You use the Employees > General tab to define basic information about the employee.
How do I add an employee?
• Select the Setup tab on the ribbon bar and click the Employees button. The Employees window will display. • Click the New button.
• Type in the employee's last name, first name and middle initial under Last Name, First Name and M.I. • Enter the employee's badge number under Badge Number.
• Enter the identifier your company uses in the Employee Number field. Usually, payroll services require an employee number for exports.
• Enter the employee’s PIN if desired. Note: What is entered in the PIN will be the cross reference in the FaceIN terminal. The employee PIN is the same as the User No. in the FaceIN terminal.
• Enter the employee's hourly base wage under Hourly Base Pay.
• If the employee is salaried, select the Salaried Hours option and enter how many hours the employee is expected to work during the pay period. Note: Reports and exports will use the hours you have entered in this field. Any punches made on a terminal will be ignored in reporting and exporting.
• From the list under Type of Employee, choose whether this person is Regular, Temporary, Seasonal or Contract.
• At Pay Class, select the pay class to use for the employee. This setting determines which pay period and overtime rules will be applied.
• At Home Department, select the employee’s home department. You must set up departments in the Departments button at the Setup tab before you can assign them. When you select a home department, this employee is automatically added to that department.
• At Do Not Include in Exports, check this box if you do not want to include this employee in the file you export for payroll. Example: You may want to use this option for temporary employees where you need to track their time, but the temp agency pays them.
• Check the Allow Supervisor Functions box if this employee can perform supervisor functions at the terminal, such as edits (hardware dependent).
• Check the Enable Lockouts option if you want to restrict employees from punching In to early or Out to late. Note: Lockout zones are assigned through the fixed shifts that are applied to the employees. The TS100 and PC60 do not support lockout zones.
• Enter the employee's hire date under Date of Hire. • Click Save to keep your changes.
Important! When you change or add employee information, you should update your terminal. You can do this by clicking the Update Terminal button at the Terminal Manager tab on the ribbon bar.
Helpful Hints
o This icon identifies that a required field was not set up or an invalid setting was entered into a field. o Available hot keys, Ctrl n for New, Ctrl s to Save and Ctrl z to Undo.
How do I edit an employee?
• Select the Setup tab on the ribbon bar and click the Employees button. The Employees window will display. • From the list, choose the employee you want to edit.
• Change the information as needed.
• To make an employee Inactive, check the Inactive box, and then enter the date the person became inactive.
Note: To make an employee active again, uncheck the Inactive box.
• To mark an employee as terminated, check the Terminated box, then enter the termination date. The badge number resets to zero so you can reuse this badge for another person. Note: To un-terminate an employee, uncheck the Terminated box and reassign the employee a badge number.
• Click Save to keep your changes.
Important! When you change or add employee information, you should update your terminal. You can do this by clicking the Update Terminal button at the Terminal Manager tab on the ribbon bar.
Helpful Hints
o This icon identifies that a required field was not set up or an invalid setting was entered into a field. o Available hot keys, Ctrl s to Save and Ctrl z to Undo.
How do I delete an employee?
Employees that have any type of data transactions can not be deleted. This will insure that no employee that has payroll data can inadvertently be deleted. If you no longer wish to have an employee display in the employee list simply set them to Terminated or Inactive.
What is an Inactive employee?
Inactive employees are employees you want to keep in the PayClock system but you don’t want there badge to be active at the terminal.
For example, you might want to make an employee inactive when she goes on maternity leave or when a seasonal worker is off-season. You cannot reassign an inactive employee’s badge. You can only reuse a badge number if you mark the employee as Terminated.
Inactive employees stay in the system, but cannot punch the terminal. You can still report and export on inactive employees.
Note: After making an employee inactive, make sure you update the terminal, if you don’t the badge will still be accepted by the terminal.
How do I make an employee Inactive?
• Select the Setup tab on the ribbon bar and click the Employees button. The Employees window will display. • From the list, choose the employee you want to make inactive.
• On the General tab, check the Inactive box, and then enter the date the employee became inactive. Note: To make an employee active again, uncheck the Inactive box.
• Click Save to keep your changes.
Note: After making an employee inactive, make sure you update the terminal, if you don’t the badge will still be accepted by the terminal.
o Available hot keys, Ctrl s to Save and Ctrl z to Undo.
What is a Terminated employee?
Terminated employees are employees you want to keep in the PayClock system but you want to reuse their badge for another employee, typically a terminated employee will not be returning to work.
Terminated employees stay in the system, but cannot punch the terminal, their badge number will be reset to 0 (zero). You can still report and export on terminated employees.
Note: After making an employee terminated, make sure you update the terminal, if you don’t the badge will still be accepted by the terminal.
How do I make an employee Terminated?
• Select the Setup tab on the ribbon bar and click the Employees button. The Employees window will display. • From the list, choose the employee you want to mark as terminated.
• On the General tab, check the Terminated box, and then enter the date the employee was terminated. Note: To un-terminate an employee, uncheck the Terminated box and reassign a badge number.
• Click Save to keep your changes.
Important! When you change employee information, you should update your terminal. You can do this by clicking the Update Terminal button at the Terminal Manager tab on the ribbon bar.
Helpful Hint
o Available hot keys, Ctrl s to Save and Ctrl z to Undo.