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Pyramid TimeTrax Bio Time System User Manual

1. For each employee go to edit button and uncheck the INACTIVE check box located under HOURLY PAY RATE From the PAYROLL ICON on the VERTICAL ICON BAR click GET PUNCHES Press the F12 key on your keyboard and the screen below will appear Click EMERGENCY DOWNLOAD ALL STORED PUNCHES Once the emergency download is complete make sure you go back and make the employees that you activated inactive again Click HIDE THE INACTIVE EMPLOYEES Tab Note Pyramid highly recommends the use of surge protectors to prevent data loss In the event that you are in an area where power surges are common Pyramid recommends the use of a battery backup system 5 e wi W ml D E In the event that you cannot recapture your data using these methods please contact Pyramid for additional support Moving TimeTrax Bio From One Computer to Another e Reload your TimeTrax Bio software as shown in the Installing the Software section of this manual Note Please make sure that you are installing the same version that you are currently running You will need to copy the mdb files and the pyramid ini file from the TimeTrax folder located in C Program Files Pyramid directory 1 Right click on the START button of your desktop and select EXPLORE 2 Navigate to C Program Files Pyramid TimeTrax 3 From VIEW TAB click DETAILS 4 From TOOLS TAB click FOLDER OPTIONS 44 5 Select TYPE TO SORT by type o
2. Click YES to continue Do you want to setup Employee Groups now TIME amp ATTENDANCE SYSTEM Click EDIT to start DAILY OVERTIME Choose how it is paid and after how many hours WEEKLY OVERTIME Choose how it is paid and after how many hours MONTHLY SEMI MONTHLY PAY PERIODS ONLY must select the day and time that the workweek begins to calculate overtime correctly Max Hours Before Missed Punch Assumed The maximum number of hours an employee can work without punching before the system assumes the employee forgot to punch out Pay Interval Round Click Enable if you wish to use Pay Interval Rounding Divides each clock hour into intervals of 5 6 10 or 15 minutes The software automatically edits the punch time so that it is set to the start of the interval that contains the actual time For example at 5 minute inter vals 7 02 AM becomes 7 00 AM and 7 07 AM becomes 7 05 AM Leave box unchecked for No Pay Interval Rounding Filter Out Punches Closer Than This will eliminate duplicate punches within a user definable time i e If an employee goes to the time clock and punches their badge forgets that they punched it and punches again this filter will automatically eliminate the second punch if it is within the filter time defined Pyramid recommends using 90 seconds 11 TIMETRAX BIO ADVANCED EMPLOYEE GROUPS SETUP 12 Employee Groups Advanced can be used when the standard Employee Groups is
3. Enable Lunch Warnings Allows the employee to punch at any time but will generate a warning when an employee punches outside of the defined lunch The user can define the warning based on minutes before or after the lunch starts or ends Grace Window The number of minutes that the employer will allow before a warning is generated for lunch punches TIME amp ATTENDANCE SYSTEM EMPLOYEE DETAILS SETUP This section is where individual employee information is stored For QuickBooks users please see the section on Importing Employees from QuickBooks Last First MI Employee Group Address 1 Address 2 City St Zip Home Phone Work Phone Hourly Pay Rate Inactive Anniversary Terminated Hired Notes Click ADD to continue ENTER EMP NOTE It is very important that you verify the Employee Number with your Payroll Service for proper exporting ENTER SSN Employee Social Security Number BE SURE TO SAVE EACH EMPLOYEE RECORD Enter Last Name required field Enter First Name required field Enter Middle Initial Assign the employee to the Employee Group he she belongs to Enter Street Address Enter Alternate Street Address Enter City State and Zip Code Enter Home Phone Enter Work Phone Enter Hourly Pay Rate Check box if employee terminates employment To view inactive employees click VIEW INACTIVE EMPLOYEES on the bottom left side of the screen The date that benefits co
4. TIME CLOCK WORLD 888 534 5994 Pyur4 mid TimeTrax Bio USER MANUAL Pyur4 mid Time Trax Time Trax hio Pyr4 mid Time Keeping Made Simple Time Trax 10 Time and Attendance System 77 Won MY i ust D Softw dei Laei full pRIOR to o 1 7 comedit al S KE able IM 2y IMPORTANT READ THESE INSTRUCTIONS BEFORE INSTALLING AND USING THIS PRODUCT Keep these instructions for future reference REFERENCE GUIDE TIME amp ATTENDANCE SYSTEM Firme Trax lio REFERENCE GUIDE TIMETRAX BIO TIMETRAX BIO PRODUCT amp SOFTWARE LICENSING AGREEMENT Copyright 2001 2006 Pyramid Technologies LLC Portions of this program Copyright 1991 2005 Microsoft Corp Portions of the report generation software are distributed under a licensing agreement with Data Dynamics Ltd Portions of this program Copyright 1994 2000 eHelp Corp All rights reserved Portions of this program Copyright 1990 2005 Info ZIP and distributed under license dated 2005 Feb 10 Portions of this program Copyright 1999 vbAccelerator com and distributed under their Software License Version 1 0 dated 2002 This product includes software developed by vbAccelerator http vbaccelerator com Warning This computer program is protected by copyright law and international treaties Unauthorized reproduction or distribution of this program or any portion of it may result in severe civil and crimin
5. drill bit A hammer to drive the anchor into the wall after the holes are drilled A 2 Phillips screwdriver A ruler or tape measure Installation Steps Locate which wall you wish to mount your terminal to You will need a 110 volt wall power outlet close to your terminal For best usability Pyramid suggests mounting the bracket 40 from the floor We also suggest securing at least 1 of the supplied screws to a stud within the wall Use your bracket for proper hole guidance Now mark your hole locations Drill 2 3 16 holes into the wall where marked Insert the wall anchors into the holes and use your hammer to drive in both of the anchors flush with the wall Now lineup your terminal bracket with the anchors and use the 2 supplied 10 x 1 screws and fasten the bracket to the wall Make sure not to over tighten the screws At this point you can place the TimeTrax Bio terminal onto the wall bracket Pull the terminal towards the front of the bracket and align the single hole on the center of the bracket with the single hole on the center of the terminal Take the supplied 6 x 1 2 screw and securely fasten the terminal to the wall bracket NOTE Damage to the terminal due to over tightening to the wall bracket will not be covered by your warranty Make sure not to over tighten the screw At this point your TimeTrax Bio terminal and bracket should be fully secured to the wall You can go ahea
6. x ACTIVE INACTIVE EMPLOYEES Select just active or active and inactive to appear on REPORT Choose REPORT Pay History Report Shows a history of total regular overtime special hours worked including wage information for the selected PAY PERIOD Hours Summary Report Shows a history of total PAY CATEGORY hours Attendance Report Shows a history of absenteeism and missing punches Detail Pay History Report Shows a history of the combined PAYROLL REPORT and TIME CARD REPORT Comments input by user on PUNCH DETAIL screen will appear on this report Detail Pay History Report w o Comments Shows a history of the combined PAYROLL REPORT and TIME CARD REPORT Comments input by user on PUNCH DETAIL screen will not appear on this report EMPLOYEE DETAILS Click the Employee Details Icon to bring you to the EMPLOYEE DETAILS SCREEN covered in the initial TIMETRAX BIO SETUP WIZARD 23 TIMETRAX BIO IMPORTING SYNC EMPLOYEES FROM QUICKBOOKS 2003 PRO PREMIER amp ENTERPRISE 24 This section discusses how to import employees from your QuickBooks system to TimeTrax Bio to eliminate the double entry of employee information After you complete the setup of EMPLOYEE GROUPS you will be presented with the following screen D time Trax QuickBooks Link x ITimeTrax can link to your QuickBooks Company File and with it synchronize Employee information and Payroll Click YES to continue Do you want to setup th
7. 13 Limited Hardware Warranty 48 Link Rules 2 5 ENER A Seed Ae 24 Log In Window eebe orn 8 Ee AE 1 42 Lunch Rule 12 M Middle Initial 0 0 eae 13 Minimum System Requirements 1 Missed Out voee ieee terete Aniek 19 Missed Punch e 11 22 Monthly Semi Monthly Pay 11 Moving TimeTrax Bio From One Computer to Another cereo ee 44 52 N Network PG USCIS Lia Lee reni et pri SR 45 Non Network PC Users 45 Notes isset euer Spera Gai wa ute 13 P Parts LISt isc PER 50 Password vd d eese ees 8 18 39 Pay Categories i veces tives ee es 10 Pay History Report 23 Pay Interval Round 3 Pay Period chte be RE EFE VET 3 9 PAYCHEX Pay nk sooo siete sama a 4 9 29 PAYCHEX Preview 28 Payroll D tails e Ae rogers PES o 20 Payroll Group Setup ege 9 Payroll Report ccc sa cat voe brechen 22 23 eme MET EP 19 20 Preferences M 17 Prodata Evolution i siia rt etra 30 Punch Details 19 P nch Editing usen Eti vet atr 20 Panch Report ae EE dg ge 22 Q QuickBooks 20021 31 QuickBooks 2007 0 ccc cece ees 32 QuickBooks does not Display Punch Information After Export 46 QuickBooks Dre 2007 33 34 QuickBooks Time 35 R Rate Multipli s enee rieti tee 10 ROGUE PC 18 Regulae Pays eccosse bur ore ens 12 31 33 35 Reports EXPONS eebe EE 22 Restore from Current Backup 18 43 Restore from Prior Backup 4 18 Restoring Dat
8. Pay categories are classifications of employee hours Click EDIT to begin oos 7 PAY CATEGORY Predefined meae of o etm classifications of employee hours Holiday Other Overtime 1 5 emm Code Overtime 2 Regular Sick Vacation w RATE MULTIPLIER The rate at which the Pay Category is paid i e Holiday would be rate multiplier 1 if the employee is paid regular rate for the day If you choose to pay time and a half the rate multiplier is 1 5 APPLY TO WEEKLY OVERTIME Check box if category hours can accrue towards overtime EDIT allows access to the screen for editing purposes It also doubles as SAVE When your selections are complete click Close to continue CATEGORY CODE Provided by the payroll company if you are using one Ensures proper transfer of information from the pay category in TimeTrax Bio to your payroll service provider EMPLOYEE GROUPS SETUP 10 Employee Groups q xj Your Payroll Setup can have up to 3 Employee Groups Note that an Employee Group has already been created for you when you first did the Payroll Setup Employee Groups are used to define a set of employees which have certain time clock calculations in common The Employee Group sets the rules for calculating overtime premiums based on extra hours worked assumption of missed punches rounding of punch times automatic lunch deductions and warnings for punches out of normal periods
9. Shows absenteeism and missed punches for the selected pay period for TODAY YESTERDAY or the SELECTED PAY PERIOD Punch Report Shows the first IN and last OUT punch for a selected pay period for TODAY YESTERDAY or the SELECTED PAY PERIOD Detailed Payroll Report Combines the PAYROLL REPORT and TIME CARD REPORT Comments input by user on PUNCH DETAIL screen will appear on this report if selected Card Report Shows CARD FINGER ID NUMBER and the EMPLOYEE NAME the card is assigned to Card Report Comprehensive Shows CARD FINGER ID NUMBER and the EMPLOYEE NAME the card is assigned to as well as the employee status Employee Card Report Shows the EMPLOYEE GROUP NAME EMPLOYEE NAME EMPLOYEE ID and all cards assigned 22 TIME amp ATTENDANCE SYSTEM Employee Contact Information Shows NAME ADDRESS HOME PHONE and WORK PHONE Employee Seniority Report Shows EMPLOYEE NAME ID NUMBER HIRE DATE and DAYS EMPLOYED You can sort by either 30 60 90 or 410 DAY BANDS or BY NAME or BY DATE HIRED ARCHIVE REPORTS Once a payroll record is approved it is placed in Archive Archive Reports allow you to run reports from the date TimeTrax Bio was installed up to and including the current date Select who is included in the REPORT Choose either EMPLOYEE GROUP or INDIVIDUAL EMPLOYEES Tee F mita Espores m Pe Zem ted Pond Orne f START END DATES Select the dates you want included in the REPORT ge Peor Report
10. TIME amp ATTENDANCE SYSTEM FREQUENTLY ASKED QUESTIONS Q WHAT FINGERPRINT TECHNOLOGY DOES TIMETRAX BIO USE A Pyramid incorporates advanced thermal imaging technology into the TimeTrax Bio unit It is a linear sensor that captures or images the finger print by sweeping the finger over the sensing area The sensor measures temperature differences between ambient conditions and the ridges and valleys on the fingerprint The result is a high quality image even with difficult fingerprints The unit has the ability to read finger sweeps at a speed of 3 4 to 7 3 4 per second or 2 20 centimeters per second Q THE TIMETRAX BIO TECHNOLOGY SOUNDS DELICATE WILL IT HOLD UP TO EVERYDAY USE A The TimeTrax Bio is designed with a high resistance to environmental constraints such as dirt oil humidity or extreme temperatures The fin gerprint sensor can provide high quality images despite impairments such as wet dry or worn out fingerprints The TimeTrax Bio s protective coating ensures excellent reliability mechanical robustness more than four million swipes and a wide range of operating conditions 40 degrees F amp C to 185 degrees F or 85 degrees C It also operates with very low power consumption Q DOES TIMETRAX BIO REQUIRE A LOT OF MAINTENANCE A No The TimeTrax Bio unit has a self cleaning fingerprint sensor leaving no latent prints on the imaging surface Severe damage such as scratching the surface of the reader wi
11. TimeTrax Bio software is protected by intellectual property laws and treaties The TimeTrax Bio software is licensed not sold 1 GRANT OF LICENSE This Section of the EULA describes your general rights to install and use the TimeTrax Bio software The license rights described in this section are subject to all other terms and conditions of this EULA General License Grant to Install and User TimeTrax Bio software You may install and use one copy of the TimeTrax Bio software on a single computer but only for use in the number of written language s that you selected at time of first installa tion and in which you have acquired rights You can share a copy of the TimeTrax Bio software installed on a common build test machine provided that You or Your entity has purchased a single license for that common build test machine and each developer using it has a license TimeTrax Bio software is an exception to this clause and may not be shared A license for the TimeTrax Bio software may not be shared Redistributable File s Notwithstanding the terms of this EULA to the con trary certain of the executable files of the TimeTrax Bio software may be redistributed by You to the extent required for the permitted operation of the application s software installation code created by You while using the TimeTrax Bio software The redistributable file s are limited to those specifically identified as Redistributables in the media printed ma
12. een d 29 ProData Evol tion BXDOPE AANER 3 ardor deco wa EE EE 30 QuickBooks 2003 Export pais EE EE SEELEN EE 31 QuickBooks 2007 Eet ee qc CR EE CR 32 QuickBooks Pre 2002 BXDOPE 23 22233894 dcn dea Qe 0 UR Bo tues 33 QuickBooks Pro Timer EE 35 Frequently Asked Questions EEN 37 Troublesh otine G id EEN 40 Warranty Informati n EE 48 Wall Bracket Mounting Instructions si 2244 40 Ek LIRE KR dd xd ds 49 Parts List doen karte scr ee ela ee eS 50 TIME amp ATTENDANCE SYSTEM WHAT S IN THE BOX TimeTrax Bio time recorder AC Power supply 50 flat Cats communications cable with RJ45 connectors on both ends RJ45 to 9 pin DB9 serial port adapter User s Manual with Bio Installation Guide Diagnostic loop back plug DO NOT DISCARD save for future use CD ROM with TimeTrax Bio and help system USB interface with standard RS232 adapter MINIMUM SYSTEM REQUIREMENTS PC with a Pentium class or faster processor 64 megabytes of RAM 1 gigabyte of free space on the system s hard drive CD ROM drive Monitor and video card capable of 800x600 16 bit color resolution Mouse or other pointing device Either 9 pin serial port or USB port MicroSoft Windows 2000 Professional Windows XP Home or Professional Windows NT Printer if hard copy reports are desired Internet Explorer Version 6 or later TIMETRAX BIO CABLE INSTALLATION Q ia orton OPTION 2 PARTS REFERENCE Q cent
13. problems during normal daily operations For Optimum Fingerprint Quality before swiping make sure the finger is e Clean and free of debris e For employees with dry fingers apply a light coating of moisturizer For employees with moist or oily fingers wipe dry using a clean dry cloth Place your fingertip on the top of the sensor module A then applying light pressure swipe your finger downward on the sensor in one smooth motion B See illustration on page 5 When enrolling the terminal will display SWIPE 1 OF 2 At this prompt swipe the first time Terminal will display SWIPE 2 OF 2 asking the user to duplicate the swipe just completed During normal operation the user will only need to swipe one time to log a punch If an error should occur the terminal may display TRY AGAIN This indicates that the swipe was not accepted and needs to be done again During normal punching in and out the time recorder will beep and the Employees name and ID number will display briefly on the LCD screen TIME amp ATTENDANCE SYSTEM Care for the Fingerprint Reader The following actions could damage the fingerprint reader or cause it not to work properly e Scratching the surface of the reader with a hard pointed object e Scraping the surface of the reader with your nail or anything hard e Using a dirty finger while touching the reader If you notice any of the following conditions gently clean the surface of the reade
14. the next employee record ASSERT GLOBAL SPECIAL PAY TIME amp ATTENDANCE SYSTEM In the circumstances where you wish to pay all employees or a group of employees the same number of hours i e Independence Day 8 hours go to FILE Assert Global Special Pay ls a Al E Du rop pre je mg Pe t wis ta Lapenes d m mes w en Aser Wooctat Popii Tu Zeeche Erisunti asd Pay Perit WORKDAYS AND WORKWEEK EMPLOYEE SELECTION Choose either EMPLOYEE BY GROUPS in the Selected Payroll Group or INDIVIDUAL EMPLOYEES in the Selected Payroll Groups If you choose EMPLOYEE BY GROUPS you are selecting every employee within the selected employee group If you click on INDIVIDUAL you must click on each individual that you wish to assert the global special pay FOURTH FIFTH SPECIAL PAY ENTRY Choose the special pay category and the date if the pay category accrues towards overtime you will be required to enter the date If the pay category does not accrue towards overtime you will be required to choose either the PAY BY AMOUNT Dollar Value or PAY IN HOURS You can exclude special pay for employees who were hired less than a user definable number of days This is where you will setup the days that Individual Employees Employees within Employee Groups or Employees within Payroll Groups normally work ONLY THE REGULAR WORK WEEK This will set ONLY the workweek template for a speci
15. 2 dde Rake e res or dd bm od eq 5 Installing the e EE 6 Ee EE 8 Initial C omMunication FORM 25 229 eaten 4rd ee ENEE ERA 8 Time Trax Bio Setup Wizdata ay tad u ko AER 9 Payroll SetuP caca cg aie rece ct EEE EA e ee drei 9 EIERE te KEE Kee eg 10 Employ e Groups Setup ecco edu ee ea REA ERR erage wakes RS 10 Advanced Employee Groups Setup issus ces sss RR DR 12 Employee DES SODUD odd arc atat etre EE 4 13 Fingerprint Registration aokbcedo bie v9 Rar pee gadwas ahi masse es 14 Delete Fingerprint deg ex E RR AR AREE daa cedro eds 15 Change Enroll Fingerprint ssssisssvrserosorsbinecridnina dunner 16 Vertical Icon EE 16 Configure Tab Including Date Time Setup dss sex ve ac EE 17 Automatic REENEN 98 978 9 duwe meet eee eg TE a cta 17 TIMETRAX BIO Time Tax SECUN ssrt nosan ex SX Gab Rowena ge tee dee eee S ES 18 Time Source amp Syne Standards Ee EN d eb er EES EE 19 Setup TaD WEE 19 Payrol VAD eege EE ee EE Ee 19 Payroll Details ae ee ee Se ee ee ree eee ee ee rr ee ida ad 20 Assert Global Special Pay acca eaedcied ies XAR ad ERA RATER EX RERS 21 Workdays and erbei e 21 Reports EXDODUS gc a a aa e Se 22 Archive BepoOPUS 4232 dida Ae e OE OL Abb daba quad A deg 23 Employee DEMIS Les exe xQd ADR Paare RT EP ROREM E I E RA dd 23 Importing Sync Employees From QuickBooks 9 SREL 24 ADP EXP T 2222 EE EE PV xa dab Ea es eder d 26 Generic Text EXPO o iat den ar eda peo Re Rede ae dace 27 Paychex Preview EE 28 Paychex Paylink EE Age REO EE
16. PENS IF THE TIMETRAX HARDWARE BREAKS WILL I HAVE TO RE ENROLL EACH EMPLOYEE FINGERPRINT AGAIN A Yes TimeTrax Bio terminal stores the fingerprint If the terminal should cease working fingerprints would have to be re enrolled Q DOES THE CENTRAL COMPUTER WITH THE TIMETRAX SOFTWARE LOADED ON IT HAVE TO BE ON TO RECEIVE FINGER SWIPING PUNCHES A Since the TimeTrax Bio terminal stores the fingerprint vs the software storing the fingerprint employees can continue to swipe if the computer systems are down Punches can be downloaded from the terminal once the power or system is restored to normal working conditions TIME amp ATTENDANCE SYSTEM Q WHAT HAPPENS IF THE COMPUTER SYSTEM CRASHES OR WE EXPERIENCE A POWER OUTAGE CAN EMPLOYEES CONTINUE TO SWIPE A Since the TimeTrax Bio terminal stores the fingerprint vs the software storing the fingerprint employees can continue to swipe if the computer systems are down Punches can be downloaded from the terminal once the power or system is restored to normal working conditions Q DOES TIMETRAX BIO ELIMINATE BUDDY PUNCHES A Yes Fingerprints are specific to one individual so duplicating them is almost impossible Also TimeTrax Bio software is password protected and has many levels of security to protect the software from unauthorized manipulations Q AN EMPLOYEE FINGERPRINT WAS IN THE SYSTEM AND WORKING FINE BUT NOW IT IS MISSING WHAT HAPPENED A TimeTrax Bio software up
17. TIC APPROVAL OF SELECTED TIME TOTALS FORMAT The format in which you PAYROLL RECORDS DURING want the times displayed in the software as well as on reports EXPORT Select this option if you want to have payroll records automati cally approved during exports NOTE Pyramid does not recommend this option TIME OF DAY FORMAT The format in which you want the hours displayed in the software as well as on reports AUTOMATIC BACKUP This is the screen in which you will enable automatic backups for use when you exit the system This will create a file and save it to a specified location of your choice 17 TIMETRAX BIO ITE ACTIVATE AUTOMATIC BACKUP select r ieties Automat Backup oe eun this option to turn on automatic backups idee e BROWSE Click this button to find the location in which you would like to store the backups NOTE This can be on a network drive E mE BACKUP NOW Immediate Backup APPLY Click after screen changes RESTORE FROM CURRENT BACKUP Restores system database from the backup you just created RESTORE FROM PRIOR BACKUP Restores system database from a backup previously created TIMETRAX SECURITY This is the screen in which you will set User Names and Passwords as well as security for anyone that logs into the TimeTrax Bio Software The number of users is unlimited NOTE Pyramid strongly recommends you create a user name and password immediately for data securit
18. VERTIME 1 5 PAY ITEM This is what is referred to as Overtime Rate in QuickBooks OVERTIME 2 PAY ITEM This is what is referred to as Overtime Rate 2 in QuickBooks NOTE It is imperative that you match EXACTLY what is in QuickBooks to these fields since they are case sensitive as well Congratulations you have successfully created and saved a QuickBooks export file At this point you can go into QuickBooks and see that all of the hours will be assigned to the proper employees and you can go about processing payroll as you normally would 31 TIMETRAX BIO QUICKBOOKS 2007 INTEGRATION PRO PREMIER amp ENTERPRISE 32 The new QuickBooks 2007 upgrade contains a PDF Converter that utilizes a virtual port that masks itself as a COM port COMI This may interrupt communications with the time and attendance system since we use your PC s COMI to communicate with our serial time recorders Error Message Communications Failure Computer cannot locate Time Recorder Resolutions 1 Connect USB Adapter Attach RJ45 DB9 adapter to a RS232 USB adapter and then connect the RS232 to your PC 2 Re assign the QuickBooks PDF Converter to a new port by following the instructions below Select the Windows Start button XP Users Select Printers and Faxes Win2000 Users Select Settings and then Printers Right click on QuickBooks PDF Converter and select Properties from the drop down menu Select the Ports tab Choose a Port
19. X PREVIEW export file You will need to contact PAYCHEX to obtain steps on how to import the file you created and saved into PAYCHEX software TIME amp ATTENDANCE SYSTEM PAYCHEX PAYLINK EXPORT The following are instructions for setting up and using the PAYCHEX PAYLINK EXPORT contained in the TimeTrax Bio You will have to go into the REPORTS EXPORTS tab to proceed with the export It may also be nec essary for you to setup the CATEGORY CODES within the SETUP PAYROLL GROUPS SETUP PAY CATEGORIES These codes will be provided to you from your payroll service provider It is also required that individual payroll records are approved before export on the PAYROLL DETAILS SCREEN Choose EXPORT Select PAY PERIOD to be included in EXPORT Select who is included in the EXPORT Choose either EMPLOYEE GROUP or INDIVIDUAL EMPLOYEES Choose SETUP or CREATE EXPORT Setup is typically a one time screen for setup CREATE EXPORT will create the export with the setup options you have selected Setup Create Export PAYCHEX will provide BRANCH CLIENT ID and SITE SEQ 8 and whether or not to send hourly rate for this export Select the drive and location where you want the export file to be saved Concet Esport and ipii ui m Click CONTINUE EXPORT gem RERUM and SAVE ANY CHANGES A Sava n Change to export and save the file where you selected PAYCHEX will provide you with the f
20. abase e eee 42 nt EE EE 18 Returns TEE 48 Running Tools 17 S Saturday Overtime icc ever rr rer ERR 12 Seniority Report 23 Setup lab sso os toos ER PHP Vp beRE FAS 19 Shift Warnings aeree are te ern 12 Software Cannot Locate the Time Recorder 41 Special PAY esce E ECUERRERP Eegen 20 Sunday Overtime 12 KI 18 Supervisor Functions 18 KEE 18 19 Systemi Crash EE EEN 39 System Requirements 000 eee 1 T Technical Support 48 ue EE 13 Time Card Report gas rege 22 23 Timeof Day issn sen det op eor qa bet ir 17 Time Source 18 19 TIME amp ATTENDANCE SYSTEM Time Totals 5i koe ae tek eme Eng 17 Time Tracking Data is Missing 46 TimeTrax Bio Setup Wizard 9 19 23 43 TimeTrax Security spote 0 0 cece ee 18 Track Absence Ae Sage EE 17 Troubleshooting Guide 40 47 U Un Approve see eene eyes 20 Uppercase eer re rex eR hn 17 User Levels eet 18 User Name seg e 18 Using Fingerprint Scanner 4 Using the Time Recorder EE rre 3 V Vertical Icon Bar 16 42 43 44 W Wall Bracket Mounting Instructions 49 Warri ER 48 Weekly Overtime Lesser weder vada dos 11 What s In The BOK iecesseoektkene er 1 Windows 1 32 42 Workdays Workweek 21 53
21. al penalties and will be prosecuted to the maximum extent possible under law END USER LICENSE AGREEMENT FOR TIMETRAX BIO TIME RECORDER amp SOFT WARE MANAGER IMPORTANT READ CAREFULLY This Pyramid Technologies LLC End User License Agreement EULA is a legal agreement between you either an individual person or a single legal entity who will be referred to in this EULA as You and Pyramid Technologies LLC for the Pyramid Technologies LLC TimeTrax Bio Time Recorder amp Software Manager that accompanies this EULA including any associated media printed materials and electronic documenta tion the TimeTrax Bio software The TimeTrax Bio software also includes any software updates add on components web services and or supplements that Pyramid Technologies LLC may provide to You or make available to You after the date You obtain Your initial copy of the TimeTrax Bio software to the extent that such items are not accompanied by a separate license agreement or terms of use By installing copy ing downloading accessing or otherwise using the TimeTrax Bio software You agree to be bound by the terms of this EULA If You do not agree to the terms of this EULA do not install access or use the TimeTrax Bio software in such event the original purchaser may however return it to the place of purchase within thirty days of the date of original purchase for a full refund TIMETRAX BIO SOFTWARE LICENSE The
22. and all of its component parts 3 UPGRADES and SUBSCRIPTION If the TimeTrax Bio software is labeled or otherwise identi fied by Pyramid Technologies LLC as an upgrade or subscription You must be properly licensed to use a product identified by Pyramid Technologies LLC as being eligible for the upgrade in order to use the TimeTrax Bio software A TimeTrax Bio soft ware labeled or otherwise identified by Pyramid Technologies LLC as an upgrade replaces and or supplements the product that formed the basis for Your eligibility for such upgrade You may use the resulting upgraded product only in accordance with the terms of this EULA If the TimeTrax Bio software is an upgrade of a component of a package of software programs that You licensed as a single product the TimeTrax Bio software 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 TIME amp ATTENDANCE SYSTEM 4 COPYRIGHT AND TRADEMARKS All title trademarks and copyrights in and pertaining to the TimeTrax Bio software the accompanying printed materials and any copies of the TimeTrax Bio software are owned or licensed by Pyramid Technologies LLC or its affiliated companies The TimeTrax Bio software is protected by copyright and trademark laws and international treaty provisions You may make one copy of the TimeTrax Bio software for back up and archival purposes You may not c
23. arts failed because of defective material workmanship or other causes Failure caused by accident alteration misuse or improper packaging of returned unit is not covered by this warranty e Any repair to the equipment other than by Pyramid voids the warranty Users in countries other than the USA should contact the Dealer from whom the unit was purchased The rights under this warranty are limited to the original user and may not be trans ferred to subsequent users Extended Hardware Warranties are available by calling Customer Support at 888 479 7264 for more information LIMITED SOFTWARE TECHNICAL SUPPORT Pyramid warrants the software and provides technical support assistance for a period of 90 days from the date of purchase Extended warranties technical support contracts can be purchased separately through Pyramid Call Customer Support at 888 479 7264 for more information REGISTERING TIMETRAX BIO Please be sure to complete the product registration form enclosed in your shipment to activate your Technical Support Hardware Warranty or register online at www pyramidtechnologies com TIME amp ATTENDANCE SYSTEM WALL BRACKET MOUNTING INSTRUCTIONS Wall Bracket Kit Includes the Following e 1 Stainless Steel bracket 1 Sheet metal screw size 6 x 1 2 Terminal to Bracket e 2 Sheet metal screws size 10 x 1 Bracket to Wall e 2 Wall anchors Tools Needed A drill equipped with a standard 3 16
24. button Select the date of the punch and then select the time of the punch and choose SAVE Edit Punch Highlight the punch in question click the EDIT PUNCH but ton change the date and or time of the punch and choose SAVE Delete Punch Highlight the punch in question click the DELETE PUNCH button and choose YES on the verification screen if you are sure you want to delete this punch An audit trail is automatically produced for any modifications made to the original punch that will show up on screen as well as on the timecard report PAYROLL DETAILS 20 Payroll Details is the location in the program that allows you to enter excep tions to the employee payroll record as well as approving and un approving employee payroll records Most fields are pre populated from both the Punch Detail and Employee Detail screens To enter exceptions click the EDIT PAYROLL DETAILS button and select which special pay you wish to add the date will only pre popu late if special pay accrues towards overtime as selected in payroll groups Enter the hours associated with the special pay in the edited hours field Click SAVE Approve Un Approve and Approve Next Once you approve the payroll you can only edit the payroll if you click the UN APPROVE button first Once you make your change you must click APPROVE again The APPROVE NEXT button will approve the current employee place the data into archive and bring you to
25. d and hardwire the terminal to your desired central PC with the supplied cables For a clean installation run your wires through the 3 4 hole on the backside of the wall bracket If you have any further wall mounting or terminal hookup questions please come visit us at www pyramidtechnologies com or simply call 888 479 7264 49 TIMETRAX BIO PARTS LIST SO PART NUMBER QTY TTBIO TTBIOW1H TTBIOW1S 41400 41685 41269 41314 41313 FTEMP75 42127 DESCRIPTION TimeTrax Bio Master Kit 1 Year Extended Hardware Warranty 1 Year Extended Technical Support Adapter RJ45f to DB9 Converter USB to RS232 50 White Flat RJ45 Cable 100 White Flat RJ45 Cable Splice RJ45 STE111 In Line Software 76 150 Employees Mounting Bracket with Hardware INDEX 7 7th Day Worked Overtime sss 12 A uuo geg 13 BD P areseeres 26 Advanced Employee Groups 12 Anniversaty Nd du pet heme ag 13 APPIOVE ge NEEN as 20 Archive Report 23 Assert Global Special Pay 21 Attendance Report icseeeeee wee ohh 22 Audit Trall Fog yack gies 20 Automatic Backup egen See Eed 17 B trie LC 17 C Cable Tnstallatolt sue See Age 2 Card REDO EE 22 Category Code 421 ZENNER ev 10 COM POI ees bete kiese 2 32 41 42 Configure TAD lt sa25402 P pU RUHU ER RV ECRES 17 Contact Information EE nete 23 D Daily Overtime ege KEE erbe SES 11 Date Format ENEE e 17 Datel tr 17 Daylight Sav
26. data from the last backup If you have punches in the TimeTrax Bio unit that have not been downloaded download them as described in the PAYROLL TAB GET PUNCHES SECTION of this manual e f you do not have a backup you will need to reinstall your software and go thru the entire setup process beginning with the TimeTrax Bio Setup Wizard Once this is completed you must perform an EMERGENCY PUNCH DOWNLOAD as described in the following section Emergency Punch Download n the event of a catastrophic database failure due to damage from viruses hard drive crash etc you can retrieve the last 6 000 punches by initiating an EMERGENCY PUNCH DOWNLOAD Before you attempt to do this please note that if you have any inac tive employees contained in the last 6 000 punches you will need to go to the EMPLOYEE DETAILS ICON on the PAYROLL TAB on the VERTICAL ICON BAR to click on the VIEW INACTIVE EMPLOYEES TAB so those punches will not come through as unassigned i D m wi e I e f you re assigned a card finger ID number to a new employee all punches from both the previous and new employee will go to the card finger ID number You will need to manually review the duplicate card finger ID number and determine 5i which punches should be deleted Pyramid does not recommend reusing a card finger ID number for at least 3 pay periods Click VIEW INACTIVE EMPLOYEES 43
27. e where you selected Congratulations you have successfully created and saved a GENERIC TEXT EXPORT file You will need to go to the location where you created and saved the file and import it into the software of your choosing 27 TIMETRAX BIO PAYCHEX PREVIEW EXPORT 28 The following are instructions for setting up and using the PAYCHEX PREVIEW EXPORT contained in the TimeTrax Bio You will have to go into the REPORTS EXPORTS tab to proceed with the export It may also be nec essary for you to setup the CATEGORY CODES within the SETUP PAYROLL GROUPS SETUP PAY CATEGORIES These codes will be provided to you from your payroll service provider It is also required that individual payroll records are approved before export on the PAYROLL DETAILS SCREEN Choose EXPORT Select PAY PERIOD to be included in EXPORT Select who is included in the EXPORT Choose either EMPLOYEE GROUP or INDIVIDUAL EMPLOYEES Choose SETUP or CREATE EXPORT Setup is typically a one time screen for setup CREATE EXPORT will create the export with the setup options you have selected PAYCHEX will provide BRANCH CLIENT and SITE NUMBER for this export Select the drive and location where you want the export file to be saved ES Click CONTINUE EXPORT rs and SAVE ANY CHANGES Save Ary Charges to export and save the file where you selected Congratulations you have successfully created and saved a PAYCHE
28. e QuickBooks Link no Pay Periods Start On Click SYNC EMPLOYEES WITH QUICKBOOKS to continue Click LINK RULES to setup how the system will import your employees H ne weighted score to match Employee record Ate Deh i Timetrax Employee records QuickBookaeno Tima Trim Ack before mecrting After going through the LINK RULES discussed below click START SYNCING EMPLOYEES WITH QUICKBOOKS x Employee Match Employee Import Employee Export C Match only on Employee ID Uniquely match on these fields weighted in thes order Employee ID Social Security Number Lest Nome First Nama First jonge Middle Initiel TIME amp ATTENDANCE SYSTEM MATCH ONLY ON EMPLOYEE ID The import will only match Employee ID s UNIQUELY MATCH The import will do a cross reference on all employee data to ensure it is correct Pyramid strongly recommends use of this option For each QuickBooks Employee record that matches a TimeTrex Employee record always San blank fields in russi ELTS MEAS NAAS CASS ail oi Check this option Check this For each TimeTrex Employee record thet is matched with to have TimeTrax option to have F e QuickBooks Employee record always update it with the NE Bio update your QuickBooks Smets QuickBooks update your Employee data TimeTrax Bio employee data PYRAMID STRONG LY RECOMMENDS USE OF THIS OPTION x Employee Match Employee i
29. e sure YES always allow access even if QuickBooks is not running is checked and optionally ALLOW this application to access personal data such as Social Security Number 46 and customer credit card information box is checked Click CONTINUE and DONE on the Access Confirmation Screen QuickBooks Application Certificate An apckcaton s teguesting access to De folievng Quifiocks company fle Pyramid Technologies Access may indude reading and modifying QuckBooks data as wel ac erfuere fe set user interface The Acphcaton Calls Te Click YES Check Box optional CONTINUE brings you to the Access Confirmation Screen Click DONE to complete Step 3 Time tracking data is missing for SOME employees From QuickBooks Program Go to EMPLOYEES Click on an affected EMPLOYEE Change the Drop Down Box to PAYROLL AND COMPENSATION INFORMATION Make sure all of the EARNINGS are set up Make sure USE TIME DATA TO CREATE PAYCHECKS is checked Do this for each affected employee and then export again For further technical support Pyramid recommends that you contact Intuit QuickBooks a m E e m wi mia D e e QuickBooks 2003 Link Failure The new QuickBooks 2007 upgrade also moves the location of the company file from the Application Folder to a special folder located in the Shared Documents folder For customers upgrading from an earlier edition of QuickBooks you will need to cor
30. eeping You can change the default to PC if you choose however PCs experience fluctuation by gaining and losing time cok Pis i TIME SYNCHRONIZATION STANDARD By default Powerline is the most reliable option for time ECONOMIE keeping You can change the default to Crystal if you en aside fe UL and poi wre on wr vele powers i choose however internal crystals experience fluctuation by gaining and losing time SETUP TAB Employee Groups and Payroll Setup is addressed in initial TimeTrax Bio Setup Wizard PAYROLL TAB Get Punches At Login you are offered the option to download punches Pyramid recommends that you do this on a regular basis to prevent data loss Otherwise GET PUNCHES allows you to download punches when you are ready for payroll activities TimeTrax Bio will automatically recognize new punches and download only those not currently in the database Punch Details The PUNCH DETAILS screen displays all in and out punches This screen allows you to view insert edit and delete punches as well as assign comments to punches You can also view Current Previous and 2 Prior pay periods This screen categorizes the type of pay category and notifies you of possible errors If an employee has no IN or OUT punches for a specific day TimeTrax Bio will automatically populate a status 19 TIMETRAX BIO PAYROLL TAB Cont PUNCH EDITING Insert Punch To insert a punch click the INSERT PUNCH
31. etail price if any b repair or replace ment of the defective TimeTrax Bio software or c re performance of the Support Services This Limited Warranty is void if failure of the TimeTrax Bio soft ware has resulted from accident abuse or misapplica tion Any replacement TimeTrax Bio software will be warranted for the remainder of the original warranty period or thirty 30 days whichever is longer NO OTHER WARRANTIES TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW PYRAMID TECHNOLOGIES LLC 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 TIMETRAX BIO SOFTWARE AND THE PROVISION OF OR FAIL URE TO PROVIDE SUPPORT SERVICES THE LIMITED WARRANTY GIVES YOU SPECIFIC LEGAL RIGHTS YOU MAY HAVE OTHERS WHICH VARY FROM STATE JURISDICTION TO STATE JURISDICTION Some states and jurisdictions do not allow disclaimers of or limitations on the duration of an implied war ranty so the above limitation may not apply to You To the extent implied warranties may not be entirely disclaimed but implied warranty limitations are allowed by applicable law implied warranties on the TimeTrax Bio software if any are limited to ninety 90 days Pyramid Technologies LLC 48 Elm Street Meriden CT 06450 www PyramidTechnologies com 2007 Pyramid Technolo
32. f file 6 Select pyramid ini and all mdb files 7 Right click and copy files Folder Options ze Genera View Ele Types Olfine Fies Click VIEW TAB m You can set all of your folders to the same view Like Det Folder Reset All Folders Advanced settings Files and Folders a C Display compressed files and folders with atemate color C Display the full path in the address bar C Display the full path in title bar 3 Hidden files and folders Do not show hidden fles and folders Show hidden fles and lolders cic extension tor known tie types Make sure this box is El Hide protected operating system fles Recommended unchecked C Launch folder windows in a sepacate process Remember each folder s view settings Show My Documents on the Desktop E TE Click APPLY then click Restore a A OK OK Cancel For Non Network PC users 1 Right click on your desktop 2 Select NEW and FOLDER 3 Open the folder right click and paste files 4 Transfer files to the new computer 5 Navigate to the TimeTrax directory and paste the files a D E e m wi mia D e in Examples of transfer methods are email attachment Pyramid does not recommend this method due to the size of the files Zip Disk or burn the files onto a CD or DVD For Network PC users Navigate to the TimeTrax directory of the computer you are moving the files to and paste the files 45 QuickBooks Does Not Displa
33. fied individual or group You will enter what days make up your regular workweek ONLY THE PAY PERIOD WORK DAYS This will set ONLY the workdays for a specified individual or group You will enter the actual workweek i e Jane could not work Monday but worked Saturday instead you would uncheck Monday and check Saturday THE WORKDAYS AND WORK WEEKS This will set template for the normally worked days Workweek for a specified individual or group AND the Workdays for a specified individual or group Click OK to save changes 21 TIMETRAX BIO REPORTS EXPORTS REPORTS When generating REPORTS you must select the PAY PERIOD you want included in the report as well as the EMPLOYEE GROUP or INDIVIDUAL EMPLOYEES you want included in the REPORT Then select the REPORT you want to run s si Select PAY PERIOD to be included in qs REPORT despre e Prena ETS IL REPORT Select who is included in the intl REPORT y ams mE Click Choose either CREATE EMPLOYEE GROUP Sa REPORT or INDIVIDUAL EMPLOYEES Payroll Report Shows total regular overtime special hours worked including wage information for the selected PAY PERIOD Time Card Report Shows individual punches special pay and running totals of regular and overtime hours worked for the selected pay period Comments input by user on PUNCH DETAIL screen will appear on this report if selected Attendance Report
34. file to be saved Select a file name for this export 35 TIMETRAX BIO To obtain a CREATE TIME do the following 1 In the QuickBooks Tool Bar go into FILE TIMER EXPORT LISTS FOR TIMER Click OK when the EXPORTS LISTS FOR TIMER SCREEN appears Save in whatever drive you choose to use Change the file name to something easily identifiable such as myqbcompany if The name does not matter as long as the ending is if Click on SAVE You will get a message showing that your data has been exported successfully Minimize your QuickBooks Screen In either Microsoft Explorer or Notepad open the file you just created Go into either Explorer or Notepad Open the Drive you saved the file in Change the File of Type to ALL FILES Look for the if with the name you assigned Open the file In the export file you just opened look on the top line for the field called COMPANYCREATETIME Under that field name and slightly to its left is a 10 digit number This is your QUICKBOOKS COMPANY NUMBER Record your QuickBooks Company Number It will always be needed to perform the export Once this is complete click CONTINUE EXPORT and save any changes Congratulations you have successfully created and saved a QUICKBOOKS EXPORT file At this point you can go into QuickBooks and see that all of the hours will be assigned to the proper employees and you can go about processing payroll as you normally would 36
35. gies LLC All rights reserved 9 LIMITATION OF LIABILITY TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW IN NO EVENT SHALL PYRAMID TECHNOLO GIES LLC OR ITS SUPPLIERS BE LIABLE FOR ANY SPECIAL INCIDENTAL INDIRECT OR CONSEQUEN TIAL DAMAGES WHATSOEVER INCLUDING WITH OUT LIMITATION DAMAGES FOR LOSS OF BUSI NESS PROFITS BUSINESS INTERRUPTION LOSS OF BUSINESS INFORMATION OR ANY OTHER PECU NIARY LOSS ARISING OUT OF THE USE OF OR INABILITY TO USE THE TIMETRAX BIO SOFTWARE OR THE PROVISION OF OR FAILURE TO PROVIDE SUPPORT SERVICES EVEN IF PYRAMID TECHNOLO GIES LLC HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES IN ANY CASE PYRAMID TECH NOLOGIES LLC S ENTIRE LIABILITY UNDER ANY PROVISION OF THIS EULA SHALL BE LIMITED TO THE AMOUNT YOU ACTUALLY PAID TO PYRAMID TECHNOLOGIES LLC FOR THE TIMETRAX BIO SOFTWARE OR SERVICE THAT DIRECTLY CAUSED THE DAMAGE BECAUSE SOME STATES AND JURIS DICTIONS DO NOT ALLOW THE EXCLUSION OR LIMITATION OF LIABILITY THE ABOVE LIMITATION MAY NOT APPLY TO YOU Pyur4 mid Time Keeping Made Simple TIME amp ATTENDANCE SYSTEM TABLE OF CONTENTS Whats Wie EE 1 Minimum System Requirements 35 2343 do Gh o E EA D c oos 1 CATS Installation a che ten eee pe A dE ea aruda ees e 2 INTOCUMIOM erter e ee e deseo ere 2 ls MM MD ia kde SASSER See eee Reales aR EE SS 3 Using th Dine Recorder xax SEENEN e E Keke GER 3 Using Fingerprint EE cedar E ERR 4 Care for Fingerprint Beadet 2
36. i and SAVE ANY CHANGES nr EET to export and save the file A Er rem where you selected ProData will provide you with the file name for this export Congratulations you have successfully created and saved a PRODATA EXPORT file You will need to contact ProData to obtain steps on how to import the file you created and saved into ProData software TIME amp ATTENDANCE SYSTEM QUICKBOOKS 2003 EXPORT PRO PREMIER amp ENTERPRISE The following are instructions for setting up and using the QUICKBOOKS 2003 LINK EXPORT contained in the TimeTrax Bio You will have to go into the REPORTS EXPORTS tab to proceed with the export It may also be necessary for you to setup the CATEGORY CODES within the SETUP PAYROLL GROUPS SETUP PAY CATEGORIES These codes will be provided to you from your payroll service provider It is also required that individual payroll records are approved before export on the PAYROLL DETAILS SCREEN Choose EXPORT Select PAY PERIOD to be included in EXPORT Select who is included in the EXPORT Choose either EMPLOYEE GROUP or INDIVIDUAL EMPLOYEES Choose SETUP or CREATE EXPORT Setup is typically a one time screen for setup CREATE EXPORT will create the export with the setup options you have selected You will need to browse to find your QuickBooks Company File Click START EXPORTING TO QUICKBOOKS REGULAR PAY ITEM This is what is referred to as regular time in QuickBooks O
37. ile name for this export Congratulations you have successfully created and saved a PAYCHEX PAYLINK EXPORT file You will need to contact PAYCHEX to obtain steps on how to import the file you created and saved into PAYCHEX software 29 TIMETRAX BIO PRODATA EVOLUTION EXPORT 30 The following are instructions for setting up and using the PRODATA EVOLUTION EXPORT contained in the TimeTrax Bio You will have to go into the REPORTS EXPORTS tab to proceed with the export It may also be necessary for you to setup the CATEGORY CODES within the SETUP PAYROLL GROUPS SETUP PAY CATEGORIES These codes will be provid ed to you from your payroll service provider It is also required that indi vidual payroll records are approved before export on the PAYROLL DETAILS SCREEN Sg 4 Choose EXPORT Select PAY PERIOD to be included in EXPORT r Gere Serge pe m 7 p tee EA ed O 132008 LE i B L JF Gaane i DIV ona Ges Select who is included in f rete by rmn n a emtee Payrat rm the EXPORT Choose either EMPLOYEE GROUP or INDIVIDUAL EMPLOYEES Choose SETUP or CREATE EXPORT Setup is typically a one time screen for setup CREATE EXPORT will create the export with the setup options you have selected ProData will provide RATE CODES for this export Select the drive and location where you want the export file to be saved SEU Click CONTINUE EXPORT Deui Changn
38. ings Time isa eter e 17 TIME amp ATTENDANCE SYSTEM DBO geet ER 1 2 32 41 42 50 Delete PUNCH dii en e o n e ka 19 Detail Pay History Report 3 e KN ZE 23 Detailed Payroll Report 22 E Edit Punci sei Et e e 20 Emergency Punch Download 43 Employee Contact Info ve CN ENEE 23 Employee Details 540 Eegen rich 13 23 Employee Groups icc Ze Si ENEE ee ds 10 Enable Lunch Warnings 01 33 EE 3 12 Ethernet seg area nna coisti cee 42 14 0 0 a eee eee bn 22 F FIZ KEY Rec 44 Features eese eem ees eem aeni A KEN 3 Filt r Out Punches cias o PUER n 11 Fingerprint ien EE rub 5 Fingerprint Registration 14 Fingerprint Delete Gg Eege ROI 15 Fingerprint Emelie veter VE res 16 Fist Name iiie de nn 13 Fourth Fifth Special Pay e cc eres 21 Frequently Asked Questions 37 39 G Generic Text cette EE EE AEN 27 Get Punches 19 43 44 Global Special Pay erp e ERREUR 21 Grace WIBOON eese spear EE 12 TIMETRAX BIO H Hardware 1 2 23 38 39 41 42 48 Hired de odin Eet des 13 Home PHONE Les pe ke REPRE P RE peee EFE 13 Hourly Pay Rate Sa S rie RR Ee 13 Hours Summary Report 23 I Importing Sync Employees from QuickBooks 24 Inactive mererien E te ERE jonas 13 Inactive Employees 13 23 43 44 Initial Communication Form 8 Insert PUDCI 4 5 sos reb ee a ans 20 Installing the Software 6 7 troduction e ERREUR S 3 L Last Name i22 Rr ber eben
39. int s Check that the employee finger is clean and free of excessive oils Check that the employee finger is not too dry Apply a light moisturizer Check that the employee finger is not too moist Wipe off with a clean dry cloth Check that the employee finger is positioned correctly on the sensor Check that the employee is not using a finger different from the one that was registered Check that the employee finger does not have a cut burn scrape or is otherwise different from the finger at enrollment If it is enroll a different finger See To Change a Fingerprint section of this manual Change the fingerprint registered to another one The surface of the reader may need to be cleaned See Care For The Fingerprint Reader section of this manual Uninstall and reinstall software 5 e P wi A l D amp Missing fingerprints It is possible when the TimeTrax Bio software is not current with the information residing on the terminal fingerprints may be deleted If this situation occurs whether from reinstalling the software changing computers etc you will need to re enroll the employee fingerprint following the instructions in the Employee Details Setup section of this manual 40 Software is acting in an unexpected manner Restart TimeTrax and see if that corrects the problem Reboot your computer and re launch TimeTrax Make sure you meet the minimum system requirements listed in
40. ly created and saved an ADP EXPORT FILE You will need to contact ADP to obtain steps on how to import the file you created and saved into ADP software TIME amp ATTENDANCE SYSTEM GENERIC TEXT EXPORT The following are instructions for setting up and using the GENERIC TEXT EXPORT contained in the TimeTrax Bio You will have to go into the REPORTS EXPORTS tab to proceed with the export It may also be necessary for you to setup the CATEGORY CODES within the SETUP PAYROLL GROUPS SETUP PAY CATEGORIES These codes will be provided to you from your payroll service provider It is also required that individual payroll records are approved before export on the PAYROLL DETAILS SCREEN Choose EXPORT Select PAY PERIOD to be included in EXPORT Select who is included in the EXPORT Choose either EMPLOYEE GROUP or INDIVIDUAL EMPLOYEES Choose SETUP or CREATE EXPORT Setup is typically a one time screen for setup CREATE EXPORT will create the export with the setup options you have selected DELIMITER Choose Comma Tab or Semi Colon QUOTED Choose Yes or No EMPLOYEE BY Choose Name SSN or EMP EXPORT TYPE Choose Payroll or Punches SEU Select the drive and location dess where you want the export file to be saved Cartina Export eg Seve Ary Change Click CONTINUE EXPORT and SAVE ANY CHANGES Type the desired name for this file including to export and save the file the extension fil
41. mmence The date the employee terminates employment The date the employee was hired Enter any pertinent employee data To show hide Employee Notes select FILE Show Employee Notes from the top menu bar 13 TIMETRAX BIO FINGERPRINT REGISTRATION r indicate Operation To Perform Register a fingerprint of DOGLA KEVIN ta allow this employee te punch with a fingerprint Aert fingerprint regsitration for DOWLA KEVIN Tis employee WILL WOT be able to punch with a fingerprint regne rise E ccn Pais haeo DOKLA KEVIN at the terminal now and wait for De prompt to do the finger swiper Operation Progen iii Waiting fer Finger Swipe 1 of 2 Select thumb print icon to register empoyee fingerprint Select employee to register Select to add new fingerprint Select Register Fingerprint Have employee swipe finger for the 1st capture of fingerprint The terminal will say Swipe 1 of 2 Have the employee swipe finger for a 2nd time with the same finger when the terminal says Swipe 2 of 2 This is done for verification and confirmation Note Only 1 fingerprint can be stored per employee 14 TIME amp ATTENDANCE SYSTEM Tirra Trax hi SR RA ony ep eter HERE VAR D Pyramid highly ER recommends setting up each employee on the Employee Details Employes Fiprprhit egent fagitorod Tab first and then go back and enroll each employee s fi
42. mport Employee Export Whenever a QuickBooks Employee record cannot be unembeguousty matched to a TimeTrax Employee record e Aiways impon the QuickBooks Employee record into Fane Trexx Use this es the Deleull Employes Group If ALWAYS IMPORT ALWAYS IMPORT is selected you have When selected this the option to select option will always an employee group import the QuickBooks that all new employ employee into TimeTrax lt No Belsch Group Selected af ees will be entered Bio without asking f Ask when ambiguous matches occur into by default ASK BEFORE When selected the system will always ask before it imports any employee into TimeTrax Bio Pyramid strongly recommends use of this option NEVER IMPORT When selected the system will never import any employees into TimeTrax Bio e Ask before importing the QuickBooks Employee record into TimeTrex C Never impot x Employee match Employee import Employee Export Whenever a TimeTrax Employee record cannot be matched to a QuickBooks Employee record e Always export the TimeTrex Employee record into QuickBooks ALWAYS IMPORT When selected this option will always import the QuickBooks employee into TimeTrax Bio without asking ASK BEFORE when selected the system will C Naver export always ask before it imports any employee into Ask betore exporting the Time Trax Employee record into QuickBooks TimeTrax Bio NEVER EXPORT When selec
43. ncluding all compo nent parts the media and printed materials any upgrades this EULA and if applicable the Certificate of Authenticity to the recipient and c the recipient first agrees to abide by all of the terms of this EULA If the TimeTrax Bio software is an upgrade any trans fer must include any and all prior versions of the TimeTrax Bio software and any and all of Your rights therein if any Support Services Pyramid Technologies LLC may provide You with support services related to the TimeTrax Bio software Support Services The provision and use of Support Services is governed by the Pyramid Technologies LLC policies and programs described in the TimeTrax Bio software user manual and or in online documentation Any supplemental software code provided to you as part of the Support Services shall be considered part of the TimeTrax Bio software and subject to the terms and conditions of this EULA With respect to technical information You provide to Pyramid Technologies LLC as part of the Support Services Pyramid Technologies LLC may use such information for its business purposes including for product updates and development Termination Without prejudice to any of Pyramid Technologies LLC s other rights Pyramid Technologies LLC may terminate this EULA if You fail to comply with the terms and conditions of this EULA In such event You must destroy any and all copies of the TimeTrax Bio software
44. ngerprint Employee fingerprint ID is posted here and will also be displayed on the terminal LCD display during employee punch TO DELETE FINGERPRINT To delete a fingerprint from the Employees Detail Screen select the employee name whose fingerprint you want to delete from the drop down box Select the thumb print icon and it will bring you to the Fingerprint Registration Screen A Tiere Trax bio Fingerprint Registrat X r Select Imploywe CORRINE Select Employee to be removed indicate Operation To Perform C Register a fingerprint of LACT CORRIME NEAR TE Select REMOVE fingerprint 4 REMOVE fingerprint regu ration for LACY CORRINE This employee WILL WOT be atte to punch wet a ingeent Click REMOVE Si gu fingerprint 15 TIMETRAX BIO TO CHANGE ENROLL FINGERPRINT Delete the fingerprint from the Employees Detail Screen by selecting the employee name whose fingerprint you want to delete from the drop down box Select the thumb print icon and it will bring you to the Fingerprint Registration Screen From the Fingerprint Registration Screen select the employee to be removed from the drop down box Select REMOVE Re enroll the employee by making sure the correct employee appears in the Select Employee drop down box and Selecting REGISTER a fingerprint Have the employee re swipe according to the Employee Details Setup section of this manual Note Any changes to the em
45. not sufficient for an organization r Ditt Start d mins before mni ame pitt End al mies before mi arte Deg mrte iuret des Saturday Overtine 8 r we o ne a entr e bh Kei E scha Ovestone r 3m 3 r e ei P GER P y A Chios E Grace Window Mh Day Worked Overtime pen on jew e Lunch ind 4 F ex co EH Shift Warnings Allows the employee to punch at any time but will gen erate a warning when an employee punches outside of the defined shift The user can define the warning based on minutes before or after the shift starts or ends Saturday Overtime Allows the employer to specify whether or not Saturday is automatically overtime regardless of the number of hours worked during the regular pay period Sunday Overtime Allows the employer to specify whether or not Sunday is automatically overtime regardless of the number of hours worked during the regular pay period 7th Day Worked Overtime Allows the employer to specify whether or not an employee who works 7 consecutive days is eligible for overtime regardless of hours worked during the regular pay period Lunch Rules Allows the employer to specify whether an employee must punch out or have lunches automatically deducted or any combination of both You can choose both Automatic Lunch Deductions and No Deductions if the employees within your Employee Group will perform multiple activities where they may not be able to consistently punch
46. nplug the white Cat5 cable from the TimeTrax Bio unit and from the back of the PC Plug them both back in in the reverse order e f this still does not work replace the white cable with another Ethernet or Cat5 cable IIb If the LCD displays time and date test the Time Clock First try unplugging the unit and letting it sit for a few minutes then plug it back into the wall socket e If it is still not connecting correctly you will need to reset the clock NOTE Resetting the time clock erases all stored punches To reset the clock unplug the unit and hold down the 0 key while plugging it back in If it does not connect at this point the clock needs to be replaced 5 e wi W l D E Step III Loop Back Plug Not Found e If the loop back plug is not found try connecting a USB to RS232 adapter Pyramid P N 41685 into the PC and then connecting the DB9 to the USB adapter e If this still does not work it may be necessary to contact your computer support personnel Restoring Database From a Crashed Hard Drive e Reload your TimeTrax Bio Software as shown in the Installing the Software section of this manual Note Please make sure that you are installing the same version that you are currently running f you have AUTOMATIC BACKUP activated go to CONFIGURE TAB on the VERTICAL ICON BAR and Click on AUTOMATIC BACKUP 42 Choose RESTORE FROM CURRENT BACKUP This will restore all
47. on login searches out the terminal and performs a variety of checks One such check is Fingerprint Sync The software scans each employee record locating the Fingerprint ID and then matches that ID with the corresponding fingerprint located on the hardware If the Employee Record indicates that a fingerprint should be on file and it is the system does nothing On the other hand if the Employee Record indicates that a fingerprint should not be on file and there is one the software will direct the terminal to delete the finger print This situation may occur if you are reinstalling the software from a backup that is not up to date with the information residing on the terminal To correct this situation you will need to re enroll the employee fingerprint following the instructions in the Employee Details Setup section of the TimeTrax Bio Instruction Manual Q MY EMPLOYEE CHANGED HER NAME AND EVER SINCE HER NEW NAME DOES NOT DISPLAY ON THE TERMINAL HER OLD NAME STILL SHOWS BUT IN THE SOFTWARE HER NEW NAME APPEARS WHAT SHOULD I DO A Any changes to the name in the employee file made after a fingerprint is enrolled requires fingerprint re registration 39 TROUBLESHOOTING GUIDE FOR YOUR TIME RECORDER YOU MUST BE LOGGED IN AS ADMIN IN TIMETRAX AS WELL AS ANY OTHER INTEGRATED SOFTWARE PROGRAM SUCH AS QUICKBOOKS TO PERFORM ANY MAINTENANCE FUNCTIONS GENERAL TROUBLESHOOTING TIPS TimeTrax Bio will not read the employee fingerpr
48. ooks will provide you with the file name for this export TIMETRAX BIO To obtain a COMPANY NUMBER do the following 1 In the QuickBooks Tool Bar go into FILE TIMER EXPORT LISTS FOR TIMER Click OK when the EXPORTS LISTS FOR TIMER SCREEN appears Save in whatever drive you choose to use Change the file name to something easily identifiable such as myqbcompany if The name does not matter as long as the end ing is if Click on SAVE You will get a message showing that your data has been exported successfully Minimize your QuickBooks Screen In either Microsoft Explorer or Notepad open the file you just created Go into either Explorer or Notepad Open the Drive you saved the file in Change the File of Type to ALL FILES Look for the if with the name you assigned Open the file In the export file you just opened look on the top line for the field called COMPANYCREATETIME Under that field name and slightly to its left is a 10 digit number This is your QUICKBOOKS COMPANY NUMBER Record your QuickBooks Company Number It will always be needed to perform the export Once this is complete click CONTINUE EXPORT and save any changes Congratulations you have successfully created and saved a QUICKBOOKS EXPORT file At this point you can go into QuickBooks and see that all of the hours will be assigned to the proper employees and you can go about processing payroll as you normally would 34 TIME am
49. opy the printed materials accompanying the TimeTrax Bio software You may not remove modify or alter any Pyramid Technologies LLC copyright or trademark notice or the Pyramid Technologies LLC name from any part of the TimeTrax Bio software including but not limited to any such notices contained in the physical and or electronic media or documentation in the Pyramid Technologies LLC Setup Wizard dialogue or about boxes in any of the runtime resources and or in any web presence or web enabled notices code or other embodiments originally con tained in or otherwise created by the TimeTrax Bio software 5 DUAL MEDIA SOFTWARE You may receive the TimeTrax Bio software in more than one medium Regardless of the type or size of the medi um you receive You may use only that one medium that is appropriate for Your single computer You may not use or install the other medium on another com puter including but not limited to portable comput ers under the exclusive control of the registered devel oper You may not loan rent lease or otherwise transfer the other medium to another user except as part of the permanent transfer as provided above of the TimeTrax Bio software 6 U S GOVERNMENT RESTRICTED RIGHTS The TimeTrax Bio software and documenta tion are provided with RESTRICTED RIGHTS Use duplication or disclosure by the U S Government is subject to restrictions as set forth in subparagraph C 1 ii of the Right
50. other than COMI that is not in use and click OK QUICKBOOKS PRE 2002 EXPORT PRO PREMIER amp ENTERPRISE TIME amp ATTENDANCE SYSTEM The following are instructions for setting up and using the QUICKBOOKS PRE 2002 LINK EXPORT contained in the TimeTrax Bio You will have to go into the REPORTS EXPORTS tab to proceed with the export It may also be necessary for you to setup the CATEGORY CODES within the SETUP PAYROLL GROUPS SETUP PAY CATEGORIES These codes will be provided to you from your payroll service provider It is also required that individual payroll records are approved before export on the PAYROLL DETAILS SCREEN Choose EXPORT Select PAY PERIOD to be included in EXPORT Select who is included in the EXPORT Choose either EMPLOYEE GROUP or INDIVIDUAL EMPLOYEES Choose SETUP or CREATE EXPORT Setup is typically a one time screen for setup CREATE EXPORT will create the export with the setup options you have selected REGULAR PAY ITEM This is what is referred to as regular time in QuickBooks OVERTIME 1 5 PAY ITEM This is what is referred to as Overtime Rate in QuickBooks OVERTIME 2 PAY ITEM This is what is referred to as Over time Rate 2 in QuickBooks NOTE It is imperative that you match EXACTLY what is in QuickBooks to these fields since they are case sensitive as well Select the drive and location you want the export file to be saved QuickB
51. p ATTENDANCE SYSTEM QUICKBOOKS PRO TIMER EXPORT The following are instructions for setting up and using the QUICKBOOKS PRO TIMER LINK EXPORT contained in the TimeTrax Bio You will have to go into the REPORTS EXPORTS tab to proceed with the export It may also be necessary for you to setup the CATEGORY CODES within the SETUP PAYROLL GROUPS SETUP PAY CATEGORIES These codes will be provided to you from your payroll service provider It is also required that individual payroll records are approved before export on the PAYROLL DETAILS SCREEN Select PAY PERIOD to be included in EXPORT Select who is included in the EXPORT Choose either SEATS EMPLOYEE GROUP or i INDIVIDUAL EMPLOYEES Peu ee Choose SETUP or CREATE EXPORT Setup is typically a one time screen for setup CREATE EXPORT will create the export with the setup options you have selected REGULAR PAY ITEM This is what is referred to as regular time in QuickBooks OVERTIME 1 5 PAY ITEM DEEM This is what is referred to as For Perot entre Payroll Overtime Rate in QuickBooks OS nc L OVERTIME 2 PAY ITEM This mem D eg is what is referred to as Over pmi orae time Rate 2 in QuickBooks NOTE It is imperative that you match EXACTLY what is in QuickBooks to these fields they are case sensitive as well eme Continue Export ans Seege Select the drive and location where you want the export
52. ployee name in the software will result in the employee having to re enroll their fingerprint VERTICAL ICON BAR Fest PAYROLL TAB SETUP TAB CONFIGURE The working Vertical Operational setup TAB Normal Icon Bar where daily handled initially one time setup transactions occur through the wizard for systems administration These Icons can also be seen on the top menu bar by selecting FILE Show More Menus 16 TIME amp ATTENDANCE SYSTEM CONFIGURE TAB Date Time Setup This is the screen in which you will make any adjustments necessary to the TimeTrax Bio date and time as well as Daylight Savings Time settings Preferences This is the screen in which you will define the preferences for your system settings Click SAVE and EXIT button when completed metrresmet OEREEEEEEEEEEENEEEEEEEEMENEEILLLNLLLLLLLQ LLL D E FORCE TEXT TO UPPER CASE Select this option if you want mm all text entries to be UPPERCASE denn V Dui hri Oui fubit i Ph Doi d DISPLAY RUNNING TOTALS GE E EE IN PUNCH DETAILS GRID Aloe Jufamatki Aperen vi Setoctot Papet ege During Select this option if you want to see cumulative totals in the Punch Details Window Love and bun we ENABLE WORKDAYS SETUP AND TRACK ABSENCES _ Select this option if you want to have Set Workdays setup and Absences reported DATE FORMAT The format in which you want the date displayed in the software as well as on reports ALLOW AUTOMA
53. r with a dry soft lint free cloth e The surface of the reader is dirty or stained e The surface of the reader is wet e The reader often fails to enroll or authenticate fingerprint TIMETRAX BIO INSTALLING THE SOFTWARE Cl TimeTrax Bio InstaltShield Wizard Welcome to the InstallShield Wizard for Time Trax Bio The Inst aiShiels R Waard vell install Te Trax Bio on your computer To continue chck Next Click NEXT to continue WARNING Thes prog am i protected by copyright lew and ternational treshes CG TimeTrax Blo InstaliShield Wizard License Agreement Please read the following kerse agreement care uty TimeTrax Bio Product amp Software Licensing Agreement Copyright 2001 2007 Pyramid Technologes LLC Accept licensing Portions of this program Copyright 1991 2005 Microsoft Corp agreement then click ortions of the report generation software are distributed under a a NEXT to continue Di accept the terms p the kense agreement Ol do not accept the terms in the kerse agreement r TimeTrax Bho InstatiShield Wizard Enter User Name and Organization Choose for whom to install the application Ystal thes appleation foe Click NEXT to continue Arwone who uses this computer sl users O Orly ler ge PTT n Time Trax Bio InstaliShield Wizard Ready to Install the Program The ward n ready to begn eutallation Chick eat gd bo begin the in
54. ral Pc Timetrax Bio PN TTBIO Q 2145 to DBO Adapter PN 41400 AC Power Supply included in USB to RS232 Adapter PN 41685 shipping 50 White Flat Cat5 Cable PN 41269 Q Standard 115v Wall Power Outlet CONNECTING POWER Connect the AC power supply fig F to a standard 115v wall power outlet fig G and also to the TimeTrax Bio unit fig E Two available options for connecting the TimeTrax Bio to your central PC fig A OPTION 1 PC has an available Serial 9 pin COM port Connect the white 50 RJ45 cable fig D to the RJ45 DB9 adapter fig B This will then connect to the back of your PC fig A OPTION 2 PC only has a USB port important Make sure the TimeTrax software is pre installed prior to any hardware and cable connections Connect the white 50 RJ45 cable fig D to the RJ45 DB9 adapter fig B and then connect the RS232 USB adapter fig C to the back of your PC fig A TIME amp ATTENDANCE SYSTEM INTRODUCTION Congratulations on your purchase of the Pyramid TimeTrax Bio Time and Attendance System TimeTrax Bio takes proven biometric technology and combines it with the powerful TimeTrax Bio software to create a time and attendance solution that is both highly effective and easy to use Features e Standard 75 Employees upgradeable to 150 e Weekly Biweekly Semi monthly or Monthly Pay Period e Automatic overtime calculation Pay Interval rounding to 5 6 10 or 15 min
55. rect the path in the software To do this follow the instructions below Open the Pyramid time and attendance software Select the Reports Export tab e Under Export Specification Select QuickBooks 2003 link from the dropdown box e Select Setup Export tab e Select Browse in the QB Company File Name box and double click on QuickBooks Company File 47 TIMETRAX BIO WARRANTY INFORMATION 48 RETURNS Returns on non defective equipment can be made within 30 days of purchase for a full refund after inspection Returns on non defective equipment made after 30 days but within 60 days of shipping will be accepted after inspection and are subject to a 15 restocking fee Returns after 60 days will not be accepted LIMITED HARDWARE WARRANTY Pyramid warrants the TimeTrax Bio equipment to the original user against defective material or workmanship for a period of 1 year from the date of purchase Proof of date of purchase is required for warranty service on this product Pyramid responsibility under this warranty is limited to the repair or replacement of the defective part or parts and repair or replacement is the sole discretion of Pyramid For Return Shipments to Pyramid the product must be shipped in its original carton or equivalent fully insured with shipping charges prepaid Pyramid will not assume any responsibility for loss or damage incurred in shipping Pyramid reserves the right to determine whether the p
56. s in Technical Data and Computer Software clause at DFARS 252 227 7013 or subpara graphs c 1 and 2 of the Commercial Computer Software Restricted Rights at 48 CFR 52 227 19 as applicable Manufacturer is Pyramid Technologies LLC 48 Elm Street Meriden CT 06450 USA 7 APPLICABLE LAW This EULA is gov erned by the laws of the State of Connecticut Should you have any questions concerning this EULA or if you desire to contact PYRAMID TECHNOLOGIES for any reason please contact the PYRAMID distributor serving you or write PYRAMID TECHNOLOGIES LLC 48 Elm Street Meriden CT 06450 Or Call Toll Free 1 888 479 7264 TIMETRAX BIO 8 LIMITED WARRANTY Pyramid Technologies LLC warrants that a the TimeTrax Bio software will for a period of ninety 90 days from the date of delivery perform substantially in accordance with Pyramid Technologies LLC s written materials accompanying it and b any Support Services provided by Pyramid Technologies LLC shall be substantially as described in applicable written materials provided to You by Pyramid Technologies LLC CUSTOMER REMEDIES In the event of any breach of warranty or other duty owed by Pyramid Technologies LLC Pyramid Technologies LLC s and its suppliers entire liability and Your exclusive remedy shall be at Pyramid Technologies LLC s option either a return of the price paid by You for the TimeTrax Bio software not to exceed the suggested U S r
57. stallation F you wart to review or change any of your rise settings dick Bech Okk Cancel to ext the wizard 8 TimeTrax Bio InstotlShield Wizard InstallShield Wizard Completed The iretaliShield Wizard has successfully est alled TmeTrax Bo Cick Fieith to exit the mcard A TimeTrax Bio TIME amp ATTENDANCE SYSTEM Click INSTALL to begin installation When installation is completed click FINISH Double click the ICON placed on your desktop to begin TIMETRAX BIO LOG IN WINDOW When the program is launched you are presented with the Log In Form A Time Trax Pio Log in USER NAME Admin ADMIN PASSWORD i Pi Enter ADMIN into pe eeehe ME USER NAME field waang for Loge 8 Version 422 WARNING User Name aed Paseword hints See qm Enter PTI uppercase above will NOT be chews after lirst Log In Pyrened Technologes LLC into PASSWORD field INITIAL COMMUNICATION FORM After you successfully log in the system initializes communications with the time recorder attached to the PC When this is successfully accom plished you will see Recorder Found ry Initial Communication Form Communications Level 4 Successful Connection OK Continue ReConnect Click OK to continue ii The Time Recorder is connected correctly to this PC TIME amp ATTENDANCE SYSTEM TIMETRAX BIO SETUP WIZARD 2 welcometo TmeTront a Your TimeTrax Time and Attendance Sy
58. stem is an extremely easy to use system featuring a Plug amp Play installation that can seemlessly grow with your company from a single terminal to a multi terminal system The TimeTrax system can also optionally include synchronized wall clocks and bell horn systems This TimeTrax software comes with many features such as variable pay rates and pay periods and can export to most payroll systems Click YES to continue 0 begin using TimeTrax the Payroll Setup m done Do you want to do Payroll Setugcri w SS No Later No Never PAYROLL SETUP mp Poy Ported eeng Pay Period Starts On e we fis J H haen J Thes a Sa Forol Letap farm sech you can pes me the Payroll Seta xon m the Setup tab of the Lat Rar m the Mam Ferm ts Meaty Tare Shy ae om ned weer da Click the EDIT button to start Vater e rer be setup ma the Setup Par Categories eme B Lach the Ft bum to start Select your Pay Period Note Hourly employees paid on a Monthly and Semi Monthly basis could accrue overtime in one Pay Period that is applied to the next Select the day that your Pay Period starts on Select the time to begin the new Pay Period The time selected should be after the last out punch Click SAVE to Once saved click on of the previous pay period continue SETUP PAY CATEGORIES and before the first in punch of the current pay period TIMETRAX BIO PAY CATEGORIES SETUP
59. ted the system will never export any employees from TimeTrax Bio PYRAMID STRONGLY RECOMMENDS USE OF OK Cancel THIS OPTION 25 TIMETRAX BIO ADP EXPORT 26 The following are instructions for setting up and using the ADP EXPORT contained in the TimeTrax Bio You will have to go into the REPORTS EXPORTS tab to proceed with the export It may also be necessary for you to setup the CATEGORY CODES within the SETUP PAYROLL GROUPS SETUP PAY CATEGORIES These codes will be provided to you from your payroll service provider It is also required that individual payroll records are approved before export on the PAYROLL DETAILS SCREEN Choose EXPORT Select PAY PERIOD to be included in EXPORT Select who is included in the EXPORT Choose either EMPLOYEE GROUP or INDIVIDUAL EMPLOYEES Choose SETUP or CREATE EXPORT Setup is typically a one time screen for setup J CREATE EXPORT will create oo the export with the setup options you have selected Setup Create Export AE a pe bung 77 Enter your company code as provided by ADP p so Dodie Click To Set Path Select the drive and location where you want the export file to be saved c Prep en Fes E Click CONTINUE EXPORT Pech Nane and SAVE ANY CHANGES Aeon rh to export and save the file where you selected Fite Neve Carinus Export and Save Ary Changes Congratulations you have successful
60. terials and online or electronic documentation accompanying the particular embodiment of the TimeTrax Bio software 2 DESCRIPTION OF OTHER RIGHTS AND LIMITATIONS Limitations on Reverse Engineering Decompilation and Disassembly You may not modify reverse engineer decompile or disassemble the TimeTrax Bio software except and only to the extent that such activity is expressly permitted by applicable law notwithstanding this limitation The TimeTrax Bio software is licensed as a single product Except with respect to the Redistributables its compo nent parts may not be separated for use on more than one computer Not for Resale Software If the TimeTrax Bio software is labeled Not for Resale or NFR or Evaluation Copy or 30 Day Complimentary then notwithstanding other sec tions of this EULA You may not use the TimeTrax Bio software for commercial purposes nor sell or otherwise transfer it for value Commercial purposes include the use of the TimeTrax Bio software to create publicly distributed computer software No rental leasing or commercial hosting You may not rent lease lend or provide commercial hosting services to third parties with the TimeTrax Bio software Software Transfer You may permanent ly and wholly transfer all of your rights under this EULA provided You a retain no copies whole or partial b permanently and wholly transfer any and all of the TimeTrax Bio software i
61. th a hard pointed object should be avoided Excessive wet dirt or stains should be cleaned off for the longevity of the unit 37 TIMETRAX BIO 38 Q HOW ACCURATE IS THE TIMETRAX BIO A The accuracy of fingerprint readers has increased dramatically in the last few years Error rates have been steadily declining as matching and sensor technologies evolve Pyramid s False Reject Rate is less than half a percent The False Accept Rate is even lower False Reject Rate The hardware decides there is no match when there is in fact a match When security is less important and it is important to do the best you can with only one measurement you want a low False Reject Rate False Accept Rate The hardware decides there is a match when there is in fact no match When it is really important to be sure that there is a match you want to have a very low False Accept Rate Q DOES TIMETRAX BIO PROTECT MY FINGERPRINTS FROM BEING USED WITHOUT MY KNOWLEDGE A The TimeTrax Bio does not require much data to recognize a fingerprint The reader scans the finger and stores only data concerning distinctive portions of the fingerprint called minutia points The minutia points are only a mathematical representation of some data from the original fingerprint A complete image of the fingerprint is never stored on the system Because it is a one way function it is impossible to reconstruct the fingerprint using these points Q WHAT HAP
62. the MINIMUM SYSTEM REQUIREMENTS section of this manual Software cannot locate the time recorder Following is an example of one of the messages you may see in TimeTrax Bio STEP 1 Verify that the hardware is set up correctly Pyramid TimeTrax Bio units require a COM Port for connection You must first attach the DB9 included in shipment to your PC Check to see if the wider side with holes will connect into an available port on the PC If it does screw it in securely Connect the white cable included in the shipment to DB9 and connect the other end of the white cable to the port in the back of the time clock NOTE The WHITE cable should never connect directly to the computer It should always connect to the DB9 and the DB9 should connect to the computer 41 a E e m m wi mia D o a e e If the DB9 does not fit into a port on the computer you will need a USB to RS232 adapter to connect the DB9 to your computer You can purchase this adapter through Pyramid P N 41685 STEP II Test that Windows COM Port and DB9 are working properly e If the hardware is setup correctly you will need to connect the loop back plug included in the shipment to the DB9 that is plugged into your computer Click the Reconnect Button on your screen If the loop back plug is found it indicates that Windows the COM Port and the adapter are working properly IIa Test that the Cable is working properly U
63. utes Option to automatically deduct unpaid lunches Exports out of the box to ADP PAYCHEX QuickBooks and Excel Produces a variety of useful reports Using the Time Recorder Once the time recorder is installed the employee swipe records that are generated from finger swiping are stored within the recorder even if those records are uploaded to the TimeTrax Bio database The TimeTrax Bio recorder automatically stores the last 4 000 fingerswipes depending on usage the swipes can be retrieved on a more or less frequent basis However it is recommended that swipes should be retrieved on a regular basis for two reasons 1 The larger the number of new swipes retrieved the longer it takes for downloading to the TimeTrax Bio database 2 In case of catastrophic equipment failure of the time recorder such as lightning or violent impact the swipe record is stored in a second place the PC TIMETRAX BIO Using the Fingerprint Scanner The following fingerprint scanning procedure is used for both Fingerprint Registration and regular use It is recommended that you use the index finger or middle finger for enrollment and the same finger needs to be used for punching in and out It is very important that the fingerprint captured during enrollment is consistent with the fingerprint that will be scanned on a daily basis Swiping on an angle twisting the finger during the swipe or any other abnormal motion may cause fingerprint recognition
64. y USER NAME Enter the desired login name Diabie wage dece PASSWORD Enter the desired password for this s eias irem A user SC 3 SEH UTR USER LEVEL Enter the desired User Level Levels are explained below DISABLE WAGE ACCESS select this option if you do not want this user to be able to view or change any wage information BB a Ie t CSS C CURE EE READ ONLY Select this option if you only want to LE mt zn give this user READ ONLY access to the database DISABLE EMPLOYEE NOTES select this option if you do not want this user to have access to the notes information in the Employee Details Screen USER LEVELS Restricted These users can only access the following Punch Details Payroll Details Employee Details Assert Global Pay Viewing Options Date Time Setup Form Reports Exports and Retrieve Punch Data Regular These users can access all of the Restricted Users areas and the following Supervisor Functions Preferences Backups and Archive Reports Super These users can access all of the Restricted and Regular Users areas and the following Payroll Groups Employee Groups and Time Source and Sync Standards NOTE Please remember to save each user record 18 TIME amp ATTENDANCE SYSTEM TIME SOURCE amp SYNC STANDARDS It is not necessary to make any changes on this screen Dee Ue a TIME SOURCE STANDARD By default Time Recorder is the most reliable option for time k
65. y Punch Information After Export Time tracking data is missing for ALL employees From QuickBooks Program Choose EDIT PREFERENCES TIME TRACKING Tab to COMPANY PREFERENCES DO YOU TRACK TIME Check YES Go to EMPLOYEES Click on any 1 Employee Change the Drop Down Box to PAYROLL AND COMPENSATION INFORMATION 9 Make sure all of the EARNINGS are set up 10 Make sure USE TIME DATA TO CREATE PAYCHECKS is checked Do this for each employee and then export again SONA RWN H If this does not work you must reinstall the QuickBooks link in TimeTrax Bio In order to do this you must be in single user mode and logged in as ADMIN in QuickBooks to complete this step STEP 1 Remove the TimeTrax Bio application from QuickBooks From the Edit Menu select PREFERENCES For 2004 edition and earlier you reach PREFERENCES by accessing the FILE MENU and click on COMPANY PREFERENCES tab and then INTEGRATED APPLICATIONS Select PYRAMID TIMETRAX Click REMOVE then Click OK Make sure DON T ALLOW ANY APPLICATIONS TO ACCESS THIS COMPANY FILE box is unchecked COMPANY Select Ss es SS x PREFER INTEGRATED UW Wm CEN ENCES tab APPLICATIONS 5 e wi W rel D D Click OK REMOVE STEP 2 Copy new QuickBooks 2003 Link_ exe from the original CD provided in shipment to C Program Files Pyramid TimeTrax STEP 3 Re launch TimeTrax program The QuickBooks Application Certificate Screen appears Mak

Pyramid TimeTrax Bio Time System User Manual

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