Tips & Tricks

Virtual TimeClock Tips & Tricks - January 2012

Happy New Year! January is usually the busiest month of the year at Redcort Software and this year is no exception. The engineers are busy putting the finishing touches on Virtual TimeClock ‘12. I think it’s going to be our most significant upgrade since Virtual TimeClock ‘09. The new centralized administration is awesome! It unites all the administrative tools under one password umbrella.

Attention QuickBooks Payroll users!
I can also share with all you Intuit fans that Virtual TimeClock ‘12 will have payroll integration with QuickBooks desktop for Windows. You’ll be able to import hours from Virtual TimeClock directly into QuickBooks timesheets for easy payroll processing. Sorry Mac users, but QuickBooks for Mac doesn’t allow importing into timesheets. Time clock integration with other payroll providers can be found at Virtual TimeClock Payroll Software Integration.

We’ll cover many of the new features of Virtual TimeClock ‘12 in future issues of ‘Tips & Tricks’, but in this month’s newsletter I want to talk about some tools that are available in Virtual TimeClock for controlling employee overtime.

Shifts are a great tool for controlling overtime because you can set when employees are allowed to clock in and out. There are basically two kinds of clock in and out restrictions. Employees can clock in early as a courtesy, but their punch time is recorded as their shift start time. This is a really nice feature when using stand alone time clocks because you don’t have employees just hanging around waiting to punch in. The second restriction completely prevents employees from clocking in before their shift starts. By setting a grace period, you can really control when the time clock is available. Clocking out works the same way. Employees can clock out late but have their punch time recorded as their shift end time, or you can prevent them from clocking out past a defined grace period.

Here’s a quick Tip:
Managers and time clock administrators can override shift rule restrictions right when employees are punching in or out.

Setting Up Shifts
Setting up shifts is a two-step process. First, create the new shift rule and define your restrictions. Second, assign a shift to the user schedule for each day of the week. Go to the Lists menu and choose Shifts to get started. Let’s talk about a couple of settings in the Shifts window.

Differential - this setting is used when including the gross wages option on employee timecards. To enter employee wage information, go to the Lists menu and choose Users. Hourly rates can be entered under the Wages tab.

Auto clock out - this setting is used to record a stop time for all users still on the clock after their shift ends. All automatic clock outs record the stop time as the shift end time. Auto clock outs are a great tool when first starting to use the time clock because you can automatically catch missed punches at the end of the day.

Now click the Schedules button and select a user from the list to assign a shift for each day of the week. An unscheduled shift will automatically be assigned to each day that’s left without an assigned shift.

Here’s a quick Tip:
Shifts can be duplicated by clicking the tools button that looks like a gear at the bottom left of the Shifts window.

Tracking Approved Overtime
Sometimes overtime needs to be worked to complete special projects or cover other shifts. Here’s a great way to track approved overtime separately when using courtesy clock in and out restrictions. Remember, courtesy clock ins record the shift start time no matter how early the employee punches in. So what do you do with employees that need to work approved overtime either before or after their shift ends? One method would be to create an activity called something like ‘Approved Overtime’ that’s good for manual entries only. Since a courtesy clock in and out will automatically record the shift time as the recorded time, managers can just add a manual entry for the approved overtime. This also makes the approved overtime hours clearly distinguishable on employee time cards. Another method would be to prevent clocking in early or late without manager approval. However, this method only works when using clock in and out restrictions that prevent early and late punches, and managers aren’t always around to override the shift restriction.

Here’s a quick Tip:
The new activity can be created by choosing Activities from the Lists menu.

Be on the lookout for the Virtual TimeClock ‘12 announcement. It’s right around the corner!

Until next month,

Jeff Morrow