Tips & Tricks

Virtual TimeClock Tips & Tricks - November 2009

In last month’s newsletter I was lamenting when fall was actually going to ‘fall’ here in the valley of Central California. Well, it seems that the trees decided to put on their show of gold and scarlet after all, signaling that the last vestige of summer is officially over.

You’ve probably heard the old adage “If it’s not documented, it didn’t happen.” This old saying reminds us that it’s important to make a note of significant events when they happen. This is especially important when managing employees. Your time clock software has always had a robust messaging system that centralized communication between workers and management. This is still a great way to request a day off or announce a scheduled meeting. However, we’ve taken office communication to a whole new level in Virtual TimeClock ‘09 Release 3 with the addition of timecard entry notes.

Benefits of Timecard Entry Notes
Timecard entry notes can be used for virtually anything you can think of. Here are some suggestions that are already proving to be popular with our time clock software users:
  • Mileage – employees who get paid for mileage when driving between different office locations can now record their mileage each day on their timecard report.
  • Tips – food service workers can report their total tips at the end of their shift to help comply with daily tip reporting to employers.
  • Bonuses – add employee bonuses to the last timecard entry for the payroll period to be included with regular payroll processing.
  • Commissions – make sure your sales force get the commissions they’ve earned by including in timesheets with their regular hours worked.
  • Job Tracking – include job or project details with each task performed for easy invoicing of customers and clients.
  • Timecard changes – employees can communicate with management concerning late or incorrect punch times when they occur.
  • Manager approval – managers can add a note directly to a timesheet approving authorized overtime, or advising employee counseling for habitual tardiness.

Here’s a quick Tip:
Create a manual entries only task called ‘Commissions’. Now add a manual entry using that task with the same start and stop time for the last day of the payroll period, and include a note with the total amount of commissions. This will make it even easier to identify on your timecard reports when processing payroll.

Adding Timecard Entry Notes
It’s easy to quickly add a new timecard entry note. From the main TimeClock window, select a name from the list of workers and click the Entry Note toolbar button. Enter your password to display the current entry details. Type in an appropriate note or comment and click the Save button. Repeat the same steps to modify a note, or add another note to the same entry. It doesn’t even matter what your current status is, you can add a note whether you’re clocked in or out.

Here’s a quick Tip:
You can add, edit, and view timecard notes from both the main TimeClock window and the Entry Editor. You’ll need to use the Entry Editor to add, edit, or view notes for time clock entries that no longer appear in the main TimeClock window. Workers can only add, view, and edit their own timecard entry notes. Managers can add, view, and edit timecard entry notes for all workers within their display group.

Printing Timecard Notes
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. Click the Timecard Notes checkbox and save.

Here’s a quick Tip:
Duplicate your timecard report and only include timecard notes on the management version. This will allow your workers to sign‐off on timecards that only show their hours worked, without the extra distraction of timecard notes.

Until next month,

Jeff Morrow

PS – Download the Virtual TimeClock ‘09 Release 3.1 Update
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 period is not current. If you’ve already upgraded your time clock software to Release 3, then you only need to update your Virtual TimeClock Pro and Client software. You do not need to update your Virtual TimeClock Server software.

Download Virtual TimeClock ‘09 Release 3.1: Time Clock Software Downloads

PPS – Don’t forget to add your business to our new Virtual TimeClock software users page

We’d love to show you off to our visitors looking for time and attendance software, and provide a link back to your website.

Virtual TimeClock Users page: Virtual TimeClock Software Users
Add your business here: Add Us to the Virtual TimeClock Users List