PayGo includes a built-in time card tracking module called PayGo’Clock. PayGo’Clock can keep track of individual user time cards, automatically generate regular pay periods, and issue detailed reports for payroll use.
Setting Up PayGo’Clock
Before it can be used to track time cards, PayGo’Clock first must be set up. This setup must be done by a PayGo user who has a Setup Access level of 3. If a user without the correct permissions tries to access PayGo’Clock before it has been set up, an error will be shown and the user will not be allowed to go into the module.
The first step to setting up PayGo’Clock is to initialize a pay period. On the Pay Period Setup screen, enter your pay period length using the number of days (a common length is 14 days, or 2 weeks), and the start date of the current pay period. The start date must be a date on or before the current date–instead of setting the date to say, next Sunday, set it to two Sundays ago so a pay period is created for the current time. A new pay period will be started next Sunday if your pay period length is set to 14 days. Click Save, and the pay period will be created. A blank time card for the current user will then be shown.
To complete setup, click the Options button to go to the Admin menu. This menu is only accessible by users with level 3 Setup Access, users without this access will receive an error when clicking the button. Click the User Payroll Settings button. In the Selectable Hour Types field, enter in available names for hours separated by a hard return. See the example below:
Used correctly, these different options can be used to categorize hours put in by users doing different things. In the Christian James office, we use different hour types such as Development, Support, Sales, and Accounting. This makes it easy to find out how much time was spent doing what, giving valuable information in some cases. For example, in some states, time doing product development is tax deductible. More commonly, this makes it easy to track Vacation and Sick time by user.
Below the Hour Types field, there is a list of all Employees in the PayGo system. Select a value in the Default Pay Type dropdown for the default kind of hours you would like to show up when that user clocks in.
Basic Use of PayGo’Clock
Once set up, PayGo’Clock is accessible to all users in PayGo. To access their time card, an employee simply needs to log in to PayGo under their own username, and click the PayGo’Clock button on the main menu.
Punching in or out is done by hitting the respective button from the time card screen.
If a user forgets to punch in on time, or needs to add hours that they were not otherwise clocked in for (vacation time, sick time, out of office time, etc.), they can add time to their time card by using the Add Hours button. Using the pop-up calendar, select a date to denote when the hours occurred (note that the date must be during the current pay period). Enter the number of hours as a decimal. For example, 5 hours and 30 minutes is entered as 5.5 in the Number of Hours field. Finally, select an Hour Type from the bottom drop down. If there is not a suitable line in the Hour Type field, you may type in custom entries. When all is complete, hit the Add Hours button.
The Print button on the time card screen will print off the current time card in a report format. To view and print older time cards, click the View Time Cards button. A list of time cards for the current user will be shown, click on a line to go to that time card. Click the Print button on that time card to print it out in a report style format.
Advanced Use of PayGo’Clock
Users with level 3 Setup Access can use many more administrator features within PayGo’Clock. On a time card screen (either on the User Time Card screen or from the Time Card Viewer), these users can click on individual punch in/punch out lines to edit or delete them. Protection has been built in to protect these lines from being maliciously editted. If a user simply punches in and out, the Time In should match the time shown in the small Created On line for that punch. The Time Out should match the ModifyDate field on that punch as well.
More features can be found by clicking on the Options button from the User Time Card field. Looking up time cards can be done two ways. The View Time Cards button will bring up time cards, broken down by pay period, for the current location. Time cards for every location can be brought up using the Find Time Cards button, where additional find criteria can also be used to search for time cards.
Time card reports can be accessed by hitting the View Report button. A PayGo find window will be opened. Enter your criteria, and hit the Perform Find button. Time card entries are shown broken down by Store, User, Pay Period, Hour Type, and finally Date.