TimeClock - Reason Codes – Gradience Support

To access this feature in TimeClock, click Settings > Reason Codes

The Purpose of Reason Codes:

All manual entries, changes and deletions are tracked and recorded. When a manager makes a manual entry on behalf of an employee a reason for the entry is required.

EXAMPLES:

Use for Punch Changes – An employee may miss a punch, throwing off the rest of the punches.

Use for Time Entries – A manger can enter a punch or enter the total number of hours worked.

Use for Deleted Entries – A manager may need to delete an entry that is incorrect.

Creating Reason Codes:

Click Settings > Reason Codes > New.
Enter the new Reason Code in the top right field.
Check the appropriate check boxes that follow the Reason Code field.

Enter a reason for each of the following:

Reason for making a change to a punch such as Punched Late.
Reason for deleting a punch such as Unnecessary Punch.
Reason for a manual time entry such as Off-Site Training.

--NOTE-- You can select multiple uses for a reason code. For example, when using the reason code “Off Site,” you may want to be able to select this when entering a punch change or when entering a full or partial amount of time.

4. Check Enabled to make the reason available and then, click Save.

Designating the Purposes for which Reason Codes May be Used:

Click Settings > Reason Codes. In the image below, the area on the left reflects the entries made in the fields and check boxes that are checked on the right.

In the first screen image above, Outside Training is selected. Notice that this Reason Code counts toward overtime. In other words, if a manager uses this particular Reason Code for a manual entry, the number of hours ascribed to it will count toward overtime calculations along with the rest of the hours worked by the affected employee during the work week.

By contrast, in the second image below, User Error is selected. This reason Code [does not] count toward overtime calculations. If a manager uses this particular Reason Code for a manual entry, the number of hours ascribed to it will [not] count toward overtime calculations along with the rest of the hours worked by the affected employee during the work week.

--CAUTION!-- If you want the Reason Code to show up on a Time Card or on the Time Card Run, you [must] uncheck Count Towards Overtime Calculations.

Conversely, if you want the Reason Code to count towards overtime calculations, you [must] check Count Towards Overtime Calculations but the reason code will [not] show up on a Time Card or on the Time Card Run.

This is an (either-or) proposition. It is not a (both-and) proposition. This may change in a future update.

Features within Reason Codes:	Description:
Use for Punch Changes	Reasons you would use when making a change to a punch. For example, you might enter a punch time for an employee because he or she forgot to punch in. (The reason would be Forgot to Punch.)
Use For Deleted Entries	Reasons you would use when deleting a punch or time entry. For example, you would delete a punch or time entry because someone punched in twice. (The reason would be User Error.)
Use For Time Entries (Manual Time Entries)	Reasons you would use when entering a manual time entry. For example, you may want to enter 8 hours of Paid Vacation for an employee. (The reason would be Paid Vacation.) This reason is also associated to Gradience Attendance, if code sharing is checked.

Typical reason codes could be Forgot a Punch, User Error or Computer Down. For example, if the new employee, Josh, came in at 8:30 AM and forgot to clock in, Josh’s supervisor would need to create a punch entry for 8:30 AM so Josh gets credit for that time.

Feature	Description
Reason Code	This is the name of the reason (PTO, Sick, Personal, User Error, etc).
Enabled	When checked, this allows the reason code to show up when editing time on the TimeClock Entries screen.
Use for Punch Changes	These are Reason Codes you want to see when you're doing a manual punch (Clock In or Out) change. A punch change changes or adds a specific punch in/out time entry. This is different from giving a full or partial day (see Use for Time Entries below).
Use for Deleted Changes	Whenever you delete an entry, you'll need to enter a reason. These are the Reason Codes that you want to show up when DELETING an entry.
Use for Time Entries	These are reasons you only want to see when entering a manual time entry, such as Vacation, Personal, Sick, etc. A manual time entry is normally entered to give a full or partial day. For example, you might enter four or eight hours of time for an employee that is on Vacation. This reason is different from giving a single entry for punching in or out for a specific time (see Use for Punch Changes above).
Count Towards Overtime Calculations	When checked, this setting tells TimeClock to count time under this Reason Code towards overtime.
Payroll Code Description	(Optional) Enter a Payroll Code Description. This description will show up on the Time Card Runs report. If a Payroll Code Description is not entered, time will be shown in the “Other” column on reports.
Payroll Code Number	(Optional) Enter your company’s Payroll Code Number. This payroll code number will show up when exporting time card runs.
Related Attendance Absence Code -This option will only be available if the Enable Code Sharing is checked (under Global Preferences > TimeClock Tab).	This allows an Absence Code from Gradience Attendance to be directly related to a Reason Code in Gradience TimeClock. When an absence or time worked code is entered on the Attendance Calendar, this entry will be entered in TimeClock according to the related Reason Code. Similarly, when you create a manual entry with a Reason Code in TimeClock, an Absence Code appears on the Attendance calendar screen.

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