Tips & Tricks

Virtual TimeClock Tips & Tricks - August 2009

I was in a local hardware supply store this past week and kept seeing signs advertising “End of Season Clearance”. It seems that BBQ grills, pool supplies, and patio furniture were all on sale. I kept asking myself, “End of what season?” and then it dawned on me that they were already talking about the end summer!

We’ve been talking a lot these past 6 months about many of the great new features in Virtual TimeClock ‘09. Well, we’re getting close to the “end of the season” of the significant new features in Virtual TimeClock ‘09. But there are still several gems that I’d like to talk about: overtime and time deduction rules.

Overtime Overview
The Virtual TimeClock overtime settings have always allowed you to set the rate of credit that is given for every hour worked. This allowed you to configure up to two different overtime thresholds and two overtime rates for every individual day of the week. In addition, you can set two weekly overtime thresholds and rates. The new overtime settings are even more powerful and flexible! Previously, overtime settings were global, meaning they applied to all employees. With Virtual TimeClock ‘09, you can add as many overtime rules as needed and assign a different overtime rule to each individual worker. Virtual TimeClock ‘09 even comes with three overtime rules to help you manage employee overtime. These are ‘Daily & Weekly’, ‘Daily Only’, and ‘Weekly Only’.

Here’s a quick Tip:
Since a different overtime rule can be assigned to each individual worker, it’s easy to place your employees on alternative work schedules and still keep track of their overtime.

Adding New Overtime Rules
From the Lists menu, choose Overtime. Click the + button beneath the list of overtime rules and enter a unique overtime rule name in the Name field (Ex: Four 10s).

Select the Daily Overtime checkbox to enable daily overtime. For each day of the week, enter the daily threshold of hours before overtime rates apply and the daily overtime rate. Select the 2nd Daily Rate checkbox to enable an optional second overtime rate with a second user defined threshold for each day of the week.

Select the Weekly Overtime checkbox to enable weekly overtime. Enter the weekly threshold of hours before overtime rates apply and the weekly overtime rate. Select the 2nd Weekly Rate checkbox to enable an optional second overtime rate with a second user defined threshold for each week.

Assigning New Overtime Rules
From the Lists menu, choose Users. Select the user you wish to add the new overtime rule for and click the Wages panel. Select the overtime rule you want to assign from the Overtime drop-­down list.

Here’s a quick Tip:
If no overtime rule is assigned, then all daily and weekly hours for the employee are calculated as regular hours worked on the employee timecard report.

Time Deductions Overview
The new time deduction settings allow Virtual TimeClock to automatically deduct unpaid lunch or break time from employee timecards without requiring employees to stop work for the break or lunch period. Virtual

TimeClock already comes with a time deduction rule called ‘30 Minutes After 6 Hrs.’ that is set to deduct 30 minutes unpaid break after an employee records at least 6 hours of work. Additional time deduction rules can be added as needed at anytime.

Here’s a quick Tip:
A different time deduction rule can be assigned to each individual worker. This makes it easy to apply different time deduction rules to different categories of employees. For example, maybe you want to automatically deduct lunch breaks from your warehouse workers, but require your administrative employees to clock in and out for their lunch breaks.

Adding New Time Deduction Rules
From the Lists menu, choose Time Deductions. Click the + button beneath the list of time deduction rules and enter a unique time deduction rule name in the Name field (Ex: 60 Minutes After 8 Hrs.).

In the Deduct field, enter the deduction amount in minutes for the unpaid break. In the After field, enter the amount of time in hours an employee must work before a time deduction is made.

Assigning New Time Deduction Rules
From the Lists menu, choose Users. Select the user you wish to add the new time deduction rule for and click the Wages panel. Select the time deduction rule you want to assign from the Time Deduction drop-­down list.

Here’s a quick Tip:
If a time deduction is made, the far right column of the worker timecard report will display a ‘D’ to indicate an automatic time deduction was taken.

I hope you can take advantage of these great new features. Next month I’ll show you how easy it is to reopen a closed payroll period in Virtual TimeClock ‘09.

Until next month,

Jeff Morrow