Exporting to Heartland Payroll from Time Clock MTS

Heartland, one of the world’s biggest payment processing companies offers a comprehensive and time saving payroll processing service. We’re happy to say that Time Clock MTS can export data easily to Heartland Payroll. Here’s the step’s you’re going to need to take:

First Step – Match Employee Badge Numbers

The export file uses the Badge ID to match the Heartland Employee Number. You’ll need to make sure that your Time Clock MTS employee Badge ID (set on the Employee Information Screen) is identical to the Heartland Employee Number. The Heartland Employee Number is available from your Heartland Employee Masterfile.

Create the Export Format

New Export Formats can be created on the Reporting->Data Export->Export Formats screen (view help topic for this screen). Navigate to that screen and create a new export format. You’ll then be shown the Add Export Format screen (see below).

Heartland Payroll Export Format

Give the export format a name and then set the type. Heartland Payroll can use either an aggregate or event type export format. However, if you want job tracking data exported you’ll need to use the EVENT based format. Once that is set you’ll want to match up your the rate codes in Time Clock MTS with the Heartland Company Earnings Codes. The Company Earnings Codes might look something like those shown below:

Heartland Payroll – Rate Codes, Divisions, and Departments

The Heartland export file doesn’t require a header so you can leave that field blank. The final step to take is to create the actual export line format. Here’s what Heartland needs:

“HRTL”,”<EMPLOYEE_BADGE_ID>”,”<EMPLOYEE_DEPARTMENT>”,”<RATE_CODE>”,”H”,”<HOURS_DECIMAL>”,”+”, “<RATE>”,”<JOB_NO>”,””,”<EMPLOYEE_NAME>”

The first field “HRTL” is an example Heartland company identifier, used if your payroll account has multiple companies. The exact identifier you need to use is available from your Heartland account details and will be different to the example identifier we’ve used here. Note also that we’ve included <JOB_NO> to allow you to track activity against Heartland departments (for example KITCHEN, HOSTESS, SERVER etc) but this field can be omitted if required.

Once you’re happy with your export format click the Save Export Format button and you’re done.

Export the Data

To use your new export format to export time clock data to Heartland use the Reporting->Data Export->Export Data screen.

The Export Data Screen

Time Clock MTS and Daylight Savings

Last weekend’s change to daylight savings time highlight a potential problem with Time Clock MTS if you do not have your Windows time settings set correctly. Here’s the steps that had to be taken to see this issue show up:

  1. You’re using Time Clock MTS with an internet time server.
  2. You DO NOT have Windows set to adjust the time automatically for Daylight Savings Time.
  3. To correct the time on the computer you manually adjust the system clock forward an hour.
  4. The time display in Time Clock MTS is now 1 hour BEHIND the time shown on the system clock (see below).

Time Clock MTS clock 1 hour behind system clock

Fixing the problem is simple enough. Just take the following steps:

  1. Set the system time on your computer BACK one hour. It should now be one hour behind the actual time.
  2. Change your Windows settings to allow it to adjust the system clock automatically for Daylight Savings. See the image below for how this is done in Windows 10.

Setting Windows to Automatically Adjust for DST

You should find now that the clock in Time Clock MTS matches the computer system clock.

Time Clock MTS clock matches system clock

Online Time Clock MTS Geolocation and GeoFencing

You might be aware that we also have an online employee time clock system called (rather imaginatively) Online Time Clock MTS. We’re just entering the last stages of testing for a major update to that system that includes Geolocation (or GPS tracking) and Geofencing.

Geolocation & GPS Positioning

Online Time Clock MTS can record the GPS location of employees when they punch in or out. The position is obtained from the device GPS (if you’re using a mobile device) which is very accurate. If you’re using a device that doesn’t have a GPS then Online Time Clock MTS will use Geolocation to attempt to determine the employee’s position, this is less accurate but can still be useful. Time clock administrators can view the coordinates of employee time punches on an interactive map display shown below. Punches can be clicked on to view the details of that punch and punches recorded in very similar (or the same) location are ‘spiderfied’ into a graphical web arrangement to allow for easy analysis of stacked time punches.

Employee Time Punch Map

Geofencing

A powerful new feature is Geofencing. Basically this means administrators can define geographic regions by drawing shapes on a map and restrict employees to punching in and out when they are physically within those regions. One or more Geofences can be applied to time clock logins and employees will not be able to punch in or out when their location is outside of the fences. Obviously this is going to be a lot more useful when your employees are using the mobile time clock interface on their cell phone or tablet. Below you can see a couple of screenshots showing how a geofence is defined and a map view showing the fences that apply to a given time clock location.

Creating a Geofence

Viewing Geofences for a Location

Using Online Time Clock MTS

If this sort of control over where your employees can punch in or out is of importance to you then please consider using Online Time Clock MTS. Right now it’ll cost you nothing for 13 months to do so, users of the desktop version of Time Clock MTS can get a one month trial and then a free 12 month subscription to our web based time clock system. Just head over and setup a 30 day trial and at the end of your trial send us an email and we’ll setup the additional 12 month subscription for you.

Time Clock MTS Version 6.1.6 Released

We’re uploading version 6.1.6 of Time Clock MTS as this blog post is being written. This version contains a few minor fixes and performance enhancements as detailed below:

  • Deleted employees are no longer checked when updating the status of employees on the employee list.
  • Employee count is now gathered during the main employee status query rather than separately when updating the employee list status.
  • The query that gets the status of a single employee now works correctly if there is more than one time note assigned to the most recent time punch.
  • The grouped employee status query now groups time notes by time rather than returning all notes.
  • Fixed a long standing problem with the selected employee not updating correctly on the employee list when department folders were displayed.
  • Tie breaker sort criteria added to the grouped employee status query to stop it returning more than one record from a sub query. Of course, there should NEVER be two most recent time punches but in the case of database corruption it can happen. This tie breaker criteria will stop an ugly error being thrown.

Displaying a Single Department on the Time Clock MTS Client

This Time Clock MTS How-To guide explains how to restrict the employees displayed on the Time Clock MTS Client Software to a single department. This is useful if you do not want employees from one department seeing employees from another department when punching in and out. It’s even possible to create a department per employee and restrict display to a single employee per time clock computer. Here’s the steps to follow to restrict the employees displayed on the time clock client software to one department:

Create Departments and Assign them to Employees

To learn how to create and assign employees to departments take a look at this how to guide.

Show Department Folders

The next step is to display department folders on the time clock employee list. To learn how to do this take a look at this how to guide.

Configure the Time Clock Client Software to Display a Single Department

On the computer where you want to restrict display of employees to a single department start up the Time Clock MTS Client program. You’ll see that all employees and departments are displayed as per the image below:

All Departments Visible

To select a department to display Log in as the Administrator and go to the Tools->Options->System Options screen. Toward the bottom of the screen is a drop down labelled Only Display Employees from Dept (Local PC Only). Click that and select a department to display. See the image below for a visual explanation:

The System Options Screen

Once a department is selected click the Save button and log out of the administrator account using the File->Log Off of Administrator Account menu. The list of employees will refresh and you’ll see that only the employees from the selected department are displayed. See the image below.

Only One Department Visible

Note that the parent department on the display has Filtered next to it to remind you that you’re seeing a filtered display of employees. Note also that the filtering ONLY takes place when you’re not logged into the Administrator account.

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