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Introduction and Overview |
  
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Introduction and Overview |
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Introduction
e-PayDay® can take times that employees start and stop working, whether it be just for a lunch break, or starting and completing a shift, and then use these times to produce a payrun for the employees. The means by which times are entered, given the term "terminal", can be via software or hardware. In other words, a physical unit on the wall (hardware) or a small program on a computer (software).
If hardware terminal(s) were going to be used, then this would be in the form of time & attendance recording equipment e.g. swipe card terminals, zip net terminals. An employee would have their own card, which they would swipe in the terminal when clocking on and off.
For an example of a software terminal see Clock-In.
For an example of a hardware terminal see ZipNet.
There is no limit to the amount of terminals that can be used in a given e-PayDay® setup. Different types of terminals can even be used in conjunction with another. An example would be a workplace where one computer in the office has Clock-In installed on it (for the office staff) and the adjoining workshop has a ZipNet terminal on the wall near the entrance.
Overview
Irrespective of which or what type of terminal is used, they all need to be connected to a computer and all record the times in a single text file, which contains a line for each time that is "clocked". This line will have the date, time and employee number of who clocked in. Each time the terminal is used, a line is added to the text file. By the end of the pay period, the text file may contain hundreds of lines. There is no limit to the size of this text file.
At the end of the pay period, but before the next employee uses the terminal(s), the text file needs to be processed (ie. the times brought into e-PayDay® and the employees' pays done up accordingly). To process the text file, the e-PayDay® screen needs to be accessed via the 'Awards' pull down menu (above the picture button of the same name) and selectinge-PayDay®. At the bottom left of this screen, there is the following button.
or 
The end result of this action is that the text file is deleted and the times have been presented to the individual employee's timecards. When the next employee uses the terminal a fresh text file is created and subsequent uses of the terminal will generate extra lines in the same text file, until it is processed again. For a more detailed explanation of the use of terminals and handling of the text file see Clock-In or ZipNet.
Each employee who used the terminal, and whose times were recorded in the text file just processed, will have the corresponding times sitting in their timecard for the current pay period. See the screen capture below.
There is a line for each day encompassing all the times that have been clocked in on that day. Each time can be flagged to be used or not. This makes it easy to weed out erroneous times.
e-PayDay® uses shifts to help it pay different blocks of time at different pay rates. Shifts are set up in the e-PayDay® screen. See Shifts. In the screen capture above, there is purple column for asserting that the times worked on that day belong to a particular shift. So e-PayDay® takes a look at the times on that day and has to make a decision as to what shift has been worked. To make this process easier, the award that the employee is linked to must have shifts allocated to it.
So now e-PayDay® will first take a look at the award this employee is linked to, see what shifts have been allocated, and make it's choice from that selection, rather than the whole list of shifts in the e-PayDay® screen. See Shifts & Awards.
There is a limit to how many shifts can be allocated to an award, and therefore the amount of different shifts an employee can work. The product line of e-PayDay® consists of ….
e-PayDay® Free – This is automatically included in e-PayDay®. An award can have only 1 shift assigned to it.
e-PayDay® 5 – An award can have only 5 shifts assigned to it. This facility comes at a cost; please call the e-PayDay® sales line for further details.
e-PayDay® Pro – An award can have an unlimited number of shifts assigned to it. This facility comes at a cost; please call the e-PayDay® sales line for further details.
Once all times have been validated and a shift assigned to each day worked, we remain in the timecard for the next step of the process, but proceed to the No.1 TAB which is accessed by the button below
At this stage pay rates have been allocated. Once this allocation of pay rates is given the all clear, the next step is the employee's pay envelope, as seen below. To get there, click on the 'Post to Payrun' button at the bottom of the timecard.
Once in the pay envelope, extra pay rates, allowances and deductions can be added. Once it is considered complete and satisfactory, the 'OK' button can be clicked, which leaves the employee with a 'Yes' beside their name in the payrun list. Then it's onto the next employee and their timecard. Just with the previous employee we see the timecard all the way through to the pay envelope.
For a more detailed explanation of what happens to the times when they reach the timecards, see e-Time™.