Time & Attendance Setup

The Time & Attendance Setup screen allows users to set and enable the applicable settings, create schedules, and special requests 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.

Settings

1. From the Human Resources menu, click Time & Attendance Setup.

Time & Attendance Setup

2. The Time & Attendance Setup screen defaults to the Settings tab.

Time & Attendance Setup

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.

Time & Attendance Setup

Hover over the information icon (i) for additional information about the field.

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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.

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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 click 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 click 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.

Time & Attendance Setup

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.

Time & Attendance Setup

0-9, x, and X are allowed in the IP Address range. The x and X can be used as wildcards.

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Schedules

1. From the Human Resources menu, click Time & Attendance Setup.

Time & Attendance Setup

2. Click the Schedules tab.

Time & Attendance Setup

3. Enter the Title of the schedule in the text box.

Time & Attendance Setup

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 ignores start/end times, specifically on the clock in/out block.

Time & Attendance Setup

10. Press Enter to save the schedule.

Time & Attendance Setup

11. Add as many schedules as needed by entering new information in the top row.

Time & Attendance Setup

12. Click the field to make edits. Changes save automatically.

Time & Attendance Setup

13. Click the delete button (red minus sign) to remove the schedule.

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Special Request(s)

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.

Time & Attendance Setup

2. Click the Special Request(s) tab.

Time & Attendance Setup

3. In the Types section, enter the Title of the special request in the text box.

Time & Attendance Setup

4. Enter the special request Code in the text box, if applicable.

5. Select the Active check box to allow employees to use the special request.

6. Press the Enter key to save the type of request.

Time & Attendance Setup

7. Add as many special request types as needed by entering information in the bottom row.

8. Edit the applicable fields by clicking the field and making changes. Changes save automatically.

Time & Attendance Setup

9. Click the delete button (red minus sign) to remove the request type.

Time & Attendance Setup

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.

Time & Attendance Setup

10. In the Type accounting strip mask(s) section, select the special request type from the For type pull-down.

11. Select the applicable account strip using the element pull-downs, such as Fund, Function, etc.

12. Press the Enter key to save the entry.

Time & Attendance Setup

13. Add as many entries as needed by entering information in the bottom row.

Time & Attendance Setup

14. Click the field to make edits. Changes save automatically.

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15. Click the delete button (red minus sign) to remove an entry.

Time & Attendance Setup

Once created, Special Request(s) display on the Punch In/Out block on the Portal.

Time and Attendance_Day 2_Martina - Google Slides