Tips & Tricks

Virtual TimeClock Tips & Tricks - June 2007

I think it’s safe to say that Summer has arrived here in Central California. The kids are out of school and we’ve already reached our first 100 degree day. At least in my book, that qualifies as the arrival of Summer! If you’re anything like me, you’re feverishly making plans for the annual vacation ritual; jockeying for the best hotel rates and leveraging for discount amusement park tickets. Or maybe you’re planning an escape to the great outdoors, trying to get back to the simple life. Whatever your Summer vacation plans may include, you or your workers may be asking yourselves, “Do I have enough vacation time saved up to do all that I want to this Summer?” or “How many days can I be gone this Summer and still have enough time left to enjoy some days off around the Holidays?” Knowing how much leave time you currently have or how much you will likely have at a given point in the future sure does make planning vacations a whole lot easier.

Did you know that Virtual TimeClock allows you to easily track accrued and used leave time? If you’ve ever been asked, “How much vacation time do I have left?” by one of your workers then this edition of ‘Tips & Tricks’ is especially for you.

Setting Up Leave Accrual
The Worker Leave Assignment window makes entering beginning balances, carryover hours, and accrual information for each employee a breeze. You can quickly switch from one worker to another by using the convenient worker drop‐down list at the top of the window. I love the way the leave assignment window is arranged. It’s so easy to find exactly what you’re looking for. Vacation, sickness, and personal leave can be accrued based upon either a fixed annual amount or a calculation of hours accrued per hours worked. Whichever accrual method you decide on, once the amounts are entered you can sit back and allow Virtual TimeClock do all of the math for you. It’s easy to get started, just choose the Leave control panel from the Administration menu.

Here’s a quick Tip:
Remember that carryover hours are any remaining leave balances that you enter from the previous benefit year based on the worker’s accrual anniversary date. If you allow carryover hours, these will need to be updated for each new benefit year.

Adding Leave Entries
Leave entries can be entered for individual or groups of workers in a few simple steps. All you need to know is the leave type and the dates. Virtual TimeClock does the rest. Simply select the worker in the main TimeClock window, right mouse click (control + left mouse click on a Mac), choose Add Leave Entry from the contextual menu and you’re off and running.

Here’s a quick Tip:
Enter paid holidays for the entire year each January for all of your workers at the same time. They won’t display on worker timecards until the pay period in which they occur.

Checking Leave Balances
I know what you’re thinking, “This is all fine and dandy, but how do my workers check their leave balances?” I’m glad you asked! All they have to do is run the Accrued & Used Leave report from the Reports menu. They can quickly see if they have any carryover hours from the previous benefit year, how many hours have been accrued

and used for the current benefit year, and what their current balances are for vacation, sickness, and personal leave.

Here’s a quick Tip:
Select a worker in the main TimeClock window and use the contextual menu to quickly display accrued and used leave balances for just that worker.

I hope you agree that keeping track of worker accrued and used leave time has never been easier. You just might be able to throw out that old leave tracking spreadsheet you’ve been hanging on to for all these years, or be8er yet, use it as fire tinder on that outdoor adventure you’ve been planning.

Until next month,

Jeff Morrow