Tips & Tricks

Virtual TimeClock Tips & Tricks - January 2010

I’m very excited about our new Virtual TimeClock ‘10 release. We’ve added some amazing new functionality to help you more easily manage your employee payroll costs. That should be great news to everybody looking for ways to cut costs this New Year! We’ll be covering many of those new features in the coming months, but this month I want to get you started on tracking and limiting worker breaks and lunches. You can view a full list of what’s new on our website Virtual TimeClock '10 Release.

Tracking time and attendance for worker breaks and lunches.
You may be looking at the main TimeClock window of Virtual TimeClock ‘10 and thinking to yourself, “I know that Paid Break button was there before.” And you’d be absolutely correct. However, now you have the ability to designate the break as paid, unpaid, or limited. A limited paid break means the worker is only paid until a maximum time threshold is reached. Taking breaks automatically records a stop time for the current activity and a start time for the break. Returning from breaks automatically records a stop time for the break and a start time for the new activity. The same is true for the new worker lunch functionality. This means you can setup a limited paid break for 10 minutes and only pay your workers for 10 minutes! Any additional time spent lingering on non-work related activities will automatically show as unpaid on their timecard reports.

I hope you like the new status icons in the main TimeClock window that show you at a glance who’s working, who’s not working, who’s on break, who’s on lunch, and who’s involved in an unpaid activity. This turns your time clock into a virtual In/Out board for full time and attendance software tracking.

Here’s a quick Tip:
You can now setup any activity (formally called ‘tasks’) to be paid, unpaid, or limited. For example, you may want to setup a new activity to only pay a maximum of 8 hours for off-site continuing education.

Setting up worker breaks and lunches.
You’ll want to setup your worker breaks and lunches to meet the needs of your business or organization. So head to the Tools menu and choose Time Calculations. This is a new tool window that allows you to set what rounding rules are currently in effect, how the time format for certain reports and export files is displayed, how overtime is calculated for multiple daily shifts and paid leave, how salaried worked hours are computed for job costing, and how worker breaks are calculated.

You can rename your worker break and worker lunch labels to anything you want. Changing the label here will change the label displayed under each of the respective toolbar buttons in the main TimeClock window and Entry Editor. It will also update the corresponding activity labels in the various drop-down lists that use them throughout the program. Select the appropriate radio button for how you want the worker break or lunch to be calculated and save your changes. Now you’re ready to have your workers start punching in and out for breaks and lunches.

Here’s a quick Tip:
It’s helpful to be descriptive when renaming your worker break and lunch labels. This will make it easy to know how each break is calculated. For example, if your worker lunch break is paid for 30 minutes, then name it something like ‘Paid Lunch’ or ‘Paid Lunch – 30’.

Reporting time spent on worker breaks and lunches.
Paid breaks and lunches are always included in the total hours worked for each employee. Limited paid breaks are only included in the total hours worked up until the maximum minutes threshold is reached, the remaining time will be reported as unpaid. Unpaid breaks and lunches will not be included in the total hours worked for each employee. If you have the activity summary enabled on your worker timecard reports then you’ll be able to see exactly how much time each employee is spending on breaks and lunches, whether they’re paid or not!

Here’s a quick Tip:
Next month’s ‘Tips & Tricks’ newsletter will be all about the changes to the timecard report writer and how those changes allow you to customize the look and report options for your timecard reports. For now, let me just point out the new ‘Unpaid’ column on the timecard report. This column will only display if there is unpaid time that needs to be reported.

I hope this whets your appetite for all the new functionality our time clock software has to offer. If you still need to upgrade, we’ve got detailed instructions on upgrading and other support resources on our website.

Until next month,

Jeff Morrow

PS – Help for Haiti quake victims.
Redcort Software is supporting Samaritan’s Purse efforts to help Haiti quake victims. Samaritan’s Purse is a well managed organization and a long time provider of assistance to the disadvantaged people of Haiti. You can check out to their web site at Samaritans Purse.