Virtual TimeClock allows you to save employee time cards as a PDF so you can store them electronically or email them as an attachment. Mac OS X Preview will even let you electronically sign PDFs. Using your Macs built-in iSight camera to capture your signature, Preview will let you create an electronic signature which can then be used to sign PDFs of your employee time cards. This works in OS

Saving employee time cards as a PDF makes it easy to store them electronically or email as an attachment to managers or your payroll processor. Adobe Reader X will even allow you to electronically sign PDFs. You can type your name, draw your signature, or place an image of your signature on a document. The signature becomes part of the PDF. Here's how:Open the timecard you've saved as a PDF.Click

Most of your employee time card reports will default to the date range of the current payroll period. The only time this wouldn't be true is if you haven't been closing your payroll periods. Sometimes you may want certain of your time clock software reports to default to a date range other than the current period. For example, you may have a job production report that you want to look at monthly, or

We've always recommended making old employees inactive rather than deleting their user record. Deleting a user removes all of their timecard history, whereas making them inactive just removes the user name from any display groups they belong to. It's nice to have historic timecard data at your fingertips if you need it.It's easy to view timecards for inactive employees. Turn on admin and select All

One of the first changes you’ll notice when viewing reports in Virtual TimeClock ‘13 is that you’re not asked ahead of time to pick what users and dates you want to run the report for. Once you select a report, it will automatically display with all the users for the display group for the current payroll period. This saves you steps and the report runs faster. To change your report selection,

If you're running employee timecards and get a message that "No entries were found matching your selection request" then there are a couple of things to check before concluding that the timecard entries are missing. First, double-check the date range and worker selection. You may be trying to run a timecard for 'Yesterday' for someone who didn't work yesterday.Next, make sure someone hasn't made

When new time clock software users discover 'missing minutes' on their employee time cards, they are often surprised (and sometimes skeptical) to be told the minutes only appear to be missing. The answer to the missing minutes is how numbers are calculated and displayed in decimal format.Let's look at a sample time card report for an employee who works a 20-minute shift three times a day with

A couple times a year we talk to time clock software users who are having trouble printing their employee timecards, or the timecards print but the format isn't correct, or they're just getting gibberish instead of employee hours and overtime. The common response is "They were printing just fine yesterday." Here are some questions you can ask and some things to check to help you determine what

I recently worked with a customer who was having an issue with their time clock. They’ve been using the Virtual TimeClock Network Edition for about 4 months to keep track of time spent on different projects. They have about 50 employees changing activities numerous times throughout the day. The customer noticed it was taking longer and longer for them to run activity reports. After poking around

For those of you that print out your employee timecards and have employees sign off on them, you've probably noticed the text on top of the employee signature line. The default text says "I certify that these hours are a true and accurate record of all time worked during the pay period." Although most businesses find this wording sufficient, others would like to add their own agreements. I've had businesses

Have you ever noticed that when you print employee timecards for payroll that you have to change the current period dates? That's because you haven't been closing your payroll periods.When printing timecards, Virtual TimeClock will always use the stored totals from a closed payroll period rather than recalculating the totals again. This is important since wages, overtime, and time deduction rules may

The Report Writer is a great tool for customizing the different timecard reports that are built into your time clock software, or for creating new ones. You can change report options, formatting, and even what data to include. If there's a particular report you run often, you may want to set the default date range so you're not always having to change it at run time.For example, let's say you've created

The purpose of employee timecards is to keep track of total hours worked. Time clock software does this very well for hourly employees. But what about salaried workers? Technically, salaried workers shouldn't have any hours to report because they're not punching the clock. But there may still be reasons to have your salaried employees use the time clock, like: allows you to replace your manual in/out

Time can be a funny thing, especially when you're trying to switch between decimal and time calculations for the same hours worked. Let me give you an example. Total hours worked of eight hours and fifteen minutes can be displayed as either '8:15' when displayed in time format, or as '8.25' when displayed in decimal format. Both represent eight and a quarter hours. The conversion itself comes down

A couple of new time clock software users this week wondering why when they calculate the difference between the start and stop times on their timecard reports it's not the same as the hours worked being reported. The reason is because the rounding rules you set in Virtual TimeClock are applied to the actual start and stop work times, not the total hours worked for the entry. Let me give you an example.With

Virtual TimeClock '09 Release 3 changed the way timecard totals were calculated for closed, open, and future payroll periods. In some instances, future timecard entries were not included in timecard totals unless the payroll period was brought current. Release 3.1 is an important update because timecard entries in future payroll periods are properly included in timecard totals even when the payroll

If you're using the new Virtual TimeClock software timecard entry notes feature, then all built-in timecard detail reports will automatically print timecard notes by default. However, if you've created custom timecard reports then you'll need to enable the option to print timecard notes.From the Reports menu, choose Report Writer. Select your timecard report and click the Options tab. Just click the

Just got off of the phone with one of our Canadian neighbors. She wanted to know how to email her timecards. Before you can email your timecards as an attachment you need to save them as a PDF.On a Mac, saving a print job to a PDF is a standard selection in the print dialog. On Windows, I've used a free tool in the past called PDFCreator with success. I'm sure there are others available as well.Jeff

Questions about exporting timecard data seem to come in waves, so grab your surf board and let's talk about it.You can export your time clock software data to a tab or comma separated text file. This means you can open and edit the data in any common text editor or spreadsheet software (like Excel or Numbers). You can also export directly to CheckMark Payroll.If your payroll or accounting software