard codes for their employee type or the list of all company pay codes. One of these options might be useful if your company has too many employees for you to establish lists for all of them.

Keep in mind: if an employee enters a pay code that isn’t in his or her list, e-timecard cannot check accruals. But when an employee enters a pay code that isn’t in his or her list, e-timecard adds it to the list. After this, you can go to the Employee Earning Codes screen and establish accruals for the code.

Calculate Prorated Hours During Export/Archive

This option is available to users of e-timecard standalone only. The export program can calculate prorated hours based on the employee type’s standard hours divided by the actual hours entered by the employee.

In order for this option to be available for an employee type, you must check the Calculate Prorated Hours box on the e-timecard Initialization screen, Interface Options tab. Find out how the program creates prorated hours data in the ASCII file.

Allow Employees to Overcharge Accrual Balances

Maximum Hours Allowed for Overcharging Accrual Balances

If your company allows employees to use leave in advance of the accrual, then you can check the Allow Employees to Overcharge Accrual Balances box.

Then, in the Maximum Hours Allowed for Overcharging Accrual Balances field, you must set a limit on the number of hours in excess of the balance that an employee can use. If you want to allow unlimited overcharging, enter 9999 in the field.

Self-Approve Time Cards

Click this check box if employees under this employee type can approve their own time cards. When the self-approver submits a time card, e-timecard presents the option to approve his or her own time card. You can override this setting for an individual employee on the Employee Details screen.

Enable Start/Stop Time

You must turn on start/stop timekeeping in each employee type record where you want to implement this feature. As the default, start/stop timekeeping is turned off.

Keep in mind that when start/stop timekeeping is enabled, e-timecard validates that none of the employee’s clock hour totals are less than the time card working hours for that day. So, essentially, employees are required to enter start/stop times to avoid receiving a soft error.

Read a complete overview of start/stop timekeeping, including details about settings that you make on the Parameter Setup screen.

Maximum Pay Codes

This option is applicable to the e-timecard standalone version only.

You can let employees enter combination pay codes on time cards. A combination pay code consists of one primary code and between one and three secondary codes. If you do not want employees to enter combination pay codes, enter 1 in the Maximum Pay Codes field. The setting on this screen overrides the setting on the Org9 Setup screen.

Read more about combination pay codes.

Prompt to Copy Last Time Card

When an employee creates a new time card, e-timecard can “remember” the jobs from the employee’s previous, submitted time card. The setting on this screen overrides the setting on the Org9 Setup screen.

You have three options:

• Leave the Prompt to Copy Last Time Card field blank—e-timecard always uses the setting on the Org9 Setup screen.

• Select No for Prompt to Copy Last Time Card—e-timecard does not give the employee the option to copy jobs to the new time card. Instead, a blank time card automatically appears.

• Select Yes for Prompt to Copy Last Time Card—When the employee creates a new time card, the Copy Previous Time Card screen lets the employee select which jobs that were used on the previous time card to copy to the new one.

Secure Special Pay Code

Allow Negative Special Amount

If your company uses special pay codes, then there are two options that you can set in the employee type. Note that the default for both of these options is turned off.

• Special pay code security. You can ensure that only group timekeepers can enter special pay codes and amounts. You may find this useful if your company has group timekeepers enter amounts such as tuition reimbursement and mileage on time cards. With special pay code security enabled, group timekeepers can enter these amounts, but employees and their approvers can only view them.

• Negative special pay code amounts. You can let users charge negative dollar amounts to special pay codes. Here's a scenario where you could take advantage of this option. An employee goes to jury duty and receives $35.00 per day from the county. The courthouse also pays the employee $5.00 per day. When the employee or group timekeeper enters time for jury duty, s/he enters two lines on the time card. The first line is a “standard” transaction for $35.00. The second line is a “reverse” transaction for minus ($5.00) to offset the $5.00 paid by the courthouse. For the second line, the user charges a negative amount to a special pay code.

Read instructions on setting requirement options for special pay codes and amounts.

Holiday Prorate Range (%)

If you turn on holiday prorating on the Parameter Setup screen, then you must go to each employee type to set the ranges of full-time percent values for which e-timecard prorates holiday hours. The examples below show how holiday prorating works. In each example, the employee opens a time card that includes the date 01/01/2008, for which eight holiday hours are defined in the holiday schedule.

Example 1. An employee has a full-time percent of 50%. In the employee type, the prorate range is 50% through 80%, so the employee’s full-time percent falls within the range for which e-timecard prorates holidays. e-timecard divides the holiday schedule hours by the employee’s full-time percent of 50%, then automatically inserts four holiday hours onto the time card.

Example 2. An employee has a full-time percent of 40%. In the employee type, the prorate range is 50% through 80%, so the employee’s full-time percent falls below the range. As a result, e-timecard automatically inserts zero holiday hours onto the time card.

Example 3. An employee has a full-time percent of 90%. In the employee type, the prorate range is 50% through 80%, so the employee’s full-time percent falls above the range. As a result, e-timecard automatically inserts eight holiday hours onto the time card.

Business Days

You can determine for each employee type which days your company considers business days.

Your settings have an impact if your company checks for late time card entries and submits. For example, if your company considers time card entries late after 8AM of the following business day, and you set Monday through Friday as business days but not Saturday and Sunday, then an employee could make a time card entry at 7AM Monday and e-timecard would not consider it late.

Read about setting parameters for late time card entries and submits.

Also, the email notifications program uses the Business Days settings to determine the days of the week to validate whether entries are standard.