Chapter 3 - Logging on DOSTable of ContentsChapter 5 - Providers


OPTIONAL

TIMECLOCK FUNCTION

The V/BOSS Timeclock is used to keep track of employees' working hours. This optional program is used to keep track of the dates and amount of time employees are clocked in during any given pay period. It also calculates the amount of time per clock-in and gives the total hours per clock-in period by day and pay period. If an hourly rate is entered with the Provider codes, the salary for each time period will also be shown. Overtime and Holiday pay may be configured. Please read the section regarding this CAREFULLY. There are strict rules that must be followed in order for overtime pay to be calculated correctly. See PROVIDERS for information on entering hourly rates.

PLEASE NOTE: Clocking in and Logging in are NOT the same thing! It is possible to be clocked in but not logged in and vice versa. Be sure that you understand this!

A. Activating the Timeclock

B. Payroll Setup

C. Clocking In

D. Clocking Out

E. Listing Employee Time Sheets

F. Display Current Date and Time

G. Deleting a Pay Period

H. Correcting Errors

I. Holiday Pay

J. Print Time Sheets


A. To activate the V/BOSS Timeclock,

you must be at the V/BOSS User Registration Screen (See the screen pictured on the previous page). Press <FlO>. A message will be displayed notifying you that the Time Clock function is now activated and will also display the current pay period. You should log on as usual with your Provider Code and password. You will then see the Time Clock Menu


NOTE: The person in charge of payroll should log in as [ADMIN] or [PAYMST] to set up the initial Pay period and to perform any other Administrative functions. Keep the password(s) for these Providers confidential. It is a good idea to change the password(s) periodically. See the V/BOSS Quick Reference to change a password.


B. Payroll Set-up

Before employees begin to clock in under the V/Boss Timeclock you must first initiate a method for keeping track of your pay periods. If you want V/BOSS to calculate overtime and holiday pay, you MUST add the abbreviation Prep to your system. You must also use a Monday through Sunday Pay Period. To add Prep, from the Main menu select [4] File Maintenance, [A] Abbreviations then [A] Add. Enter [Prep] as the abbreviation then [M] as the abbreviation type. Respond to each of the following prompts.

Please enter the number of days between your Pay Periods.

In order for overtime calculation to function properly, you MUST enter (007) here. This does not mean that you must pay your employees weekly, though you will need to print 2 sets of time sheets (to pay every 2 weeks). If you do not wish for V/Boss to calculate overtime, you do not have to enter [007] here.

Do you wish V/BOSS to calculate PREMIUM Pay for Sunday?

If no, enter [0], if yes, enter [1]. Note: Sunday hours count toward 40 hours for the week, regardless of premium pay.

Please indicate which day of the time period that Sunday occurs.

In order for overtime calculation to function properly, your pay period MUST be Monday through Sunday. Enter [007]. If you do not want V/BOSS to calculate overtime, you do not have to enter [007].

Please indicate the Bonus factor to apply on time worked on Sunday.

If Sunday pay should be calculated as straight time, enter [0]. If Sunday pay is calculated at time and a half, enter [0.5]. If you pay double time on Sunday, enter [1.0].

Do you wish V/BOSS to calculate Overtime Pay for hours worked over 8 in any given day?

Enter [0] for no, or [1] for yes. Note: A Yes answer means that overtime will be calculated for any day an employee works more than 8 hours even if they do not work 40 or more hours during the week.

Do you wish V/BOSS to calculate Overtime Pay for hours worked over 40 in any given WEEK?

Enter [0] for no or [1] for yes. Note: If an employee works more than 40 hours in a week AND more than 8 hours in a day, overtime is only calculated once!

Do you wish V/BOSS to calculate PREMIUM Pay for Holidays?

Enter [0] for no. If yes, but the hours should not count towards 40 hours in a week, enter [1]. If yes, but the hours do count towards the 40, enter [2].

After adding Prep, return to the Main menu and type [X] Exit V/BOSS then [Y] in response to "Are you sure you wish to exit V/BOSS?" If you see a $, hold down <Ctrl> and type [d]. Then log back on, this updates the abbreviation.

Once .Prep has been set up, you may establish the current Pay Period and the next Pay Period. After doing this for the first time, V/BOSS will automatically change the pay periods! You will have a six digit field to name each pay period. You should name it with the date of the first day of the Pay period, using the YYMMDD format. REMEMBER: if V/BOSS is to calculate overtime pay, you must use a one week, Monday to Sunday pay period.

From the Time clock menu select [P] for New pay period.

The current pay period is displayed. You will then be prompted to enter the next pay period along with the date (yymmdd) and time (military) that it should start. Double check your entries and if all is correct, type [Y] in response to "Are You Sure?" You will have set up the current pay period and the following pay period. If you did not set up the Prep abbreviation, do not forget to change pay periods after every two.

C. To Clock In

on the V/BOSS Timeclock each employee should log on to the time clock by pressing <FlO> then their own Provider code and password. When the time clock menu displays they should select [1] Clock In. V/BOSS will display the Current Pay Period, the employee's Provider code, the date with an extension number giving the number of times the user has logged in for that date and the time clocked in. At this point the employee should press any key to return to the time clock menu and either Log off or Exit to the Main menu.

In the example below, employee "D" clocked in during the pay period "AUGl96", on August 3, 1996 for the first time that day at 9:59 AM.

NOTE: If a time clock error is made, the system will respond with an error message and require that the user type [OK] to continue.

D. To Clock Out

each employee must log on to the time clock as they did when they clocked in. (This can not be accomplished from the Main menu. You must Log Off first.) From the time clock menu select [2] CLOCK OUT. After entering [2], the employee is clocked out. The system will display the Current Pay Period, the employee Provider Code, the date with an extension number giving the number of times the employee has clocked in for that date, the time clocked in, the time clocked out and the total amount of time the employee was clocked in during that clock-in period for the current pay period. The employee should now press any key to return to the menu and Log Off.

In the example below employee "D" clocked in during the pay period "Augl96", on August 3, 1996 for the first time that day at 9:59 AM and clocked out at 2:00 PM for a total clock in time of 4.01 hours.

E. List Clock In/Clock out times.

An employee may list his/her own clock in and clock out times for the current pay period by selecting option [3], LIST, from the Timeclock Menu. A listing of the times that employee has clocked in and out during the current pay period will be displayed along with the amount of time worked. The Paymaster or Administrator may list the Clock In/Clock Out times for any employee and any time period. Select [3] List from the Timeclock Menu. You will then be prompted to enter the Provider Code of the employee and the Pay period.

NOTE: A user can not be clocked in for more than twenty four hours at a time

F. To display the current date and time

select option (4), Show Date/Time, from the Timeclock Menu.

G. Deleting Pay Periods.

Once a pay period has passed and you have printed the time sheets for your records, you can delete the pay period by selecting option [D], Delete Pay Period, from the Timeclock Menu. All the pay periods in the system will then be displayed and the Timeclock program will prompt you to "Enter Pay Period to Delete". After entering the pay period, the Timeclock program will prompt "ARE YOU SURE ?", answer [Y] to delete the pay period or [N] to return to the selection menu. Only the PAYMST or ADMIN may perform this function. If you try to delete a pay period that was already deleted an error message displays: "Pay period does not exist."

H. Correcting clock in and clock out errors.

1. Clock Employee In.

If an employee forgets to clock in, the ADMIN or PAYMST may clock them in. After logging into the Time clock properly, select [C] Clock Employee In. Enter the Provider code for the employee to be clocked in. Enter the Pay period, the clock date, and the clock in time (military format). The employee will then be clocked in. The entry will be flagged as a manual entry.

2. Manual Entry

The ADMIN or PAYMST may adjust clock in/clock out times for employees by selecting [M] Manual Entry, from the Timeclock Menu. The Timeclock program will then prompt you to "ENTER EMPLOYEE NAME". Enter the Provider Code of the employee who's record needs to be adjusted. Next you will be prompted to "ENTER PAY PERIOD". This will be the pay period in which the error was made. After entering the pay period you will then be prompted to "ENTER THE CLOCK DATE". This is the date within the pay period on which the error was made. The clock date must be formatted as [YYMMDD].

After entering in the clock date, the employee's time sheet for that date will be displayed on the screen. The Timeclock program will then prompt you to "ENTER RECORD NUMBER". Enter the record number in which you want to make a change. After entering the record number the Timeclock program will prompt you to enter the "START TIME" and the "END TIME". The record will then be displayed with the modification made and the message [<-- Manual] will be flashing at the right of the modified record.

I. Holiday Pay

To enter a Holiday definition, activate the Timeclock and log on as the administrator. Select [H] Holiday Pay. Enter the pay period in which the holiday will occur. Enter [1] for Holiday record 1, or [2] for Holiday record 2. Enter the date of the Holiday in YYMMDD format, for example, for Christmas, enter [961225]. Enter the Holiday name, for example, Christmas Day. Enter the number of bonus hours to be paid for this Holiday. You may then enter a second Holiday record if needed.

J. Print Time Sheets.

By selecting option [R], Print Time Sheets, from the Timeclock Menu you can receive time sheets for one employee or all the employees on the Timeclock. You may also print them for a single pay period or a range of pay periods. Upon selecting option [R] the Timeclock program will prompt you to "ENTER THE 1ST PAY PERIOD" for which you want the time sheets printed and then it will prompt you to "ENTER THE 2ND PAY PERIOD". (If only one pay period is desired, enter the same one for both starting and ending) Then you should "ENTER EMPLOYEE"[OR ALL]. If you only want the time sheet for a particular employee, enter that employee's Provider Code or enter [ALL] to receive a time sheet for each employee.

NOTE: Employee hourly rates may be entered by the ADMIN or PAYMST. Log in appropriately, and from the Main Menu select [4] File Maintenance and [U] Update Provider File. When you [A]dd or [M]odify a provider, you will also have access to the hourly rate field. You should immediately Log Of f when you have finished entering rates and printing time sheets.

To Log Off and return to the V/BOSS User Registration Menu, select option [L], Log-off, from the CRT Systems Timeclock.

To go directly into V/BOSS type [X].


Chapter 3 - Logging on DOSTable of ContentsChapter 5 - Providers


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