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1. P rE TO gt TimePilot PC Time and Attendance System Instruction Manual TimePilot Corporation 340 McKee Street Batavia Illinois 60510 www TimePilot com Table of Contents Introduction csccssccsseecscscssccssensesscrsceseees 3 Installing and Setting up TimePilot PC 3 Clocking In and Outt csscscsssccsssscessscsscsees 8 Using the Soft ware ccsssccsssscsssscsssscsssecesssee 9 Configuration Manager ccsccsssssssssscesssees 10 In Out Manager cssccssssccsssccsssscsssescssscessees 22 Transaction Manager ccsssccsssscssssscsssscseeee 24 Payroll Processing scssssccssssccssscesssscsssecceess 30 Keeping Your Clock Accurate ssssscceeee 34 TimePilot Accessories and Upgrade 35 Warranty and Technical Support 0 36 Safety and Legal Notices cccssccsssssssscssees 37 Licensing AgreeMent ccssccsssscssssscsssssseeee 38 Contents copyright 2010 TimePilot
2. Click the Configuration Manager button You ll be asked for your password to enter the Configuration Manager If this is the first time you ve used the TimePilot software you can set your own password We strongly suggest changing your password to something unique to your company after you set up your system 5 Click Setup in the menu bar 6 Click Configuration Wizard and follow the screen prompts ae ae al Note the tips for each stage of the setup that appear at the left side of the Wizard Clicking the Help button on any screen in the wizard will give you even more detailed instructions and tips on how best to answer the questions Set up pay periods What s a pay period A pay period is the period of time over which a company compiles an employee s hours worked for the purpose of 12 financial compensation The most common pay periods are one week from Sunday to Saturday or two weeks from Sunday to Saturday To set up pay periods do the following Start Configuration Manager Click on Setup at the top of the screen then choose Pay Periods from the drop down menu To create a new pay period click on the Add Pay Period Definition button Give the new pay period a name then click on the button that describes your pay cycle F ae ea e Weekly means every seven days 52 pay periods a year e Biweekly means every two weeks 26 pay periods a year e Semimonthly means twice a month usually on
3. Department Composing Room gi Click Options in the menu bar across the Pay Type Houlyemployee CIETIE top of the screen then choose Shit Dy Atenste ID Identification Options from the drop down menu Holiday Schedule Non exempt PIN 3 Inthe ID Options box make sure that Auto Lunch EAN iButton Blue Dot Receptor die Pexpiain USB Port is checked assuming you re T Forced In Out EAE using the USB version of the receptor and click OK 4 Double click the name of the first employee Cancel in the employee list 5 Click the Get iButton number from Station button then tap the iButton to the Blue Dot Receptor and click Save in the pop up box that appears The iButton s serial number will appear in the iButton field 6 Click OK Ta Repeat steps 4 through 6 for each employee Then distribute the iButtons to the employees Clocking in and out Basic method of clocking in al Hanlon Marcia Messages 3 Employee Setup Display Name Harlon Mark ID 0010 1 Using your mouse to click the keys on the on screen keypad enter your employee ID number Employee ID numbers can be found by double clicking the employee s name in Configuration Manager The employee s name will appear on the TimePilot time clock s screen 2 Click the In or Out or Off Site or On Site button Clocking in with an iButton If you ve set up
4. Shuts down and closes the program Administrative e Refresh Rate Allows you to specify the amount of time that passes before the In Out Manager refreshes its data The default is 30 seconds At that rate the In Out Manager checks the system for clock ins and clock outs every 30 seconds and updates the screen display accordingly Help e Help Opens the TimePilot on line help files e TimePilot FAQ Opens the Frequently Asked Questions FAQ page on the TimePilot web site Requires an active connection to the Internet e About Lists the owner of the software as well as the version number and serial number Also provides a System Info link to the Microsoft System Information utility that comes with Windows Quick Buttons e View Info To see details about an employee including their Shift Department Company and hours accumulated in the current pay period click the employee s name then the View Info button e Send Msg Click this button to send a message to an employee that can be viewed when he or she clocks in or out A message can be of any length However because the TimePilot station can only display two 22 lines at a time the TimePilot software will break up a longer message into a series of messages For details on how to read a message please see page 6 gt 4 TimePilot 30 Day Evaluation File Administrative Help 1 Click on the employee s name 2 Click the Send Msg button Hanlon M
5. your holiday schedules and many other things that affect your employees hourly pay Then you ll set up each employee on the system and assign iButtons to them Next you ll learn how to use the TimePilot In Out Manager to see whether an employee has clocked in Finally you ll learn how to use TimePilot s Transaction Manager to get the employee data ready for payroll You ll use the Transaction Manager to correct employee clock ins or outs to save each pay period s data in a separate file prepare the data in that file for payroll and print out reports on individual employees or groups of employees Let s get started VW Using Configuration Manager Getting started Before the TimePilot software can begin tracking your employees work you must give it the information it needs to do the job The Configuration Manager is where this is done In this part of the program you ll let TimePilot know detailed information about your pay policies overtime policies vacation policies etc as well as set up each employee s information It s a straightforward step by step process but it needs to be completed before the TimePilot system can go to work During the process you ll be asked to set up e Pay Periods e Holiday Schedules e Company Profile e Employees e Overtime Policies e Passwords e Pay Types e Auto Lunch function e Shift Schedules e On Time function e Departments e Snap To function Each of these tasks may be com
6. APPLICABLE LAW TIMEPILOT CORPORATION AND ITS SUPPLIERS DISCLAIM ALL OTHER WARRANTIES AND CONDITIONS EITHER EXPRESS OR IMPLIED INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY FITNESS FOR A PARTICULAR PURPOSE TITLE AND NON INFRINGEMENT WITH REGARD TO THE LICENSED MATERIAL AND THE PROVISION OF OR FAILURE TO PROVIDE SUPPORT SERVICES THIS LIMITED WARRANTY GIVES YOU SPECIFIC LEGAL RIGHTS YOU MAY HAVE OTHERS WHICH VARY FROM STATE JURISDICTION TO STATE JURISDICTION LIMITATION OF LIABILITY TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW IN NO EVENT SHALL TIMEPILOT CORPORATION OR ITS SUPPLIERS BE LIABLE FOR ANY SPECIAL INCIDENTAL INDIRECT OR CONSEQUENTIAL DAMAGES WHATSOEVER INCLUDING WITHOUT LIMITATION DAMAGES FOR LOSS OF BUSINESS PROFITS BUSINESS INTERRUPTION LOSS OF BUSINESS INFORMATION OR ANY OTHER PECUNIARY LOSS ARISING OUT OF THE USE OF OR INABILITY TO USE THE LICENSED MATERIAL OR THE PROVISION OF OR FAILURE TO PROVIDE SUPPORT SERVICES EVEN IF TIMEPILOT CORPORATION HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES IN ANY CASE TIMEPILOT CORPORATION S ENTIRE LIABILITY UNDER ANY PROVISION OF THIS AGREEMENT SHALL BE LIMITED TO THE GREATER OF THE AMOUNT ACTUALLY PAID BY YOU FOR THE LICENSED MATERIAL OR U S 5 00 PROVIDED HOWEVER IF YOU HAVE ENTERED INTO A TIMEPILOT CORPORATION SUPPORT SERVICES AGREEMENT TIMEPILOT CORPORATION S ENTIRE LIABILITY REGARDING SUPPORT SERVICES SHALL BE GOVERNED BY THE TERMS OF THAT AGR
7. Clock which is run by NIST the U S government s National Institute of Standards and Technology For detailed instructions on setting up your computer and or server to synchronize with the Atomic Clock put your TimePilot CD into your CD drive and click the Atomic Clock button Follow the instructions that appear for your operating system TimePitot Corporation a x TimePilot Time and Attendance Software Install Software Install Payroll Software Service Interfaces Set Up Atomic Clock Copyright 2008 TinePiot Conperstice 34 VW TimePilot accessories To order accessories please visit the TimePilot web site www TimePilot com or call TimePilot at 1 630 389 3303 Available accessories include e TimePilot Standard G a lt lt gt t TimePitot August 03 Ble Admncvate uep Broadway Ellen Cartson Birgit gt Carison Erving Cotter Jean gt Gallant Mike a The TimePilot Standard time and attendance system shown above uses a wall mounted time clock and iButtons and the same TimePilot management software as TimePilot PC It integrates well with your TimePilot PC system For more details visit www TimePilot com or call TimePilot at 1 630 389 3303 e Blue Dot Receptors These USB based devices attach to your PC and enable employees to clock in with iButtons e Additional iButtons These iButtons make it simple fo
8. Hanlon Marcia gray circles indicate inactive employees z Pie MOQ y Hanlon Pat 10 With the Configuration Manager started you Il see a series of drop down menus across the top of the page Here s a description of each menu item and its contents File Sort Options Setup Help Department Maintenance Administration Editorial Editorial Administratic Broaddus Ellen Carlson Birgit Carlson Erving Chinoy Bill Cotter Jean File e Transaction Manager A quick way to open Transaction Manager Configuration Manager remains open in a window on your screen that s behind Transaction Manager e View Print Employee Setup Gives a printable summary of each employee s data that was entered when they were set up on the TimePilot system e Data Location Tells where the file is that holds employees clock in and clock out data This function might be used if for instance you move the TimePilot data files to another drive or folder e Exit Quits Configuration Manager but the TimePilot software continues to run Sort Arranges the list of employees by name their user ID alternate ID company department or shift Options There are several submenus here Station Options Identification Options Time Format and Rounding Choices made here apply to all employees and or all TimePilot stations e Station Options This menu controls what employees can do or see at each TimeP
9. Insert Time 11 Generate a Summary Report Click Reports in the menu bar then Summary Report You can view or print out the employee transactions 12 Export your data to your payroll software Click File on the menu bar then Export to payroll software and choose the format for your payroll or accounting program If that option doesn t appear in the File menu you probably haven t installed any formats See the box on the previous page for details 13 Enter the required information available from your payroll service or software manual and click Export to create a file that can be imported into your software or e mailed to your payroll service If you see an E mail button your payroll service supports direct e mailing of the file Instead of clicking Export click E mail 14 To create your own export format for a customized report that can be loaded into a spreadsheet program for instance see the instructions for User Defined Export on page 38 of this manual and in the TimePilot software s on line help In Buffer Zone and Out Buffer Zone When you extract a pay period you ll be asked if you want to set an In Buffer Zone and or an Out Buffer Zone Here s an explanation of these two useful functions In Buffer Zone The concept of the In Buffer Zone can best be described with an example Your company s pay period a week in this case starts at midnight Sunday and ends at 11 59 p m on
10. com Import Export Transaction Data This function allows you to save TimePilot time and attendance data in a file export and e mail the file to another TimePilot user or receive a data file import and work with the data from another user User Defined Export If you know exactly what data you want to export use this to create your own export function You can then use this function to export the data to a spreadsheet like Microsoft Excel giving you a customized report on your employees You can name the export definition anything you want choose which of 100 categories of data is included and separate each individual piece of data by commas or tabs To export to an Excel file separate the data by commas and save the file as a CSV file After exporting open the file in Excel For details of the 100 categories see the on line help in the TimePilot software o Two important notes gt TimePilot exports data to the same filename each time If you want to save this data on your computer you must rename it so it s not erased the next time you export data gt Before running a User Defined Export please run any of the four reports listed under Reports in the Menu bar This prepares the database so that the User Defined Export operates correctly Data Location Tells the TimePilot software where the files are that contain the collected time and attendance data This function might be used if for instance you move the TimePilot data f
11. department click on the Add Department button Give the new department a name in the popup box and click OK To edit a department click on the department you want to edit in the list of available departments click the Edit Department button and follow the instructions above To delete a department click on the department you want to delete in the list of available departments and click Delete Department Set up holiday schedules What s a holiday schedule The holiday schedule is a list of holidays recognized by your company f TimePilot ti p The list is used by the TimePilot software when employees are paid for holidays or if they are eligible for overtime pay when they work a Entering dates scheduled holiday The software allows companies to have as many as 30 different holiday schedules for various groups of employees Entering dates for each holiday can be very time consuming The TimePilot software has a feature that makes it easier and faster because it allows you to use only the computer s keypad Instead of entering December 25 for instance just enter the numbers only of the month and day in this case 1225 followed by the Enter key The date will be automatically formatted by the TimePilot software To set up holiday schedules do the following 1 Start Configuration Manager 2 Click on Setup at the top of the screen then choose Holiday Schedule from the drop down menu 3 To create
12. during any period during which an annual fee is not paid by Licensee or offered by TimePilot Corporation Termination Without prejudice to any other rights TimePilot Corporation may terminate this Agreement if you fail to comply with the terms and conditions of this Agreement or fail to pay TimePilot Corporation s invoice for this Licensed Material In such event you must destroy all copies of the Licensed Material and all of its component parts Upgrades If the Licensed Material is labeled as an upgrade you must be properly licensed to use a product identified by TimePilot Corporation as being eligible for the upgrade in order to use the Licensed Material Licensed Material labeled as an upgrade replaces and or supplements the product that formed the basis for your eligibility for the upgrade You may use the resulting upgraded product only in accordance with the terms of this Agreement If the Licensed Material is an upgrade of a component of a package of software programs that you licensed as a single product the Licensed Material may be used and transferred only as part of that single product package and may not be separated for use on more than one computer Copyright All title and copyrights in and to the Licensed Material including but not limited to any images photographs animations video audio music text and applets incorporated into the Licensed Material the accompanying printed materials and any copies of the Licensed Material a
13. employees get paid for their time showering 21 VY Using In Out Manager Getting started The In Out Manager shows at a glance whether an employee is at the facility This is extremely valuable to anyone who needs to keep track of employees for instance a receptionist who must pass along messages to employees who are at the facility and take messages for those who aren t gt 4 TimePilot File Administrati Red arrowhead means clocked in gray arrowhead means clocked out View Info gt Carlson Erving gt Hanlon Julie Carlson Marcia Hanlon Marcia If there s a red arrowhead next to the name the person is clocked in and at the facility on site if there s a gray arrowhead next to the name the person is not clocked in or not at the facility off site From this screen you can also leave messages for employees that will be picked up the next time they use the TimePilot station when they clock in or out for instance The menu bar Across the top of the screen are three menu items File Administrative and Help Here are details on each File e Minimize Keeps the program running so your TimePilot stations remain active but clears the screen so you can do other work on your computer e Data Location Indicates the drive where the data collected by the TimePilot time and attendance software is saved Also allows you to change the location to a different drive e Exit
14. or her shift schedule For example a supervisor would use this function in the event an employee forgot to clock in at the start of his or her shift Clicking the Lunch IN button will change the time to the end of his or her lunch period as specified in their shift schedule Insert Out Allows you to insert a clock out transaction See the instructions above for details A supervisor could use this function in the event an employee forgot to clock out at quitting time Delete To delete a transaction highlight the transaction you want to delete and click this button Modify Allows you to make changes to a transaction Insert Time Allows you to insert transactions for employees who are on vacation sick unexcused etc Info Clicking on a transaction and then on this button gives information about this transaction and how it s calculated Schedule Clicking on a transaction and then on this button shows the work schedule of the employee in the transaction Current Transactions If you re viewing a past pay period click this button to quickly return to your Current Transactions Note The yellow bar across the top of the Transaction List indicates you re looking at an Extracted Pay Period Last Pay Period If you re viewing your Current Transactions click this button to quickly go to your most recent Extracted Pay Period Note The yellow bar across the top of the Transaction List indicates you re looking at an Extracted Pay Peri
15. the 1st and 15th days of the month 24 pay periods a year e Monthly means once a month 12 pay periods a year Note If the ending date of your pay periods varies each month use the semi monthly pay cycle and leave the Date Pay Period Starts at the first and 15 of the month you ll be able to set the beginning and end of the pay period when you extract it Extracting a pay period is explained in detail in the chapter on the Transaction Manager Depending upon your pay cycle choice the following items may appear First Day of Week If you chose a weekly or biweekly pay period click on the day of the week your pay period starts If you chose semi monthly or monthly you won t have a choice here because your pay periods will start on different days Week Definition If you chose a semi monthly or monthly pay period and your company bases its overtime pay on the number of hours worked in a week you ll need to let the software know the day on which your workweek starts If you chose a semi monthly or monthly pay period and your company does not have an overtime policy based on the number of hours worked in a week choose any day it doesn t matter Time Pay Period Starts This entry tells the software when your pay period begins Be sure to give this some extra thought If you set the time of day to when your earliest employee starts work if he or she clocks in early it will be recorded in the previous pay period A much better idea
16. the same shift and lunch times for each day Clicking here will copy Monday s times to each day of the week then just click the work days and you re done What s a shift schedule A shift is a period of time that an employee or group of employees works The TimePilot system has the ability to handle up to 10 different shift schedules To set up shift schedules do the following Edit Shift Schedule Shift Name hit 1 1 Start Configuration Manager 2 Click on Setup at the top of the screen Sogn End Begn then choose Shift Schedules from the a E zopa et drop down menu MV Tue 8 00am 5 00pm 1200m f 3 Click the appropriate button If you re F Wedi e00am s O0pm 12 00pm 1 00pm adding a shift schedule click the Add F Tha 8 00am 5 00pm 12 00pm 1 00pm Shift Schedule button and follow the MV Fi Eam 5 00pm 12 00 m 1 00pm instructions below If you re editing an rsa f f1 00 existing shift schedule click on its name Sun f in the list of existing shift schedules and then click the Edit Shift Schedule button If you re deleting a shift schedule click on the type and then click the Delete Shift Schedule button iil IN i To add a shift schedule 1 Give the shift a name in the Shift Name box 2 In the top row type the start and end times for the shift and for lunch 3 You can continue entering the shift times for each day or simply click the down arrow see the illustration ab
17. you forget your password please contact technical support Set up Auto Lunch What s Auto Lunch At many companies hourly employees are not paid for the time they take for lunch Without TimePilot s Auto 18 Lunch employees would have to clock out for lunchtime then clock back in when they returned to work With Auto Lunch the TimePilot software assumes that if an employee is on the clock for a certain number of hours which you ll determine he or she has taken a lunch period and inserts a transaction based on the amount of lunch time you specified in each employee s shift schedule This eliminates the need for the employee to clock out for lunch and back in again when they return To set up Auto Lunch do the following 1 Start Configuration Manager Click on Setup at the top of the screen then choose Auto Lunch Setup from the drop down menu 3 Enter the minimum number of hours an employee can be on the clock before triggering the Auto Lunch function 4 Click Save The Auto Lunch function is used after a pay period is extracted To apply the function to an extracted pay period go to Transaction Manager view the extracted pay period click the Edit menu and choose Insert Auto Lunch Time See the chapter on Payroll Processing for details Example An employee works a 7 5 hour shift from 9 a m to 4 30 p m with a lunch scheduled for noon to 12 30 p m If Auto Lunch is set at 6 hours the employee
18. your overtime policies 5 Click on the Pay Rate 1 tab Each overtime policy must have at least one pay rate whether you use the second rate is up to you 6 By default TimePilot uses a time and a half pay rate for overtime If your company s policy is different change the rate to an appropriate amount 7 If you offer overtime for hours worked in a day click the Enabled checkbox in the By Day box then enter the number of hours that must be worked before overtime begins The default is 8 hours 8 If you offer overtime for hours worked in a week make sure Enabled is checked in the By Week box then enter the number of hours that must be worked before overtime begins The default is 40 hours 9 If your company has overtime rules for special days like holidays weekends or sixth or seventh days worked in a week complete the By Special Day category 10 Do the same as above for Pay Rate 2 if you have one 11 Click OK 14 A department is a group within your company Production Sales Accounting Maintenance and General Office are a few examples You may have up to 10 departments in each company When you begin adding employees to the TimePilot system each will need to belong to one of the departments that you set up here To set up a department do the following 1 Start Configuration Manager 2 Click on Setup at the top of the screen then choose Departments from the drop down menu 3 To create anew
19. Corporation All rights reserved The TimePilot system Setting up and using TimePilot PC Introduction Congratulations and thank you for purchasing a TimePilot PC time and attendance system TimePilot PC has been designed to grow with your business and be flexible enough to accommodate a business changing needs We ve worked hard to make it the world s best time and attendance system and we re sure it will cut your payroll processing time by hours virtually eliminate mistakes and be easy to install Installation Installing TimePilot PC has several steps details are below 1 Install the software on the computer s that will be used to collect the time and attendance data and that employees will use to clock in 2 If you re using the optional Blue Dot Receptor plug it into a USB port on the PC where it will be used 3 Set up the software On PCs where the time and attendance data will be collected you ll use Configuration Manager On PCs where employees will clock in you ll use the Menu button on the on screen timeclock If one computer is used for both functions you ll need to use both 4 Use Configuration Manager to set up your employees identification method Detailed instructions Part 1 Set up the computer that will be used for processing time data for payroll 1 Place the TimePilot PC CD in the computer s CD drive The installation program should start automatically If it does not use Windows Explor
20. EEMENT BECAUSE SOME STATES AND JURISDICTIONS DO NOT ALLOW THE EXCLUSION OR LIMITATION OF LIABILITY THE ABOVE LIMITATION MAY NOT APPLY TO YOU MISCELLANEOUS This Agreement is governed by the laws of the State of Illinois Should you have any questions concerning this Agreement please contact TimePilot Corporation 39
21. Note If you re using a payroll service or payroll or accounting software that interfaces with the TimePilot software you can install the interface now Simply insert the TimePilot CD into your CD drive click Install Export Modules and choose your service or software from the list that appears You may choose as many interfaces as you wish Payroll processing step by step 1 Start Transaction Manager Back up your Current Transactions Click on Periods in the menu bar then select Back up Restore Current Transactions and follow the instructions to create a backup copy of the transactions 3 Extract your pay period Click on Periods in the menu bar then select Extract Pay Period a Choose the company whose pay period you want to extract in the drop down list at the top of the box TimePilot tip Things to look for when correcting employee transactions e When transactions are highlighted in red this In this example TimePilot has spotted two clock indicates a trouble point in the employee s transactions The red transaction may or may not be the one that s in error it s important to check the transactions above and below the red transaction to determine which one is erroneous A reminder Clock ins are marked with a red arrowhead in the first column of the transaction list if the space is blank it s a clock out in transactions without a clock out between them It flagged th
22. The transaction list On the right side of the screen is the transaction list The list is in chronological order with the earliest transactions at the top and the latest at the bottom When you open Transaction Manager you see all Current Transactions that is transactions that have not yet been extracted into a pay period The Current Transactions list always has a green bar across the top extracted pay periods list have a yellow bar When you re viewing the list of all employees click the List All button at the top of the Employee List the list consists of seven columns e First column This is where clock ins and clock outs are indicated A red triangle indicates a clock in a blank space is a clock out a is a vacation Name The employee s name Day The day of the week the transaction occurred Date The date the transaction occurred Time The time the transaction occurred Ontime Snap Whether the employee was early late or unscheduled Transaction Type How the employee clocked in or out The options are iButton Keypad PC via the In Out Manager or Inserted by a supervisor If the transaction has been modified by a supervisor you ll see Mod next to the method of clocking in or out When you re viewing a single employee s transactions by clicking on the employee s name in the Employee List the list consists of nine columns e First column This is where clock ins and clock outs are indicated A red triangle ind
23. a new holiday schedule click the Add Holiday Schedule button To edit a holiday schedule click the holiday schedule you wish to edit in the list of schedules then click Edit Holiday Schedule To delete a holiday schedule click on the profile you want to delete in the list of available schedules and click Delete Holiday Schedule 4 Give the new holiday schedule a name 5 Click the calendar icon and choose your holiday date from the pop up calendar by clicking on the day you want to specify as a holiday 6 Enter the number of hours pay an employee will receive for the day 7 Choose one of the following options e Use Employee s Scheduled Hours Choosing this option credits an employee with the number of hours he or she would normally have worked if there had been no holiday For example if a holiday falls on a Friday and an employee normally works an 8 hour shift on Fridays he or she will be credited with 8 hours of holiday pay e Manually Input Hours This option allows specific control over the number of hours employees are credited with on holidays For instance if you give employees a half day off on Christmas Eve or New Year s Eve choose this option When you list all the holidays of the year you can also list the number of hours of holiday pay each employee will receive 8 When you re done click OK Setting up or modifying employee profiles To add an employee to the TimePilot system start Configuration Man
24. ager click on the Setup menu then under Employees click Add The instructions below are keyed to the screenshot above 15 PADU 10 11 Employee Setup X A onpa LieGude 5 10 lt Q Department Press Room X Button amp 000000000000 Pay Type Hour supervises Shit Day chat Q a Hobday Schedule E xang Auto Lunch Explain M Snap to OK Enter the employee s name in the box at the top The entry is limited to 15 characters because that s the width of the screen on the time clock station Entering the last name first ensures that employees names will appear in alphabetical order on reports Make sure the box next to Active is checked When this box is checked the employee is able to use the TimePilot system If it s not checked the employee cannot use the system and no transactions will be generated Inactive employees will not be a part of the current pay period and will not appear on reports Choose the Company name from the drop down box Choose the Department from the drop down box Choose the Pay Type from the drop down box Choose the Shift from the drop down box Choose the Holiday Schedule from the drop down box Will this employee have the Auto Lunch function applied to his or her schedule If so make sure there s a check in the checkbox For more on Auto Lunch click the Explain button next to the checkbox or see the explanation later
25. arcia 23 VW Using Transaction Manager What s a transaction A transaction occurs when the TimePilot software records a clock in or a clock out by an employee Transaction Manager is where the whole TimePilot system comes together In Transaction Manager you can e Correct clock in or clock out errors made by employees For instance if an employee forgets to clock in or out e Extract pay period data for payroll When you extract a pay period you tell the TimePilot software to create a separate file that contains just the data for a single company and single pay period e Create printable reports by employee by department or by shift e Prepare extracted pay periods for your accounting or payroll program To start Transaction Manager make sure the TimePilot software has been installed then double click TimePilot Program Manager icon on your desktop and click the Transaction Manager button Type your password in the pop up box and Transaction Manager will start Menu bar Current Trapsaeure Quick buttons Carlson Erving gt Carlson Erving Sun 10 03 04 10 Carlson Marcia gt Carlson Marcia 11 6 aes tes Carlson Erving lababaaamameabeade list ploy Carlson Marcia Sun 10 03 04 7 Transaction Manager opening screen Down the left side of the opening screen is a list of all employees in the TimePilot database On the right side of the screen are the Current Transactions in chronological order from olde
26. as little information on this screen as you wish All information here is optional W C Code is the Workman s Compensation code that applies to this employee s position This information is for your reference only For more information about Bonus Penalty policies see the explanation later in this chapter 2 Click OK Your employee has been set up Changing your password TimePilot s Configuration Manager and Transaction Manager are password protected When you first run the TimePilot software you ll be asked to set a password We strongly recommend you change the password to something unique to your company If you wish you can also turn off the password protection To change your password do the following 1 Start Configuration Manager 2 Click Setup at the top of the screen and choose Password then Set Password from the drop down menu 3 Type in the new password and press the Enter key on your keyboard 4 To ensure proper spelling you ll be asked to re type the new password When you re done press the Enter key on your keyboard If the two entries match your password will be changed if they don t match you ll get an error message and an opportunity to make a correction To disable your password do the following 1 Start Configuration Manager 2 Click Setup at the top of the screen and choose Password then Disable Password from the drop down menu Note If
27. ates a backup of the Pay Period file on a server floppy disk USB drive etc You can also use this function to take a backed up pay period and restore it to active status If you ve backed up a pay period and want to get it back to make some changes in it for example use this function Employee Report Creates a printable report on an individual employee or all employees You ll be asked which information you want in the report what pay period you wish to cover and which employee You 25 can also specify a report that covers a user defined time span You must have run a report on each pay period in the time span otherwise you may get inaccurate results Summary Report Creates a printable report on a group of employees The employees can be grouped by pay type department or shift You ll be asked which information you want in the report and which pay period you wish to cover You can also specify a report that covers a user defined time span You must have run a report on each pay period in the time span otherwise you may get inaccurate results Tardy Report Creates a printable report on a group of employees listing the number of times during a pay period or time span that they were in early or late or out early or late as well as the number of minutes they were late or early Also gives a total of those minutes The employees can be grouped by pay type department or shift and the report can be displayed by pay period or by a time pe
28. be erased If he realizes his mistake at 8 06 the Excess Transactions function would not be triggered and the employee s record will show both transactions These errors can be corrected in the Transaction Manager Set up Forced In Out 19 What s Forced In Out This function restricts an employee s ability to clock in or clock out This feature is commonly used when the employer wants workers to see their supervisor when they are late to work or when an employer does not want workers to start work early This function may be applied to individual employees To set up Forced In Out do the following 1 Start Configuration Manager Click on Setup at the top of the screen then choose Forced In Out Setup from the drop down menu 3 Enter the number of minutes before and after an employee s scheduled start and finish time during which he or she can clock in or out The TimePilot software will not allow the employee to clock in or out before or after that time 4 Click OK Example The Forced In Out is set at 5 minutes before and 5 minutes after An employee tries to clock in 6 minutes after his or her shift started The TimePilot software rejects the clock in and displays a Clock in refused message Set up On Time What s On Time This function will label certain transactions with one of the following terms early late unscheduled or OK It allows a supervisor to see at a glance which employees started or e
29. box and choose a pay period to associate with it You can always change the pay period by using the Edit Company Profile function Click on the Address and Report Data tabs and fill in as much information as you like about the company 4 When you re done click OK Set up overtime policies For the by day or by week overtime policy to apply the Enabled checkbox must be checked What s an overtime policy An overtime policy determines when employees will receive overtime pay iy T Pay Rate 2 The TimePilot software allows companies to have as many as 10 different overtime policies for p By Special D various groups of employees G M Holiday Over p hows M 6thDay Over fo hours To add edit or delete an overtime policy do the following M 7thDap Over p hours 1 Start Configuration M Saturday Over p hours Manager M Sunday Over 0 hows 2 Click on Setup at the top Over ao hours in a Week of the screen then choose Overtime from the drop down menu 3 Click the appropriate button If you re adding a policy click the Add Overtime Policy button and follow the instructions below If you re editing an existing policy click on the name of the policy in the list of existing policies and the click the Edit Overtime Policy button If you re deleting a policy click on the policy and then click the Delete Overtime Policy button 4 Type a name for the policy in the box at the top and answer the questions regarding
30. ctions Allows you to turn Snap To status on or off Toggle Snap To Status or apply Snap To to all transactions Determine All Transactions Determine All Transactions is useful if you have changed a transaction several times have second thoughts and want to go back to the original Snap To label These functions work only when employees have Snap To enabled in their Employee Profile Remove Excess Transactions Allows you to remove excess transactions from the list of Current Transactions Sometimes employees will clock in when they meant to clock out catch their mistake and clock out within a minute or two This creates an excess transaction The Remove Excess Transactions 26 Help function allows you to automatically remove such transactions based on the number of minutes between transactions that you set up in the Excess Transactions part of Configuration Manager Administrator Offers three options o Update company employee data This function is most commonly used when customers first begin using the software After they extract a pay period and run a report they may realize that something has been set up incorrectly for instance they didn t set rounding exactly the way they wanted to In this case they would go to Configuration Manager and make their change in rounding then use this function to apply the new parameters to the extracted pay period Repair Database Repairs the transaction database o Edit repor
31. e problem for a supervisor to review by showing the second clock in in red Hanlon Marcia List All Carlson Erving Carlson Marcia Hanlon Julie F Hanlon Marcia hd 1230P 12 39 pm 10 29 am 02 03 05 02 03 05 02 24 05 N Thu Thu e Duplicate transactions are often trouble spots e IN transactions that should be OUT and outs that should be ins e Transactions with excessive amounts of time between them for instance a clock in on Jan 10 at 8 a m followed immediately by a clock out on Jan 11 at 5 p m 30 b Choose the beginning and ending of the pay period c Choose the length of time of your buffer zone See below for a full explanation of buffer zones d Click Begin Extraction 4 Now you ll have the extracted pay period open look for the yellow bar across the top of the transaction window 5 Correct any employee transactions that are erroneous using the Quick Buttons Names in red in the employee list down the left side of the screen indicate trouble spots that the TimePilot software has identified It s a good idea to also look over each employee s transactions to verify that they make sense For instance if an employee clocks in at 8 a m on Tuesday forgets to clock out that night and also forgets to clock in Wednesday morning but clocks out Wednesday night the TimePilot software sees a clock in followed by a clock out and will no
32. er to navigate to the Intro exe file on the CD and double click the file Click the Install TimePilot software button on the opening screen Click the second checkbox TimePilot PC If you want to be able to see at a glance on this computer who s in and who s out click the third checkbox too Follow the on screen instructions to install the software After the software is installed you ll see a TimePilot PC icon on the computer s desktop If you installed just the In Out Manager you can find it in your Programs menu Click the Start button on your Windows desktop then choose All Programs You ll find the In Out Manager under the TimePilot menu item Double click the icon and you ll be able to register your program The serial number is on a sticker on the envelope that held the TimePilot CD Select the drive where the time and attendance data will be stored This should be the same location that you chose for the data while setting up the software by using the Configuration Wizard in Part 1 above If the location is not on this PC s hard drive this PC must have mapped access to the drive where the data will be kept Repeat Part 2 steps 1 through 7 for each computer that will be used for clocking in and out You may install the software on as many PC as you have licenses i e TimePilot PC comes with five licenses and more are available the software keeps track of the number of PCs on which it i
33. er to navigate to the Intro exe file on the CD and double click the file 2 Click the Install TimePilot software button on the opening screen 3 Choose your installation preference a Click the checkbox to install the TimePilot Management Console the first option on the screen b If you want employees to be able to clock in or out at this computer also click the second checkbox c Ifyou want to be able to see at a glance who s in and who s out click the third checkbox too 4 Continue through the installation process following the on screen directions 5 When the installation is complete you will have at least one new icon on your desktop a Ifyou installed the Management Console you ll see a Program Manager icon b If you installed the TimePilot PC on screen timeclock you ll see the TimePilot PC icon c If you installed the In Out Manager you can find it in your Programs menu Click the Start button on your Windows desktop then choose All Programs You ll find the In Out Manager under the TimePilot menu item 6 If you re using the optional Blue Dot Receptor plug it into the computer s USB port now Windows should install the hardware automatically if Windows has problems the Add Hardware Wizard will ask you for the location of their drivers If necessary navigate on the CD to the Drivers folder then double click on the Blue Dot folder and click Next 7 The first time you d
34. g clock out transaction This will result in an exception and will force a supervisor to manually make a correction Also when it comes time to process next week s payroll TimePilot will record the 1 a m clock out but will not find a corresponding clock in and again will require a supervisor s intervention 32 Setting the Out Buffer Zone to 61 minutes will move the employee s entire workday into the first pay period avoiding the split and giving the TimePilot software an accurate set of clock in and clock out transactions Note The Out Buffer Zone function does not affect clock in transactions 33 VW Keeping accurate time on your system and using the Atomic Clock feature It s essential to keep the clock accurate on the computer that holds the TimePilot data files The TimePilot system gets its date and time from the computer that holds the clock in and clock out data not necessarily the computer running the TimePilot program If you store your TimePilot data on your computer s local drive such as Drive C then that PC s system clock will be used to keep accurate the date and time in the TimePilot software and the time clock station If you have TimePilot collect your clock in and clock out data on a network drive then the server s clock will control the date and time in the TimePilot software and time clock If you have access to the Internet Windows can automatically synchronize the date and time using the Atomic
35. h the accompanying written materials for a period of thirty 30 days from the date of receipt and b any Support Services provided by TimePilot Corporation shall be substantially as described in applicable written materials provided to you by TimePilot Corporation and TimePilot Corporation support engineers will make commercially reasonable efforts to solve 38 any problem issues Some states and jurisdictions do not allow limitations on duration of an implied warranty so the above limitation may not apply to you To the extent allowed by applicable law implied warranties on the Licensed Material if any are limited to thirty 30 days CUSTOMER REMEDIES If a problem with the licensed material cannot be resolved by TimePilot Corporation s Limited Warranty above TimePilot Corporation and its suppliers entire liability and your exclusive remedy shall be the remedy provided in the Time Clock Limited Warranty found on the preceding pages of this manual This Limited Warranty is void if failure of the Licensed Material has resulted from accident abuse or misapplication Any replacement Licensed Material will be warranted for the remainder of the original warranty period or thirty 30 days whichever is longer Outside the United States neither these remedies nor any product support services offered by TimePilot Corporation are available without proof of purchase from an authorized source NO OTHER WARRANTIES TO THE MAXIMUM EXTENT PERMITTED BY
36. hanges or modifications to this unit not expressly approved by the party responsible for compliance could void the user s authority to operate the equipment NOTE This equipment has been tested and found to comply with the limits for a Class A digital device pursuant to Part 15 of the FCC Rules These limits are designed to provide reasonable protection against harmful interference when the equipment is operated in a commercial environment This equipment generates uses and can radiate radio frequency energy and if not installed and used in accordance with the instruction manual may cause harmful interference to radio communications Operation of this equipment in a residential area is likely to cause harmful interference in which case the user will be required to correct the interference at his own expense 37 TimePilot End User License Agreement NOTICE TO USER THIS IS A CONTRACT READ IT CAREFULLY BY BREAKING THE SEAL ON THE DISK ENVELOPE YOU ACCEPT ALL THE TERMS AND CONDITIONS OF THIS AGREEMENT IF YOU DO NOT AGREE WITH THE TERMS AND CONDITIONS OF THIS AGREEMENT YOU WILL NOT BE ABLE TO USE THE SOFTWARE IF YOU DO NOT ACCEPT THIS AGREEMENT AND HAVE PROOF OF PURCHASE YOU SHOULD RETURN THE UNUSED SOFTWARE AND THE TIMEPILOT PRODUCT IN ITS ENTIRETY TO THE PLACE OF PURCHASE FOR A REFUND WITHIN THE TERMS OF THE RETAILER S RETURN POLICY This TimePilot Corporation License Agreement for TimePilot Agreement is a legal agreement between yo
37. icates a clock in a blank space is a clock out and a indicates inserted or deleted time Day The day of the week the transaction occurred Date The date the transaction occurred Time The time the transaction occurred Ontime Snap Whether the employee was early late or unscheduled Transaction Type How the employee clocked in or out If the transaction has been modified by a supervisor you ll see Mod next to the method of clocking in or out e Trans Ttl Total number of hours between clock in and clock out This space is blank on clock in 28 transactions Week Ttl Total number of hours worked in this pay week This space is blank on clock in transactions Running Ttl Total number of hours worked in this pay period This space is blank on clock in transactions 29 VW Payroll processing Overview The TimePilot system makes processing payroll a snap Here s how it works When your pay period is complete and it s time to process your payroll you use Transaction Manager to take or extract all the transactions that occurred during that time and place them in a separate file Then you make any corrections necessary if for instance an employee forgot to clock in or out and add transactions for vacations holidays etc to create a complete record of each employee s workweek Finally you export the file have the TimePilot software prepare all the information in the format your payroll program can handle
38. ick Setup on the menu bar and then Holiday Schedules c Make the changes in the holiday schedule Click OK and close Configuration Manager d Return to your extracted pay period in Transaction Manager Click Edit on the menu bar then m TimePilot tip Payroll interfaces Your TimePilot CD comes with many payroll interfaces If you use one of the popular payroll services or programs there s a good chance there s an interface on the CD What s a payroll interface It s a small program that translates your time and attendance data collected by TimePilot into exactly the format required by your accounting program payroll software or payroll service To install a payroll interface put your TimePilot CD in your CD drive and click the Install Payroll Interfaces button on the introductory screen Choose your software or service you can choose more than one if you wish and click Continue The next time you start Transaction Manager the Export to Payroll Software command in the File menu will be available See Step 12 on following page You can also download the most up to date list of payroll interfaces as well as instructions on their use at http www timepilot com 31 Update Company Employee Data Insert the holiday transactions again 10 Insert vacation or sick day transactions if necessary This is done manually by inserting transactions where needed Click Edit on the menu bar then
39. iles to another drive The data must be kept in a folder called TimePilot in the root of a drive Exit Exits the Transaction Manager Open Current Transactions Brings you back to the Transaction Manager s opening screen Open Pay Period Opens a previously extracted pay period Extract Pay Period Extracts a pay period from the Current Transactions When you extract a pay period you tell the TimePilot software to create a separate file that contains just the data for a single company and single pay period Once you ve extracted a pay period you cannot undo the process Also after the extraction process is complete you l see just the transactions that occurred during that pay period To return to Current Transactions click on the Periods menu and select Open Current Transactions Note The green bar across the top of the Transaction List indicates you re looking at Current Transactions If the bar is yellow you re looking at an Extracted Pay Period Back up Restore Current Transactions Creates a backup of your Current Transactions on a server floppy disk USB drive etc It s important to back up your Current Transactions because if data gets corrupted for any reason a hard drive crash for instance you ll have another copy to work from If that occurs you can use the Restore function here to take the backed up set of Current Transactions and restore it to active status Back up Restore Extracted Pay Periods Cre
40. ilot time clock station o Enable In Out Buttons When this option is checked employees can clock in or out at the station s When it s not checked the buttons don t work Generally the box should be checked o Enable On Site Off Site Buttons When this option is checked employees can use the station to designate themselves off site or on site They will show up in the In Out Manager as available or not available This function is available whether or not an employee is clocked in o Enable Employees to Use Their Four Digit ID Number If you want to offer your employees a choice of using their iButton or a four digit ID number to clock in make sure this option is checked This option should also be checked if you are not planning to use iButtons The ID number is assigned by the TimePilot software when the employee is set up in the system To see an employee s ID number double click an employee s name to call up the Employee Setup information o Enable Messaging When this option is checked messages sent to the employee will appear on the screen when he or she clocks in or out Messages are created and sent using the In Out Manager For details on creating and sending messages see the section titled Using In Out Manager o Display Employee Hours When this option is checked employees will see their total hours worked for the pay period when they clock in if they have no messages e Identification Options Choose iButton T
41. ime Clock Station e Time Format Choose from a m p m format or 24 hour military time format e Rounding It s often desirable to round transactions to a round number for instance to avoid having to calculate 1 or 2 minutes of overtime or penalizing an employee who starts work a minute late This is where you set the amount of rounding your company allows if any Rounding is explained in detail and illustrated with an example when you click on this menu choice Setup Detailed explanations of many of these functions follow this section 11 Configuration Wizard Guides you through the setup process including all the items below Pay Periods Sets the period of time each paycheck covers weekly bi weekly semi monthly monthly Company Profile Sets up company information Overtime Sets up overtime policies Pay Types Sets up pay types which are used when you add employees to the system Shift Schedules Sets the schedules for various shifts Departments Sets up department information Holiday Schedules Sets up holiday schedules Employee Adding modifying and removing employees from the system Password Allows you to change your password or not use a password at all Note We strongly suggest setting a password to something unique to your company after you set up your system e Auto Lunch Setup Sets up a function that adds an automatic lunch transaction so employees don t have to clock in and out f
42. in this chapter Will this employee have the Snap To function applied to his or her schedule If so make sure there s a check in the checkbox For more on Snap To click the Explain button next to the checkbox or see the explanation later in this chapter The TimePilot software assigns a unique four digit ID number it s best to use this number but you can change it if necessary TimePilot uses this number to match all information within the system to this employee If you set up the TimePilot system to allow clock in with an employee s ID number this is the number they ll use To change an employee s ID number click Setup in the menu bar and choose Enable User ID Edit in the drop down menu This will enable you to make changes to employees four digit ID numbers until you close Configuration Manager To change them later you must repeat the above steps If you re using TimePilot Standard or TimePilot PC with its optional Blue Dot Receptor enter the serial number on the iButton to be assigned to the employee The number can be typed in directly from the iButton it s the 12 digit number on the metal face of the iButton or automatically entered by clicking the blue Get iButton number button on the screen and tapping the actual iButton to the installed TimePilot clock or optional Blue Dot Receptor To avoid confusion if you re adding new employees to the system while current employees are clocking in we suggest that you
43. is taken off the clock for his or her lunchtime If it is set at 8 hours the Auto Lunch feature is not triggered and no lunch will be recorded unless the employee clocks out and in on his or her own Set Up Excess Transactions What s Excess Transactions Everybody makes mistakes Sometimes an employee will clock in when he meant to clock out catch the error and clock out again all within a minute If that happens you ll end up with a clock in transaction immediately followed by a clock out TimePilot can eliminate transactions that occur within a determined time period This is where you specify that time When you apply Remove Excess Transactions in Transaction Manager start Transaction Manager click the Edit menu then choose Remove Excess Transactions the TimePilot software will remove all but the latest of the excess transactions To set up Excess Transactions do the following 1 Start Configuration Manager Click on Setup at the top of the screen then choose Excess Transactions Setup from the drop down menu 3 Enter the maximum number of minutes that can occur between transactions to trigger the Excess Transactions function 4 Click OK Example The Excess Transactions time is set at 5 minutes If an employee arrives at work and mistakenly clocks out at 8 a m realizes his mistake at 8 02 and clocks in the Excess Transactions function will be triggered and the erroneous 8 a m clock out will
44. is to choose a time that will safely cover all clock ins and clock outs in the pay period For example if your employees work Monday through Friday from 8 a m to 5 p m we suggest setting the time of day to 12 00 a m midnight Date Pay Period Starts If you chose a semi monthly pay period choose a day of the month such as the 1st for the first payday and the second payday such as the 15th If you chose a monthly pay period choose a day of the month for payday 5 Click OK to return to the opening Pay Periods screen then click OK again to return to Configuration Manager To edit a pay period click on the period you want to edit in the list of available periods click the Edit Pay Period Definition button and follow the instructions above To delete a pay period click on the period you want to delete in the list of available periods and the click Delete Pay Period Definition Set up a company profile What s a company profile 13 A company profile is the record of details about your company The TimePilot software can accommodate as many as 3 separate companies each of which can have a different pay period To set up a company profile do the following 1 Start Configuration Manager 2 Click on Setup at the top of the screen those choose Company Profile from the drop down menu 3 To create a new company profile click on the Add a Company Profile button Give the new company profile a name in the pop up
45. ithstanding the foregoing you are not licensed to use the Licensed Material to provide services of any kind to others whether for a fee or not without TimePilot Corporation s express written consent DESCRIPTION OF OTHER RIGHTS AND LIMITATIONS Assignment Neither this Agreement nor any rights hereunder may be assigned sublicensed or otherwise transferred in whole or in part by you Limitation on Reverse Engineering Decompilation and Disassembly You may not reverse engineer decompile or disassemble the Licensed Material Rental You may not rent lease lend or otherwise transfer the Licensed Material whether for value or not Support Services TimePilot Corporation may provide you with support services related to the Licensed Material Support Services Use of Support Services is governed by the TimePilot Corporation policies and programs described on its web site in online documentation and or in other TimePilot Corporation provided materials Any supplemental Licensed Material provided to you as part of the Support Services shall be considered part of the Licensed Material and subject to the terms and conditions of this Agreement With respect to technical information you provide to TimePilot Corporation as part of the Support Services TimePilot Corporation may use such information for its business purposes including but not limited to product support and development TimePilot Corporation shall not be obligated to provide Support Services
46. lock out late but go off the clock when their shift ends This function can be applied to individual employees in their Employee Profile The transaction will be recorded as the exact time the employee clocked in but for calculation purposes the TimePilot software will use the start or end of an employee s shift 20 To set up Snap To do the following 1 Start Configuration Manager Click on Setup at the top of the screen then choose Snap To Setup from the drop down menu 3 You ll see two main sections IN OUT and Lunch OUT IN The IN OUT section will apply Snap To to an employee s start of shift and end of shift The Lunch OUT IN section is used so that employees don t have to line up to clock out at the exact moment their lunch period starts and clock in at the exact moment their lunch period is over 4 Choose the transactions to which you wish to apply Snap To and then type the number of minutes before or after the scheduled time you wish it to go into effect 5 Click OK Example In the IN OUT section clock in transactions that are within 30 minutes of an employee s start time are set to snap to the employee s shift start An employee s shift starts at 8 a m but he arrives at 7 40 clocks in and reads the newspaper until 8 a m His clock in transaction will be recorded at 7 40 a m but for payroll calculation purposes the TimePilot software will consider that he started work at 8 a m Se
47. nded work early or late or worked when they were not scheduled The setup screen allows you to set the number of minutes of leeway for each term Supervisors can change the label to OK when they view or correct transactions For instance a supervisor might remove the Late label from a transaction posted by an employee who had permission to arrive late To set up On Time do the following 1 Start Configuration Manager Click on Setup at the top of the screen then choose On Time Setup from the drop down menu 3 Click the checkbox next to any of the four parameters you wish to use Then set the number of minutes for the transaction to occur to receive the label 4 Click OK To change the label to OK in Transaction Manager click on the transaction whose label you want to change then click the Approve button at the top of the screen Example In Early is checked and the minutes are set at 15 Result Any clock in within 15 minutes of an employee s start time will be labeled Early If an employee clocks in more than 15 minutes before his or her start time the transaction will be labeled Unscheduled Set up Snap To What s Snap To Having employees line up to clock in at the exact moment their shift starts is a very inefficient procedure TimePilot s Snap To function allows employees to clock in early and not go on the clock until their shift starts It also allows them to c
48. od If the bar is green you re looking at your Current Transactions 27 The employee list Down the left side of the screen is a list of all employees When you open Transaction Manager you see all employees you have entered into the TimePilot system no matter which company they work for If you open an extracted Pay Period you ll see just the employees who are assigned to that pay period s company To see a single employee s transactions click his or her name To return to a complete listing click the List All button at the top of the list of employees If an employee s name is in red that indicates that there is an exception the TimePilot system has noticed that there is a clock in with no corresponding clock out or vice versa To check the problem click the person s name to see just their transactions In the list of transactions clock ins are identified by a red triangle to the left of the employee s name clock outs are blank A perfect set of transactions for an employee will have lines with a red triangle alternating with blank lines As a shortcut to using the menu bar and Quick buttons you can click on an employee s name to call up his or her transactions in the Transaction List then right click anywhere in that list to pick from a list of some of the most common functions Insert In Insert Out Modify Delete Insert Time Approve Mark Late Mark Early Toggle Snap To Schedule and Info
49. on Manager In the menu bar click TimePilot PC then choose Configuration 3 Click the checkbox enter and confirm a password and click the Close button To set up your TimePilot PC software click the green Menu button at the bottom of the image of the clock enter your password if you set one and choose Options from the pop up menu The setup boxes discussed below will appear Display keypad box checked result shown at right At the top of the screen is the date and time or the name of the employee who is clocking in Below that is a full sized keypad This mode can be used if you re having your employees clock in by using Hanlon Marcia e The keypad on the computer s keyboard Messages 3 e The mouse to click on the screen keypad s buttons A red arrow next to e The Blue Dot Receptor and iButtons the employee s h ET 3 In e Their fingers to touch the screen keypad s buttons name indicates e or she is clocked in a gray arrow 4 Fa 6 out Display Keypad box not checked result shown at Sp ay a clocked out 7 On right site means he or she is This mode can be used if you re having your employees ae w pam ES clock in by using site Menu on a touch screen monitor e The keypad on the computer s keyboard e The Blue Dot Receptor and iButtons Messages To display the timeclock s keypad on the PC screen make sure there
50. or their lunchtime e Excess Transactions Setup Sets the period of time when all but the last in a series of transactions by an individual employee will be removed For instance if an employee clocks out when he or she meant to clock in realizes the mistake and clocks in a minute later the erroneous clock out will automatically be removed e Forced In Out Restricts an employee s ability to clock in or clock out This feature is commonly used when the employer wants workers to report to their supervisor when they are late to work e On Time Setup Allows you to label transactions as In early In late Out early or Out late based on parameters you set e Snap To Setup Among its functions allows employees to clock in early but not go on the clock until their scheduled starting time e Bonus Penalty Setup This function allows you to set up systems of bonuses and penalties for time worked on various days Setup menu in detail Configuration Wizard What s the Configuration Wizard The Configuration Wizard leads users through the steps necessary to set up their TimePilot system software in a simple question and answer format While it is designed for first time users of the system it can be used at any time to set up or adjust software settings Here s how to run the Wizard Make sure the TimePilot software has been installed Double click on the TimePilot icon on your desktop to start the Program Manager
51. ouble click the Program Manager icon you ll be able to register your program The serial number is on a sticker on the envelope that held the TimePilot CD 8 Next you ll be asked if you want to create the TimePilot data file Click Yes 3 10 11 CEI iButton Blue Dot Receptor Now the Program Manager will start and the only button available to you is the one for Configuration Manager This is because you must configure the software before using the other parts of the program When you click the Configuration Manager button the Configuration Wizard will start and guide you through the setup process See the TimePilot software user s manual for detailed instructions If you installed the TimePilot PC on screen timeclock double click the TimePilot PC icon on your desktop and you ll be able to register your program The serial number is on a sticker on the envelope that held the TimePilot CD Select the drive where the time and attendance data will be stored This should be the same location that you chose for the data while setting up the software in step 9 above Once the software is installed and configured continue to Part 2 Part 2 Install software on the PC s that will be used to clock in if they won t also be used to manage the time and attendance data 1 Place the TimePilot PC CD in the computer s CD drive The installation program should start automatically If it does not use Windows Explor
52. ove to fill in the times for the other days of the week 4 Click the checkbox on the left next to the days of the week that the shift is in effect 5 Click OK Set up departments What s a department 17 Note If an employee leaves the company in the middle of a pay period and does not return his or her iButton you can disable it Simply delete the employee s iButton serial number When you click OK the number will change to 000000000000 that s 12 zeroes This will disable the iButton but allow the employee s name to show up on all reports Once the employee is no longer a part of a pay period his or her profile can be deleted Please remember that this will not stop an employee from clocking in if you also allow them to clock in using the keypad and their four digit ID number To prevent that remove the check from the Active checkbox on the employee status screen See step 2 above Be sure to reset the employee s status to active just before extracting the pay period after the pay period is extracted you may delete his or her profile 12 Any combination of 10 numbers or letters can be entered here The Alternate ID cannot be used to clock in or out it is simply for your reference For example if your company already had employee ID numbers assigned before you began using TimePilot you can record them here 13 Click the Personal tab at the top of the box Personal information screen 1 Fill in as much or
53. pleted separately but probably the easiest way for a new or an experienced user to do it is to use the Configuration Wizard The wizard will lead you through each of the above tasks and offer extra advice and tips so you can make the best choices for your company The Configuration Wizard should start automatically the first time you run the software If it doesn t start Configuration Manager click on the Setup menu and then choose Configuration Wizard Details are below under the section about the Setup menu To start Configuration Manager follow these steps 1 Make sure the TimePilot software has been installed Click the Start button then go to All Programs gt TimePilot and click on Program Manager Program Manager is where all the elements of the TimePilot software can be accessed 3 Click the Configuration Manager button 4 You ll be asked to set a password Do so then click OK Note We strongly suggest setting your password to something unique to your company after you set up your system If necessary you can change the password later in Configuration Manager s Setup menu If you forget your password please contact technical support Now you re in Configuration Manager TimePilot Configuration Manager File Sort Options Setup Help Employee ID Company Carlson Erving 0008 LifeGuide figidean hiarcia DOO fe ide Hanlon Julie F Green circles indicate active employees
54. r you to add employees to your system iButtons are available in packs of 10 50 100 or 200 35 WY Warranty and Technical Support TimePilot Corporation guarantee TimePilot software only products such as TimePilot PC can be exchanged if the disk is defective We cannot offer refunds on software We can be reached at 630 879 6400 or via e mail at info TimePilot com TimePilot Corporation warranty For one year after you purchase a TimePilot System we will repair or replace at our discretion any malfunctioning hardware or software component The purchaser pays only the shipping to return the defective part to us Technical Support For technical support call us at 630 389 3303 or e mail us at Support TimePilot com When you contact a TimePilot Technical Support specialist please have your registration number available 36 VW Safety and Legal Notices Trademark Notice All trademarks registered trademarks and service marks mentioned in this manual and with this product are for identification purposes only and are the property of their respective holders Proposition 65 Notice The following notice is given in accordance with California Proposition 65 WARNING This product contains chemicals known to the State of California to cause cancer birth defects or other reproductive harm Wash hands after handling FEDERAL COMMUNICATIONS COMMISSION FCC RADIO FREQUENCY INTERFERENCE STATEMENT INFORMATION TO THE USER CAUTION C
55. re owned by TimePilot Corporation and or its suppliers Copyright laws and international treaty provisions protect the Licensed Material Therefore you must treat the Licensed Material like any other copyrighted material You may not copy the printed materials accompanying the Licensed Material Dual Media Licensed Material You may receive the Licensed Material in more than one medium Regardless of the type or size of medium you receive you may use only one medium that is appropriate for your computer You may not use or install the other medium on another computer You may not loan rent lease or otherwise transfer the other medium to another use Intended beneficiary TimePilot Corporation its suppliers and Licensors are the intended beneficiaries of this Agreement and shall have the right to enforce it on their own behalf and in their name U S GOVERNMENT RESTRICTED RIGHTS The Licensed Material and documentation are provided with RESTRICTED RIGHTS Use duplication or disclosure by the Government is subject to restrictions as set forth in subparagraph c 1 ii of the Rights in Technical Data and Computer Software clause at DFARS 252 227 7013 or subparagraphs c 1 and 2 of the commercial Computer Software Restricted Rights at 48 CFR 52 227 19 as applicable Manufacturer is TimePilot Corporation Illinois USA LIMITED WARRANTY TimePilot Corporation warrants that a the Licensed Material will perform substantially in accordance wit
56. riod of your choice You must have run a report on each pay period in the time span otherwise you may get inaccurate results Current Absentee Report Creates a printable report showing which employees were scheduled to work but were clocked out at the moment the report was generated Insert Allows you to add an In or an Out transaction for the employee selected Delete Allows you to delete a transaction for any employee You can also click on the transaction and press Delete on your keyboard Modify Allows you to make changes to a transaction Insert Time Allows you to insert transactions for employees who are on vacation sick excused etc To subtract time use a negative number Insert Pay Allows you to give employees a one time bonus Choose the employee from the list and enter the amount of the bonus Insert Bonus Penalty Policies Applies your existing bonus penalty polices to this pay period See the section on setting up a Bonus Penalty policy in the Configuration Manager chapter for more details Delete All Auto Lunch Transactions Allows you to delete the transactions added by TimePilot s Auto Lunch feature This might be used if for example you inserted Auto Lunch transactions then had second thoughts and wanted to remove them Delete All Holiday Transactions Allows you to delete transactions added by TimePilot s software based on the holiday schedule you set up This might be used if for example you inserted Holida
57. s a check in 0203 mo the Display Keypad _ Hog Box not checked checkbox See the previous oo Ee page and below for details FOrFE Box checked Restrictions iButton Setup Fingerprint Yew Options V Display Keypad Use the following Hot Key to activate TimePilot PC To minimize the timeclock after you clock in or out make it disappear from the screen but keep running on the Windows taskbar make sure there s a check in the Minimize Screen After Transaction checkbox the TimePilot PC back on your screen quickly Choose one from the list of 90 provided The Minimize Screen After Transaction box must be checked for this option to appear on the screen AtA Da Want to set up a hot key to get The Restrictions tab see screenshot on next page e Allow Clock In Out with four digit ID Number If your employees are not using iButtons to clock in make sure this box is checked If you are using Feb 4 10 48 am iButtons it s your choice Checking the box will give your employees an alternate method to clock in See page 8 for details e In Out Functions Generally the Enable In Out box should be checked It would not be checked only if for instance you were not using the TimePilot PC system to collect time and attendance data If you don t need to know if an employee is off site but still on the clock in TimePilot s In Out Manager
58. s installed and will only operate on the number of licenses purchased You can keep track of the licenses installed and available by starting Configuration Manager clicking TimePilot PC in the menu bar and choosing License Admin from the drop down menu See the software user s manual for more information Now that the software has been installed it needs to be set up See below for instructions Setting up the TimePilot PC onscreen timeclock Many of the functions in TimePilot PC are controlled from the green Menu button on the face of the TimePilot PC clock When you click the button you have five choices e Options This takes you to a set of screens that allow you to set up a variety of functions including employee identification by iButton This menu choice can be password protected For more information see below e Data location Allows you to change the hard drive location of the TimePilot database that collects time and attendance data e Enable at Startup Click this menu item to have the onscreen timeclock appear on the screen automatically each time the PC is turned on e About Gives information about the program as well as its serial number and the number of licenses used and available e Exit Exits the TimePilot PC program If you don t want unauthorized personnel changing the clock s functionality you can password protect the Options menu Here s how 1 Start the TimePilot Configurati
59. se this option A common situation where this option is used is if a number of employees clock in at the same PC With this method you can clock in quickly and easily by tapping your iButton to the Receptor then pressing the plus key to clock in or the minus key to clock out The plus and minus keys can be found on your computer s numeric keypad e Clock in as long as iButton is present in reader If this option is clicked the employee will snap their iButton into the reader The software will identify the employee and clock them in When they remove the iButton they will be clocked out This is designed for situations where only one person is using the PC An example might be a room of employees at PCs each of whom is running TimePilot PC on his or her computer and has a Blue Dot Receptor In this situation the employees would arrive at work snap in their iButton at the start of their shift and remove it at the end of their shift e Blue Dot Receptor Setup If you have a USB version of the Blue Dot Receptor click Blue Dot USB Assigning iButtons to employees Employee Setup F General Personal Optional Display Name McClish Ryan IV Active Now that the hardware is set up you can assign iButtons to your employees To so this you must first let the TimePilot software know which employee has which iButton Here s how Company LifeGuide ID fooro 1 Start the TimePilot Configuration Manager
60. st to newest This is a list of all the transactions clock ins clock outs etc that have been recorded since the last pay period was extracted If you set up several companies during the software setup process you ll notice that all the employees from all the companies are included To learn more about this screen the following pages guide you through each component of the Transaction Manager screen including The menu bar The Quick buttons The employee list The transaction list The menu bar Across the top of the screen are five drop down menus File Periods Reports Edit and Help Here s a summary of each menu s options note grayed out options on the screen are not available 24 File Periods J Reports View If you click on an employee s name then View a calendar showing the employee s worked hours will pop up Export to Payroll Software If you ve installed any of the export programs that came with the TimePilot software you ll find them here After you ve extracted your pay period and made any corrections or changes to the time and attendance data you Il use this function to convert the data to a format that your payroll software or service can understand To install an export format place the TimePilot CD in your CD drive and click the Install Export Formats button on the introductory screen You can also download the most up to date list at our web site http www timepilot
61. t dates This seldom used function allows supervisors to change the starting or ending date of a pay period that has been extracted This might be used if a supervisor wanted to include a transaction that occurred before or after the pay period ended for example if an employee clocked out later than usual and the clock out occurred after the pay period ended Help Calls up the on line help files TimePilot FAQ Opens the Frequently Asked Questions FAQ page on the TimePilot web site Requires an active connection to the Internet TimePilot Accessories Opens the Order Parts and Accessories page on the TimePilot web site www TimePilot com Requires an active connection to the Internet About Gives details about the TimePilot software as well as about your computer The Quick buttons The Quick buttons are the buttons across the top of the page below the menu bar and above the employee lists Each button has a specific function described below Insert In Allows you to insert a clock in transaction Click on the employee s name in the Employee List then click the Insert In Quick Button Enter the date and time you wish to record The date and time that appear at the start of this process are the current date and time There are two shortcut buttons in the pop up box IN and Lunch IN If you click the IN button the date will remain the same and the time will change to the employee s start time as specified in his
62. t flag the error To correct errors use the Quick Buttons or click Edit on the menu bar then choose an action Insert In Insert Out Delete Modify or Insert Time Insert transactions for vacations and sick days if necessary If you ve set up the Auto Lunch function in the Configuration Manager add Auto Lunch transactions Click Edit in the menu bar then Insert Auto Lunch Time When you add Auto Lunch transactions the TimePilot software checks each employee to see if they have Auto Lunch enabled if so it inserts the transactions A Oops One employee was not set up for Auto Lunch and should have been Now everyone else has the Auto Lunch transaction inserted but him Here s how to correct this a Click Edit in the menu bar then Delete All Auto Lunch Transactions b Start Configuration Manager double click on the employee s name and click the Auto Lunch checkbox Click OK and close Configuration Manager c Return to your extracted pay period in Transaction Manager Click Edit on the menu bar then Update Company Employee Data d Insert the Auto Lunch transactions again as described above 8 Insert holiday transactions if necessary Click Edit in the menu bar then Insert Holiday Time Oops A holiday was left out of the holiday list Now everyone s missing a paid holiday Here s how to correct this a Click Edit in the menu bar then Delete All Holiday Transactions b Start Configuration Manager cl
63. t up Bonus Penalty What s Bonus Penalty This function allows you to set up systems of bonuses and penalties for time worked on various days They can be in the form of minutes added or subtracted to an employee s work hours or a fixed number of dollars added or subtracted for a certain number of minutes worked There can be more than one Bonus Penalty policy and up to two of the policies may be applied to an individual employee in their Employee Profile To set up Bonus Penalty do the following Start Configuration Manager Click on Setup at the top of the screen then choose Bonus Penalty Setup from the drop down menu To create a new policy click Add give the policy a name and click OK Choose the type of bonus penalty Bonus Penalty of Time or Bonus Penalty of Pay at the bottom of the box 5 Choose the day s of the week the policy will be in effect by clicking the checkboxes then enter the amount of the bonus penalty in minutes or dollars depending upon your choice in step 4 and the number of minutes that must pass before the bonus penalty will take effect For penalties use a negative number 6 Click OK Fase ouma Example One company that uses this function requires any employee who works more than an hour in a day to clock out and then shower before going home The company sets up a bonus of 15 minutes for each employee who works more than 60 minutes in a day the 15 minutes of extra pay means that
64. the following Saturday You have an employee who starts his workday Saturday at 11 p m and ends it at 7 30 a m Sunday This splits one workday over two pay periods If you don t set an In Buffer Zone the TimePilot software records the 11 p m clock in transaction within the first week s pay period but with no accompanying clock out transaction This will result in an exception and will force a supervisor to manually make a correction Also when it comes time to process next week s payroll TimePilot will record the 7 30 a m clock out but will not find a corresponding clock in and again will require a supervisor s intervention Setting the In Buffer Zone to 60 minutes will move the employee s entire workday into the second pay period avoiding the split and giving the TimePilot software an accurate set of clock in and clock out transactions Note The In Buffer Zone function does not affect clock out transactions Out Buffer Zone Out Buffer Zone is essentially the reverse of In Buffer Zone Here s an example Your company s pay period a week in this case starts at midnight Sunday and ends at 11 59 p m on the following Saturday You have an employee who starts his workday Saturday at 4 30 p m and ends it at a m on Sunday This splits one workday over two pay periods If you don t set an Out Buffer Zone the TimePilot software records the 4 30 p m clock in transaction within the first week s pay period but with no accompanyin
65. the system to work with a momentary tap of the iButton see Momentary contact with reader identifies user page 7 here s how to clock in 1 Tap your iButton to the Blue Dot Receptor Your name will appear on the TimePilot PC screen m 2 Click the In Out On site or Off site button on the Morowoft a IO GE os II EL Press the plus key on the computer s numeric keypad to I 6699 clock in or the minus key on the keypad to clock out If you ve set up the system to Clock in as long as iButton is present in reader see page 7 here s how to clock in l i i IEW 1 Snap your iButton into the Blue Dot Receptor to clock in As l i long as you leave it in the receptor you will remain on the clock 2 Remove your iButton from the Blue Dot Receptor to clock out VW Using the software This section covers the use of the TimePilot management software from setting up your employees on the system to preparing your data for payroll The same management software is used for TimePilot PC and TimePilot Standard our time and attendance system that uses a wall mountable time clock First you ll use the TimePilot Configuration Wizard to tell the software about your company work policies In a simple step by step process you ll fill in the blanks to tell the software when you pay overtime your overtime rate your shift schedules
66. type in the serial number manually 16 Set up pay types What s a pay type A pay type is a combination of the policies you ve set up in Configuration Manager For instance a pay type called Hourly might include an overtime policy that you called Overtime 1 as well as sick pay vacation pay and holiday pay A pay type called Salary might include sick pay vacation pay and holiday pay but no overtime pay When you set up each employee you ll assign him or her a pay type To create a pay type do the following 1 Start Configuration Manager Click on Setup at the top of the screen then choose Pay types from the drop down menu 3 Click the appropriate button If you re adding a pay type click the Add Pay Type button Type a name for it at the top of the box that appears answer the questions then click OK If you re editing an existing pay type click on the name of the pay type in the list of existing types and the click the Edit Pay Type button If you re deleting a pay type click on the type and then click the Delete Pay Type button Note If you re setting up a pay type for salaried employees you ll be asked to choose between two options salaried pay based upon the number of hours in an employee s shift or based upon a specified number of hours in a pay period Most businesses will use option 1 those with semi monthly pay periods should use option 2 Set up shift schedules Why waste time copying
67. u either an individual or a single legal entity and TimePilot Corporation whose products include computer software and may include associated media firmware printed materials and online or electronic documentation Licensed Material By downloading installing copying or otherwise using the Licensed Material you agree to be bound by the terms of this Agreement LICENSE FOR LICENSED MATERIAL Copyright laws and international copyright treaties as well as other intellectual property laws including without limitation those covering trade secrets and treaties protect the Licensed Material The Licensed Material is licensed not sold GRANT OF LICENSE This Agreement grants you the following rights Licensed Material You may install and use during the Term of this Agreement the Licensed Material on the number of computers identified by you when you purchased this Licensed Material License to use TimePilot Storage Network Use You may also store or install a copy of the Licensed Material on a storage device such as a network server used only to install or run the Licensed Material on your other computers over an internal network however you must acquire and dedicate a license for each separate computer on which the Licensed Material is installed or run from the storage device A license for the Licensed Material may be shared and used concurrently on different computers to the limit specified above Exclusion for Commercial Use Notw
68. y transactions for your employees then had second thoughts and wanted to remove them Delete All Bonus Penalty Transactions Allows you to delete transactions added by TimePilot s software based on the Bonus Penalty policy you set up This might be used if for example you inserted Bonus Penalty transactions then had second thoughts and wanted to remove them Insert Holiday Time Allows you to add holiday time transactions after a pay period is extracted Insert Auto Lunch Time Allows you to add Auto Lunch transactions after a pay period is extracted See the chapter on Payroll Processing for details Edit Late Early Transactions Allows you to change the entry in the Ontime Snap column of the Transaction List These allow a supervisor to enter the words OK Late Early or Unscheduled in an employee s transaction A supervisor might enter OK if an employee had been given permission to arrive late to work or enter Late to highlight the fact that an employee arrived late on that day There are two other options in this menu Determine on time status will take a transaction and apply the policy you set in Configuration Manager s On Time Setup function This is useful if you have changed a transaction several times have second thoughts and want to go back to the original OK early late or unscheduled label Determine all transactions applies the On Time Setup policy to all transactions Edit Snap To Transa
69. you can clear the Enable Onsite Offsite box as well e Messaging If you want to allow supervisors to send messages that appear on the TimePilot screen as the employee clocks in click this box If the box is clicked a green Messages button appears on the image of the timeclock directly under the Menu button When the employee clocks in the display screen at the top of the image indicates there is a message and the employee can click the Messages button to read it Setup View Options Restrictions iButton Setup Fingerprint JV Allow Clock In Out with four digit ID Number Menu Messages In Out Functions Note Each message can be as long as necessary but V Enable In Out the TimePilot software will only display two lines at atime The employee will use arrow keys on the pop up message box to read the message two lines at a time MV Enable Onsite OffSite V Messaging Messages For Hanlon Marcia Message 1 of 3 The iButton Setup tab optional Save Messages can be sent when using the TimePilot software s In Out Manager For details please see page 22 If you have installed the Blue Dot Receptor see page 4 the iButton Setup tab will be available with the following options e Momentary contact with reader identifies user If you want your employees to tap their iButton to identify themselves and then click In or Out choo

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