Downloads | Support | Contact Us | About Us
 

 

« July 2009 | Main | September 2009 »

August 28, 2009

Vacation Time and Overtime Calculations

I got an interesting email from a Time Clock MTS user today who had found an apparent overtime calculation error in the software.

I have set up our user with Vacation and Sick Accrual information as well as OT info. Basically, we have OT set for weekly over 40 hours and also set so that Vacation/Sick and Holiday DOES effect OT. When I ran the report for last week (with a vacation day included) the report ran information saying she had 40 hours Regular and 2.8 Hours OT. It shouldn't show any OT calculation since she had 8.0 hours vacation. Can you please tell me why the report isn't properly calculating. It should be 42.8 hours Regular time due to the Vaca.

I asked for and received their database so I could check their data and sure enough what they reported was correct. The reason for the apparent error was one innocuous setting. The "Sick/Vac Time Affect OT" setting was checked on the Tools->Options->Overtime Settings page. Unchecking this setting and saving the changes I re-ran the payroll reports and presto Time Clock MTS reported 42.8 hours of normal time. It's worth a quick look at the effect of this setting.

  • In this case when the setting is turned on Time Clock MTS considers vacation time to be an active part of the work week. So, the overtime limit is set to 40 hours and all time (including vacation time) is compared with this limit. Hence, it reports 2.8 hours of overtime.
  • When the setting is turned off vacation time is ignored from the overtime calculation. So 34.8 hours is compared with the overtime limit of 40 hours (resulting in 34.8 normal hours) and then the 8 normal vacation hours is added onto this, resulting in 42.8 hours of normal time.

Posted by By Mark Nemtsas at 2:07 PM


What to do When an Employee Forgets to Clock Out

Some time ago I wrote about what to do when an employee forgets to clock in. Just recently I got an email from a Time Clock MTS user with the opposite problem, employees were forgetting to clock out and the user wanted to know how to fix this up.

I've been discussing issues with trying to clock in and out employees who forget to clock in/out and more than a day has passed.

You could select any employee, but if you look at the recent activity for *Name Removed*. In most cases, I learn the next day that they "forgot", but I can't go back to correct.

if you could go back to *Name Removed* Account and add her hour for August 20 which were 1:30 pm to 5:30 pm. I ended up adding them on 8/22 which was a day she did not work. I appreciate the screen shots.

The user emailed me their Time Clock MTS database so I could work them through a solution. You can find it below.


Step 1

1. Go to the edit times screen and select *Name Removed* and choose to view the last 28 days. You'll note there are two clock outs, one on Aug 12 and one on Aug 21. You need to delete the one on Aug 21. So select it in the list. Then click the Delete Time icon (the one with the red cross) and choose 'Delete Selected Time Only'.


Step 2

2. You'll be shown a confirmation screen, press yes to delete the time.


Step 3

3. The times should look correct now (in, out, in out, and so on). Now add a time for Aug 20, click the new time button (the one with the blank page on it) and choose to add a single time.


Step 4

4. On the screen that pops up enter the correct time details. And click Save Time when you're ready to add the time.


Step 5

5. The list of times should now include the time you needed to add.

That's all there is to fixing this up. Time Clock MTS includes the tools to allow you to manipulate a users times to fix up these sorts of errors. You can delete a single time, you change the state of a single time, and you can add times. In this case I suspect the user changed the state of the errant time in error. It was a simple task to delete it and get things back in the correct order!

Posted by By Mark Nemtsas at 1:12 PM


August 26, 2009

How to Prevent Employees from Stopping and Starting Time Clock MTS


Preventing Employees from Stopping and Starting Time Clock MTS

A fairly common method of defrauding computer time clocks is to stop the time clock software running, change the computers' system clock, and then restart the software and record a fraudulent clock in or out. To prevent this Time Clock MTS includes a feature to prevent employees from stopping and restarting Time Clock MTS without the intervention of the Time Clock MTS administrator. This Time Clock MTS How To Article covers how to prevent employees from stopping and re-starting Time Clock MTS.

To prevent employyes from stopping and re-starting Time Clock MTS just follow the steps shown below.

  1. Log into Time Clock MTS as the administrator. How you log in as the administrator was covered in this Time Clock MTS How To Article.
  2. Go to the Tools->Options->Security screen and you'll be shown the screen at the top of this article. Select the require password setting from the dropdown. The options are to require password on program start, program end, or both. The most secure options are program start or program start AND program end. Just selecting program end is not particularly secure because Time Clock MTS could just be stopped using the Windows Task Manager.
  3. When you're happy with your Require Administrator Password setting press the Save button to save the changes. Now, depending on what setting you've selected the Time Clock MTS administrator password will need to be entered on program start, stop, or both.

It is worth noting that this setting is most effective at preventing employee time clock fraud when used in conjunction with the Prevent System Clock Changes feature.

Posted by By Mark Nemtsas at 2:41 PM


Stop Employees Changing Time Clock Times


Preventing System Clock Changes

There are several features in Time Clock MTS designed to prevent employee fraud. One of these allows you to prevent system clock changes while Time Clock MTS is running, and thus prevent employees from simply changing the system clock to tamper with their clock in and clock out times. This Time Clock MTS How To Article covers how to prevent system clock changes while Time Clock MTS is running.

To dis-allow system clock changes in Time Clock MTS while it is running just follow the steps shown below.

  1. Log into Time Clock MTS as the administrator. How you log in as the administrator was covered in this Time Clock MTS How To Article.
  2. Go to the Tools->Options->Security Settings screen and you'll be shown the screen at the top of this article. To get Time Clock MTS to prevent system clock changes while it is running just check the Do Not Allow System Clock Changes checkbox.
  3. When you're happy the change press the Save button to save the changes and Time Clock MTS will now monitor the system clock for any changes.

It is worth noting that Time Clock MTS does not actually prevent the system clock being changed, it will however prevent any employee clocking in or out if it detects that the system clock has been changed by more than a few seconds. It is also worth noting that this feature is only really useful if it is teamed up with the 'Require Admin Password' setting. This means the admin password will need to be entered on software startup, software shutdown, or both.

Posted by By Mark Nemtsas at 2:28 PM


August 25, 2009

Setting Up Automatic Employee Breaks


Setting Up Automatic Employee Breaks

In some cases it may be more efficient to automatically assign a break period to an employees' payroll information rather than getting them to clock in and out at lunch break for example. Time Clock MTS can account for this by allowing you to allocate an automatic break period to your employees. This Time Clock MTS How To Article covers how to setup automatic employee breaks.

To setup automatic employee breaks in Time Clock MTS just follow the steps shown below.

  1. Log into Time Clock MTS as the administrator. How you log in as the administrator was covered in this Time Clock MTS How To Article.
  2. Go to the Tools->Options->Payroll Settings screen and you'll be shown the screen at the top of this article. To setup automatic breaks you must determine how long an employee must work before a break is applied and how long the automatic break will be. You can apply breaks after 1 to 8 of consecutive hours worked (in half hour increments). The length of the break applied can range from 5 minutes to 90 minutes (in 5 minute increments). To apply an automatic break check the Automatically Apply Breaks checkbox and select the appropriate break length and work period from the drop down boxes.
  3. When you're happy with your automatic break setup press the Save button to save the changes and the next time you run a report the times will be rounded.

It is worth noting that Time Clock MTS does not create a clock in / out pair for the automatic break, it is simply applied at report time.

Posted by By Mark Nemtsas at 2:44 PM


How to Round Report Times


Setting Up Report Rounding

While Time Clock MTS records all clock in and out times to the nearest second it can be useful to round the times for reporting purposes. There are several reasons why you might like to do this, but the primary reason is that your overtime policy may require overtime to be of a certain length before it can apply. Rounding could therefore be used to exclude overtime from payroll calculations if an employee was to clock in just a few minutes early or just a few minutes late every day. This Time Clock MTS How To Article covers how setup report time rounding.

To setup report time rounding in Time Clock MTS just follow the steps shown below.

  1. Log into Time Clock MTS as the administrator. How you log in as the administrator was covered in this Time Clock MTS How To Article.
  2. Go to the Tools->Options->Payroll Settings screen and you'll be shown the screen at the top of this article. There are 4 different rounding options, the nearest minute, nearest 1/10th of an hour (6 minutes), nearest 15 minutes and nearest 30 minutes. To select one just choose it from the Report Time Rounding dropdown box.
  3. Check the least quantity box if required. When this option is selected all clock in times will be rounded up and clock out times will be rounded down to the nearest time increment selected from the rounding drop down box.
  4. When you're happy with your selection press the Save button to save the changes and the next time you run a report the times will be rounded.

It is worth noting that Time Clock MTS uses standard rounding to round report times. So, if for example, you've got rounding set to 15 minutes the following case would apply. Any clock in from 8:00:01am to 8:07:29AM would be rounded down to 8:00AM. Any time between 8:07:30AM and 8:14:59AM would be rounded up to 8:15:00AM. Of course this does not apply if the Least Quantity setting is checked.

Another thing to note is that report rounding occurs at the time of reporting only, the actual clock in and clock out times are maintained at their original accurate to the nearest second value that was recorded originally.

Posted by By Mark Nemtsas at 2:16 PM


August 21, 2009

Time Clock MTS Version 2.3.2 Released

A new minor release of Time Clock MTS today fixing up a few problems. Details of the fixes are below:

  • Some fixes to the way resizing of the application window works. In some cases the bottom employee on the employee list wouldn't be visible, I think this is because of the scroll bars appearing on the list of employees. This should be fixed up now, along with the maximize window button being disabled when you're using the keypad interface.
  • A fix to the mySQL database creation script, for some reason LONGTEXT fields were being set to VARCHAR(255). Now all fixed.
  • Fix to all payroll reports where the monthly pay amount was more than $9,999.99. Wages now display and print correctly.
  • Employees using the 'View My Information' button can no longer view the time location report and the departmental wages report.

Additionally, Time Clock MTS Version 2.3.1 (released about a month ago) included a fix for the shift restriction feature which was working for a long time and then stopped working.

Posted by By Mark Nemtsas at 9:05 AM


August 20, 2009

How to Enable a Disabled Employee in Time Clock MTS

As I've mentioned previously it is possible to disable an employee in Time Clock MTS to prevent them from clocking in or out. However, you may find that you need to re-enable these employees so they can start using the software again. This Time Clock MTS How To Article covers how to re-enable a Time Clock MTS employee who has been disabled.

To re-enable an employee in Time Clock MTS just follow the steps shown below.

  1. Log into Time Clock MTS as the administrator. How you log in as the administrator was covered in this Time Clock MTS How To Article. You can easily see which employees are disabled on the employee list when you're logged in as the administrator, they have a gray status icon next to their names in the employee list.

  2. Re-Enabling an Employee
  3. Go to the Employee Maintenance->Re-Enable Employee Menu.

  4. Re-Enabling an Employee
  5. You'll be asked to confirm your action, once you've done so the employee will be re-enabled.
  6. Posted by By Mark Nemtsas at 9:31 AM


    August 19, 2009

    Checking Who is At Work

    It is is important that a supervisor be able to see at a glance who is currently clocked in for work and who is not. Time Clock MTS provides this information visually via the Employee List (people clocked in have green status icon, people clocked out a red). However, if your employee list is long or you need a paper print out there is a better way of viewing this information. This Time Clock MTS How To Article covers how to quickly and easily generate a report to see who is currently clocked in or out of Time Clock MTS.

    To view a report showing who is clocked in or out of Time Clock MTS just follow the steps below.

    1. Log into Time Clock MTS as the administrator. How you log in as the administrator was covered in this Time Clock MTS How To Article.

    2. Checking Who is Currently Clocked In Step 1
    3. Go to the Reporting->Current Status Report Menu

    4. Checking Who is Currently Clocked In Step 2
    5. You'll now be shown the Current Status Report. This report is simple to understand, it is split into two main areas, employees clocked in at the top, and employees clocked out at the bottom. The time of the last action for each employee is displayed next to their name. The report can be exported or printed easily by just clicking the appropriate buttons at the bottom of the reporting screen.

    That's all there is to it, if you require more information you may like to take a look at the Current Status Report Help Topic.

    Posted by By Mark Nemtsas at 10:20 AM


    August 18, 2009

    Printing a List of Time Clock MTS Employees

    As a Time Clock MTS administrator it can be useful to have a printed list of all the employees currently in the system. This Time Clock MTS How To Article covers how to quickly and easily generate a report showing a list of all employees and their pin numbers.

    To view a report showing all employees currently stored in Time Clock MTS just follow the simple steps below.

    1. Log into Time Clock MTS as the administrator. How you log in as the administrator was covered in this Time Clock MTS How To Article.

    2. Print an Employee List Step 1
    3. Go to the Reporting->Employee ID Report Menu

    4. Print an Employee List Step 2
    5. You'll now be shown the Employee ID / Badge Number report. This report is simple to understand, it just shows a list of all employees in Time Clock MTS sorted alphabetically along with their badge numbers and PINs. The report can be exported or printed easily by just clicking the appropriate buttons at the bottom of the reporting screen.

    That's all there is to it, if you require more information you may like to take a look at the Badge Number Report Help Topic.

    Posted by By Mark Nemtsas at 10:52 AM