Software Questions and Answers

Timesheets.com is powerful time tracking software that can help improve employee productivity, reduce overtime, reduce payroll errors, and ultimately lead to a more productive and less costly workforce. Here are some common questions I hear from our customers:

  1. What kinds of settings do you have in place to control overtime?
  2. If I elect to use the photo timestamp, how do I know if my employees are not clocking in from their laptop somewhere?
  3. If I don’t want my employees to carry their sick and vacation time into the next year, what do I do?
  4. There are two kinds of breaks here, what’s the difference?
  5. How do I know which overtime setting to use, weekly or daily?
  6. What exactly are account codes?
  7. I have all these hours on a couple of employee’s time cards that won’t clear when I run payroll. What’s going on?
  8. What do I do if my employees won’t clock in or out?
  9. Can I make a private announcement to a single employee?
  10. What do my employees see when they log in?

1. What kinds of settings do you have in place to control overtime?
The following are some settings which will help prevent overtime or alert you when any employee is nearing overtime:

  • Set the start and end of shift to prevent employees from clocking in early or hanging around after the shift
  • Get alerts if employees clock in or out before or after their shift settings
  • Choose to automatically clock employees out at close of shift
  • Limit the total number of hours an employee can manually enter (for employees granted that permission)
  • Deduct breaks or lunches if your employee forgets to clock out for lunch
  • Receive email alerts when an employee’s hours exceed 40 in a week (or 8 in a day for California)

2. If I elect to use the photo timestamp, how do I know if my employees are not clocking in from their laptops somewhere?
Attached to a timestamp is the IP address of the location that the punch was initiated. This data is stored in the audit trail and can be compared to the IP address of other punches.

3. If I don’t want my employees to carry their sick and vacation time into the next year, what do I do?
Simply set an accrual cap. If you give 120 hours per year of vacation time and that is the max allowable time taken in any given year, then set the cap at 120 so that next year there are no roll over hours. If an employee didn’t take vacation for three years, should he be allowed to take a three month vacation on the fourth year? It’s up to you to decide but don’t worry about remembering those last three years, we’ve got you covered!

4. There are two kinds of breaks here, what’s the difference?
The break button which can be set to appear below the clock in/out button records a short, paid break required by law in some states. The break setting that you will find within the employee’s settings page is a means to deduct a set amount of time which will be unpaid. For some organizations, clocking out for lunch can be avoided by automatically deducting a set lunch period. It can also be used as a backup for the occasions when an employee forgets to clock out for lunch. If the break is set to deduct 30 mins after an 8 hour shift, but the employee did clock out for lunch in the middle of the shift, then the system will not deduct that break.

5. How do I know which overtime setting to use, weekly or daily?
California requires that workers be paid daily overtime after 8 hours. For more info on overtime check out my detailed blog posts regarding overtime and double time.

6.What exactly are account codes?
Account codes are used to differentiate between jobs with different payrates. At the end of a pay period you don’t want to see your employee’s hours all lumped into the same total if you intend to pay them a couple of different rates. When you run payroll, you will find the hours separated into the pre-chosen categories.

7. I have all these hours on a couple of employee’s timecards that won’t clear when I run payroll. What’s going on?
These are salaried employees. Their hours are archived on a separate page. There is a tab in the close payroll function that will lead you to the process for archiving payroll.

8. What do I do if my employees won’t clock in or out?
There are several methods to help guide your employees into healthy work habits. First, make it easy to access the software by adding a login box on the company home page (the script can be found within My Account), or set Timesheets.com as the browser homepage. Next, explain that the timesheet is an official document for the company which must be accurate for legal purposes. Keep the information always current by archiving old hours and running payroll reports. If you take it seriously, so will your employees.

9. Can I make a private announcement to a single employee?
The announcement button on the left hand menu directs you to make company wide announcements for all to see. The “wall” function at the top of the page is a company wide discussion board. To send private messages to individual employees visit the employee’s timecard and select the memo tab.

10. What do my employees see when they log in?
Their profile view is limited. They are able to view and print their own timecards, request time off and, if they have permission, they can edit and add records. They cannot see the information of any other employee. An administrator can log in as an employee by visiting an employee’s settings page and then clicking, ‘log in as this employee.’

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