Tips & Tricks

Virtual TimeClock Tips & Tricks - September 2011

A new time and attendance system can sometimes take some getting used to. If you’re new to Virtual TimeClock and your employees are coming from paper timesheets, they may not be used to the accountability of real-time tracking of their hours (instead of filling out their timesheet the day before payroll is due!). If they’re coming from a mechanical punch clock, the transition might be a little easier because they’re used to going to a central location to punch in and out. Regardless of your previous time tracking system, employees are occasionally going to forget to clock out. Don’t worry, Virtual TimeClock has some built-in tools that make it easy to correct missed punches.

Forgot to Clock Out
If an employee forgets to clock out at the end of their shift, that’s easy for a manager or administrator to fix. Select the worker’s name in the main time clock window and from the Actions menu, choose Modify Selected Entry. Now just enter the time they stopped work, add a note, and save the changes. If the forgotten clock out isn’t discovered until the next day, the employee won’t be able to punch in until they punch out from the day before. So just instruct them to clock out in order to end the previous shift and then immediately clock back in to begin their new shift. They can add a note to their punch time saying they forgot to clock out and give the actual time, or have them send a message to the time clock administrator asking for the punch time to be fixed.

Here’s a quick Tip:
You can also use the automatic clock out feature that’s part of shift rules to help with those forgotten clock outs.

Missed Lunches
If an employee forgets to punch out for lunch, it’s easy to quickly bring their time card current. If it’s still the same day, then select the worker’s name in the main time clock window and from the Actions menu, choose Insert Lunch Entry. Now just enter the start and stop time for the lunch break, add a note, and save the changes. Virtual TimeClock will automatically end the morning shift, create a separate entry for lunch, and create another entry for the afternoon. Missed lunches for other days can be quickly fixed in the Entry Editor.

Here’s a quick Tip:
Missed breaks can be quickly added from the Actions menu as well.

Overriding Automatic Lunch Deductions
Since we’re on the subject of fixing timecards, let’s talk about time deductions. Time deductions allow you to automatically deduct a lunch from employee timecards without requiring them to clock out. For example, you can deduct lunch breaks from your warehouse workers, but require your office employees to clock in and out for their lunch breaks. This works great for employees who take lunch at the same time (like workers on an assembly line) because they don’t have to wait in line to punch out for lunch.

Sometimes, an employee will need to work through their lunch break. Because they’re not clocking in and out for lunches, the lunch deduction will still be calculated. Here’s how you override the automatic lunch deduction. Go to the Lists menu, choose Activities and create a new activity called something like ‘Worked Lunch’ that’s good for manual entries only. Now go to the Actions menu, choose Add Manual Entry and add a new manual entry for the worker using the activity you created (for example, 12:00 PM to 1:00 PM). You’ll still see the automatic lunch deduction on the employee’s timecard, but you’ll also see the manual entry for ‘Worked Lunch’ adding the time back into the total hours worked.

Here’s a quick Tip:
You can assign a different time deduction rule for each employee in the Wages panel of the Users window.

Until next month,

Jeff Morrow

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