Tips & Tricks

Virtual TimeClock Tips & Tricks - March 2010

Last month we gave you a complete overview of the Report Writer, including a link to an article we’d written describing all the customizable options for your timecard and payroll reports. We also went over a sampling of the Report Writer changes in Virtual TimeClock ‘10. In this month’s Tips & Tricks newsletter we want to take a look at creating custom employee timecards, payroll summaries, and management productivity reports.

Creating Custom Employee Timecards
Lots of employers have workers print out their own timecards for payroll processing. This accomplishes two things. First, it gives employees a chance to review their hours prior to submitting for payroll. They may need to request corrections for missed punches, add additional timecard notes to report mileage or job details, or verify paid leave time is included on their paycheck. The second reason is it forces employees to sign their timecard certifying the hours are a true and accurate record of all time worked during the payroll period. Let’s modify the signature line text that appears at the bottom of the timecard report and add a supervisor signature line.
  1. From the Reports menu, choose Report Writer.
  2. Select the Timecard Detail report from the list of reports and click the Options panel.
  3. Click the Text button next to the Worker Signature checkbox.
  4. Add the phrase “All timecards must be approved by your supervisor prior to being submitted for processing.” to the default text and click the OK button.
  5. Check the Supervisor Signature checkbox to include the additional signature line.
  6. Now click the Preview button to see the results.

Creating Payroll Summary Reports

Now let’s see about creating a payroll summary report for easily reporting regular hours, overtime, and paid leave to your accountant or payroll provider.

  1. From the Reports menu, choose Report Writer.
  2. Click the + button beneath the list of reports.
  3. Name the new report “Payroll Summary with Leave”.
  4. Set the Report Type to Summary Report.
  5. Now click the Options tab and make sure the Separate Leave Column  and Leave Summary checkboxes are checked.
  6. Now click the Preview button to see the results.

Leave will now be displayed in a separate column on your payroll report. If you need to know how much paid leave was taken for each leave category, just take a look at the included leave summary.

Here’s a quick Tip:
When creating new reports, you’ll want to name the new report something that describes its function. This makes it easy to recognize the report and know exactly what it’s used for.

Creating Management Productivity Reports

The great thing about the Report Writer is that it allows you to create timecard reports for any combination of workers, departments, activities, and leave categories. Let me show you how to create a management report to track worker breaks.

  1. From the Reports menu, choose Report Writer.
  2. Click the + button beneath the list of reports.
  3. Name the new report “Worker Paid Breaks”.
  4. Set the Report Type to Detail Report.
  5. From the Entries drop-down list, choose Selected Activities.
  6. Make sure ‘Paid Break’ is the only activity checked.
  7. Now click the Options tab and uncheck the Group Page Break, Leave Summary, Activity Summary, Separate Leave Column, and Worker Signature checkboxes.
  8. Now click the Preview button to see the results.

This will give you a concise report for all worker hours spent on paid breaks but still display the details of the actual break times.

Here’s a quick Tip:
All new reports become available to all display groups by default.  You can limit access to certain reports by choosing Display Groups from the Lists menu.

Setting Time Display for Total Hours
I want to specifically point out an enhancement to your time clock software that you may have overlooked in the list of new features from last month’s newsletter. The time display setting determines whether total hours worked are displayed in time format or in decimal format. For example, total hours worked of eight hours and fifteen minutes can be displayed as either ‘8:15’ when hours are displayed in time format, or as ‘8.25’ when hours are displayed in decimal format. In previous versions of Virtual TimeClock, the time display setting for how total hours were displayed was a global setting.

Time display settings can now be found in two different places in your time clock software. The Time Display section of the new Time Calculations tool window is used for setting the time display for hours worked in the Entry Editor, on the Accrued and Used Leave Report, and when exporting timecard data. The new Time Display section of the Format panel in the Report Writer is used for setting the time display for hours worked for each individual timecard report, allowing you to set the time display on a per report basis.

Here’s a quick Tip:
Set the time display format for your employee timecards to time format to make it easier for them to read their total hours. Set the time display format for your payroll summary report to decimal format to make it easier to input employee hours into your payroll system.

As always, we’re available to help answer your questions regarding your time clock software or assist you with creating or customizing your timecard reports. Use our convenient contact form at TimeClock Software Support to ask a question or give us a call at 888-207-0005.

Until next month,

Jeff Morrow

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