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Using Time Cards |
  
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Using Time Cards |
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Many businesses around Australia use handwritten time-sheets to keep track of the hours worked by employees during a given pay period. These hours then have to be tallied up and applied to the correct rates of pay. e-PayDay® eliminates the tallying up process by way of the e-Time™ plug-in.
e-Time™ centres around the use of timecards.
In summary, the steps involved with using timecards during a payrun are below.
1. From the Payrun List window, highlight an employee's name
2. Click on the e-Time™ icon
3. You are now in this employee's timecard
....in the Timecard No. 1 tab.....
4. Enter in the 'Clock on' and 'Clock off' times for each day that the employee has worked in that pay period
5. Apply the correct payrates for each period of time worked within a day (e.g. in the morning an employee could be paid the award rate, but in the afternoon could be paid
(at time and a half)
6. Click on 'Post to Payrun' button, at the bottom of the timecard window
7. You are now in this employee's pay envelope, where all hours have been allocated to the pay rates you assigned them to in the timecard
8. Click on 'OK' and go back to step 1 for the next employee
Once again, highlight an employee's name and then click on the e-Time™ icon down the bottom. Alternatively, if you want to go directly from one employee's timecard to the next employee's timecard (i.e. a batch run), you would click on the e-Time™ icon without highlighting any particular employee's name.
In both cases we arrive at an employee's timecard as per below.
From first appearances we see this is for a weekly employee and are given 7 days back from the designated period ending date. If this were a fortnightly employee there would be 14 days etc.
Previous accrual balances are provided but NOT updated as a result of any entries in the timecard, unlike the pay envelope.
To access this employee's details, click on their name at the top of the timecard. To access their award details click on their award description below their name.
For each day, we have a line with at least 2 'In' and 'Out' fields. The Payrate column next to each allows us to select a payrate that this time frame is to be paid under. The number of 'In' and 'Out' fields will depend upon the e-Time™ information specified in the employee's details. To check these details, while still in the timecard:
1.Click on the employee's name at the top of the timecard.
2.Click on More (bottom hand left)
3.Click on the e-Time™ tab number 7 and you will be presented with a window as per below
John Citizen, in the example above, basically works from 9am to 5pm. He has no unpaid meal breaks. This will result in 2 ordinary time (green) In/Out column pairs with a corresponding payrate column for each. If we scroll over to the right, we find the following columns
Total Nml Hrs - Total of hours represented by the In and Out columns to the left.
Other In - Employee is now working hours outside of normal time(eg. Overtime) and this field represents what time those hours commenced.
Other Out - Employee has ceased working hours outside of normal time and this field represents what time that occurred
Paid O/T Meal - Indicates whether or not this employee has taken a meal break during overtime hours worked. Once you have clicked into this field, a down arrow appears where you can select 'yes' or 'no'.
O/T Meal Start - Time that overtime meal break began
O/T Meal End - Time that overtime meal break ceased.
Other X (where X is 1, 2, 3 or 4) - Of the total other hours represented by 'Other In' and 'Other Out', parts of this time span can be paid at different payrates e.g. the first 2 hours could be paid at 'time and a half' and the rest at 'double time'. There are columns for 4 divisions of the other span of hours and a corresponding payrate column for each of these divisions.
Total O/T Meal Hrs - Total hours of meal break during overtime work period.
Total Paid O/T Hrs - Total overtime hours worked minus any unpaid overtime meal breaks.
TOTAL HOURS - This section is updated instantaneously and reflects the different payrates and times entered in the timecard.
INSERTING TIMES (Preset)
NB: To highlight a particular line, click on the grey/black square to the left of the 'Date' field for that line.
Without a particular line highlighted, you can click on the 'Normal Week' button, at the bottom of the timecard, to insert the preset times (in employee details) into each day i.e. the 'In' and 'Out' columns are filled out for you.
If a particular line is highlighted then the 'Normal Week' button becomes 'Normal Times'. Click on this button to insert the preset times for that day only.
If an employee has a day off sick or takes an RDO then this can be easily put into the time card by dragging one of the icons from the bottom left of the timecard into one of the ordinary time 'In' or 'Out' boxes for that day. The same applies to Annual Leave, TIL, Long Service Leave and Public Holidays.
Taking the cursor over one of these icons will display what that particular icon represents. The number box to the right of each is the payrate that will be applied when this icon is used. Click on the down arrow to change to another if applicable.
Note there will not be any 'In' or 'Out' hours only the number of hours total leave appearing in the 'Out' field.
INSERTING TIMES (Manually)
A time can be entered in manually into any 'In' or 'Out' box by clicking into it and entering in a time and then pressing TAB, as per the examples below
0915 = 9:15 am
915a = 9:15 am
9am = 9:00 am
1730 = 5:30pm
530p = 5:30pm
Special Times:
0000 and 2400 = 12:00am (midnight)
1200 = 12:00pm (noon)
A payrate for an 'In'/'Out' pair can be chosen by clicking in the payrate box to the right of that pair. A list of available payrates appears. Click on the desired payrate.
To clear a particular line, highlight that line and click on the 'Clear Line/s' button
To clear all the lines ( i.e. the entire timecard) click on the 'Clear All' button
If the times in this timecard accurately reflect the events of the pay period then you can "post" these figures to this employee's pay envelope by clicking on the 'Post to Payrun' button
This interprets the times you have entered and tallies up the hours and puts them into this employee's pay envelope under the corresponding payrates you have indicated. A message will appear explaining that all payrates that may previously be in the pay envelope will replaced with the payrates indicated in the timecard. All allowances and deductions that might have previously been in the pay envelope will be deleted and replaced with any preset allowances or deductions set up in the 6th tab of the employee's details.
The employee's pay envelope will appear for you to amend and/or click on OK. You will be taken back to the employee's timecard.
If you're happy with the times entered, click on the 'OK' button. Alternatively, if you're running a batch run, you may click on the 'Next' button
or 
If you feel that you do not want to save the changes to this timecard, click on the 'Cancel' button
