This Time Clock MTS How To Article covers how you can run reports on employee tips. There are three main employee tip reports in Time Clock MTS and this how to article describes each in detail. Employee Tip reports can be run from the Reporting->Payroll Reports screen and you must be logged in as the Time Clock MTS administrator to access the reports. As is normal with most other Time Clock MTS reports you can run any of the tip based reports for a date range, one or many employees, or by department.

The Tip Summary Report

The Tip summary report (shown above) gives a day to day breakdown of tips for each employee. This includes a daily report on tips received directly, credit/debit card tips received, and tips paid out to others.

The Employee Tip Diary Report

The Employee Tip Diary Report

The employee tip diary report gives full details of each entry made by the employee into their tip diary across the reporting date range. Totals are then displayed for each type of tip over the reporting period. This report is very similar to Form 4070A Employee's Daily Record of Tips which is available from the IRS.

The Employee Tip Diary Summary Report

The Employee Tip Diary Summary Report

The employee tip diary summary report produces a very easy to read summary of the employee tip activity over the selected reporting range. Totals are displayed for each type of tip over the reporting period. This report is very similar to Form 4070 Employee's Report of Tips to Employer which is available from the IRS.

This Time Clock MTS How To Article covers how employees can record a tip using the Time Clock MTS employee tip tracking system.

1. The first step is to log in as the Time Clock MTS administrator and enable tip tracking. This was covered in the how to article How to Setup Employee Tip Tracking.
2. Employees will now be able to see the Employee Tip Tracking button on the time clock. To enter a tip they should click this button and they'll be shown the Employee Tip Diary which can be seen in the image at the top of this article.
3. The Employee Tip Diary is used by employees to add, edit or delete employee tips. To add a new tip employees must click the Add Tip button.

The Add Tip Screen
4. The Add Employee Tip screen (shown above) allows employees to enter details of a tip or gratuity that they've received. The details of the tip (date received and cash or credit amount) are entered into the fields on the left side of the form. Data can be entered via a keyboard or via the numeric keypad on the right.
5. If the employee has paid out the tip to other employees they should enter an amount into the Tips Paid Out field and then select the employee(s) paid out to from the employee list box.
6. When the employee is happy with the details of the tip to be added they must click the Save Tip button and the tip will be added the employee's tip diary.

This Time Clock MTS How To Article covers how the Time Clock Administrator can clock out all employees that are currently clocked in quickly and easily. This can be especially useful at the end of the work day to clock out any employees that may have forgotten to clock out when they left work for the day.

To clock out all employees that are currently clocked in 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. Go to the Tools->Edit Times screen and you'll be shown the screen at the top of this article.
3. Click the Clock Out () button and choose the Clock Out All Employees option from the menu that pops up.
4. Confirm that you want to clock out all employees in the confirmation window that is then shown.
5. All employees that are clocked in will be clocked out of Time Clock MTS

Figure 1

1. Map Employee Names and ID's Correctly

Time Clock MTS uses only one field for employee's names while the SurePayroll system requires a first and last name. To get around this you must name your Time Clock MTS employees using the form LastName, FirstName. It is vital that you get the comma in between the last and first name. You can see in the image above that the employee is named Jones, Bill.

The second thing to ensure is that the Time Clock MTS employee Badge ID matches your SurePayroll employee numbers exactly. If this is not done then the time clock data for that employee will not be able to be imported to your payroll system. Above you can see that the employee Badge ID is 1010, this must be the same as the SurePayroll employee number.

Figure 2

2. Export Data Using the Pre-Defined SurePayroll Export Format

The next step is to actually export the data. This is done from within Time Clock MTS on the Reporting->Data Export->Export Data screen (shown above). Use the selection boxes on the left to choose what employee data you want to export. The date selection buttons on the top right allow you to select the date range that you want to export time clock data for. When you are happy with both the employee selection and the date range click the Export Data button to start the data export process. When the export is complete a Notepad window will pop up and you'll see your exported data (see the image below). You can now save this file with the correct name and file extension required by SurePayroll and import it into your payroll system.

Figure 3

• The software incorrectly displaying employees as clocked out after switching jobs has prompted a re-write of the code run when employees are selected on the employee list interface. The result is that the incorrect display is fixed, the number of database accesses has been reduced considerably and response times have improved.
• Added some new fields to the Export Data system. This includes the <HOURS_DECIMAL> field which displays times in decimal format regardless of your global time display format setting. The other two fields added are <EXPORT_START_DATE> and <EXPORT_END_DATE>.
• Added capability for pre-defined (and read only) data export formats.
• Added pre-defined data export formats to suit Sure Payroll and Union Bank Online Payroll.
• Exporting data will now group Normal and Holiday time if they have the same rate code.
• Exporting data will now group OT1 and OT2 if they have the same rate code.

Note that for the Sure Payroll and Union Bank Online Payroll export formats to work correct you must set the Time Clock MTS employee badge number to the corresponding payroll system employee ID. Also, because Time Clock MTS does not track first and last names separately employees in Time Clock MTS must be named using the form Last Name, First Name.

Figure 1

1. Map Employee Names and ID's Correctly

Time Clock MTS uses only one field for employee's names while the Union Bank Online Payroll system requires a first and last name. To get around this you must name your Time Clock MTS employees using the form LastName,FirstName. It is vital that you get the comma in between the last and first name. You can see in the image above that the employee is named Jones,Bill.

The second thing to ensure is that the Time Clock MTS employee Badge ID matches your Union Bank Online Payroll employee numbers exactly. If this is not done then the time clock data for that employee will not be able to be imported to your payroll system. Above you can see that the employee Badge ID is 1010, this must be the same as the Union Bank employee number.

Figure 2

2. Export Data Using the Pre-Defined Union Bank Online Payroll Export Format

The next step is to actually export the data. This is done from within Time Clock MTS on the Reporting->Data Export->Export Data screen (shown above). Use the selection boxes on the left to choose what employee data you want to export. The date selection buttons on the top right allow you to select the date range that you want to export time clock data for. When you are happy with both the employee selection and the date range click the Export Data button to start the data export process. When the export is complete a Notepad window will pop up and you'll see your exported data (see the image below). You can now save this file with the correct name and file extension required by Union Bank Online Payroll and import it into your payroll system.

Figure 3

Anyone purchasing Time Clock MTS during this period will still receive their license codes without delay as these processes are automated.

When you consider the method which these types companies employ their staff it's no real surprise that a low cost and easy to use time clock system like ours has proved to be popular. Automotive companies generally employee their mechanics and technicians on an hourly basis, they will typically offer some sort of overtime scheme, and depending on state awards may have to offer and track both sick and vacation accruals for those employees. Time Clock MTS can meet all of these needs and provides very low on-going costs and can complete eliminate mechanical time clocks or paper based timesheets. If it sounds like Time Clock MTS is what you're looking for why not download the free 30 day trial!.

• Determine where your Time Clock MTS database is. By default this is on the same computer that Time Clock MTS and is here: C:\Program Data\Time Clock MTS\Database\timeclock.mdb. If your old computer is running Windows XP then the file is here: C:\Documents and Settings\All Users\Application Data\Time Clock MTS\Database\timeclock.mdb. In either case you'll need to Show Hidden Files and Folders to see the folder where your database is.
• You may have moved the database to your network in which case you will need to locate the file using the System Options screen.
• If you were using MySQL or SQL Server as a backend database then note down the database connection details on the System Options screen.
• You'll need your Time Clock MTS registration code. This was emailed to you when you purchased Time Clock MTS or can be retrieved using our Registration Recovery page.
• You'll need a copy of the Time Clock MTS installation file. This can be downloaded from our website or you may have made a copy of the installation file when you purchased the software.

Once you've gathered all that information here's the steps you need to go through to move Time Clock MTS to a new computer.

1. Install Time Clock MTS on the new computer using the installation files.
2. Run Time Clock MTS on the new computer and register it with your registration codes using the Help->Registration Details screen. Note that if you purchased Time Clock MTS prior to June 2008 your registration codes will not work with the software on our website and you'll need to purchase an upgrade to the latest version. Contact us for upgrade pricing information.
3. If your old Time Clock MTS database location was on your old computer in the default location then go to step 4. If your old Time Clock MTS database was on your network then go to step 5. If your old Time Clock MTS installation was using SQL Server or MySQL as a backend database go to step 6.
4. Close down Time Clock MTS and copy the timeclock.mdb file from the old PC to the new PC into the folder c:\Program Data\Time Clock MTS\Database. Overwrite the file that is there. Re-start Time Clock MTS and you should see your old data. You're now finished moving Time Clock MTS to a new computer.
5. Run Time Clock MTS on the new computer, log in as the administrator and go to the Tools->Options->System Options screen. Click the Change button and navigate to your Time Clock MTS database which is stored on your network. Click OK to save the change and you'll now see your old data. You're now finished moving Time Clock MTS to a new computer.
6. Run Time Clock MTS on the new computer, log in as the administrator and go to the Tools->Options->System Options screen. Enter the SQL Server/MySQL database connection details and click the Test Connection button and confirm that the details are correct. Change the Database Type dropdown to the correct database type and click OK to confirm the change and you'll now see your old data. You're now finished moving Time Clock MTS to a new computer.

As always, if you have any problems please contact us for further help.

1. On the Time Clock MTS administrator program make two copies of the file:

c:\Program Data\Time Clock MTS\timeclock.ini

And call them timeclock_location1.ini and timeclock_location2.ini

2. Open up both of these files in Windows Notepad and change the setting DatabaseLoc in each file to the path to your two Time Clock MTS databases.

3. Save both files.

4. Create a batch file and enter the following commands into it.

copy "c:\Program Data\Time Clock MTS\timeclock_location1.ini" "c:\Program Data\Time Clock MTS\timeclock.ini"
"c:\Program Files (x86)\Time Clock MTS\timeclockmts.exe"

Save the batch file as "timeclockmts_database1.bat".

Note: If you're not running a 64 bit version of Windows use the path c:\Program Files\Time Clock MTS\ rather than c:\Program Files (x86)\Time Clock MTS\timeclockmts.exe.

5. Create another batch file and enter the following commands into it.

copy "c:\Program Data\Time Clock MTS\timeclock_location2.ini" "c:\Program Data\Time Clock MTS\timeclock.ini"
"c:\Program Files (x86)\Time Clock MTS\timeclockmts.exe"

Save the batch file as "timeclockmts_database2.bat".

Note: If you're not running a 64 bit version of Windows use the path c:\Program Files\Time Clock MTS\ rather than c:\Program Files (x86)\Time Clock MTS\timeclockmts.exe.

6. Create a Shortcut to both batch files on your Windows desktop. Call one "Time Clock MTS Database1" and the other "Time Clock MTS Database2".

7. All you need to do to open up Time Clock MTS connected to either of the two databases is double click on the appropriate shortcut.

These instructions require more advanced computer knowledge than Time Clock MTS usually requires of it's users but it's a complex setup required by very few. If you're unclear about anything in this article just Contact Us and we'll try to help you out.

A fingerprint clocking in system can help your business in more ways than one. Once the workers are clocking in and out using their fingerprints, there won't be any need for ID badges and other security badges. Depending on the number of employees in the business, you will save money on the materials needed to make these badges each year, not to mention the cost of replacing them if they get lost or damaged.

If you're worried about buddy punching in the workplace, a fingerprint clocking in system is a great way to completely eliminate this. As the employees need to clock in and out using their fingerprints, they will only ever be able to clock themselves in and out, rather than other employees. It will also stop unauthorized people entering the workplace, as they won't be able to get in without fingerprints that are recognized.

Security is taken very seriously in any business, and if you're hoping to eliminate payroll fraud and buddy punching among your employees, you might want to consider fingerprint scanners which can be used alongside Time Clock MTS. The only fingerprint scanners which will work are Digital Persona 4000/4500 USB scanners, and these can be easily plugged into your computers. The combination of fingerprint scanners and Time Clock MTS will give you the ideal biometric time clock station for your business.

Of course, the time clock software can be used for tracking the employees' hours worked, overtime and vacations. However, the most interesting thing is the fact that you can also use the system to keep track of the parents and children entering the centre. Because you have a list of the children inside the centre, it will be very easy to make sure that everybody is safe in the event of a fire or other emergency. If parents clock their children in and out themselves, it will save time for other employees, thus helping the centre to run more efficiently.

It can be difficult to find quality time clock software for childcare centres, but Time Clock MTS can help provide you with the perfect system, just as it has for 150 other centres.

• Added a header setting to the Export Data system. This allows a fixed header row to be defined for exported data sets.
• Fixed a problem where the main application window disappeared after doing a large data export.
• Hours on aggregate data exports are now formatted correctly.
• Disabled employees are now displayed at the bottom of most employee lists.
• Disabling an employee no longer requires a complex confirmation process.
• The Daily Hours Report now only runs up to the actual selected report end date rather than the end of the week that the report end date is in.
• Added a new "clock out" button to the Edit Times screen. This allows the time clock administrator to either clock out the selected employee or clock out all employees that are currently clocked in.
• Changed some of the database connection settings to make the connection more reliable.