TimeClock - Rounding rules for punches

Rounding Rules for Punches permit a grace period for clocking In/out.

Work Schedules: Differentiate regular hours from overtime.

In Gradience TimeClock, Click Settings > Work Schedules > New and enter a work schedule name on the top-right.

1. With the Rounding Rules tab selected, enter the number of minutes that time is to be credited.  For example, if you were to enter 6, the program will round up to the “next” six minutes according to the number of minutes entered in the Rounding area.

2. In the Rounding area enter the number of minutes you wish the program to Round Up when clocking In and out.

3. Click the Rounding Test button to verify your settings.

4. Overtime and Punch Schedules is where you set the work week and shift parameters and overtime rules.

5. With the Overtime and Punch Schedules tab selected, enter the day and time when your payroll week starts.

6. Check Daily Overtime and enter the number of hours after which overtime is paid only if this applies to your organization. By default, the box for Weekly Overtime is already set to comply with minimum federal labor law standards. If you have the first two boxes checked in the Schedule Overtime Rules area, check the third box as well.

7. Click the tab representing the first day of your work week, click twice in the field under Time and enter the time of day that this work day begins and press your Tab key on your keyboard twice or click New Time Entry at the bottom of the screen.

8. Enter the time the work day ends.  Then, tab over to the next field, click the down arrow and select Out. --NOTE-- If you enter incorrectly, click the Delete Time Entry at the bottom of the screen to start over.

9. Check the box for "This is a Workday"or "This is an Overtime Day" - Overtime will be paid regardless of whether any work occurred any other time during the work week if "This is an Overtime Day" is checked.

10. Click the tab representing the next workday.  If this day begins and ends at the same times as another workday, you may “copy” the settings already entered for that day.  Click the down arrow in the field under Quick Copy Schedule from and select the day that is to be copied then, click the large arrow pointing left.  Repeat this step for each day to which these parameters apply.

Shifts Crossing Workweek:

This tab may be bypassed if you do not anticipate this particular work schedule to cross midnight.  If this work schedule crosses midnight the program will associate all punches with the “actual” date that the punches are made but will automatically “credit” all punches to the “day” when the shift begins. 

To ensure that your time entries are fully compliant with federal labor laws and workplace regulations regarding shifts that cross workweeks, Gradience TimeClock automatically makes an entry that indicates the end of a particular workweek followed immediately by another automatic entry that indicates the beginning of a new workweek. Both of these automatic entries are simultaneous so the employee will not lose any time.

This will occur at a time based on your setting for the Payroll workweek starts on shown under the Overtime and Punch Schedule tab in a given Work Schedule. If an employee works during a time period that crosses from one workweek into another, Gradience TimeClock will automatically enter a WK End punch marking the end of one workweek followed by a WK Start punch marking the start of the new workweek. These will also appear on the employee’s Time Card.

Although the hours worked on the first day of a workweek will be short, these hours will be supplemented with the hours worked on the last day of the same workweek, thereby allowing the employee to be credited for a full week. The Time Card, Hours Worked Report and Time Card Run will indicate the hours worked for the date range entered. If this range includes the last day of a previous work week, it will capture the hours worked on that date. If an employee worked from late the previous evening into the early hours of that date, went home and then returned to begin a shift in the final hours of that date, all of the hours worked on that date will be included as long as that date is within the date range of the report.

--CAUTION!-- When running a Time Card, an Hours Worked Report or a Time Card Run, if your date range includes a portion of a previous workweek, the report will include hours worked during that portion of the previous workweek.

Example:

A Workweek is set to begin at 12:00 AM Monday.  You run a report from 12/13/2010 [a Monday] through 12/19/2010 [a Sunday]. The employee began a shift at 11:00 PM on Saturday night 12/11 and went home at 7:00 AM Sunday morning on the 12th. The employee returned to begin another shift at 11:00 PM Sunday, the 12^th and went home at 7:00 AM Monday morning on the 12/12.

Another employee worked from late evening on the next-to-the-last-day of a workweek into the early hours of the last day of a workweek then went home and then returned to begin a shift in the final hours of the last day of a workweek, all of the hours worked on that date will be included if that date is within the date range of the report.

--IMPORTANT!-- Please do not alter the default entry for Maximum expected hours for lunch break. This must remain fixed at 3.5.

Shift Definitions:

1. Click the Shift Definitions tab, click in the field under Shift Code and enter a designation as may be required by your payroll system.   To see an example of how to make entries click Easy Setup.  Click Cancel to delete these entries.

2. Tab to the next field and enter the Earliest possible Clock IN time. If you make a mistake, highlight the area that is incorrect and click Delete Shift and start again.

Job Codes:

You must have already setup your job codes in advance.  If you have not done so, close this screen and do the following:

1. Click Settings > Job Codes.  The Job Codes Maintenance pop-up window will open.

2. Click New > enter a value in the Job Code column > “check” Enabled > enter the name of the position or business area in the Description column > Save and Close. 

   Assigning Job Codes:

3. Click Settings > Work Schedules and be sure that the correct Work Schedule is highlighted.

4. Click Job Codes tab and check Show Only Enabled Job Codes.

5. Put a check mark in the Selected column for each job code you wish to apply to this Work Schedule

6. Click Save.  Repeat.

   Using Job Codes:

1. When clocking IN, a popup will open displaying the Job Codes that have been assigned to this employee’s Work Schedule.

2. To select a Job Code, enter the Job Code number into the field at the lower-left and click Go.

3. To switch to a different Job Code, the employee should clock OUT and then, clock right back IN. The list will reappear, allowing the employee to select the new Job Code.

   --TIP-- TimeStation will not permit you to clock OUT and back IN within 30 seconds. First, clock OUT. Once a minimum of 30 seconds have passed, clock back IN. At this point, the employee will be able to select a new Job Code. 

1. The Job Codes Report will indicate the number of hours employees have worked against individual Job Codes. 

2. You must set up a minimum of one Job Code. Any time a Job Code is not selected, a Job Code of 0 (zero) will be assigned to the punch.