The Time & Attendance Setup screen allows users to set and enable the applicable settings, create schedules, special requests, and overtime rates in order to track and monitor when employees begin and end a work day. The Time & Attendance modules enables managers to monitor their employees working hours, travel time, late arrivals, early departures, time taken on breaks and absenteeism once set up is complete. It can also help control labor costs by reducing over-payments, which are often caused by paying employees for time they are not working, eliminates transcription error, interpretation error and intentional error.
1. From the Human Resources menu, click Time & Attendance Setup.
2. The Time & Attendance Setup screen defaults to the Settings tab.
3. Enter the Grace Period (minutes) in the text box, which allows the employee an extra defined amount of time to punch in or out based on the schedule without consequence.
Hover over the information icon (i) for additional information about the field.
4. Select the District IP Format from the pull-down. The format is defined by the district and Focus provides the ability to enter IPV4 or IPV6 formats. If an employee clocks in from an unidentified IP address, the clock punch will reflect that.
5. Select the Automatic Leave unpaid bucket group from the pull-down. When the employee fails to clock in per the schedule, the time missed will default to the bucket group selected from this pull-down.
6. Select the Automatic Leave unpaid reason from the pull-down, which determines the process leave reason based on the leave bucket selected in the previous step.
7. Select Yes from the Allow Approval of the current week pull-down to allow users to approve Time & Attendance for the current week. Approving timecards in the current week allows managers to work ahead of planned absences.
8. Select Yes or No from the Allow original clock in/out to be approved pull-down to determine if users can approve time on the Original punch in or out types in addition to Grade Period and Requested clock in types.
9. Select Yes or No from the Default approved click in/out to original clock in/out pull-down to determine if the entered Grace Period is used by default.
10. Multiple District IP Addresses can be entered per district buildings and/or locations. Enter the Location/Title and the IP Address in the provided text boxes.
a. Press the Enter key to save the IP address.
b. Add as many IP addresses as needed by entering new information in the bottom row.
0-9, x, and X are allowed in the IP Address range. The x and X can be used as wildcards. The IPs in the setup support wildcards like 192.168.x.x or even 19x.1XX.X.X. Leaving a part of the IP address blank is also treated as a wildcard.
1. From the Human Resources menu, click Time & Attendance Setup.
2. Click the Schedules tab.
3. Enter the Title of the schedule in the text box.
4. Enter the Code in the text box if a code is used to identify the schedule. This is not a required field.
5. Enter the Start Time of the schedule (grace period excluded) in the text box.
6. Enter the End Time of the schedule (grace period excluded) in the text box.
7. If you and your district are using the automatic breaks feature, the break length in minutes should be entered in the Break Length (minutes) text box.
8. Select the Automatic Break checkbox to automatically subtract the break length from the employee's timecard.
9. Select the Variable Schedule check box to ignore start/end times, specifically on the clock in/out block.
10. Press Enter to save the schedule.
11. Add as many schedules as needed by entering new information in the top row.
12. Click the field to make edits. Changes save automatically.
13. Click the delete button (red minus sign) to remove the schedule.
The Special Request(s) tab allows users to create special requests that can be selected upon clocking in/out when employees work outside of their normal scheduled hours for various reasons, such as Security Detail for Football Game, PTA Meeting, Field Trip, etc.
1. From the Human Resources menu, click Time & Attendance Setup.
2. Click the Special Request(s) tab.
3. In the Types section, enter the Title of the special request in the text box.
4. Enter the special request Code in the text box, if applicable.
5. Enter the Start and End dates in the text boxes provided to establish the time period during which the special request type is applicable.
6. Select the Active check box to allow employees to use the special request.
7. Enter the Differential amount to indicate any pay differential associated with the special request. For example, a shift differential for working night shifts.
8. Enter the Amount to specify a fixed amount of money associated with the special request. For example, a $50 bonus for completing a certain task.
9. Enter the Hourly Rate to specify the hourly pay rate associated with the special request type. Its used when the special request involves paying employees at a different hourly rate than their standard rate.
10. Select the Overtime Eligible check box to indicate that the hours associated with this special request are eligible for overtime pay. This is important for ensuring compliance with labor laws and company policies.
11. Enter the Minimum number of hours or units that must be worked or met for the special request to be applicable. For instance, an employee might need to work a minimum of 4 hours before qualifying for overtime pay.
12. Select the Time Paid from the pull-down to determine how the time is paid for this special request. Options include:
- Hourly: Standard hourly rate.
- Time and a Half: 1.5 times the standard hourly rate.
- Double Time: 2 times the standard hourly rate.
- Double Time and a Half: 2.5 times the standard hourly rate.
13. Press the Enter key to save the type of request.
14. Add as many special request types as needed by entering information in the bottom row.
15. Edit the applicable fields by clicking the field and making changes. Changes save automatically.
16. Click the delete button (red minus sign) to remove the request type.
The account strip can be masked to the employee job allocation if applicable using the Type accounting strip mask(s) section. The accounting strip can be set to any element of a valid allocation.
17. In the Type accounting strip mask(s) section, select the special request type from the For type pull-down.
18. Enter the Start Date and End Date in the provided text boxes to determine the application timeframe.
19. Select the applicable account strip using the element pull-downs, such as Fund, Function, etc.
20. Press the Enter key to save the entry.
21. Add as many entries as needed by entering information in the bottom row.
22. Click the field to make edits. Changes save automatically.
23. Click the delete button (red minus sign) to remove an entry.
Once created, Special Request(s) display on the Punch In/Out block on the Portal.
The Overtime Matrix tab on the Time & Attendance screen is a tool that allows administrators to define specific rules and rates for overtime pay based on various criteria such as pay type, date range, and days worked. This tab serves as a configuration interface where administrators can set up different overtime scenarios, including rates for daily and weekly thresholds, overtime on non-work days, Saturdays, Sundays, and holidays. It provides flexibility to tailor overtime policies according to organizational needs and labor regulations. Once configured, the Overtime Matrix ensures accurate calculation and application of overtime rates for employees based on their work schedules and hours logged.
1. From the Human Resources menu, click Time & Attendance Setup.
2. Click the Overtime Matrix tab.
3. Existing rates for overtime pay displays in the table. To add a new row of data, enter information in the top row.
4. Select the Pay Type from the pull-down to specify the type of payment associated with the overtime scenario being defined.
5. Enter the Start Date in the text box to indicate the beginning date of the time period during which the defined overtime rules are applicable.
6. Enter the End Date in the text box to specify the end date of the time period during which the defined overtime rules are applicable. If left blank, the rules remain active indefinitely.
7. Select the basis for calculating overtime from the Based On pull-down. Worked refers to hours actually worked, typically validated with clock-in records. Paid refers to hours for which an employee is compensated, considering leave taken, over specific thresholds like 8 hours or 40 hours.
8. Enter the Over Daily Hours in the text box to indicate the overtime rate to be applied when an employee exceeds a certain threshold of daily hours worked.
9. Select the overtime rate to be applied when overtime occurs on a Non Work Day from the pull-down, such as Extra Hours, Double Time and Half, etc.
10. Select the overtime rate for hours worked on a Saturday from the pull-down, such as Extra Hours, Double Time and Half, etc.
11. Select the overtime rate for hours worked on a Sunday from the pull-down, such as Extra Hours, Double Time and Half, etc.
12. Select the overtime rate for hours worked on a Holiday from the pull-down, such as Extra Hours, Double Time and Half, etc.
13. Select the overtime premium for employees who work on their seventh consecutive day from the Seventh Day pull-down. It may be activated if an employee works seven days in a row. The system determines whether this applies based on the schedule and adjusts the rate accordingly.
14. When all information has been entered/selected, press the Enter/Return key to save the line of data.
To edit existing information, click the field and edit the text or change the selection.
Click the delete button to remove overtime data for the select Pay Type.
a. In the confirmation pop-up window, click OK.