Employee

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Employees

Employee                                                                

How do I use the Employees screen?


How do I?

Add an employee?
Update an employee?
View the audit trail?
View terminated employees?
View Default Schedule?
Company Info?
Personal Info?
Certification?
Shift Diff?
Available Shifts?
Others?
Department?
Position?
Job Types?
Rates?
Alt Clock IDs?
Preferences?

Explanation:
This screen is used to display both Active & Terminated Employees details.
This screen is used to Add, Edit & Update details of an Employee.
This screen can be accessed by clicking Employees >> Employee tab.
From this screen, you can Add employees into the Group and assign
parameters that identify them to the time clocks,payroll package, departments
and among other options.These options are defined in the Configure menu.

The mandatory fields are identify by blue border color.


The Employees screen consists of the following fields:

First, Middle & Last Name:

Enter the first, middle and last name of the employee respectively. Entering the employee's middle name is optional.


Clock ID:

This is the badge number that this employee uses to clock in and out at the time clocks. The Clock ID can include alphanumeric value. It include  leading zeros in the number as well.

PIN Code:

This is where you enter your employee's personal identification number.


Payroll ID:

The number used to identify this employee in the payroll system.

Hire Date:

The date the employee was hired.


DOB:

This is where the employee's date of birth is entered.

Group:

The employee's assigned group.


Pay Rule:

The employee's assigned pay rules.

Department:

The employee's assigned department.


Manager:

The employee's assigned manager.

Position:

The employee's assigned position


Schedule Class

The employee's assigned schedule class.

Default Schedule:

The employee's assigned schedule.


Is Floater:

This check box is used to identify the employee is floater or not.

Rotation Schedule:

Assign employee's rotational schedule.


Apply Rotation Schedule:

Select this option to apply rotational schedule for this employee or unchecked to default schedule.

Clock Validation Method:

To select a clock validation method for current employee.


Show Holiday in TC as:

This drop down is used to select option to show holiday of the employee by name of selected option on time card.

Pay Holidays Into:

This drop down is used to select employee's assigned benefits.


Pay Salary As:

User can set option to pay salary as regular, over time or holiday.

Social Security:

The employee's social security number.


Supervisor See Transfer:

Allows supervisor to see transfer of employee.

Allow Clock Override:

Select this option to allow this employee to clock in or out outside of their normal schedule without a manager's approval.


Show All Task:

This check box allows to see all/assigned tasks to employee.

Disable Import Changes:

?


No Break Schedule:

This option allows to schedule the break time according to user preferences.

No Default Schedule:

Select this option if the employee is not assigned a schedule.


Manual Benefit Updates:

This option allows to make changes in the employee's benefits

Salary Plus:

?


Allow Export without Approval:

This option allows to export time card data without any approval.


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Company Info: This functionality used to enter Company details of an Employee.

Email:

The company email address of the employee.

Messenger:

The employee's MSN Messenger name.

Location:

Location of the company.

Address:

Company/Branch address.

City:

Company/Branch city.

State:

Company/Branch state.

Zip Code:

Company area zip code.

HRID:

This is where you enter your employee's Human Resource ID

if it is used in your company.

Status:

This is where the employee's status, such as full or part time,

is entered.



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Personal Info: This functionality used to enter personal details of an Employee.

Cell Phone:

Employee personal cell phone number

Personal Email:

Employee personal email.

Phone:

Employee phone number.

Address:

Address of the employee.

City:

Employee city.

State:

Employee state

Zip Code:

Employee area zip code

Emergency Contact:

Employee's emergency contact number

Gender:

Employee gender.


Certification: This functionality is used to assign what type of certification having an Employee.

Show Assigned only :

Checked/unchecked to show assigned only or to show all Certificates.

Collapse All :

Click to collapse and expand all Certificate.


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Shift. Diff:

Seniority:

This is where the employee's date of seniority can be entered.

Additional Rate:

This is the employee's specific shift differential rate. This can be

called upon to calculate

the employees shift differential. pay (as set in the configure pay

categories screen) if a shift differential (as configured in the configure

shifts screen) is worked.

Rate Factor:

This is the employees' specific shift differential rate factor.

This can be called upon to calculate the employees shift differential pay

(as set in the configure pay categories screen) if a shift differential

(as configured in the configure shifts screen) is worked.

Project Duty Rate:

This is where the employee's project duty rate of pay is entered.

Project Start Time:

Project start time either AM or PM.

Holiday Set:

The employee's assigned holiday set.

Job Type:

Employee job type.

Shift Code:

The employee's assigned shift code.


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Available Shifts:

Additional Available Shift:

List of available shift.


Adding Shift:

       •     To add a new shift enter date and select shift from drop down list.


Remove Available Shift:

       •     To remove a shift, select available shift from list box.

       •     Click on delete button.


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Others:

Pay Holidays:

Select this option if this employee is paid for holidays.

Supervisor:

Select this option to identify this employee as a manager or supervisor. 

This option is used for reporting purposes and to allow manager

override functions at the time clock.

Exception Schedules:

?

Confirm Edits:

Allows to pop-up a confirmation message before save the employee information.

Security Policy:

Select a security policy for employee.

Benefit Start:

Date of benefit start.

Inactive:

Check this option to remove this employee from pay period end report. 

The employee information will continue to display in the employee window. 

However, errors for missing punches are not generated for inactive employees.

Inactive Date:

Date of removing of the employee.

Inactive Reason:

Allow to enter reason for inactive to this employee.

Termination Date:

Select this option to make enabled and enter the termination date.

Salaried:

Select this option for salaried employees. These employees will only be paid for

the amount of hours selected in the Hours / wk box.

No Biometric Validation:

Select this option if the employee does not require biometric validation to log in.

(i.e. they are not asked for a fingerprint).

Add Rate:

This link allow to add Employee Rate by selecting Date, Classification & Emp. Rate.

Date:

Date for employee rate classification.

Classification:

Option to select rate classification.

Emp. Rate:

Enter amount for employee classification rate.


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Department:

Show Enabled Only:

This option allow you to display only enabled departments for current employee.

Enable:

Enable/Disable rates for the employee

Clock:

?

Rate:

Enter per hour rate to calculate the amount to pay.

Rate OT:

Enter per hour rate to calculate the Over time amount to pay.

Bill Rate:

?

Bill ROT:

?


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Position:

Show Enabled Only :

This option allow you to display only enabled Positions for current employee.

Enable:

Enable/Disable rates for the employee

Clock:

?

Rate:

Enter per hour rate to calculate the amount to pay.

Rate OT:

Enter per hour rate to calculate the Over time amount to pay.

Bill Rate:

?

Bill ROT:

?


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Job Types:

Show Enabled Only:

This option allow you to display only enabled departments for current employee.

Enable:

Enable/Disable rates for the employee

Clock:

?

Rate:

Enter per hour rate to calculate the amount to pay.

Rate OT:

Enter per hour rate to calculate the Over time amount to pay.

Bill Rate:

?

Bill ROT:

?



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Rates:

Change Date:

Date of  rate changes.

Rate:

Rate amount for the employee.

Bill Rate:

Bill rate amount for the Employee.

       
Adding new rate:
      •     To add a new rate, click Add new record button.
      •     Enter all relevant information for the new new rate and click Insert button
to save the new rate.  
Edit rate:
      •     To edit rate, click row edit icon button
      •     Edit record information and click Update button to save.  
Remove rate:
      •     To remove a rate, click delete icon.
      •     This action will ask to confirmation about remove a rate records.

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Alt ClockIDs:

Clock ID 2:

Alternate clock id 2.

Clock ID 3:

Alternate clock id 3.

Clock ID 4:

Alternate clock id 4.

Clock ID 5:

Alternate clock id 5.


Preferences: This functionality used to display Schedule Preferences of an Employee to the
Week for all available shift options.It contains following columns:

Sch.:

Display each day Schedule details.

Weekday:

Display week day names under this column.

Available Shift Options one by one column:

Display each shift options (i.e.1st, 2nd & 3rd).

Day Preferences:

To set Day preferences (i.e. 1st or 2nd or 3rd Shift), Click on any day

Details icon under Sch. column. Then Day preferences window opened

and Choose each day (i.e Choose day from Drop down list from Sunday

to Saturday) Shift Options & click on OK button to save details.


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Using the Employee Screen:

Adding an Employee:This button allow to add a new Employee.

•      To add a new employee, click the Add button.  This creates a blank record.
•      Enter all relevant information for the new employee and click Update button
       to save the new employee.
•      If an employee is unable to be saved due to invalid data, a message will be
       displayed in the bottom bar opposite the Update button.

Update an Employee:

•      To Update an existing employee, select the employee's name from the drop-down box.

•      Edit the employee's information.

•      Click the Update button to save your changes.


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Audit Trail:

•      This option is found next to the employee drop-down box.

•      When selected, it displays a pop-up window containing the changes made to

       the selected employee record.

•      The window displays the field that was changed, its old value, and the new value.

•      It also shows which user made the changes, and the date and time when those

       changes were made.


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View Terminated:

•      This option is found near the employee drop-down list.

•      When selected, the background of the employee screen will turn a shade  

       of red and terminated employees will only be shown.

•      To return to the original screen, click on the View Active link where

       View Terminated previously appeared.


Show Employee FromThese Groups:

•      This option is found near the employee drop-down list.

•      This option allow to view selected group's employees only or from  

       all group's employees.


View Schedule:

•      To view a schedule details, select a default schedule from drop down list,  

       and then click on View Schedule button.

         

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